Minutes of Ordinary Council meeting - Wednesday, 3 February 2021

MINUTES OF A Meeting OF THE Central Otago District Council
HELD IN Ngā Hau e Whā, William Fraser Building,

1 Dunorling Street, Alexandra
ON Wednesday, 3 February 2021 COMMENCING AT 10.30 am

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

IN ATTENDANCE: S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), Q Penniall (Acting Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), J Kasibante (Finance Manager), D McKewen (Accountant), N Lanham (Economic Development Manager), M Adamson (Policy Advisor), C Martin (Property and Facilities Officer – Vincent and Teviot Valley), L Stronach (Property Officer - Statutory), Paula Penno (Community and Engagement Manager), Nikki Aaron (Community Development Advisor) and R Williams (Governance Manager)

1 Apologies

There were no apologies.

2 Public Forum

There was no public forum.

3 Confirmation of Minutes

21.1.1 Confirmation of Minutes from the Previous Meeting

Resolution

Moved: Alley

Seconded: Cooney

That the minutes of the public part of the meeting of the Central Otago District Council held on 9 December 2020 be confirmed as a true and correct record.

4 Declaration of Interest

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

Note: Cr Jefferies assumed the Chair as the lead of the Economic Development and Community Facilities portfolio.

5 Reports for Decisions

21.1.3 Community Leasing and Licensing Policy

To consider the further feedback gathered on the amended Community Leasing and Licensing Policy.

Resolution

Moved: Jeffery

Seconded: Duncan

That the Central Otago District Council

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

Resolution

Moved: Cadogan

Seconded: Paterson

That the Central Otago District Council

B. Notes the further feedback gathered on the subscription income definition.

C. Adopts the amended Community Leasing and Licensing Policy.

21.1.4 Economic Recovery Plan Progress Report

To provide an update on the implementation of the Economic Recovery Plan.

Resolution

Moved: Duncan

Seconded: Alley

That the report be received.

21.1.5 Otago Museum's Draft Annual Plan 2021-2022

To present Council with the 2021/2022 draft Annual Plan from the Otago Museum Trust Board for review and feedback, and to consider their request for a 6.5% increase on the annual levy charged to this Council.

Resolution

Moved: McPherson

Seconded: Alley

That the Council

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

B. Declines a levy increase of 6.5% in 2021/22 for the Otago Museum.

C. Recommends that Council funds a 2% CPI adjusted levy increase to the Otago Museum, in line with 2021/21 budgeted expenditure (an additional $617.69, which will increase the payment from $30,884.34 to $31,502.03).

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

21.1.6 Cleanfill and Hardfill Acceptance at Cromwell Transfer Station

To consider changes to the management of cleanfill and hardfill at Cromwell transfer station.

Resolution

Moved: Jeffery

Seconded: Paterson

That the Council

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

B. Agree that cleanfill and hardfill not be accepted at Cromwell transfer station from 1 March 2021 with alternative facilities available to the public at Parkburn Quarry.

Note: The Mayor assumed the Chair.

Note: With the agreement of the meeting item 21.1.17 was taken at this point.

6 Mayor’s Report

21.1.17 Mayor's Report

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council receives the report.

Note: The Chief Executive of the Queenstown Lakes Community Housing Trust (Julie Scott) joined the meeting for item 21.1.7. Mary Flannery from the Central Otago Housing Trust was also in attendance for this item.

21.1.7 Council's role in housing: A market data update and direction on council's role in providing affordable housing

To consider the updated housing market analysis and provide direction on council’s role in providing affordable housing.

Ms Scott spoke to a presentation about the Queenstown Lakes Community Housing Trust and their work before responding to questions.

Ms Flannery from the Central Otago Community Housing Trust spoke about the work of the Trust to date and also responded to questions.

The Mayor thanked both Trusts for their work to date and for attending the meeting.

Resolution

Moved: Alley

Seconded: Calvert

That the Council

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

B. Notes the updated housing market analysis

Following discussion it was agreed to change resolution C by removing the word “providing.”

Resolution

Moved: Alley

Seconded: Cadogan

That the Council

C. Agrees in principle that council has a role in affordable housing.

Carried

Staff spoke to the two different recommendations (D and E) contained in the report. Following discussion, an amended recommendation D was put, along with a new resolution E to request staff to explore inclusionary zoning as part of the District Plan work programme.

Resolution

Moved: Cadogan

Seconded: Calvert

That the Council

D. Agrees to progressing work on developing an affordable homes model in Central Otago (including discussions with the Central Otago Community Housing Trust) based on the Queenstown Lakes Community Housing Trust Secure Home model

E. Request staff to include the provision of inclusionary zoning as part of the work programme for the District Plan.

Carried with Cr McKinlay recording his vote against.

Attachments

1 Presentation from Queenstown Lakes Community Housing Trust.

21.1.8 Grants Programme 2021-22

To consider the process for grant applications following the adoption of the 2021-31 Long Term Plan, and to establish a one-off hardship grant.

Resolution

Moved: Duncan

Seconded: McPherson

That the Central Otago District Council

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

B. Notes that the Grants Policy 2019 established that grant applications would no longer be accepted as submissions to the Long Term Plan.

C. Notes that transitioning to a fully contestable process may create a one-off funding gap for some groups, potentially causing financial hardship.

D. Agrees to establish a temporary hardship fund for the first quarter of the 2021-22 financial year, to be funded from the agreed Council allocated grant pot for the 2021-31 Long-term Plan.

Note: The meeting adjourned at 12.45pm and reconvened at 1.15pm.

21.1.9 Community Outcomes for Central Otago District

To seek approval from Council to adopt new community outcomes and well-being indicator measures for this district, based on work undertaken to gather current community sentiment and reporting data for the 2021 Long-term Plan.

