Minutes of Ordinary Council Meeting

Ordinary Council Meeting Minutes 11 August 2020

MINUTES OF Mackenzie District Council
Ordinary Council Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 11 August 2020 AT 10.00am

PRESENT: Mayor Graham Smith, Deputy Mayor James Leslie, Cr Anne Munro, Cr Stuart Barwood, Cr Murray Cox, Cr Emily Bradbury, Cr Matt Murphy

IN ATTENDANCE: Suzette van Aswegen (Chief Executive), Paul Numan (GM Corporate Services), Tim Harty (GM Operations), Tim Mulcock (Transition Manager), Alexis Gray (Manager People and Culture), Chris Clarke (Communications Advisor), Connie Giquel (Executive Advisor), Arlene Goss (Governance Advisor), Adrian Hodgett (Finance Manager), Jo Hurst (Finance Accountant), Reporter Alice Geary from the Timaru Herald

1 Opening

The Mayor opened the meeting and thanked Alice Geary for her work as a reporter. She is moving to Dunedin.

2 Apologies

There were no apologies.

3 Visitors

There were no visitors.

4 Declarations Of Interest

There were no declarations of interest.

5 Bereavements

The following bereavements were read out by the Mayor and a moment of silence observed:

Shadbolt, Trevor – Employee of Mackenzie District Council in the role of Pukaki Airport manager. Died on 25 July, 2020, as the result of an accident.

Hughes, Sheila - passed away on 1 June 2020. Long-time employee of Mackenzie District council in the Twizel office.

Menzies, Constance Anne – died on 10 June, 2020. Mother of Grant and Debbie Menzies (Fairlie).

Habraken, Isobel Faye – died on 2 July, 2020. Wife of Tony.

O’Brien, Noeline – died on 8 July, 2020. Daughter of William McConnell and Sidney McConnell of Fairlie and Allandale Station.

Innes, Jessica – died on 17 July, 2020. Of Black Forest Station, Fairlie.

Jones, Marjorie – died on 17 July, 2020, at Moreh Home, Fairlie.

Dow, Craig Brian – died on 18 July, 2020. Son in law of Peter and Bridget McMurtrie (Fairlie), brother of Jamie and Melissa (Fairlie).

Johnston, Allan Gordon – died on 20 July, 2020, at Moreh Home, Fairlie.

6 Mayor's Report

6.1 Mayoral Activities Report

Discussion of the Mayoral report included the following matters:

· The need for freedom camping wardens with the summer season coming. Twizel holiday homes are all booked for Christmas.

· David Cull, the president of LGNZ, was stepping down and there were two potential new presidents. Will need to make a decision who to support. Mayor will attend conference by Zoom.

· The auditor general has spoken about a huge gap in infrastructure spending by councils.

· The Mayor has had a busy month of meetings.

Resolution 2020/25

Moved: Cr Murray Cox

Seconded: Cr Stuart Barwood

That the report be received.

Carried

7 Reports

7.1 Chief Executive Officer's Activities Report

The chief executive asked for two amendments to her report in the agenda. On page 18, Warren Gilbertson not Robertson, and in the LGOIMA table the last one was received on 31 July, not August.

Discussion of the chief executive’s report included the following matters:

A business liaison officer has been appointed by the council.

There was talk in the media about closing the canals to fishing. They attract many people to the area. It would be a concern if there was wholesale closure of those canals during the year. The chief executive offered to follow this up with Phil Mackay.

Council has received a package from SOLGM with information about 3 Waters reform. This will come to Council at the extraordinary meeting on the 25^th. The Mayor requested a workshop. Discussion took place on the best date for this.

The number of resource consents was up again, above what they were at this time last year.

Tim Harty said staff were meeting deadlines on code of compliance and building consents to meet IANZ requirements.

Cr Leslie wanted to congratulate the Mayor and chief executive on improving the relationship with runanga. All councillors agree that it was important. The Mayor has asked for hui with all three runanga chairs to discuss several issues including the recovery programme, 3 waters, and council branding.

