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, 1 June
2022 COMMENCING AT 10.30 am
PRESENT: His Worship the Mayor T Cadogan (Chairperson), Cr T Alley, Cr S Calvert (via Microsoft Teams), 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 and Water Services Lead), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), Q Penniall (Infrastructure Manager), A Rodgers (Principal Policy Planner), L Webster (Regulatory Services Manager), A McDowall (Finance Manager), R Williams (Community Development Advisor), M Alley (Manager/Group Controller - Emergency Management Otago), J Harris (Governance Support Officer) and W McEnteer (Governance Manager)
1 Apologies
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Moved: Cadogan Seconded: Alley That the apology received from Cr Gillespie be accepted. |
2 Public Forum
Rebekah de Jong – Central Otago Districts Arts Trust
Ms de Jong spoke in support of the grant application for the Central Otago District Arts Trust.
David Ritchie and Maggie Hope - Central Otago Heritage Trust
Mr Ritchie and Ms Hope spoke in support of the grant application for the Central Otago Heritage Trust before responding to questions.
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Moved: Duncan Seconded: Paterson That the public minutes of the Ordinary Council Meeting held on 27 April 2022 be confirmed as a true and correct record. |
Members were reminded of their obligations in respect of declaring any interests. Cr Jeffery declared an interest in item 22.4.11. He did not take part in the discussion or vote on the item. Cr McPherson declared an interest in the Alexandra and Districts Pipe Band portion of item 22.4.2. He did not take part in the discussion or vote on that portion of the item.
Note: Cr Jeffery assumed the Chair as the Community Facilities and Economic Development portfolio lead.
Note: Cr McPherson declared an interest in the Alexandra and Districts Pipe Band portion of item 22.4.2. He did not take part in the discussion or vote on that portion of the item.
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To consider the March 2022 district wide community grant applications. |
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Moved: Cooney Seconded: Duncan That the Council A. Receives the report and accepts the level of significance. |
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Moved: Duncan Seconded: Alley B. Allocates $2,500 to the Alexandra and Districts Pipe Band Inc towards hall hire, from the 2021/22 grants budget. |
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Moved: McPherson Seconded: Claridge C. Agrees to fund a one-off adjustment to the Central Otago District Arts Trust and the Central Otago Heritage Trust of $13,334 each ($26,668 in total), to ensure existing levels of funding to both organisations until 1 November 2022. D. That the one-off adjustment to the Central Otago District Arts Trust and the Central Otago Heritage Trust is paid for by committing the remaining $16,395 from the 2021/22 district wide grants budget to this purpose and $10,273 to be paid for from the 2022/23 district wide grants budget. E. Allocates $40,000 to the Central Otago Heritage Trust for programme coordination in the 2022/23 financial year. F. Allocates $40,000 to the Central Otago District Arts Trust for operational costs in the 2022/23 financial year. |
Note: Cr Cooney assumed the Chair as the Planning and Regulatory portfolio deputy lead.
Note: Cr McKinlay left the meeting at 11:00 am and returned at 11:04 am.
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To consider the approval of the thoroughfares identified regarding priority buildings that are potentially earthquake prone and to accept there are no strategic routes. After discussion it was agreed that staff should be in contact directly with owners of effected buildings. |
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Moved: Jeffery Seconded: Cadogan That the Council A. Receives the report and accepts the level of significance. |
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Moved: Alley Seconded: Cadogan B. Approves the thoroughfares identified to have priority buildings that are potentially earthquake prone and directs staff to contact individual owners. C. Accepts there are no strategic routes within Central Otago District. |
Note: His Worship the Mayor resumed the Chair.
Note: With the permission of the meeting, items 22.4.8, 22.4.10 and items 22.4.13-22.4.19 were moved forward.
Note: Cr Cooney left the meeting at 11.41 am and returned at 11.42 am.
Note: Cr Alley left the meeting at 11.41 am and returned at 11.42 am.
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To consider the financial performance for the period ending 31 March 2022. |
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Moved: Cadogan Seconded: Duncan That the report be received. |
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To approve an updated schedule of meetings for 2022. |
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Moved: Alley Seconded: Paterson That the Council A. Receives the report and accepts the level of significance. B. Adopts the updated 2022 meeting schedule. |
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His Worship the Mayor spoke to his report before responding to questions. |
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Moved: Cadogan Seconded: Duncan That the Council receives the report. |
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22.4.15 June 2022 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, business plan and status report updates. |
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Moved: Cadogan Seconded: Alley That the Council receives the report. |
8 Community Board Minutes
Note: Cr Duncan assumed the Chair as the Roading portfolio lead.
