MEETING OF THE
Clutha District Council
Wednesday 13 May 2021
Commencing at 1.30pm
At the Tyrone McElrea Room, Cross Recreation Centre
18 Glasgow Street
BALCLUTHA
CLUTHA DISTRICT COUNCIL
Notice is hereby given that a Meeting of the Clutha District Council will be held at the Tyrone McElrea Room, Cross Recreation Centre, 18 Glasgow Street, Balclutha on Thursday, 13 May 2021, commencing at 1.30pm.
Steve Hill CHIEF EXECUTIVE OFFICER
Committee Members
Mayor: Bryan Cadogan
Councillor Dane Catherwood Councillor Alison Ludemann Councillor Stewart Cowie Councillor Ken Payne Councillor Wayne Felts Councillor Carol Sutherland Councillor Gaynor Finch Councillor Bruce Vollweiler Councillor Mel Foster Councillor Jo-Anne Thomson Councillor Bruce Graham Councillor Selwyn Wilkinson Councillor John Herbert Councillor Lloyd McCall CLUTHA DISTRICT COUNCIL Thursday 13 May 2021
APOLOGIES
DECLARATIONS OF INTEREST
PUBLIC FORUM
DEPUTATIONS
Page Title Item # Confirmation of Council Minutes (For Council’s Confirmation) 1. 5 Minutes of the Council Meetings held on the 31 March 2021 and the extraordinary meeting held on 29 April 2021.
Service Delivery Committee Minutes (For Council’s Confirmation) 2. 15 Minutes of the Service Delivery Committee meeting held 29 April 2021
Regulatory and Policy Committee Minutes (For Council’s Confirmation) 3. 21 Minutes of the Regulatory and Policy Committee meeting 29 April 2021.
Corporate and Property Minutes (For Council’s Confirmation) 4. 25 Minutes of the Corporate and Property meeting held 29 April 2021.
West Otago Community Board Minutes (For Council’s Information) 5. 31 Unconfirmed minutes of the meeting of the West Otago Community Board held 14 April 2021.
Lawrence/Tuapeka Community Board Minutes (For Council’s Information) 6. 38 Unconfirmed minutes of the meeting of the Lawrence/Tuapeka Community Board held 14 April 2021.
Clutha District Council – 13 May 2021
Risk & Assurance Minutes (For Council’s Information) 7. 45 Unconfirmed minutes of the Risk & Assurance Committee meeting held 29 April 2021.
Youth Council Minutes (For Council’s Information) 8. 50 Unconfirmed minutes of the Youth Council Meetings held on 3 May 2021.
Local Electoral (Maori Wards and Maori Constituencies) Amendment Act 2021 (Item for Noting) 9. 56 That Council receives the `Local Electoral (Māori Wards and Maori Constituencies) Amendment Act 2021’ report and notes the resolution as stated in the report.
Mayoral Report 10. 64 (For Council’s Information)
Chief Executives Report 11. 68 (For Council’s Information)
Documents for Consent and Seal 12. 74 (For Council’s Confirmation)
Reasons to move into Public Excluded 13. 76 (For Council’s Decision)
Clutha District Council – 13 May 2021
5
Clutha District Council Item for CONFIRMATION
Report Confirmation of Council Minutes Meeting Date 13 May 2021 Item Number 1 Prepared By Julie Gardner – Service Delivery Administrator File Reference 517452
REPORT SUMMARY Attached for confirmation are the minutes of the meeting of the Clutha District Council held on 31 March 2021 and the minutes of the extraordinary meeting of the Clutha District Council held on 29 April 2021.
RECOMMENDATION 1. That the minutes of the meeting of the Clutha District Council held on 31 March 2021 be approved as a true and correct record.
2. That the minutes of the extraordinary meeting of the Clutha District Council held on 29 April 2021 be approved as a true and correct record.
Clutha District Council – 13 May 2021 Confirmation of Council Minutes 6 Clutha District Council
Minutes of the meeting of Clutha District Council held in the Tyrone McElrea Lounge, Cross Recreation Centre, 18 Glasgow Street, Balclutha on Wednesday 31 March 2021 commencing at 1.33pm.
Present His Worship the Mayor Bryan Cadogan, Councillors Stewart Cowie, Wayne Felts, Gaynor Finch, Mel Foster, Bruce Graham, John Herbert, Alison Ludemann, Carol Sutherland, Jo-anne Thomson, and Bruce Vollweiler
In Attendance Steve Hill (Chief Executive), Jules Witt (Group Manager Service Delivery), Ian McCabe (Group Manager Planning & Regulatory), Diane Byars (Communications Coordinator), and Julie Gardner (Service Delivery Administrator)
Apologies Councillors Dane Catherwood, Lloyd McCall, Kenneth Payne, Selwyn Wilkinson
Moved Councillors Thomson/Sutherland and Resolved:
“That the apologies be sustained.”
DECLARATIONS OF INTEREST
There were no additional declarations of interest.
LATE ITEM
Moved Councillors Herbert/Graham and Resolved:
“That Council accepts the ‘Request to Accept a Late Item’ to the Clutha District Council Meeting Agenda.
That Council accepts the following item as a Late Item;
• Elected Member Appointments
Clutha District Council – 31 March 2021 Minutes 7
PUBLIC FORUM
Joyce Beck and Judith Dick attended the Public Forum to ask Councillors to consider relocating a small number of standalone headstones from the eastern end of the Kaitangata Cemetery.
An agenda item will be included in the next Service Delivery meeting for consideration.
1 REVIEW OF POLICY ON GAMBLING VENUES The Senior Policy Advisor (GHC) submitted a report presenting all information gathered and received during the review of the Policy on Gambling Venues so a policy can be adopted by Council.
Mel Needham was in attendance via Zoom to provide clarification on the report where required.
Councillors discussed the issue of stand-alone TABs before agreeing that with more people using online betting and banking there is no compelling reason to allow one in the community. No ATMs are allowed in gambling lounges and any new venues would need to have ATMs at least 100m away from the site.
The closing of existing premises for renovations was also discussed with Councillors agreeing that it would be unfair to not allow the relocation of gambling machines in these cases as it would unfairly affect existing venues.
Moved Councillors Vollweiler/Ludemann and Resolved:
“That Council receives the ‘Review of Policy on Gambling Venues’ report.”
“That Council adopts the Clutha District Council Policy on Gambling Venues 2021 to take effect from 31 March 2021.”
The motion was carried unanimously.
2 ELECTED MEMBER APPOINTMENTS A report was brought to Council on 18 February 2021 requesting appointments be made to various committees, however this was held over until the results of the West Otago Ward By-Election were confirmed.
Moved Councillors Herbert/Sutherland and Resolved:
“That Council receives the ‘Elected Member Appointments’ report.”
That Councillor Ludemann be co-opted to sit at meetings of the Executive of Clutha Development Inc. as a non-voting member.
That Councillor Thomson be appointed as the Clutha District Council representative to Clutha Health First Incorporated.
That Councillor McCall be appointed to the West Otago Community Board and West Otago Health Trust.”
Clutha District Council – 31 March 2021 Minutes
8
3 WAS ITEM 2 IN AGENDA RUNNING ORDER: SWIMMING POOLS CAREGIVER RATIOS The Aquatics Services Team Leader submitted a report regarding caregiver to child ratios for Swimming Pool Facilities and the requirement for our Poolsafe Certification to consider these.
Before considering the report Councillors queried the inclusion of this report believing that it had been considered less than 12 months previously, however the item had been to the Service Delivery Committee and not Council and no definitive decision had been made at that time.
Councillors considered the 2:1 ratio for children under 5 before opting to increase the ratio to 3:1 so as not to inhibit pool usage for larger families who wanted to use the pools, at the same time agreeing that there needs to be appropriate supervision.
Also discussed was an increase in weekend hours which is to go as a staff submission to the Long-Term Plan for consultation and if these are approved this could occur from 1 July.
Moved Councillors Ludemann/Herbert and Resolved:
“That Council receives the ‘Swimming Pools Caregiver Ratios’ report.
That Council introduces a ratio of 3:1 children to caregiver ratio for under 5’s and 4:1 for under 8’s for Clutha District Council Pools in Balclutha and Milton.”
The motion went to the vote with the result:
For: 9 Against: 2 – Councillors Cowie and Graham requested their votes be recorded
4 WAS ITEM 3 IN AGENDA RUNNING ORDER: REGULATORY AND POLICY COMMITTEE RECOMMENDATIONS The Senior Policy Analyst submitted a recommendation made by the Regulatory and Policy Committee to Council at a meeting held on 18 March 2021.
Moved Councillors Foster/Finch and Resolved:
“That Council adopts the ‘Our Place Lawrence – Tuapeka Community Plan’.
5 WAS ITEM 4 IN AGENDA RUNNING ORDER: CONFIRMATION OF COUNCIL MINUTES The minutes of the meeting of the Clutha District Council held on 18 February 2021 and 25 March 2021 were submitted for confirmation.
Moved Councillors Vollweiler/Herbert and Resolved:
“That the minutes of the meetings of the Clutha District Council held on 18 February 2021 and 25 March 2021 (noting the change of venue to the Tyrone McElrea Lounge) be approved as a true and correct record.”
Clutha District Council – 31 March 2021 Minutes
9
6 WAS ITEM 5 IN AGENDA RUNNING ORDER: REGULATORY AND POLICY COMMITTEE MINUTES The minutes of the meeting of the Regulatory and Policy Committee held on 18 March 2021 were submitted for confirmation.
Moved Councillors Vollweiler/Felts and Resolved:
“That the minutes of the meeting of the Regulatory and Policy Committee held on 18 March 2021 be approved as a true and correct record.
7 WAS ITEM 6 IN AGENDA RUNNING ORDER: CORPORATE & PROPERTY COMMITTEE MINUTES The minutes of the meeting of the Corporate & Property Committee held on 18 March 2021 were submitted for confirmation.
Moved Councillors Herbert/Foster and Resolved:
“That the minutes of the meeting of the Corporate & Property Committee held on 18 March 2021 (noting the change of venue to the Tyrone McElrea Lounge) be approved as a true and correct record.”
8 WAS ITEM 7 IN AGENDA RUNNING ORDER: SERVICE DELIVERY COMMITTEE MINUTES The minutes of the meeting of the Service Delivery Committee held on 18 March 2021 were submitted for confirmation.
Moved Councillors Felts/Thomson and Resolved:
“That the minutes of the meeting of the Service Delivery Committee held on 18 March 2021 be approved as a true and correct record.”
9 WAS ITEM 8 IN AGENDA RUNNING ORDER: WEST OTAGO COMMUNITY BOARD MINUTES The unconfirmed minutes of the West Otago Community Board meeting held on 3 March 2021 were submitted.
Moved Councillors Herbert/Cowie and Resolved:
“That the unconfirmed minutes of the meeting of the West Otago Community Board held on 3 March 2021 be noted.”
10 WAS ITEM 9 IN AGENDA RUNNING ORDER: LAWRENCE/TUAPEKA COMMUNITY BOARD MINUTES
The unconfirmed minutes of the Lawrence/Tuapeka Community Board meeting held on 3 March 2021 were submitted. Moved Councillors Foster/Herbert and Resolved:
“That the unconfirmed minutes of the meeting of the Lawrence/Tuapeka Community Board held on 3 March 2021 be noted.”
Clutha District Council – 31 March 2021 Minutes
10
11 WAS ITEM 10 IN AGENDA RUNNING ORDER: RISK & ASSURANCE COMMITTEE MINUTES The unconfirmed minutes of the meeting of the Risk & Assurance Committee held on 18 March 2021 were submitted.
Moved Councillors Herbert/Cowie and Resolved:
“That the unconfirmed minutes of the Risk & Assurance Committee meeting held on 18 March 2021 be noted.”
12 WAS ITEM 11 IN AGENDA RUNNING ORDER: YOUTH COUNCIL MINUTES The unconfirmed minutes of the meetings of the Clutha District Youth Council held on 22 February 2021 and 22 March 2021 were submitted.
Moved Councillors Finch/Vollweiler and Resolved:
“That the unconfirmed minutes of the Youth Council meetings held on 22 February 2021 and 22 March 2021 be noted.”
13 MAYORAL REPORT The Mayor and Councillors provided an update on meetings and events they had attended since the previous meeting of Council.
Moved Councillors Thomson/Vollweiler and Resolved:
“That the Mayoral Report and Councillors’ Attendances be received.”
The meeting was adjourned at 3.07pm.
