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, 25 January 2023 COMMENCING AT 10.31 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, 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), J Muir (Three Waters Director), Q Penniall (Infrastructure Manager), R Williams (Community Development Advisor), G Bailey (Parks and Recreation Manager), C Green (Water Services Accountant), A Crosbie (Senior Policy Advisor), M De Cort (Communications Coordinator) and W McEnteer (Governance Manager)

 

Note: Cr Alley started the meeting with a karakia.

 

1                 Apologies

There were no apologies.

2                 Public Forum

There was no public forum.

3                 Confirmation of Minutes

Resolution 

Moved:               Cadogan

Seconded:          Paterson

That the public minutes of the Ordinary Council Meeting held on 21 December 2022 be confirmed as a true and correct record.

Carried

 

4                 Declaration of Interest

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

5                 Reports

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

Note: Jan Bean and Rebekah de Jong from Central Otago District Arts Trust and Maggie Hope and David Ritchie from Central Otago Heritage Trust joined the meeting for item 23.1.2.

 

23.1.2         Council Community Grant Accountability Reports 2021/22

To provide a report on the activity of the Central Otago District Arts Trust and the Central Otago Heritage Trust over the 2021/22 financial year.

Resolution 

Moved:               Gillespie

Seconded:          Feinerman

That the report be received.

Carried

 

23.1.3         Draft Memorials Policy 2023

To approve the draft Central Otago District Council Memorials Policy.

After discussion two changes to the draft were noted. On page 42 of the agenda, referring to two memorials in the same ward, the words “or where appropriate it will be referred to the relevant decision making body” and on page 43 of the agenda, changing the word tree to “living memorial”.

Resolution 

Moved:               Paterson

Seconded:          Browne

That the Council

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

B.      Adopts the draft Central Otago District Council Memorials Policy 2023, with noted amendments.

Carried

 

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

 

Note: Cr Duncan arrived at 11.11 am.

 

23.1.4         Three Waters Forward Works Program to 30 June 2024

To consider the Three Waters forward works program to 30 June 2024 and procurement of the remaining capital works program.

Resolution 

Moved:               McPherson

Seconded:          Cooney

That the Council

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

B.      Approves the following Three Waters capital works program to 30 June 2024:

 

Project

 Total Estimated Spend to 30 June 2024 ($)

Change from 2022 Annual Plan and year 3 of 2021 LTP ($)

 Reason for Change

Three Waters Total

          53,999,763

6,806,000

 Increased spending of forecast accumulated cash reserves

Stormwater Total

              2,650,000

1,890,000

 Reserve balance

Pipe Renewals

               760,000

0

 

Network improvements

            1,890,000

1,890,000

Increase program to spend reserves

Wastewater Total

          16,816,044

3,200,000

 Increased DC income

Alexandra Network Upgrades with Developments

                 20,000

0

 

Cromwell Network Upgrades with Developments

                 43,539

0

 

Alexandra Treatment Plant Upgrades

               985,000

-779,156

Part program deferred

Clyde Reticulation

            3,627,762

-143,230

Reduced cost

Clyde Main Pump Station

            1,233,794

0

 

Cromwell Treatment Plant Future Works

               200,000

-100,000

Reduced cost

Influent and Effluent Monitoring Devices

               270,000

-499,738

Partially stimulus funded

Treatment Screens

               100,000

-440,000

Partially stimulus funded

Pumpstation Flow Meters

               380,000

-180,318

Partially delivered in 2022/23

Lake Roxburgh Village Treatment Plant Upgrade

               900,000

0

 

Omakau Treatment Plant Upgrades

                        -  

-286,309

Part program deferred

Roxburgh Treatment Plant Improvements

               101,734

0

 

Earnscleugh Road Pumpstation Upgrade

               360,000

0

 

Generators

               800,000

200,000

Increased cost

Dunorling Street Pumpstation Storage Upgrade

            1,500,000

1,500,000

Accelerated from year 4

Point Renewals

               271,570

0

 

Pipe Renewals

            2,387,859

728,751

re-forecast of budget provided in 2022/23 to offset stimulus contingency projects