Note: His Worship the Mayor resumed the Chair.
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To deliberate and decide on the payment options for the affected members of the Ripponvale Water Upgrade Scheme. |
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Moved: Cooney Seconded: Laws That the Council A. Receives the report and accepts the level of significance. B. Notes the consultation results and based on this that the members of the Ripponvale Water Upgrade Scheme (Appendix 4 of the report) be offered two payment options. C. Resolves to offer the 73 (or there-abouts) existing Ripponvale community ratepayers (former members of the Ripponvale water scheme – Appendix 4 of the report) an option to opt into a one-off payment for the scheme for the Ripponvale water scheme upgrade by way of a one-off capital contribution of $4,726 including GST. This will be payable either by a single instalment due August 2022, or over four quarterly instalments during the 2022-23 rating year (August 2022, November 2022, February 2023, and May 2023); and D. Resolves
to set a ten-year targeted rate to the existing 73 (or there-abouts) Ripponvale
ratepayers (former members of the Ripponvale water scheme – Appendix 4
of the report). This rate will be a fixed rate of $602.57 including GST for
each of the ten-years. The targeted ten-year rate is the default position of
all existing Ripponvale community that do not elect to accept the opportunity
to pay the $4,726 during the 2022-23 rating year (as outlined in option C
above). |
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22.4.7 Adoption of the 2022/23 Annual Plan and the 2022-23 Rates Resolution |
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To adopt the 2022-23 Annual Plan, and two capital funding plans, along with the 2022-23 fees and charges schedule. Also to resolve the setting of the rates, due dates and penalties for rates during the 2022-23 financial year. Some typographical errors were noted. Staff would amend those errors before releasing the finalised document. |
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Moved: Cadogan Seconded: Alley That the Council A. Receives the report and accepts the level of significance. B. Acknowledges the submissions and deliberations process from the Ripponvale Water Supply Upgrade consultation process. C. Adopts the Ripponvale Water Upgrade Scheme Capital Funding Plan, in accordance with Section 117B(3) of Local Government (Rating) Act 2002, as detailed in Appendix 1 of the report. D. Resolves, as part of the Ripponvale Water Upgrade Scheme Capital Funding Plan, to offer the members of the Ripponvale Water Upgrade Scheme (Appendix 7 of the report) the opportunity to opt into a one-off capital contribution of $4,726 (including GST), payable either in one instalment due August 2022, or over four equal instalments, due August 2022, November 2022, February 2023 and May 2023; and E. Resolves, as part of the Ripponvale Water Upgrade Scheme Capital Funding Plan, to set a ten-year targeted rate for the members of the Ripponvale Water Upgrade Scheme (Appendix 7), that do not accept the Council offer of a one-off capital contribution, as detailed in D above. This targeted rate will be a fixed annual charge of $602.57 per year, per rateable property, for a ten-year period. The targeted ten-year rate is the default position of all existing Ripponvale community that do not elect to accept the opportunity to pay the $4,726 during the 2022-23 rating year (as outlined in option D above). F. Adopts the Clyde Wastewater Reticulation Scheme – Capital Funding Plan, in accordance with Section 117B(3) of Local Government (Rating) Act 2002, as detailed in Appendix 2 of the report. G. Adopts the 2022-23 Annual Plan in accordance with Section 95 of the Local Government Act 2002, as detailed in Appendix 3 of the report. H. Sets the 2022-23 Fees and Charges as detailed in Appendix 4 of the report. I. Adopts the Liability Management Policy, as detailed in Appendix 5 of the report, and included in the Annual Plan. J. Requests the Chief Executive Officer to prepare the final 2022-23 Annual Plan for publication. K. Requests the Chief Executive Officer to formally advise the submitters of Council’s decisions, addressing the individual items raised by submitters in their written submissions.