Resolution 2020/26

Moved: Deputy Mayor James Leslie

Seconded: Cr Anne Munro

That the report be received.

Carried

7.2 Council Financial Report

Adrian Hodgett outlined the hightlights of the report.

Capex is down on budget due to delays to projects due to Covid19. Will be some carry forwards there. Fairlie water treatment project will go ahead this financial year.

Corporate services overspend was due to new IT, new vehicles, and the organisation restructure.

Costs of the Fairlie building upgrade are included on page 26. Also includes budget for Twizel office. Chief executive to look into this as it appears higher than budgeted.

Make the financial reports more legible, governance advisor to improve.

Next set of accounts will be a draft annual report, then subject to audit while we finalise the annual report. Deadline to adopt the annual report has been changed to 31 December, 2020, by legislation.

Resolution 2020/27

Moved: Cr Matt Murphy

Seconded: Cr Murray Cox

That the financial report for Mackenzie District Council to June, 2020, be received.

Carried

7.3 Local Governance Statement

The purpose of this report was for Council to adopt a Local Governance Statement for the Mackenzie District Council. The following changes were requested to the Local Governance Statement before it was published:

· The table showing the population size does not add up. This needs checking.

· Add a note to say the Elected Member’s Code of Conduct is currently under review.

Resolution 2020/28

Moved: Cr Anne Munro

Seconded: Deputy Mayor James Leslie

1. That the report be received.

Carried

Resolution 2020/29

Moved: Cr Emily Bradbury

Seconded: Deputy Mayor James Leslie

2. That Council adopts the 2020 Local Governance Statement for public release.

Carried

7.4 Electoral System Commencing from the Next Triennial Election

The purpose of this report was to enable Council to decide which voting system it wished to implement for the next two triennial elections.

Resolution 2020/30

Moved: Cr Stuart Barwood

Seconded: Cr Murray Cox

1. That the report be received.

Carried

Resolution 2020/31

Moved: Deputy Mayor James Leslie

Seconded: Cr Anne Munro

2. That Council adopt the First Past the Post (FPP) Voting System for the next two triennial elections.

Carried

7.5 Policy Retirement - Nuclear Weapon Free Zone Policy

The purpose of this paper was to consider options regarding the Nuclear Weapon Free Zone Policy, adopted in 1992, and whether this policy was still required. Councillors agreed that New Zealand was committed to a National Policy Statement on nuclear weapons so this policy was unnessary beauracracy.

Resolution 2020/32

Moved: Cr Anne Munro

Seconded: Cr Matt Murphy

1. That the report be received.

Carried

Resolution 2020/33

Moved: Deputy Mayor James Leslie

Seconded: Cr Stuart Barwood

2. That Council resolves to retire the Nuclear Weapon Free Zone Policy and not replace it.

Carried

7.6 New Policy for Adoption

This policy was presented to Council for adoption. Alexis Gray spoke to this. This policy was a statutory requirement of Council.

Resolution 2020/34

Moved: Cr Anne Munro

Seconded: Cr Emily Bradbury

1. That the report be received.

2. That the Remuneration Policy be adopted by Council.

Carried

8 Community Board Recommendations

8.1 Minutes of Twizel Community Board Meeting - 8 June 2020

Resolution 2020/35

Moved: Cr Murray Cox

Seconded: Mayor Graham Smith

That the Minutes of the Twizel Community Board Meeting held on Monday 8 June 2020 be received.

That Council notes the following resolutions passed by the Twizel Community Board:

1. That the Twizel Community Board resolves to carry forward from the 2020 financial year any unspent funds in the Community Board Grant and Township Projects budgets to the 2021 financial year. This is due to the unprecedented effect of Covid-19, preventing meetings, resulting in the inability for the Twizel Community Board to progress expenditure prior to 30 June 2020.

