Agenda of Ordinary Council Meeting

Ordinary Council Meeting Agenda 18 April 2017

8 Reports

8.1 Chief Executive Officer's Activities Report

File Reference: PAD 2/3

Attachments: Nil

Recommendations

That the report be received.

Activities

CORPORATE WORK ITEMS

Staff Movements

New Starts

· Karina Morrow has been appointed in the new position of Planning Manager. She starts this in May 2017.

· Jan Spriggs has been appointed as Building Control Officer and commenced on 10 April 2017. She will be based in the Twizel office and will spend time in the Fairlie office each week.

Resignation

· Summer McDougall has resigned effective from 19 April 2017.

· Matt Wade left on 27 March 2017.

Transfer of Office

· Leaine Rush will be transferring from the Twizel office to the Fairlie office.

Water Supplies

There are no water restrictions in place on any of the Council water supplies.

Since the last Council meeting there have been two failed water sample results.

The first being on 13 March 2017 for the Burkes Pass Water Supply with a failed E.coli result of 2 MPN/100mL. Three consecutive tests were carried out with clear results for each. The possible reason for this failed result was due to heavy rain in the days preceding this sample being taken.

The second failed water sample result was for the Fairlie Water Supply on 29 March 2017. The sample tested positive with a count of 56 MPN/100mL. The following information is from an article that is to be published in the Fairlie Accessible on 20 April 2017.

On Monday, 27 March there was a heavy rain event which caused the Opihi River to run high and very dirty. This had an effect on the Three Springs water intake.

On Wednesday, 29 March there were also two power outages, one unplanned and the other planned, and unfortunately Council was not notified of these. Council was only made aware of the outages three hours after the power was turned off. During that time there was no chlorine being dosed into the water supply.

Council doses chlorine into the water supply as it is a highly efficient disinfectant, and is added to many public water supplies to kill disease-causing pathogens, such as bacteria and viruses.

Once we were made aware the power was off, steps were taken to set up a temporary power supply.

A scheduled water sample was taken on 29 March, while there was no dosing taking place. This sample was sent to the Laboratory that carries out E-coil testing on Councils’ water samples. After being incubated for 24 hours there was a positive test showing E-coil had a high count. The lab notified Council. E-coil is an indicator that there could possibly be some pathogens in the water and it will need to be boiled to make it safe.

Because of the high count a Boiled Water Notice was put in place for all who receive water from the Fairlie supply. This was done by putting a notice on the Council’s website and Facebook page, phoning local eateries and Moreh, and a letterbox drop. For a Boiled Water Notice to be lifted Council must obtain three consecutive clear test results. As there are no couriers to pick up a sample or to deliver them to the laboratory in the weekend the first retest day was Monday, 3 April. This test and the next two that followed came back clear enabling Council to lift the Boiled Water Notice on Thursday, 6 April.

From this event a number of lesson were learnt:

Communications to be improved

· As Council is unable to ring every consumer on the supply, we rely on getting the message out through mail drop, our website and Facebook and “bush telegraph” to let those who don’t use the internet. Another way we have identified as being an option is by email. So if you wish to be notified that way send your email to liz@mackenzie.govt.nz, also let us know which supply you are on so you go into the correct mailing list.

· Alpine Energy and Mackenzie District Council need to ensure better communication about power outages. This has now been put in place by both organisations.

· Council to set up an alarm for when the power is cut to a pump station through its monitoring system which has battery backup power supply.

Council would like to thank the communities of Kimbell and Fairlie for their patience and understanding during this event.

Resource Consents

Building Consents

Meetings and Events

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

March

· 7 March – Met with recruitment consultant for the Planning and Regulation Manager position.

· 8 March – Telephone conference with LGNZ regarding CEO performance agreement. Met with Principal of Mackenzie College.

· 13 March – Met with Twizel Area School Principal. Attended Twizel Community Board meeting.

· 14 March – Attended Ecan Commissioner’s Visit.

· 15 March – Met with potential land purchasers at Tekapo.

· 16/17 March – Attended LGNZ Rural and Provincial Sector Meeting in Wellington.

· 21 March – Had a relationship meeting with a local contractor.

· 22 March – Met with Economic Research consultant.

· 23 March – Attended Council workshops. Met with Solicitor regarding rating and resource management issues.

· 27 March – Met with Iwi representatives and also met with Chorus regarding broadband roll out at Tekapo and Twizel.

· 28 March – Attended opening of Tekapo toilets.

· 29 March – Met with Audit New Zealand. Attended Community Meeting regarding Twizel water.

· 30 March – Attended Council Committee Meetings.

April

· 5 April – Attended South Canterbury Chamber of Commerce Innovate Conference.

· 6 April – Attended workshop with Pukaki Airport Board. Conducted monthly staff meeting in Fairlie.

· 7 April – Conducted monthly staff meeting in Twizel.

· 10 April – Attended CEO End of Term Review Meeting.

· 12 April – Attended Council Funding Needs Analysis Workshop. Attended Tekapo Property Group meeting.

· 13 April – Attended Hui at Arowhenua Marae.

Wayne Barnett

Chief Executive Officer

Ordinary Council Meeting Agenda 18 April 2017

20177

Local

Governance

In the Mackenzie District

Contents

Contents. 2

Mission and Vision. 3

Functions, Responsibilities and Activities. 4

Legislations and Bylaws. 5

Electoral Systems and Representation. 6

Roles and Conduct 8

Governance and Delegations. 10

Conduct of Meetings. 12

Consultation. 13

Management Structures and Relationships. 16

Equal Employment Opportunity. 17

Key Approved Documents. 18

Requests for Official Information. 20

Councillor Contact Details. 21

This Local Governance Statement provides information about Mackenzie District Council and outlines the responsibilities, structure and governance processes of the Council.

It provides information about how we engage with our community, how we make decisions, and how you can be involved in decision-making processes and contribute to making our district a better place.

This document is required to be updated within six months of each triennial local authority election and every effort is made to ensure it is kept up to date over the three year period.

Mackenzie District Council

Twizel Service Centre

51 Main Street

P O Box 52

Fairlie

Phone 03 685-9010

Fax 03 685-8533

info@mackenzie.govt.nz

www.mackenzie.govt.nz

Market Place

Twizel

Phone 03 4350-737

Mission and Vision

Mission Statement - “Fostering our Community”

Leadership

We will be progressive – seeking out opportunities and leading from the front.

Service

We are a service organisation. Providing efficient and cost effective services is our prime responsibility.

Sustainability

We are committed to the sustainable management of all the resources of the district.

Integrity

We will always act in a caring, honest and fair manner.

Takata Whenua

We recognise the Treaty of Waitangi and respect the values of the Takata Whenua.

Communication

We will tell our people what we are doing, listen to their feedback and be responsive to their needs.

Representation

We will speak up on behalf of our community. While many issues of vital concern such as health and education are not within our direct control we will strive to protect the interests of our people.

Team Work

We are determined to work together, Council and staff, as an effective team.

Our Vision for the Mackenzie District

Mackenzie District will be a district in which:

· We foster the unique attributes and strong sense of community that makes the Mackenzie District special.

· Our natural environment is protected and enhanced in balance with achieving social and commercial objectives.

· A dynamic economy provides employment and investment opportunities consistent with the quality of life aspirations of existing and future generations.

· Democracy is respected and equal opportunity and the rights of the individual are upheld.

· A variety of sporting, recreational, cultural, spiritual, welfare and educational resources are available to enrich the lives of our people.

· Safe, effective, sustainable water, waste, communication, energy and transport systems are in place.

· People are encouraged to use their skills and talents for the benefit of the community.

Functions, Responsibilities and Activities

The purpose of the Mackenzie District Council is to enable democratic local decision making and action by, and on behalf of, communities; and to meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses.

In meeting its purpose, the Mackenzie District Council has a variety of roles, including but not limited to:

· Providing leadership for the district

· Providing sustainable management of local infrastructure, including network infrastructure (roads, sewage treatment and disposal, water supplies, and stormwater networks) and community infrastructure (libraries, parks and community facilities)

· Planning for the future needs of the district

· Supporting local communities to achieve their community’s aspirations

· Environmental management.

The key activities that council is involved in fall into the following categories:

• Governance (Councillors and Community Boards)

· Roading, the 3 Waters Services and Solid Waste

· Resource Management and Regulatory Services

· Corporate and Commercial Activities

• Community and Recreational Facilities

Legislations and Bylaws

Local Legislation

Other than the legislation that applies to all local authorities, there is no local legislation specifically applying to the Mackenzie District.

Bylaws

Bylaws are rules created by a local authority specifically for the regulation of its areas of responsibility and for the benefit of the community as a whole. Below is a description of the Council’s bylaws and associated information.

Adopted	Bylaw Name	Status	Review Required	Purpose
2010	Cemetery Fees Bylaw	Overdue	Review due, background work on drafting being carried out.	To set cemetery fees for the District’s four cemeteries.
2013	Solid Waste Bylaw	Current	2018	To promote a system of refuse handling and disposal which protects the health and safety of the public and persons involved in the collection or disposal of waste; promotes safe, efficient and effective waste management, and provides for the appropriate collection, transportation and disposal of waste.
2013	Speed Limit Bylaw	Current	Not applicable.	To set speed limits in areas in the District.
2014	Dog Control Bylaw	Current	2019	To control the keeping of dogs in the Mackenzie District.
2014	Downlands Water Supply	Current	2019	To control the management of the Downlands Water Supply.
2014	Market Place Liquor Ban Bylaw	Current	2019	To enhance public safety, and to reduce the incidence of alcohol related offences by providing for liquor control in Market Place.
2014	Mobile or Travelling Shops, Hawkers and Itinerant Traders	Current	2019	To regulate the conduct of persons selling goods on streets, roads and pavements, or persons using vehicles to sell goods or services.
2014	Wastewater Network Bylaw	Current	2019	To ensure appropriate management and regulation of connections to and discharge into the wastewater network.
2014	Water Supply Bylaw	Current	2019	To ensure appropriate management and regulation of connections and the supply of water from the Council’s water supply networks.
2016	Responsible Freedom Camping Bylaw	Current	2021	To regulate and manage responsible freedom camping on Council land and its effects on the Mackenzie District community and environment.

Electoral Systems and Representation

First Past the Post and Single Transferable Vote

Council currently operates its elections under the First Past the Post (FPP) electoral system. Electors vote for their preferred candidate(s) and those with the most votes win.

The other option permitted under the Local Electoral Act 2001 is the Single Transferable Vote system (STV). This system is used in district health board elections. Electors rank candidates in order of preference. The number of votes required for a candidate to be elected (called the quota) depends on the number of positions to be filled and the number of valid votes. The necessary number of candidates to fill all vacancies is achieved first by the counting of first preferences then by a transfer of a proportion of votes received by any candidate where the number of votes for that candidate is in excess of the quota, and then by the exclusion of the lowest polling candidates and the transfer of these votes in accordance with voters’ second preferences.

Under the Local Electoral Act 2001 the council can resolve to change the electoral system to be used at the next two elections or conduct a binding poll on the question, or electors can demand a binding poll. A poll can be initiated by at least 5% of electors signing a petition demanding that a poll be held.

Once changed, an electoral system must be used for at least the next two triennial general elections, ie we cannot change our electoral system for one election and then change back for the next election.

The Voting System for Council’s Triennial Elections

Council resolved in 2015 to retain the FPP system. That decision was in relation to the 2016 Triennial Elections for Councillors and Community Board Members.

Representation Arrangements

Council - Council has six councillors elected from two wards and the Mayor, elected at large.

Ward	Population 2013 Census	Councillors
Mayor	Elected at Large – 4,158	Graham Smith
Opuha	2,127	Stuart Barwood Chris Clarke Anne Munro
Pukaki	2,031	Russell Armstrong Paul Hannagan James Leslie

Community Board – the Mackenzie District Council has three community boards. These are as follows:

Community Board	Elected Members	Appointed Councillor
Fairlie	Les Blacklock (Chair) Carolyn Coakley Pauline Jackson Damon Smith	Chris Clarke
Tekapo	Stella Sweney (Chair) Steve Howes Lyn Martin Caroll Simcox	Russell Armstrong
Twizel	Jacqui de Buyzer (Chair) Norman Geary Luke Paardekooper Pat Shuker	James Leslie

The Mackenzie District Council currently does not have separate Maori wards.

Changing Representation Arrangements

The Council is required to review its representation arrangements at least every six years. The last review took effect from the 2016 elections. The Council must follow the procedure set out in the Local Electoral Guide 2001 when conducting this review and should also follow the guidelines published by the Local Government Commission. The Act gives the public the right to make a written submission to the Council and the right to be heard if wished.

There is also the right to appeal any decisions on the above to the Local Government Commission, which will make a binding decision on any appeal. Further details on the matters that the Council must consider in reviewing its membership and the basis of election can be found in the Local Electoral Act 2001.