14 WAS ITEM 12 IN AGENDA RUNNING ORDER: CITIZENSHIP CEREMONY The following candidates were in attendance to participate in a New Zealand citizenship ceremony.
Name Nationality Oath or Affirmation
Mrs Anthea Dorothy Irene Gernetzky South African Oath
Mr Peter Alan Gernetzky South African Oath
Mr Luavasa Malae Samoan Oath
Mrs Levaai Malae Apela Samoan Oath
Master Jonathan Luavasa Apela Samoan Oath
Ms Irene Canonayon Maghanoy Philippines Oath
Mr Richard Parkinson Australian Affirmation
Clutha District Council – 31 March 2021 Minutes
11
The meeting reconvened at 4.10pm.
15 CHIEF EXECUTIVE’S REPORT Reports on events attended, the award of tenders and other matters in hand at present.
Moved Councillors Cowie/Foster and Resolved:
“That the Chief Executive’s report be received.”
16 DOCUMENTS FOR CONSENT AND SEAL A report was submitted advising use of the Clutha District Council Common Seal since the previous Council Meeting.
Moved Councillors Herbert/Finch and Resolved:
“That Council approves the fixing of its seal, under the hands of the Chief Executive to the documents as listed.”
1. DEED OF LEASE
1.1 The area known as 24 Crown Street, Balclutha between CDC and South Roads.
2. DEED OF VARIATION OF LEASE
2.1 Between the CDC and Balclutha Riding for the Disabled Incorporation previously known as Litchfield Park Therapeutic Riding Clutha Branch Riding for Disabled Association Incorporated.
3. INSTRUMENT CREATING ESPLANADE STRIP
3.1 Lot 6, DP 557153 between Lancewood Holdings (2015) Limited and Clutha District Council.
3. CONTRACT AGREEMENT
3.1 Contract Agreement 814 – Administration Building Refurbishment between Amalgamated Builders Limited and Clutha District Council.
17 REASONS TO MOVE TO PUBLIC EXCLUDED SESSION Moved Councillors Finch/Sutherland and Resolved:
“That Council resolves to exclude the public on the grounds contained in Appendix 1 of the Clutha District Council’s Standing Orders under Sections A2(a), A2(b)(ii), A2 (i), A2 (j) and A2(k).”
The meeting moved into public excluded at 4.18pm.
The meeting moved out of public excluded and closed at 4.22pm.
Clutha District Council – 31 March 2021 Minutes
12
Read and Confirmed
B A Cadogan MAYOR
Clutha District Council – 31 March 2021 Minutes
13
Clutha District Council
Minutes of the Extraordinary Meeting of Clutha District Council held in the Tyrone McElrea Lounge, Cross Recreation Centre, 18 Glasgow Street, Balclutha on Thursday 29 April 2021 commencing at 1.32pm.
Present His Worship the Mayor Bryan Cadogan, Councillors Dane Catherwood, Stewart Cowie, Wayne Felts, Gaynor Finch, Mel Foster, Bruce Graham, John Herbert, Alison Ludemann, Lloyd McCall, Kenneth Payne, Carol Sutherland, Jo-anne Thomson, Bruce Vollweiler and Selwyn Wilkinson.
In Attendance Steve Hill (Chief Executive), Jules Witt (Group Manager Service Delivery), John Scott (Group Manager Corporate & Property), Ian McCabe (Group Manager Planning & Regulatory), Sue Wilkins (Communications Coordinator) and Julie Gardner (Service Delivery Administrator).
Apologies There were no apologies.
DECLARATIONS OF INTEREST
There were no additional declarations of interest.
PUBLIC FORUM
There was no public forum.
1 REASONS TO MOVE TO PUBLIC EXCLUDED SESSION Moved Councillors Herbert/Graham and Resolved:
“That Council resolves to exclude the public on the grounds contained in Appendix 1 of the Clutha District Council’s Standing Orders under Sections A2(b)(ii), A2(d)(i), A2 (i) and A2(j).”
The meeting moved into public excluded session at 1.32pm.
The meeting moved out of public excluded session and closed at 2.45pm.
Clutha District Council – 29 April 2021 Minutes
14
Read and Confirmed
B A Cadogan MAYOR
Clutha District Council – 29 April 2021 Minutes
15 Clutha District Council Item for CONFIRMATION
Report Service Delivery Committee Minutes Meeting Date 13 May 2021 Item Number 2 Prepared By Julie Gardner – Service Delivery Administrator File Reference 517451
REPORT SUMMARY Attached are the minutes of the meeting of the Service Delivery Committee held on 29 April 2021.
RECOMMENDATIONS 1. That the minutes of the meeting of the Service Delivery Committee held on 29 April 2021 be approved as a true and correct record.
Clutha District Council – 13 May 2021 Service Delivery Committee Minutes 16
Service Delivery Committee
Minutes of the meeting of the Service Delivery Committee held in the Tyrone McElrea Lounge, Cross Recreation Centre, 18 Glasgow Street, Balclutha on Thursday 29 April 2021, commencing at 1.30pm.
Present Councillor Bruce Graham (Chairman), His Worship the Mayor Bryan Cadogan, Councillors Dane Catherwood, Stewart Cowie, Wayne Felts, Gaynor Finch, Mel Foster (arrived at 1.31pm), John Herbert, Alison Ludemann, Kenneth Payne, Carol Sutherland, Jo-anne Thomson, Bruce Vollweiler and Selwyn Wilkinson.
In Attendance Steve Hill (Chief Executive), Jules Witt (Group Manager Service Delivery), Ben Gold (Infrastructure Strategy Manager), Thyagu Gopalan (Water & Waste Manager) Henri van Zyl (Transport & Facilities Operations Manager), Sue Wilkins (Communications Coordinator), Sharon Cousins (Project Manager Community Plan Implementation) and Julie Gardner (Service Delivery Administrator).
Apologies There were no apologies.
LATE ITEMS There were no late items.
PUBLIC FORUM There was no public forum.
DECLARATIONS OF INTEREST There were no additional declarations of interest.
Moved Councillors Payne/Thomson and Resolved:
“That the Service Delivery Committee adjourns the Service Delivery Meeting.”
Service Delivery Committee – 29 April 2021 Minutes 17
The meeting was adjourned at 1.30pm.
The meeting was reconvened at 2.49pm.
1. KAITANGATA CEMETERY – RELOCATION OF HISTORICAL ASHES BEAM HEADSTONES AND REMAINS The Transportation & Facilities Operations Manager submitted a report advising of a request from descendants of five Kaitangata families to have their loved ones’ headstones and ashes relocated from the western edge of the cemetery to the cremation beam at the eastern end of the cemetery.
While Councillors were in agreeance that the headstones and ashes are relocated comment was also made that the area would still need to be maintained for one family if the others are moved.
Moved Mayor Cadogan/Councillor Herbert and Resolved:
“That the Service Delivery Committee receives the ‘Kaitangata Cemetery – Relocation of Historical Ashes Beam Headstones and Remains’ report.”
“That the Service Delivery Committee confirms their preferred option as Option 5 and funding source as Non-Routine Budget in response to the request to relocate the headstones and remains from the western ashes beam by the hedge to the eastern ashes beam in the Kaitangata Lawn Cemetery.”
2. VICTORIA PARK, KAITANGATA – TREE TRIMMING AND REMOVAL The Transportation & Facilities Operations Manager submitted a report advising of a request from the Kaitangata Pool Committee for the removal and/or trimming of 16 trees in the vicinity of the pool in Victoria Park.
Councillors queried whether there had been an investigation done into whether there were any significant trees in the area and asked if the trees would be replaced with more suitable specimens.
They also requested that provision for funding be included in the Long-Term Plan process.
Moved Councillors Thomson/Foster and Resolved:
“That the Service Delivery Committee receives the ‘Victoria Park, Kaitangata – Tree Trimming and Removal’ report.”
“That the Service Delivery Committee notes that further discussion between the Kaitangata Pool Committee, the Kaitangata & Districts Promotions Group and Council staff and elected member is required before a decision can be made on the trees in Victoria Park, Kaitangata.”
Service Delivery Committee – 29 April 2021 Minutes 18
3. ORGANISATIONAL PERFORMANCE - SERVICE DELIVERY The Group Manager Service Delivery presented the Organisational Performance report for information. The report includes customer service reporting statistics and information on customer and contractor response times.
Moved Councillors Herbert/Felts and Resolved:
“That the Service Delivery Committee receives the ‘Organisational Performance - Service Delivery’ report, dated 29 April 2021.”
4. GROUP MANAGER’S UPDATE The Group Manager Service Delivery submitted a report which set out his activities since the last meeting of the Committee.
An update was provided on the Destination Toilets. These will not meet the completion date of 30 June as we are currently waiting on a programme of works. The designs also need to be amended to bring them more into line with budgets.
Moved Councillors Herbert/Felts and Resolved:
“That the Service Delivery Committee receives the ‘Group Manager’s Update’ report dated 29 April 2021.”
5. OPERATIONS UPDATE – TRANSPORTATION & FACILITIES The Transportation & Facilities Operations Manager submitted a report advising on operational matters within the Department.
The Chairman left the meeting at 3.19pm, Mayor Cadogan assumed the chair in his absence.
Councillor Cowie left the meeting at 3.22pm.
Councillors Cowie and Graham returned to the meeting at 3.26pm.
There was discussion on the following –
• Waka Kotahi (NZTA) – Temporary Traffic Management model • Balclutha Grandstand vandalism • Mt Stuart – had been remetalled but after recent car rally this has disappeared – road is on the list for more major repairs so only necessary work is currently being undertaken.
Moved Councillors Vollweiler/Ludemann and Resolved:
“That the Service Delivery Committee receives the ‘Operations Update – Transportation & Facilities’ report dated 29 April 2021.”
Service Delivery Committee – 29 April 2021 Minutes 19
Mayor Cadogan took the opportunity to formally acknowledge ex-Dunedin Mayor Dave Cull’s passing and requested that a card and flowers be sent to his family.
Mayor Cadogan left the meeting at 3.30pm.
6. OPERATIONS UPDATE – WATER & WASTE The Water & Waste Operations Manager submitted a report advising on operational matters within the Department.
Moved Councillors Herbert/Felts and Resolved:
“That the Service Delivery Committee receives the ‘Operations Update – Water & Waste’ report dated 29 April 2021.”
7. INFRASTRUCTURE STRATEGY UPDATE The Infrastructure Strategy Manager submitted a report advising on matters within the Department.
A verbal update was provided on additional water reform information from the Water Utilities Assn Group meeting in Wellington on Wednesday.
• Info to come to council in June/July with rates information for the various stages. • Transition phase – staff will need to wear two hats – current and new model. • Website – Working for Water to try and attract students into the water area. • Dec. 15 is decision day for Councils.
Moved Councillors Cowie/Wilkinson and Resolved:
“That the Service Delivery Committee receives the ‘Infrastructure Strategy Update’ report dated 29 April 2021.”
8. CAPITAL DELIVERY UPDATE The Capital Delivery Manager submitted a report advising on matters within the Department.
The Group Manager Service Delivery updated Item 1.3 Contract 808 and advised that the tender had closed but it was now a bit late in the season for some of the works, however other projects will be assessed to ensure that the funding is spent.
Moved Councillors Herbert/Thomson and Resolved:
“That the Service Delivery Committee receives the ‘Capital Delivery Update’ report dated 29 April 2021.”
Service Delivery Committee – 29 April 2021 Minutes 20
9. COMPLIANCE UPDATE REPORT The Group Manager Service Delivery submitted a report advising on all compliance- related issues across the Department.
Moved Councillors Finch/Herbert and Resolved:
“That the Service Delivery Committee receives the ‘Compliance Update’ report dated 29 April 2021.”
10. COMMUNITY PROJECTS UPDATE The Project Manager – Community Plan Implementation submitted a report updating the Committee on progress with projects identified through the Our Place Community Plan process.
There was discussion on the following –
• Catlins/Lawrence Our Place project meetings (internal and external) have been very productive and worthwhile. • Greater Taylor Park development and linkage with Calder Stewart walkway development
Councillor Vollweiler left the meeting at 3.49pm.
Moved Councillors Finch/Payne and Resolved:
“That the Service Delivery Committee receives the ‘Community Projects Update’ report dated 29 April 2021.”
The meeting closed at 3.50pm.
Confirmed
Bruce Graham Chairman
Service Delivery Committee – 29 April 2021 Minutes 21 Clutha District Council Item for CONFIRMATION
Report Regulatory and Policy Committee Minutes Meeting Date 13 May 2021 Item Number 3 Prepared By Wendy Copeland – Regulatory Services Administrator File Reference 517528
REPORT SUMMARY Attached are the minutes of the meeting of the Regulatory and Policy Committee held on 29 April 2021.