2. That the Twizel Community Board recommend to Council that affected persons approval be provided for land use consent RM020005 with a reduced setback from the western boundary that is owned by Council and zoned Recreation Active.

3. That the Twizel Community Board instructs staff to investigate installing a fence around the playground as one of the board’s community projects.

4. That the Twizel Community Board asks staff to establish costings to install a junior roadway on part of the roller skating rink, leaving two basketball hoops available for continued use.

Carried

8.2 Minutes of Tekapo Community Board Meeting - 10 June 2020

Resolution 2020/36

Moved: Cr Murray Cox

Seconded: Mayor Graham Smith

That the Minutes of the Tekapo Community Board Meeting held on Wednesday 10 June 2020 be received.

That Council notes the following resolutions passed by the Tekapo Community Board:

1. That the Tekapo Community Board resolves to carry forward from the 2020 financial year any unspent funds in the Community Board Grant and Township Projects budgets to the 2021 financial year. This is due to the unprecedented effect of Covid-19, preventing meetings, resulting in the inability for the Tekapo Community Board to progress expenditure prior to 30 June 2020.

Carried

8.3 Minutes of Fairlie Community Board Meeting - 11 June 2020

Resolution 2020/37

Moved: Cr Murray Cox

Seconded: Mayor Graham Smith

That the Minutes of the Fairlie Community Board Meeting held on Thursday 11 June 2020 be received.

That Council notes the following resolutions passed by the Fairlie Community Board:

1. That the Fairlie Community Board resolves to carry forward from the 2020 financial year any unspent funds in the Community Board Grant and Township Projects budgets to the 2021 financial year. This is due to the unprecedented effect of Covid-19, preventing meetings, resulting in the inability for the Fairlie Community Board to progress expenditure prior to 30 June 2020.

2. That the Fairlie Community Board recommend to Council that heating charges for the Mackenzie Community Hall be removed to bring it in line with other halls in the district and encourage increased hiring of the facility.

3. That the Fairlie Community Board recommends to Council that hire fees for the Fairlie Community Centre be reduced by 50% for a year as a Covid-19 recovery measure, with a review to be held in one year.

4. That the Fairlie Community Board approves a grant of $250 for the Mackenzie Half Marathon towards the traffic management costs of the inaugural running event, to be held on 18 July, 2020.

Carried

9 Confirm Council Minutes

9.1 Minutes of Council Meeting - 14 July 2020

Resolution 2020/38

Moved: Cr Murray Cox

Seconded: Mayor Graham Smith

That the Minutes of the Extraordinary Council Meeting held on Tuesday 14 July 2020 be received and confirmed as an accurate record of the meeting.

Carried

9.2 Minutes of Council Meeting - 30 June 2020

Resolution 2020/39

Moved: Cr Murray Cox

Seconded: Mayor Graham Smith

That the Minutes of the Extraordinary Council Meeting held on Tuesday 30 June 2020 be received and confirmed as an accurate record of the meeting.

Carried

9.3 Minutes of Council Meeting - 23 June 2020

Resolution 2020/40

Moved: Cr Murray Cox

Seconded: Mayor Graham Smith

That the Minutes of the Council Meeting held on Tuesday 23 June 2020 be received and confirmed as an accurate record of the meeting.

Carried

10 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2020/41

Moved: Cr Matt Murphy

Seconded: Cr Emily Bradbury

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
14.1 - Joint Southern Canterbury Councils Representative on CWMS Regional Water Management Committee	s7(2)(f)(i) - the witholding of the information is necessary to allow free and frank expression of opinions by or between or to members or officers or employees of any local authority	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
15.2 - Adoption of Waste Minimisation and Management Contract	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
16.3 - Minutes of Public Excluded Council Meeting - 14 July 2020	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
17.4 - Minutes of Public Excluded Council Meeting - 23 June 2020	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Resolution 2020/42

Moved: Cr Anne Munro

Seconded: Cr Murray Cox

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 10.36am.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 22 September 2020.

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CHAIRPERSON