Agenda of Ordinary Council Meeting

Ordinary Council Meeting Agenda 13 February 2018

8 Reports

8.1 Chief Executive Officer Activities Report

File Reference: PAD 2/3

Attachments: 1. SOLGM Retreat 2018 ⇩

Recommendations

That the report be received.

Activities

SOLGM Retreat

The 2018 SOLGM (South Branch) conference for Chief Executives, senior officials and local government service providers took place in Wanaka from 28 – 30 January 2018. A copy of the programme is attached and shows an exciting line up of speakers and include many topical issues facing modern day Local Government. The following is a summary of the messages shared by each speaker:

The MC for the occasion was Mr Darren Ludlow, radio broadcaster and elected member of Invercargill City Council, who kept us entertained throughout with his sharp wit and shrewd insights.

His Worship the Mayor, Mr Jim Boult of Queenstown Lakes (QL) District Council, opened the proceedings and gave delegates a glimpse of the issues facing the QL District as a result of high growth. He shared his passion for the need of a tourist tax to help fund the QL District Council’s shortfall of $400 million. According to Mayor Boult QL District doubles its population every 10 years and he said it was clear that the Council cannot stop the growth, as it would only aggravate the already high property prices due to supply and demand principles, and acknowledge that Council is responsible for providing the necessary infrastructure. Freedom camping and shortage of accommodation were highlighted as outstanding issues for the QL Council.

Karen Thomas, CE of SOLGM, provided an update on the activities and services provided by SOLGM and expressed a concern about the high turnover of local government Chief Executives, sitting at 18% per annum. She felt that with the new central government it is fine to use the word “well-being” again. Karen highlighted three worrying trends for local government, that being: climate change adaptation and mitigation; demographic change including the housing crisis and shortage of housing stock; and technological change including the use of drones and robots. She made an interesting comment that local governments in New Zealand tend to own their own revenue and felt it is a major advantage to other local governments across the globe, in particular the UK, where local government is dependent on central government money to fund their activities.

Stewart Mitchell from Mitchell Notley and Associates provided his insights on the interface between governance and management. Stewart gave his reasons for why he thought the role of a local government Chief Executive is difficult and highlighted the essence of the three T’s – ‘Tact, Tenacity and Tolerance’ for a prolonged career in local government. Stewart’s take away message was that a high level of trust including a ‘no surprises policy’ is the only way to build a winning culture and a healthy relationship between governance and management.

Sarah Scott of the law firm Simpson Grierson gave a reflection of hot topical issues facing local government, including:

· The Local Government Act 2002 (Amendment Bill) currently in progress and including the ‘four well-beings’.

· Resource Management Act 1991 – the amendments took effect in October 2017 and she highlighted the fact that the Minister for the Environment can now review Council’s performance under the RMA. She pointed out that according to the Productivity Commission and LGNZ the RMA is no longer fit for purpose and have been amended 13 times, which is a clear indication that something new is required.

· Natural Hazards was highlighted as the elephant in the room and she indicated that there is a call for a review of the Controlled Activity status of subdivisions to enable the ‘managed retreat’ option for climate change adaptation – this would allow local governments to decline subdivision applications. She said that the ‘managed retreat’ option does not exclude the possibility of having to relocate entire communities. She also mentioned increased interest for the RMA to adopt powers similar to the Building Act with regard to the management of natural hazards. The need for a National Strategy was also emphasised. According to Sarah, climate change (perceived or real) and its impact on critical assets, will be a major election issue for the next election cycle.

· Water issues including the Havelock Report and its implications were discussed. Also discussed was the issue of fluoridation and it was interesting to note the dichotomy between the New Zealand Drinking Water Standards and New Zealand Bill of Rights Act 1990, in that one prescribes the need for fluoridation to enhance public health and the other provides for an individual’s freedom against use of medication.

· National Policy Statement on urban development capacity – by the end of 2018, and as a precursor to the development of a District Plan, local governments are required to have in place future urban growth management strategies that provide clear distinction between urban and rural boundaries; align the growth capacity for the short, medium and long term with the need for infrastructure including associated funding; indicate price indices to reflect an understanding of the commercial feasibility of development; and include consultation with out-of-Council infrastructure providers for other infrastructure requirements.

Mike Stenhouse of Sheffield provided insightful findings of a recent leadership survey amongst 2^nd and 3^rd tier managers in New Zealand, including managers between the ages of 30 to 50 years and working in organisations with a revenue exceeding $20million. He then compared the findings of that survey with those of a similar Chief Executive survey conducted in 2016 and the differences in opinion were interesting to note. Mike also shone the spotlight on management’s inability to relate to the needs of Generation Z and earmarked that as a major future issue, saying that the culture of today’s organisations is generally not prepared for that generation.

Gilbert Enoka from the All Black camp gave an excellent and inspiring presentation on leadership and it is easy to see why the All Blacks is such a successful brand. He shared the following five key learnings:

· There is no silver bullet or magic dust, just three things – dream big; have a backbone and have a laugh along the way;

· High performers don’t need rules, just a strong purpose and an understanding of the ‘why’;

· Success is a lousy teacher and nobody is perfect, be willing to make mistakes;

· Culture eats strategy for breakfast; and

· Be at your best when needed, understand you cannot always be at our best, and be where your feet are.

Gilbert also affirmed the following cultural anchors:

· The performance triangle – a balance between the right mindset, the right skillset and the right structures;

· Behaviours below the line (e.g. excuses, blame and avoidance) and above the line (e.g. open mindedness, positivity and a ‘can do’ attitude) and the need to reflect and take a look at oneself when dipping below the line;

· No grey people – people who keep quiet and don’t contribute during formal discussion until they get to the bar then become experts. He likened the behaviour of these people to a cancer that needs to be removed; and

· Who vs what – the ‘who’ is about the people you choose to be in your life and the ‘what’ is about policies, planning, mentoring and advice and the need to balance the two.

In addition Gilbert highlighted the following take away points:

· When it really matters, be very clear;

· Your vision must energise and excite you;

· Know your current reality and set the challenge high so that there is a degree of discomfort;

· Coopetition – that is a blend of cooperation and healthy competition within the team which brings out the best in everyone, the bar is raised by helping each other and by growing together;

· Structure (processes and rituals) is king and providing structure is the biggest challenge in any organisation;

· Energise through celebration and release feel good chemicals in the brain as opposed to the release of cortisol, a stress hormone, which is harmful in excessive quantities;

· Coming together as one force, one surge of black and one team; and

· Driven to enhance the legacy and the trajectory – the All Black team has been the number one rugby union team in the world for 97 months straight now, and still not out, despite a huge turnover in players and even with the new faces in the team the legacy lives on and the willingness to improve is alive.

Keith Hovell is an experienced Resource Management Commissioner and his presentation included case studies much aligned with Sarah Scott’s reflections on the National Policy Statement for urban growth. His take away message was that evidence, careful calculations and justifications are needed before drawing lines on a map. He believes Councils should not be ‘open’ for business, but be ‘ready’ for business and that there is a synergy between land-use planning and economic development that needs better recognition in spatial planning. He explained that spatial plans are required to provide Council, its planners and developers with direction; provide the justification for any Council reports on consents and for applications to funding bodies; fulfil National Environmental Standards obligations; and create a culture of ‘Good Practice.’

Judge Peter Boshier, Chief Ombudsman, explained recent and successful cultural changes within the Office of the Ombudsman, as well as some of the processes involved. Peter’s pearls of wisdom centred around transparency and the advantages of being pro-active by making as much material as possible available on Council’s website as and when it becomes available. In general, Peter is satisfied with the quality of decisions Councils are making in terms of the Local Government Official Information and Meetings Act 1988 and said that good systems and processes will help raise the bar. According to Peter the role of the Ombudsman has changed from being a watchdog for those who are not so articulate to being a mediator giving everyone a fair go.

Chris Trotter is a Political Commentator who used his cynical sense of humour to give a colourful display of national politics.

Phil Wilson, SOLGM President, provided a sector update which included a reflection on the growth of SOLGM membership, the healthy relationship between SOLGM and LGNZ and challenges facing Regional Councils.

Don McLeod, Michael Ross and Clare Hadley shared their reflections on a career as local government Chief Executive and provided much appreciated tips for longevity as a Chief Executive in a tough political environment.

Acting Police Commander for the Southern District, Inspector Jason Guthrie, reminded delegates that living in New Zealand is a privilege and something to be grateful for. He provided pictures of the highlights and insights of his secondments to the Olympic Games in Rio de Janeiro in 2016 and in Afghanistan shortly thereafter, where he worked closely with the locals. He shared the dangers involved while serving in both countries marred by corruption and lack of security. He emphasised that New Zealand is the second safest country in the world and that “we don’t know how lucky we are”, placing everything else into perspective.

Scott O’Donnell from the HWR Richardson group was the last speaker of the conference and provided some interesting views on how local government and the private sector can better work together. It is his understanding that the opportunities for Private Public Partnerships are not being used to the full and that the private sector has the necessary skills to compliment local government in the delivery of high quality infrastructure. He feels that local government is too obsessed with negative media coverage and should make bolder and quicker decisions for the greater good of the customer; that the use of consultants is excessive; that local government’s role is the provision of infrastructure and not social aspects such as health and housing; and that rates should be seen as a form of tax to be used wisely, for example, he warned about using ratepayer money to invest in high risk infrastructure such as wineries. He urged local government to be receptive to the advice of the private sector and to acknowledge that the private sector wants to make a positive difference in their own patch.