RECOMMENDATIONS 1. That the minutes of the meeting of the Regulatory and Policy Committee held on 29 April 2021 be approved as a true and correct record.
Clutha District Council – 13 May 2021 Regulatory and Policy Committee Minutes 22
Regulatory and Policy Committee
Minutes of the meeting of Regulatory and Policy Committee held in the Tyrone McElrea Lounge, Cross Recreation Centre, 18 Glasgow Street, Balclutha on Thursday 29 April 2021, commencing 1.30pm
Present Councillor Bruce Vollweiler (Chairman), Councillors Dane Catherwood, Wayne Felts, Gaynor Finch, Mel Foster, Bruce Graham, John Herbert, Alison Ludemann, Ken Payne, Carol Sutherland, Jo-anne Thomson, Selwyn Wilkinson
In Attendance Steve Hill (Chief Executive), Ian McCabe (Group Manger Planning and Regulatory), Wendy Copeland (Regulatory Services Administrator), Michael Goldsmith (Senior Policy Advisor)
Apologies: Mayor Cadogan, Councillors Lloyd McCall and Stewart Cowie
Moved Councillors Finch / Payne and Resolved;
“That the apologies be sustained.”
The meeting was adjourned at 1.31pm The meeting reconvened at 4.00pm Mayor Cadogan, Councillors McCall and Cowie left before the meeting reconvened.
DECLARATIONS OF INTEREST There were no declarations of interest. URGENT BUSINESS There was no urgent business. PUBLIC FORUM
Regulatory and Policy Committee – 29 April 2021 Minutes 23
1. GROUP MANAGER’S REPORT The Group Manager – Regulatory and Planning submitted a report updating the Committee on the following matters:
1. Manager’s Activity 2. Building Control 3. Animal Control 4. Enforcement and Monitoring 5. District Licensing Committee 6. Planning/Resource Consents 7. Freedom Camping 8. Staffing.
Moved Councillors Payne / Catherwood and Resolved:
“That the Regulatory and Policy Committee receives the report titled ‘Manager’s Report’, dated 29 April 2021.”
2. STRATEGIC PLANNING MANAGER’S REPORT
The Strategic Planning Manager and Senior Policy Advisor (GHC) jointly submitted a report providing updating the Committee on the following matters:
1. Activity 2. Long Term Plan 2021/31 3. Our Place Community Plans 4. Climate Change Leadership & Response Project 5. Policy and Bylaw Reviews
Moved Councillors Finch / Herbert and Resolved:
That Council receives the ‘Strategic Planning Manager’s report’ dated 29 April 2021.
3. OUR PLACE KAITANGATA FEEDBACK REPORT A report providing feedback from the Our Place Kaitangata community consultation process and seeking direction for bringing back further information about priority projects. Councillor Felts commended the work that had taken place for the Our Place Kaitangata consultation.
Moved Councillors Finch / Graham and Resolved;
Regulatory and Policy Committee – 29 April 2021 Minutes 24
“That the Committee receives the Our Place Lawrence – Tuapeka Community Plan report, dated 29 April 2021.” Moved Councillors Finch / Graham and Resolved;
“That the Regulatory and Policy Committee approves the following project groupings, as set out in the project information to be developed:
Focus Area: Potential projects: o Investigate and assess options to improve the boat ramp 1. River access and carpark area. o Investigate the feasibility of creating additional facilities. Investigate options, arrange funding, and develop walking 2. Walking & o and cycling links; both within Kaitangata, and linking to cycling nearby attractions or towns. 3. Kaitangata o Prepare a business case (including funding options) for Pool upgrading the Kaitangata Pool. o Upgrade, or replace existing equipment at the Victoria Park 4. Victoria Park playground. o Trim or remove trees shading the Kaitangata Pool. Undertake consultation as required, to refine and 5. War Memorial o implement the concept design for the Kaitangata War Reserve Memorial Reserve. Improve access to Wangaloa Beach. 6. Wangaloa o Investigate other improvements, including provision of Domain o camping facilities. Prepare a business case (including funding options) for 7. Public Toilets o creating new public toilets in Kaitangata. Sealing urban streets in lower Kaitangata and undertaking 8. Roading o footpath renewal work.
6. BUILDING STATISTICS Regulatory Services Administrator providing building statistics and comparisons for March 2021.
Moved Councillors Ludemann / Sutherland and Resolved:
That the Regulatory and Policy Committee receives the report titled ‘Building Statistics’, dated 29 April 2021.
The meeting closed at 4.11pm Confirmed
Bruce Vollweiler CHAIRMAN
Regulatory and Policy Committee – 29 April 2021 Minutes 25 Clutha District Council Item for CONFIRMATION
Report Corporate & Property Committee Minutes Meeting Date 13 May 2021 Item Number 4 Prepared By Karen Piercy – Corporate Services Administrator File Reference 518075
REPORT SUMMARY Attached are the unconfirmed minutes of the meeting of the Corporate & Property Committee held on 29 April 2021.
RECOMMENDATIONS 1. That the unconfirmed minutes of the Corporate & Property Committee held on 29 April 2021 be approved as a true and correct record.
Clutha District Council – 13 May 2021 Corporate & Property Committee Minutes 26
Corporate & Property Committee
Minutes of the meeting of Corporate & Property Committee held by in the Tyrone McElrea Lounge, Cross Recreation Centre, 18 Glasgow Street, Balclutha, on Thursday 29 April 2021, commencing at 1.31pm.
Present Councillor Kenneth Payne (Chairperson), Councillors Dane Catherwood, Wayne Felts, Gaynor Finch, Mel Foster, Bruce Graham, John Herbert, Alison Ludemann, Carol Sutherland, Jo-Anne Thomson, Selwyn Wilkinson, and Bruce Vollweiler.
In Attendance Steve Hill (Chief Executive), John Scott (Group Manager Corporate Services), Sue Wilkins (Communications Coordinator), Debbie Duncan (Library Service Centre Manager), Linda Moore Chief Executive Clutha Development and Noelene Scott – Clutha Development Board Member. Karen Piercy (Corporate Services Administrator).
Apologies His Worship the Mayor Bryan Cadogan Bryan, Councillors Lloyd McCall, Stewart Cowie, Bruce Vollweiler (leaving early).
Moved Councillors Graham/Catherwood and Resolved:
“That the apologies be sustained.”
DECLARATIONS OF INTEREST There were no declarations of interest.
URGENT BUSINESS There was no urgent business.
PUBLIC FORUM There was no public forum.
Moved Councillors Felts/Wilkinson and Resolved:
“That the Corporate and Property Committee adjourns the Corporate & Property Meeting.”
Corporate & Property Committee – 29 April 2021 Minutes
27
The meeting was adjourned at 1.32pm.
The meeting reconvened at 4.18pm.
1. REQUEST FOR REMISSION OF UNIFORM ANNUAL CHARGES The Rates/Property Officer presented a report on an application for remission of Uniform Annual General charges on a recently subdivided parcel of land at 570 Rongahere Road, Beaumont under the Policy on Rates Remission (Remission of Uniform Annual General Charges).
Moved Councillors Catherwood/Herbert and Resolved:
1. That the Corporate & Property Committee receives the Request for Remission of Uniform Annual General Charges report.
2. That the Corporate & Property Committee approves the remission of the uniform annual general charges on the four newly created lots at 579 Rongahere Road, Beaumont.
2. REQUEST TO CHANGE LAND CLASSIFICTION The Rates/Property Officer presented a report to consider changing the land classification of council owned land at 2-4 Elizabeth Street, Balclutha from ‘Strategic Purpose’ to ‘Freehold Property not otherwise Categorised’.
As the purchase of this building was funded from Endowment Funds and the rental is offset against the Uniform Annual General charge, proceeds from any sale should be reinvested in property that will provide a similar return.
Moved Councillors Vollweiler/Sutherland and Resolved:
1. That the Corporate and Property Committee receives the Request to Change Land Classification report.
2. That the Corporate and Property Committee changes the classification of 2-4 Elizabeth Street, Balclutha to ‘Freehold Property not otherwise Categorised”.
Councillor Graham left the meeting at 4.26pm.
The Rates/Property Officer left the meeting at 4.26pm
3. CLUTHA DEVELOPMENT QUARTERLY REPORT The Chief Executive, Clutha Development, presented the quarterly report for the period 1 December 2020 to 31 March 2021.
Councillor Graham returned to the meeting at 4.29pm.
She explained that the work of Clutha Development is driven by the living and working strategy.
Corporate & Property Committee – 29 April 2021 Minutes
28
It was noted that there are members of the community unaware of what Clutha Development offers by way of support. Consideration is to be given to including a Clutha Development segment in Council’s monthly Noticeboard in the Clutha Leader.
Councillor Vollweiler left the meeting at 4.47pm.
Moved Councillors Felts/Catherwood and Resolved:
That the Corporate & Property Committee receives the Clutha Development Quarterly report.
4. MANAGEMENT ACCOUNTS REPORT The Group Manger Corporate Services presented the Management Accounts report for the period 1 July 2020 to 28 February 2021.
Moved Councillors Ludemann/Herbert and Resolved:
“That the Corporate & Property Committee receives the Management Accounts Report.”
5. INVESTMENT PORTFOLIO UPDATE REPORT The Management Accountant presented a report on the investment portfolio for the months April 2020 to March 2021.
Moved Councillors Finch/Sutherland and Resolved: “That the Corporate & Property Committee receives the Investment Portfolio Update report.”
6. LIBRARIES - SERVICE CENTRES REPORT The Library Service Centre Manager submitted a report on the activities of the district libraries and service centres in the past period, including statistics and activities.
Moved Councillors Wilkinson/Graham and Resolved:
That the Corporate & Property Committee receives the Libraries/Service Centres report.”
7. CORPORATE SERVICES REPORT The Corporate Services Administrator submitted a report updating the Committee on the activities of the Corporate Services Department in the past period, including funding schemes. The report covered:
• Creative Communities New Zealand Funding Scheme. • General Grant Allocations: o Reimbursement of Council Fees and Charges. o Reimbursement of Rent or Lease. • Clutha District Community Service Awards • Rates Rebate Scheme.
Corporate & Property Committee – 29 April 2021 Minutes
29
Moved Councillors Ludemann/Catherwood and Resolved:
“That the Corporate & Property Committee receives the Corporate Services Report.”
8. CREATIVE COMMUNITIES ASSESSMENT COMMITTEE MINUTES The Corporate Services Administrator submitted the unconfirmed minutes of the meeting of the Creative Communities Assessment Committee held 25 March 2021 for noting.
Moved Councillors Ludemann/Foster and Resolved:
“That the unconfirmed minutes of the meeting of the Creative Communities Assessment committee held on 25 March 2021 be noted.”
The Chief Executive left the meeting at 5.00pm.
9. CORPORATE PROPERTIES UPDATE REPORT The Group Manager Corporate Services submitted the Corporate Properties Update report.
The rental on the Crown Street property is to be reported back to the committee.
The committee asked where the land at Kaitangata and Gormack Street and sold for $2.00 is situated. The Rates/Property Officer will investigate and report back.
Moved Councillors Thomson/Ludemann and Resolved:
“That the Corporate & Property Committee receives the Corporate Properties Update Report.”
10. DEVELOPMENT PROPERTIES UPDATE REPORT The Group Manager Corporate Services and the Chief Executive submitted the Development Properties Update report.
Moved Councillors Finch/Herbert and Resolved:
“That the Corporate & Property Committee receives the Development Properties Update Report.”
11. CORPORATE & PROPERTY COMMITTEE WORK PROGRAMME REPORT The Group Manager Corporate Services presented the Corporate & Property Work Programme report.
Moved Councillors Finch/Ludemann and Resolved:
“That the Corporate & Property Committee receives the Corporate & Property Committee Work Programme report.”
Corporate & Property Committee – 29 April 2021 Minutes
30
The meeting closed 5.06pm. Confirmed
Kenneth Payne CHAIRPERSON
Corporate & Property Committee – 29 April 2021 Minutes
31 Clutha District Council Item for INFORMATION
Report West Otago Community Board Minutes Meeting Date 13 May 2021 Item Number 5 Prepared By Julie Gardner – Service Delivery Administrator File Reference 517453
REPORT SUMMARY Attached are the unconfirmed minutes of the meeting of the West Otago Community Board held on 14 April 2021.
