MINUTES OF A Council Meeting OF THE Central Otago District Council
HELD AT Ngā Hau e
Whā, William Fraser Building,
1 Dunorling Street, Alexandra
ON Wednesday, 5 May
2021 COMMENCING AT 10.31 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 M McPherson
IN
ATTENDANCE: 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), N
Aaron (Community Development Advisor), D Rushbrook (Tourism Central Otago
Manager - via Teams), F Somerville (Roading Administration Assistant), L Stronach
(Property Officer – Statutory), G McFarlane (Business Risk and
Procurement Manager), K McCulloch (Corporate Accountant), M De Cort
(Communications Coordinator) and R Williams (Governance Manager)
A moment’s silence was observed in acknowledgement of
the passing of Dave Cull, the former Mayor of Dunedin. The Mayor
reflected on the contribution Mr Cull had made to Dunedin, the wider region and
the Local Government sector as a whole.
1 Apologies
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Resolution
Moved: Alley
Seconded: Claridge
That apologies from Cr N McKinlay and Cr T Paterson be
received and accepted.
Carried
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2 Public
Forum
There was no public forum.
3 Confirmation
of Minutes
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Resolution
Moved: Duncan
Seconded: Calvert
That the public minutes of the Ordinary Council Meeting
held on 24 March 2021 be confirmed as a true and correct record.
Carried
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4 Declaration
of Interest
Members were reminded of their obligations in respect of
declaring any interests. Cr Laws noted that she was no longer involved with the
Fine Thyme Theatre group and her role with Daffodil Day was as the Cromwell
coordinator, rather than the area coordinator. Cr Gillespie noted an
interest in relation to item 21.3.22.
Note: Cr
Jeffery assumed the Chair as the Economic Development and Community Facilities portfolio
lead.
5 Reports
for Decisions
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21.3.2 Community
Development Strategy
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To consider the adoption of the
Community Development Strategy 2021-2022. During discussion it was
agreed that the word “dwindling,” on page 7 of the document would
be changed to “static”.
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Resolution
Moved: Alley
Seconded: Cooney
That the Council
A. Receives
the report and accepts the level of significance.
B. Adopts
the Community Development Strategy 2021-2022.
Carried
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21.3.3 Hardship
Grant Application for Alexandra District Museum Inc.
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To consider a hardship grant
application from the Alexandra District Museum Inc.
During discussion it was noted the
district funding to the Alexandra District Museum Inc was subject to a
decision through the draft Long-term Plan process and as such the item should
lie on the table until that decision had been made.
Motion
Moved: Cadogan
Seconded: Gillespie
That the motion lie on the table.
Carried with Crs Calvert and Claridge
voting against.
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21.3.4 Hardship
Grant Application for Central Otago District Arts Trust
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To consider a Hardship Grant
Application request from the Central Otago District Arts Trust.
During discussion it was noted
that grant recipients who received hardship grants were expected to apply for
funding for 9 months during the contestable funding round.
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Resolution
Moved: Duncan
Seconded: Alley
That the Council
A. Receives
the report and accepts the level of significance.
B. Approves
a hardship grant of $8,750 to the Central Otago District Arts Trust for the
period of 1 July to 30 September 2021 to come from the allocated 2021-22
Council grants budget, following approval of the funding in the 2021-31
Long-term Plan.
Carried
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21.3.5 Tourism
Central Otago - Business Events
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To provide an overview of a new
work stream for Tourism Central Otago post COVID-19.
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Resolution
Moved: Duncan
Seconded: McPherson
That the report be received.
Carried
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Note: Cr
Duncan assumed the Chair as the Roading portfolio lead.
Note: The
Mayor assumed the Chair.
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21.3.7 Minister
of Conservation's Consent - Easement over Anderson Park (Recreation Reserve)
[PRO: 62-3116-00]
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To consider granting consent
(under delegated authority), on behalf of the Minister of Conservation, to
Council granting an easement over Section 8 Block XCII Town of Cromwell,
being part of Anderson Park Recreation Reserve. During discussion it
was agreed that for clarity, additional details would be included in the
resolution.
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Resolution
Moved: Gillespie
Seconded: McPherson
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 (right to drain sewage) over
Section 8 Block XCII Town of Cromwell, being part of Anderson Park Recreation
Reserve in favour of new Lot 2 Deposited Plan 553564.
Carried
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21.3.8 Request
for Minister of Conservation's Consent to Easement over Naseby Recreation
Reserve [PRO 64-5033-00 and PRO 64-5140-00]
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To consider granting consent
(under delegated authority), on behalf of the Minister of Conservation, to
Council granting an easement (retrospectively, in gross) to OtagoNet Limited,
over Lot 1 Deposited Plan 307769 and Section 80 Block I Naseby Survey
District being part of the Naseby Recreation Reserve.