Mackenzie Basin: Opportunities for Agency Alignment

In June 2017, the Chief Executives from Environment Canterbury, Mackenzie and Waitaki District Councils, Land Information New Zealand and Department of Conservation commissioned a consultants’ report to identify opportunities for greater agency alignment in the Mackenzie Basin.

The final consultants’ report has been accepted and next steps agreed to by all five Chief Executives. The details and recommendations of the consultants’ report are covered in another report to Council, under separate cover.

CouncilMARK

This programme is progressing according to plan and the dates for assessment by external assessors have been finalised for 13 – 14 March 2018. Staff are accumulating the required background information which is due for submission to LGNZ on 26 February 2018. Appointments are also being scheduled with identified stakeholders. Councillors will be further informed regarding the details during a future workshop.

Organisational Review

One-on-one interviews with staff and elected members have been concluded and interviews with various stakeholders have taken place. The review is on schedule, is progressing well and will dovetail with the findings of the CouncilMARK assessment scheduled for 13-14 March 2018.

CORPORATE WORK ITEMS

Staff Movements

There have been no new permanent staff starting or departing in this period. Karina Morrow has been promoted to Group Manager Regulations following an intensive recruitment process and having competed with a talented field of strong and experienced candidates. We are currently recruiting for a replacement Planning Manager and a Health and Safety Officer/Freedom Camping Warden.

Water Supplies

Since the last Council meeting on 21 December 2017, there has been one failed water sample with a reading of 1 MPN/100ml on the Allandale Water Supply. Three consecutive clear tests were carried out.

Civil Defence

There have been no Civil Defence incidents since the last Council meeting.

Health and Safety

There have been four near misses reported in vehicles, and one additional verbal report of a near miss involving pedestrians near Lake Pukaki. Staff have now been advised to report all near misses in Council owned vehicles with the aim to supply the statistics to NZTA.

Meetings and Events

Recent meetings and events of note that I have attended since the last Council meeting include:

December

· 13 December – Met with Chief Executive of Whitestone Contracting. The Mayor and I met with Tekapo Residents. Attended the Tekapo Community Board.

· 14 December – Met with CouncilMARK representative for initial discussion. Met with Meridian Energy representative.

· 15 December – Met with a Tekapo Developer. Attended LGNZ Roadshow for Elected Members hosted by Council.

· 18 December – Met with a Developer. Met with a Union Representative.

· 19 December – Went to Twizel Office for the day and met with staff.

· 20 December – Represented Council in Mediation with Community Facilities Manager.

· 21 December – Met with Fairlie resident.

January 2018

· 11 January – Conducted one-on-one interviews with elected members.

· 12 January – Travelled to Christchurch for a meeting hosted by Environment Canterbury. Met with Council’s Employment consultant.

· 16 January – The Mayor and I met the Hon Kelvin Davis, Minister of Tourism in Tekapo.

· 17 January – Met with Department of Conservation representatives. Met with a group of Tekapo developers and businessmen.

· 18 January – Travelled to Twizel for the day and conducted one-on-one interviews with elected members. Met with a representative from Ben Ohau Golf Club.

· 24 January – Met with the Pukaki Airport Committee Chair. Met with a Twizel business person.

· 25 January – Attended Committee meetings, an Extraordinary Council meeting and workshop with elected members.

· 26 January – Met with a businessman. Met with Jacqui Dean, MP for Waitaki and the Mayor for a discussion about issues facing the district.

· 28-30 January – Attended SOLGM conference for Chief Executives in Wanaka.

· 30 January – Met with Twizel business representatives, followed by a meeting with Deputy Mayor.

· 31 January – Met with Ngai Tahu representatives. Met with the Chief Executive of SOLGM. Attended the Tekapo Community Board.

February

· 1 February – Held monthly staff meeting. The Mayor, Group Manager Regulations and I met with an internet travel booking agent and a tourism service provider. Met with a Twizel businessman. Attended Fairlie Community Board in afternoon.

· 2 February – Met with a Tekapo businessman.

· 5 February – Met with a representative of the Fairlie Bowling Club.

· 7 February – Met with Tekapo developers. Attended Twizel Promotions and Development Association “Bubbles and Inspiration Evening”.

· 9 February – Met with Department of Conservation representatives.

· 12 February – Attended Chief Executives’ Forum and Civil Defence CEG Meeting in Christchurch.

Resource Consents

Building Consents

Complaints/Service Requests for December 2017 and January 2018

From 1 December to 31 December, 34 service requests were received from residents throughout the district. Of these, 27 have been completed and closed off, and the remaining seven have been initially inspected and the essential issues dealt with. Some finishing work is needed to achieve a final sign off before they are closed.

From 1 January to 31 January, 43 service requests were received with 14 requests still being dealt with.

Enforcement

A Cleansing Order under Section 41 of the Health Act 1956 has been issued for a property in Twizel and an extension of time was subsequently granted until mid-March 2018.

SUZETTE VAN ASWEGEN

Chief Executive Officer

Twizel Community Board Meeting Minutes 4 December 2017

MINUTES

Twizel Community Board Meeting

4 December 2017

MINUTES OF Mackenzie District Council
Twizel Community Board Meeting
HELD AT THE Twizel St John's Rooms, Twizel
ON Monday, 4 December 2017 AT 3:00pm

PRESENT: Ms Jacqui de Buyzer (Chair), Mr Norman Geary (Community Board Member), Mr Luke Paardekooper (Community Board Member), Mrs Pat Shuker (Community Board Member), Cr Paul Hannagan (Councillor) from 4.29pm.

IN ATTENDANCE: Suzette van Aswegen (Chief Executive Officer), Garth Nixon (Community Facilities Manager) Arlene Goss (Committee Administrator), Mayor Graham Smith, Cr Russell Armstrong from 4.29pm, Toni Morrison (Projects and Administration Manager), Geoff Horler (Water Manager), Angie Taylor (Solid Waste Manager and Twizel Town Manager), Mel Schaeur (Meridian Energy) and 2 members of the public.

1 Opening

2 Apologies

Apologies were received from Cr James Leslie, Cr Anne Munro and Cr Stuart Barwood. Apologies for lateness were received from Cr Russell Armstrong and Cr Paul Hannagan.

3 Public FOrum

Resident Fred Strachan notified the board that Twizel residents, the Bond family, were moving out of the district and suggested they should be thanked for their work. He also questioned current council spending. He noted the value of the Maadi Cup event to the district. He asked to know the value of the television coverage the district received for the event. He would like the council to do a feasibility study on applying to host the next rowing world cup. He also outlined further ideas to promote and encourage people to visit Twizel. He urged the community board to have a bigger vision and do more to promote the town.

Mayor Graham Smith said the district was proud of the Maadi Cup and has paid for new facilities used during the event, such as sewerage, toilets and road widening. He is conscious that Twizel has a world class lake for rowing and wouldn’t like to see it deteriorate. He agreed it brings a lot of money to the area but did not know how much, or the value of the television coverage.

Mayor Smith suggested a letter of thanks be sent to Graham Bond and his family for their contribution to the area. This was agreed and will come from both the Mayor and the community board.

4 Visitors

There were no visitors.

5 Declarations Of Interest

There were no declarations of interest.

6 Confirm Minutes

Committee Resolution TWCB/2017/122

Moved: Mr Norman Geary

Seconded: Mrs Pat Shuker

That the minutes of the Ordinary Meeting held on 30 October 2017 be confirmed.

Carried

7 Reports - Correspondence

Mr Luke Paardekooper expressed disappointment that a letter from Sports Twizel about the swimming pool had been received by the Chair but not included on the agenda. Chair Ms Jacqui de Buyzer said she had spoken to the writer of the letter and he had agreed with her decision to hold the letter for now.

After some discussion it was agreed that the letter would be circulated to the board by Mr Paardekooper. The Chair will also table an updated letter from Sports Twizel at the next meeting.

7.2 Correspondence - Twizel Salmon and Wine Festival

Committee Resolution TWCB/2017/123

Moved: Ms Jacqui de Buyzer

Seconded: Mr Luke Paardekooper

That the information be noted.

Carried

Discussion was held on licencing the event. A liquor licence is being applied for earlier this year to avoid a last minute rush. There is also a need to uplift the liquor ban in Market Place for this event. Community facilities manager Garth Nixon agreed to phone the TPDA office to ensure this happens.

7.1 Correspondence - Twizel Area School

Committee Resolution TWCB/2017/124

Moved: Ms Jacqui de Buyzer

Seconded: Mr Luke Paardekooper

1. That the information be noted.

2. That the Twizel Community Board donates $100 to the Twizel Area School for its prize giving.

Carried

The community board agreed to support this request for $100.

7.3 Correspondence - Email From Judy Norman

Committee Resolution TWCB/2017/125

Moved: Ms Jacqui de Buyzer

Seconded: Mrs Pat Shuker

1. That the information be noted.

2. That the Twizel Community Board instructs Angie Taylor, Twizel Township Manager, to approach the school and discuss the walkway further.

Carried

Issues related to this walkway on school property were discussed by the community board. The footpath has cracks and maintenance is needed for this and safety reasons. It is not yet known how much this will cost.

The community board agreed that the walkway is used by the community as well as the school and it would be a sign of good will to help with maintenance.

There has not been any dialogue with the school to date on this issue. Maintenance of the walkway may already be in the school’s maintenance plan, or there might be a chance to cost share.

