Agenda of Ordinary Council Meeting

Ordinary Council Meeting Agenda 31 October 2017

8.5 CouncilMARK Local Government Excellent Programme 2017/18

File Reference: PAD 7/1/4

Author: Catherine Johnson, Executive Assistant

Authoriser: Suzette van Aswegen, Planning and Regulatory Manager

Attachments: 1. CouncilMARK Local Government Excellence Programme Prospectus - Year 2 and 3 (2017/18) ⇩

Purpose of Report

To seek approval for the Mackenzie District Council to participate in the CouncilMARK^TM Local Government Excellence Programme (Programme).

Staff Recommendations

1. That the report be received.

2. That Council approves Mackenzie District Council’s registration of interest in the CouncilMARK^TM Local Government Excellence Programme for Year 2 and 3.

3. That Council approves the unbudgeted expenditure of $15,000 excluding GST and disbursements, for the CouncilMARK^TM Excellence Programme for Year 2 and 3.

Background

Mayor Graham Smith has expressed an interest for the Mackenzie District Council to be part of the voluntary CouncilMARK^TM Local Government Excellence Programme so that the performance of the Council can be independently assessed and for any performance areas highlighted for improvement be managed and supported.

The Programme was established in 2016 with the aim to drive a culture of excellence and continuous improvement in the local government sector. It provides very specific guidance on where the participating Councils should focus and how to ensure customer experience is accounted for in all Council decision making and operations. Excellent performance means leadership and innovation to support communities and to contribute locally, regionally and nationally.

The Programme is a positive and constructive awareness raising programme that establishes a baseline for continuous improvement. As part of the assessment process it also affirms the particular strengths of participating Councils by highlighting what it does well and by complementing existing Council plans and activities. The programme also provides opportunities for benchmarking and encourages Councils to share good practice experiences and learnings with each other.

The Key Aspects of the Excellence Programme are:

1. A comprehensive, robust and independent performance system.

2. Independent assessment and public rating of a Council’s performance.

3. Assist with communication and engagement with the Community.

4. Support to lift performance.

The system enables a current state and gap analysis assessment for Councils; provides a grading for each priority area; and leads to an overall publicly available rating from AAA to C.

The Performance Assessment Framework focuses on four priority areas that have been derived from public and business feedback in the 2015 New Zealand Local Government Survey.

The four priorities for CouncilMARK^TMare:

1. Leading locally – Governance, leadership and strategy

2. Investing money well – Financial decision making and transparency

3. Delivering what’s important – Service delivery and asset management; and

4. Listening and responding – Communicating and engaging with the public and businesses.

After a successful pilot year in 2016, CouncilMARK^TM are now seeking Registrations of Interest from interested Councils in the Programme for Years 2 and 3. Registration of interests closes on Monday 6 November 2017.

Depending on which year Council would be accepted into, the following timetable would follow:

Key Milestones	Year 2 Acceptance	Year 3 Acceptance
Acceptance into Programme and announced	Mid November 2017	Early April 2018
One on One sessions with participating Councils as they sign up	From Mid November 2017	From Mid May 2018
Assessment of participating Councils undertaken	January-June 2018	July 2018-March 2019
Announcement of participating Council’s assessment ratings commencing	March 2018	September 2018

If accepted into the programme, the Mackenzie District Council will be committed to adequately prepare for the assessment by ensuring that sufficient time has been allocated and staff and elected members are available for assessment.

The Independent Assessment Board Members from CouncilMARK^TM are Toby Stevenson (Chair), Albert Brantley and Debbie Birch.

Policy Status

There are no existing Policies relevant to this proposal.

Significance of Decision

In accordance with Council’s Significance and Engagement Policy this matter is not considered significant.

Options

There are three options available to Council:

1. To maintain the status quo and not register an interest in the CouncilMARK^TM Local Government Excellence Programme; or

2. To register its interest in participating in the CouncilMARK^TM Local Government Excellence Programme for Year 2 and 3 (2017/18) and to commit adequate resources and funding to the Programme; or

3. To participate in a future CouncilMARK^TM Local Government Excellence Programme (post 2018).

Based on the information provided in the Report and the attached CouncilMARK^TM Local Government Excellence Programme Prospectus, it is recommended that Council pursues Option 2 above.

Considerations

Legal

There are no legal implications, as the Programme is a voluntary programme aimed at continuous improvement.

Financial

The cost of the Programme for the Mackenzie District Council is likely to be in the region of $15,000 to $22,500 plus GST and disbursements. The cost of the assessment covers the cost of the assessors’ time in preparation and being on site, the preparation of each assessment report and the necessary disbursements for travel costs.

Although the stated amount is an unbudgeted item, it is open for Council to give due consideration to the anticipated benefits in organisational effectiveness, efficiencies and productivity arising from participating in the Programme, in addition to the added public value to the Mackenzie community.

It is anticipated that Council will be assessed again in future for an appraisal against the baseline set by this Programme and provision for such an assessment will have to be made in Council’s Long Term Plan.

Other

Nil

Conclusion

The CouncilMARK^TM Local Government Excellence Programme 2017/18, while an unbudgeted item, is considered an investment and would be of great benefit to our Council. It is an opportune time to be part of this Programme, with a new Chief Executive about to commence. The Programme offers an extensive review and assessment of how the Council is operating at present, and with constructive feedback and reporting, the managing and support for improvements will be most beneficial to staff, elected members and the community that we serve.

Wayne Barnett

Chief Executive Officer

Question	Yes	No	Unsure	Responses
Do you think Mackenzie District Council has a role in promoting Mackenzie District as a tourist destination?	108 84%	19 15%	1 1%	128
Council currently funds $233,000 per annum to promote the Mackenzie District. Do you support this level of funding?	76 59%	38 30%	14 11%	128
Do you support the current focus on the promotion of off-season and high-end visitors to the district?	91 72%	20 16%	16 13%	127
Do you think the Council’s investment in tourism promotion is achieving the right outcomes for the district?	47 40%	23 19%	48 41%	118
Question	More	Less	None	Responses
If you said no to question 2, please indicate your preferred funding level.	31 67%	3 7%	13 26%	47