The Representation Reorganisation Process

The Local Government Act 2002 sets out procedures which must be followed during proposals to:

• Make changes to the boundaries of the district

• Create a new district

• Create a unitary authority ie transfer all the functions of a regional council to a district council

• Transfer a particular function or functions to another council.

The procedures for resolving each type of proposal are slightly different. In general a reorganisation application is made to the Local Government Commission and can be made by any person, body or group including, but not limited to, one or more affected local authorities or the Minister of Local Government. The Local Government Act 2002, details at Schedule 3 the requirements and process for a reorganisation proposal. The Local Government Commission will also have information on procedures for local government reorganisation. Refer to their website www.lgc.govt.nz

Roles and Conduct

The Mayor and Councillors of the Council have the following roles:

• Developing and approving Council policy;

• Determining the expenditure and the funding requirements of the Council through the Long Term Plan;

• Monitoring the performance of the Council against its stated objectives and policies;

• Employing, overseeing and monitoring the Chief Executive Officer;

• Prudent stewardship of Council resources;

• Having regard to the views of all the communities in the Mackenzie District.

Roles of the Mayor

The Mayor is elected by the district at large and as one of the elected members shares the same responsibilities as other members of Council. In addition, the Mayor has the following roles:

• The presiding member at meetings of the Council, and as such is responsible under Standing Orders (a set of procedures for conducting its meetings) for the orderly conduct of Council business at meetings;

• Advocate on behalf of the community;

• Ceremonial head of Council;

• Providing leadership and feedback to other elected members on teamwork and chairing committees;

• Leading the development of the Council’s plans, including the Long Term Plan and Annual Plans.

The Mayor also has the power to appoint the Deputy Mayor, to establish the committees of the Council, and appoint chairpersons to those committees. In practice this is done following consultation with other elected members.

Roles of the Deputy Mayor

The Deputy Mayor can be appointed by the Mayor, or if the Mayor chooses not to exercise that power then the Deputy Mayor is elected by the members of Council at the first meeting of the Council. The Deputy Mayor exercises the same roles as other elected members. In addition, if the Mayor is absent or incapacitated, or if the office of Mayor is vacant, then the Deputy Mayor must perform all of the responsibilities and duties, and may exercise the powers of the Mayor. The Deputy Mayor may be removed from office by resolution of Council.

The Deputy Mayor is Cr James Leslie.

Council Committees

The Mayor under s41A of the Local Government Act 2002 may establish one or more committees of Council. If the Mayor chooses not to exercise the power to establish committees, then the full Council itself can establish committees. A committee chairperson is responsible for presiding over meetings of the committee, ensuring that the committee acts within the powers delegated by Council, and as set out in the Council’s Delegations Manual. A committee chairperson may be removed from office by resolution of Council.

Role of Community Boards

The role of Community Boards is to represent, and act as an advocate for the interests of its community and to consider and report on all matters referred to it by the Council, or any matter of interest or concern to the Community Board. It also maintains an overview of services provided by the Council within the community and annually prepares a submission to the Council for expenditure within the community. Community Boards communicate with the community, local organisations and special interest groups within the community and undertake any other responsibilities that are delegated to them by the Council.

The Chief Executive

The Chief Executive Officer is appointed by Council in accordance with Section 42 and Clauses 33 and 34 of Schedule 7 of the Local Government Act 2002. The Chief Executive implements and manages the Council’s policies and objectives within the budgetary constraints established by the Council. Under section 42 of the Local Government Act 2002, the responsibilities of the Chief Executive are:

• Implementing the decisions of the Council

• Providing advice to the Council and community boards

• Ensuring that all responsibilities, duties and powers delegated to the Chief Executive or to any person employed by the Chief Executive Officer, or imposed or conferred by any Act, regulation or bylaw are properly performed or exercised.

• Managing the activities of the Council effective and efficiently

• Maintaining systems to enable effective planning and accurate reporting of the financial and service performance of the Council

• Providing leadership for the staff of the Council

• Employing staff (including negotiation of the terms of employment for the staff).

Conduct of Elected Members

Elected members have specific obligations as to their conduct, as set out in the following legislation:

• Schedule 7 of the Local Government Act 2002, which includes obligations for Council to act as a good employer in respect of the Chief Executive Officer and to abide by the current Code of Conduct and Standing Orders.

• The Local Authorities (Members’ Interest) Act 1968, which regulates the conduct of elected members in situations where there is, or could be, a conflict of interest between their duties as an elected member and their financial interests (either direct or indirect).

• The Crimes Act 1961 regarding the acceptance of gifts for acting in a certain way, and use of official information for private profit.

Code of Conduct

The Mackenzie District Council has adopted a code of conduct.

All Councillors are required to adhere to this. Adopting such a code is a requirement of the Local Government Act 2002. The Code of Conduct sets out Council’s understanding and expectations of how the Mayor and Councillors will relate to one another, to staff, to the media and to the general public in the course of their duties. The Fairlie, Tekapo and Twizel Community Boards have all adopted the Code of Conduct as well. A copy of the Code of Conduct can be obtained from the Council offices or from the Mackenzie District Council website www.mackenzie.govt.nz

Governance and Delegations

Council Meetings

Council meetings are held every six weeks. In addition extraordinary meetings may be called from time to time to deal with important issues that arise.

Standing Committees

The Council reviews its committee structures after each triennial election. At the last review the Council established the following standing committees:

• Finance: Chairperson – Graham Smith

• Assets and Services: Chairperson – Stuart Barwood

• Planning and Regulation: Chairperson – Anne Munro

• Strategy: Chairperson – James Leslie

• Audit and Risk Committee: Chairperson - James Leslie

• Mackenzie Forestry Committee: Chairperson – Graham Smith

• Pukaki Airport Board Committee: Chairperson – Derek Kirke

Refer to diagram over page.

The main standing committees meet on a six weekly cycle. The Mackenzie Forestry Committee and Pukaki Airport Board Committee meet less frequently.

A schedule of meeting dates for this year can be obtained from the Committee Administrator, or is available on Council’s website. Further details on these committees, including their terms of reference, membership and meeting arrangements can be obtained from the Council offices or Council’s website.

Ordinary Council Meeting Agenda 18 April 2017

Conduct of Meetings

The legal requirements for council meetings are set down in the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987 (LGOIMA).

All council and committee meetings must be open to the public unless there is reason to consider some item “in committee” with the public excluded. Although meetings are open to the public, members of the public do not automatically have speaking rights unless prior arrangements are made with Council or the meeting so agrees.

The LGOIMA contains a list of circumstances where councils may consider items with the public excluded. (These circumstances generally relate to protection of personal privacy, professionally privileged or commercially sensitive information, and the maintenance of public health, safety and order).

The Council agenda is a public document, although parts may be withheld if the above circumstances apply.

The Mayor or committee chairperson is responsible for maintaining order at meetings and may, at his or her discretion, order the removal of any member of the public for disorderly conduct, or remove any member of Council who does not comply with standing orders.

Minutes of meetings must be kept as evidence of the proceedings of the meetings. These must be made publicly available, subject to the provisions of the LGOIMA. For an ordinary meeting of Council, at least 14 days’ notice of the time and place of the meeting must be given. Extraordinary meetings generally can be called on 3 working days’ notice.

During meetings the Mayor and Councillors must follow standing orders (a set of procedures for conducting meetings). The council may suspend standing orders by a vote of 75 % of the members present.

A copy of the standing orders can be obtained from the Council offices.

COUNCIL ORGANISATIONS

Mid South Canterbury Rural Fire Committee

The Mackenzie District Council, Waimate District Council, Ashburton District Council, Timaru District Council and the Department of Conservation presently operate as an enlarged rural fire district under the Forest and Rural Fires Act 1977. The committee that administers this rural fire district includes representatives from those organisations, the New Zealand Fire Service, the forest owners group, and two independent directors. The committee operates as a Council Organisation, not a Council-Controlled Organisation.

The Mid-South Canterbury Rural Fire District and the committee will cease to exist as at 1 July 2017. Those functions will be taken over and administered by Fire and Emergency New Zealand (FENZ), a new Crown organisation.

Consultation

The Mackenzie District Council is committed to effective community consultation. It welcomes input from the people of the District so that it can adequately reflect their views in decision making. Consultation does not take anything away from the decision making roles of elected representatives. Rather, it enhances this democratic process by contributing to the decision making function of Council.

SIGNIFICANCE AND ENGAGEMENT POLICY

The Council has adopted a Significance and Engagement Policy to set out how significant issues will be assessed and which matters the Council needs to engage with its communities on.

The purpose of the Significance and Engagement Policy is to:

· enable the Council and its communities to identify the degree of significance attached to particular issues, proposals, assets, decisions and activities.

· provide clarity about how and when communities can expect to be engaged in decisions about different issues, assets or other matters.

· inform the Council from the beginning of a decision-making process about the extent, form and type of engagement required.

General Approach to Determining Significance and Making Decisions

On every issue requiring a policy or strategy decision other than the matters outlined, the Council will consider the degree of significance of the issue and the corresponding level of engagement.

The significance of the issue and appropriate forms of engagement will be considered in the earliest possible stages of a proposal or process, before decision-making occurs. If necessary, significance and engagement will be reviewed as the proposal develops and as community views, preferences and values become better known.

In making any decision, the Council will be satisfied that:

· it has sufficient information on the relevant issues and options; and

· it knows enough about and has given adequate consideration to the views and preferences of affected and interested parties.

The significance of the issue or decision will determine how much time, money and effort the Council will invest in exploring and evaluating options and obtaining the views of affected and interested parties. In some instances, there may be particular requirements to learn about the implications of an issue or decision for papatipu Runanga. There may also be issues where there are diverse groups within the community with different interests, views and preferences, where multiple processes will be appropriate to distinguish and recognise the range of positions.

The commitment to invest in exploring options and obtaining the views of communities and affected and interested parties does not mean that the Council will have to fully consult with the public for every decision it makes, nor does it bind the Council to the views of communities and interested or affected parties.

As well as the views of communities and affected and interested parties, there are a wide range of information sources, considerations and perspectives that will inform the Council’s decisions, including the requirements of Government policy, technical matters and the financial implications.

CRITERIA AND PROCEDURES FOR ASSESSING SIGNIFICANCE

Thresholds

The following thresholds will be used to determine whether the proposal or decision considered by the Council will be determined to be significant.

· Monetary – Any decision not highlighted in either the Long-Term Plan or the Annual Plan and with a cost greater than $400,000 will be regarded as significant.

· Strategic Assets – Any decision to sell, abandon or dispose of any of Councils’ strategic assets will be regarded as significant.

Each threshold will be tested independently of other thresholds or criteria.

While the Policy sets out these distinct thresholds, there may be financial or other decisions that do not trigger the thresholds but may also be considered as significant. These will be assessed against the following criteria:

a) The degree of impact on levels of service

b) the magnitude of the overall benefits that will be achieved for the district, its communities and present and future interests

c) the magnitude of the net costs of the proposal or decision to the Council

d) any impact on the Council’s capacity to undertake its statutory responsibilities

e) the extent to which a decision or action is consequential to, or promotes, a decision or action that has already been taken by the Council

f) the level of community interest in the proposal, decision or issue

g) the extent to which the proposal or decision impacts upon community members or groups, and the numbers of people or groups affected

h) the extent to which the community’s views on the matter are already known

i) the values and interests of Ngāi Tahu whanau, hapū and rūnanga, as mana whenua for the region

j) where proposals or decisions relate to land or a body of water, the implications for the relationships of Ngāi Tahu and their culture and traditions with their ancestral land, water, sites, wāhi tapu, valued flora and fauna and other taonga

k) the potential effects on delivery of the Council’s policy and strategies

l) any inconsistencies with any existing policy, plan or legislation

m) the degree of impact on rates or debt

n) the practical demands of efficient decision-making in situations of urgency

Engagement

The level of engagement undertaken will reflect the level of significance of a proposal or issue. For example, an issue that has a high degree of significance will require a higher level of engagement with the public. The method of engagement will differ for each issue depending on location, level of significance, and community preferences.

Engagement provides an opportunity for the public to express a view on the decision or proposal being considered by the Council. The community views expressed through an engagement process will be considered and taken into account, along with other information such as costs and benefits, legislative requirements and technical advice.

Community engagement can allow for an exchange of information, points of view and options for decisions between affected and interested people and decision-makers before a decision is made. It does not mean that the decision will be delegated to those involved in the engagement process. It means that the decision made will have been informed and improved by the public‘s involvement.

When the Council Will Engage

The Council will apply the principles of s82 of the LGA when determining engagement. Engagement will be undertaken when legislation requires that consultation be undertaken or when a significant proposal or decision is being considered. Depending on the relevant circumstances, it may also be undertaken for some matters that are not considered significant.

When the Council May Not Engage

Information is always necessary for the decision making process. However, there are times when it is not necessary, appropriate or possible to engage the community on a matter or decision. The Council may also choose not to consult on a matter. In doing so it will make this determination in accordance with the criteria below.