The board asked Angie Taylor, Twizel Township Manager, to investigate further and talk to the school about the options that are available.

7.4 Minutes of Twizel Community Board Meeting - 30 October 2017

Committee Resolution TWCB/2017/126

Moved: Mr Norman Geary

Seconded: Mrs Pat Shuker

1. That the Minutes of the Twizel Community Board Meeting held on Monday 30 October 2017 be received and adopted as a true and accurate record of the meeting.

Carried

There were no matters arising from the minutes.

7.5 Mobile Shops and Traders Bylaw 2014 Licence Fees

Purpose of Report

To advise the Community Board as to the costs for a licence under the Mobile Shops and Traders Bylaw 2014.

Committee Resolution TWCB/2017/127

Moved: Mr Norman Geary

Seconded: Ms Jacqui de Buyzer

1. That the report be received.

2. That the Twizel Community Board instructs staff to apply consistency of charging across all businesses providing outside sit-down areas on council-owned land in Market Place.

Carried

Board members outlined issues with current traders and an inconsistency in charging. Some traders are on private land and cannot be charged by the council. Discussion was held on whether mobile traders were allowed to stay on their site overnight. There are problems in Tekapo with traders as well, so council is planning to review the Mobile Shops and Traders bylaw. This needs to happen in the next year.

Also discussion regarding the area outside the Hydro and hardware store in Market Place. This is an alfresco area for dining and comes under a different set of rules. Council will be looking at this as well. This is council-owned land and council can charge for its use. The community board has already set the rate for this and asked for these businesses to be invoiced with consistency. The community board agreed on the resolution above to enact this.

7.6 Matters Under Action

The following matters were discussed and decisions made:

Pathway Manmade Hill: Waiting for Whitestone to complete work on this site. Have gate ready to go in.

Astroturfing of tennis courts: Turf has arrived and is rolled out. Hope to be finished by end of week with the turf, and fences are to be replaced next year. Once the turf is finished the courts can be used.

Marketplace completion: Ms Pat Shuker suggested a competition to allow public feedback. The community board would like more discussion. Mr Nixon said architects have prepared a design and this has been costed at $400,000. He suggested the community board looks at reducing the cost of the design. Discussion followed on this and a resolution was passed.

An itemised costing has been distributed via email. Mr Nixon will re-send this to members.

Regarding disabled access, a design and price is currently being prepared for a ramp at the toilet block end.

Committee Resolution TWCB/2017/128

Moved: Mr Luke Paardekooper

Seconded: Mr Norman Geary

That the Twizel Community Board gets together with shop owners on site and discusses how to make the plan for Market Place more cost effective as a first step.

Carried

Watering of the School Sports Field: Mr Luke Paardekooper reported from the school board meeting. The school would like to get water to the sports field to keep it green all year round. Stage one would cost about $60,000 including the bore, pump shed and pump. This does not include irrigation. Next stage to irrigate the field is about $150,000. Could charge for commercial use of the water as an income stream for the school.

Discussion was held on whether the community board and council could contribute, and possible fundraising opportunities to assist. Mr Paardekooper tabled a proposed budget for the Twizel Community Board that would allow it to contribute financially to the project. The TPDA is keen to underwrite $10,000 as a commitment.

It was noted that the school would need to apply for resource consent to take water as a first step.

This led into a discussion on water supply issues in Twizel. Water manager Geoff Horler raised the problem of a dropping water supply due to the constant irrigation of fields and grass in the town.

Discussion was held on whether it’s possible to meter the main irrigators. Discussion continued on conserving water or Council will need to step in and impose restrictions. Need to make it known via communication channels that Twizel people need to conserve water.

Cr Paul Hannagan and Cr Russell Armstrong arrived at 4.29pm.

There was an extensive discussion on water issues in Twizel. Council is currently considering issues around further metering of water users.

The discussion then returned to the watering of the school sports fields.

Mr Paardekooper moved that the board indicates to the school the need for a resource consent, and is happy to support the project, and makes a request to the council for further help from the reserve fund, if the resource consent is granted.

This motion was considered unwieldy. An alternative was suggested by the Mayor.

He suggested that the community board investigates, with the school, the possibility of getting a consent to put a bore down and irrigate the sports ground.

Committee Resolution TWCB/2017/129

Moved: Mrs Pat Shuker

Seconded: Mr Luke Paardekooper

That the community board investigates, with the school, the possibility of getting a consent to put a bore down and irrigate the sports ground.

Carried

Theatre seats: It was noted that there is a six month timeframe between ordering and receiving the new theatre seats for the Events Centre.

Discussion was held on when the seats could be replaced, the approximate cost of $77,000 and how to budget for this.

Ms Pat Shuker recorded her vote against the following resolution, which was carried by the board.

Committee Resolution TWCB/2017/130

Moved: Mr Luke Paardekooper

Seconded: Cr Paul Hannagan

That the Twizel Community Board goes ahead with replacing the theatre seats by Spring next year, requests $37,500, or 50% of the cost, from the council’s reserve fund and takes up offer from TPDA to spearhead fundraising efforts to the tune of $10,000.

Carried

Swimming Pool Upgrade: Community facilities manager Garth Nixon updated the community board on pool activity.

Freedom Camping Warden: A new freedom camping warden has been appointed.

Twizel Skate Park: Mr Nixon has written to Mr Power.

Pensioner Housing: This item is complete. Remove from the list.

Town Clock: A new temperature gage is currently on its way here.

Whitestone Grant: No further update.

Future of Wood Chipper: Ms Pat Shuker has received $350 in hire fees for the wood chipper. Discussion followed on the risks of using the chipper and it was decided to restrict it to community projects only with a trained operator. It would not be for hire. Remove this from the list. Cr Paul Hannagan asked for a report from the health and safety officer regarding the risk posed by the wood chipper. Mr Nixon will speak to him.

Market Place Litter Bins: Signs arrive this week.

Dust Suppressant Trial: Cr Paul Hannagan reported this trial is going well. Remove from the list. The community board thanked the Mayor for his efforts on this matter.

Town Water Supply: This email has been supplied. Remove this from the list.

Cycle Path Ohau Road and Ostler Road: The roading crew are talking about this. Ongoing.

Mackenzie Four Square Carpark: Twizel Town Manager Angie Taylor said hot mix is on its way to level out areas of the carpark. Contractors are doing a number of other works around town.

Wifi in Market Place: Cr Paul Hannagan said the school board of trustees is keen to work on this but there is a process to work through the technical side. Progressing.

North West Arch Fence Vegetation: Ms Taylor has sent a letter to the property owners.

Two Thumb Drive No stopping lines: Ms Taylor will refer this to the roading department.

Signage for Long Vehicle Parking: The roading manager is working on the best location for signs.

Wheelchair Ramp access: Currently under investigation.

7.7 Twizel Community Board Financial Report

Purpose of Report

To inform Twizel Community Board members on the financial performance of the Twizel Community as a whole.

Committee Resolution TWCB/2017/131

Moved: Ms Jacqui de Buyzer

Seconded: Cr Paul Hannagan

That the report be received.

Carried

Questions regarding the financial report were answered by Mr Nixon

7.8 General Business/ Information Update

Water manager Geoff Horler spoke regarding the recent water outage in Twizel. This was due to battery failure and steps are being taken to monitor batteries in the future. Whitestone were praised for responding quickly to the outage.

The board expressed concern regarding communication issues during the outage. This included questions on Facebook not getting replies. The chief executive will re-consider the council’s Facebook practices. The community board felt it was important to share important issues with Facebook groups other than the council’s official group.

The community board asked for advice from staff on how to establish a parking bylaw for Twizel. The chief executive suggested they make a suggestion to Council that they investigate the need for such a bylaw.

Committee Resolution TWCB/2017/132

Moved: Cr Paul Hannagan

Seconded: Ms Jacqui de Buyzer

That the Twizel Community Board requests that Council look into the need for a parking bylaw for Twizel.

Carried

Mr Luke Paardekooper raised the issue of commercial businesses taking water from fire hydrants. Mr Horler explained the need for commercial users to take water for dust suppression, on the instructions of council, and said this is being monitored.

Mr Paardekooper wished to note in the minutes that there is a cost to the ratepayers for this water, but the council was not looking at how to raise money from it. He argued the need to take more money from outside sources to offset rates.

The board considered the issue of the public seat near the garage being in disrepair. This is on the list to be fixed. A request was made for a barrier to replace the current road cones. This matter is to go into the action plan.

Ms Pat Shuker asked about the stumps between Totara and Rata roads. Mayor Smith said this is a council issue and there are serious concerns. The matter will be discussed at the next council meeting on December 12.

7.9 Ward Members Report/Report from Members of the Board

Cr Paul Hannagan reported from the last council meeting. Visitor spend is up in the district. Domestic visitors provide over half of the income.

Awarding the Mackenzie County Scholarship Trust was a highlight of his year.

Council has a Christmas function planned for the 17^th December at the Tekapo Community Centre. Mayor Smith invited community board members to attend. Cr Armstrong has offered transport.

The meeting closed at 5.54pm.

The minutes of this meeting were confirmed at the Twizel Community Board Meeting held on .