Plant Renewals

               434,786

0

 

Cromwell Growth Upgrades

            3,200,000

3,200,000

Accelerated from year 8

Water Supply Total

          34,533,719

1,716,000

 Increased DC income

Alexandra Network Upgrades with Developments

               120,000

0

 

Cromwell Network Upgrades with Developments

                 90,000

0

 

Backflow Prevention

               715,020

0

 

Bannockburn Reservoir Power Supply

                 75,000

0

 

Bannockburn Pipeline

               250,000

250,000

Accelerated from year 4

Cromwell Pisa Reservoir and Rising Main

               100,000

0

 

Cromwell Rising Main

            6,350,000

6,036,609

Accelerated from year 4 (scope and cost increase from LTP)

Cromwell Treatment Plant Upgrade

            4,600,000

-5,849,773

Delayed

Dunstan Flats Reticulation

                 94,532

0

 

Lake Dunstan Water Supply

          10,224,422

0

 

Omakau Treatment Plant Upgrade

               250,000

-1,478,586

Deferred

Patearoa Treatment Plant Upgrade

               100,000

-243,255

Deferred

Ranfurly Treatment Plant Upgrade

               100,000

-508,422

Deferred

Roxburgh Source Investigation

               306,352

0

 

Valve Upgrades

               245,990

-370,000

Partially delivered in 2022/23

Demand Management

               150,000

0

 

Patearoa Upgrades

                        -  

-150,000

Deferred

Naseby Treatment Plant Upgrades

               150,000

0

 

Bridge Hill Main

            4,000,000

3,325,298

Increased cost

Pipe Renewals

            2,049,447

0

 

Point Renewals

            1,457,657

0

 

Plant Renewals

            1,044,980

-600,000

Reduced cost

Continuous Monitoring Devices

               600,000

600,000

Accelerated

Cromwell Growth Upgrades

            1,460,319

704,129

Accelerated from year 4

 

C.      Notes that council staff will reprogram capital work into 1 July 2024 and beyond that is not expected to be completed prior to 30 June 2024.

D.      Authorises bringing forward $500,000 of the wastewater sludge operational budget to remove the sludge at the Roxburgh Wastewater Treatment Plant ponds.

E.      Approves the procurement of the following projects by tender:

(a)     Wastewater Generators

(b)     Water Pipe Renewals

(c)     Cromwell Water Rising Main

(d)     Lake Roxburgh Village Wastewater Treatment Plant Upgrade

(e)     Wastewater Pipe Renewals

(f)      Bridge Hill Water Main

(g)     Cromwell Water Treatment Plant

(h)     Supply and Installation of Continuous Monitoring Devices

(i)      Roxburgh Wastewater Treatment Plant Sludge Removal

F.      Authorises the Project Governance Group to continue to provide oversight of the capital works program until 30 June 2024.

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

Carried

 

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

 

Note: Cr Cooney left the meeting at 11:30 am and returned at 11.32 am.

 

Note: Cr McKinlay left the meeting at 11.35 am.

 

23.1.5         Roading Bylaw Update

To consider proposed amendments to the Roading Bylaw and approve public consultation of the bylaw.

Resolution 

Moved:               Paterson

Seconded:          Feinerman

That the Council

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

B.      Notes the proposed addition of restrictions relating to parking of vehicles on footpaths and cycle paths.

C.      Notes the proposed amendments to the Roading Bylaw parking infringement fees.

D.      Approves the proposed updates to the Roading Bylaw and Statement of Proposal for public consultation.

Carried

 

Note: Cr McKinlay returned to the meeting at 11.38 am.

 

23.1.6         Bridge 93 - Emergency Works Funding

To consider funding options for emergency works on Bridge 93 (St Bathans Loop Road).

Resolution 

Moved:               Paterson

Seconded:          Alley

That the Council

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

B.      Approves $103,986 of funding from the Emergency Event Reserve (1750264028) for repair of Bridge 93 following the rainfall event.

Carried

 

Note: His Worship the Mayor resumed the Chair.