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Resolution
Moved: Duncan
Seconded: Cooney
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 (retrospectively, in gross) over Lot 1 Deposited Plan 307769 and
Section 80 Block I Naseby Survey District (recreation reserve) in favour of
OtagoNet Limited.
Carried
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21.3.9 Minister
of Conservation's Consent - Easement over Local Purpose (Public Utility)
Reserve [PRO: 65-7026-00]
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To consider granting consent
(under delegated authority), on behalf of the Minister of Conservation, to
Council granting an easement over Section 153 Block I Teviot Survey District being
part of the (Roxburgh) Local Purpose (Public Utility) Reserve. During
discussion it was agreed that for clarity, additional details would be
included in the resolution.
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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 the granting an
easement over Section 153 Block I Teviot Survey District, being part of the
(Roxburgh) Local Purpose (Public Utility) Reserve, in favour of Lot 2 Deposited
Plan 8721 for the purpose of conveying water.
Carried
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21.3.10 Register
of Delegations
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To consider a change to the “Register
of Delegations to Community Boards, Portfolios, Committees, and the Chief
Executive Officer” in respect to the delegations to staff.
During discussion it was agreed
to amend the proposed additional sentence for the new paragraph 76 from
“Legal action may include, but is not limited to, settlements,
mediations, and personal grievances” to “This
delegation includes authorising settling actions and prosecutions taken
against council where it is in the CEO’s opinion that such settlement
best protects Council’s interest.”
It was agreed that further work
was required on the budget aspect of the new paragraph 76 and staff were
asked to bring that back to Council for its consideration.
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Resolution
Moved: Alley
Seconded: Claridge
That the Council
A. Receives
the report and accepts the level of significance.
B. Approves
the following changes to the Register of Delegations;
Add a new paragraph 55 as follows;
Variation to budget
55.
The Chief Executive may vary the constituent sums which make up a budget
where:
a)
The relevant Executive Manager and the Chief Executive Officer confirm that
the
variation
will be entirely funded from savings made on other sums within the same
budget;
and
b)
The variation will allow the area concerned to better achieve the purpose or
purposes
for which the budget was adopted.
Budget
means the sum represented by any item contained in a significant activity of the
budgets
adopted by Council for the financial year contained in the Long-term Plan or
Annual Plan.
Add
the following to new paragraph 57;
In
exercising this delegated authority, the Chief Executive Officer may delegate
to the
following
people providing the sum of the life of the contract does not exceed the
Executive Managers financial delegation:
· Executive
Manager - Corporate Services
· Executive
Manager – People and Culture
· Executive
Manager – Infrastructure Services
· Executive
Manager – Planning and Environment
Add
the following sentence to new paragraph 76;
This
delegation includes authorising settling actions and prosecutions taken
against council where it is in the CEO’s opinion that such settlement
best protects Council’s interest.
Carried
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6 Reports
for Information
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21.3.11 Financial
Report for the Period Ending 28 February 2021
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To consider the financial
performance for the period ending 28 February 2021.
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Resolution
Moved: Alley
Seconded: Laws
That the report be received.
Carried
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21.3.12 Order of
Candidate Names on Voting Papers for the Cromwell Community Board By-Election
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To consider the order of
candidate names on the voting papers for the Cromwell Community Board
by-election, should an election process be required.
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Resolution
Moved: McPherson
Seconded: Jeffery
That the Council
A. Receives
the report and accepts the level of significance.
B. Approves
the candidate names for the Cromwell Community Board by-election voting
papers appearing in random order.
Carried
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21.3.13 Local
Government New Zealand Conference 2021
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To consider the Central Otago
District Council’s involvement in the 2021 Local Government New Zealand
conference in Blenheim.
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Resolution
Moved: Cadogan
Seconded: Duncan
That the Council
A. Receives
the report and accepts the level of significance.
B. Approves
the Mayor and Deputy Mayor to attend the 2021 Local Government New Zealand Conference
in Blenheim.
C. Approves
the Mayor as the presiding delegate, and the Deputy Mayor as the alternate
delegate.
Carried
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7 Mayor’s
Report
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21.3.14 May 2021
Mayor's Report
The Mayor provided an update on
issues and events since the previous meeting.
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Resolution
Moved: Cadogan
Seconded: Gillespie
That the Council receives the report.
Carried
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8 Status
Reports
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21.3.15 May 2021
Governance Report
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To report on items of general interest,
receive minutes and updates from key organisations, consider Council’s
forward work programme and the legacy and current status report updates.