Ordinary Council Meeting Agenda 31 October 2017

Assumption	Level of Uncertainty (High/Medium/Low)			Risk	Impact of variation to assumption	Management of risk
Assumption	H	M	L	Risk	Impact of variation to assumption	Management of risk
Population Growth It is assumed that growth in the district’s population will generally be consistent with the medium projections issued by Statistics NZ in December 2016, which are that the district’s population will grow by a little over 4 percent from 2018 to 2028 (from 4680 to 4880 people). It is not expected that this level of population growth will have any significant impact on demand for infrastructure or services.				Population change occurs within the district at a higher or lower rate than predicted.	A significant, consistent decline in population may adversely affect Council’s ability to set rates at a level affordable to the community. A significant, consistent increase in population could adversely affect Council’s ability to deliver some services to existing service levels.	Council will continue to monitor population measures within the district and respond to meet needs where possible.
Demographic Changes Most population growth within the Mackenzie District is expected to be at older ages (55+ years), with the proportion of over 65s living in the district projected to be slightly higher than the NZ average. Twizel and Fairlie have a higher proportion of older people (65+) than other areas in the district and this is not expected to change over the life of the plan.				Demographic changes occur at a higher or lower rate than expected.	Changes to the projected demographics may place pressure on some Council services due to increasing demand, which may lead to a lower level of service in these areas or a requirement for additional investment.	Council will continue to monitor demographic changes within the district and respond to meet needs where possible.
Household Changes It is anticipated that changes to household numbers and composition will generally reflect population projections and forecast changes to demographics (that is, an ageing population). This is not expected to create any significant impact on demand for infrastructure and services, given the relatively small increase in total population projected to occur.				Household changes across the district occur at a higher or lower rate than expected.	A slower rate of household growth may mean that some service activities have overinvested in infrastructure (too much capacity too soon).	Council will continue to monitor household changes within the district. Where rapid growth occurs, this is likely to be within existing subdivisions where servicing provision has already been made or, where growth requires additional infrastructure, developers can be required to meet this demand through the payment of financial contributions.
Dwelling Numbers It is assumed that growth in dwelling numbers will primarily be driven by demand for short-stay visitor and holiday accommodation due to year-on-year increases in both domestic and international visitor numbers to the district . Growth in demand for private holiday accommodation is predicted to have an impact on the availability of residential housing. However, the large proportion of unoccupied dwellings in the district, particularly in Tekapo (75%) and Twizel (66%), is not anticipated to change or increase significantly.				Dwelling changes across the district occur at a higher or lower rate than expected.	A higher or lower rate of dwelling growth may impact on provision of services, such as the issue of resource and building consents.	Council will continue to monitor dwelling growth in the district and adjust provision of supporting services as required.
Tourism Growth It is assumed the average growth in international visitors to Mackenzie District will be at least equivalent to, or greater than, the growth in international visitors forecast for New Zealand over the coming ten years (an average increase of 5.4% per annum). This is based on current data which indicates growth in international visitors to Mackenzie District is occurring at a rate higher than the national average and forecast growth. It is also assumed growth in domestic visitors to Mackenzie District will continue to occur at a rate similar to international visitor numbers. However, there is more uncertainty around this assumption based on the lack of current domestic visitor survey data.				Change to tourism occurs at a rate significantly above or below the growth levels assumed.	Increases in projected visitor numbers may place pressure on supporting services and infrastructure. Conversely, a drop in tourism to the district may mean that service activities have overinvested.	Council will continue to monitor tourism numbers to the country and district and respond to meet needs where possible.
Climate Change It is assumed that climate change is happening, and the Council will take into account the predicted impacts of climate change as it plans, builds and renews its infrastructure. The impacts are expected to be relatively minor within the period covered by the Long Term Plan, but increasing in the future.				There is a risk that climate change will happen more quickly than expected and require changes to the Council’s activities.	If climate change happens more quickly, the Council may need to carry out work on its infrastructure assets. Council’s business units may not recognise climate change in the delivery of their services. Decisions made now without considerations may have intergeneration effects on land use decisions, environmental policy and infrastructure decisions e.g. relying on undersized assets and resources in highly vulnerable parts of the district.	Council activities will build appropriate mitigation responses into resilient infrastructure development. The Council will continue to monitor climate change science and the response of central government and adapt its response where required.
Natural Hazards / Local Natural Disasters It assumed that there will be no major adverse events during the period covered by this Long Term Plan. Note: the district is at risk from natural hazards such as flooding, earthquake, and storms. These events can occur at any time, without warning. While events may occur at any time, Council’s planning will focus on operational resilience and Emergency Management.				A major adverse event occurs resulting in a significant impact on the district and Council’s services.	A disaster has the potential to cause significant, unbudgeted impact on the Council and the community. In the event of a major disaster, Council has assumed additional central government support will be forthcoming. Council would need to borrow additional funds to make repairs and meet the costs of restoration.	The Council seeks to mitigate this risk through its Civil Defence, Risk Management and Insurance Policies. Council keeps appropriate levels of cash reserves ($3.0m) and sufficient head room in its borrowings to enable it to undertake any repairs on its underground assets. Central government has a role in disaster recovery after a natural disaster.
New Technologies There will be no new technologies deployed within the period covered by the Long Term Plan that will significantly change the demand for or provision of services.				Technologies may become available which significantly change the demand for or provision of services.	Inefficient of ineffective provision of services in the traditional manner when other alternatives maybe available.	Council will regularly monitor existing and proposed technologies as they relate to service provision.
Service Delivery Modes & Contracts It is assumed that there will be no significant changes to current modes of service delivery for each service area or variations in terms of contract prices (above inflation and inventory adjustments) for current operations and maintenance contracts. Council will continue to consider collaboration opportunities and assess changes to service delivery on a case by case basis.				Maintenance contracts may be re-tendered during the plan period. If maintenance and service contracts are consolidated and/or re-tendered there is a possibility contract prices will be higher than anticipated.	This would require Council to either increase rates and/or operating revenue if efficiencies cannot be found or it may consider reducing levels of service.
Planning Horizons It is assumed that the planning horizon for growth (30-45 years) and asset lifecycles (30 years plus) are sufficient to inform the ten year forecasts included in the LTP.				The planning horizon for growth and asset life services differ from that assumed.
Legislative Demands As an organisation that is created and derives its powers from statute, changes to legislation have a direct impact on the way we conduct our business. The speed and scale of review of legislation depends largely on the policy direction and priorities of the government of the day. While we anticipate changes to the Resource Management Act 1991 and Local Government Act 2002 during the life of this Long Term Plan, we have assumed that these and any other changes to legislation will not have a significant effect on our business. The LTP assumes that existing legislation will remain in place and that the structure and responsibilities of the Council will remain the same over the period covered by the plan. It also assumes the Council will remain an independent unit of local government during the next 10 years. The Council sees merit in continuing with shared services where this allows more efficient use of skills and resources.				The impact of government legislation is more or less than expected. New legislation is enacted that alters the activities Council undertakes or provides.	Unrealised impacts of legislative changes may create greater impacts on Council operations, including operating budgets, workloads, time and resource availability. These pressures may lead to additional costs for ratepayers. Where legislative changes require Council to provide additional services or increased levels of services, this may impact fees and charges for cost-recovery activities.	Most changes to legislation are known in advance, giving councils the ability to prepare for implementation. Council will monitor existing and potential legislative changes as they move through parliamentary process. Where appropriate, Council will submit on legislation to encourage reduced or improved impacts on Council operations and limit costs to ratepayers. Historical trends have been for services transferred from central government to local government. The cost and impact on our activities as a result of future legislative changes cannot be quantified at this stage as it would be dependent on the specific services affected by the legislative change. Financial uncertainty in this area would generally impact the cost of introducing changes, and the mechanisms required to fund any new services.
Legislation Change – Development Contributions It is recognised that the ability to levy financial contributions under the Resource Management Act 1991 will be revoked, effective from 18 April 2022. Council will then recover development contributions. For financial forecasting purposes the Council has assumed that development contributions will provide a similar level of funding and outcomes to financial contributions when this change occurs.				The ability to levy development contributions is not comparable to existing financial contribution provisions.	Council does not recoup costs associated with meeting infrastructure demands of development.	Council will review its Development Contributions and Financial Contributions policy prior 18 April 2022. This work will involve clearly determining the demand for services and the costs of meeting that demand.
Inflation To develop a consistent approach for local government to account for inflation, the Society of Local Government Managers (SOLGM) contracted Business and Economic Research Limited (BERL) to construct forecasts for inflation. It is assumed that long term inflation will be consistent with BERL’s Local Government Cost Index (LGCI) forecasts.				Inflationary costs in some areas may increase at a rate different to that forecast.		In preparing the LTP, the Council is required to use best estimates in determining the level of costs to be budgeted in the future. As a result, Council is required to account for the effect of price changes or inflation that is expected to occur over the ten year period. Council has endorsed the rates produced by BERL and has used these rates as the assumption for accounting for inflation for the preparation of the LTP. Some types of costs (eg roading and transport costs) have been subject to fluctuations in recent years, so it is inherently difficult to predict trends with accuracy. However, these costs will be mitigated through the annual plan process where the annual adjustment can be made.
Borrowing Borrowing costs are assumed to be as included in Financial Forecasts.				Forecast interest rates on borrowing are higher or lower than forecast.	Council costs could increase or decrease as interest rates fluctuate up or down.
Interest Rates Council assumptions on interest rates are based on the Official Cash Rate (OCR). That rate will be used for calculating interest rates and will be adjusted annually.				Forecast interest rates are higher or lower than forecast.	The movement in interest rates has a wide ranging effect on the Council. The Council’s cash investments have derived interest at the market rates and the Council’s internal financing policy bases the interest paid to or charged to individual communities on the Official Cash Rate. The level of works and services rates levied is dependent in part on the interest rate used in Council’s internal funding policy.	Council is setting its internal funding interest rate six months in advance and holding it stable for the next twelve months. There is a risk its estimates may not correlate with external interest movements which may mean Council is not optimising its returns. However, Council believes that is outweighed by the certainty of internal return it can give to the capital reserves over the financial year.
Sale or Transfer of Assets It is assumed throughout this plan that we will retain ownership of our significant assets and continue with the current Council Departments.				That the objectives whether financial or non-financial of holding strategic assets are not achieved.	Should specified returns not be attainable, we would review our investment. Such a review may have a financial impact.	Any decision to sell or partially sell would be significant and a full proposal with options to be considered would be provided to the community for feedback as part of a special consultation process.
Timing & Level of Capital Expenditure The Long Term Plan assumes that the timing and cost of capital projects and associated operating costs are as determined through the Council’s activity management planning process.				There is a risk that capital projects may not occur as planned, or actual costs may vary from the forecast therefore may have an impact on the costs. Transport projects seeking subsidy will need a Business Case approach to NZTA which may change originally anticipated outcomes.	If projects do not occur as planned, capital expenditure in any year may differ from that forecast and delay may also change the cost of individual projects.	The Council will consider the impact of any change as part of the annual budget process and consider the funding implications of any cost changes.
NZTA Subsidy The Long Term Plan assumes that the subsidy from New Zealand Transport Agency will be 51% across all activities for the life of the Long Term Plan, and that these subsidy rates will remain at this level until the Funding Assistance Rate is reviewed.				Council’s risk is the roading programme may reduce due to a number of factors. These are: · a further change in subsidy rates and/or size of the programme in years 4-10. This plan assumes Council will maintain or expand its spend through additional unsubsidised work. · the NZTA subsidiseable programme may differ from what has been assumed, which may impact the Council’s spend in future years. · The funding impact of the One Network Road Classification (ONRC) is as yet unknown.	The roading programme could be reduced from what is shown, due to limitations on the amount of work NZTA is prepared to financially support. Expenditure may differ in any year from that forecast. If Council wanted to continue its roading programme, other funding sources such as rates would need to be utilised.	The Council will consider the impact of any change as part of the annual budget process and consider the funding implications of any cost changes.
Income from Property Sales The Long Term Plan assumes no income from new property sales. Council is undertaking a strategic review of development in Year 1 of the LTP and no new property sales are specifically provided for, pending the completion of that work.					Additional funding may be received from that assumed.
Resource Consents It is assumed that the conditions of resource consents held by Council will not be changed significantly and that the Council will be able to renew and obtain the necessary resource consents for its planned projects.				Resource consents are changed through reviews, or applications for Council projects are not approved or have significant compliance or monitoring costs.	Projects will cost more if compliance requirements are significant, or may not proceed as planned if consents are not obtained.	Planning of projects will take in to account compliance requirements.
Asset Revaluations The Council has a policy of revaluing its buildings, land and infrastructural assets on a three yearly basis. The Long Term Plan assumes that the book values of the relevant assets as at the revaluation dates will be increased by inflation rates as per the BERL inflation forecasts as described in the Inflation assumption above.				Inflationary costs in some areas may be different from that forecast. The condition of the assets may be different to that assumed and the value of the asset may differ accordingly.	There may be a higher or lower asset value and a lower or higher depreciation charge.
Useful Lives of Assets The useful lives of assets have been assumed as set out in the following table, which matches the depreciation policy under the Statement of Accounting Policies:				Assets last longer than the lives assumed, or assets deteriorate at a faster rate that the lives assumed.