Resolution

Moved: Calvert

Seconded: Cooney

That the Council

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

B. Adopts the revised community outcomes within the report included with the agenda for the 2021 Long-term Plan and ongoing Council strategic processes.

C. Approves the use of the Central Otago well-being indicator measures as a benchmark tool for assessing ongoing well-being in Central Otago district.

21.1.10 Minister of Conservation's Consent - Lease to Puna Rangatahi, Alexandra and Districts Youth Trust over Roxburgh Recreation Reserve

To consider granting consent (under delegated authority) on behalf of the Minister of Conservation, to the issuing of a lease over part of the Roxburgh Recreation Reserve, to the Puna Rangatahi, Alexandra and Districts Youth Trust.

Resolution

Moved: McPherson

Seconded: Jeffery

That the Council

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

B. Agrees to grant consent (under delegated authority) on behalf of the Minister of Conservation, to Council issuing a lease over part of the Roxburgh Recreation Reserve to the Puna Rangatahi, Alexandra and Districts Youth Trust as set out in resolution 20.6.4 of the Teviot Valley Community Board meeting held on 12 November 2020.

21.1.11 William Fraser Office Renovation - Project Update

To consider an update on the William Fraser Office Renovation Project.

Resolution

Moved: Claridge

Seconded: McKinlay

That the report be received.

21.1.12 Minister of Conservation's Consent - Easement over Sugarloaf Scenic Reserve [PRO: 62-3006-00]

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (in gross) to Aurora Energy Limited, over Lot 16 Deposited Plan 418764, being part of the Sugarloaf Scenic Reserve.

Resolution

Moved: Gillespie

Seconded: McKinlay

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to the granting an easement (in gross) over Lot 16 Deposited Plan 418764 (scenic reserve), in favour of Aurora Energy Limited.

21.1.13 Minister of Conservation's Consent - Extension of Easement Rights over Roxburgh Recreation Reserve [PRO: 65-7040-00]

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to the extension of the rights contained in an existing easement over part of the Roxburgh Recreation Reserve.

Resolution

Moved: Jeffery

Seconded: Duncan

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an extension to the rights contained in the existing easement over Part Section 181 in favour of Section 175 Block II Teviot Survey District and Lot 1 DP 450706 to include:

· the right to drain sewerage; and,

· the right to convey water, power, and telecommunications.

21.1.14 Minister of Conservation's Consent - Easement over Pines Recreation Reserve [PRO: 61-2134-00]

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (in gross) to Aurora Energy Limited, over Lot 1 Deposited Plan 355061, being part of the ‘Pines’ Recreation Reserve.

Resolution

Moved: McPherson

Seconded: Calvert

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (in gross) over Lot 1 Deposited Plan 355061 (recreation reserve), in favour of Aurora Energy Limited.

21.1.15 Minister of Conservation's Consent - Easement over Golf Park Recreation Reserve [PRO: 62-3048-00]

To consider granting consent (under delegated authority), on behalf of the Minister of Conservation, to Council granting an easement (in gross) to Aurora Energy Limited, over Section 4 Block XCII Town of Cromwell, being part of the Cromwell Golf Park Reserve.

Resolution

Moved: Calvert

Seconded: Alley

That the Council

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

B. Agrees to grant consent (under delegated authority), on behalf of the Minister of Conservation, to the granting an easement (in gross) over Section 4 Block XCII Town of Cromwell (recreation reserve), in favour of Aurora Energy Limited.

7 Reports for Information

21.1.16 Financial report for the period ending 31 December 2020

To consider the financial performance for the period ending 31 December 2020.

Resolution

Moved: Jeffery

Seconded: Claridge

That the report be received.

8 Community Board Minutes

21.1.18 Minutes of the Cromwell Community Board Meeting held on 18 January 2021

Resolution

Moved: Jeffery

Seconded: Cooney

That the unconfirmed minutes of the Cromwell Community Board Meeting held on 18 January 2021 be received.

21.1.19 Minutes of the Vincent Community Board Meeting held on 19 January 2021

Resolution

Moved: Jeffery

Seconded: Cooney

That the unconfirmed minutes of the Vincent Community Board Meeting held on 19 January 2021 be received.

21.1.20 Minutes of the Maniototo Community Board Meeting held on 20 January 2021

Resolution

Moved: Jeffery

Seconded: Cooney

That the unconfirmed minutes of the Maniototo Community Board Meeting held on 20 January 2021 be received.

21.1.21 Minutes of the Teviot Valley Community Board Meeting held on 21 January 2021

Resolution

Moved: Jeffery

Seconded: Cooney

That the unconfirmed minutes of the Teviot Valley Community Board Meeting held on 21 January 2021 be received.

9 Status Reports

21.1.22 February 2021 Governance Report

To report on items of general interest and receive minutes and updates from key organisations.

Resolution

Moved: Cadogan

Seconded: Duncan

That the report be received and the changes to the 2021 meeting schedule be noted.

10 Date of Next Meeting

The date of the next scheduled meeting is 24 March 2021.

11 Resolution to Exclude the Public

Resolution

Moved: Cadogan

Seconded: Jeffery

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
21.1.23 - Confirmation of Non-Public Minutes	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.1.24 - Confidential Minutes of the Cromwell Community Board Meeting held on 18 January 2021	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.1.25 - Confidential Minutes of the Vincent Community Board Meeting held on 19 January 2021	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.1.26 - Confidential Minutes of the Maniototo Community Board Meeting held on 20 January 2021	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
21.1.27 - February 2021 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

The public were excluded at 1.36pm and the meeting closed at 1.39pm.

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CHAIRPERSON