Minutes of Council meeting - Wednesday, 27 April 2022

MINUTES OF A Council Meeting OF THE Central Otago District Council
HELD AT Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra and live streamed via microsoft teams
ON Wednesday, 27 April 2022 COMMENCING AT 10.33 am

PRESENT: His Worship the Mayor T Cadogan (via Microsoft Teams), Cr N Gillespie (Chair), Cr T Alley, Cr S Calvert (via Microsoft Teams), Cr S Duncan (via Microsoft Teams), Cr S Jeffery, Cr C Laws (via Microsoft Teams), 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 Robinson (Property and Facilities Manager), I Evans (Water Services Manager), L Stronach (Team Leader – Statutory Property), G Bailey, (Park and Reserves Manager), A Mason (Media and Marketing Manager), M Potter (TCO Marketing & Event Support), A Crosbie (Senior Strategy Advisor) (via Microsoft Teams), D Rushbrook (General Manager, Tourism Central Otago), A Longman (Destination Development & Marketing), J Remnant (Property and Facilities Officer – Māniatoto), D Shaw (Emergency Manager, Central Otago), A McDowall (Finance Manager), M De Cort (Communications Coordinator), R Williams (Community Development Advisor) and W McEnteer (Governance Manager)

Note: His Worship the Mayor attended the meeting via Microsoft Teams. In accordance with Standing Order 13.10, Cr Gillespie chaired the meeting.

1 Apologies

Resolution

Moved: Alley

Seconded: Paterson

That an apology from Cr Cooney and Cr Claridge and an apology for early departure from Cr Calvert be accepted.

2 Public Forum

Rachel Wesley – Chief Executive Officer, Aukaha Ltd.

Ms Wesley spoke in favour of the relationship agreement between Aukaha and Central Otago District Council that was to be considered later in the meeting. She then responded to questions.

Maxine Williams and Jamie Richards - WoolOn

Ms Williams and Ms Richards spoke to their report back from the 2021 WoolOn event. They noted that the 2022 event had been cancelled and the time would be spent rebuilding and raising funds. They then responded to questions.

Michael Singleton – Project Director, Central Otago and Shane Vuletich – Managing Director, Fresh Info

Mr Singleton and Mr Vuletich gave an update of current work on the proposed airport at Tarras. They also updated timelines on the airport proposal. They then responded to questions.

Jo Broughton - Chair, New Zealand Chinese Language Week Charitable Trust

Ms Broughton spoke to the upcoming Chinese Language Week in 2022 and reflected on the success of the 2021 event. She also mentioned that she was looking for a contact at Council in the lead up to the 2022 event. His Worship agreed to this role.

3 Confirmation of Minutes

Resolution

Moved: McPherson

Seconded: Alley

That the public minutes of the Ordinary Council Meeting held on 9 March 2022 be confirmed as a true and correct record.

4 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. Cr Paterson declared an interest in item 22.3.18.

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

22.3.2 Request for Information from Director General of Health regarding Fluoridation of Community Water Supplies

To provide an update on the Ministry of Health’s implementation for the Health (Fluoridation of Drinking Water) Amendment Act 2021.

Resolution

Moved: Jeffery

Seconded: McPherson

That the report be received.

Note: Cr Paterson assumed the Chair as the Roading portfolio deputy lead.

22.3.3 Proposed Road Stopping - Unnamed Unformed Road off Poole Road (previously known as/part of Boundary Road).

To consider a proposal to stop an unnamed unformed road off Poole Road in accordance with the provisions of the Local Government Act 1974.

Resolution

Moved: McPherson

Seconded: McKinlay

That the Council

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

B. Approves the proposal to stop the unnamed unformed road off the northern end of Poole Road, subject to:

- The provisions of the Local Government Act 1974.

- The public notification process outlined in the same Act.

- No objections being received within the public notification period.

- The Road being surveyed into three parcels as shown in figure 11 (overview of proposed stopping).