It is Recommended, for the setting of rates, that the Council:
L. Acknowledges that the rates, the subject of this report, relate to the financial year 1 July 2022 to 30 June 2023, and are all GST inclusive. M. Sets the rates for 2022-23, for the year commencing 1 July 2022, as detailed in Appendix 6 – Rating Policy, as included in the Annual Plan 2022-23 in accordance with section 23 of the Local Government (Rating) Act 2002. N. Resolves that the rates for 2022-23 (other than for metered water) be payable in four equal instalments on the dates as detailed below: • 22 August 2022 • 21 November 2022 • 21 February 2023 • 22 May 2023 O. Resolves to add penalties to unpaid rates (other than for metered water): • 10% on any outstanding amount of any instalment not paid by the due date. • The penalty will be applied on 29 August 2022, 28 November 2022, 28 February 2023 and 29 May 2023 respectively for each instalment; • 10% on amounts outstanding from earlier years, such penalty being applied on 1 October and 1 April. • Requests for waiver of penalties should be sent, in writing, to the Rates Officer as per Council Remission of Penalties Policy. P. Sets the due dates for metered water billing as follows: Bannockburn, Ranfurly, Naseby, Patearoa, Omakau, Clyde and Roxburgh: • 20 October 2022, reading taken in September 2022 • 20 April 2023, reading taken in March 2023 Cromwell and Pisa Moorings: • 22 December 2022, reading taken in November 2022 • 22 June 2023, reading taken in May 2023 Alexandra: • 24 November 2022, reading taken in October 2022 • 25 May 2023, reading taken in April 2023 Q. Resolves set penalties for 2022-23 under sections 57 and 58 of the Local Government (Rating) Act 2002 on unpaid metered water rates as follows: · A charge of 10% on any metered water rates unpaid after the due date. The penalty will be applied on the date below for the respective instalments: Bannockburn, Ranfurly, Naseby, Patearoa, Omakau, Clyde and Roxburgh · 27 October 2022 and 27 April 2023 Cromwell and Pisa Moorings · 20 January 2023 and 29 June 2023 Alexandra · 1 December 2022 and 1 June 2023 · Requests for waiver of penalties on water accounts should be sent, in writing, to the Water Billing Officer, in accordance with the Council’s Remission of Penalties Policy. |
Note: Cr McPherson left the meeting at 12:33 pm.
Note: The meeting adjourned at 12:33 pm and resumed at 1.06 pm.
Note: Cr Duncan assumed the Chair Roading portfolio lead.
Note: Cr Jeffery declared an interest in item 22.4.11. He did not take part in the discussion or vote on the item.
Note: Cr McKinlay left the meeting at 1.12 pm and returned at 1.13 pm.
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To consider approving an unsubsidised roading improvement programme from Long Term Plan projects Waka Kotahi did not approve as part of the subsidised programme. After discussion it was decided that at this stage only the Cornish Point Road work should go ahead but that the decision could be revisited in June 2023. |
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Moved: McKinlay Seconded: Paterson That the Council A. Receives the report and accepts the level of significance. |
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Moved: Cadogan Seconded: Paterson B. Approves the following unsubsidised improvement projects identified for the 2021-24 period: · $400,000 for the Cornish Point Road seal extension
C. Reconsider the remaining parts of the unsubsidised improvements programme for 2023/24 in June 2023. |
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To consider the extent of bridge work required, and prioritisation of available funding for the 2022-24 period. To consider the development of a bridge strategy to support the funding application for the 2024 National Land Transport Fund, and the 2024 Long Term Plan. |
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Moved: McKinlay Seconded: Jeffery That the Council A. Receives the report and accepts the level of significance. B. Notes that extent of high priority bridge work required, and replacements of existing bridges which are either closed, or at risk of closure will significantly exceed the budget available in the 2021-24 period. C. Agrees to the appointment of a dedicated project manager to manage all bridge investigation, customer liaison, physical works, work programme development, and strategy delivery. D. Approves funding the project management costs from the existing bridge structural renewals budget. E. Directs staff to investigate and report back at the July 2022 meeting on options and costs for a temporary bailey bridge to be installed at the location Māniatoto Road/Taeiri River (Bridge 145), including opportunities for cost share with the adjacent affected landowner. F. Directs staff to report back to Council with a prioritised list of renewal work to be undertaken in 2022/23 from remaining budgets on 9 November 2022. G. Approves the engagement of specialist bridge engineering expertise to complete the remaining inspections, and prepare work methodologies for renewals, options for bridge replacements, and supporting cost estimates, to be completed by February 2023. H. Approves funding the specialist bridge engineer from the remaining bridge inspection budget and then from the bridge structural renewals budget. I. Approves the engagement of Fulton Hogan (as the incumbent roading physical works contractor) to provide early contractor involvement in the development of work methodologies and cost estimates with the specialist bridge engineer. J. Directs staff to consider a range of options for replacement of bridges, including replacement with lower cost structures which provide different levels of service. K. Directs staff to consider a range of options for funding future bridge capital work, with associated rating implications. L. Agrees that no further bridge replacement be undertaken until a prioritised list of work, with implications of deferral for each structure is available for Council consideration in February 2023. |
Note: His Worship the Mayor resumed the Chair.
The date of the next scheduled meeting is 6 July 2022.
10 Resolution to Exclude the Public
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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:
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The public were excluded at 2.07 pm and the meeting closed at 2.51 pm.