The Council will not engage when:

a) The matter is not of a nature or significance that requires consultation (LGA 2002, s82(4)(c); or

b) The Council already has a sound understanding of the views and preferences of the persons likely to be affected by or interested in the matter (s82(4)(b) LGA 2002); or

c) There is a need for confidentiality or commercial sensitivity (s82(4)(d) LGA 2002); or

d) The costs of consultation outweigh the benefits of it (s82(4)(e) LGA 2002); or

e) The matter has already been addressed by the Council‘s policies or plans, which have previously been consulted on; or

f) An immediate or quick response or decision is needed or it is not reasonably practicable to engage; or

g) Works are required unexpectedly or following further investigations on projects, already approved by the Council; or

h) Business as usual - the works required are related to the operation and maintenance of a Council asset and responsible management requires the works to take place; or

i) When Council has consulted on the issue in the last 24 months.

Where the above listed circumstances apply and consultation is not to be undertaken, the Council is still required to give consideration to the views and preferences of persons likely to be affected by, or to have an interest in, the matter (LGA 2002 section 78 (1)). The LGA requires that this consideration be in proportion to the significance of the matters affected by the decision (section 79 (1)).

NGAI TAHU & PAPATIPU RUNANGA

The LGA provides principles and requirements for local authorities that are intended to facilitate participation by Māori in local authority decision-making processes (for example, sections 81 and 82(2)). This is to recognise and respect the Crown’s responsibility to take appropriate account of the principles of the Treaty of Waitangi and to maintain and improve opportunities for Māori to contribute to local government decision-making processes.

Council recognizes its obligations under the LGA (Part 6 Section 81) to establish and maintain processes to provide opportunities for Maori to contribute to its decision making processes and make information available to them.

Council consults with Te Runanga Ngai Tahu, and papatipu Runanga where appropriate, for resource consent applications and District Plan changes, and in relation to activities impacting on sites or areas of interest or significance.

Management Structures and Relationships

Chief Executive Officer

The Local Government Act 2002 requires the council to employ a Chief Executive Officer whose responsibilities are to employ other staff on behalf of council, implement council decisions and provide advice to the council. Under the Act, the Chief Executive Officer is the only person who may lawfully give instructions to a staff member. Any complaint about individual staff members should, therefore be directed to the Chief Executive Officer, rather than the Mayor or Councillors.

The contact details of the Chief Executive Officer are as follows:

Wayne Barnett Email: wayne@mackenzie.govt.nz

Mackenzie District Council Phone (03) 685-9010

P O Box 52 Fax (03) 685-8533

FAIRLIE

Council management is organised into five areas: These are:

Finance

Finance, rates, information technology

Contact: Paul Morris

Chief Financial Officer

Email: paul@mackenzie.govt.nz

Planning and Regulation

The district plan, planning, consents processing, environmental health, building control, dog control, liquor licensing, rural fire

Contact: Nathan Hole

Manager – Planning and Regulations

Email: nathan@mackenzie.govt.nz

Asset Management

Roads, water, stormwater, waste water, waste minimisation

Contact: Bernie Haar

Asset Manager

Email: bernie@mackenzie.govt.nz

Community Facilities

Cemeteries, halls, parks, reserves, pensioner housing, recreational facilities, pools

Contact: Garth Nixon

Community Facilities Manager

Email: garth@mackenzie.govt.nz

Projects and Administration

Administration, support to Mayor and Chief Executive Officer, committee administrator support to council and community boards, Health and Safety, Risk Management and Civil Defence

Contact: Toni Morrison

Projects and Administration Manager

Email: toni@mackenzie.govt.nz

Equal Employment Opportunity

The Council is required to adopt an Equal Employment Opportunities Policy. The Council’s policy is based on the following principle:

That recruitment and selection of staff, opportunities for training, promotion, transfer and conditions of employment will be undertaken or offered without preference being given on the basis of gender, marital status, religious or ethical belief, race or ethical origins, colour, family status, sex, including pregnancy and childbirth, age, political opinion, employment status and regardless of any disability which is irrelevant to an individual’s ability to carry out the job.

The Policy notes:

· Recruitment policies and practices will be altered where necessary to ensure that people are encouraged to apply for vacancies regardless of gender, marital status, religious or ethical belief, race, ethnic or national origins and regardless of any disability irrelevant to an individual’s ability to carry out the job.

· Selection decisions will be made on merit, taking into account the applicant’s qualifications and work experience relating to the position to be filled.

· Opportunities for training and promotion, remuneration and termination of employment will be made without regard to gender, marital status, religious or ethical belief, race ethnic or national origins and regardless of any disability irrelevant to an individual’s ability to carry out the job.

· Where appropriate, the Council will either undertake or encourage staff to take special training courses to assist specific groups of employees to train and apply for positions for which they might not otherwise apply.

Key Approved Documents

The following have been identified as key council planning and policy documents. To view or find out more about these plans and policies, please contact the council’s offices in Fairlie or Twizel or alternatively visit the council’s website www.mackenzie.govt.nz

Community Outcomes

In 2002 and 2003 the Council facilitated a consultation process to find out what the community wanted the Mackenzie District to be like as a place to live, work and play in the next 10 years. The community’s key issues and priorities were collated and analysed.

These priorities were reviewed and again confirmed in 2015, with actions that have been achieved being reported back to the community. Changes in local government law have changed the emphasis on community outcomes, but council is still required to give consideration to community views in relation to all its decision making.

Long Term Plan

The Long Term Plan (LTP) provides a long-term focus for the decisions and activities of the Council, and covers a period of ten years. The LTP outlines community outcomes developed by the community, vision for the future of the district, the roles the council sees itself undertaking to achieve the vision and the activities council plans to undertake to carry out these roles. It also outlines the council’s financial policies and proposed spending for the coming ten years and provides the underlying financial rationale for how rates are levied, who pays for what and why.

The LTP is reviewed every three years. Each review of the LTP provides an opportunity for public participation in decision-making processes on activities to be undertaken by the Council. It can, if necessary, be amended during the three year document lifecycle, but any amendment must be undertaken using the Special Consultative Procedure and is subject to external audit.

Annual Plan

The Annual Plan outlines the council’s proposed activities, spending and rate requirements for the coming year. Under the Local Government Act 2002 the Annual Plan is produced only in years when no Long Term Plan is produced.

Annual Report

The Annual Report outlines the council’s income and expenditure from 1 July to 30 June the following year. This report must be adopted by 30 October each year.

Triennial Agreement

The Triennial Agreement details how the local authorities of the Canterbury region have agreed to work together to promote cooperation and avoid duplication when engaging communities, exercising general empowerment and providing services. The agreement requires that all local authorities within the region will have reached agreements for communication and coordination by the beginning of March in the year following a full local government election. This requirement constitutes a review process.

Activity Management Plans

The Council has Activity Management Plans for roading, water, waste water, stormwater, community facilities, commercial activities, corporate services, governance, planning and regulatory services. These plans act as a base for council’s strategic planning and focus on asset management, levels of service and condition as well as performance assessment. Each of these plans also identifies risk and assumptions.

Funding and Financial Policies

Council’s funding and financial policies set out the guidelines of how the council plans for, and acquires funds to, finance its operation, projects and programmes.

The Funding and Financial Policies include the following:

• Revenue and Financing Policy

• Rating Policy

• Significance Policy

• Liability Management Policy

• Investment Policy

• Development and Financial Contributions Policy

District Plan

A District Plan is a statutory requirement under section 73 of the Resource Management Act (RMA). Its purpose is to assist council to carry out its functions under the RMA in order to promote the sustainable management of Mackenzie District’s natural and physical resources. It controls the effects of the subdivision, use and development of land through objectives, policies and rules.

The Mackenzie District Plan was made operative in 2004. Since then there have been a series of Plan Changes to review and update various sections of the Plan. Under section 79 of the RMA council must commence a review of a provision of a district plan if that provision has not been a subject of a review or change during the previous ten years.

Council is currently working through a review of those parts of the District Plan that are approaching the ten-year timeframe.

Schedule 1 of the RMA specifies the public consultation process required for changes to district plans. It includes the preparation of draft plan changes, a process for written submissions and the hearing of oral submissions, before recommendations and decisions are made. Submitters on district plan changes have a right of appeal to the Environment Court.

Waste Management and Minimisation Plan

The council has a Waste Management and Minimisation Plan (WMMP). This plan is effective from 1 July 2012 until 30 June 2018, with a review process running during 2017/18. It replaces the Waste Management Plan 2009.

The vision of the WMMP has been reshaped to take into account the requirements for councils in s44 of the Waste Minimisation Act 2008, when they are preparing, amending or revoking plans. It requires councils to, amongst other things, consider the following methods of waste management and minimisation: reduction, re-use, recycling, recovery, treatment, and disposal. The vision also encompasses the goals of the New Zealand Waste Strategy, which are to reduce the harmful effects of waste and improve the efficiency of resource use.

Requests for Official Information

Under the Local Government Official Information and Meetings Act 1987 (LGOIMA) any person may request information from the Council. Any request for information is a request made under the Act, but it is not necessary to specify the request is being made under the Act.

Once a request is made the Council must supply the information unless reason exists for withholding it. The Act says that information may be withheld if release of the information would:

· Endanger the safety of any person;

· Prejudice maintenance of the law;

· Compromise the privacy of any person;

· Reveal confidential or commercially sensitive information;

· Cause offence to tikiranga Maori or would disclose the location of waahi tapu;

· Prejudice public health or safety;

· Compromise legal professional privilege;

· Disadvantage the local authority while carrying out negotiations or commercial activities;

· Allow information to be used for improper gain or advantage.

The Council must answer requests within 20 working days (although there are certain circumstances where this time-frame may be extended). The Council may charge for official information, under Ministry of Justice guidelines.

In the first instance you should address requests for official information to:

The Chief Executive Officer

Mackenzie District Council

P O Box 52

FAIRLIE

Councillor Contact Details

Name	Address	Phone
Mayor
Graham Smith	557 Levels Plain Road, Timaru 6D Railway Place, Fairlie Email: mayor@mackenzie.govt.nz	03 615-7804 027 228-5588
Opuha Ward
Stuart Barwood	9 Main Street, Fairlie Email: stuartbarwood@mackenzie.govt.nz	03 685-8411
Chris Clarke	25 Mount Cook Road, Fairlie Email: chrisclarke@mackenzie.govt.nz	03 685-8535
Anne Munro	Wairewa Station, 483 Waratah Road, Fairlie Email: annemunro@mackenzie.govt.nz	03 685-5772
Pukaki Ward
Russell Armstrong	5 Maryburn Road, Twizel Email: russellarmstrong@mackenzie.govt.nz	03 4350-421
Paul Hannagan	28 Glencairn Road, Twizel Email: paulhanngan@mackenzie.govt.nz	021 142-3163
James Leslie (Deputy Mayor)	150 Glen Lyon Road, Twizel Email: jamesleslie@mackenzie.govt.nz	03 4353-112

Ordinary Council Meeting Agenda 18 April 2017

8.8 Canterbury Economic Development Company Limited - Winding Up

File Reference: PAD 7/1/16

Author: Paul Morris, Chief Financial Officer

Attachments: 1. Shareholder Resolution In Writing To Remove Company From Register ⇩

Purpose of Report

The report discusses the future of Canterbury Economic Development Company Limited (CED Co) and the recommendation from the Board that the company be wound up.

Staff Recommendations

1. That the report be received.

1. That the Council approves for the company to be wound up and the Shareholders’ Resolution to be signed.

Background

CED Co was formed on 9 October 2008 by ten Canterbury councils but has been inactive for the last 5 years.

CED Co was established as a result of a national regional development funding programme that was instigated by the government at that time. Funding from the NZTE Regional Strategy Fund was only accessible as a single application made by the entire region, hence the need to establish CED Co. The purpose of the Fund was to support transformational economic development projects that would benefit regions.

CED Co is a council controlled organisation (CCO). The nine appointed directors of CED Co are Janie Annear, Bill Bayfield, Bede Carran, Mayor Kelvin Coe, David East, Nicholas Harris, Tom Hooper, Mayor Angus McKay, and Jim Palmer.

There are ten shareholders who hold an equal number of shares (ten per shareholder). Shareholders are Timaru District Council, Ashburton District Council, Hurunui District Council, Selwyn District Council, Canterbury Regional Council, Waimate District Council, Kaikōura District Council, Christchurch City Council, Mackenzie District Council, and Waimakariri District Council.

CED Co’s funding bid in 2008 was successful, and central government funding was paid into the company (alongside local government funding), and then dispersed to a variety of projects run by different parts of the region. Once the initial programme was completed, CED Co was left in place in case there were any further opportunities for region-wide funding activities. There have been no further opportunities to utilise CED Co in the last five years and CED Co has been inactive since the initial projects were completed.