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CHAIRPERSON

Fairlie Community Board Meeting Minutes 7 December 2017

MINUTES

Fairlie Community Board Meeting

7 December 2017

MINUTES OF Mackenzie District Council
Fairlie Community Board Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 7 December 2017 AT 4:30pm

PRESENT: Mr Les Blacklock (Community Board Member), Ms Carolyn Coakley (Community Board Member), Mrs Pauline Jackson (Community Board Member), Mr Damon Smith (Community Board Member), Cr Chris Clarke (Councillor) until 5:05pm

IN ATTENDANCE: Suzette van Aswegen (Chief Executive Officer), Kate Grant (Committee Administrator), Stuart Barwood (Councillor), Garth Nixon (Community Facilities Manager), Toni Morrison (Projects and Administration Manager), Bernie Haar (Assets Manager) Noel Jackson

1 Opening

The chairman welcomed everyone to the meeting.

2 Apologies

Apologies were received from Scott McKenzie (Roading Manager) and Cr Chris Clarke who has to leave the meeting at 5:00pm.

Moved: Mr Damon Smith

Seconded: Mrs Pauline Jackson

3 Public FOrum

Cr Barwood has been approached by homeowners near McLean’s Park regarding the bleeding of the oak trees along their property boundary which is causing damage to the paintwork on their houses. Cr Barwood suggested that if these were to be removed, the oak could be sold to re-invest back into maintaining and improving McLean’s Park.

Mr Nixon advised that the issue is related to honeydew from aphids which turns sticky and glue-like. He said that a large amount of insecticide would be needed to treat the trees to kill the aphids.

The Chair expressed that the best option would be to knock the trees down.

Mr Nixon said the trees provide shelter and visual amenity so suggested that the board consider the wider effects of removing the trees before a decision is made.

Cr Clarke added that even though the removal of trees can be a sensitive subject for members of the public, if they can compromise and re-invest the money back into the park it may be a worthwhile exercise. Cr Clarke requested a report to be provided on the subject a site visit should be arranged.

Mr Nixon is to provide a report to the next Community Board meeting.

4 Visitors

There were no visitors

5 Declarations Of Interest

There were no declarations of interest.

6 Reports

Committee Resolution FCB/2017/57

Moved: Ms Carolyn Coakley

Seconded: Mrs Pauline Jackson

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 2 November 2017 be received and adopted as a true and accurate record of the meeting.

Carried

7.2 Regent Street Sealing

Committee Resolution FCB/2017/58

Moved: Cr Chris Clarke

Seconded: Mrs Pauline Jackson

That the information be noted.

Carried

The Mayor advised that Council has decided not to go ahead with sealing Regent Street. He said that they have decided to wait until next year when Abley Transportation Consultants provide a plan and transportation study to Council, which will provide a better understanding of the future use and possible options.

The Chair stated that Abley are only going to do what we tell them to. He feels as though it will cost a lot of money to engage in their services and is disappointed about this decision.

The Mayor also stated that Council has decided to push ahead with the original plan for parking on Gray Street. Mr Haar tabled a copy of a preliminary parking plan which Abley produced for Gray Street and was circulated to Community Board members earlier that day.

Ms Jackson felt that the parking plan for Gray Street was not appropriate as it didn’t have provision for parking of long vehicles. Mr Haar responded and said long vehicle parking was never discussed in the initial conversations held by the Community Board.

The Chair suggested that the parking plan be amended to show less angle parking and more long vehicle parking with signage displayed. Mr Haar has agreed to get the plan amended ASAP.

The Mayor asked if pedestrian access from Gray Street through to the Main Street has been organised. Cr Clarke stated that conversations have been had with Mr Guiney and Mr Wieldraayer and they are waiting for the formal process to start. The Chair added that secure fencing and lighting for the proposed walkway would be needed and could potentially be funded by the community board.

Cr Clarke asked who is responsible for engaging with landowners for consultation. Ms van Aswegen said consultation should be undertaken by staff but can be done in conjunction with board members. Mr Haar agreed to organise for Abley Consultants to come down and meet with Council and Board members for further consultation.

7.3 Fairlie Community Board Matters Under Action

Committee Recommendation

Moved: Mrs Pauline Jackson

Seconded: Mr Damon Smith

That the information be noted.

Mr Haar stated that Rooney’s Earthmoving are currently undertaking work on the Ashwick Flat broadband cable which will hopefully solve some of the ongoing issues.

Mr Noel Jackson (member of the public) asked for an update on the proposed maintenance of the war memorial. Garth Nixon stated work on the broken blockwork will start this month and will spill into the new year. He added tile capping will be installed to stop water erosion. Mr Nixon updated the board that the bus stop shelter work would be completed shortly.

7.4 Fairlie Community Board Financial Report

Purpose of Report

For the Fairlie Community Board to note the financial performance of the Fairlie Community as a whole.

Committee Recommendation

Moved: Mrs Pauline Jackson

Seconded: Ms Carolyn Coakley

1. That the report be received.

Mr Nixon spoke to the financial report.

Mr Nixon stated that the asphalt on the Gall Street side of the community centre has been replaced with chip seal. The Chair and Ms Coakley expressed concern that they weren’t aware that the works were taking place. The Chair also asked what costs were involved in undertaking the work. Mr Nixon confirmed that the work that has already been completed cost approximately $12,000 out of the $20,000 that was budgeted. He also added that this work was approved and budgeted for in this year’s budget.

The Mayor asked for improved communication between staff, board members and the public. Mr Nixon acknowledged that staff should have advised the Community Board of the works and would do so in the future. The Mayor stated that the town budget is being managed well.

Mr Nixon added the tree budget has an overspend of $6,000 due to maintenance on trees around the town.

7.5 General Business/Information Update

Committee Resolution FCB/2017/59

Moved: Mr Damon Smith

Seconded: Ms Carolyn Coakley

That the information be noted.

Carried

Committee Resolution FCB/2017/60

Moved: Mrs Pauline Jackson

Seconded: Mr Les Blacklock

That Council fund the works and services rates remissions from the general fund.

Carried

Car Parking Safety Issue

Ms Coakley advised of her concerns regarding cars protruding onto the footpath outside the Foursquare Supermarket and Eat Restaurant and suggested a potential barrier.

Mr Haar stated that there is an easy solution in the form of wheel bump stops but they have to ensure the manoeuvre space isn’t compromised. Mr Haar has agreed to do some investigation and will advise at the next meeting of his findings.

Rates Remission Policy

Ms Jackson stated that Council has recently changed its policy on Rates Remissions which has impacted the district’s communities, in particular the Fairlie community. For Fairlie, there is $8,000 that is not able to be used by the Fairlie community, rather it is having to be used to fund the Works and Services rate remissions. Ms Jackson stated that Fairlie’s rates are being burdened by 2%, Tekapo and Twizel’s by 0.001% and rural rates by 0.002%. She believes there needs to be further investigation into the funding of these Rates Remissions to make it fair for all ratepayers and believes it should be funded district wide.

7.6 Ward Members Report/ Report From Members of the Board

Committee Resolution FCB/2017/61

Moved: Ms Carolyn Coakley

Seconded: Mrs Pauline Jackson

That the information be noted.

Carried

Cr Clarke stated that the supporting documents for the long term plan have been finalised and are available on Council’s website. Cr Clarke asked for these documents to be circulated to Community Board members.

Cr Clarke provided an update on the rating situation for the Mackenzie Rugby and Bowling Clubs. He added that Council had met this morning with parties involved and they are working together to find a solution. The Mayor and Cr Clarke agreed that Council needs to be fair across the board.

The Meeting closed at 5:40pm.

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CHAIRPERSON

Tekapo Community Board Meeting Minutes 13 December 2017

MINUTES

Tekapo Community Board Meeting

13 December 2017

MINUTES OF Mackenzie District Council
Tekapo Community Board Meeting
HELD AT THE Tekapo Community Hall Lounge, Lake Tekapo
ON Wednesday, 13 December 2017 AT 4:00pm

PRESENT: Ms Stella Sweney (Chair),Mr Steve Howes (Community Board Member), Mrs Lyn Martin (Community Board Member), Ms Caroll Simcox (Community Board Member), Cr Russell Armstrong (Councillor)

IN ATTENDANCE: Mayor Graham Smith, Cr James Leslie, Suzette van Aswegen (Chief Executive), Scott McKenzie (Roading Manager), Arlene Goss (Committee Administrator), Karina Morrow (Planning Manager), six members of the public.

1 Opening

Ms Sweney welcomed everyone to the meeting.

2 Apologies

Committee Resolution TKCB/2017/92

Moved: Cr Russell Armstrong

Seconded: Ms Caroll Simcox

That apologies be received from Cr Anne Munro, Cr Chris Clarke, Cr Stuart Barwood, Community Facilities Manager Garth Nixon, and Projects and Administration Manager Toni Morrison.

Carried

3 Public FOrum

The following matters were raised by members of the public who attended the meeting:

Landscaping around the community hall. There was a request for more planting and for the landscaping to be improved. The Chair said a town gardener has just been appointed by Whitestone to manage landscaping in the town.

Rubbish bins outside the toilets by the foot bridge. Currently there are no rubbish bins in this location but they are needed due to increasing traffic in this area. Compacting bins are planned for Hamilton Drive to take campervan rubbish.

The Mayor talked about future plans for parking in the bridge area and said Council would need to look at rubbish bins at that time. The Chair asked for a temporary fix for this summer.

Improvements to parking. Murray Cox asked about a survey done last year that identified problems with traffic and parking, including the need for signage to move cars into new parks that have been created. This included restrictions in Rapuwai Lane. He asked about progress on these matters. The Chair asked if the list held by Mr Cox could be passed to Roading Manager Scott McKenzie, who was present at the meeting.

4 Visitors

There were no visitors.