- The area marked “A” in figure 11, being stopped, classified as recreation reserve, then amalgamated with Lot 24 DP 3194 in accordance with the provisions of the Reserves Act 1977.

- The areas marked “B” and “C” in figure 11, being stopped, classified as recreation reserve, then vested in the Central Otago District Council in accordance with the provisions of the Reserves Act 1977.

- An easement (in gross) in favour of (and as approved by) Aurora Energy Limited being registered over the areas marked “A”, “B”, and “C”, as shown in figure 11 to protect the infrastructure identified in figure 13.

- The costs outlined in table 1 being paid from the Dunstan Park Development account.

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

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

22.3.4 Request for Minister of Conservation's Consent to the Granting of an Easement over Local Purpose Reserve [PRO: 65-7027-E1]

To consider granting the consent of the Minister of Conservation (under delegated authority) to the granting of an easement (in gross) to Aurora Energy over Part Section 142 Block I Teviot Survey District being the Roxburgh Local Purpose (Public Utility) Reserve.

Resolution

Moved: McPherson

Seconded: Alley

That the Council

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

B. Agrees grant the consent of the Minister of Conservation (under delegated authority) to the granting of an easement (in gross) over Part Section 142 Block I Teviot Survey District to Aurora Energy Limited.

22.3.5 Request for Minister of Conservation's Consent to the Granting of an Easement over Scenic Reserve [PRO: 65-3000-E1]

To consider granting the consent of the Minister of Conservation (under delegated authority) to the granting of the right to resurvey and increase the footprint of an existing easement (in gross) to Aurora Energy over Lot 7 DP 433991 being part of the Sugarloaf Scenic Reserve.

Resolution

Moved: McKinlay

Seconded: Alley

That the Council

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

B. Agrees grant the consent of the Minister of Conservation (under delegated authority) to the granting of the right to increase the footprint of an existing easement (in gross), to legalise the existing infrastructure, and to provide for the installation of an additional electrical cable, over Lot 7 DP 433991, being part of the Sugarloaf Scenic Reserve, to Aurora Energy Limited.

22.3.6 Alexandra Rugby Football Club Power Account

To consider a request from the Alexandra Rugby Football Club for reimbursement of a proportion of historical electricity invoices.

Resolution

Moved: Paterson

Seconded: Duncan

That the Council

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

B. Approves the Alexandra Rugby Football Club’s request for compensation for historical electricity invoices of $10,000.

C. Approves $10,000 from the Molyneux Park charge account to action payment of recommendation B.

22.3.7 Grant report back - WoolOn 2021

To consider a report back from WoolOn Creative and Fashion Society Inc for a grant received to hold the WoolOn Fashion event 2021.

Resolution

Moved: Gillespie

Seconded: Alley

That the report be received.

22.3.8 Easter Sunday Local Shop Trading Policy

To consider readopting the Easter Sunday Local Shop Trading Policy for a further five year period.

Resolution

Moved: Gillespie

Seconded: McPherson

That the Council

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

B. Adopts the Easter Sunday Local Shop Trading Policy.

22.3.9 Adoption of Central Otago Destination Management Plan

To adopt the Central Otago Destination Management Plan as the agreed approach for the district to manage its’ tourism future.

It was noted that there were some typographical errors in the document and that staff would fix those errors prior to publication.

Resolution

Moved: Alley

Seconded: McPherson

That the Council

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

B. Approves the Central Otago Destination Management Plan.

C. Adopts the Central Otago Destination Management Plan.

22.3.10 Otago Museum's Draft Annual Plan 2022-2023

To present the 2022/2023 Draft Annual Plan from the Otago Museum Trust Board for review and feedback, and to consider their request for a three percent increase on the annual levy charged to this Council.

Resolution

Moved: McPherson

Seconded: McKinlay

That the Council

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

B. Agrees to fund the proposed levy increase of three percent in 2022/23 for the Otago Museum (an additional $1,025, which will increase the payment from $31,502 to $32,527).