RECOMMENDATIONS 1. That the unconfirmed minutes of the meeting of the West Otago Community Board held on 14 April 2021 be noted.
Clutha District Council – 13 May 2021 West Otago Community Board Minutes 32
West Otago Community Board
Minutes of the meeting of West Otago Community Board held in the West Otago Community Centre, Sussex Street, Tapanui on Wednesday 14 April 2021, commencing at 10.31am.
Present Barbara Hanna (Chairperson), Cecil Crawford, Councillor John Herbert, Councillor Lloyd McCall, Antony Robertson, Linda Roulston and Sue Wink.
In Attendance His Worship the Mayor Bryan Cadogan, Jules Witt (Group Manager Service Delivery) and Julie Gardner (Service Delivery Administrator).
Apologies Bruce Robertson
Moved L Roulston/C Crawford and Resolved:
“That the apology be sustained.”
Welcomed Lloyd to his first meeting.
LATE ITEMS • Black Gully – ongoing management
PUBLIC FORUM Peter McPherson spoke to the Board regarding the following: • Water – concerned about water leaks that are being reported but not being fixed. Leak outside his property had leaked for 6 weeks before something was done about it. Concerned about contract supervision regarding these issues.
The Group Manager Service Delivery advised that the contractor is being monitored with reports going to the Service Delivery Committee on a 6-weekly basis. He also advised that discussions are ongoing through the contractual obligations of the contract.
• Commonage Land sold near Raes Junction to buy more land at Hillend – this subsequently got sold when CDC divested of its forestry blocks. If commonage property is sold, then the money should have been reinvested for the benefit of Tapanui residents as per the endowment terms of the commonage agreement set out during the amalgamation process in 1989.
West Otago Community Board – 14 April 2021 Minutes
33
Mayor Cadogan advised that this money was ringfenced and reinvested in the Nikko Fund, however agreed that Council staff would investigate this further and provide feedback.
1 TAPANUI COMMONAGE INCOME The Group Manager Service Delivery submitted a report advising the Board of the Tapanui Commonage Income and asked them to confirm the allocation of the income for the 2021/22, 2022/23 and 2023/24 years and residual funds.
The WOCB agreed to support all recommendations and increase the Pool grant to reflect that their costs had increased with the opening of the new complex. They also agreed to retain the balance of the Commonage Fund for any future projects that may arise.
Moved Councillor Herbert/S Wink and Resolved:
“That the West Otago Community Board receives the Tapanui Commonage Income report.
That the West Otago Community Board agrees to annual operation grants of $15,000 and $7,500 for the West Otago Community Centre and the West Otago Swimming Pool respectively, with these to be reviewed on a three-yearly basis.
That the West Otago Community Board agrees to provide an annual operation grant of $15,000 to the West Otago Health Trust, to be reviewed on a three-yearly basis.
That the West Otago Community Board retains the balance of the Commonage Land Income for future projects.”
2 WEST OTAGO COMMUNITY BOARD MINUTES The minutes of the meeting of the West Otago Community Board held on 3 March 2021 were presented for the Board’s confirmation.
Moved Councillor Herbert/L Roulston and Resolved:
“That the West Otago Community Board confirms as a true and correct record the minutes of the meeting held on 3 March 2021.”
3 WORK IN PROGRESS UPDATE The Service Delivery Administrator submitted a report that updated the Community Board on progress in relation to issues that had been raised at previous meetings.
3.1 Projects 3.1.1 Christmas Tree
This item is to stay on the work in progress.
West Otago Community Board – 14 April 2021 Minutes
34
3.1.2 Cell phone Tower Booster
Waikaka Tower went live at the end of March, with coverage better than was expected. However, this now appears to be affecting other towers, as there is no longer reception in the Waikoikoi area. The Raes Junction Tower is due to go live soon.
The question was asked if the tower supports all networks and Mayor Cadogan explained that there is a hierarchy system on the tower dependent on which network has installed it. Linda Roulston will follow this up.
3.2 Duncan Road/Station Road Intersection Two further near misses have been reported at this intersection even with all the signage and the reconfiguring of the intersection. The WOCB believes that this is now a police issue and will approach the local policeman to see if this can be progressed.
3.3 Tapanui Water Supply Referred to in the Service Delivery Update report.
Pomahaka River levels are still currently below minimum flow thresholds, water conservation notices have been issued.
3.4 Items to stay on WIP 3.4.1 Kelso Triangle
This item is now completed and has been added to the mowing schedule.
3.4.2 Hancox Park
This item is to stay on the WIP so a decision can be made before the lease is renewed. This is due 31 August 2021.
Council staff are trying to find history on Hancox Park before future use can be decided.
3.4.3 Land around Sewerage Pond
This item is to stay on the WIP so a decision can be made before the lease is renewed which is due by 31 October 2021.
3.5 Road Signs & Barriers Successful meeting held with farm owners at Kelso, idea is to lock people out not in during flood events. Only 2 farm owners were not at the meeting but contact has since been made with them.
Plan from council staff with improved advance warning signage prior to these barriers being erected as that is key to the success of the project, NZTA also needs to be involved to ensure that their website is updated with correct information. Current signage is also to be moved. Success of this will be determined by no-one turning up in front of the barriers.
West Otago Community Board – 14 April 2021 Minutes
35
The 3 barriers are to be made by a local contractor.
3.6 Aitchison Runs Road Grade Adjustment Referred to in the Service Delivery Update report.
3.7 Carpark Lighting Still not working – Gerry to contact lighting contractor to reset the sensor area.
3.8 Zone 6 Community Boards Conference Gore – 22-24 April 2021 Barbara Hanna is attending this, Linda Roulston attending session on Friday.
Moved A Robertson/S Wink and Resolved:
“That the West Otago Community Board receives the Work in Progress Update report.”
4 SERVICE DELIVERY UPDATE The Group Manager Service Delivery submitted a report of activities in respect to the Service Delivery Department.
4.1 Beech Tree Tree has been trimmed although some dead branches still remain, electrical wires have been removed from the tree. Trailer load of mulch has been placed around the base of the tree which will hopefully give the tree a chance.
4.2 Water Signage Waiting on Foodstuffs approval, once this is received it will be installed at the start of November.
4.3 Commercial Water Metering Project This project is currently underway.
4.4 Rural Water Scheme Meetings Glenkenich had a positive meeting on Monday 12 April, with Moa Flat scheduled for Thursday 15 April.
4.5 Community Housing While there is a 100% occupancy in our units there is a shortage of accommodation for workers arriving in our district.
Mayor Cadogan stated that this is why housing developments are so important and need to be considered in all areas of the district.
The Chairperson advised that she had been in contact with a local family regarding a potential subdivision. This has not been discounted as an option at this stage.
West Otago Community Board – 14 April 2021 Minutes
36
Moved Councillor Herbert/L Roulston and Resolved:
“That the West Otago Community Board receives the Service Delivery Update Report.”
5 REVENUE & EXPENDITURE REPORT The Management Accountant submitted a copy of the Revenue and Expenditure Statement for the activities within the West Otago Community Board’s area for the period 1 July 2020 to 28 February 2021.
Kelso Dairy Factory – still waiting on repairs to doors/windows, roof has been repaired but still a health and safety issue if people were to wander inside.
Kelso Monument Veterans Name List – Councillor Herbert advised this should be completed by the end of the year.
Moved S Wink/Councillor McCall and Resolved:
“That the West Otago Community Board receives the Revenue and Expenditure report.”
6 CORPORATE SERVICES REPORT The Corporate Services Administrator submitted a report that covered activities of the Corporate Services Department in the past period including funding schemes.
Moved Councillor Herbert/A Robertson and Resolved:
“That the West Otago Community Board receives the Corporate Services Report.”
7 BUILDING REPORT The Regulatory Administrator submitted a report on building consents for February 2021.
Moved L Roulston/S Wink and Resolved:
“That the West Otago Community Board receives the Building Consent Statistics for February 2021 report.”
8 MAYORAL UPDATE His Worship the Mayor Bryan Cadogan gave a verbal update on the following –
• 3 Waters Reform • Long Term Plan • Soap Box Sessions
West Otago Community Board – 14 April 2021 Minutes
37
9 ADDITIONAL ITEMS/LATE ITEMS • Black Gully Domain – have had a committee meeting to hear ongoing concerns re the running of this domain. A letter is to come to the WOCB from the Domain Committee outlining their concerns.
This item will be added to the WIP list for future consideration and could come as a submission from the Domain Committee/WOCB to the LTP.
• Whisky Gully to be added to the WIP for discussion.
• Domains and Reserves in the area could be added to the ‘Our Place West Otago’ discussion document.
The meeting closed at 12.30pm.
Confirmed
Barbara Hanna CHAIRPERSON
West Otago Community Board – 14 April 2021 Minutes
38 Clutha District Council Item for INFORMATION
Report Lawrence/Tuapeka Community Board Minutes Meeting Date 13 May 2021 Item Number 6 Prepared By Julie Gardner – Service Delivery Administrator File Reference 517455
REPORT SUMMARY Attached are the unconfirmed minutes of the meeting of the Lawrence/Tuapeka Community Board held on 14 April 2021.
RECOMMENDATIONS 1. That the unconfirmed minutes of the meeting of the Lawrence/Tuapeka Community Board held on 14 April 2021 be noted.
Clutha District Council – 13 May 2021 Lawrence/Tuapeka Community Board Minutes 39
Lawrence/Tuapeka Community Board
Minutes of the meeting of the Lawrence/Tuapeka Community Board held at the Lawrence Service Centre, Peel Street, Lawrence on Wednesday 14 April 2021, commencing at 3.00pm.
Present Geoff Davidson (Chairman), Lindy Chinnery, Tim Dickey, Councillor Mel Foster, Garry McCorkindale and Suzanne Stephenson.
In Attendance Jules Witt (Group Manager Service Delivery) and Julie Gardner (Service Delivery Administrator).
Apologies His Worship the Mayor Bryan Cadogan, Matthew Little
Moved L Chinnery/T Dickey and Resolved:
“That the apologies be sustained.”
The Chairman welcomed everyone to the meeting.
LATE ITEMS • Our Place Lawrence
1 CHINESE SECTION MEMORIAL KIOSK AND CHINESE ANZAC MEMORIAL PROPOSALS – LAWRENCE CEMETERY The Group Manager Service Delivery submitted proposals to establish Chinese Memorials in the Lawrence Cemetery.
Adrienne Shaw was in attendance to speak to the proposals and provide further information on the project.
Peter Cummings, Kelly Aitken, Anne Cheng and Geoff Blackmore were also in attendance to speak to the item.
The importance of the proposal being done sensitively was stressed by Anne Chen and she reiterated that local Lawrence residents may also have an opinion on the proposal, and it was important to respect these as well.
Prior to the meeting a letter from the Lawrence Chinese Camp Charitable Trust (LCCCT) was circulated which recognised that while this was a worthy project a more
Lawrence/Tuapeka Community Board – 14 April 2021 Minutes 40
appropriate site for the Anzac memorial would be at the Lawrence Camp. This will be discussed further with the LCCCT.
The LTCB agreed that while they are happy to support the proposals, the memorials need to be as factual as possible and tied directly back to Lawrence. The Kiosk colour scheme is to be in keeping with the rest of the cemetery.
There is a planned celebration in October, so it is anticipated that these memorials are sorted before then.
Moved S Stephenson/G McCorkindale and Resolved:
“That the Lawrence/Tuapeka Community Board receives the Chinese Section Memorial Kiosk and Chinese Anzac Memorial Proposals – Lawrence Cemetery report.”
Moved L Chinnery/Councillor Foster and Resolved:
“That the Lawrence/Tuapeka Community Board agrees with the proposal to establish a Chinese Memorial Kiosk in the Lawrence Cemetery subject to the standard kiosk panelling and consultation with the LTCB for the panels.”
2 LAWRENCE/TUAPEKA COMMUNITY BOARD MINUTES The minutes of the meeting of the Lawrence/Tuapeka Community Board held on 3 March 2021 were presented for the Board’s confirmation.
Moved T Dickey/G McCorkindale and Resolved:
“That the minutes of the meeting of the Lawrence/Tuapeka Community Board held on 3 March 2021 be approved as a true and correct record.”
3 WORK IN PROGRESS The Service Delivery Administrator submitted a report that updated the Community Board on progress in relation to issues that had been raised at previous meetings.
3.1 Gabriels Gully Walkway After walking the track, the Board agreed that the condition of the track was not too bad although over winter it could get boggy and wet.
