Agenda of Finance Committee Meeting

Finance Committee Meeting Minutes 23 November 2017

MINUTES

Finance Committee Meeting

23 November 2017

MINUTES OF Mackenzie District Council
Finance Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 23 November 2017 AT 9:54am

PRESENT: Cr Russell Armstrong (Councillor), Cr Stuart Barwood (Councillor), Cr Chris Clarke (Councillor), Cr Paul Hannagan (Councillor), Cr James Leslie (Deputy Mayor), Cr Anne Munro (Councillor), Mayor Graham Smith (Mayor)

IN ATTENDANCE: Suzette van Aswegen (Chief Executive Officer) Paul Morris (Chief Financial Officer) Toni Morrison (Projects and Administration Manager) Kate Grant (Committee Administrator) Katherine Hill (Senior Corporate Planner), Megan Sutherland (Timaru Herald Reporter) Garth Nixon (Community Facilities Manager) Jason Gaskill (Alps to Ocean)

1 Opening

The Mayor welcomed everyone to the meeting.

2 Apologies

There were no apologies.

3 Declarations Of Interest

Cr Clarke declared a conflict of interest regarding agenda item 6.3 and abstained from voting.

4 Visitors

Jason Gaskill (Alps to Ocean)

Mr Gaskill explained that he is stepping down from his role with Alps to Ocean but there will be no major change to the original business plan. Jason advised that current financial agreements with councils end at the end of this financial year. Jason expressed that Alps to Ocean wish to keep lines of communication open to address arising issues.

The Mayor thanked Mr Gaskill for his work.

5 Reports

6.1 Rates Remission and Postponement Policies

Purpose of Report

To consider submissions to the proposed Rates Remission and Rates Postponement Policies, make any changes resulting from deliberations and adopt the Rates Remission and Rates Postponement Policies.

Committee Resolution FIN/2017/47

Moved: Cr Stuart Barwood

Seconded: Cr Anne Munro

1. That the report be received.

Carried

Committee Resolution FIN/2017/48

Moved: Cr Stuart Barwood

Seconded: Cr Chris Clarke

2. That the Committee accept the submissions received to the proposed Rates Remission and Rates Postponement Policies, and instruct staff to change sub-clause 1 of clause 1 of the Rates Remission Policy to remove the wording “excluding clubs holding licences for the purposes of the sale of liquor”.

Carried

Committee Resolution FIN/2017/49

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

3. That the Committee adopt the Rates Remission and Rates Postponement Policies, subject to the change outlined in resolution 2.

Carried

Committee Resolution FIN/2017/50

Moved: Cr Stuart Barwood

Seconded: Cr Chris Clarke

4. That the Committee set up a workshop with submitters regarding Strathconan Park.

Carried

Ms Morrison spoke to the report.

Cr Barwood expressed his support for the submissions received and stated that it is important for the community to keep these clubs alive.

At 09:59 a.m., Cr Russell Armstrong left the meeting.

At 10:03 a.m., Cr Russell Armstrong returned to the meeting.

6.2 Development Contributions and Financial Contributions Policy

Purpose of Report

To consider and deliberate on submissions to the proposed Policy on Development Contributions and Financial Contributions, and adopt the Policy on Development Contributions and Financial Contributions.

Committee Resolution FIN/2017/51

Moved: Cr Anne Munro

Seconded: Cr Chris Clarke

1. That the report be received.

Carried

Committee Resolution FIN/2017/52

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

2. That the Committee does not accept submissions received to the proposed Policy on Development Contributions and Financial Contributions.

Carried

Committee Resolution FIN/2017/53

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

3. That the Committee adopt the Policy on Development Contributions and Financial Contributions without amendment.

Carried

Ms Hill spoke to the report.

The Mayor asked if Council should move to the Development Contribution system before it needed to be implemented in year 2020. Ms Hill stated that we need to undertake research before we adopt the new system so that we ensure we are implementing it properly.

Council is to write to the submitter to thank them for their submission and to explain the reason that the Committee cannot amend the policy as sought.

6.3 Twizel Vehicle Trust Garages Request for additional funding

Purpose of Report

To consider a request from the Twizel Tekapo Communities Vehicle Trust Garage Project.

Committee Resolution FIN/2017/54

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Committee Resolution FIN/2017/55

2. That Council seek further information from the trust to come to some other funding arrangement.

In Favour: Crs Stuart Barwood, Paul Hannagan, Anne Munro and Graham Smith

Against: Cr James Leslie

Abstained: Crs Russell Armstrong and Chris Clarke

Carried

Mr Nixon spoke to the report.

Cr Munro questioned how the trust planned to fund the overspend if Council were to decline their request for additional funding. Mr Nixon explained that they were not willing to disclose that when asked.

Cr Clarke declared a conflict of interest and stated that he will abstain from the vote.

6.4 Revenue and Financing Policy

Purpose of Report

To consider and deliberate on submissions to the proposed Revenue and Financing Policy, make any changes resulting from deliberations and adopt the Revenue and Financing Policy subject to any required changes being made, should they be considered appropriate.