The CED Co Board resolved at its meeting on 6 October 2016 “That the directors recommend to the Canterbury Mayoral Forum that the company be wound up.” This has subsequently been discussed at the Canterbury Mayoral Forum on 24 February 2017.

The Canterbury Mayoral Forum noted that:

- there is no current need for CED Co – the NZTE Research Strategy Fund closed on 30 June 2010,

- if a CCO is required for future collaboration and/or funding applications, it would likely be more appropriate to set up a new company (if a company is required), rather than try to adapt CED Co’s current Constitution. For example, if a shared services CCO was established, the Constitution would need to reflect the requirements for delivery of shared services,

- the direct and indirect costs of operating CED Co are greater than the balance of funds currently held, and may be difficult to justify in the absence of the identification of a future possible use for the company,

- the disestablishment of CED Co will have no impact on collaborative or other work being undertaken in the Canterbury region, and would not provide a barrier to any future work.

Policy Status

Local Government Act 2002

Significance of Decision

This matter is not deemed significant under the Council’s Significance and Engagement Policy.

Options

The options now available are either:

a. to agree with the recommendation from the CED Co Board to wind up the company and sign the attached Shareholders’ Resolution; or

b. vote to continue the company.

A unanimous resolution of all shareholders is needed to wind up the company.

The implications of continuing CED Co

Even though CED Co is no longer trading and has been inactive for five years, the Board of Directors still need to comply with the requirements of CED Co’s Constitution and any other statutory duties (such as tax obligations).

In particular, CED Co’s Constitution requires the Board to undertake many duties including:

· deliver a draft Statement of Intent to shareholders on or before 1 March each year,

· keep specified company records at CED Co’s registered office in Timaru,

· keep accounting records, in particular financial statements, and engage the Auditor-General to audit financial statements,

· provide an annual report to shareholders.

· provide an annual return.

These requirements impose an administrative burden on the directors to ensure
CED Co is meeting its obligations (which are primarily statutory obligations). There are both direct and indirect costs of ensuring CED Co satisfies its obligations. The direct costs are in the order of $2,500 (plus GST) per annum. This is principally the cost of the audit, but there may be other sundry filing costs. The indirect costs are where there is no cash disbursement required. These are not insignificant and are difficult to measure accurately. Indirect costs include the administrative support (currently provided by Timaru District Council) to ensure CED Co meets its obligations and the time required by the directors to meet at least annually.

Continuing CED Co also exposes directors and shareholding councils to a latent risk. As an inactive company there is little or no reason for the directors to meet and this heightens the risk of inadvertent breaches under various pieces of legislation or the Constitution. While this risk may be manageable for small, closely held companies, it is much less so for a company that has public accountability.

Considerations

Legal

Not applicable.

Financial

There are no financial implications with this decision.

Other

There are no other considerations relevant to this matter.

Conclusion

The company has completed the work that it was set up to undertake. The directors of the company are now recommending that the company be wound up.

Wayne Barnett

Chief Executive Officer

Ordinary Council Meeting Agenda 18 April 2017

9 Community Board Recommendations

9.1 Minutes of Twizel Community Board Meeting - 13 March 2017

File Reference: PAD 5

Author: Wayne Barnett, Chief Executive Officer

Attachments: 1. Minutes of Twizel Community Board Meeting - 13 March 2017

Recommendation

1. That the Minutes of the Twizel Community Board Meeting held on Monday 13 March 2017 be received and the recommendations therein be adopted.

BEN OHAU ROAD:

1. That Council notes and considers the resolution made by the Twizel Community Board regarding Ben Ohau Road dust nuisance.

Motion

Committee Resolution TWCB/2017/1

Moved: Ms Jacqui de Buyzer

Seconded: Mrs Pat Shuker

That the Community Board urges Council to take another look at how the Community on Ben Ohau can be helped.

Amendment

Moved: Chair

Seconded: Pat Shuker

That the Community Board request Council to undertake a review of current provisions of the dust nuisance on Ben Ohau Road.

Carried

Motion

Committee Resolution TWCB/2017/2

Moved: Luke Paardekooper

Seconded: Norman Geary

That the Community Board recommend a timeframe set at May 2017 with provisions in place before November 2017.

Carried

TWIZEL MARKET PLACE PLAYGROUND:

2. That Council notes correspondence received from Rachel Sheridan regarding a request to fence the Twizel Market Place Playground.

Motion

Committee Resolution TWCB/2017/3

Moved: Norman Geary

Seconded: Luke Paardekooper

That the Community Board write a letter of thanks to Rachel Sheridan for her letter and state the Community Board do not wish to enclose the whole area of the playground. The Community Board would keep an open mind to fencing the Road side and welcomed any further plans or information.

Carried

WELCOME TO TWIZEL SIGN:

3. That Council notes correspondence received from Mrs Paardekooper and Mr Compton on behalf of the Twizel Promotion and Development Association regarding funding for a to Twizel Welcome Sign

Motion

Committee Resolution TWCB/2017/4

Moved: Pat Shuker

Seconded: Cr Paul Hannagan

That the Twizel Community Board in principle support Twizel Welcome Sign project and endorse the concept design.

Carried

Motion

Committee Resolution TWCB/2017/5

Moved: Luke Paardekooper

Seconded: Norman Geary

That the Community Board support a financial contribution subject to receiving satisfactory funding information and reviewing of other commitments.

Carried

CORRESPONDENCE REGARDING TWIZEL MEDICAL FACILITIES:

4. That Council notes correspondence received from Mr Waite regarding the lack of facilities available within the Twizel Township for those recovering from surgery and requiring care.

Motion

Committee Resolution TWCB/2017/6

Moved: Norman Geary

Seconded: Luke Paardekooper

That the letter received from Mr Waide be forwarded to the Twizel Medical Trust for consideration with the encouragement of the Community Board.

Carried

WHITESTONE GRANT:

5. That Council notes that the Twizel Community Board agreed the grant money of $5,000 from Whitestone Contracting Limited to be used in the Community should be set aside from the projects budget. The Board are considering several options for the use of the grant money.

Motion

Committee Resolution TWCB/2017/7

Moved: Chair

Seconded: Pat Shuker

That the Community Board ask Council Staff to write a letter of thanks to Whitestone Contracting Limited on behalf of the Community Board to thank them for the generous grant and will consider a project the grant could contribute to.

Carried

INTERIM MEETING:

6. That Council notes the Twizel Community interim meeting will be held on 6 April 2017 at 4:30pm in the Twizel Events Centre Lounge.

General Business - Interim Meeting

Committee Resolution TWCB/2017/8

Moved: Luke Paardekooper

Seconded: Cr Paul Hannagan

1. That the information be noted.

2. That the interim workshop meeting be held on 6 April 2017 at 4:30pm.

Carried

TWIZEL WOODCHIPPER:

7. That Council notes the Twizel Community Board purchased a Wood Chipper some time ago and is now actively hired to local contractors. Mrs Shuker expressed her concern regarding health and safety regulations and the use of the Chipper for commercial works not community projects as it was intended.

Motion

Committee Resolution TWCB/2017/9

Moved: Luke Paardekooper

Seconded: Norman Geary

That Council staff be instructed to investigate future options for the future ownership of the Chipper.

Carried

Twizel Community Board Meeting Minutes 13 March 2017

MINUTES

Twizel Community Board Meeting

13 March 2017

MINUTES OF Mackenzie District Council
Twizel Community Board Meeting
HELD AT THE Twizel Events Centre Lounge, Twizel
ON Monday, 13 March 2017 AT 3:00pm

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

IN ATTENDANCE: Wayne Barnett (Chief Executive Officer), Garth Nixon (Community Facilities Manager) Angie Taylor (Twizel Town Manager) Keri-Ann Andrews (Committee Administrator) The Mayor and Cr Barwood

1 Opening

The Chair welcomed everyone to the meeting.

2 Apologies

There were no apologies.

3 Public FOrum

At the invitation of the Chair Mr Ron Williamson spoke to the Board addressing three concerns with the assistance of Mr Ray Coupland.

1. Learning Centre on Glen Lyon Road

Mr Williamson expressed his concern regarding the proposed site on Glen Lyon Road being considered for the relocation of Twizel Early Learning Centre. He said Glen Lyon Road is a busy Road with Logging Trucks, Stock Trucks and general traffic volumes high, resulting in a dangerous corner and high risk area for small children to be collected and dropped off. He noted a facility close to the School would be preferred allowing for a “one drop off and collection” point for parents and guardians.

2. North West Arch

Mr Williamson noted North West Arch tree removal and tidy up was costing residents considerable expense removing branches and tree toppings to the Twizel Recovery Park. He suggested a suitable controlled burn to encourage residents to tidy up North West Arch without a large expense. He added the charges can be as high a $100 per tree.

The Community Board suggested a reduced charge apply for the disposal of green waste at the Recovery Park.

Ms Taylor highlighted concerns regarding the reduced charge being funded by a District wide fund and only one Community receiving benefit from the reduced charge.

Mrs Shuker noted agenda item vegetation and fire plans was regarding the tidy up of North West Arch. She suggested a replanting of a different species of tree at North West Arch and the removal of the pine trees within the near future when the replacement trees had established. She also suggested use of the chipper being a cost effective way of disposing of the waste.

Cr Hannagan said he would communicate Mrs Shuker’s idea to Environment Canterbury at tomorrow (14 March 2017) meeting at Council.

3. Reserve off Glen Lyon Road

Mr Williamson reported he, Mr Coupland and Louis Buckham had carried out works at the Reserve of tidying, spraying and mowing for several years which neither party can continue due to deterioration of health and mobility. He noted the work required would be a once yearly mow at the cost of $200 to maintain the Reserve and the work previously completed.

Mr Nixon said the Community board do not currently mow this section of land as the land is DoC reserve and maintained by DoC. He said the Community Board could indicate to DoC to take over the maintenance of the reserve and mow the area if desired. He said DoC had previously indicated they would hand the Reserve over to Council, however the previous Community Board did not wish to take over the maintenance of the area. He said he would be happy to approach DoC and discuss improving the level of maintenance the Reserve currently receives.

Mr Nixon said he will provide a report to the next Community Board meeting outlining the level of service and options following discussions with DoC.

7.2 Correspondence - Ben Ohau Road Safety Issues

Committee Resolution TWCB/2017/52

Moved: Chair

Seconded: Luke Paardekooper

That the information be noted.

Carried

At invitation of the Chair Mrs Allen spoke to the Community Board regarding health and safety concerns at Ben Ohau Road.

Mrs Allen reported traffic volumes had increased with three business now situated down Ben Ohau Road. She said her family’s health and safety is now affected by the dust nuisance. She added the road receives little or no maintenance.

The Mayor noted non eligibility of “sealing past houses” due to Ben Ohau Road being a Rural Road.

The Mayor asked that Council take urgent action on this matter.

Motion

Committee Resolution TWCB/2017/53

Moved: Ms Jacqui de Buyzer

Seconded: Mrs Pat Shuker

That the Community Board urges Council to take another look at how the Community on Ben Ohau can be helped.

Amendment

Moved: Chair

Seconded: Pat Shuker

That the Community Board request Council to undertake a review of current provisions of the dust nuisance on Ben Ohau Road.

Carried

Motion

Committee Resolution TWCB/2017/54

Moved: Luke Paardekooper

Seconded: Norman Geary

That the Community Board recommend a timeframe set at May 2017 with provisions in place before November 2017.

Carried

Mr Paardekooper requested a timeframe be indicated in the resolution.

7.1 Correspondence - Twizel Market Place Playground

Committee Resolution TWCB/2017/55

Moved: Norman Geary

Seconded: Luke Paardekooper

That the information be noted.

Carried

Mr Geary said he had received feedback regarding the request to fence the Market Place Playground. He reported that a majority of residents understand the need for a fence however residents also like the open spaces and do not want to lose this. He noted a fenced playground may impact on the Salmon Festival and other Festivals held in the Market Place. He suggested a possible compromise may be to fence the area from the playground to the Event Centre.

Mrs Shuker stated the pervious Community Board had decided not to build a fence the whole way around the playground instead, only the School side was supported. She said it is the responsibility of Parents not Community Board members to keep children safe.

Cr Hannagan noted Rachel Sheridan was prepared to be involved in the project acquiring funds. He noted a toddler running into the carpark from the playground is a serious concern, however does not believe it is up to the Community Board to fund the project.

Mr Paardekooper said he agreed with Mrs Shuker. He added fencing off the road would prevent the health and safety risk of children running from the playground to the carpark.

Motion

Committee Resolution TWCB/2017/56

Moved: Norman Geary

Seconded: Luke Paardekooper

Carried

Pat Shuker voted against the motion.

7.3 Correspondence - Twizel Welcome Sign

Committee Resolution TWCB/2017/57

Moved: Pat Shuker

Seconded: Paul Hannagan

That the information be noted.