Health and Safety was discussed in depth before the Board agreed that ‘Use at your Own Risk’ signage would be installed. All gates are to be checked to ensure that they can be opened and closed easily, and it is hoped that the track would open for a trial period in late autumn. Lindy Chinnery offered to contact the landowners and contractors to progress this.
Board members would also like to see dogs on leads allowed on the track to encourage more use and the landowners will be approached for comment.
Lawrence/Tuapeka Community Board – 14 April 2021 Minutes 41
Feedback would be sought from the landowners after the trial period before committing to a permanent agreement.
3.2 Extension of Cycle Trail Work happening towards Milton end of the track.
3.3 Peace Garden This item will stay on the WIP until completed.
Oak Tree replacement – get an option for this area.
3.4 Hospital Creek/Wetherstons Creek Possibility of using Corrections workers to do some plantings in the Wetherstons Creek area to help solve the maintenance and erosion problems. This would require ORC approval.
3.5 Steep Street Domain WIP.
3.6 Tuapeka Transport Ltd – Transfer Site and Entranceways This was covered in the Service Delivery Update report.
3.7 Boarded up Shop – Ross Place This is a WIP.
3.8 Speed Limit Reviews This is to stay on the WIP until the speed reviews have been completed in 2021.
3.9 Sale of Unused Council Land To stay on the WIP for LTCB decision in conjunction with community plan.
3.10 Zig Zag Track Maintenance The Athenaeum Committee are meeting on 26 April to discuss this further.
A submission from the LTCB could go to the LTP if the budget needs to be increased.
3.11 Zone 6 Community Boards Conference Gore – 22-24 April 2021 Councillor Foster will be attending the conference on behalf of the LTCB.
3.12 Ross Place Planter Boxes This item can be removed from the WIP.
3.13 Lawrence CHU Picnic Setting L Chinnery declared a conflict of interest before this item was discussed.
Discussed the design and the plan and agreed that a budget should be set for this project.
Lawrence/Tuapeka Community Board – 14 April 2021 Minutes 42
Moved G McCorkindale/T Dickey and Resolved:
“That a budget of $5,500+GST from the Project Fund be allocated towards the picnic setting at the Lawrence CHU.”
3.14 Trees in Rea Street Costing has been received for the removal of these trees from a local arborist. The original boundary pegs may have been moved but nothing definitive.
Terramark have been contacted to clarify the original boundaries before any decision is made.
A submission could also be made by the LTCB to the Long-Term Plan.
Moved T Dickey/G McCorkindale and Resolved:
“That the Lawrence/Tuapeka Community Board receives the Work in Progress Update report.”
4 SERVICE DELIVERY UPDATE
The Group Manager Service Delivery submitted a report on activities in respect to the Service Delivery Department.
The following items were discussed:
• 3 Waters Reform Process
• Transfer Station Relocation- desktop valuation has been completed, further discussion to take place.
Moved L Chinnery/S Stephenson and Resolved:
“That the Lawrence/Tuapeka Community Board receives the Service Delivery Update Report.”
5 REVENUE & EXPENDITURE REPORT
The Management Accountant submitted a copy of the Revenue and Expenditure Statement for the activities within the Lawrence/Tuapeka Community Board’s area for the period 1 July 2020 to 28 February 2021.
Moved Councillor Foster/T Dickey and Resolved:
“That the Lawrence/Tuapeka Community Board receives the Revenue and Expenditure report.”
Lawrence/Tuapeka Community Board – 14 April 2021 Minutes 43
6 CORRESPONDENCE
The Service Delivery Administrator presented correspondence received and sent since the last Community Board meeting.
Inwards Correspondence
• Lawrence Skate Park Incorporated – Request for Funding
Outwards Correspondence
There was no outwards correspondence.
6.1 Lawrence Skate Park Incorporated
Tim Dickey tabled an estimate for signage and also advised that he had suggested that in future they need to request a specific amount for the LTCB to consider. He also advised that the group were looking at other items as part of this project.
Moved T Dickey/L Chinnery and Resolved:
“That the Lawrence/Tuapeka Community Board agrees to provide funding of $1,000+GST from the Kate Leslie Fund.”
Moved G McCorkindale/S Stephenson and Resolved:
“That the Lawrence/Tuapeka Community Board receives the Correspondence report.”
7 CORPORATE SERVICES REPORT
The Corporate Services Administrator submitted a report that covered activities of the Corporate Services Department in the past period including funding schemes.
Moved L Chinnery/S Stephenson and Resolved:
“That the Lawrence/Tuapeka Community Board receives the Corporate Services report.”
8 BUILDING REPORT
The Regulatory Administrator submitted a report on building consents for February 2021.
Moved Councillor Foster/G McCorkindale and Resolved:
“That the Lawrence/Tuapeka Community Board receives the Building Consent Statistics for February 2021 report.”
Lawrence/Tuapeka Community Board – 14 April 2021 Minutes 44
ADDITIONAL/LATE ITEM • Our Place Lawrence Next step is project definition/plans to be signed off by Council – community- led/Council-led.
The meeting closed at 4.32pm.
Confirmed
Geoff Davidson CHAIRPERSON
Lawrence/Tuapeka Community Board – 14 April 2021 Minutes 45 Clutha District Council Item for INFORMATION
Report Risk & Assurance Committee Minutes Meeting Date 13 May 2021 Item Number 7 Prepared By Karen Piercy – Corporate Services Administrator File Reference 518072
REPORT SUMMARY Attached are the unconfirmed minutes of the meeting of the Risk & Assurance Committee held on 29 April 2021.
RECOMMENDATIONS 1. That the unconfirmed minutes of the Risk & Assurance Committee held on 29 April 2021 be noted.
Clutha District Council – 13 May 2021 Risk & Assurance Committee Minutes 46
Risk & Assurance Committee
Minutes of the meeting of Risk & Assurance Committee held in the Tyrone McElrea Room, Cross Recreation Centre, 18 Glasgow Street, Balclutha on Thursday 29 April 2021, commencing at 10.32 am.
Present Stephen Halliwell (Chairperson), His Worship the Mayor Bryan Cadogan, Councillors, Stewart Cowie, Bruce Graham, John Herbert, Alison Ludemann, Ken Payne, and Bruce Vollweiler.
In Attendance Steve Hill (Chief Executive), John Scott (Group Manager Corporate Services), Christina Johnston (Risk Management Support Officer), Ben Gold (Infrastructure Strategy Manager), Thyagu Gopalan (Water & Waste Operations Manager), Councillors Wayne Felts, Carol Sutherland, Lloyd McCall, Jo-anne Thomson, and Karen Piercy (Corporate Services Administrator). Deloitte auditors Heidi Rautjoki and Aveshin Govender (by Zoom).
Apologies There were no apologies.
DECLARATIONS OF INTEREST There were no declarations of interest.
URGENT BUSINESS There was no urgent business.
PUBLIC FORUM There was no public forum.
1. CONFIRMATION OF MINUTES The minutes of a meeting of the Risk & Assurance Committee held on 18 March 2021 were submitted for confirmation.
Risk & Assurance Committee – 29 April 2021 Minutes
47
Moved Mayor Cadogan/Councillor Payne and Resolved:
“That the Risk & Assurance Committee confirms as a true and correct record the minutes of the Risk & Assurance Committee held 18 March 2021, subject to changing the date in the resolution from 4 March to 18 March 2021 and changing Stephen Halliwell from ‘In attendance’ to ‘present’.”
2. HEALTH AND SAFETY, RISK MANAGEMENT AND MAJOR PROJECTS REPORT The Risk Management Support Officer submitted the Health and Safety, Risk and Major Projects report.
2.1 Health and Safety Management Plan Progress: It was noted that the orange lights indicate where more effort should be concentrated.
2.2 Top Ten Health & Safety Risks The top ten risks have not changed.
Deloitte auditors Heidi Rautjoki and Aveshin Govender joined by Zoom at 10.50am.
The Chair asked in relation to the heat maps, whether all those risks that had higher residual risk are in the top 10 risks.
2.2.1 Covid 19 In a response to a question about the ability of Council to operate in a business as usual capacity should the borders be shut while staff are travelling in Australia in a personal capacity, the Risk Management Support Officer advised that there is a documented process in place and staff are aware of this process.
2.2.2 Strategic Risks The Chair noted that many of the recorded risks were operational and that he is working with staff on introducing strategic risks to the risk conversation. Three waters reform for example is a dynamic and fast-moving reform that could have significant financial, political, reputational, and operational risks. The Government reform remains on track and an announcement on structure of new water entities is expected in May 2021. The new regulatory body Taumata Arowai is now recruiting. This along with the May announcement and the establishment of new water entities is likely to create new employment challenges for the sector.
2.3 Category A projects - Water Compliance The Water & Waste Operations Manager advised that staff are working on contract documentation to upgrade plants.
Moved Councillors Herbert/Graham and Resolved:
“That the Risk & Assurance Committee receives the Health and Safety, Risk and Major Projects Report.”
Risk & Assurance Committee – 29 April 2021 Minutes
48
The Risk Management Support Officer & Water & Waste Operations Manager left the meeting at 11.13 am.
3. TREASURY MANAGEMENT REPORT The Group Manager Corporate Services submitted the Treasury Management report.
Nikko and MJW reports have been circulated to councillors separately.
Councillor Felts left the meeting at 11.14am.
What appears to be a difference in in the interest return for 2021 is due to different reporting periods, (the annual monitoring period used for budgeting purposes versus the financial year).
Councillor Felts returned at 11.16am.
Moved Councillors Ludemann/Cowie and Resolved:
“That the Risk & Assurance Committee receives the Treasury Management Report.”
4. MANAGEMENT ACCOUNTS REPORT The Finance Manager presented the Management Accounts Report for the period 1 July 2020 to 28 February 2021.
Mt Cooee revenue is higher than budgeted due to increased volume from building site rubble.
It was noted that provision has been made in the Long-Term Plan for Three Waters for increased costs in the waters contract operations budget.
Councillor Graham left the meeting at 11.26am.
Moved Councillors Herbert/Payne and Resolved:
“That the Risk & Assurance Committee receives the Management Accounts report.”
5. DELOITTE CLUTHA DISTRICT COUNCIL PLANNING REPORT 2021 Deloitte have provided the Clutha District Planning Report to the Risk & Assurance Committee for the year ended 30 June 2021.
Deloitte’s Heidi Rautjoki and Aveshin Govender presented the report via Zoom.
Councillor Graham returned at 11.30am.
The areas of focus are the same as the previous Annual Report. There are no new areas of focus.
The Chair enquired as to the Three Waters reform and OAG LTP concerns around capital completion. The auditors advised they will take their lead from the OAG and that at this time there are no matters affecting this annual report. It was noted that the 3 waters reform is developing quickly and OAG would be consider this as the reform changes.
Risk & Assurance Committee – 29 April 2021 Minutes
49
Mayor Cadogan raised concerns about contract price inflation. He was advised this would be taken into account in the fair value of assets assessment that is done in those years that are not revaluation years.
Moved Mayor Cadogan/Councillor Cowie and Resolved:
“That the Audit & Risk Committee receives Deloitte’s Clutha District Council Planning Report for the year ended 30 June 2021.”
6. RISK & ASSURANCE COMMITTEE WORK PROGRAMME The Group Manager Corporate Services submitted the Risk & Assurance Committee Work Programme.
Performance framework has been moved to the 9 June.
Moved Councillors Cowie/Vollweiler and Resolved:
“That the Risk & Assurance Committee receives the Risk & Assurance Committee Work Programme report.”
Prior to closing the meeting, the Chair acknowledged Karen Piercy who is surviving this committee for her final time. She has supported the Committee since an Audit and Risk Committee was formed and has made a valuable contribution to the business of the committee in supporting the Chair.
The meeting closed at 11.50 am.
Read and Confirmed
Stephen Halliwell CHAIRPERSON
Risk & Assurance Committee – 29 April 2021 Minutes
50 Clutha District Council Item for INFORMATION
Report Youth Council Minutes Meeting Date 13 May 2021 Item Number 8 Prepared By Karen Piercy – Corporate Services Administrator File Reference 518073
REPORT SUMMARY Attached are the unconfirmed minutes of the meetings of the Clutha District Youth Council held on 3 May 2021.
RECOMMENDATIONS 1. That the unconfirmed minutes of the Youth Council meetings held on 3 May 2021 be noted.
Clutha District Council – 13 May 2021 Youth Council Minutes 51
Youth Council
Minutes of the meeting of Youth Council of the Clutha District Council held in the Tyrone McElrea Lounge, Cross Recreation Centre, 18 Glasgow Street, Balclutha on Monday 3 May 2021 commencing at 6.05 pm.