Committee Resolution FIN/2017/56

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Committee Resolution FIN/2017/57

Moved: Cr Paul Hannagan

Seconded: Cr James Leslie

2. That the Committee receive the submission and adopt the Revenue and Financing Policy without change.

Carried

Ms Morrison spoke to the report.

Mr Morris stated that moving to land value rating would have a big impact on larger land owners. Mr Morris also stated that capital value rating is the most practical system to administer.

Council is to write to the submitter to thank them for their input and to explain that while the Committee is not changing the policy, the submission raised many interesting maters.

The Mayor asked staff to congratulate the submitters on their excellent submission and presentation.

6.5 Financial Report September 2017

Purpose of Report

The Financial report for Council for the period ending September 2017.

Committee Resolution FIN/2017/58

Moved: Cr Stuart Barwood

Seconded: Cr Russell Armstrong

1. That the report be received and information noted.

Carried

Mr Morris spoke to the report.

At 10:52 a.m., Cr Russell Armstrong left the meeting.

At 10:56 a.m., Cr Russell Armstrong returned to the meeting.

6.6 Minutes of Tekapo Property Group Subcommittee Meeting - 24 October 2017

Committee Resolution FIN/2017/59

Moved: Cr James Leslie

Seconded: Cr Stuart Barwood

1. That the Minutes of the Tekapo Property Group Subcommittee Meeting held on Tuesday 24 October 2017 be received.

Carried

6.7 Minutes of Extraordinary Finance Committee Meeting - 9 November 2017

Committee Resolution FIN/2017/60

Moved: Cr James Leslie

Seconded: Cr Stuart Barwood

1. That the Minutes of the Extraordinary Finance Committee Meeting held on Thursday 9 November 2017 be received and adopted as a true and accurate record of the meeting.

Carried

6.8 Minutes of Finance Committee Meeting - 3 October 2017

Committee Resolution FIN/2017/61

Moved: Cr James Leslie

Seconded: Cr Stuart Barwood

1. That the Minutes of the Finance Committee Meeting held on Tuesday 3 October 2017 be received and adopted as a true and accurate record of the meeting.

Carried

4 Adjournments

There were no adjournments.

5 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution FIN/2017/62

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

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

8.1 - Minutes of Public Excluded Tekapo Property Group Subcommittee Meeting - 24 October 2017

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)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

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

Committee Recommendation

Moved: Cr Anne Munro

Seconded: Cr James Leslie

That Council moves out of Closed Council into Open Council.

The Meeting closed at 11:10am.

The minutes of this meeting were confirmed at the Finance Committee Meeting held on 16 January 2018.

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CHAIRPERSON

Tekapo Property Group Subcommittee Meeting Minutes 5 December 2017

MINUTES

Tekapo Property Group Subcommittee Meeting

5 December 2017

MINUTES OF Mackenzie District Council
Tekapo Property Group Subcommittee Meeting
HELD AT THE Tekapo Community Hall Lounge, Lake Tekapo
ON Tuesday, 5 December 2017 AT 1:00pm

PRESENT: Stella Sweney (Chair), Mayor Graham Smith (Mayor), Richie Smith (Community).

ATTENDANCE: Cr Stuart Barwood, Suzette van Aswegen (Chief Executive Officer), Paul Morris (Chief Financial Officer), Arlene Goss (Committee Administrator).

1 Opening

2 Apologies

Apologies were received from Cr James Leslie and Cr Russell Armstrong.

3 Declarations Of Interest

Richie Smith declared an interest in an item to be discussed in public excluded, 7.2 - Assessment of Lease Criteria Against Proposals Received In Relation to Simpson Lane. He will leave the meeting when this item is discussed.

4 Confirm Minutes

Committee Resolution TPGS/2017/21

Moved: Mayor Graham Smith

Seconded: Cr Stella Sweney

That the minutes of the Ordinary Meeting held on 24 October 2017 be confirmed as a true and accurate record.

Carried

5 Visitors

There were no visitors.

6 Reports

7 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution TPGS/2017/22

Moved: Cr Stella Sweney

Seconded: Mayor Graham Smith

That the public be excluded from the following parts of the proceedings of this meeting.

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

8.1 - Minutes of Public Excluded Tekapo Property Group Subcommittee Meeting - 24 October 2017

s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities

7.2 - Assessment of Lease Criteria Against Proposals Received In Relation to Simpson Lane

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)

Carried

Committee Resolution TPGS/2017/23

Moved: Cr Stella Sweney

Seconded: Mayor Graham Smith

That the committee moves out of closed session into open session.

Carried

The Meeting closed at 10.24am.

The minutes of this meeting were confirmed at the Tekapo Property Group Subcommittee Meeting held on .

...................................................

CHAIRPERSON

Finance Committee Meeting Agenda 25 January 2018

8 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

That the public be excluded from the following parts of the proceedings of this meeting.

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
8.1 - Minutes of Public Excluded Finance Committee Meeting - 23 November 2017	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)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	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
8.2 - Minutes of Public Excluded Tekapo Property Group Subcommittee Meeting - 5 December 2017	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)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	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
8.3 - Presentation on Joining the Local Government Funding Agency	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
8.4 - Local Government Funding Agency proposal	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