Central Otago District Council (CODC) has confirmed only three applicants were affected by an error that saw heavy vehicle permit fees charged incorrectly for several months, with all fees since reimbursed. 

The mistake, which the council says has no material impact on its budgets, came to light after a member of the public alerted staff that the locally set fees did not comply with national transport regulations. 

At a council meeting on Wednesday (October 29), elected members signed off on a revised fee schedule for heavy vehicle permits to bring the charges into line with the Land Transport Rule: Vehicle Dimensions and Mass 2016 and the Land Transport (Offences and Penalties) Regulations 1999. 

Heavy vehicle permit fees apply to operators who need to take overweight trucks or machinery across certain bridges or roads.  

The fees cover the cost of assessing whether the route is safe and ensuring bridges can handle the load. 

During the meeting, Mayor Tamah Alley sought reassurance that similar mistakes had not been made elsewhere. 

“Are you confident that the other fees and charges that are collected under your portfolio now meet legislation?” she asked. 

Acting general manager for planning and infrastructure Quinton Penniall replied in the affirmative. 

The report presented to councillors said the $195 heavy vehicle permit application fee had been introduced on July 1 to reflect increased administrative and safety assessment requirements.  

However, after its introduction, it was identified that prescribed national fees already existed, meaning the council was not permitted to set its own without a bylaw in place. 

CODC roading manager Paul Fleet confirmed three applicants were charged the incorrect $195 fee before the issue was discovered in September. 

“CODC was alerted by a heavy vehicle permit applicant,” Paul said. 

Although revenue from the permit fees had been included in the council’s 2025/26 budget, Paul said the low number of applications meant the financial impact was “unlikely to be material”. 

The updated schedule now aligns with the national scale, with permit applications ranging from $18.18 to $63.64, depending on processing time and permit type.  

Fees for structural engineering checks, bridge damage and supervision will continue to be charged at cost. 

The report noted the revised fees reduce the risk of disputes with operators and ensure compliance with government regulations, while still allowing the council to recover costs for complex applications requiring engineering input.

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