Twizel Community Board Meeting Minutes 18 September 2017

MINUTES

Twizel Community Board Meeting

18 September 2017

MINUTES OF Mackenzie District Council
Twizel Community Board Meeting
HELD AT THE Twizel St John's Rooms, Twizel
ON Monday, 18 September 2017 AT 3:04pm

PRESENT: Jacqui de Buyzer (Chair), Norman Geary, Pat Shuker, Cr Paul Hannagan (Councillor)

IN ATTENDANCE: Wayne Barnett (Chief Executive Officer), Garth Nixon (Community Facilities Manager), Keri-Ann Andrews (Committee Administrator), Angie Taylor (Solid Waste Manager and Town Manager) Mayor Graham Smith, Cr James Leslie and five members of the public

1 Opening

The Chair welcomed everyone to the meeting.

2 Apologies

Apology

Committee Resolution TWCB/2017/101

Moved: Chair

Seconded: Pat Shuker

That an apology received from Community Board member Luke Paardekooper be accepted.

Carried

3 Public FOrum

Frank Hocken addressed the Board regarding a District Nursing service in Twizel. He noted the population of Twizel is aging and a more frequent service to Twizel would be required. He asked the Community Board to apply pressure to the District Health Board to resolve the problem.

Mr Hocken reported social or workers housing in Twizel had become scarce with homes being rented for Air BnB, holiday homes and private rentals. He suggested areas were zoned for social or workers housing to prevent holiday accommodation leading to availability of rental properties.

Mr Hocken felt Council land on Ohau Road or Boundary Terrace would have been a prime site for a retirement village.

Karyn Marshall and Brent Belcher attend the meeting regarding a proposed garage at their property 19 Fraser Crescent, Twizel. Mr Belcher reported they wished to build closer than the required distances set out in the District Plan as the site would only allow for a very small garage that would not serve the required purpose. He noted consent had been granted from the northern neighbour, and he had discovered consent from the Community Board and Council would be required for the boundary that boarders the green belt.

The Community Board noted Ms Marshall’s and Mr Belcher’s request. Mr Nixon confirmed a report from Council would be included in the next Community Board agenda.

4 Visitors

There were no visitors.

5 Declarations Of Interest

There were no declarations of interest.

6 Reports

7.1 Minutes of Twizel Community Board Meeting - 7 August 2017

Community board Resolution TWCB/2017/102

Moved: Cr Paul Hannagan

Seconded: Pat Shuker

1. That the Minutes of the Twizel Community Board Meeting held on Monday 7 August 2017 be received and adopted as a true and accurate record of the meeting, including such parts taken with the public excluded.

Carried

7.2 Twizel Community Board Matters Under Action

Date	Target Date	Subject	Actioned Required By
6 June		Manmade Hill: Gate: Mr Nixon reported Man made Hill improvements had taken place with an excellent result. He added when the area had been tidied up the gate would be installed. Cr Hannagan asked if disability access would be available. The Chair confirmed a track would be available for use of mobility scooters and wheel chairs.	Mr Nixon
6 June	Works approved.	Astroturfing Tennis Courts: Mr Nixon said no start date had been confirmed.	Mr Nixon
6 June	Ongoing	Town Projects List: · Market Place Completion - QS number on $400,000 estimate to complete work · Water of Sports Fields – waiting on School · Tennis Court Resurfacing · Theatre Seats – No funds available this financial year, little depreciation accrued. Discussion at Finance workshop. · Swimming Pool Upgrade · Dead tree removal of trees around the School offer has been withdrawn. Mr Nixon would follow up with the School regarding the trees. Ms Taylor said she had spoken to School but they said they had it in hand.	Mr Nixon
6 June	Ongoing	Correspondence Follow up From Previous Meeting: Update required regarding: · Policing Rules and Regulations – Freedom Camping. Mr Nixon reported the Freedom Camping Warden vacancy had received no responses to date. · Twizel Skate Park – Mr Nixon would write to Mr Power confirming the Community Board’s support and the corporation’s plans.	Mr Nixon
6 June	ongoing	Town Clock: Town Temperature Clock to be installed in Market Place; Ms Taylor reported the favoured option was not viable and that another clock had been ordered costing $650.	Ms Taylor
6 June	Ongoing	Golf Course/Sports Field Water Solutions: Mr Nixon reported Golf Course discussions had not progressed further. Discussions were continuing.
6 June	Ongoing	Events Centre Theatre Upgrade: Ms Taylor reported the original price of the seat replacement deliver and installation was $225.00 per seat. She said she had received two different quotes of $285.00 and $350.00 per seat, these prices were for replacement only. Ms Taylor reported the existing Theatre Seats do not comply with safety standards due to insufficient room and any upgrade should be working towards achieving the NZ Standard Building Code.	Ms Taylor
6 June	Ongoing	Whitestone Grant: The Community board agreed the $5,000 grant received from Whitestone Contracting limited would be spent on Man Made Hill improvements, signage, seats or replanting work. Mr Nixon will provide a report to the next Community Board meeting outlining options.	Community Board
1 May	7 August	Future of Wood Chipper: The Community Board sought clarification regarding sale of the Chipper and a tender process if required.	Mr Nixon
1 May 2017		Twizel Early Learning Centre (TELC) Location: Mr Nixon reported he had met with TELC to discuss their plans, they are not favourable of the site and are exploring upgrading the existing building. He added TELC had applied to Council for an extension on their current lease.
6 June 2017	Awaiting feedback	Market Place Improvements: Ms Taylor said the display of the Market Place improvements plans had taken place and positive feedback received from three people requesting more picnic tables be available and colourful plantings be used.	Ms Taylor and Mr Nixon
6 June 2017		Swimming Pool Improvements: Mr Nixon reported completing engineering design and discussions with local contractors would take place next week with completion of works on 14 November 2017 for the coming season.	Mr Nixon
7 August 2017		Twizel Planning Documents: The Community Board would meet to discuss the documents – the future starts today and Twizel our Town our future before holding a public workshop.