Present Youth Councillors Oliver Blackbourn (Chairperson), Lanie Bell, Briana Dent, Brayden Ferguson, Michaela Groenewegen, Caitlin McDonald, Lucious Mann, Luke Thomson, Curtis Whyte and Councillor Ken Payne.
In Attendance Steve Hill (Chief Executive), Jean Proctor (Community Support & Development Advisor), Margaret Cardno (Clutha District Youth Worker), Councillor Bruce Vollweiler and Karen Piercy (Corporate Services Administrator).
Non-Attendance Lauren Grant and Katelyn Jackson. Apologies His Worship the Mayor Bryan Cadogan, Youth Councillor Adam Loose and Councillor Finch. Youth Councillor Michaela Groenewegen (leaving early- after the investiture).
Moved Youth Councillors Thomson/Whyte and Resolved:
“That the apologies be sustained.”
URGENT BUSINESS There was no urgent business.
PUBLIC FORUM There was no public forum.
1. INVESTITURE OF YOUTH COUNCILLOR Clause 14 of Schedule 7 of the Local Government Act 2002 requires newly elected members to make and sign the Declaration set out in the Act.
The following Youth Councillor made and signed the declaration in the form described in the Local Government Act 2002:
Youth Council – 3 May 2021 Minutes
52
Michaela Groenewegen.
Youth Councillor Groenewegen then left the meeting at 6.09pm.
Moved Youth Councillors Blackbourn/Mann and Resolved:
“That Youth Council member Michaela Groenewegen is asked to make and sign the declarations in the form prescribed in the Local Government Act 2002.”
2. CONFIRMATION OF MINUTES The minutes of a meeting of the Youth Council held on 22 March 2021 were presented for confirmation. The Corporate Services Administrator noted that the minutes to be confirmed were the minutes circulated by email separate to the agenda, containing the correct meeting date and recording Youth Council Blackbourn as Chair.
Moved Youth Councillors Blackbourn/Lanie and Resolved:
“That the Youth Council confirms as a true and correct record the minutes of the meeting held 22 March 2021.”
3. CLUTHA DISTRICT YOUTH DEVELOPMENT REPORT Margaret Cardno Clutha District Youth Worker presented the Clutha District Youth Development report.
Moved Youth Councillors Thomson/Dent and Resolved:
“That the Youth Council receives the Clutha District Youth Development Programme report.”
4. YOUTH COUNCIL MEMBERS UPDATE Members of the Youth Council gave verbal reports to the meeting, identifying projects happening in their communities.
5. NATIONAL YOUTH WEEK ACTIVITIES 2021 The Community Support & Development Advisor submitted a report on National Youth Week 2021. The theme for 2021 is “We are stronger together”.
Youth Week 2021 will be held nationwide 8th-16th May 2021 and the activity is ‘Amazing Race Walk Back in Time’.
Youth Councillors met for a further planning Workshop in Tapanui on Thursday 8 April and further cemented the arrangements at the workshop held prior to this meeting.
Stage one is to be finalised by 4 May 2021.
Councillor Vollweiler left the meeting at 6.35pm and returned at 6.36pm.
Youth Council – 3 May 2021 Minutes
53
Moved Youth Councillors Dent/McDonald and Resolved:
1. “That the Youth Council receives the Youth Week Activities 2021 report.”
2. “That the Youth Council continues planning for National Youth Week 2021.”
6. M.A.C. REPORT The Community Support & Development Advisor submitted a report outlining the M.A.C. campaign and the progress to date.
M.A.C. Clutha is endorsed by Clutha District Council and is now included in the Community Development Work Program.
Youth Councillors Blackbourn and Thomson will speak to Council at the Long-Term Plan Hearing on 6 May. All youth councillors are invited to attend the hearing.
Moved Youth Councillors Thomson/Ferguson and Resolved:
“That the Youth Council receives the Methamphetamine Awareness Campaign report.”
7. SMOKE-FREE and VAPE-FREE POLICY REVIEW and SURVEY The Community Support & Development Advisor submitted a report outlining the review of the Smoke-fee and Vape-free Policy Review for the Clutha District and progress to date.
Youth Councillors Blackbourn and Thomson will speak to the Long-Term Plan Hearing on 6 May in support of the Youth Council submission.
Moved Youth Councillors Blackbourn/Mann and Resolved:
1. “That Youth Council received the Smoke free and Vape free Policy Review and Survey report.”
2. “That Youth Council completes planning to undertake the Smoke free and Vape free Policy Review.”
8. BALCLUTHA BRIDGE DESTINATION PARK PROJECT REPORT The Community Support & Development Advisor submitted a report outlining details of the Balclutha Bridge Destination Park project.
The user survey is on hold until a site evaluation is completed.
Work on this project will continue.
Moved Youth Councillors Mann/Whyte and Resolved:
“That the Youth Council receives the Balclutha Bridge Destination Park Project report.”
Youth Council – 3 May 2021 Minutes
54
9. ASPIRING LEADERS’ FORUM 2021 The Community Support and Development Officer submitted a report outlining details of the 2021 Aspiring Leaders Forum. Clutha District Council would like to nominate up to two young people aged between 18 and 26 from the Clutha District to attend this four- day forum in Wellington from the 1st to the 4th of July 2021.
At this point there are no applicants and youth councillors are reminded to put any potential names forward this week.
Moved Youth Councillors Ferguson/Thomson and Resolved:
“That the Youth Council receives the Aspiring Leaders Forum 2021 report.”
10. YOUTH COUNCIL DEVELOPMENT FUND 2021 The Corporate Services Administrator presented a report on the Youth Council Youth Development Fund for 2021. As this fund was not allocated in 2020, there is $4,000.00 to allocate in 2021.
Advertising has commenced and Youth Councillors were encouraged to spread the word.
Moved Youth Councillors Thomson/Blackbourn and Resolved:
1. “That the Youth Council receives the Youth Council Development Fund 2021 report.”
2. “That Youth Councillors take responsibility for helping publicise the fund and encouraging applications.”
3. “That the Youth Council confirms Youth Councillors Whyte, Thomson, Blackbourn plus one other Youth Councillor and Councillor Payne to be appointed to the Youth Development Fund 2021 Assessment Committee.”
11. YOUTH COUNCIL MEETING DATES 2021 The Corporate Services Administrator presented a report outlining the meeting dates for the Youth Council meetings in 2021.
Moved Youth Councillors McDonald/Bell and Resolved
“That the Youth Council receives the Youth Council Meeting Dates 2021 report.”
The Community Support & Development Advisor advised the Youth Council that this was the Corporate Services Administrator’s last meeting, therefore she wanted to take the opportunity to thank Karen for all her help and support over the past 5 ½ years and wished her all the best with her future plans.
The meeting closed at 7.01 pm.
Youth Council – 3 May 2021 Minutes
55
Confirmed
Oliver Blackbourn
CHAIRPERSON
Youth Council – 3 May 2021 Minutes
56 Clutha District Council Item for NOTING
Local Electoral (Māori Wards & Māori Constituencies) Report Amendment Act 2021 report Meeting Date 13 May 2021 Item Number 9 Karen Piercy – Corporate Services Administrator Prepared By Dale Ofsoske – Electoral Officer File Reference 517993
REPORT SUMMARY The Local Electoral (Māori Wards and Māori Constituencies) Amendment Act 2021 was enacted under urgency by Parliament in late February 2021. The amendment to the Local Electoral Act 2001 removes the binding poll provisions (either council initiated, or elector demanded polls) from the process for a local authority establishing Māori wards or constituencies.
The Act provided Council the opportunity to further consider the option of establishing a Māori ward for the 2022 elections (by 21 May 2021).
RECOMMENDATIONS 1. That Council receives the `Local Electoral (Māori Wards and Maori Constituencies) Amendment Act 2021’ report.
2. That Council notes that at a meeting of 17 September 2020 Council made the following resolution:
“That pursuant to Sections 192 or 192D of the Local Electoral Act 2001, Council resolves not to introduce one or more Maori wards for the 2022 triennial election”.
Local Electoral (Māori Wards & Māori Clutha District Council – 13 May 2021 Constituencies) Amendment Act report 57 REPORT
1 Background The Local Electoral Act 2001 provided for Council, in 2020, to consider whether one or more Māori wards should be introduced for the 2022 and 2025 triennial elections.
At a meeting of 17 September 2020, Council made the following resolution:
“That pursuant to Sections 192 or 192D of the Local Electoral Act 2001, Council resolves not to introduce one or more Maori wards for the 2022 triennial election.”
However, the Government has recently changed the provisions of the Local Electoral Act 2001 relating to the process for local authorities to establish Māori wards and Māori constituencies. The Local Electoral (Māori Wards and Māori Constituencies) Amendment Act was passed under urgency by Parliament in late February 2021 in order that changes can apply for decisions leading up to the 2022 local elections. The Act was introduced to remove the binding poll option from the process for establishing Māori wards and Māori constituencies (including council initiated and elector demanded polls).
Local authorities that do not already have Māori wards or Māori constituencies established can re-consider establishing these for the 2022 local elections. Any resolution to do so would need to be made by 21 May 2021.
2 Consultation No consultation has been undertaken on this new opportunity because Council had resolved not to introduce one or more Maori Wards. Had Council decided otherwise the provisions of the Amendment Act would have impacted on the process. It was not anticipated that Council would determine to change their decision on Maori Wards for the 2022 triennial election and therefore staff are bringing it to Council’s attention for noting.
3 References – Tabled/Agenda Attachments Appendix 1: Letter from Office of Hon Nanaia Mahuta on the Local Electoral (Māori Wards and Māori Constituencies) Amendment Act 2021.
Appendix 2: The Māori Wards report prepared by Dale Ofsoske, Election Services for the Council meeting of 17 September 2020.
Local Electoral (Māori Wards & Māori Clutha District Council – 13 May 2021 Constituencies) Amendment Act report
Attachment A 58
1 February 2021
Bryan Cadogan Mayor Clutha District Council [email protected]
Tēnā koe Bryan
Tēnā rawa atu koe ki i runga i o tātou tini aitua kua wheturangitia. Kei te mihi atu, kei te tangi atu. Rātou te hunga mate ki a rātou, tātou te hunga ora ki a tātou. Tēnā ano tātou katoa.
I am writing to update you on the recent Government decision to make changes to the process for local authorities to establish Māori wards.
As you may know, concerns have been raised for some time about the existing process for the establishment of Māori wards and constituencies in local authorities. In particular, there are issues with the inconsistent process for establishing Māori and general wards, the way the process creates barriers for councils seeking to establish effective Māori representation, and the negative impact of elector-initiated polls on communities.
As I signalled last year, I am planning to introduce a Bill to remove the binding poll option from the process for establishing Māori wards and constituencies (including both council-initiated and elector-demanded polls). The Local Electoral (Māori Wards and Māori Constituencies) Amendment Bill (the Bill) will be introduced into Parliament in early February 2021 and enacted under urgency so that the changes can apply for decisions leading up to the 2022 local elections.
All councils that do not already have Māori wards or constituencies in place will have the opportunity to consider establishing these for the 2022 local elections. Any resolution to do this would need to be made by 21 May 2021. However, I acknowledge that the formula in the Local Electoral Act 2001 for calculating the number of Māori and general members means this will not be a feasible option for some councils to consider.
The changes to Māori ward and constituency processes in the Bill are an immediate step to support decision-making for the 2022 local elections. Once the Bill is enacted, I intend to make further improvements to the processes for the 2025 and subsequent local elections. My officials at the Department of Internal Affairs will be undertaking work on this, including consultation with the local government sector and iwi/ Māori, over the coming months.
Attachment A 59
Please feel free to contact me if you wish to discuss the proposed changes. Alternatively, if you have specific questions about the Bill or the timelines, I encourage you to contact Amanda Shaw, Principal Policy Analyst at the Department of Internal Affairs by emailing [email protected] or by phoning 04 494 5774.
Heoi anō
Hon Nanaia Mahuta Minister of Local Government cc, Chief Executive, Clutha District Council
Attachment B 60
Title: Māori Wards
Report to: Clutha District Council
Author: Dale Ofsoske, Electoral Officer
Date: 7 September 2020
1.0 Summary and conclusions
The Local Electoral Act 2001 provides for Council, in 2020, to consider whether one or more Māori wards should be introduced for the 2022 and 2025 triennial elections.