5 Declarations Of Interest

There were no declarations of interest.

7 Reports

7.1 Minutes of Tekapo Community Board Meeting - 1 November 2017

Committee Resolution TKCB/2017/93

Moved: Ms Caroll Simcox

Seconded: Mr Steve Howes

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 1 November 2017 be received and adopted as a true and accurate record of the meeting.

Carried

7.2 Tekapo Community Board Matters Under Action

The following matters were discussed:

Tekapo Squash Club – The Chair requested that a report on the Tekapo Squash Club be viewed by the community board. This is to be added to the list of Matters Under Action.

Upgrade of Hamilton Drive – Making good progress.

Tekapo Development Projects – Work continues on these items.

Church of the Good Shepherd Carpark – MBIE funding has been approved. This will allow for a 70%-30% split with 70% coming from central government. Member Caroll Simcox reported that a temporary fence is being built at the church to reduce damage to areas around the church. This will allow vegetation to be restored. Council is paying for the netting and posts.

60km speed limit extension – The community board is concerned about people stopping to photograph lupins at Cowans Hill. Temporary signs have been promised. The Mayor reported that NZTA staff are coming to look at the problem next Monday.

Civil Defence – Actions are being taken and this can be removed from the list.

Town Gardener – Has been appointed. Remove from list.

7.3 Tekapo Community Board Financial Report

Purpose of Report

That the Tekapo Community Board are updated regarding the financial performance of the Tekapo Community as a whole.

The Mayor and chief executive answered questions prompted by the financial report.

7.4 Update on Tekapo Transportation Strategy

Roading Manager Scott McKenzie spoke. The public consultation received 78 responses, which is 20% of the community. Staff are working through some of the ideas suggested by the public and would like to come back to the community board with detailed information and plans.

A pedestrian walkway near the supermarket and other projects will be completed before Christmas. They are also moving bus parking from outside the old four square to outside the pub. Will address the issues of bus parking outside the Church of the Good Shepherd in the new year.

7.5 Visitor Accommodation Provisions - Operative Mackenzie District Plan 2004

Planning Manager Karina Morrow gave an explanation of the different types of activity described in the District Plan and the rules around each. She answered questions regarding precedents set by accommodation providers in the past. Further public consultation is needed on district plan rules around tourist accommodation in residential 1 areas. Community board members asked questions about the number of visitors allowed to stay in accommodation in residential 1 areas.

7.6 Grant Application - Tekapo Business and Promotions Association Christmas Party

Purpose of Report

For the Community Board to consider this request for funding.

Member Lyn Martin spoke in support of this event. The board discussed whether community board funding should be spent on a party, or on something with more lasting value such as an asset. The Chair suggested approving a grant for hall hire for the event, in line with other grants given previously. This was agreed.

Committee Resolution TKCB/2017/94

Moved: Mr Steve Howes

Seconded: Cr Russell Armstrong

That the request from the Tekapo Business and Promotions Association for $1000 towards costs for a Christmas BBQ be declined, and that a grant of $150 towards hall hire for the event be approved.

Carried

7.7 Grant Application - Tekapo Business and Promotions Association - Promotional Expenditure

Purpose of Report

For the Community Board to consider this request for funding.

The Chair discussed the historical context of the agreement between Council and Genesis. This agreement resulted in money being put aside for use in Tekapo by the Tekapo Business and Promotions Association, for the benefit and promotion of the town. Issues with the transfer and granting of this money were discussed by the community board.

The accounts provided by the association in support of the request show a positive balance of $27,420 funded from the Genesis grant. The community board heard that this was not money held by the association, but held by council on behalf of the association.

Therefore the community board agreed that this money should be provided to the association as requested in the application.

Committee Resolution TKCB/2017/95

Moved: Mrs Lyn Martin

Seconded: Mr Steve Howes

That the request from the Tekapo Business and Promotions Association for $10,166 towards the printing of the village map be granted, and that the money be allocated from the Genesis fund held by Council.

Carried

7.8 Grant Application - The Accidental Party Fundraiser

Purpose of Report

For the Community Board to consider this request for funding from the Accidental Party, which is a fundraiser for the Ian Simpson Fund, the Tekapo Fire Brigade and Tekapo St Johns Ambulance.

Committee Resolution TKCB/2017/96

Moved: Ms Caroll Simcox

Seconded: Mr Steve Howes

That the application for funding from the Accidental Party for the hire of the Tekapo Hall, to the value of $150, be granted.

Carried

7.9 Grant Application - The Lions Club of Lake Tekapo

Purpose of Report

For the Community Board to consider this request for funding from the Lions Club of Lake Tekapo to waive the cost of the hall hire for their Christmas Party.

Committee Resolution TKCB/2017/97

Moved: Mr Steve Howes

Seconded: Ms Caroll Simcox

That the request from the Lions Club of Lake Tekapo for the waiver of the hall hire, to the value of $150, is granted.

Carried

7.10 Ward Members Report/ Report from Members of the Board

Cr Armstrong and the chief executive reported from the recent council meeting that the Long Term Plan supporting documents had been signed off and the public consultation document would be released next year. This is an important opportunity for the board and the public to have a say in the long-term goals and projects that will be funded by Council.

7.11 General Business

Representation review – the next representation review is scheduled for 2021 but can be held any time if there is a need. Any person, including those in rural areas or other districts, can be nominated for the Tekapo community board as long as the two nominees are on the electoral roll for Tekapo. The Chair asked if it’s possible to co-opt a rural person to the board to provide a rural voice. It was agreed to seek the advice of staff on this matter and add it to the action list.

Church of the Good Shepherd – The Mayor said he will have more discussions with the church on how to implement the MBIE plan for a new carpark.

The Meeting closed at 5.20pm.

The minutes of this meeting were confirmed at the Tekapo Community Board Meeting held on .

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CHAIRPERSON

Audit and Risk Committee Meeting Minutes 25 January 2018

MINUTES

Audit and Risk Committee Meeting

25 January 2018

MINUTES OF Mackenzie District Council
Audit and Risk Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 25 January 2018 AT 9.30am

PRESENT: Cr James Leslie (Deputy Mayor, Chair), Cr Russell Armstrong (Councillor), Cr Stuart Barwood (Councillor), Cr Chris Clarke (Councillor), Cr Paul Hannagan (Councillor), Cr Anne Munro (Councillor), Cr Graham Smith (Mayor), Bruce Mincham (Independent Member).

IN ATTENDANCE: Suzette van Aswegen (Chief Executive Officer), Paul Morris (Chief Financial Officer), Toni Morrison (Projects and Administration Manager), Karina Morrow (Planning and Regulation Manager), Scott McKenzie (Roading Manager), Geoff Horler (Utilities Manager), Jerard Cowburn (Jardine Lloyd Thompson), Arlene Goss (Committee Administrator), and one member of the media.

1 Opening

2 Apologies

Nil

3 Declarations Of Interest

There were no declarations of interest.

4 Confirm Minutes

Committee Resolution AUD/2018/20

Moved: Cr Graham Smith

Seconded: Cr Stuart Barwood

That the minutes of the Ordinary Meeting held on 23 November 2017 be confirmed.

Carried

5 Visitors

There were no visitors in addition to Mr Cowburn (see next item).

6 Reports

6.2 Presentation on Council's Insurance Cover

Staff Recommendations

That the information be noted.

Jared Cowburn from Jardine Lloyd Thompson Ltd was invited to address the committee. He spoke about changes in the insurance industry. The issue of Mackenzie District Council not having insurance for underground assets was discussed. Members asked questions on the level of insurance cover and whether this was sufficient. The chief financial officer explained that assets are reviewed every year to ensure insurance cover is up to date.

The Mayor questioned whether Council needed to review how much excess it carried. Mr Cowburn offered to look into this. This comes down to the amount of risk Council wishes to carry.

Mr Cowburn also talked about insurance for fraud, cyber attacks and other things that can happen to an organisation and its staff. The committee requested that the Chief Financial Officer prepare a report looking at the options for increasing insurance cover and bring it to the next meeting.

Mr Cowburn was thanked for attending and left the meeting at 10.34am.

6.3 Health and Safety Report

Staff Recommendations

That the information be noted.

Toni Morrison, Projects and Administration Manager, spoke to this report. The Health and Safety team met yesterday and discussed a number of issues including fire safety, traffic safety and flu vaccinations. Chairman Cr Leslie asked Ms Morrison to pass on the committee’s thanks to the volunteers on the Health and Safety Committee.

There have been no reports of incidents from contractors, but a near miss on the road was reported by a staff member. The committee discussed the option of putting cameras in cars to record incidents. The benefits of this included knowing who was at fault in an accident, however the chief executive said reviewing camera footage was time consuming for staff. The committee were generally in favour of cameras.

7 Adjournments

There were no adjournments.

8 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution AUD/2018/21

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 Audit and Risk 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 - Reporting Fatal Accident

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

Carried

Committee Resolution AUD/2018/22

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 10.49am.

The minutes of this meeting were confirmed at the Audit and Risk Committee Meeting held on 10 April 2018.

Finance Committee Meeting Minutes 25 January 2018

MINUTES

Finance Committee Meeting

25 January 2018

MINUTES OF Mackenzie District Council
Finance Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 25 January 2018 AT 11.09am Following the Audit and Risk Committee meeting

PRESENT: Cr Graham Smith (Mayor and Chairperson), 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).