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Resolution
Moved: Duncan
Seconded: McPherson
That the Council receives the report.
Carried
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9 Community
Board Minutes
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21.3.16 Minutes of
the Vincent Community Board Meeting held on 12 April 2021
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Resolution
Moved: Jeffery
Seconded: Duncan
That the unconfirmed Minutes of the Vincent
Community Board Meeting held on 12 April 2021 be noted.
Carried
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21.3.17 Minutes of
the Cromwell Community Board Meeting held on 20 April 2021
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Resolution
Moved: Jeffery
Seconded: Duncan
That the unconfirmed Minutes of the Cromwell
Community Board Meeting held on 20 April 2021 be noted.
Carried
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21.3.18 Minutes of
the Maniototo Community Board Meeting held on 15 April 2021
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Resolution
Moved: Jeffery
Seconded: Duncan
That the unconfirmed Minutes of the Maniototo
Community Board Meeting held on 15 April 2021 be noted.
Carried
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21.3.19 Minutes of
the Teviot Valley Community Board Meeting held on 22 April 2021
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Resolution
Moved: Jeffery
Seconded: Duncan
That the unconfirmed Minutes of the Teviot Valley
Community Board Meeting held on 22 April 2021 be noted.
Carried
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10 Committee
Minutes
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21.3.20 Assessment
Committee Minutes
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To note the confirmed minutes of
the Assessment Committee meeting held on 10 September 2020
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Resolution
Moved: Alley
Seconded: Jeffery
That the minutes of the Assessment Committee meeting held
on 10 September 2020 be noted.
Carried
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21.3.21 Executive
Committee Meeting Public Minutes
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To note the unconfirmed public
minutes of the Executive Committee meeting held on 24 March 2021.
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Resolution
Moved: Alley
Seconded: Jeffery
That the unconfirmed minutes of public section of the
Executive Committee meeting held on 24 March 2021 be noted.
Carried
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11 Date
of Next Meeting
The date of the next scheduled meeting is 1
June 2021.
12 Resolution
to Exclude the Public
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Resolution
Moved: Jeffery
Seconded: Calvert
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:
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General
subject of each matter to be considered
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Reason for
passing this resolution in relation to each matter
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Ground(s)
under section 48 for the passing of this resolution
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Confidential
Minutes of Ordinary Council Meeting
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s7(2)(a) - the withholding
of the information is necessary to protect the privacy of natural persons,
including that of deceased natural persons
s7(2)(b)(ii) – the
withholding of the information is necessary to protect information where
the making available of the information would be likely unreasonably to
prejudice the commercial position of the person who supplied or who is the
subject of the information.
s7(2)(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
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21.3.22 -
Delegated Decision under Schedule 1 of the Resource Management Act 1991
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s48(1)(d) - that a right
of appeal lies to any court or tribunal against the decision of the Central
Otago District Council in these proceedings
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s48(1) - that the
exclusion of the public from the whole or the relevant part of the
proceedings of the meeting is necessary to enable the local authority to
deliberate in private on its decision or recommendation in any proceedings
to which this paragraph applies
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21.3.23 -
May 2021 Confidential Governance Report
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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)
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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
|
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21.3.24 -
Confidential Minutes of the Vincent Community Board Meeting held on 12
April 2021
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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
|
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21.3.25 - Confidential
Minutes of the Cromwell Community Board Meeting held on 20 April 2021
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s7(2)(h) - the
withholding of the information is necessary to enable Council to carry out,
without prejudice or disadvantage, commercial activities.
s7(2)(c)(ii) – the
withholding of the information is necessary to protect information which is
subject to an obligation of confidence or which any person has been or
could be compelled to provide under the authority of any enactment, where
the making available of the information would be likely otherwise to damage
the public interest.
s7(2)(i) - the
withholding of the information is necessary to enable Council to carry on,
without prejudice or disadvantage, negotiations
|
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
|
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21.3.26 -
Confidential Minutes of the Maniototo Community Board Meeting held on 15
April 2021
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s7(2)(i) - the
withholding of the information is necessary to enable Council to carry on,
without prejudice or disadvantage, 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
|
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21.3.27 -
Executive Committee Meeting Confidential Minutes
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s7(2)(a) - the
withholding of the information is necessary to protect the privacy of
natural persons, including that of deceased natural persons
|
s48(1)(a)(i) - the public
conduct of the relevant part of the proceedings of the meeting would be
likely to result in the disclosure of information for which good reason for
withholding would exist under section 6 or section 7
|
Carried
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The public were excluded at 11.46 am and the meeting closed
at 11.57 am.
...................................................
CHAIR / /