C. Notes that the existing budget accommodates $630 of the increase and the remaining $395 will be funded from operational savings within the activity’s budget.

Note: The meeting adjourned at 12:34 pm and resumed at 1.05 pm.

Note: Cr Gillespie resumed the Chair.

22.3.11 Central Otago District Council's Relationship with Aukaha

To consider a draft partnership protocol with Aukaha Ltd.

After discussion it was agreed that the resolution should reflect that the funds being allocated were for the 2022/23 financial year only.

The vote was taken by a show of hands and was carried by six votes to four.

Resolution

Moved: Cadogan

Seconded: McPherson

That the Council

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

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

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

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

Carried with Councillors Duncan, Laws and McKinlay recording their vote against

Note: Cr Calvert left the meeting at 2.08 pm.

22.3.12 Engaging with the community over the Central Otago Affordable Housing Trust's request for a gift of land to establish a 'secure homes' model

To consider the plan to engage with the community on the request from the Central Otago Affordable Housing Trust for Council to gift them land to establish a ‘secure homes’ scheme in the region.

After discussion it was agreed that targeted engagement for Vincent and Cromwell wards would not occur and engagement would be district wide and through normal channels.

Resolution

Moved: Alley

Seconded: McPherson

That the Council

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

B. Agrees on the engagement plan as amended to hear the views of the community about the request from the Central Otago Affordable Housing Trust for Council to gift land to enable the establishment of a ‘secure homes’ scheme.

Carried with Councillor McKinlay recording his vote against

22.3.13 Elderly Persons Housing Rent Review

To advise of the impact of the rent review for Council’s Elderly Persons Units for 2022/2023.

Resolution

Moved: Duncan

Seconded: Paterson

That the report be received.

22.3.14 RECOMMENDATION OF APPOINTMENT OF LOCAL CIVIL DEFENCE CONTROLLER

To consider supporting a recommendation to the Otago Group Manager of Civil Defence Emergency Management to appoint Dylan Rushbrook as a local controller.

Resolution

Moved: McPherson

Seconded: Paterson

That the Council

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

B. Recommends to the Otago Civil Defence Emergency Group Manager that Dylan Rushbrook (General Manager Tourism Central Otago) be appointed as a Local Civil Defence Controller (statutory position).

22.3.15 Financial Report For The Period Ending 28 February 2022

To consider the financial performance for the period ending 28 February 2022.

Resolution

Moved: McKinlay

Seconded: Alley

That the report be received.

22.3.16 Second Revision of the 2021-22 Annual Budget

To consider a second revised budget for the financial year 2021/22. The revision includes Council resolutions approved through-out the year.

Resolution

Moved: Jeffery

Seconded: McKinlay

That the Council

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

B. Authorises the increased operational spend of $377k (Appendix 1), noting:

· Governance and Community Engagement $26k additional election expenditure from district reserves for year one of the 2021-31 Long-term Plan. Year two’s annual costs will reduce by the same value, replenishing the reserve (balanced budget).

· People & Culture $13k use of district reserves arising from COVID-19 related expenditure in Health and Safety along with a slight increase in depreciation and yellow pages costs.

· Three-waters $53k is a revision phasing error and will correct by the end of the financial year and not use reserves.

· $293k increase in Waste Management, which has been approved in previous Council resolutions, and $103k of the requested district reserves will be reimbursed upon the sale of carbon credits.

· $46k use of Vincent general reserves for additional contract expenditure for the Clyde Museum as approved by the Vincent Community Board.

C. Authorises the increased capital spend of $1.89m (Appendix 2), noting:

· Council Property activity of $159k been authorised through the various community boards.

· Roading has been funded from Waka Kotahi funding.

· Three-waters net increase in expenditure of $1.569M has been approved by Council during the year.

