Minutes of Council meeting - Wednesday, 14 December 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, 14 December 2022 COMMENCING AT 10.31 am

PRESENT: Cr N Gillespie (Chair), Cr T Alley, Cr L Claridge, Cr I Cooney, Cr S Duncan, Cr S Feinerman, Cr C Laws, Cr M McPherson, Cr T Paterson

IN ATTENDANCE: S Jacobs (Chief Executive Officer), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), L van der Voort (Group Manager - Planning and Infrastructure), L Fleck (General Manager – People and Culture), J Muir (Three Waters Director), S Finlay (Chief Financial Officer), D McKewen (Accountant), A Rodgers (Principal Policy Planner), D Beange (Welcoming Communities Coordinator), C Green (Water Services Accountant), P Penno (Community and Engagement Manager), R Williams (Community Development Advisor), M De Cort (Communications Coordinator), W McEnteer (Governance Manager)

Note: In the absence of His Worship the Mayor, the Deputy Mayor assumed the Chair.

Note: Cr Alley gave a karakia to begin the meeting.

1 Apologies

Apology

Resolution

Moved: Alley

Seconded: McPherson

That the apologies received from Crs Browne and McKinlay and from His Worship the Mayor be accepted.

2 Public Forum

There was no public forum.

Note: Cr Paterson joined the meeting at 10.33 am.

3 Confirmation of Minutes

Resolution

Moved: Feinerman

Seconded: Laws

That the public minutes of the Ordinary Council Meeting held on 9 November 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. There were no further declarations of interest.

Note: With the permission of the meeting, item 22.10.12 was moved earlier in the meeting.

5 Mayor’s Report

22.10.12 Mayor's Report

Resolution

Moved: Gillespie

Seconded: Duncan

That the Council receives the report.

22.10.2 Private Plan Change 21 - Fulton Hogan, Parkburn

To consider the acceptance and processing of proposed Private Plan Change 21.

Resolution

Moved: Alley

Seconded: Paterson

That the Council

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

B. Agrees to accept and process the request as a private plan change and proceed to notify the request, under clause 26 of the First Schedule to the Resource Management Act 1991.

22.10.3 Plan Change 22 - Dark Sky

To consider the notification of proposed Plan Change 22 in accordance with Clause 5 of the first Schedule to the Resource Management Act 1991.

After discussion it was agreed that the plan change should come back to Council after it had been reviewed by Aukaha and before it was notified.

Resolution

Moved: Claridge

Seconded: Cooney

That the Council

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

B. Notes that the plan change will come back to Council after consultation with Aukaha.

Note: Cr Alley assumed the Chair as the Community Vision and Experience portfolio lead.

22.10.4 Welcoming Communities Annual Report

To inform Council of the progress made in the Central Otago Welcoming Communities programme in the last year and to present the three-year Welcoming Plan.

Resolution

Moved: Alley

Seconded: Paterson

That the report be received.

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

22.10.5 Three Waters Depreciation Increase

To consider the increase in depreciation expense relating to three waters assets.

Resolution

Moved: McPherson

Seconded: Claridge

That the Council

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

B. Notes the depreciation effect arising from the 30 June 2022 three waters asset valuation.

C. Approves adjusting the depreciation expense to ensure rate funded depreciation only covers the three waters renewals program in the Draft 2023-24 Annual Plan. This will reduce the rate funded depreciation by approximately $2.1M and is consistent with the 2021 Long-Term Plan.

Note: Cr Duncan assumed the Chair as the Roading portfolio lead.

22.10.6 Roading Depreciation Increase Impact on Annual Plan 2023-24

To consider the increase in rate funded depreciation expense relating to roading assets.

Resolution

Moved: Paterson

Seconded: Laws

That the Council

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

B. Note the depreciation effect arising from the 30 June 2022 roading asset valuation.

C. Resolves to adjust the depreciation expense to ensure rate funded depreciation only covers the roading capital works programme in the draft 2023-24 Annual Plan as presented. This will reduce the rate funded depreciation by approximately $1.2M which is consistent with previous years treatment.

Note: Cr Gillespie resumed the Chair.

Note: With the permission of the meeting, item 22.10.8 was moved earlier in the meeting.

22.10.8 Financial Report For The Period Ending 31 October 2022

To consider the financial performance for the period ending 31 October 2022.

Resolution

Moved: Alley

Seconded: Cooney

That the report be received.

Note: Matthew Wilson, Deanna Macdonald and Elaine Wilson from Aon Insurance joined the meeting for item 22.10.7.

