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, 30 June
2021 COMMENCING AT 10.31 am
PRESENT: His Worship the Mayor T Cadogan (Chairperson), Cr N Gillespie (via Microsoft Teams), 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), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bayley (Parks and Recreation Manager), N Aaron (Community Development Advisor), P Penno (Community Engagement Manager), A Crosbie (Senior Strategy Advisor), Q Penniall (Environmental Engineering Manager), L Stronach (Property Officer – Statutory), A Rodgers (Principal Policy Planner), D Shaw (Property and Facilities Officer – Cromwell), T Bates (Property Officer), G McFarlane (Business Risk and Procurement Manager), A McDowall (Finance Manager), K McCulloch (Corporate Accountant), M De Cort (Communications Coordinator), R Williams (Governance Manager)
1 Apologies
2 Public Forum
There was no public forum.
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Moved: McPherson Seconded: Calvert That the public minutes of the Ordinary Council Meeting held on 1 and 2 June 2021 be confirmed as a true and correct record. |
Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.
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21.5.2 Adoption of the 2021-31 Long-term Plan and the 2021/22 Rates Resolution |
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To adopt the 2021-31 Long-term Plan and resolve the setting of the rates, due dates and penalties for rates during the 2021-22 financial year. It was noted that the late change in subsidy level from Waka Kotahi had resulted in the Office of the Auditor General recommending that the new levels be reflected in Long-term Plan. Subsequently the following changes had been made to the draft, since it had been included with the agenda: · Page 90 – the Executive Manager Infrastructure Services explains the changes to the subsidy and why · Page 92 – the Waka Kotahi subsidy changes from 28% to 27% · Page 264 – the Waka Kotahi subsidy decreased from $2,670,000 to $2,233,000 for years two and three · Changes to the roading funding impact statement on page 237 · Changes to the benchmarks on page 232 from 7.2% to 7.8% (year two) and 7.7% down to 7.6% (year three)
The Executive Manager Corporate Services noted that the Central Otago District Council had received an unmodified audit opinion, which reflected two emphasis of matter, which were typical for most councils across New Zealand. They were; · Three Waters uncertainty · Delivery of Capital programme uncertainty
She then responded to questions.
The Mayor congratulated and thanked both staff and elected members for their contribution to the Long-term Plan.
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Moved: Cadogan Seconded: Gillespie That the Council: A. Receives the report and accepts the level of significance. B. Accepts the decisions recommended as part of the submissions and deliberations process. C. Adopts the following policies and strategies to be included in the 2021-31 Long-term Plan; · Infrastructure Strategy · Financial Strategy · Revenue and Financing Policy · Rating Policy · Investment Policy · Liability Management Policy · Significance and Engagement Policy · Significant Forecasting Assumptions and Risks · Development and Financial Contributions Policy D. Sets the 2021-22 Fees and Charges as detailed in Appendix 1. E. Adopts the 2021-31 Long-term Plan in accordance with Section 93 of the Local Government Act 2002, as detailed in Appendix 2. F. Requests the Chief Executive Officer prepare the final 2021-31 Long-term Plan for publication. G. Requests the Chief Executive Officer to formally advise submitters of its decisions.