22.3.17 Order of Candidate Names on Voting Papers for the 2022 Triennial COUNCIL Elections

To consider the order of candidate names on voting papers for local authority elections in October 2022.

Resolution

Moved: McPherson

Seconded: Jeffery

That the Council

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

B. Agrees that the candidate names on voting papers for the Central Otago District Council 2022 triennial elections and any subsequent by-elections within the triennium appear in random order.

Note: Cr Paterson declared an interest in item 22.3.18. She withdrew from discussion and did not vote on the item.

22.3.18 Central Otago Health Incorporated Elections

To consider conducting and funding the elections within the Central Otago District area to elect board members for Central Otago Health Incorporated. These elections will be held in conjunction with local authority triennial elections in October of this year.

Resolution

Moved: Cadogan

Seconded: Alley

That the Council

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

B. Note that Council has supported the running of and funded the Central Otago District proportion of Central Otago Health Incorporated’s elections since 2001.

C. Recommended that Council conducts elections for the Central Otago Health Incorporated board in conjunction with its local authority elections in October 2022.

D. Recommended that the Central Otago District Council be responsible for funding the Central Otago District proportion of Central Otago Health Incorporated’s 2022 election costs.

22.3.19 Local Government New Zealand Conference 2022 and Annual General Meeting

To consider the Central Otago District Council’s involvement in the 2022 Local Government New Zealand conference in Palmerston North and to register delegates for the Annual General Meeting.

Resolution

Moved: Cadogan

Seconded: Jeffery

That the Council

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

B. Approves the Mayor, Deputy Mayor and Councillor Alley to attend the 2022 Local Government New Zealand Conference in Palmerston North.

C. Approves the Mayor as the presiding delegate, and the Deputy Mayor as the alternate delegate for the Annual General Meeting.

6 Mayor’s Report

22.3.20 mayor's report

His Worship the Mayor spoke to his report and also noted the fall of daily COVID-19 numbers in Central Otago recently.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council receives the report.

7 Status Reports

22.3.21 April 2022 Governance Report

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

Resolution

Moved: McPherson

Seconded: Alley

That the Council receives the report.

8 Community Board Minutes

22.3.22 Minutes of the Vincent Community Board Meeting held on 22 March 2022

Resolution

Moved: Jeffery

Seconded: Duncan

That the unconfirmed Minutes of the Vincent Community Board Meeting held on 22 March 2022 be noted.

22.3.23 Minutes of the Teviot Valley Community Board Meeting held on 24 March 2022

Resolution

Moved: Jeffery

Seconded: Duncan

That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 24 March 2022 be noted.

22.3.24 Minutes of the Cromwell Community Board Meeting held on 29 March 2022

Resolution

Moved: Jeffery

Seconded: Duncan

That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 29 March 2022 be noted.

22.3.25 Minutes of the Maniototo Community Board Meeting held on 31 March 2022

Resolution

Moved: Jeffery

Seconded: Duncan

That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 31 March 2022 be noted.

9 Committee Minutes

22.3.26 Minutes of the Assessment Committee Meeting held on 22 March 2022

Resolution

Moved: Alley

Seconded: Paterson

That the unconfirmed Minutes of the Assessment Committee Meeting held on 22 March 2022 be noted.

10 Date of Next Meeting

The date of the next scheduled meeting is 1 June 2022.

11 Resolution to Exclude the Public

Resolution

Moved: Jeffery

Seconded: Paterson

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

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Council Meeting	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 7(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)(d) - the withholding of the information is necessary to avoid prejudice to measures protecting the health or safety of members of the public s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.3.27 - April 2022 Confidential Governance Report	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
22.3.28 - Confidential Minutes of the Vincent Community Board Meeting held on 22 March 2022	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
22.3.29 - Confidential Minutes of the Cromwell Community Board Meeting held on 29 March 2022	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
22.3.30 - Confidential Minutes of the Maniototo Community Board Meeting held on 31 March 2022	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 3.26 pm and the meeting closed at 3.28 pm.