IN ATTENDANCE: Suzette van Aswegen (Chief Executive Officer), Paul Morris (Chief Financial Officer), Toni Morrison (Projects and Administration Manager), Karina Morrow (Planning and Regulation Manager), Scott McKenzie (Roading Manager), Geoff Horler (Utilities Manager), Arlene Goss (Committee Administrator), Bruce Mincham (Independent Member of Audit and Risk Committee), Angie Taylor (Solid Waste Manager), Miles O’Connor (Bancorp), one member of the media.

1 Opening

2 Apologies

Nil

3 Declarations Of Interest

There were no declarations of interest.

4 Confirm Minutes

Committee Resolution FIN/2018/62

Moved: Cr Stuart Barwood

Seconded: Cr Chris Clarke

That the minutes of the Ordinary Meeting held on 23 November 2017 be confirmed.

Carried

5 Visitors

There were no visitors in addition to Miles O’Connor from Bancorp, who presented on joining the Local Government Funding Agency in the public excluded part of the meeting.

6 Reports

6.1 Financial Report September 2017

This was the Financial report for Council for the period ending November 2017.

Chief financial officer Paul Morris took the members through the financial report. The following matters were included in his comments:

· Water administration costs were explained.

· Insurance costs are included in administration. Cr Munro asked for the total insurance costs for the organisation and Mr Morris agreed to supply this information.

· NZTA funding differences were explained by the roading manager. The budget will balance out.

· Plan Change 13 – hopeful that a hearing in April will be simple and after that Plan Change 13 will be wrapped up. Discussion on how this will be paid for. Currently programmed to pay back over 25 years.

· A lot of building activity is happening. Council has needed to out-source the processing of consents.

· It was noted that a pensioner unit was vacant for three months and this was considered to be too long, given there is a waiting list.

· Extra costs for litter bins reflects an increase in people passing through the towns.

· Cr Armstrong noted that the fence around the Twizel Tennis Courts is very nice.

· The cycleway costs are a timing issue related to work being carried out on the track, and fundraising planned to help pay for it.

· The Twizel Visitor Centre income is down because some accommodation providers are refusing to pay a commission on bookings taken by the centre. This needs to be followed up.

· Pukaki Airport lease income is down. It was noted that the reasons for this would need to be checked with the chairman of the Airport Board.

Committee Resolution FIN/2018/63

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

1. That the report be received and information noted.

Carried

6.3 Minutes of Tekapo Property Group Subcommittee Meeting - 5 December 2017

Committee Resolution FIN/2018/64

Moved: Mayor Graham Smith

Seconded: Cr Paul Hannagan

1. That the Minutes of the Tekapo Property Group Subcommittee Meeting held on Tuesday 5 December 2017 be received.

CARRIED

Carried

8 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution FIN/2018/65

Moved: Cr Russell Armstrong

Seconded: Cr Anne Munro

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

Carried

Committee Resolution FIN/2018/66

Moved: Mayor Graham Smith

Seconded: Cr Anne Munro

That the committee moves out of Closed Committee into Open Committee.

Carried

The Meeting closed at 12.14pm and was followed by lunch.

The minutes of this meeting were confirmed at the Finance Committee Meeting held on 27 February 2018.

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

CHAIRPERSON

Assets and Services Committee Meeting Minutes 25 January 2018

MINUTES

Assets and Services Committee Meeting

25 January 2018

MINUTES OF Mackenzie District Council
Assets and Services Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 25 January 2018 AT 12.15PM Following the Finance Committee Meeting

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

IN ATTENDANCE: Suzette van Aswegen (Chief Executive Officer), Paul Morris (Chief Financial Officer), Scott McKenzie (Roading Manager), Geoff Horler (Utilities Manager), Angie Taylor (Solid Waste Manager), Arlene Goss (Committee Administrator), one member of the media.

1 Opening

2 Apologies

An apology was received from the Asset Manager, Bernie Haar.

3 Declarations Of Interest

There were no declarations of interest.

4 Visitors

There were no visitors at the meeting.

5 Reports

6.1 Minutes of Assets and Services Committee Meeting - 23 November 2017

Committee Resolution ASC/2018/52

Moved: Cr Graham Smith

Seconded: Cr Paul Hannagan

1. That the Minutes of the Assets and Services Committee Meeting held on Thursday 23 November 2017 be received and adopted a true and accurate record of the meeting.

Carried

6.2 Asset Manager's Monthly Report

Committee Resolution ASC/2018/53

Moved: Cr Anne Munro

Seconded: Cr Chris Clarke

1. That the report be received.

2. That the information be noted.

Carried

The following matters were among those issues discussed during the presentation of the Asset Manager’s Monthly Report:

· Electricity costs for the Twizel water supply are too high. Geoff Horler explained the difference between gravity fed water and pumped water, and the electricity required to run pumps.

· Water use in Twizel is also high. Geoff Horler is waiting for a consumer to fix a substantial water leak. The comparison in water use between Twizel and other areas in Otago was noted.

· Scott McKenzie noted an error on page 10 – there are 34 sections at Merino Downs, not 32.

· Lupins were discussed. They are a road safety danger but also bring joy to people. The plan is to manage the road safety issues while allowing the lupins to continue. Needs to be sorted over winter.

· Sealing of Merino Downs section of Glen Lyon Road will take place by the end of February.

· Tussock Bend issues were outlined by Scott McKenzie, and discussions are needed on cost sharing with the developer. There are plans to improve this intersection and deal with some of council’s stormwater issues at the same time. Ongoing.

· Bus parking problems in Tekapo. No easy solutions, more boats, caravans and tour buses coming into the area. People are parking in the bus parks and buses are then blocking them in. Is a parking warden needed? There are other ways to deal with the issue. Creating a designated area for buses would help.

· Service station traffic queues down to the bridge in Tekapo. Scott McKenzie has talked to the leasee of the service station to see if we can help. There isn’t a lot we can do. Have talked to NZTA about lengthening the right turn bay. They will look into it.

· Reason for the decline in unsealed road grading was the need to correct flood damage.

· Township litter bins – new signs in Twizel have worked and will be introduced in Tekapo.

· Bin mishap in Fairlie – Cr Clarke asked why the driver didn’t notice after the first few bins were crushed. The solid waste manager said it was a mixture of the weather conditions, truck design and the driver wanting to get the work done. No cost to the ratepayers to replace the bins.

· People have been turned away from the Fairlie recycling park after being told they can recycle rubbish for free. Customers were bringing in contaminated recycling and this was the reason why they were turned away. More education required.

· Weighbridge in Twizel going well. Working through issues.

6 Adjournments

There were no adjournments.

7 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution ASC/2018/54

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

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 Assets and Services Committee Meeting - 23 November 2017

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

Carried

Committee Resolution ASC/2018/55

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 12.53pm.

The minutes of this meeting were confirmed at the Assets and Services Committee Meeting held on 27 February 2018.

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

CHAIRPERSON

Planning and Regulations Committee Meeting Minutes 25 January 2018

MINUTES

Planning and Regulations Committee Meeting

25 January 2018

MINUTES OF Mackenzie District Council
Planning and Regulations Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 25 January 2018 Following the Asset and Services Committee Meeting

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

IN ATTENDANCE: Suzette van Aswegen (Chief Executive Officer), Karina Morrow (Planning and Regulation Manager), Toni Morrison (Administration and Projects Manager), Katherine Hill (Policy Planner), Phil MacKay (Emergency Management Officer), Arlene Goss (Committee Administrator), and one member of the media.

1 Opening

2 Apologies

There were no apologies.

3 Declarations Of Interest

There were no declarations of interest.

4 Confirm Minutes

5 Visitors

6 Reports

6.1 Minutes of Planning and Regulations Committee Meeting - 23 November 2017

Committee Resolution PRC/2018/40

Moved: Cr Chris Clarke

Seconded: Cr Stuart Barwood

1. That the Minutes of the Planning and Regulations Committee Meeting held on Thursday 23 November 2017 be received and adopted as a true and accurate record of the meeting.

Carried

The chairperson congratulated Karina Morrow on her appointment to the role of Planning and Regulation Manager.

6.2 Civil Defence and Emergency Management Officers Report

Phil MacKay, Emergency Management Officer, was at the meeting to answer questions. He explained the relationship between Council and the Department of Conservation in Civil Defence functions at Mount Cook. Both parties have a role. There were no further questions and he was thanked for his report.

6.3 Delegation to Reach Settlement at Mediation - Payne Subdivision

The purpose of this report was to seek a resolution from the Planning and Regulations Committee for the Planning and Regulation Manager to be given delegation to reach settlement at Environment Court mediation for appeals to subdivision consent RM160209 – Payne.

Karina Morrow said mediation was taking place tomorrow in Christchurch. Councillors said their decision on whether to grant delegation would depend on the most likely outcome of the mediation process. They asked Ms Morrow for her views on this.

At this point the Chairperson decided to move the meeting into public excluded under s7(2)(g) of the Local Government Official Information and Meetings Act, because the withholding of the information was necessary to maintain legal professional privilege.

Following the discussion in public excluded the meeting returned to public session and the second resolution, to give delegation to the Group Manager Regulations, was carried.

Committee Resolution PRC/2018/41

Moved: Cr Paul Hannagan

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Committee Resolution PRC/2018/42

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

2. That the Committee resolves to give delegation to the Group Manager Regulations to reach settlement at Environment Court mediation for appeals to subdivision consent RM160209 – Payne.

Carried

7 Adjournments

There were no adjournments during the meeting.

