Minutes of Council meeting - Wednesday, 31 January 2024

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, 31 January 2024 COMMENCING AT 10.30 am

PRESENT: His Worship the Mayor T Cadogan (Chairperson), Cr N Gillespie, Cr T Alley, Cr S Browne, Cr L Claridge, Cr I Cooney, Cr S Duncan, Cr S Feinerman, Cr C Laws, Cr N McKinlay (via Microsoft Teams), Cr M McPherson, Cr T Paterson

IN ATTENDANCE: P Kelly (Chief Executive Officer), L van der Voort (Group Manager - Planning and Infrastructure), L Fleck (General Manager - People and Culture), J Muir (Three Waters Director), S Righarts (Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), S Finlay (Chief Financial Officer), Q Penniall (Infrastructure Manager), P Fleet (Roading Manager), L Hunter (Solid Waste Team Leader), N Lanham (Economic Development Manager), M Burnett (Parks Officer – Strategy/Planning), J Thomas (Water Services Monitoring/Compliance Officer) and W McEnteer (Governance Manager)

1 Karakia

Cr Gillespie gave a karakia to begin the meeting.

2 Apologies

There were no apologies.

3 Public Forum

Peter Griffioen - Central Otago Housing Group

Mr Griffioen introduced the Central Otago Housing Group and discussed their formation and mission. He noted that they were working on scope at the moment and that they would look to return to Council after they had had a needs assessment completed. He then responded to questions.

4 Confirmation of Minutes

Resolution

Moved: Browne

Seconded: Paterson

That the public minutes of the Ordinary Council Meeting held on 13 December 2023 be confirmed as a true and correct record.

5 Declarations of Interest

Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.

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

24.1.2 Water Services Operations and Maintenance Contract 2022

To consider procurement of the delivery of Three Waters operations and maintenance activities from 1 July 2024.

Resolution

Moved: Duncan

Seconded: McPherson

That the Council

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

B. Approves extending the existing Three Waters Maintenance and Operations contract with Fulton Hogan for a further 12 months to 30 June 2025.

C. Directs staff to prepare and present a procurement plan for delivery of Three Waters Operations and Maintenance and minor capital works on 20 March 2024.

D. Authorises the Chief Executive to give effect to this resolution.

24.1.3 January Wastewater Compliance Status Update

To consider progress on achieving Otago Regional Council Consent (ORC) compliance for Central Otago District Council (CODC) wastewater activities.

Resolution

Moved: Gillespie

Seconded: Feinerman

That the report be received.

24.1.4 Proposal for Electronic Waste Disposal

To consider introducing electronic waste collections at the Alexandra and Cromwell transfer stations.

After discussion it was agreed that having some sort of system for Roxburgh and Ranfurly would be advantageous, and that would become operational once a suitable service became available.

Resolution

Moved: McPherson

Seconded: Browne

That the Council

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

B. Approves the amendment to the Environmental Services 2023/24 fees and charges schedule to introduce an electronic waste collection at the Alexandra and Cromwell transfer stations.

C. Notes that a separate system for Roxburgh and Ranfurly transfer stations will be operational when a suitable service is available.

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

24.1.5 Sealing of Cornish Point Road

To consider rescinding Council’s decision to seal Cornish Point Road, Bannockburn and release unsubsidised funds allocated for this project.

Resolution

Moved: Paterson

Seconded: Alley

That the Council

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

B. Rescinds the previous decision that Cornish Point Road be sealed (22.4.11).

Note: With the permission of the meeting item 24.1.19 was taken at this time.

24.1.19 Objection to road closure for event

To consider an objection to a road closure for a motorsport event.

Resolution

Moved: Cadogan

Seconded: McPherson

That the Council

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

B. Considers an objection to the temporary road closure for the Cromwell Street Sprints.

C. Approves the temporary road closure for the Cromwell Street Sprints, with the condition that the event organisers implement the agreed-upon adjustments for access to 21 Connelly Way.

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

Note: Cr Duncan left the meeting at 11.46 am and returned at 11.47 am.

24.1.6 Draft Open Spaces Naming Policy 2024

To adopt the Open Spaces Naming Policy 2024.

After discussion it was agreed that in the case of a gifted te reo name for an open space, that name would come first.

Resolution

Moved: Gillespie

Seconded: Feinerman

That the Council

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

B. Adopts Open Spaces Naming Policy 2024, with the following amendment to page 57 of the agenda: Where a te reo name is gifted for an open space and the space is to have a dual name, the te reo name is first.

Note: Cr McPherson left the meeting at 12.10 pm.