7.3 Twizel Community Board Financial Report July 2017

The Financial report for the community board for the period to July 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/2017/103

Moved: Chair

Seconded: Norman Geary

1. That the report be received and information noted.

Carried

Mr Nixon spoke to the report highlighting Lake Ruataniwha was the only Reserve now shown within the Twizel Reserve balance.

Cr Leslie asked if the Twizel Township depreciation account could fund the Theatre seat replacement project.

Mr Nixon replied borrowing limits could be restricted and result in rates increases. The Mayor added depreciation must be funded in the correct area and the Twizel Township depreciation account relates to Market Place upgrades and not the Community Centre.

7.4 Market Place Litter Bins

Purpose of Report

For the Community Board to consider litter bin options for the Market Place.

Community board Resolution TWCB/2017/104

Moved: Norman Geary

Seconded: Cr Paul Hannagan

1. That the report be received.

Carried

Community Board Resolution TWCB/2017/105

Moved: Norman Geary

Seconded: Cr Paul Hannagan

2. That education and signage take place first before bins in the Market Place are removed with a review at a later stage.

Carried

Community Board Resolution TWCB/2017/106

Moved: Cr Paul Hannagan

Seconded: Chair

3. That the litter bins by the Event Centre be removed, as these attract a large amount of domestic waste.

Carried

Ms Taylor spoke to the report.

Mr Geary highlighted signage and information would be key, smaller bins would relate to more frequent emptying and increase the number of bags of rubbish being left by the bins.

Ms Taylor said the size of the bins may detour people and removing the set of bins by the Events Centre would detour the drive in and dumping bulk rubbish option. She added highlighting free disposal at the recovery park would also assist with current rubbish problems.

The Chair suggested information circulated to accommodation providers.

Mr Nixon felt the recycling stations had given the wrong impression to the service provided. He added pay bins had been installed at Lake Alexandrina, he agreed education and signage would be the key to success. He noted if the volume of rubbish was decreased, emptying frequency of bins would reduce contractors costs to the Community Board.

Mrs Shuker asked if the bins were changed, investigation of the option of user pays would be favourable. Mr Nixon replied the user pay bin option would cost $50,000 to be installed.

The Board agreed to view the results of the current trial at Lake Alexandrina before investigating user pay bin options.

The Community Board agreed the bins outside the Events Centre be removed and not replaced. Information be provided to the public on waste disposal options in Twizel to assist any changes, this could include the development of signage to be erected by the campervan effluent dump station with details on the location and opening hours of the Twizel Resource Recovery Park. Signage should also note that there is no charge for disposal of recycling at the recovery park. Further education can be provided via the Twizel Update newsletter and possibly adding to information on camping apps such as CamperMate and discussions with holiday home rental companies.

7.5 Funding Cap for Grant Applications

Purpose of Report

Community Board member Pat Shuker will speak to the agenda item.

Community Board Resolution TWCB/2017/107

Moved: Pat Shuker

Seconded: Cr Paul Hannagan

1. That the report be received.

Carried

Community board Resolution TWCB/2017/108

Moved: Mrs Pat Shuker

Seconded: Cr Paul Hannagan

2. That the Twizel Community Board resolve that the grants budget allocation be capped at $500.00 each applicant.

Carried

Mrs Shuker expressed concern regarding the amount allowed for allocation via the grants budget. She noted $2,000 had been allocated previously.

Mrs Shuker proposes a $350 cap be enforced when funds are allocated via the grants budget.

The Community Board agreed with a cap in place the opportunity for further Community projects to receive funding would be increased.

7.6 Pensioner Flats/Housing Future Land

Purpose of Report

Community Board member Mrs Shuker will speak to this item.

Committee Resolution TWCB/2017/109

Moved: Chair

Seconded: Pat Shuker

1. That the report be received.

Carried

Mrs Shuker asked if Council could hold the land on Simons Street for future development of Pensioner Flats.

Mr Nixon reported the land is zoned Recreation P and is a protected green way, using this land would require a plan change.

Cr Leslie added discussions were in place regarding future development of the Town for Pensioner Housing and transportation.

The Board agreed further discussion would take place at the Planning workshop.

7.7 Ward Members Report/ Report from Members of the Board

Committee Recommendation

Moved: Chair

Seconded: Norman Geary

That the information be noted.

Cr Hannagan reported Council had held Council and Committee meeting days. He added Council had completed workshops and Chief Executive Officer interviews.

Mrs Shuker reported North West Arch works were progressing well.

Cr Hannagan reported an announcement of dates would take place when appropriate to dispose of tree limbs at a rural property.

7 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution TWCB/2017/110

Moved: Chair

Seconded: Cr Paul Hannagan

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

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
8.1 - Chipper Disposal	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 TWCB/2017/111

Moved: Chair

Seconded: Pat Shuker

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 4:52pm.

The minutes of this meeting were confirmed at the Twizel Community Board Meeting held on 30 October 2017.

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CHAIRPERSON

Tekapo Community Board Meeting Minutes 20 September 2017

MINUTES

Tekapo Community Board Meeting

20 September 2017

MINUTES OF Mackenzie District Council
Tekapo Community Board Meeting
HELD AT THE Tasman Room, Godley Hotel, Lake tekapo
ON Wednesday, 20 September 2017 AT 4:00pm

PRESENT: Lyn Martin, Caroll Simcox, Stella Sweney (Chair)

IN ATTENDANCE: Garth Nixon (Community Facilities Manager), Suzette van Aswegen (Planning and Regulations Manager), Karina Morrow (Planning Manager) left at 5:56pm and Keri-Ann Andrews (Committee Administrator), Mayor Graham Smith, Cr Stuart Barwood, Cr Anne Munro, Cr James Leslie, Cr Chris Clarke, Scott McKenzie (Roading Manager), David Scarlett (NZTA), Murray Cox and 12 members of the public

1 Opening

The Chair welcomed everyone to the meeting and congratulated Suzette van Aswegen on her appointment as Chief Executive Officer of Mackenzie District Council.

2 Apologies

Apology

Community board Resolution TKCB/2017/68

Moved: Lyn Martin

Seconded: Chair

That apologies be received from Community Board member Steve Howes, Cr Russell Armstrong, Wayne Barnett (Chief Executive Officer), Cr Paul Hannagan and Constable Brad Morton be accepted.

Carried

3 Public FOrum

No members of the public wished to address the Board.