Carried

The Chair welcomed Kaye Paardekooper and David Compton to the meeting to speak to correspondence item 7.3 Twizel Welcome Sign on behalf of the Twizel Promotion and Development Association (TPDA).

Mrs Paardekooper added the structure was portable, would be constructed by local tradespeople and artists and would cost $8,000 to $10,000 for project completion. She added support and partial funding from the Community Board was requested.

Mr Paardekooper confirmed 50/50 funding would be desired from the Community Board and Twizel Promotions and Development Association (TPDA).

Community Board members Mrs Shuker and Mr Geary expressed concerns regarding committing to funding projects without considering future project fund commitments already made. Mr Geary added the Community Board cannot fund all projects and that all funding must be assessed in perspective. He suggested other funding avenues could be explored by Mrs Paardekooper and the TPDA.

Mr Compton added the TPDA require an indication from the Community Board confirming support and funding and a proposed amount to assist in securing further funding.

Mr Nixon highlighted the Whitestone Contracting Ltd Community Grant of $5,000 to Twizel Community as a possible funding source.

The Community Board agreed further information and consideration is required after reviewing other commitments and funding requests are completed. Mr Paardekooper suggested a workshop with Pukaki Ward Councillors and Community Board members to collate a “wish list” to prioritise funding.

Motion

Committee Resolution TWCB/2017/58

Moved: Pat Shuker

Seconded: Cr Paul Hannagan

That the Twizel Community Board in principle support Twizel Welcome Sign project and endorse the concept design.

Carried

Motion

Committee Resolution TWCB/2017/59

Moved: Luke Paardekooper

Seconded: Norman Geary

That the Community Board support a financial contribution subject to receiving satisfactory funding information and reviewing of other commitments.

Carried

7.4 Correspondences - Robert Waide

Committee Resolution TWCB/2017/60

Moved: Norman Geary

Seconded: Luke Paardekooper

That the information be noted.

Carried

Mr Geary noted Mr Waide’s letter and highlighted the lack of facilities available within the Twizel Township for those recovering from surgery and requiring care. He added the correspondence be forwarded to the Twizel Medical Trust for consideration.

Motion

Committee Resolution TWCB/2017/61

Moved: Norman Geary

Seconded: Luke Paardekooper

That the letter received from Mr Waide be forwarded to the Twizel Medical Trust for consideration with the encouragement of the Community Board.

Carried

7.5 Twizel Community Board Meeting Minutes 30 Janurary 2017

Committee Resolution TWCB/2017/62

Moved: Cr Paul Hannagan

Seconded: Pat Shuker

1. That the minutes of the Twizel Community board meeting held on Monday 30 January 2017 be received and adopted as a true and accurate record of the meeting, including such parts taken with the public excluded.

Carried

7.6 Twizel Community Board Matters Under Action

Committee Resolution TWCB/2017/63

Moved: Norman Geary

Seconded: Pat Shuker

That the information be noted.

Carried

1. Greenway Improvements: Mr Nixon reported the Community Board had decided to not progress this item any further.

2. New grassed parking area behind Events Centre: Mr Nixon added this item is following on from item 1.

3. Mobile Shops and Traders/Market Place Rentals: Mr Nixon reported a mobile trader’s licence had been issued. He noted he spoke to the Kebab shop regarding tidy up of their operation. He said Market Place rentals will be reviewed when fees and charges are reviewed in the Annual Plan. The Community Board requested further investigation regarding Segway use and a fee to use Council land applying.

4. Defibrillators: Mr Nixon reported the defibrillators are now in position outside the Events Centre and the Information Centre.

5. North West Arch: Mr Nixon reported Council are currently working through removal of trees to prevent a fire danger.

6. Manmade Hill: The Chairperson reported following a site meeting with The Heritage Trail and Golf Club and Community Board representatives it was decided Manmade Hill Road would be made accessible to wheelchairs, prams and walkers. The gate has begun to be constructed and a track cut on the back side of the Hill added Mr Nixon.

Mr Nixon reported he is currently searching for a Logging Contractor to remove tress from the viewing area.

7. Astroturfing Tennis Courts: Mr Nixon confirmed he had received a tentative quote from an Astroturfing Business and was awaiting a finalised quote.

Mr Paardekooper suggested holding off works until the Sports Twizel strategic plan was released in May. Mr Nixon suggested continuing investigations regarding pricings while waiting for strategic plan confirmation.

The Community Board support Mr Paardekooper to liaise with Sports Twizel regarding outcomes from Sports Twizel’s planning session and which way the Community Board can best help.

8. Wish list: Pukaki Ward Councillors, Council Staff and Community Board members will meet to discuss “wish list” for the Community to prioritise ideas and pricings. Date to be confirmed.

Cr Hannagan informed the Board of the Community meeting to be held Thursday 23 March 2017 at 5:30pm to discuss fire hazards and North West Arch fire risk.

9. Correspondence Follow up From Previous Meeting:

Update required regarding

· Dusky Place Street Sign – Sign had been moved to the other side of the street

· Zebra Crossing – Mr Nixon will review

· Events Centre Curbing – Whitestone had marked out

· Shop Square upgrade – a designer is drawing up options to discuss from feedback provided.

7.7 Twizel Community Board Financial Report

Purpose of Report

The financial report for the community board for the period to January 2017, the purpose of which is to update board members on the financial performance of the Twizel Community as a whole for that period.

Committee Resolution TWCB/2017/64

Moved: Paul Hannagan

Seconded: Chair

1. That the report be received and information noted.

Carried

Mr Paardekooper asked for an explanation regarding the requirement for drawing funds from the depreciation fund to fund projects that had depreciated.

Mr Barnett said he will investigate further with the Chief Financial Officer and report back to the Community Board.

7.8 Whitestone Community Grant

Committee Resolution TWCB/2017/65

Moved: Chair

Seconded: Pat Shuker

That the information be noted.

Carried

The Community Board agreed the grant money of $5,000 from Whitestone Contracting Limited to be used in the Community should be set aside from the projects budget.

Mr Nixon noted the Twizel Welcome Sign may be a favourable beneficiary of funds from the grant.

Motion

Committee Resolution TWCB/2017/66

Moved: Chair

Seconded: Pat Shuker

Carried

7.9 General Business - Golf Course/Sports Field Water Solutions

Committee Recommendation

Moved: Luke Paardekooper

Seconded: Pat Shuker

That the information be noted.

Cr Hannagan said discussion regarding this matter will be discussed at the ECan meeting mentioned earlier in the meeting to take place tomorrow 14 March 2017 at Council.

Mr Barnett said he and Mr Haar will meet with ECan and collate a summary for Resource Consent requirements and the design of the Twizel water pumps. He said any comments or discussion regarding the current ECan consent would require investigation. He noted he would report back to the Community Board the outcome of the meeting.

Motion

Committee Resolution TWCB/2017/67

Moved: Mr Luke Paardekooper

Seconded: Mrs Pat Shuker

That item 7.9 Golf Course/Sports Field Water Solutions be placed on matters under action.

Carried

7.10 General Business - Event Centre Upgrage

Committee Resolution TWCB/2017/68

Moved: Luke Paardekooper

Seconded: Pat Shuker

That the information be noted.

Carried

Mr Paardekooper reported an upgrade of the Event Centre Theatre was required outlining the seats required replacement or refurbishment and the lighting required assessment.

Mr Nixon clarified that the lighting in the Theatre is owned and maintained by the Twizel Arts Council and requires specialised services. He said the seats were provided second hand and asked if the Community Board would require recovering the existing seats or replacing the seats with new seats. He noted Ms Taylor had collated a list of options for seating in the Theatre.

The Community Board questioned if replacement of chairs and lighting was the responsibility of the Community Board and agreed this matter should be placed on matters under action requiring further discussion.

Motion

Committee Resolution TWCB/2017/69

Moved: Ms Jacqui de Buyzer

Seconded: Mr Luke Paardekooper

That the Event Centre upgrade be added to matters under action.

Carried

7.11 General Business - Interim Meeting

Committee Resolution TWCB/2017/70

Moved: Luke Paardekooper

Seconded: Cr Paul Hannagan

1. That the information be noted.

2. That the interim workshop meeting be held on 6 April 2017 at 4:30pm.

Carried

The Community Board agreed the interim workshop meeting will be held exactly 3 weeks from the Community Board meeting on 6 April 2017 at 4:30pm.

7.12 General Business - Vegetation and Fireplans

Committee Resolution TWCB/2017/71

Moved: Norman Geary

Seconded: Luke Paardekooper

That the information be noted.

Carried

Mrs Shuker presented a letter and supporting photographs to the Community Board regarding the removal of logs from North West Arch. The Community Board noted the matter with Mr Smith had been resolved.

7.13 General Business - Chipper

Staff Recommendations

That the information be noted.

Motion

Committee Resolution TWCB/2017/72

Moved: Luke Paardekooper

Seconded: Norman Geary

That Council staff be instructed to investigate future options for the future ownership of the Chipper.

Carried

Mrs Shuker expressed her concern regarding health and safety regulations and the hire of the Community Board’s Chipper. She said the chipper was purchased by the Community Board some time ago and is now actively hired to local contractors. Mrs Shuker highlighted the requirement for the Community Board to maintain the chipper if it is not being used for Community projects but commercial works.

Mrs Shuker noted she was happy to be present when the Chipper is being used to ensure safety standards are met.

7.14 Community Centre Showers

The Community Board discussed current charges for shower usage in the Community Centre. The Chair highlighted current charges are $1 for one minute of hot water.

Mr Paardekooper suggested a coupon system be used to charge for showers, allowing Community Centre users to access the showers free of charge.

The Community Board agreed to the status quo at present $1 per minute of hot water.

The Meeting closed at 5:38pm.

The minutes of this meeting were confirmed at the Twizel Community Board Meeting held on 24 April 2017.

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

CHAIRPERSON

Tekapo Community Board Meeting Minutes 15 March 2017

MINUTES

Tekapo Community Board Meeting

15 March 2017

MINUTES OF Mackenzie District Council
Tekapo Community Board Meeting
HELD AT THE Tekapo Community Hall Lounge, Lake Tekapo
ON Wednesday, 15 March 2017 AT 4:00pm

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

IN ATTENDANCE: Garth Nixon (Community Facilities Manager), Keri-Ann Andrews (Committee Administrator) Chris Clarke (Councillor), Sharon Binns, Steve Bins, Jo and Colin MacLaren from 4:30pm- 5:00pm.

1 Opening

The Chair welcomed everyone to the meeting.

2 Apologies

Committee Resolution TKCB/2017/36

Moved: Chair

Seconded: Caroll Simcox

That apologies from Lyn Martin, The Chief Executive Officer, The Mayor and Cr Leslie be received and accepted.

Carried

3 Public FOrum

The public forum was not required.

4 Visitors

The Chair informed the Board Mr MacLaren would speak to the Community Board at 4:30pm regarding agenda items 7.6 and 7.7.

5 Declarations Of Interest

There were no declarations of interest.

7.5 Hamilton Drive Reserve

Committee Recommendation

Moved: Caroll Simcox

Seconded: Cr Russell Armstrong

That the information be noted.

Correspondence received from Kerry Cox requesting the Reserve between Hamilton Drive and Barbara Hay Street be upgraded for the purpose that it was originally intended for, to be a recreational area for the neighbourhood and able to be enjoyed by all.

The Chair approached an adjacent owner regarding the piles of wood, she reported this morning on inspection only some wood remained.

Mr Nixon noted there are several encroachments from residents around the Reserve, he added identifying boundaries is essential. He referred to other areas in Tekapo that will be affected by the Reserve policy including Murray Place.

At the invitation of the Chair Mr Binns reported he had spoken with Mr Nixon regarding encroachments and improvements he had made to the Reserve which borders his property. He noted the Reserve is well used by children but not regularly maintained. He suggested the grass be mowed on a regular basis to limit the risk of fire and the Reserve be sprayed and tidied, he noted he with the assistance of another resident are currently carry out this work. He agreed signage was necessary and favoured the possible bollard fencing of the Reserve .

Mr Nixon tabled the Reserve Policy adopted by the Twizel Community for Twizel Reserves for the Boards information and added the availability of funding maybe available from the land subdivision reserve for the development of Reserves.

The Community Board were in favour of adopting the Reserves Policy for the Tekapo Community and asked Mr Nixon to direct Whitestone to take action tidying the Reserve. He suggested weed eating, spraying and mowing were required.

Mr Nixon added fencing and the enhancement and signage will closely follow Whitestone’s maintenance and tidy up work, he said a mail drop to all affected residents with the new policy and recommendations with timeframes will also be initiated.

Reserve Policy;

Public Vehicle Access:

No public vehicle access permitted on any Council owned Reserve or tree belt in Lake Tekapo (except for authorised and emergency vehicles), Trail Bikes and 4 Wheel All-Terrain vehicles are strictly prohibited, temporary vehicle access may be granted from time to time for one off specific projects.