The introduction of one or more Māori wards is optional, but if it is to be implemented for the 2022 and 2025 triennial elections, a decision is required by 23 November 2020. If introduced, and assuming a total of 14 councillors remain, there would be one councillor elected from a Māori ward, and 13 councillors elected from one or more general wards.
If one or more Māori wards were to be introduced, a further representation arrangements review would be required in 2021.
2.0 Recommendations
1. That the report titled `Māori Wards’ be received. Attachment B 61
2. That pursuant to sections 19Z or 19ZD of the Local Electoral Act 2001, Council resolves either:
(i) to introduce one or more Māori wards for the 2022 and 2025 triennial elections; or (ii) not to introduce one or more Māori wards for the 2022 triennial election; or (iii) to undertake a poll of electors on whether to introduce one or more Māori wards for the 2022 and 2025 triennial elections.
3. Should a resolution be made to introduce one or more Māori wards, public notice be given by 30 November 2020 of the decision and the right of electors to demand a poll on whether one or more Māori wards are introduced.
4. Should one or more Māori wards be introduced, a representation arrangements review be undertaken in 2021.
3.0 Narrative
3.1 Background
The Local Electoral Act 2001 (LEA) provides for greater flexibility and local choice by local authorities in several electoral related matters, one such matter being whether or not to introduce one or more Māori wards.
Māori wards are able to be introduced either by way of a Council resolution or as a result of a poll.
If by way of a Council resolution (it is optional), consideration can be made at any time. If one or more Māori wards are to be introduced for the 2022 and 2025 triennial elections, a resolution is required by 23 November 2020. If one or more Māori wards are to be introduced for the 2025 and 2028 triennial elections, a resolution is required after 23 November 2020.
Five percent of electors are able to demand a poll at any time. If a demand is received by 21 February 2021, a poll must be held by 21 May 2021 and the outcome effective for the 2022 and 2025 triennial elections. If a demand for a poll is received after 21 February 2021, a poll must be held after 21 May 2021 and the outcome effective for the 2025 and 2028 triennial elections.
3.2 Māori Wards
Council may consider (it is optional), under section 19Z of the LEA, whether or not to introduce one or more Māori wards for the 2022 and 2025 elections, by 23 November 2020.
Should one or more Māori wards be introduced, a formula to determine the number of Māori and general councillors is contained in Schedule 1A of the LEA and is: 2 Attachment B 62
nmm = mepd x nm mepd + gepd where nmm = number Māori ward members mepd = Māori electoral population of district gepd = general electoral population of district nm = total number members
For the Clutha District Council, the Māori electoral population is 1,191 and the general electoral population is 16,476 (as at the 2018 Census).
Assuming a total of 14 councillors (plus mayor) remain, the formula when populated would require one (0.94 rounded up to 1) councillor elected from a Māori ward and 13 councillors elected from one or more general wards.
The process that Council can follow to consider one or more Māori wards for 2022 and beyond is: (i) Council may make a decision to introduce one or more Māori wards, but if it does, public notice must be given (ii) five percent of electors can demand a poll on the matter (iii) Council may choose to hold a poll on the matter, irrespective of whether or not a poll is demanded by electors.
(I) COUNCIL TO RESOLVE TO ADOPT ONE OR MORE MĀORI WARDS Council may resolve to introduce one or more Māori wards for the next two triennial elections (2022, 2025). If it decides to introduce one or more Māori wards in time for the 2022 elections, it must do so no later than 23 November 2020 (two years prior to the next triennial election), unless it decides to hold a poll of electors.
Any such resolution would take effect for the 2022 and 2025 elections, and continue in effect until either Council resolves otherwise, or a poll of electors is held.
Council may also simply choose to do nothing, in which case no public notice is required.
(II) ELECTORS’ RIGHT TO DEMAND A POLL If Council resolves to adopt one or more Māori wards by 23 November 2020, it must give public notice of the right of electors to demand a poll on the matter. If Council passes a resolution under section 19Z of LEA to introduce one or more Māori wards, the public notice must include: (a) notice of that resolution; and (b) a statement that a poll is required to countermand that resolution.
3 Attachment B 63
Section 19ZB of the LEA allows five percent of the electors enrolled at the previous triennial election to demand a binding poll to be held on a proposal whether or not one or more Māori wards are to be introduced for the next two triennial elections. The poll demand must be made in writing to the Chief Executive by a number of electors equal to or greater than five percent of the electors (601 electors) and can be made anytime, but to be effective for the 2022 elections, it must be made by 21 February 2021.
(III) COUNCIL MAY DECIDE TO HOLD A POLL OF ELECTORS Council can also decide to hold a poll of electors at any time (but must decide no later than 21 February 2021 to be effective for the 2022 elections), irrespective of whether a valid demand has been received, or the time has expired for electors to demand a poll.
Public notice of the poll must be given no later than 21 February 2021 and the poll itself must be completed by 21 May 2021 (to be effective for the 2022 elections).
The results of the poll are binding and will determine whether one or more Māori wards are to be introduced for at least the next two triennial elections (2022, 2025), and subsequent elections until either a further resolution under section 19Z of the LEA takes effect or a further poll is held.
3.3 Consultation
Consultation with Māori on whether one or more Māori wards is desirable should be undertaken. For many local authorities, such consultation has resulted in Māori wards not being introduced, with many Māori believing there are better ways of achieving representation for their people (for example Māori Standing Committees or Iwi Partnership models e.g. Rotorua Lakes Council/Te Arawa Partnership).
It should be noted that Council has consulted with the local Runanga (Te Rūnanga o Ōtākou), who advise they are happy with the status quo.
3.4 Representation Arrangements Review
A representation arrangements review is not required until 2024. However, a further review must be undertaken in 2021 if one or more Māori wards are introduced.
Name and title of signatory Signature
Author Dale Ofsoske, Electoral Officer
4 64 Clutha District Council Item for INFORMATION
Report Mayoral Report Meeting Date 13 May 2021 Item Number 10 Prepared By Bryan Cadogan - Mayor File Reference 517411
REPORT SUMMARY This report details mayoral matters, the meetings and functions I have attended since the last meeting. Councillors will report verbally on their attendances.
RECOMMENDATIONS 1. That the Mayoral Report and councillors’ attendances be received.
REPORT
1 Mayoral Attendances Date Activity
31 March 2021 Attended Our Place Kaitangata Consultation event at Kaitangata Community Centre
1 April 2021 Met with representatives of Calder Stewart and Chief Executive and GM Service Delivery
3 April 2021 Lawrence LTP Soapbox session – market day
5 April 2021 Interview with ODT reporter re Milton main street
7 April 2021 Jobbortunities fortnightly meeting
8 April 2021 Weekly meeting with Chief executive
Met with Jobbortunities coordinator and local business owner regarding Jobbortunities apprenticeship incentive
9 April 2021 Participated in Cross Regional Three Waters Reform zoom
Clutha District Council – 13 May 2021 Mayoral Report 65
12 April 2021 Travelled to Dunedin to open Rural Vets Practise conference hosted by Clutha Vets
Milton LTP Soapbox session
13 April 2021 Weekly meeting with Chief Executive
14 April 2021 Met with Jobbortunities coordinator and local business owner regarding Jobbortunities apprenticeship incentive
Travelled to Tapanui to attend West Otago Community Board
Met with representative of Kainga Ora re housing
Balclutha LTP Soapbox session
15 April 2021 Attended South Otago High School Anzac service
Clutha Valley LTP Soapbox session and Clutha Valley Community Centre meeting
16 April 2021 Jobbortunities fortnightly meeting
17 April 2021 Waihola LTP Soapbox session
Stirling LTP Soapbox session
Kaka Point LTP Soapbox session
Owaka LTP Soapbox session
18 April 2021 Kaitangata LTP Soapbox session
Clinton LTP Soapbox session
Tapanui LTP Soapbox session
19 April 2021 Met with representative of Kaitangata re housing scheme
Regular weekly meeting with Chief Executive
20 April 2021 Attended Jobbortunities apprentices study night
21 April 2021 Met with representatives of Telford for catch up
Clutha District Council – 13 May 2021 Mayoral Report
66 Travelled to Dunedin to meet with representatives from MALCAM Trust with Community Development Advisor
22 April 2021 Travelled to Dunedin to meet with representatives of Ministry Social Development and Jobbortunities coordinator
Travelled to Milton to meet with representative regarding Milton main street upgrade
Attended meeting with Milton retail representatives regarding Milton main street upgrade
25 April 2021 Attended Clutha RSA march and service at Balclutha
Attended Lovells Flat RSA march and service at Lovells Flat
Attended Bruce RSA march and service at Milton
27 April 2021 Attended PCG meeting at Rosebank Lodge
29 April 2021 Attended Executive Committee, Risk & Assurance Committee, Standing Committee and Extraordinary Council meeting
Travelled to Christchurch to meet with LGNZ Zone 5 Chair in preparation for Three Waters Reform meeting
30 April 2021 Attended South Island Three Waters Reform meeting in Christchurch
3 May 2021 Attended funeral and portrait unveiling of former Dunedin Mayor
4 May 2021 Jobbortunities fortnightly meeting
Attended DORA Digital bus tour and media call at Balclutha Library
5 May 2021 Regular weekly meeting with Chief Executive
Met with Jobbortunities coordinator and representative of South Otago High School regarding apprentice support
Zoom interview with Chorus representative re feedback
Travel to Wellington for Three Waters Reform Joint Advisory group
Clutha District Council – 13 May 2021 Mayoral Report
67 6 April 2021 Meeting with Minister Mahuta re Three Waters Reform
Attended Council Meeting on LTP Submissions hearings
7 April 2021 Met with Jobbortunities coordinator and apprentice
Attended official opening of Poupotunoa Kindergarten
10 April 2021 Weekly meeting with Chief executive
Bi-monthly Clutha Development catch up
11 April 2021 Attended court case
12 April 2021 Attended court case
13 April 2021 Attended Council Workshop and Council meeting
Clutha District Council – 13 May 2021 Mayoral Report
68 Clutha District Council Item for INFORMATION
Report Chief Executive’s Report Meeting Date 13 May 2021 Item Number 11 Prepared By Steve Hill – Chief Executive File Reference 517406
REPORT SUMMARY Reports on events attended, the award of tenders and other matters in hand at present.
RECOMMENDATIONS 1. That the Chief Executive’s report be received.
REPORT
1 Activities I have attended since the previous Council meeting. Date Activity 1 April 2021 Travelled to Milton and attended a meeting at Calder Stewart regarding projects.
Meeting with the Community Hub team.
7 April 2021 Meeting with a Property Developer from Milton
8 April 2021 Met with a couple from Kaitangata to sign the building contract for another Council-built house.
Meeting at Rosebank Industrial Park about consenting issues.
9 April 2021 Attended a zoom meeting with the Cross Regional Three Waters Group.
12 April 2021 Attended a meeting with property owners regarding a potential subdivision in Balclutha.
Clutha District Council – 13 May 2021 Chief Executive’s Report 69 Date Activity Travelled to Waitahuna to meet with property owners regarding roading issues.
Attended the Civil Defence Monthly meeting.
Travelled to Milton to attend the Milton LTP Soapbox public meeting.
13 April 2021 Met with a rate payer from Clydevale.
14 April 2021 Met with ORC and a local property owner at Rosebank Industrial Park.
Attended the Balclutha LTP Soapbox public meeting
19 April 2021 Met with a representative from the Community Hub
20 April 2021 Met with Consultants gathering information regarding Three Waters Reform.
21 April 2021 Travelled to Clydevale and met with a business owner.
22 April 2021 Met with a Stirling property owner.
Travelled to Milton to attend the Milton Main St retailer public meeting.
25 April 2021 Attended the Anzac Day Dawn parade and service at Balclutha.
27 April 2021 Attended the Project Control Group Meeting.
Attended the Civil Defence Monthly meeting.
Met with representatives from Countdown.
29 April 2021 Attended the Executive Committee meeting.
Attend Risk and Assurance, Standing Committee, and an Extraordinary Council meetings.