8 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution PRC/2018/43

Moved: Cr Chris Clarke

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 - Application for Direct Referral - Blue Lakes Investment Limited	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	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 - Plan Change 13 Declaration - Decision	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	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 - Extension of Te Wahipounamu World Heritage Site	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	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 - Verbal Report on Planning and Development in Tekapo	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

Carried

Committee Resolution PRC/2018/44

Moved: Cr Chris Clarke

Seconded: Cr Stuart Barwood

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 2.12pm.

The minutes of this meeting were confirmed at the Planning and Regulations Committee Meeting held on 27 February 2018.

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

CHAIRPERSON

Ordinary Council Meeting Minutes 12 December 2017

MINUTES

Ordinary Council Meeting

12 December 2017

MINUTES OF Mackenzie District Council
Ordinary Council Meeting
HELD AT THE Twizel Commuity Hall Lounge, Twizel
ON Tuesday, 12 December 2017 AT 9:30am

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

IN ATTENDANCE: Suzette van Aswegen (Chief Executive Officer), Paul Morris (Chief Financial Officer), Garth Nixon (Community Facilities Manager), Bernie Haar (Asset Manager),Toni Morrison (Projects and Administration Manager), Katherine Hill ( Senior Corporate Planner), Suzanne Blyth (Resource Management Planner), Karina Morrow (Planning Manager), Arlene Goss (Committee Administrator), Megan Sutherland (Timaru Herald Reporter).

1 Opening

2 Apologies

There were no apologies.

3 Visitors

Isabella Guerin and her parents attended at 10.30am to receive a Mackenzie County Scholarship from the Mayor.

4 Declarations Of Interest

There were no declarations of interest.

5 Bereavements

The Mayor noted the following bereavements and a minutes silence was observed:

· Jack Ward, husband of Dorothy, late of Fairlie.

· Theresa Brown, wife of Mike, formerly of Shenley Station, Albury.

· Tom Coughlan, brother-in-law of Deborah and Kevin O’Neill, late of Timaru.

· Brenda McGregor, daughter of Alistair and Mary Coutts, late of Fairlie.

· Colin Fitzgerald, late of Twizel.

· Kevin Sheehan, husband of Katie, late of Stanton Station, Fairlie.

· Kathleen Dobson, late of Fairlie.

· Joseph Winter, father of Evan and Cath Winter, late of Albury.

6 Mayor's Report

6.1 Mayoral Activities Report

Resolution 2017/114

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

That the report be received.

Carried

6.2 Report on Rural Provincial Meeting 16-17 November 2017

Resolution 2017/115

Moved: Cr Paul Hannagan

Seconded: Cr Chris Clarke

That the information be noted.

Carried

7 Public Excluded Reports

8 Reports

8.1 Chief Executive Officer Activities Report

Resolution 2017/116

Moved: Cr Chris Clarke

Seconded: Cr Stuart Barwood

That the report be received.

Carried

8.2 Adoption of the Annual Report

Purpose of Report

To adopt the audited Annual Report and Annual Report Summary for the year ended 30 June 2017.

Finance Manager Paul Morris spoke to this report. Council has received an unmodified audit opinion, or a clean audit. He took the councillors through some minor changes made by the auditors. These were regarding vested asses and were changed to reflect national practice.

A separate summary of the annual report has also been presented to audit. Once approved it will be made publically available.

Resolution 2017/117

Moved: Cr Russell Armstrong

Seconded: Deputy Mayor James Leslie

That the report be received.

Carried

Resolution 2017/118

Moved: Cr Paul Hannagan

Seconded: Cr Russell Armstrong

That Council approves the signing of the audited Annual Report for the year ended 30 June 2017.

Carried

Resolution 2017/119

Moved: Mayor Graham Smith

Seconded: Cr Stuart Barwood

That Council adopts the Annual Report for the year ended 30 June 2017.

Carried

Resolution 2017/120

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

That Council approves the signing of the audited Annual Report Summary for the year ended 30 June 2017.

Carried

Resolution 2017/121

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

That Council adopts the Annual Report Summary for the year ended 30 June 2017.

Carried

8.3 Delegation to issue infringments under section 363 of the Building Act 2004

Purpose of Report

The purpose of this report is to update the delegations register to include section 363 of the Building Act 2004.

Resolution 2017/122

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Resolution 2017/123

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

2. That Council approve an update the delegations register to include the following:

Power to be Delegated

Statutory Reference

To whom delegated

Sub delegation allowed

Power to issue infringement notices

Building Act 2004

Section 363

CEO, Building Control Manager, Group Manager Regulations

Carried

8.4 RM170128 - PLACEMENT OF A GARAGE WITHIN BOUNDARY SETBACKS - 19 FRASER CRESENT, TWIZEL

Purpose of Report

For the Council to consider a request for affected person approval (under Section 95E of the Resource Management Act 1991) concerning a resource consent application from K. A. Marshall for a proposed garage at 19 Fraser Crescent, Twizel.

Suzanne Blyth, Resource Management Planner, spoke regarding this application for a garage within the 2m set back next to a council park and answered questions from councillors.

Resolution 2017/124

Moved: Cr Anne Munro

Seconded: Cr Chris Clarke

1. That the report be received.

Carried

Resolution 2017/125

Moved: Cr Paul Hannagan

Seconded: Cr Chris Clarke

2. That affected person approval (under Section 95E of the Resource Management Act 1991) be provided with regard to resource consent application RM170128 to erect a garage with reduced boundary setbacks at 19 Fraser Crescent, Twizel.

Carried

8.5 Occupational Fraud and Abuse Policy

Purpose of Report

For Council to adopt the proposed Occupational Fraud and Abuse Policy.

Senior Corporate Planner Katherine Hill spoke to this report. This policy has previously been put to the Audit and Risk committee. It recommended changes be made then the policy be put before Council.

The Mayor complimented Ms Hill on the quality of her report.

Resolution 2017/126

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Resolution 2017/127

Moved: Cr Russell Armstrong

Seconded: Cr Chris Clarke

2. That the Council adopt the proposed Occupational Fraud and Abuse Policy.

Carried

8.6 Audit Engagement Letter

Purpose of Report

The purpose of the report is to seek that Council authorise the Mayor to sign the Audit Engagement Letter for the audit of the Consultation Document and Long Term Plan 2018-28.

Resolution 2017/128

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

1. That the report be received.

Carried

Resolution 2017/129

Moved: Cr Russell Armstrong

Seconded: Cr Chris Clarke

2. That the Council authorise the Mayor to sign the Audit Engagement Letter for the audit of the Consultation Document and Long Term Plan 2018-28 dated 27 November 2017.

Carried

8.7 Delegation to the Mayor and Chair of Planning Committee for Plan Change 13 proceedings

Purpose of Report

To seek Council’s approval for a delegation to the Mayor and Chair of the Planning and Regulations Committee to allow them to consider and make decisions on any amendments to Farm Base Areas on behalf of the Council. This delegation is sought in order to enable Council to comply with the very short timeframes for lodging the required documents with the Environment Court.

Projects and Administration Manager Toni Morrison said consultation on Farm Base Areas is currently being undertaken. The court has set a tight timeframe to respond. This delegation will allow these timeframes to be met.

Councillors requested to be informed of any decision that is made by the Mayor and Chair under this delegation.

Resolution 2017/130

Moved: Cr Paul Hannagan

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Resolution 2017/131

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

2. That the Council delegate to the Mayor and the Chair of the Planning and Regulations Committee the authority to consider and make decisions on any amendments to Farm Base Areas following consultation, in accordance with amended Order D of the Environment Court Minute dated 3 November 2017.

Carried

8.8 Amendments to Council Meetings Schedule for 2018

Purpose of Report

To seek the Council’s approval of a revised schedule of Council committee meetings for 2018.

Cr Leslie was concerned that the first round of committee meetings was scheduled for the 16^th January. He will be away on that day. Projects and Administration Manager Toni Morrison suggested moving the committee meetings to the last week in January, as Council would also need to hold an extraordinary meeting that week to adopt the Long Term Plan Consultation Document. Ms Morrison was asked to look for a suitable date and get back to councillors.

Resolution 2017/132

Moved: Cr Stuart Barwood

Seconded: Cr Paul Hannagan

1. That the report be received.

Carried

Resolution 2017/133

Moved: Mayor Graham Smith

Seconded: Cr Chris Clarke

2. That the Council adopt the attached Revised Meeting Schedule for 2018.

Carried

8.9 Long Term Plan 2018-28 Consultation Document and Key Issues

Purpose of Report

To decide on the Council’s key issues and preferred options for inclusion the draft Long Term Plan 2018-28 Consultation Document.

Projects and Administration Manager Toni Morrison spoke to this report. She outlined the process of producing the consultation document.

Councillors discussed the key issues – the funding of roading infrastructure and tourism infrastructure projects. They agreed that these matters had already been widely debated and discussed at previous meetings and workshops, and there was no reason to change the focus of the key issues.

Resolution 2017/134

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Resolution 2017/135

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

2. That Council considers the funding of roading infrastructure to be a key issue to be included in the Consultation Document for the Long Term Plan 2018-28.

3. That Council resolves to consult with the public on the funding of roading infrastructure.

4. That Council confirms that option 1 of the three options outlined below is its preferred option to address the issue of funding roading infrastructure:

§ Option 1: Allocate a maximum of $300,000 per year to Low Cost Low Risk roading improvement programmes and borrow to fund Council’s 49% share.