4 Visitors

David Scarlett, Senior Traffic Engineer, New Zealand Transportation Authority (NZTA) spoke to the Tekapo speed management and speed limits presentation.

Mr Scarlett noted Road narrowing, flush median and judder bars could be used to reduce speed and notify drivers of a change of environment. Considerations when setting speed limits are compliance, safety and efficiency.

The Mayor noted he had been lobbying for a speed reduction through Tekapo for quite some time.

The Community Board stated Tekapo is a unique town which would qualify for special circumstances as a Tourist destination.

New legislation setting of speed limits 2017 as effective from 21 September 2017 include:

· Speed limits are nationally consistent

· Speed limits balance safety and efficiency

· Speed limits change at changes in the road environment and roadside development

· Promotes public/ stakeholder engagement

· Minimum length for 80km/h – 800 m

· Minimum length for 60km/h – 500m

· Rural Towns will either be 60km or 80km

Members of the Community present expressed concern regarding safety and speed limits. Volume of traffic and behaviour of that traffic were both issues reiterated.

The Chair reported there could be anywhere up to 3000 people a night in Tekapo at one time. She suggested Urban, Rural and Tourist would be a better way to gauge the category of Towns.

Mr Scarlett highlighted the speed limit alteration process.

Pedestrian activity at night is high, the Community could provide pictures.

The Chair reported she had supplied photos to NZTA, Council staff would follow up with photos also.

Mr Scarlett reported the Tekapo speed and traffic data highlighting traffic volumes had increased including higher volumes on busy days in peak season. He added 85 percent of vehicles are travelling at the speed limit or less.

The Community confirmed the 60km/h be extended to where the current 80km/h sign is located and speed restriction enforced. A 50km/h through the village was critical.

The Mayor reported a hotel development had been approved in Tekapo resulting in urgency, including Lakeside Drive and a new Early Learning Centre. He confirmed moving forward further evidence provided would be beneficial.

Mr Scarlett replied a change that would be achievable would be an extension of the 60km/h speed limit. He said he would communicate with the Chair, Mayor and Council’s Asset Department regarding progression and options available.

The Chair thanked Mr Scarlett for his presentation and attendance.

5 Declarations Of Interest

There were no declarations of interest.

6 Reports

7.1 Correspondence - Genesis Energy Tekapo A Intake Gate Project Update

Community board Resolution TKCB/2017/69

Moved: Lyn Martin

Seconded: Caroll Simcox

That the information be noted.

Carried

The Chair noted correspondence received from Lisa Orchard, Environmental Coordinator, Genesis Energy Ltd updating the Community Board on the Tekapo A intake gate project. Ms Orchard advised works would be delayed 12 months.

7.2 Minutes of Tekapo Community Board Meeting - 9 August 2017

Community board Resolution TKCB/2017/70

Moved: Caroll Simcox

Seconded: Lyn Martin

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 9 August 2017 be received and adopted as a true and accurate record of the meeting, including such parts taken with the public excluded.

Carried

7.3 Tekapo Community Board Matters Under Action

Community board Resolution TKCB/2017/71

Moved: Lyn Martin

Seconded: Chair

That the information be noted.

Carried

Date	Target Date	Subject	Actioned Required By
26 April 17	7 June 2017	Tekapo Squash Club: The Mayor reported no change regarding the Squash Club. The Chair asked for a summary report for the next meeting.	Mr Barnett
26 April 17	Submitted applications close 12 April	Town Projects: 1. Upgrade of Hamilton Drive – Mr Nixon reported NZMCA had offered to contribute to the upgrade required, new compacting rubbish bins were being installed. He said he had instructed Whitestone to install the dump station. 2. Lakeside Drive: Mr Nixon said this had not been developed further, Whitestone’s were clearing the bank and the Genesis Proposal would delay significant works. Mr Barnett reported Lakeside Drive would be widened to improve safety and to allow works for configuration of the Road for the long term. 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 d. Boat Ramp access from Lakeside Drive e. Playground - The Community Board were not in favour of a road through the playground, which would require public consultation. The Board felt strongly that the playground be constructed. Mr McKenzie confirmed Community consultation would take place in the October school holidays. Remaining Projects: f. East and Western Carparks g. Long Vehicle Overflow Carpark A to G 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 reported an MBIE application regarding the Church of Good Shepherd carpark area had been submitted. He added the plans would be available for public view.	Mr Nixon/ Mr Barnett
26 April 17	Urgent	60km Speed Limit Extension: The Chair referred to Mr Scarlett’s presentation.
8 June 16	Ongoing	Civil Defence: Mr Nixon confirmed Phil Mackay had been appointed as Emergency Management Officer.	Ms Morrison/ Mr Barnett
26 April 17	Ongoing	Solar System Project: The Chair reported stage 2 had almost been completed. She said there were ongoing questions regarding stage 3. Mr Nixon asked any works within the Domain be completed and noted several tiles had smashed on the project and a solution or replacement would be required.	Mr Nixon
26 April 17	April	Town Gardener: Mr Nixon reported he was interviewing for the Town Gardener position.	Mr Nixon
26 April 17	ongoing	Hamilton Drive Reserve: Mr Nixon reported correspondence with residents had taken place and he was now receiving feedback. This item can be removed from matters under action.	Mr Nixon/Karina Morrow
26 April 17	Ongoing	Matters from Previous Meetings: · Request to stop or close the section of Sealy Street within Murray Park – Application had not been received by Council from the applicants. The Chair reported a conflict of interest may exist regarding the Mantra’s Lawyer and previous engagement with Council. · Church of the Good Shepherd Road Access and Parking – Mr Nixon noted an MBIE application regarding the Church are and carparking had been submitted.

Motion

Community board Resolution TKCB/2017/72

Moved: Lyn Martin

Seconded: Caroll Simcox

That the Tekapo Community Board move forward with the construction of the Playground.

Carried

7.4 Tekapo Community Board Financial Report July 2017

Community board Resolution TKCB/2017/73

Moved: Chair

Seconded: Lyn Martin

That the information be noted.

Carried

Mr Nixon spoke to the financial report for the community board for the period to July 2017, the purpose of which is to update board members on the financial performance of the Tekapo Community as a whole for that period. He added the report provided financial information for July only, the first month of the new financial year.

The Community Board requested further information regarding Community Hall charges and usage.

7.5 Street Berms Damage

Community board Resolution TKCB/2017/74

Moved: Caroll Simcox

Seconded: Lyn Martin

That the information be noted.

Carried

The Chair reported local residents had expressed concern regarding the damage caused to berms during new builds. The Community Board requested clarification regarding a Council policy or processes in place.

Mr McKenzie reported Council absorb the cost of damage to berms if a clear link to a person or property could not be identified. He added the information regarding damage to berms and potential costs had been highlighted on Land Information Memorandums.

7.6 14 Greig Street Tekapo - Provision of Road Connecting Murray Place and Allen/Greig Streets

Purpose of Report

To report back on a question raised by Mr Cox at the Tekapo Community Board meeting of 9 August 2017, regarding the requirement for the owners of 14 Greig Street, Tekapo to provide a road connecting Murray Place to Allen/Greig Street when development of this site occurs.

Community board Resolution TKCB/2017/75

Moved: Chair

Seconded: Lyn Martin

1. That the report be received.

Carried

Mrs Morrow spoke to the report.

7.7 Trees on Road Reserve 16 Murray Place

Purpose of Report

Request for Tree removal at rear of 16 Murray Place.

Community board Resolution TKCB/2017/76

Moved: Chair

Seconded: Caroll Simcox

1. That the report be received.

2. That the Community Board approve the removal of a tree at the rear of 16 Murray Place at Council’s cost.

Carried

Mr Nixon recommended to fell the tree at Council’s cost. He added he would prefer Council maintain control of felling of the tree but would be happy for the Tekapo Lions to dispose of the tree once felled.