For the setting of rates, the Council:
H. Acknowledges that the rates, the subject of this report, relate to the financial year 1 July 2021 to 30 June 2022, and are all GST inclusive. I. Sets the rates for 2021-22, for the year commencing 1 July 2021, as detailed in Appendix 3 - Schedule of Rates, as included in the 2021-31 Long-term Plan in accordance with section 23 of the Local Government (Rating) Act 2002. J. Resolves that the rates for 2021-22 (other than for metered water) be payable in four equal instalments on the dates as detailed below: · 20 August 2021 · 22 November 2021 · 21 February 2022 · 20 May 2022. K. Resolves that Council charge postponement fees on postponed rates in accordance with Council’s postponement of rates policy and sections 87 and 88 of the Local Government (Rating) Act 2002. L. Resolves that Council set penalties for 2021-22 on unpaid rates (other than for metered water) under sections 24, 57 and 58 of the Local Government (Rating) Act 2002 on unpaid rates as follows: · 10% on any outstanding amount of any instalment not paid by the due date. The penalty will be applied on 27 August 2021, 26 November 2021, 28 February 2022 and 27 May 2022 respectively for each instalment; · 10% on amounts outstanding from earlier years, such penalty being applied on 1 October 2021 and 1 April 2022. · Requests for waiver of penalties, should be sent, in writing, to the Rates Officer, in accordance with the Council’s Remission of Penalties Policy; M. Sets the due dates for 2021-22, for the year commencing 1 July 2021 for metered water billing as follows: Bannockburn, Ranfurly, Naseby, Patearoa, Omakau, Clyde and Roxburgh: i. 21 October 2021, reading taken in September 2021 ii. 21 April 2022, reading taken in March 2022 Cromwell and Pisa: iii. 23 December 2021, reading taken in November 2021 iv. 23 June 2022, reading taken in May 2022 Alexandra: v. 25 November 2021, reading taken in October 2021 vi. 26 May 2022, reading taken in April 2022
N. Resolves set penalties for 2021-22 under sections 57 and 58 of the Local Government (Rating) Act 2002 on unpaid metered water rates as follows: Bannockburn, Ranfurly, Naseby, Patearoa, Omakau, Clyde and Roxburgh i. 29 October 2021 and 29 April 2022 Cromwell and Pisa Moorings ii. 21 January 2022 and 30 June 2022 Alexandra iii. 03 December 2021 and 03 June 2022 |
Note: Cr Jefferies assumed the Chair as Economic Development and Community Facilities Portfolio Lead.
Note: For item 21.5.3, Steve Ashwood (Harbour Master, Otago Regional Council) joined the meeting, Rose Quirk from Colliers and Brittany Ables from LINZ joined the meeting via Microsoft Teams.
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To inform members on matters relating to Lake Dunstan. Mr Ashwood, Ms Quirk and Ms Ables all provided updates before responding to questions. |
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Moved: Alley Seconded: Duncan That the report be received. |
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21.5.5 Hardship Grant Application for Alexandra District Museum Inc. |
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To consider a hardship grant application from the Alexandra District Museum Inc. It was noted that this item was left to lie on the table at the 5 May 2021 Council meeting (item 21.3.3). |
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Moved: Cooney Seconded: Cadogan That the Council A. Receives the report and accepts the level of significance. B. Declines a hardship grant application request of $12,242 plus GST. Carried with Crs Claridge and Calvert recording their votes against the motion. |
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To approve minor amendments to the Grants Policy ahead of the next funding round. |
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Moved: Duncan Seconded: Calvert That the Council A. Approves the updated grants policy. B. Agree to a formal review of the policy in late 2021. |
Note: The Mayor assumed the Chair as Sustainable Practices Portfolio Lead.
Note: The meeting took a brief recess between 11.26 am and 11.28 am.
Note: Cr Gillespie left the meeting at 11.47 am.
Note: The meeting took a brief recess between 11.50 am and 11.51 am.
Note: Cr Duncan assumed the Chair as the Roading Portfolio Lead.
Note: Cr McKinlay left the meeting at 11.53 am and returned at 11.55 am.
Note: It was agreed to take items 21.5.13, 21.5.14 and 21.5.21 at this stage of the meeting.
Note: The Mayor assumed the Chair.
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The Mayor provided an update on issues and events since the previous meeting. |
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Moved: Cadogan Seconded: Duncan That the Council receives the report. |
Note: The meeting adjourned for lunch at 12.13 pm and reconvened at 12.50 pm.
Note: Cr Cooney assumed the Chair as Planning and Regulatory Portfolio Deputy Lead.
Note: Cr Gillespie returned to the meeting.
Note: The Mayor assumed the Chair.