§ Option 2: Budget for all identified Low Cost Low Risk roading improvement programmes that attract NZTA co-funding, and borrow to fund Council’s 49% share.

§ Option 3: Borrow for all identified Low Cost Low Risk roading improvement programmes whether the projects are co-funded or not.

5. That Council considers the co-funding of infrastructure projects which support tourism to be a key issue to be included in the Consultation Document for the Long Term Plan 2018-28.

6. That Council resolves to consult with the public on the co-funding of infrastructure projects which support tourism.

7. That Council confirms that option 1 of the two options outlined below is its preferred option for the co-funding of infrastructure projects which support tourism:

§ Option 1: Do not allocate any budget to co-fund Council’s share of tourism infrastructure projects that may attract government subsidy.

§ Option 2: Include a budget for co-funding tourism infrastructure projects that attract government subsidy, and borrow to fund our share of those projects.

8. That Council note the draft Consultation Document structure outlined in the attachment to this report (Proposed Structure of the Consultation Document).

Carried

8.10 Long Term Plan Financial Information

Purpose of Report

The purpose of this report is for the Council to adopt the financial information for the 2018-2028 Long Term Plan, to be sent to audit. The financial information forms part of the supporting information to the Council’s Consultation Document.

Resolution 2017/136

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2017/137

Moved: Deputy Mayor James Leslie

Seconded: Cr Russell Armstrong

2. That the Council adopt the following financial information as supporting information for the Long Term Plan 2018-28, for audit:

a) Forecast Statement of Comprehensive Income;

b) Forecast Statement of Financial Position;

c) Forecast Statement of Cashflows;

d) Forecast Summary of Capital Expenditure;

e) Forecast Summary of Depreciation;

f) Statement of Reserves Movement;

g) Funding Impact Statement (Whole of Council);

h) Notes to the Financial Statements;

i) Financial Prudence Benchmark and Indicators;

j) Projected Number of Rating Units;

k) Rating Impact on Sample Properties.

Carried

8.11 Long Term Plan Supporting Documents

Purpose of Report

To seek that Council adopt a number of supporting documents to the 2018-2028 Long Term Plan, to be sent to audit.

Projects and Administration Manager Toni Morrison introduced these documents and outlined the background to them. Councillors discussed the process and expressed disappointment that they had not been given more time to read and digest this information.

Cr Clarke asked to record that Council would like to improve the process of producing these supporting documents, so it runs more smoothly next time. The chief executive said there will be a debrief held in the new year where this matter will be considered and changes made.

Resolution 2017/138

Moved: Cr Paul Hannagan

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Resolution 2017/139

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

2. That the Council adopt the attached Financial Strategy as supporting information for the Consultation Document and Long Term Plan, subject to audit changes.

3. That the Council adopt the attached Infrastructure Strategy as supporting information for the Consultation Document and Long Term Plan, subject to audit changes.

4. That the Council adopt the attached Regulatory Services Activity Management Plan as supporting information for the Consultation Document and Long Term Plan, subject to audit changes.

5. That the Council adopt the attached Community and Township Services Activity Management Plan as supporting information for the Consultation Document and Long Term Plan, subject to audit changes.

6. That the Council adopt the attached Governance and Corporate Services Activity Management Plan as supporting information for the Consultation Document and Long Term Plan, subject to audit changes.

7. That the Council adopt the attached Tourism, Economic Development and Commercial Activities Activity Management Plan as supporting information for the Consultation Document and Long Term Plan, subject to audit changes.

8. That the Council adopt the attached Water Supplies Activity Management Plan as supporting information for the Consultation Document and Long Term Plan, subject to audit changes.

9. That the Council adopt the attached Wastewater Activity Management Plan as supporting information for the Consultation Document and Long Term Plan, subject to audit changes.

10. That the Council adopt the attached Stormwater Activity Management Plan as supporting information for the Consultation Document and Long Term Plan, subject to audit changes.

11. That the Council adopt the attached Transportation Activity Management Plan as supporting information for the Consultation Document and Long Term Plan, subject to audit changes.

Carried

9 Community Board Recommendations

9.1 Minutes of Tekapo Community Board Meeting - 1 November 2017

Resolution 2017/140

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 1 November 2017 be received and the recommendations therein be adopted.

Carried

9.2 Minutes of Fairlie Community Board Meeting - 2 November 2017

Resolution 2017/141

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 2 November 2017 be received and the recommendations therein be adopted.

Carried

9.3 Minutes of Twizel Community Board Meeting - 30 October 2017

Resolution 2017/142

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

1. That the Minutes of the Twizel Community Board Meeting held on Monday 30 October 2017 be received and the recommendations therein be adopted.

Carried

10 Receive Committee Minutes

10.1 Minutes of Finance Committee Meeting - 9 November 2017

Resolution 2017/143

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

1. That the Minutes of the Finance Committee Meeting held on Thursday 9 November 2017 be received.

Carried

10.2 Minutes of Finance Committee Meeting - 23 November 2017

Resolution 2017/144

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

1. That the Minutes of the Finance Committee Meeting held on Thursday 23 November 2017 be received.

Carried

10.3 Minutes of Assets and Services Committee Meeting - 23 November 2017

Resolution 2017/145

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

1. That the Minutes of the Assets and Services Committee Meeting held on Thursday 23 November 2017 be received.

Carried

10.4 Minutes of Planning and Regulations Committee Meeting - 23 November 2017

Resolution 2017/146

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

1. That the Minutes of the Planning and Regulations Committee Meeting held on Thursday 23 November 2017 be received.

Carried

10.5 Minutes of Audit and Risk Subcommittee Meeting - 23 November 2017

Resolution 2017/147

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

1. That the Minutes of the Audit and Risk Subcommittee Meeting held on Thursday 23 November 2017 be received.

Carried

10.6 Minutes of Strategy Committee Meeting - 23 November 2017

Resolution 2017/148

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

1. That the Minutes of the Strategy Committee Meeting held on Thursday 23 November 2017 be received.

Carried

10.7 Minutes of Mackenzie Forestry Board Meeting - 23 November 2017

Resolution 2017/149

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

1. That the Minutes of the Mackenzie Forestry Board Meeting held on Thursday 23 November 2017 be received.

Carried

11 Confirm Council Minutes

11.1 Minutes of Council Meeting - 31 October 2017

Resolution 2017/150

Moved: Mayor Graham Smith

Seconded: Cr Chris Clarke

1. That the Minutes of the Council Meeting held on Tuesday 31 October 2017 be received and the recommendations therein be adopted.

Carried

12 Adjournments

The meeting adjourned at 10.30am for the presentation of a Mackenzie County Scholarship to Isabella Guerin, followed by morning tea. It reconvened at 11.16am.

13 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2017/151

Moved: Deputy Mayor James Leslie

Seconded: Cr Anne Munro

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
13.1 - Minutes of Public Excluded Council Meeting - 31 October 2017	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons 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
13.2 - 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
13.3 - Minutes of Public Excluded Audit and Risk Subcommittee Meeting - 23 November 2017	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	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
13.4 - Minutes of Public Excluded Mackenzie Forestry Board 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
13.5 - Adoption of Annual Report - Audit Feedback	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	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
13.6 - Zone Committees Refresh Report	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	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
13.7 - Land Clearance Twizel	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
13.8 - Land Sales	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
13.9 - Assessment of Lease Criteria Against Proposals Received In Relation To Simpson Lane	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 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
13.10 - District Plan Review - Stage One: Indigenous Biodiversity and Water Body Activities	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	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

Resolution 2017/152

Moved: Mayor Graham Smith

Seconded: Cr Russell Armstrong

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 12.36pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 13 February 2018.

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

CHAIRPERSON

Ordinary Council Meeting Agenda 13 February 2018

13 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
13.1 - Mackenzie County Scholarship Trust	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
13.2 - Council Surplus Land on Argyle Street, Fairlie	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
13.3 - Payne Subdivision Appeal - Outcome of Mediation	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	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
13.4 - Mackenzie Basin - Opportunities for Agency Alignment.	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	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
13.5 - Low Pressure Streetlight Replacement To LED	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
13.6 - Letter from Christine Scrase Regarding Tourism and Promotion Charge on Secondary Accommodation And Related Matters	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	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
13.7 - Tree Clearance North West Arch, Twizel	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
13.8 - Minutes of Public Excluded Audit and Risk Committee Meeting - 25 January 2018	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
13.9 - Minutes of Public Excluded Finance Committee Meeting - 25 January 2018	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
13.10 - Minutes of Public Excluded Assets and Services Committee Meeting - 25 January 2018	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
13.11 - Minutes of Public Excluded Planning and Regulations Committee Meeting - 25 January 2018	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
13.12 - Minutes of Public Excluded Council Meeting - 12 December 2017	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons 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
13.13 - Minutes of Public Excluded Council Meeting - 25 January 2018	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons 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

Audit CD	Audit NZ.	12 February – 2 March 2018
Council Extraordinary meeting	Adopt changes to the supporting documents. Adopt the audited Consultation Document for consultation. Adopt proposed RMA fees and charges for consultation.	Tuesday 6 March 2018
Public notification & SCP	Engagement process (to be workshopped following today’s meeting).	Friday 9 March – Weds 11 April 2018
Hearings		Thursday 26 April (Fairlie) Friday 27 April (Twizel)
Council workshop/s	Establish direction, confirm budgets and rates impacts.	Tuesday 1 May 2018 (+ others if needed)
Decisions	TBC.	30 April – 11 May 2018