7.8 Lakeside Drive Toilets

Purpose of Report

For the Tekapo Community Board to provide comment on the level of service desired when replacing upgrading the Lakeside Drive Toilets

Community board Resolution TKCB/2017/77

Moved: Lyn Martin

Seconded: Caroll Simcox

1. That the report be received.

Carried

Committee Resolution TKCB/2017/78

Moved: Lyn Martin

Seconded: Caroll Simcox

2. That the Tekapo Community Board recommend a permanent structure to Council, with the exclusion of shower facilities.

Carried

Mr Nixon spoke to the report.

The Chair expressed concerns regarding the addition of shower facilities within the toilet block. She explained Tourists may use the facility for the washing of clothes.

Mr Nixon reported an estimate cost of $80,000 for redevelopment of the existing toilet block excluding the addition of showers.

The Community Board agreed a long life permanent solution would be preferred.

Mr Nixon recommended the Permaloo toilet option, this scenario provides a robust well-appointed public toilet. He added the facility would be concrete and tile construction and would last for many years. He noted with the exclusion of shower facilities an estimated cost of the facility would be less than $200,000. He said heating would be required for the winter.

Mr Nixon said he would investigate obligations regarding the allocated MBIE funding.

7.9 Ward Members Report/ Report from Members of the Board

Community board Resolution TKCB/2017/79

Moved: Caroll Simcox

Seconded: Lyn Martin

That the information be noted.

Carried

Cr Armstrong was not present to provide a report.

The Mayor reported Council had approved the affected person application with regard to resource consent application RM160135 for stage two of a proposed hotel at 14 Greig Street, Lake Tekapo. He said the view of Council had been that the affect would be minor and that the hotel development was essential for Tekapo. He noted Council had made allowances from time to time if the effects were minor. He apologised that Mr Hocken had presented to Council and not to the Community Board.

Cr Clarke agreed and added Grand Properties Limited had been restricted to only building to 8.25m from the existing ground level.

Mrs Martin invited all present to attend the opening night of the Bright Stars Kindergarten, Lake Tekapo on Friday 22 September 2017 at 4pm. She noted the Tekapo Trails Incorporated Group had been established to develop walking and cycle trails and the final Annual General Meeting of the Footbridge Society would be held on 5 October at 7:30pm, venue to be confirmed.

7.10 General Business

Correspondence: Tekapo Lions Noticeboard Request;

The Chair referred to correspondence received from Christine Maclaren regarding the Tekapo Lions Community Noticeboard. The Lions were hoping a site which the Tekapo Community board could approve, for the noticeboard to be erected temporarily while a decision is made regarding the Tekapo Domain.

Mr Nixon noted the structure would not be stand alone and would require construction to a wall or posts.

The Community Board supported the request in principle as along as a suitable site be found by the Lions and discussed with appropriate business owners.

YHA Request;

The Chair reported she had received a request from Mark Wells on behalf of the YHA regarding attending the next Tekapo Community Board meeting to discuss the Tekapo Development Developers contributions.

Ms van Aswegen confirmed the matter was currently a judiciary process and not Community Board business.

It was agreed it would not be the role of the Community Board to negotiate between Council and a Developer. The Chair said she would notify Mr Wells that his request had been declined.

The Meeting closed at 6:40pm.

The minutes of this meeting were confirmed at the Tekapo Community Board Meeting held on 1 November 2017.

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CHAIRPERSON

Fairlie Community Board Meeting Minutes 21 September 2017

MINUTES

Fairlie Community Board Meeting

21 September 2017

MINUTES OF Mackenzie District Council
Fairlie Community Board Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 21 September 2017 AT 4:34pm

PRESENT: Les Blacklock (Chair), Pauline Jackson, Damon Smith, Cr Chris Clarke (Councillor)

IN ATTENDANCE: Garth Nixon (Community Facilities Manager), Keri-Ann Andrews (Committee Administrator), Suzette van Aswegen (Planning and Regulatory Manager), Mayor Graham Smith and Cr Stuart Barwood

1 Opening

The Chair welcomed everyone to the meeting.

2 Apologies

Community Board Resolution FCB/2017/50

Moved: Damon Smith

Seconded: Pauline Jackson

That apologies from Carolyn Coakley, Wayne Barnett and Cr Anne Munro be received and accepted.

Carried

3 Public FOrum

There were no public present.

4 Visitors

There were no visitors.

5 Declarations Of Interest

There were no declarations of interest.

6 Reports

7.1 Minutes of Fairlie Community Board Meeting - 10 August 2017

Community board Resolution FCB/2017/51

Moved: Pauline Jackson

Seconded: Cr Chris Clarke

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 10 August 2017 be received and adopted as a true and accurate record of the meeting.

Carried

7.2 Fairlie Community Board Matters Under Action

Community board Resolution FCB/2017/52

Moved: Pauline Jackson

Seconded: Damon Smith

That the information be noted.

Carried

FAIRLIE COMMUNITY BOARD MATTERS UNDER ACTION:

1. Regent Street: The Community Board resolved that the Fairlie Community Board recommend to Council that the full width of Regent Street be sealed from Main Street to the first intersection in year one of the long term plan 2018-2028.

2. Gray Street: Mr McKenzie reported he had met with Mr Guiney regarding the possibility of a walkway. Mr Guiney had directed Mr McKenzie to speak with Mr Wieldraayer regarding securing the required land for a walk way. Mr McKenzie would endeavour to draw a draft plan before the next Community Board meeting.

3. Proposed Electric Car Station: Mr Nixon reported all cables were connected and were awaiting final connection.

4. Bus Stop Shelter: Mr Nixon reported NZTA had approved the bus shelter. Cr Clarke noted Bus Companies were no longer stopping at BP and investigations were required if the location opposite BP (on the other side of the Road) would be used. Mr Nixon felt the location opposite BP would be the favoured location for the shelter.

5. Broadband Options: Cr Clarke reported The Government had announced an extension of 450 households in Fairlie would receive fibre connections before the end of 2022. He added Rural Broadband providers had also received funding. He noted Albury would receive a new transmission tower, servicing the Limestone Valley and Albury to Cave areas.

6. Fairlie Skateboard and Scooter Park: The Chair reported a fundraising event would take place tonight. Cr Clarke reported plans for the Park had been updated.

7. Drinking Fountain and Cigarette Butt Receptacle: Mr Nixon reported the drinking fountain had been purchased and would be installed. Whitestone sourced 20 Cigarette Butt Receptacles free of charge and would be distributing these around the Fairlie Township.

8. War Memorial Maintenance: Mr Nixon had followed up with the Contractor and works would begin shortly.

9. Town Works Update and Priority Works: The Community Board requested information updates regarding works being carried out around Town regularly, this would enable Board members to keep the Community informed when new works were started.

Cr Clarke asked for a priority of works list for the Board’s information.

10. Abley Transportation Strategy: Mr McKenzie would liaise with Mr Noon to set a date for a casual workshop including a walk around Town to discuss transportation needs. He added a way finding study had taken place for Fairlie.

11. Seating around Fairlie Township: Cr Clarke reported three locations would receive seating over summer on a trial basis.

12. Village Green History Panel: Mrs Thomson recommended an information panel be displayed on the Village Green detailing the Village Greens rich history. She noted Mr Sutherland would provide the historical information.

13. Street Lighting: Mr Haar said an application had been submitted to NZTA to update the Districts Street lighting. He added new locations for lights would be investigated and dark spots improved. The Community Board were asked to provide feedback to Mr Haar regarding dark spots and high need areas around Fairlie.

7.3 Fairlie Community Board Financial Report July 2017

Community board Resolution FCB/2017/53

Moved: Cr Chris Clarke

Seconded: Pauline Jackson

That the information be noted.

Carried

Mr Nixon spoke to the report.

7.4 Ward Members Report/ Report From Members of the Board

Community board Resolution FCB/2017/54

Moved: Damon Smith

Seconded: Pauline Jackson

That the information be noted.

Carried

Cr Clarke reported further workshops regarding the District Plan review and the Long Term Plan process were beginning, community boards would receive a draft version for consultation. He added an MBIE funding application had been submitted regarding the Church of the Good Shepherd carparking issues.