30 April 2021 Travelled to Christchurch to attend the Cross Regional Three Waters Reform meeting.
3 May 2021 Attended the Youth Council Meeting
4 May 2021 Attended via Zoom a meeting with Otago CE’s.
Clutha District Council – 13 May 2021 Chief Executive’s Report
70 Date Activity
5 May 2021 Met with a Milton housing developer.
6 May 2021 Attended the Renewal of the Roading Maintenance Contract workshop.
Attended Council Meeting LTP Submission Hearing
10 May 2021 Met with Clutha Development for the Bi-monthly catch up.
11 May 2021 Met with representatives of Aukaha at Balclutha.
13 May 2021 Attended the Council workshop and the Council Meeting.
2 Contracts Awarded There have been no contracts awarded since the last Council Meeting on 31 March 2021.
3 Staffing
3.1 Staff Appointments We have made a further appointment into our strengthened Water and Waste Operations team.
John Sim started with us on 27 April 2021 as our second Contracts Officer. John is locally based in Rosebank, Balclutha and comes to us with a wealth of experience and life skills having worked in farming operations, run his own excavation and farm drainage business, been a rural stock manager and, more recently, spent nearly five years as a Corrections Officer at Otago Corrections Facility.
We have also been successful in filling other engineering roles.
Gisselle Montes starts with us on 24 May 2021 as a Compliance Analyst and will be able to get a substantial handover from the current incumbent, Morgan Phillips. Gisselle is originally from Columbia (via Christchurch) and is a qualified Environmental Engineer but also with extensive experience in education and sales. She will be based in Ben Gold’s Infrastructure Strategy team and speaks English, Spanish and Portuguese.
Cynthia Dewi starts with us on 3 May 2021 as a part-time, fixed-term Project Engineer funded through the Stimulus Project funding. Cynthia is a qualified Mechanical Engineer and will assist us with project management, qualified mechanical engineering support and progressing treatment improvement related projects. She will report to Gerry Essenberg in the Capital Delivery team.
We are also pleased that we have managed to hire two cleaners for the Catlins Information Centre and Owaka Library. Sarah Blair is a first responder with St. Johns as
Clutha District Council – 13 May 2021 Chief Executive’s Report
71 well as a busy working mother and working on the farm whilst Frances Muir has a hospitality and cleaning background.
All other staff reported previously as due to join have successfully started with us and have either completed or are due to complete induction.
We are actively recruiting for a new role of Management Accountant, a Senior Rates Officer, a Customer Services Officer (Casual) and Corporate Services Administrator as well as Lifeguard and Swim Instructor roles.
3.2 Staff Resignations We are sad to advise that Pauline Ellis, our Senior Rates/Property Officer, has told us that she will be leaving us on 22 October 2021 after 27 years’ service with us. We are very appreciative that Pauline has given us “long notice” which will allow for a substantial handover with her successor. Pauline will be retiring longer term.
Karen Piercy, our Corporate Services Administrator, has also resigned and given us “long notice”. Karen is moving to Christchurch with her partner. She has been with us for five and a half years and we have known for some time that she would be departing due to these personal circumstances.
Thelma Domacia, who has been with us for just under six years as Asset Management Officer, will be leaving us to join her family in Auckland and will stay in Local Government doing a similar role with South Waikato District Council.
We have also had some further seasonal and “known” resignations in the Aquatic Services team.
Amy Ewald is moving to a casual Lifeguard role with us to spend more time with her family, Tessa McDonald is leaving her Swim Teaching Assistant role to spend more time with her family and Kaydin Hunter is moving on after ten months to pursue his career and dream job.
We have carried out extensive interviews and have identified several good potential recruits into Aquatic Services.
4 Requests received under the Official Information Act Name Request GIS Consultant Details of operational water pipes Marshall & Buchanan Residential swimming pool inspections NZ Taxpayers Union Submission to Climate Change Commission Fran Tyler Charging for requests Karen Batchelor Dog euthanasia statistics ACT NZ Maori Ward or Constituency J Fenby CRRA Balclutha hall seismic assessment etc J Fenby CRRA Destination Toilets Lyn Worthington Drug & alcohol testing
Clutha District Council – 13 May 2021 Chief Executive’s Report
72 5 Health and Safety • 73 Health and Safety staff reports since January. • Significant effort has been put into Health and Safety engagement with staff and this is reflected with the increased Health and Safety reporting. An integral part of a functioning Health and Safety Management system is ensuring that we have a good reporting culture with reporting that extends beyond incidents and includes near hit events and workplace hazards. • Majority of reports are low level (near hits or hazards) but regarded as early warning signs and signal the trigger for action to be taken to prevent injury or damage in future. Any significant events will be highlighted to Council. • CDC have COVID-19 procedures in place which includes staffing and risk planning for any potential outbreaks as boarders begin to open. • “CDC H&S Convo” topic for April/May is Stress and Mental Wellbeing • Rosebank refurbishment project – No significant Health and Safety events to report. 80% of the Asbestos roof has been removed and all air clearance testing results returned safe. Several changes have been made to safely control traffic, including installation of speed humps, signage, and mandatory reverse parking for staff due to the congestion in parking spaces. Contractors will start moving indoors in the coming months, requiring staff to decant areas while work is completed for safety. • An internal audit of our Health and Safety Management system (called Safe+) will be completed in the coming months.
6 Community Development Date Activity 29 March 2021 Department Internal Affairs Funding meeting
30 March 2021 Malcam Trust management meeting
31 March 2021 Our Place Kaitangata Consultation meeting
7 April 2021 Lake Tuakitoto Meeting
8 April 2021 Youth Council Workshop in Tapanui
9 April 2021 Safer Communities planning meeting
14 April 2021 Kaitangata Pool met with Judy Maguire
15 April 2021 Youth Week planning meeting
21 April 2021 Presentation in Dunedin to Otago Regional Council Community Transport Submission (with Justine Barrie)
Malcam Trust meeting in Dunedin with Mayor Cadogan
22 April 2021 Meeting with Tiffany Jenks Community Heritage Coordinator
Clutha District Council – 13 May 2021 Chief Executive’s Report
73 Date Activity
Meeting with Peter Homan re Super Masters Games
Meeting with Debbie Duncan Library/Service Centre Manager
27 April 2021 Civil Defence monthly meeting
3 May 2021 Youth Council
6 May 2021 Long Term Plan Submission Hearing
10 May 2021 Community Funding Policy meeting
13 May 2021 Job seeker skill building meeting
Clutha District Council – 13 May 2021 Chief Executive’s Report
74 Clutha District Council Item for CONFIRMATION
Report Documents for Consent and Seal Meeting Date 13 May 2021 Item Number 12 Prepared By Jo Jack – Executive Assistant File Reference 518201
REPORT SUMMARY Documents for consent and seal are scheduled hereunder.
RECOMMENDATIONS
1. That Council approves the fixing of its seal, under the hands of the Chief Executive to the documents as listed.
1 DEED OF ASSIGNMENT OF LEASE
1.1 The hanger only - from Phoenix Aviation Liminted to Super Air Limited.
1.2 The area known as Section 27 Toko Beach Resort from Gerald and Maureen Harley to Jason and Tanya Carruthers.
2 DEAD OF SUBLEASE
2.1 The premises known as 34 Spenser Street Milton from Te Whanau Tupu Ngatahi o Aotearoa to Te Whare Puawai O Tokomairaro
3 WARRANT OF APPOINTMENT
3.1 J Marsh warranted by the Clutha District Council to support the Local Government Act 2002, Clutha District Council Water Services Bylaw 2019, General Bylaws of Council.
3.2 A Anderson warranted by the Clutha District Council to support the Local Government Act 2002, Clutha District Council Water Services Bylaw 2019, General Bylaws of Council.
Clutha District Council – 13 May 2021 Documents for Consent and Seal 75 3.3 A Adamson warranted by the Clutha District Council to support the Local Government Act 2002, Clutha District Council Water Services Bylaw 2019, General Bylaws of Council.
3.4 T Gopalan warranted by the Clutha District Council to support the Local Government Act 2002, Clutha District Council Water Services Bylaw 2019, General Bylaws of Council.
3.5 J Sim warranted by the Clutha District Council to support the Local Government Act 2002, Clutha District Council Water Services Bylaw 2019, General Bylaws of Council.
Clutha District Council – 13 May 2021 Documents for Consent and Seal
76 Clutha District Council Item for DECISION
Report Reasons to Move to Public Excluded Session Meeting Date 13 May 2021 Item Number 13 Prepared By Steve Hill – Chief Executive File Reference 517418
REPORT SUMMARY The Council may upon resolution or upon motion being made, exclude the public from the whole or any part of the proceedings of any meeting,
Grounds to exclude the public under the Local Government Official Information and Meetings Act 1987 are contained in Appendix 1 of the Clutha District Council’s Standing Orders as attached.
RECOMMENDATIONS 1. That if required, Council resolves to exclude the public on the grounds contained in Appendix 1 of the Clutha District Council’s Standing Orders under Sections A2(a), A2(b)(ii), A2 (d)(i), A2(i) and A2(j).
REPORT
Items included in the public excluded section of this agenda and the reasons to consider them in public excluded session are:
1 Public Excluded Report on Plantation Heights Sections Under Section A2 (a), A2 (i) and A2 (j) of Appendix 1 of the Clutha District Council’s Standing Orders.
2 Public Excluded Report on Rosebank Development Under Section A2 (a), A2 (i) and A2 (j) of Appendix 1 of the Clutha District Council’s Standing Orders.
3 Public Excluded Report on Wangaloa Road, sale of land Under Section A2 (a), A2 (i) and A2 (j) of Appendix 1 of the Clutha District Council’s Standing Orders.
Clutha District Council – 13 May 2021 Reasons to Move to Public Excluded Session 77 4 Public Excluded Council Minutes – 31 March 2021 Under Section A2 (b)(ii), A2(i) and A2(j) of Appendix 1 of the Clutha District Council’s Standing Orders.
Public Excluded Council Minutes – 29 April 2021 Under Section A2 (b)(ii), A2(d)(i), A2(i) and A2(j) of Appendix 1 of the Clutha District Council’s Standing Orders.
Appendix 1: Grounds to exclude the public
A local authority may, by resolution, exclude the public from the whole or any part of the proceedings of any meeting only on one or more of the following grounds:
A1 That good reason exists for excluding the public from the whole or any part of the proceedings of any meeting as the public disclosure of information would be likely: (a) to prejudice the maintenance of the law, including the prevention, investigation, and detection of offences, and the right to a fair trial; or
(b) to endanger the safety of any person.
A2 That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information where the withholding of the information is necessary to: (a) Protect the privacy of natural persons, including that of deceased natural persons; or
(b) Protect information where the making available of the information would:
i. disclose a trade secret; or
ii. be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information; or,
(c) In the case only of an application for a resource consent, or water conservation order, or a requirement for a designation or heritage order, under the Resource Management Act 1991, to avoid serious offence to tikanga Māori i, or to avoid the disclosure of the location of waahi tapu; or
(d) 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:
i. be likely to prejudice the supply of similar information, or information from the same source, and it is in the public interest that such information should continue to be supplied; or
ii. be likely otherwise to damage the public interest; or
Clutha District Council – 13 May 2021 Reasons to Move to Public Excluded Session
78 (e) Avoid prejudice to measures protecting the health or safety of members of the public; or
(f) Avoid prejudice to measures that prevent or mitigate material loss to members of the public; or
(g) Maintain the effective conduct of public affairs through –the protection of such members, officers, employees, and persons from improper pressure or harassment; or
(h) Maintain legal professional privilege; or
(i) Enable any Council holding the information to carry out, without prejudice or disadvantage, commercial activities; or
(j) Enable any Council holding the information to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations); or
(k) Prevent the disclosure or use of official information for improper gain or improper advantage.
Provided that where A2 of this Appendix applies the public may be excluded unless, in the circumstances of the particular case, the exclusion of the public is outweighed by other considerations which render it desirable, in the public interest, that the public not be excluded.
A3 That the public conduct of the whole or the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information, the public disclosure of which would: (a) Be contrary to the provisions of a specified enactment; or
(b) Constitute contempt of Court or of the House of Representatives.
A4 That the purpose of the whole or the relevant part of the proceedings of the meeting is to consider a recommendation made to that Council by an Ombudsman under section 30(1) or section 38(3) of this Act (in the case of a Council named or specified in Schedule 1 to this Act).
A5 That the exclusion of the public from the whole or the relevant part of the proceedings of the meeting is necessary to enable the Council to deliberate in private on its decision or recommendation in: (a) Any proceedings before a Council where
i. A right of appeal lies to any Court or tribunal against the final decision of the Council in those proceedings; or
ii. The Council is required, by any enactment, to make a recommendation in respect of the matter that is the subject of those proceedings; and
Clutha District Council – 13 May 2021 Reasons to Move to Public Excluded Session
79 (b) Any proceedings of a Council in relation to any application or objection under the Marine Farming Act 1971.
Clutha District Council – 13 May 2021 Reasons to Move to Public Excluded Session