24.1.7 Economic Development Work Programme Progress Report

To provide an update on the implementation of the Economic Development Work Programme for 2023, and to outline the annual Economic Development Work Programme for the remainder of 2023/24 year.

Resolution

Moved: Duncan

Seconded: Laws

That the report be received.

Note: His Worship the Mayor resumed the Chair.

Note: Cr McPherson returned to the meeting at 12.13 pm.

24.1.8 Housing policy - PREFERENTIAL purchasing and next steps in this work

To consider the two outstanding actions from the housing work which are an option for preferential purchasing of land from council-led developments and working with sector partners to build a full picture of the housing model.

After discussion it was noted that work would continue in some form in the housing space with the Central Otago Housing Group.

Resolution

Moved: Cadogan

Seconded: Alley

That the Council

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

B. Agrees to amend the ‘Provision for different housing typologies in developments on council owned land’ policy to include a preferential purchasing option for first home buyers.

C. Agrees that at this stage council’s role in housing is to continue to provide elderly persons housing, delivery of appropriately zoned land under the district plan, together with a policy framework that provides for medium density housing, and to deliver streamlined consenting processes.

D. Agrees that the outstanding action to work with sector partners to build a full picture of the housing model is not progressed in its current iteration and staff will continue to explore opportunities and advocate for funding to provide more affordable housing in the region.

Note: The meeting adjourned at 12.44 pm and resumed at 1.18 pm.

Note: Cr McKinlay left the meeting at 1.31 pm and returned at 1.34 pm.

24.1.9 Representation Review - Pre-consultation

To consider the discussions to date and the pre-consultation for the Representation Review 2024.

After discussion it was agreed to add a question about the amount of community boards and to explore whether a joint at-large and ward based approach was a feasible option in addition to the ones already identified.

Resolution

Moved: Cadogan

Seconded: McPherson

That the Council

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

B. Approves the questions for the pre-consultation for the Representation Review 2024 with the following amendments:

· Investigate whether there could be a joint ward / at-large councillors and add this option to the survey if it is feasible.

· Add a question about whether there are the right amount of community boards.

C. Notes that results from the pre-consultation and the next steps in the process will be presented to Council at a future meeting.

Note: Cr McKinlay left the meeting at 1.44 pm.

24.1.10 Rating Policy Amendment

To consider an amendment to the Rating Policy.

Resolution

Moved: Gillespie

Seconded: Browne

That the Council

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

B. Notes the Rating Policy was last substantively reviewed for the 2021-31 Long-term Plan, where the addition of ‘commencing 1 July on the year following application’ was added to some of the remissions.

C. Notes that a remission application received in August 2023 highlights that this may be unjust in some circumstances.

D. Agrees to amend the Rating Policy by providing some discretion as to the start date of a successful remission application within a rating year.

E. Agrees to process any applications for remissions that have been made this financial year to date (1 July 2023 to 31 January 2024) according to the amended policy and not apply penalties.

24.1.11 Carry-forwards from 2022/23 and Forecast Changes for the 2023/24 Financial Year

To consider a revised budget for the financial year 2023/24 including carry-forwards from the 2022/23 financial year and forecast budget changes.

Resolution

Moved: Gillespie

Seconded: Alley

That the Council

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

B. Authorises carry-forwards to complete 2022/23 capital projects of $30.9m exclusive of the three waters, as per Appendix 1 in the report.

C. Authorises additional funding of $2.5m as per Appendix 1 in the report.

7 Mayor’s Report

24.1.12 Mayor's Report

His Worship the Mayor spoke to his report before responding to questions.

Resolution

Moved: Cadogan

Seconded: Gillespie

That the Council receives the report.

8 Status Reports

24.1.13 January 2024 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: Cadogan

Seconded: Alley

That Council receives the report.

9 Committee Minutes

24.1.14 Minutes of the Audit and Risk Committee Meeting held on 12 December 2023

Resolution

Moved: Cadogan

Seconded: Paterson

That the unconfirmed Minutes of the Audit and Risk Committee Meeting held on 12 December 2023 be noted.

10 Date of Next Meeting

The date of the next scheduled meeting is 28 February 2024.

11 Resolution to Exclude the Public

Resolution

Moved: Alley

Seconded: Browne

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)(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
24.1.15 - Award of Road Maintenance Tender	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
24.1.16 - Wastebusters' Fixed Assets	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
24.1.17 - January 2024 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) s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	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
24.1.18 - Confidential Minutes of the Audit and Risk Committee Meeting held on 12 December 2023	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege 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) s7(2)(j) - the withholding of the information is necessary to prevent the disclosure or use of official information for improper gain or improper advantage	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 2.02 pm and the meeting closed at 2.45 pm.