Cr Clarke said the Community Library was a partnership between Mackenzie College and Council and the $56,000 contribution to the Library from Council every year required review. He noted the refurbishment project the School undertook exceeded the budget and the $55,000 shortfall had been considered at a recent Council meeting, $20,000 of funding from the Land Subdivision Reserve Fund had been approved from Council, the policy only allows for $20,000 of funding to be approved.

The Community Board agreed a process to review Council’s contribution to the Community Library be undertaken.

Cr Clarke asked if the Community Board would recommend to council to reconsider the $20,000 of funding allocated. He felt a higher level of funding would be required from Council.

The Mayor felt a lack of support from Councillors could had hindered a $50,000.00 contribution from Council. He said it had not been a budgeted expense and had not fitted into the policy criteria.

7.5 General Business – Regent Street sealing

Community Board Resolution FCB/2017/55

Moved: Pauline Jackson

Seconded: Chair

That the Fairlie Community Board recommend to Council that the full width of Regent Street

be sealed from Main Street to the first intersection in year one of the long term plan 2018-2028.

Carried

Mrs Jackson reported Regent Street had a partial tarsealing in the middle of the roadway at the width of approximately one vehicle to travel on, when another vehicle comes in the opposite direction one of the vehicles would have to move into the gravel side of the road and this creates a dust nuisance to property owners. She added Regent Street is a widely used roadway and is directly off the commercial area of the main road in Fairlie, commercial businesses are at the beginning of the Street and it is used for Residents, Business, customers and visitors to the area needing parking.

Mrs Jackson added a 13 section subdivision at the end of Regent Street had created more traffic movements.

Mrs Jackson highlighted the Fairlie Township ratepayers paid the roading rate and therefore the Fairlie Community Board should not have to fund unsubsidised road sealing as a Fairlie town project.

Mr McKenzie said funding for sealing had been included in the Long Term Plan. He said a priority had been made to seal the Reserve Area, Kimbell and two Streets in Tekapo. He said discussions with Council, Council Roading Team and Residents would be required to identify beneficial works for Regent Street. He felt sealing the full width would prove uneconomic and favoured further solutions being investigated.

Mr Smith highlighted the guttering system on the left hand side of the Road and asked if this caused run off to enter onto residents lawns. Mr McKenzie replied that the side had been curbed but only to the Mackenzie Country Motors on the other side of the road and encased in a swale. He suggested possible planting of the Road side could help prevent the dust problem.

The Chair noted the increased traffic volume on Regent Street. He added a number of complaints had been received from Residents over the years. He said Regent Street was the only Street within the Township with shingle verges. He felt strongly to support the motion and that action be taken.

The Mayor said traffic flow had changed in Town and priorities regarding sealing in the Long Term Plan could be changed. He added there could be works carried out within budget to widen the seal, with preference made to the south side. He noted the Road maybe used for parking in the future.

The Meeting closed at 5:40pm.

The minutes of this meeting were confirmed at the Fairlie Community Board Meeting held on 2 November 2017.

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

CHAIRPERSON

Finance Committee Meeting Minutes 3 October 2017

MINUTES

Finance Committee Meeting

3 October 2017

MINUTES OF Mackenzie District Council
Finance Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 3 October 2017 AT 9:30am

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), Mayor Graham Smith (Mayor) (Chair)

IN ATTENDANCE: Wayne Barnett (Chief Executive Officer) Paul Morris (Chief Financial Officer) Suzette van Aswegen (Planning and Regulations Manager) Toni Morrison (Projects and Administration Manager) Katherine Hill (Senior Corporate Planner) Keri-Ann Andrews (Committee Administrator) and Megan Sutherland (Timaru Herald Reporter)

1 Opening

The Mayor welcomed everyone to the meeting.

2 Apologies

Committee Resolution FIN/2017/36

Moved: Cr Stuart Barwood

Seconded: Cr Russell Armstrong

That apologies be received from Cr James Leslie and Cr Paul Hannagan.

Carried

2 Declarations Of Interest

There were no declarations of interest.

3 Visitors

There were no visitors.

4 Reports

6.1 Minutes of Finance Committee Meeting - 22 August 2017

Committee Resolution FIN/2017/37

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

1. That the Minutes of the Finance Committee Meeting held on Tuesday 22 August 2017 be received and adopted as a true and accurate record of the meeting.

Carried

6.2 Financial Report August 2017

Committee Resolution FIN/2017/38

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

That the report be received and the information be noted.

Carried

Mr Morris spoke to the report.

6.3 Financial Contributions and Development Contributions Policy

Purpose of Report

For the Committee to approve the proposed Policy on Development Contributions and Financial Contributions for public consultation.

Committee Resolution FIN/2017/39

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

1. That the report be received.

Carried

Committee Resolution FIN/2017/40

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

2. That the proposed Policy on Development Contributions and Financial Contributions be approved for public consultation in accordance with section 82 of the Local Government Act 2002.

Carried

Ms Morrison spoke to the report.

Mr Morris left the meeting at 10:09am and returned to the meeting at 10:16am.

Ms Morrison noted work would begin regarding a policy for development contributions.

Ms van Aswegen said development contributions relate to the Local Government Act and is highly detailed. She added understanding further work would be required regarding the infrastructure strategy and district growth. Ms van Aswegen noted the formula was applied consistently to all Resource Consents received and approved.

Mr Barnett felt it was important for Council to refer to the District Plan process outlining what Council would like to achievement.

Cr Barwood expressed his concerns regarding cash for carparking.

Ms Morrison said the District Plan sets out a development contribution policy. These requirements could be discussed during the District Plan review process and if adopted the policy would then be updated to reflect the changes within the District Plan.

6.4 Proposed Revenue and Financing Policy

Purpose of Report

To provide and adopt the proposed Revenue and Financing Policy for public consultation.

Committee Resolution FIN/2017/41

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Committee Resolution FIN/2017/42

Moved: Mayor Graham Smith

Seconded: Cr Russell Armstrong

2. That the proposed Revenue and Financing Policy be adopted for public consultation in accordance with section 82 of the Local Government Act 2002.

3. That Council adopt the Funding Needs Analysis.

Carried

Ms Morrison spoke to the report.

Mr Morris said Council undertook a process to effectively review each activity. He added the purpose of the funding requires analyse to provide Council with direction regarding day to day expenditure and funding capital requirements. He said this information would then flow into the revenue and financing policy. The document would confirm how each section would be divided and would not set the level required for the annual plan.

Mr Morris confirmed Health Licencing costs were not being covered by the fees charged and these additional costs must be met by rates.

The Mayor asked why costs were not being covered when the service had been out sourced and Council were working collaboratively with Timaru and Waimate.

Mr Morris noted user charges had been reduced to recognise a higher level of public benefit and to match comparative charges with other districts. He also recognised the situation arising from the level of fees being set by national regulation. He reported there was a limited number of people who provided the service required to the Mackenzie area. He said the alternative would be to upskill Council’s own staff and build a Council unit, however the cost of setting this up would exceed the benefit.

Cr Clarke added charges were high due to demographics and legislative requirements.

Mr Morris estimated the total cost to Council was $155,000 with rates contributing $35,000. He noted he would confirm the total cost with Councillors.

The Mayor said he would follow up requirements with Local Government.

Cr Armstrong said Council should be able to recover costs.

6.5 Rates Remission and Postponement Policies

Purpose of Report

To provide and adopt the proposed Rates Remission and Rates Postponement Policies for public consultation.

Committee Recommendation

Moved: Cr Russell Armstrong

Seconded: Cr Anne Munro

1. That the report be received.

Committee Resolution FIN/2017/43

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

2. That the proposed Rates Remission and Postponement Policies be approved for public consultation in accordance with section 82 of the Local Government Act 2002.

Carried

Mr Morris reported he had added “excess water charges” to the conditions and criteria on page 106 of the document. He said the addition states Council may remit a maximum of 50% of the difference between the normal consumption and the actual water consumed within the period subject to the application where both criteria were met.