22.10.7 Insurance Programme Renewal

To consider Council’s insurance programme renewal and related increase in insurance premium of $212,466.

After discussion it was agreed that the resolution should specifically state where the money for the increase would come from.

Resolution

Moved: Alley

Seconded: McPherson

That the Council

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

B. Approves to increase the budget for the current financial year through the reforecast process to accommodate the insurance renewal premiums as outlined in the attached reports up to a value of $212,466. The increase for FY 2023 to be funded by an overspend and FY 2024 through the annual plan process.

C. Authorises the Chief Executive Officer to continue negotiations with Aon to seek reductions in the premium prior to final payment date of 21 December 2022.

Note: Cr Duncan left at 12.04 pm and returned at 12.06 pm.

22.10.9 Development of a District Vision and Wellbeing Framework

To provide an overview of the development of a district wide, 50-year vision and wellbeing framework.

After discussion it was agreed that Crs Alley and Feinerman would act as liaison for the external advisory group as the Chair and Deputy Chair of the Community Vision and Experience portfolio respectively.

Resolution

Moved: Duncan

Seconded: Claridge

That the Council

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

B. Notes the update on the development of a district vision and wellbeing framework.

C. Appoints Crs Alley and Feinerman to act as liaison to the external advisory group.

Note: With the permission of the meeting, item 22.10.11 was moved earlier in the meeting.

22.10.11 Activity Update from Central Otago Museums Trust

To review the progress and overall performance of the Central Otago Museums Trust, following its first year of operation.

Resolution

Moved: Cooney

Seconded: Feinerman

That the report be received.

Note: The meeting adjourned at 12.14 pm and returned at 12.47 pm.

22.10.10 Future for Local Government Submission

To consider the process for the Future for Local Government submission.

Resolution

Moved: Alley

Seconded: Laws

That the report be received.

7 Status Reports

22.10.13 December 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 status report updates.

Resolution

Moved: Feinerman

Seconded: Duncan

That the Council receives the report.

8 Community Board Minutes

22.10.14 Minutes of the Vincent Community Board Meeting held on 31 October 2022

Resolution

Moved: McPherson

Seconded: Alley

That the unconfirmed Minutes of the Vincent Community Board Meeting held on 31 October 2022 be noted.

22.10.15 Minutes of the Maniototo Community Board Meeting held on 1 November 2022

Resolution

Moved: McPherson

Seconded: Alley

That the unconfirmed Minutes of the Maniototo Community Board Meeting held on 1 November 2022 be noted.

22.10.16 Minutes of the Teviot Valley Community Board Meeting held on 2 November 2022

Resolution

Moved: McPherson

Seconded: Alley

That the unconfirmed Minutes of the Teviot Valley Community Board Meeting held on 2 November 2022 be noted.

22.10.17 Minutes of the Extraordinary Cromwell Community Board Meeting held on 10 November 2022

Resolution

Moved: McPherson

Seconded: Alley

That the unconfirmed Minutes of the Extraordinary Cromwell Community Board Meeting held on 10 November 2022 be noted.

22.10.18 Minutes of the Vincent Community Board Meeting held on 22 November 2022

Resolution

Moved: McPherson

Seconded: Alley

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

22.10.19 Minutes of the Teviot Valley Community Board Meeting held on 24 November 2022

Resolution

Moved: McPherson

Seconded: Alley

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

22.10.20 Minutes of the Cromwell Community Board Meeting held on 28 November 2022

Resolution

Moved: McPherson

Seconded: Alley

That the unconfirmed Minutes of the Cromwell Community Board Meeting held on 28 November 2022 be noted.

9 Committee Minutes

22.10.21 Minutes of the Assessment Committee Meeting held on 22 November 2022

Resolution

Moved: McPherson

Seconded: Alley

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

10 Date of Next Meeting

The date of the next scheduled meeting is 21 December 2022.

11 Resolution to Exclude the Public

Resolution

Moved: Gillespie

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)(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
22.10.22 - Cromwell Town Centre Project	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
22.10.23 - December 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
22.10.24 - Confidential Minutes of the Vincent Community Board Meeting held on 22 November 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
22.10.25 - Confidential Minutes of the Teviot Valley Community Board Meeting held on 24 November 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
22.10.26 - Confidential Minutes of the Cromwell Community Board Meeting held on 28 November 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

B. That Neil Penney and Marilyn Brown from NMA be able to stay for item 22.10.22 because of their knowledge of the topic.

The public were excluded at 12.56 pm and the meeting closed at 1.35 pm.