Storage and Parking:

The use of the Reserve and green areas for the storage of any material, fire wood, trailers, compost or mulch is not permitted.

Firewood:

The collection of dead or fallen limbs from the ground is permitted. The removal of live trees or branches is strictly prohibited. Permission may be granted from time to time for specific improvement projects such as thinning, pruning and wilding tree removal.

Gates:

Pedestrian gates providing access to green areas shall be permitted but should be no more than 1.2 metres wide and should be securely latched from residential side. Vehicle gates will not be permitted. Reserves will be progressively restored to an acceptable boundary fence with costs being apportioned as per the Fencing Act 1978. Costs for all pedestrian gates will be met by the resident.

Motion

Committee Resolution TKCB/2017/37

Moved: Caroll Simcox

Seconded: Steve Howes

That the Tekapo Community Board recommend to Council to adopt the reserve policy for Lake Tekapo.

Carried

7.7 Replacement of Lions' Wishing Well

Committee Resolution TKCB/2017/38

Moved: Steve Howes

Seconded: Caroll Simcox

That the information be noted.

Carried

Mr MacLaren read correspondence regarding the Lions Club proposal for the new Wishing Well adjacent to the new Footbridge to the Board. He added concerns regarding the appropriateness of the Wishing Well being located near the new Toilets adjacent from the Footbridge. He suggested a new site at the head of the Eastern Car Park be approved.

The Community Board suggested future development plans of the area indicated would need to be investigated and confirmed before permission could be given regarding the location of the Wishing Well within the Tekapo Development.

Mr Nixon suggested Mr MacLaren met with Mr Haar, Asset Manager on site to discuss the location and logistics before the Community Board could make a decision.

The Community Board agreed and noted the matter would return to the Community Board for consideration once this meeting had taken place.

7.6 Lake Tekapo Domain Trees and Lions Wishing Well

Committee Resolution TKCB/2017/39

Moved: Steve Howes

Seconded: Cr Russell Armstrong

That the information be noted.

Carried

Mr MacLaren spoke to the Board regarding Lake Tekapo Domain Trees. He asked the Board if all the trees in the Domain were to be removed and if so who made this decision.

Mr Nixon on behalf of the Community Board replied a Resource Consent had been lodged regarding tree removal around the Playground area. He said large trees in a Children’s Playground was unsafe. He noted as part of the Resource Consent process Community Board support had been sought and granted.

Assisted by a map Mr MacLaren highlighted trees he would like to remain, he said there is no fire hazard and the trees provide shading. He noted some of the trees marked for removal were over 100 years old.

Mr Nixon believed a compromise could be met and invited further discussion with the Community Board on site to review the necessity of certain trees being removed.

6 Confirm Minutes

Committee Resolution TKCB/2017/40

Moved: Cr Russell Armstrong

Seconded: Steve Howes

That the minutes of the Ordinary Meeting held on 1 February 2017 be confirmed.

Carried

7 Reports

7.2 Tekapo Community Board Matters Under Action

Committee Resolution TKCB/2017/41

Moved: Steve Howes

Seconded: Caroll Simcox

That the information be noted.

Carried

15 March 17	Tekapo Plantation: Murray Place/Section A: Mr Nixon reported Whitestone had weed eater and will continue this level of service through the planting. Mr Nixon stated an autumn planting would be attempted.	Mr Nixon
15 March 17	Tekapo Squash Club: Mr Nixon reported Council had spoken with the Squash Club. He said the Squash Club are considering their options and will return to Council for discussions.	Mr Nixon
15 March 17	Town Projects: 1. Upgrade of Hamilton Drive – Options of improving access and turn around area with the possibility of two dump stations. The Chair suggested a review of the area regarding safety and access is required. 2. Lakeside Drive: Mr Nixon said this had not been developed further, Whitestone’s are clearing the bank and the Genesis Proposal will delay significant works. 3. Tekapo Development Projects List: Mr Barnett outlined a scope of projects list recently confirmed at the Finance Committee meeting: Funding Effectively Confirmed For: a. Funding for domain finishing b. Public Green c. Landscaping within viewing shafts – on the agenda d. Surfacing of old mini golf site e. Boat Ramp access from Lakeside Drive Recommended: f. Playground be funded by the Land Subdivision Reserve Remaining Projects: g. East and Western Carparks h. Long Vehicle Overflow Carpark A to E had been accepted by the Finance Committee as part of the development project. G will be placed on the Long Term Plan and H is not scheduled in Roading Projects and not progressing at present.	Mr Nixon/ Mr Barnett Update from Mr Nixon
15 March 17	Freedom Camping Bylaw: The Community Board directed to remove this matter item from the list.	Remove
8 June 16	Tekapo Domain Playground: Ongoing.	Mr Nixon No progress
8 June 16	60km Speed Limit Extension: The Chair reported a traffic survey had been initiated, along with Abley Transportation Strategy report will be presented at the next Community Board meeting.	Mr Barnett Report for April meeting
8 June 16	Civil Defence: Continuing.	Ms Morrison
15 March 2017	Solar System Project: The Chair referred to information provided by Christine MacLaren. She noted permission for signs to be placed as indicated would be discussed following further Footbridge area development.	Solar walk almost completed
15 March 17	Public Toilets: Mr Nixon reported the paid toilets had received $700 in three week and usage may increase with the closure of the old toilets. He noted work was still ongoing regarding the paywave system. He added the other new toilets will be officially opened on the 28^th of March. Signage had been purchased and is being erected.	Mr Nixon
8 June 16	Hall Signage: Mr Nixon reported the Hall Signage was currently under construction.	Mr Nixon Sign should be completed by April meeting
26 August 16	Drone Flying: Mr Nixon will instruct contractors to add the remaining sign to the No Camping signage at the eastern end of Pioneer Drive. Once this is done the item maybe removed from matters under action.	Complete
14 Nov 16	Tekapo School Hall Usage: Mr Nixon will meet with the School Principal on 3 April.	Mr Nix on
15 March 17	Cowans Hill Signage: Signage information required from Board members.
15 March 17	New Service Lane Name: The Chief Executive Officer met with Arowhenua Representatives. Work is progressing.

7.3 Tekapo Community Board Financial Report

Purpose of Report

The financial report for the community board for the period to January 2017, the purpose of which is to update board members on the financial performance of the Tekapo Community as a whole for that period.

Committee Resolution TKCB/2017/42

Moved: Steve Howes

Seconded: Stella Sweney

1. That the report be received and information noted.

Carried

Mr Nixon spoke to the report.

7.4 Whitestone Community Grant

Staff Recommendations

That the information be noted.

Mr Nixon reported Whitestone Contracting Limited had advised they wish to contribute $20,000.00 to the Mackenzie District for community projects. He said it is the intention for $5,000.00 to be allocated to each Community Board, in Twizel, Tekapo and Fairlie and the remaining $5,000.00 allocated to a rural project. He noted Council had allocated the rural contribution to the tidy up of Dog Kennel Corner.

Mr Nixon asked the Board for suggestions regarding suitable projects in Tekapo for the $5,000.00 to fund. He suggested funding walkway signs.

The Chair suggested equipment for the Playground to assist the project or another seat by the Footbridge. She asked Mr Nixon to write to Whitestone on the Board’s behalf and thank them for the grant. She added discussion in the Community should take place regarding suitable community projects. The Chair asked for ideas to come back to the April meeting.

7.8 Lochinver Irrigation Clarification

Staff Recommendations

That the information be noted.

Mr Howes provided the Community Board with background information regarding the Lochinvar Irrigation issue. He noted Lochinvar resident were told by developers Council would maintain the irrigation system.

Mr Nixon questioned the appropriateness of Council irrigating one subdivision in Tekapo. He noted Council do not water the Domain and expressed his concern regarding treated water being used for irrigation.

The Chair said the matter was not Community Board business and suggested further discussion with Residents, Developers and Council take place regarding this issue.

The Meeting closed at 6:06pm.

The minutes of this meeting were confirmed at the Tekapo Community Board Meeting held on 26 April 2017.

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

CHAIRPERSON

Fairlie Community Board Meeting Minutes 16 March 2017

MINUTES

Fairlie Community Board Meeting

16 March 2017

MINUTES OF Mackenzie District Council
Fairlie Community Board Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 16 March 2017 AT 4:30pm

PRESENT: Mr Les Blacklock (Community Board Member), Ms Carolyn Coakley (Community Board Member), Mr Damon Smith (Community Board Member), Cr Chris Clarke (Councillor)

IN ATTENDANCE: Garth Nixon (Community Facilities Manager), Keri-Ann Andrews (Committee Administrator).

1 Opening

The Chair welcomed everyone to the meeting.

2 Apologies

Committee Resolution FCB/2017/29

Moved: Mr Damon Smith

Seconded: Ms Carolyn Coakley

That apologies from Pauline Jackson, The Chief Executive Officer, and The Mayor be received and accepted.

Carried

3 Public FOrum

Mr Nixon provided background information regarding Mackenzie Markets location outside the Fairlie Pharmacy.

The Mackenzie Market representatives stated they would like to continue holding the Market in the same location on Riddle Street because of the cover the building veranda provides. He added the alternative option of the village green area is not suitable for gazebos or bad weather and paving outside Council is also not suitable. He noted cones are used to allow traffic flow both ways and all members park their vehicles over the street. He stated the market is only held for three hours on a Saturday morning over the warmer months.

Mr Nixon suggested the area outside the Resource Centre may be appropriate.

The Chairman said there had been calls from residence in the area regarding congestion. He said the Town is a lot busier now with a higher demand on parking. He noted further discussion is required.

The Chair will meet with stall holders on site this Saturday (18 March 2017) to discuss location and concerns and report back to the next Community Board meeting.

4 Visitors

There were no visitors.

5 Declarations Of Interest

Cr Clarke expressed a declaration of interest regarding agenda item 7.5.

6 Confirm Minutes

Committee Resolution FCB/2017/30

Moved: Cr Chris Clarke

Seconded: Damon Smith

That the minutes of the Ordinary Meeting held on 2 February 2017 be confirmed.

Carried

7 Reports

7.2 Fairlie Community Board Matters Under Action

Staff Recommendations

That the information be noted.

FAIRLIE COMMUNITY BOARD MATTERS UNDER ACTION:

1. Allandale Bridge Walkway: Mr Nixon reported a letter had been sent to NZTA from The Mayor for reconsideration.

2. Green Sign and Power Pole in front of Old Library Building: Mr Nixon reported the signs will be erected in two to three weeks’ time.

3. Fairlie Township Water Consent: The Chair said the consent is Council business. Confirmation or formal recognition required.

5. Town Projects: Trolleys are in place and work completed.

6. Regent Street: The Board expressed they would not wait for the Traffic Report and required Regent Street be made a priority. A report is required to the next Community Board meeting regarding pricing and project ideas for sealing a section of Regent Street. The Footpath at the top end of Regent Street also needs urgent attention.

7. Grey Street: Line marking to start immediately.

8. One Way Trial of Riddle Street: The Board had recommended to Council that the one way trial of Riddle Street be made permanent. Mr Nixon suggested a yellow pedestrian lane for the time being painted to encourage people to park out further, this will be made permanent at a later date.

9. Princess Street Edging: Mr Nixon reported a $35,000 quote for concrete edging on Princess Street had been received. He added funds were not available from the Roading Projects Budget. The Community Board agreed $35,000 could be better spent on other projects i.e. Regent Street or Town Parking.

7.3 Fairlie Community Board Financial Report

Purpose of Report

The Financial report for the Community Board for the period to January 2017, the purpose of which is to update Board members on the financial performance of the Fairlie Community as a whole for that period.

Committee Recommendation

Moved: Carolyn Coakley

Seconded: Chair

1. That the report be received and information noted.

Mr Nixon spoke to the report.

Mr Nixon reported the Swimming Pool had had a quiet season. He noted not all income from School hire had been received. He added there had been no problems regarding operational or technical equipment, just simply numbers down due to the cooler summer.

7.4 Whitestone Community Grant

Committee Resolution FCB/2017/31

Moved: Chair

Seconded: Carolyn Coakley

That the information be noted.

Carried

Whitestone Contracting had advised Council they wish to contribute $20,000.00 to our District for community projects. It is the intention for $5,000.00 to be allocated to each Community Board, i.e. Twizel, Tekapo and Fairlie, and the remaining $5,000.00 to be allocated to a rural project.

Mr Nixon added Council had allocated the rural project portion of funding to Dog Kennel Corner tidy up.

He said identifying a specific project would be preferred rather than being included in the town projects budget.

He invited the Board to make suggestions.

Cr Clarke suggested the Skate Park Committee could benefit from a grant.

Mr Nixon added the preferred position of the Skate Park would be behind the Swimming Pool, however he thought the Committee may prefer a site on the Village Green, he added space was limited on the Village Green.

The Board discussed the suggestion of seating and tables for the far side of Allandale Bridge.