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To consider granting permission to locate the Cromwell Menz Shed on a portion of the Cromwell Transfer Station and grant a lease to the Cromwell Menz Shed. |
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Moved: Calvert Seconded: McKinlay That the Council A. Receives the report and accepts the level of significance. B. Agrees to lease the proposed area to the Cromwell Menz Shed C. Agrees to a lease over 1000m² (more or less) of land (shown in Figure 1) located on the Cromwell Transfer Station/Closed Landfill site, being part of Lot 3 DP526140. D. Authorise the Chief Executive to do all that is necessary to give effect to this resolution. |
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To consider granting of new licence to occupy to the Central Lakes Equestrian Club on the Cromwell Aerodrome Reserve. |
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Moved: Cadogan Seconded: McPherson That the Council A. Receives the report and accepts the level of significance. B. Agrees to grant a new licence to occupy to the Central Lakes Equestrian Club over a reduced area of 7.3 hectares on the Cromwell Aerodrome Reserve for a period of five 5 years commencing from 1 July 2021. C. Approves that the licence will be under the same terms and conditions as the previous licence with the following amendments and additional conditions. I. Annual rental of $525 plus GST II. Remove requirement for the Club to mow Aerodrome runways in lieu of rental. III. Allowance for either party to terminate the licence to occupy with 6 months written notice. D. Authorises the Chief Executive Officer to do all that is necessary to give effect to the resolutions. Carried with Crs Calvert, Laws and McKinlay recording their votes against the motion. |
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To consider a request for hangar site lease at Roxburgh Aerodrome. |
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Moved: Duncan Seconded: Jeffery That the Council A. Receives the report and accepts the level of significance. B. Approves a lease for a hangar only site at Roxburgh Aerodrome to Central Heliwork Ltd for 841m2 of land described as part of Lot 3 DP 8420 situated at Teviot Road, Roxburgh. C. Authorise the Chief Executive Officer to do all that is necessary to give effect to the resolutions. |
Note: Cr Gillespie left the meeting at 1.27 pm.
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To adopt the Sensitive Expenditure Policy, the Travel Policy and the Credit Card Policy. |
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Moved: Cadogan Seconded: Alley That the Council A. Receives the report and accepts the level of significance B. Adopts the Sensitive Expenditure Policy, the Travel Policy and the Credit Card Policy C. Resolves to amend clause 3.3 of the Elected Members Allowances and Reimbursement Policy by adding the words “and the Executive Manager – Corporate Services” to the following statement: 3.3 The process for reimbursement of claims includes the following principles: · The “one-up” principal must be applied to the maximum extent possible, in the case of the Mayor, approval is required from the Deputy Mayor and the Executive Manager – Corporate Services, and in the case of the Deputy Mayor, approval is required from the Chief Executive. |
Note: Cr Gillespie returned to the meeting at 1.41 pm.
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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. In speaking to the report the Business Risk and Procurement Manager suggested an amendment to the third bullet point in recommendation B as follows: “…Confidential settlements, other than those which relate to employment matters, may be presented in a separate report to the Audit and Risk Committee or any other council body as appropriate”. During discussion is was agreed that the wording of that bullet point should also state shall rather than may. |
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Moved: Cadogan Seconded: McPherson That the Council A. Receives the report and accepts the level of significance. B. Approves the following change to the Register of Delegations; Replace the current paragraph in section 76 as follows: o The Chief Executive Officer may approve all unbudgeted legal claims or other proceedings, such as the authorisation to undertake settling actions and prosecutions taken against Council, where it is in the CEO’s opinion that such settlement best protects Council’s interest, up to a value of $500,000. Where claims or other legal proceedings are likely to exceed $500,000, the CEO is required to communicate with relevant elected members prior to entering into mediation.
o The Chief Executive Officer may delegate to council officers the authority to represent Central Otago District Council in legal claims or other proceedings.
o Confidential settlements, other than those which relate to employment matters, shall be presented in a separate report to the Audit and Risk Committee or any other council body as appropriate.
C. Approves the following change to the Register of Delegations Add the following to Part V – Delegations to Committees of Council – Audit and Risk Committee – Scope of Activity: |
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To adopt the Financial Reserves Policy. |
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Moved: Jeffery Seconded: Paterson That the Council A. Receives the report and accepts the level of significance B. Adopts the Financial Reserves Policy. |
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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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Moved: Calvert Seconded: Alley That the Council A. Receives the report. B. Ratifies the Central Otago District Council’s submission on Supporting Sustainable Freedom Camping in Aotearoa New Zealand. C. Ratifies support for the Queenstown Lakes District Council’s remit to the Local Government New Zealand’s Annual General Meeting about a review of the accommodation supplement system zones. D. Ratifies the Central Otago District Council’s submission on minimum flow scenarios for the Manuherekia catchment to the Otago Regional Council. |
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To consider the unconfirmed public minutes of the 5 May 2021 Executive Committee. |
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Moved: Cadogan Seconded: Jeffery That the unconfirmed public minutes of the Executive Meeting held on 5 May 2021 be noted. |
The date of the next scheduled meeting is 11 August 2021.
12 Resolution to Exclude the Public
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Moved: Cadogan Seconded: McPherson 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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The public were excluded at 1.56pm and the meeting closed at 2.19 pm.