 

23.1.7         Policies Policy

To consider adopting the Policies Policy.

Resolution 

Moved:               McKinlay

Seconded:          Alley

That the Council

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

B.      Adopts the Policies Policy for a three-year period.

Carried

Attachments

1        Draft Policies Policy

 

 

23.1.8         Fraud, Bribery and Corruption Policy

To consider readopting the updated Fraud, Bribery and Corruption Policy.

After discussion it was noted on page 179 of the agenda that there should be provision in the chain of reporting to address an instance where the Chief Executive Officer was the subject of the complaint.

Resolution 

Moved:               Cadogan

Seconded:          Alley

That the Council

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

B.      Adopts, subject to amendment, the updated Fraud, Bribery and Corruption Policy for an additional two years, with a review to take place in January 2024.

Carried

 

Note: Cr McPherson left the meeting at 11.53 am and returned at 11.54 am.

 

Note: Cr Duncan left the meeting at 11.55 am and returned at 11.56 am.

 

23.1.9         Closed Circuit Television Policy

To consider adopting the Closed-Circuit Television Policy.

After discussion two changes to the draft were noted. On pages 188-9 the sentence that discussed serious misconduct should change to “treated very seriously” and page 190 of the agenda should delete “All recorded footage is used only for the purpose which it is collected”.

Resolution 

Moved:               McPherson

Seconded:          Alley

That the Council

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

B.      Adopts, subject to amendments, the Closed-Circuit Television Policy.

C.      Authorises the Chief Executive to develop and manage a Memorandum of Understanding with the New Zealand Police relating to CCTV footage access and use.

Carried

 

23.1.10       Elected Member Attendance at Two Day Training Session

To consider authorising an overspend in order for up to five elected members to attend a two-day good governance course.

Resolution 

Moved:               Cadogan

Seconded:          McPherson

That the Council

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

B.      Agrees to allow up to five places for elected members to attend governance training.

C.      Approves those attending to be Crs Alley, Feinerman, Paterson and Mr Dalley.

D.      Approves an overspend up to $10,500 excluding GST to come from district reserves.

Carried

 

23.1.18       Ratifying the Otago Local Authorities' Triennial Agreement 2023-25

To consider ratification of the Otago Local Authorities’ Triennial Agreement (the Agreement) 2023–25.

Resolution 

Moved:               Gillespie

Seconded:          McPherson

That the Council

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

B.      Approves attached Otago Local Authorities’ Triennial Agreement 2023–25.

C.      Authorises His Worship the Mayor to sign the Otago Local Authorities’ Triennial Agreement 2023–25 on behalf of Central Otago District Council.

Carried

 

6                 Mayor’s Report

23.1.11       Mayor's Report

His Worship the Mayor gave an update on his recent activities before responding to questions. Noted the passing of Judy Hall.

Resolution 

Moved:               Cadogan

Seconded:          Gillespie

That the Council receives the report.

Carried

 

7                 Status Reports

23.1.12       January 2023 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 the Council receives the report.

Carried

 

8                 Community Board Minutes

23.1.13       Minutes of the Maniototo Community Board Meeting held on 1 December 2022

Resolution 

Moved:               Duncan

Seconded:          McPherson

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

Carried

 

9                 Committee Minutes

23.1.14       Minutes of the Audit and Risk Committee Meeting held on 15 December 2022

Resolution 

Moved:               Duncan

Seconded:          McPherson

That the unconfirmed Minutes of the Audit and Risk Committee Meeting held on 15 December 2022 be noted.

Carried

   

10               Date of Next Meeting

The date of the next scheduled meeting is 8 March 2023.

11               Resolution to Exclude the Public

Resolution 

Moved:               Cadogan

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

23.1.15 - Alexandra Community Centre - Stage Upgrade, Earthquake Strengthening and Building Compliance Project

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

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

23.1.16 - January 2023 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

23.1.17 - Confidential Minutes of the Audit and Risk Committee Meeting held on 15 December 2022

s7(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)(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

 

Carried

 

The public were excluded at 12.09 pm and the meeting closed at 12.50 pm.