The Chair asked for a letter of thanks be written on behalf of the Community Board to Whitestone Contracting Limited for the kind donation.

7.5 Community Centre Theatre Upgrade

Purpose of Report

For the Community Board to consider the requirement for an upgrade to the Fairlie Community Centre Theatre.

Committee Resolution FCB/2017/32

Moved: Carolyn Coakley

Seconded: Damon Smith

1. That the report be received.

2. That the Community Board support in principle the Theatre upgrade health and safety remedial work.

3. The Community Board recommend to Council to defer the improvement of the Stadium floor project to pay for the extra costs of $26,340.00 to upgrade the Theatre to Health and Safety remedial work.

4. That the community board support the alterations to the lighting box.

Carried

Cr Clarke expressed a declaration of interest regarding agenda item 7.5.

Cr Clarke spoke to the agenda item, highlighting $26,340 was required to upgrade the Theatre to Health and Safety standards.

Mr Nixon said the stadium floor is not deteriorating and not receiving a lot of use and funds set aside for this upgrade of the floors could be deferred a year allowing funds to pay for the Theatre safety upgrade.

The Chair said he supported the idea and encouraged more use of the Community Centre.

Mr Smith said the whole community benefits from the Theatre Group productions.

7.6 Trees

Mr Nixon reported several trees located on Denmark Street were in close proximity to high voltage power lines and required removal. He noted if the trees were simply cut back the trees may not recover and he recommended removal. Mr Nixon noted the area is overplanted.

The Community Board agreed to remove the trees to prevent power outages and to replace the trees with smaller decorative trees.

Cr Clarke asked for communication to the community be undertaken immediately.

The Meeting closed at 6:00pm.

The minutes of this meeting were confirmed at the Fairlie Community Board Meeting held on 27 April 2017.

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

CHAIRPERSON

Assets and Services Committee Meeting Minutes 30 March 2017

MINUTES

Assets and Services Committee Meeting

30 March 2017

MINUTES OF Mackenzie District Council
Assets and Services Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 30 March 2017 AT 9:30AM

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

IN ATTENDANCE: Wayne Barnett (Chief Executive Officer), Bernie Haar (Asset Manager), Geoff Horler (Utilities Manager), Scott McKenzie (Roading Manager), Kate Grant (Administrator) and Helen Tatham (Timaru Herald Reporter)

1 Opening

The Chair welcomed everyone to the meeting.

2 Apologies

An apology was received from Angie Taylor, Solid Waste Manager.

3 Declarations Of Interest

There were no declarations of interest.

4 Visitors

There were no visitors.

5 Reports

6.1 Minutes of Assets and Services Committee Meeting - 14 February 2017

Committee Resolution ASC/2017/11

Moved: The Mayor

Seconded: Cr Hannagan

That the Minutes of the Assets and Services Committee Meeting held on Tuesday 14 February 2017 be received and adopted as a correct record of the meeting.

Carried

6.2 Asset Manager's Monthly Report

Committee Resolution ASC/2017/12

Moved: The Mayor

Seconded: Cr Armstrong

That the information be noted.

Carried

Mr Haar, Mr Horler and Mr McKenzie spoke to their reports.

The Chair said discussion regarding the Tekapo Wastewater upgrade had taken place and highlighted the works were urgent.

Mr Barnett added wastewater treatment had been referred to in Mr Haar’s report. Mr Haar noted The Beckers Group were currently examining the detailed design.

Mr McKenzie noted Lake levels had been high recently resulting in further erosion down Hayman Road which would require repairs.

Mr Haar reported Council had no plan to upgrade Ben Ohau Road. He said Ben Ohau Road was a paper road opened for development, landowners were made aware of this and building set backs were suggested. He added Council will continue to look for opportunities but currently was not cost effective to maintain Ben Ohau Road to a higher standard.

Mr McKenzie added work was being carried out down Haldon Road and a rock source being investigated.

Mr Haar reported an approach from South Island Rowing had been received regarding Max Smith Drive widening and cycle lanes installed up and down the hill. He said this would be a joint venture between South Island Rowing and Council and Council were currently in the process of accepting a price from Whitestone Contracting Limited and works would be completed within six to eight weeks.

6.3 Demolition of Old Tekapo Public Toilets

Purpose of Report

To seek Committee direction in relation to potential demolition of the old public toilets at Tekapo.

Committee Resolution ASC/2017/13

Moved: Cr Armstrong

Seconded: Cr Clarke

1. That the report be received.

Carried

Committee Resolution ASC/2017/14

Moved: Cr Munro

Seconded: Cr Clarke

2. That the demolition of the old Tekapo toilets be included in the view shaft landscaping project being undertaken by the Tekapo Community Board.

Carried

Mr Barnett spoke to the report.

6 Adjournments

There were no adjournments.

7 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution ASC/2017/15

Moved: The Mayor

Seconded: Cr Clarke

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 Assets and Services Committee Meeting - 14 February 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

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 ASC/2017/16

Moved: The Mayor

Seconded: Cr Clarke

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 10:13am.

The minutes of this meeting were confirmed at the Assets and Services Committee Meeting held on 9 May 2017.

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

CHAIRPERSON

Finance Committee Meeting Minutes 30 March 2017

MINUTES

Finance Committee Meeting

30 March 2017

MINUTES OF Mackenzie District Council
Finance Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 30 March 2017 AT 10:30am

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

IN ATTENDANCE: Wayne Barnett (Chief Executive Officer), Paul Morris (Chief Financial Officer), Toni Morrison (Projects and Administration Manager), Kate Grant (Administrator)

1 Opening

The Chair welcome everyone to the meeting.

2 Apologies

There were no apologies.

3 Declarations Of Interest

There were no declarations of interest.

4 Visitors

There were no visitors.

5 Reports

6.1 Minutes of Finance Committee Meeting - 14 February 2017

Committee Resolution FIN/2017/10

Moved: Cr Stuart Barwood

Seconded: Cr Paul Hannagan

1. That the Minutes of the Finance Committee Meeting held on Tuesday 14 February 2017 be received and adopted as a true and accurate record of the meeting.

Carried

6.2 Financial Report January 2017

Purpose of Report

Attached is the financial report for Council for the period ended January 2017.

Committee Resolution FIN/2017/11

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

1. That the report be received and information noted.

Carried

Mr Morris spoke to the report.

6.3 Long Term Plan 2018-2028

Purpose of Report

For the Committee to decide whether co-funding of capital expenditure for activities where depreciation is funded at a rate less than 100%.

Committee Resolution FIN/2017/12

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Committee Resolution FIN/2017/13

Moved: Cr James Leslie

Seconded: Cr Anne Munro

2. That the Committee direct staff to consult with the Community Boards regarding issues with funding assets replacement of community facilities.

Carried

Motion

Committee Resolution FIN/2017/14

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

That the Committee recommend to Council it should discuss, as part of its Long Term Plan deliberations, whether these partly funded assets should be fully funded.

Carried

Mr Morris spoke to the report.

A desire was expressed on behalf of the Twizel Community Board to upgrade the Twizel Events Centre Theatre seating.

Cr Armstrong asked for clarification on maintenance and capital. He highlighted the Twizel Events Centre maintenance requirement regarding door damage, carpet and Theatre seating.

6 Adjournments

There were no adjournments.

7 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Recommendation

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

8.1 - Minutes of Public Excluded Finance Committee Meeting - 14 February 2017

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

The Meeting closed at 11:54am.

The minutes of this meeting were confirmed at the Finance Committee Meeting held on 9 May 2017.

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

CHAIRPERSON

Planning and Regulations Committee Meeting Minutes 30 March 2017

MINUTES

Planning and Regulations Committee Meeting

30 March 2017

MINUTES OF Mackenzie District Council
Planning and Regulations Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 30 March 2017 AT 11:55AM

IN ATTENDANCE: Wayne Barnett (Chief Executive Officer) Nathan Hole (Planning and Regulations Manager), Toni Morrison (Projects and Administration Manager) and Kate Grant (Administrator)

1 Opening

The Chair welcomed everyone to the meeting.

2 Apologies

There were no apologies.

3 Declarations Of Interest

There were no declarations of interest.

4 Visitors

There were no visitors.

5 Reports

6.1 Minutes of Planning and Regulations Committee Meeting - 22 November 2016

Committee Resolution PRC/2017/7

Moved: Cr Chris Clarke

Seconded: The Mayor

1. That the Minutes of the Planning and Regulations Committee Meeting held on Tuesday 22 November 2016 be received and adopted as a true and accurate record of the meeting.

Carried

6.2 Minutes of Planning and Regulations Committee Meeting - 13 December 2016

Committee Resolution PRC/2017/8

Moved: Cr Hannagan

Seconded: Cr Clarke

1. That the Minutes of the Planning and Regulations Committee Meeting held on Tuesday 13 December 2016 be received and adopted as a true and accurate record of the meeting.

Carried

6.3 Heritage Protection Fund Application - St Patrick's Church, Burkes Pass

Purpose of Report

For the Committee to consider an application from The Burkes Pass Heritage Trust for funding to restore the original appearance of the front fence of the St Patrick’s Church to enhance its heritage value.

Committee Resolution PRC/2017/9

Moved: The Mayor

Seconded: Cr Leslie

1. That the report be received.

Carried

2. That the Committee approves a grant of $2,107.50 from Council’s Heritage Protection Fund to The Burkes Pass Heritage Trust for the restoration of the front fence of St Patrick’s Church, Burkes Pass.

Mr Hole highlighted the recommended amount of funding in the report of $1,692.00 did not include sundry costs and the updated amount requested was $2,107.50.

Cr Clarke noted the application did not include statement of financial position.

Mr Hole said this was not a requirement of the heritage fund policy. He added the fund enabled people to maintain heritage buildings.

6.4 Heritage Protection Fund Application - School House, Burkes Pass

Purpose of Report

For the Committee to consider an application from John Eliott for funding for the removal of a tree which threatened the Burkes Pass School House.

Committee Resolution PRC/2017/10

Moved: Cr Barwood

Seconded: Cr Armstrong

1. That the report be received.

Carried

Committee Resolution PRC/2017/11

Moved: Cr Hannagan

Seconded: Cr Clarke

2. That the Committee approves a grant of $217.35 from Council’s Heritage Protection Fund to J Eliott for the removal of a tree which endangered the Burkes Pass School House.

Carried

6 Adjournments

12:02pm for lunch

7 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution PRC/2017/12

Moved: The Mayor

Seconded: Cr Barwood

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 Planning and Regulations Committee Meeting - 13 December 2016	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 - Minutes of Public Excluded Planning and Regulations Committee Meeting - 4 October 2016	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)(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 - Minutes of Public Excluded Planning and Regulations Committee Meeting - 22 November 2016	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)(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
8.4 - District Plan Review - Rural Section	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
8.5 - H2 Explore and District Plan declaration	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

Committee Resolution PRC/2017/13

Moved: Cr Leslie

Seconded: Cr Armstrong

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 12:56pm.

The minutes of this meeting were confirmed at the Planning and Regulations Committee Meeting held on 9 May 2017.

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

CHAIRPERSON

Ordinary Council Meeting Minutes 7 March 2017

MINUTES

Ordinary Council Meeting

7 March 2017

MINUTES OF Mackenzie District Council
Ordinary Council Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 7 March 2017 AT 9:30am

PRESENT: Cr Graham Smith (Mayor), Cr 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: Wayne Barnett (Chief Executive Officer) Paul Morris (Chief Financial Officer) Garth Nixon (Community Facilities Manager) 9:47am Nathan Hole (Planning and Regulation Manager) Toni Morrison (Projects and Administration Manager) 11:35-11:50am Karina Morrow (Senior Policy Planner) 11:35am-11:40am Keri-Ann Andrews (Committee Administrator) Tess Brunton (Timaru Herald Reporter)

1 Opening

The Mayor welcomed everyone to the meeting.

2 Apologies

There were no apologies.

3 Visitors

Scott Linton, IT Manager Hurunui District Council at 10:30am.

4 Declarations Of Interest

There were no apologies.

5 Bereavements

The Mayor referred to the recent deaths of Noeline Blackler, Margaret Glass, Alison Edmonston and John Couglan.

A motion of sympathy was passed and a moments silence observed.

6 Mayor's Report

6.1 Mayoral Activities Report

Resolution 2017/11

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

That the report be received.

Carried

The was the report of Mayoral activities to 6 March 2017.

The Mayor noted he had attended a meeting with Army Major Nicky Gardner at Burnham Military Camp to encourage the already positive relationship Council had with the Army regarding the Tekapo Military Camp. He added historical issues of the Faulks Bridge and Braemar Road were discussed.

Cr Barwood complimented the Mayor on his recent media releases.

7 Reports

8.1 Chief Executive's Activity Report

Resolution 2017/12

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

That the information be noted.

Carried

This report from Mr Barnett referred to Council business to 6 March 2017.

Mr Barnett met with Internal Affairs Department regarding Council’s position with growth in Tourism within the Community.

Council congratulated Pauline Jackson, Senior Rates Officer on obtaining 25 years of service to Council.

Mr Barnett noted he, the Mayor and Planning Staff attended the Arowhenua Marae regarding the District Plan Review and to strengthen relationships with local Runanga.

Motion

Resolution 2017/13

Moved: Cr Stuart Barwood

Seconded: Cr Anne Munro

That the Chief Executive Officer forwards on the Mayor and Councillors congratulations and thanks to Pauline Jackson for 25 years’ service to Council by the way of a card.

Carried

8.2 Triennial Agreement With Canterbury Councils

Purpose of Report

To seek Council’s endorsement of the Triennial Agreement between Councils within the Canterbury region.

Resolution 2017/14

Moved: Cr James Leslie

Seconded: Cr Anne Munro

1. That the report be received.

Carried

Resolution 2017/15

Moved: Cr James Leslie

Seconded: Cr Stuart Barwood

2. That Council endorse the attached Triennial Agreement between Councils within the Canterbury region.

3. That Council note the obligations within the Agreement relating to collaboration which may have resourcing implications.

Carried

8.3 Spur Road Temporary Road Closure

Purpose of Report

To request Council’s approval of an extraordinary temporary Road closure of a section of Spur Road for the provision of a Rally Event Hill Climb for Mackenzie Car Club.

Resolution 2017/16

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

1. That the report be received.

Carried

Resolution 2017/17

Moved: Cr Russell Armstrong

Seconded: Cr Anne Munro

2. That approval be granted to temporarily close a section of Spur Road on Saturday 25 March 2017 from 8:30am until 5:30pm.

Carried

The Mayor asked inspection of the road be taken out prior and at the completion of the event with any damage being repaired at the Rally holders expense.

8.4 Menace Toileting Hotspots Across the District

Purpose of Report

To consider options around increased levels of services in roadside reserves.

Resolution 2017/18

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2017/19

Moved: Cr Anne Munro

Seconded: Cr Chris Clarke

2. That Council enters into discussions with NZTA over the provision of toilet facilities along the State Highway network across the District.

3. That Council approve the use of the $5,000.00 Whitestone grant to undertake tidy up work at Dog Kennel Corner.

Carried

Mr Nixon spoke to the report.

Cr Hannagan expressed his concern at how works maybe perceived regarding a donation being gifted by Whitestone Contracting LTD and Whitestone Contracting LTD being engaged to carry out the works funded by the grant.

Mr Nixon replied Whitestone Contracting LTD when donating funds did not stipulate where the funds should be spent, he added Whitestone Contracting LTD are required to be paid for completed works. Mr Nixon said he believed the best way to spend the funds was on unbudgeted expenditure. He noted Dog Kennel Corner is Council owned land.

The Mayor noted the donation was a generous offer and will be contributed to the improvement of the District. He said there was no conflict of interest.

Mr Nixon said NZTA are currently completing their three year plan improving the network and developing proposals for rest areas were included.

Council does not currently have funding available for a toilet to be placed at Dog Kennel Corner. Council did note however Council can apply to the Government for funding for several toilets required in the District.

Cr Munro added Council leading by example and being proactive was important.

Cr Clarke suggested signage be erected to direct people to public toilet sites and providing information of public toilet availability in regards to distance and kilometres to the next Town and subsequent public toilets.

The Chief Executive Officer will follow up progress on signage for Fairlie.

8.6 Twizel Verandas

Purpose of Report

To advise Council of mechanisms available to require maintenance of shop verandas in business zones.

Motion

Resolution 2017/20

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

That the report be received.

Carried

Motion

Resolution 2017/21

Moved: Cr Paul Hannagan

Seconded: Deputy Mayor James Leslie

That Council refers this matter to the Planning and Regulation Committee to consider proposing a bylaw requiring the maintenance of shop verandas in business zones.

Carried

Mr Hole noted Council were confident with the legal advice received and Council’s position.

Cr Leslie raised his concerns regarding the unclarified consequences for Council if a veranda was to fall injuring a person beneath on Council footpath. He said he had researched and a majority of Council’s accept some responsibility of appearance of verandas, this is a fifty fifty relationship. He noted there are several verandas in poor condition in Market Place, gutters are full from Council trees and a Wasp problem often occurs. Cr Leslie added insurer’s only insure the footprint of the building which does not include the veranda. He said clarification is required and discussion with other Council’s helpful.

Cr Clarke said it is consistent normal commercial practice with leases for the owner of the building to maintain the veranda. He added it would be strange for Council to step away from normal practice. He noted the upkeep of shop verandas had never been Council’s responsibility however, Council must make sure Council is living up to Council’s responsibility’s.

Cr Hannagan reported there is a health and safety issue regarding flooding water from the verandas.

Mr Hole confirmed advice Council received was precisely regarding ownership maintenance of shop verandas. He said the verandas are part of the building and therefore owners responsibility. He added Council need to decide what tool Council use to insure the maintenance by owners is carried out. He said he tied the bylaw to business zones in the District and Albury is not a business zone, discussion would be required to identify further business zones and if a bylaw was required for these zones.

The meeting adjourned for morning tea at 10:30am and reconvened at 11am.

8.5 Hurunui Information Technology Contract Update

Resolution 2017/22

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

That the information be noted.

Carried

The Mayor thanked Mr Linton for attending and his informative update regarding IT Services and recent projects concerning Mackenzie District Council.

8.7 Amendment to Long Term Plan 2015-2025 Proposed Sale of Land To Genesis Energy Limited

Purpose of Report

To seek approval of the Draft Consultation Document (CD) for the proposed sale of land to Genesis Energy Limited at Lake Tekapo.

Resolution 2017/23

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Resolution 2017/24

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

2. That the Draft Consultation Document be approved for audit.

Carried

Mrs Morrow spoke to the report.

Mr Morris added a valuation had been sought first before the sale and purchase agreement would proceed with Genesis Energy Ltd for the section of land on Lakeside Drive. He noted the appropriateness to discuss the value or price in a public meeting.

Mr Barnett added he would correspond with Councillors via email regarding the amount sought.

The Mayor noted Council had not initially accepted the amount Genesis Energy Ltd had offered.

Mrs Morrow said for the purposes of the consultation document an agreed price should not be speculated to prevent any prejudice decisions.

8.8 Annual Plan 2017/18 Consultation

Purpose of Report

The purpose of this report is for Council to consider whether to consult on the 2017-2018 Annual Plan.

Resolution 2017/25

Moved: Mayor

Seconded: Cr Chris Clarke

1. That the report be received.

Carried

Resolution 2017/26

Moved: The Mayor

Seconded: Cr Chris Clarke

2. That the Council note to the following variances from Year 3 of the Long Term Plan 2015-25 and agree to those items for inclusion in the Annual Plan 2017/18:

(a) Depreciation Costs

(b) Roading Business Unit Costs

(d) Combined Urban Sewer – Tekapo, Twizel and Fairlie works

(e) Solid Waste costs

(f) Planning area costs and income

(g) Building area costs and income

(h) Health Food Act regulation contract costs

(i) Rural Fire organisational changes

(j) Lake Tekapo and Lake Pukaki toilet upgrades

(k) Mackenzie Community Centre maintenance costs

(l) Freedom Camping investigations

(m) Capitalisation of Tekapo projects costs

(n) Increased activity in administration area

(o) Staff training and consultancy support for Long Term Planning

(p) Upgrades of IT systems

(q) Increases in finance support area

(r) Fairlie Office building renovations

(s) Forestry interest savings

(t) Forestry rental charges

(u) Changes in Investment income

Carried

Motion

Resolution 2017/27

Moved: Cr Paul Hannagan

Seconded: Cr James Leslie

That If Recommendation 2(s) above is adopted, that the Council agree not to pay internal interest income to the forestry reserve and to offset the benefit against the general rate for the 2017/18 year, under s80 of the Local Government Act 2002 (Identification of Inconsistent Decisions).

Carried

Motion

Resolution 2017/28

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

That If Recommendation 2(t) above is adopted, that the Council agree to use the income from forestry rental charges to offset the general rate instead of the Tekapo, Fairlie, Twizel and Rural works and services rates for the 2017/18 year, under s80 of the Local Government Act 2002 (Identification of Inconsistent Decisions).

Carried

Motion

Resolution 2017/29

Moved: Cr Russell Armstrong

Seconded: Cr Graham Smith

That the Council does not consult on the 2017-2018 Annual Plan as it deems that there are no significant or material differences from the content of Year 3 of the 2015-2025 Long Term Plan.

Carried

Ms Morrison spoke to the report.

Cr Barwood noted budgets must be as accurate as possible and reviewed frequently.

Mr Morris said Council had resolved to sell carbon credits a normal operational sale. He added the income from carbon credits would remove the issue regarding rental expenditure and repay rent foregone. He noted the rental is in Council’s policy and had remained consistent.

8 Community Board Recommendations

9.1 Minutes of Twizel Community Board Meeting - 30 January 2017

Resolution 2017/30

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

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

Carried

9.2 Minutes of Tekapo Community Board Meeting - 1 February 2017

Resolution 2017/31

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

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

Carried

Mr Barnett said the reason he is drawing attention to the Tekapo Community Board’s public toilet resolution was that it was different to what Council had decided. He said his understanding was that Council would seek direction from the Community Board and staff are currently looking at implementing this.

Mr Barnett had met with the Tekapo Squash Club.

Cr Barwood questioned why the carpark sets of toilets was not chargeable.

Mr Barnett said this could be reviewed.

9.3 Minutes of Fairlie Community Board Meeting - 2 February 2017

Resolution 2017/32

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

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

Carried

Cr Clarke noted all proceeds will be donated to charity from the open night of the production of Calendar Girls on 26 April 2017.

9 Receive Committee Minutes

10.1 Minutes of Mackenzie Forestry Board Meeting - 14 February 2017

Resolution 2017/33

Moved: Cr James Leslie

Seconded: Cr Russell Armstrong

1. That the Minutes of the Mackenzie Forestry Board Meeting held on Tuesday 14 February 2017 be received and the recommendations therein be adopted.

Carried

10.2 Minutes of Assets and Services Committee Meeting - 14 February 2017

Resolution 2017/34

Moved: Cr James Leslie

Seconded: Cr Russell Armstrong

1. That the Minutes of the Assets and Services Committee Meeting held on Tuesday 14 February 2017 be received and the recommendations therein be adopted.

Carried

10.3 Minutes of Finance Committee Meeting - 14 February 2017

Resolution 2017/35

Moved: Cr James Leslie

Seconded: Cr Russell Armstrong

1. That the Minutes of the Finance Committee Meeting held on Tuesday 14 February 2017 be received and the recommendations therein be adopted.

Carried

10.4 Minutes of Strategy Committee Meeting - 14 February 2017

Resolution 2017/36

Moved: Cr James Leslie

Seconded: Cr Russell Armstrong

1. That the Minutes of the Strategy Committee Meeting held on Tuesday 14 February 2017 be received and the recommendations therein be adopted.

Carried

10.5 Minutes of Audit and Risk Committee Meeting - 14 February 2017

Resolution 2017/37

Moved: Cr James Leslie

Seconded: Cr Russell Armstrong

1. That the Minutes of the Audit and Risk Committee Meeting held on Tuesday 14 February 2017 be received and the recommendations therein be adopted.

Carried

10 Confirm Council Minutes

11.1 Minutes of Council Meeting - 24 January 2017

Resolution 2017/38

Moved: Cr James Leslie

Seconded: Cr Russell Armstrong

1. That the Minutes of the Council Meeting held on Tuesday 24 January 2017 be received and the recommendations therein be adopted.

Carried

11 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2017/39

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

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 - 24 January 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 Twizel Community Board Meeting - 30 January 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 Mackenzie Forestry Board Meeting - 14 February 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
13.4 - Minutes of Public Excluded Assets and Services Committee Meeting - 14 February 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 - Minutes of Public Excluded Finance Committee Meeting - 14 February 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
13.6 - Council Land At Simpson Drive	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
13.7 - Twizel Community Facilities	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

Resolution 2017/40

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 2:11pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 18 April 2017.

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

CHAIRPERSON

Due Date	Action
22 April- 26 May 2017	Consultation period
29 May -9 June	Hearing of submissions & Council deliberations. Decision drafted and released
9 June – 26 June	Changes to Resource Management Act Fees and Charges as per decision
27 June 2017	Council meeting to adopt final Resource Management Act Fees and Charges

Due Date	Action
April 22 - May 22	Consultation period
May 29 - June 9	Hearing of submissions & Council deliberations. Decision drafted and released.
June 12 - June 23	Audit NZ comment on amendment (if any) to the 2015-2025 Long Term Plan
June 23 - 26	Changes to 2015-2025 Long Term Plan completed
June 27	If amendment approved Council meeting to adopt amendment to the 2015-2025 Long Term Plan