Mr Morris said he understood Council did not wish to change the current proposal regarding Community, Sporting and Other Organisations and a remission on total rates levied. He said public consultation would be required.

The Mayor spoke on behalf of the Mackenzie Rugby Club and Bowling Club reporting neither club received a rates remission because of their bar licences. He said the rates demand is a burden on the bowling club who are retired people on fixed income.

Mr Morris said Council had minimised the portion of rates each Club pays as much as possible. He added the upkeep of Strathconan Park had been paid for by the Works and Services rate and that the Rugby Club had not contributed to this fund. He noted a change in policy would require fairness to all licence holders.

Mr Barnett highlighted the Bowling Club could make a grant request to Council to help subsidise their rates.

Ms Morrison added the document would be released for public consultation and submission would be invited.

The Meeting closed at 10:55am.

The minutes of this meeting were confirmed at the Finance Committee Meeting held on 21 November 2017.

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

CHAIRPERSON

Assets and Services Committee Meeting Minutes 3 October 2017

MINUTES

Assets and Services Committee Meeting

3 October 2017

MINUTES OF Mackenzie District Council
Assets and Services Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 3 October 2017 AT 11:06AM

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

IN ATTENDANCE: Wayne Barnett (Chief Executive Officer) Suzette van Aswegen (Planning and Regulations Manager) Bernie Haar (Asset Manager) Scott McKenzie (Roading Manager) Geoff Horler (Utilities Manager) Angie Taylor (Solid Waste Manager) Keri-Ann Andrews (Committee Administrator) Megan Sutherland (Timaru Herald Reporter)

1 Opening

Chair Cr Barwood welcomed everyone to the meeting.

2 Apologies

Committee Resolution ASC/2017/32

Moved: Chair

Seconded: Mayor Graham Smith

That an apology be received from Cr James Leslie and Cr Paul Hannagan.

Carried

2 Declarations Of Interest

There were no declarations of interest.

3 Visitors

There were no visitors.

4 Reports

6.1 Minutes of Assets and Services Committee Meeting - 22 August 2017

Committee Resolution ASC/2017/33

Moved: Cr Russell Armstrong

Seconded: Cr Anne Munro

1. That the Minutes of the Assets and Services Committee Meeting held on Tuesday 22 August 2017 be received and adopted as a true and accurate record of the meeting, including such parts taken with the public excluded.

Carried

The Chairman asked for any feedback regarding the Council building strengthening requirements to accommodate a Civil defence operations centre.

Mr Barnett replied that design work had been received and pricings for this work were being sought.

6.2 Asset Manager's Monthly Report

Committee Resolution ASC/2017/34

Moved: Cr Russell Armstrong

Seconded: Mayor Graham Smith

1. That the report be received and information noted.

Carried

Committee Resolution ASC/2017/35

Moved: Cr Russell Armstrong

Seconded: Mayor Graham Smith

2. That Council contribute $39,000 towards the piping of the open drain in Denmark Street, Fairlie and that this unbudgeted item be funded from the Stormwater capital reserve.

Carried

Mr Horler spoke to the utilities report.

Mr Horler reported the indicative cost he had received from Beckers Group regarding the Tekapo Waste Disposal upgrade had not been acceptable and he had requested they reassess their costings. He added new figures would be received and provided to Council at the next meeting.

Mr Haar reported he had advised Council at the May meeting approval had been granted for a Developer to subdivide land in Denmark Street, Fairlie creating an eight section residential subdivision. He said an upgrade to the current town stormwater discharge would be required to allow for discharge of stormwater from Fairlie and the development to an open drain on a neighbouring property. He added at the time indications were that the overall cost of this work would be $42,000 with Council’s share being $25,000. He said since then the Developer had advised that there had been mistakes in the original price and asked Council for an increased contribution. Council staff advised that Council could not agree without at least two more firm quotes being provided for consideration and on receipt of those quotes staff agreed an appropriate share of the cost including design costs. The total value of the work was now $58,551.12 with Council’s share being $39,000 ex GST.

Mr Armstrong asked why Council’s contribution had risen 50%.

Mr Haar said initial communication identified an interested third party, however this was not the case and that when the third party does in fact wish to benefit from the works they would be required to contribute.

Mr McKenzie spoke to the roading report he highlighted the Ben Ohau Road dust nuisance.

Mr Barnett highlighted the appropriate level of service. He said people had purchased sections and built houses on a gravel road, however indications show the level of service had changed. He asked who would pay for the improvements opposed to who would receive the benefit, highlighting user contribution maybe appropriate. He suggested discussion between Council and Residents take place.

Cr Armstrong asked why when Council granted a resource consent to the Ben Ohau Road Cheese factory consideration had not been given to a financial contribution being sought.

Mr Haar noted Ben Ohau Road had originally been a paper road. He agreed a cost share discussion with residents had not been discussed and would be the favoured option.

The Mayor suggested a rotten rock material supply maybe available from Omahau Downs.

Motion

Committee Resolution ASC/2017/36

Moved: Cr Anne Munro

Seconded: Cr Graham Smith

That Council undertake discussions with Residents of Ben Ohau Road, Twizel to gain an improved understanding on the issues and to suggest an opportunity of cost sharing.

Carried

Mr McKenzie reported the planned culvert installation on School Road would now cost $100,000 three times higher than expected. He noted costs of materials and transport to Fairlie were the largest portions of the expense.

The Mayor said he thought the culvert had been ordered and was in Fairlie waiting at the Whitestone Contracting Yard for installation.

Mr McKenzie replied that that was not correct and that the culvert had not been ordered or arrived.

The Mayor expressed his concerns if a culvert was not in place on School Road the risk of Flooding to Fairlie if a heavy rain event would be high. Cr Clarke highlighted the recent flooding events in Fairlie and the need to dig a trench in School Road to prevent the Town from flooding.

The Committee agreed action had to be taken to protect the Town from flooding.

Mr Haar noted the funds were available within the current budget.

Motion

Committee Resolution ASC/2017/37

Moved: Cr Russell Armstrong

Seconded: Cr Anne Munro

That the Asset and Services Committee approve the installation of two culverts on School Road at the cost of $100,000 within the current budget.

Carried

The Committee discussed the speed limit reduction through Lake Tekapo and Burkes Pass and the urgency required.

The Chair confirmed a speed reduction through Tekapo to 60kmh and a reduction to 80kmh up to the current 100kmh signs were sought. He noted a speed reduction of 60kmp through Burkes Pass Township would also be required.

Motion

Committee Resolution ASC/2017/38

Moved: Cr Stuart Barwood

Seconded: Cr Russell Armstrong

That the Asset and Services Committee support Burkes Pass and Lake Tekapo Communities in their application for rezoning of speed limits through Burkes Pass and Lake Tekapo.

Carried

Ms Taylor spoke to the solid waste report. She added the Twizel weighbridge installation would now be mid October due to equipment delays.

The Meeting closed at 12:13PM.

The minutes of this meeting were confirmed at the Assets and Services Committee Meeting held on 21 November 2017.

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

CHAIRPERSON

Ordinary Council Meeting Minutes 19 September 2017

MINUTES

Ordinary Council Meeting

19 September 2017

MINUTES OF Mackenzie District Council
Ordinary Council Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 19 September 2017 AT 9:31am

PRESENT: Mayor 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), Garth Nixon (Community Facilities Manager), Paul Morris (Chief Financial Officer), Suzette van Aswegen (Planning and Regulations Manager) Karina Morrow (Planning Manager) 9:45am-11:23am and Keri-Ann Andrews (Committee Administrator) Megan Sutherland Timaru Herald Reporter, Andrew Hocken (report 8.2) 10:56am-11:20am

1 Opening

The Mayor welcomed everyone to the meeting.

2 Apologies

There were no apologies.

3 Visitors

10:00am Citizenship Ceremonies

Dr Chloe Dearlove, Mrs Jeanette Meade, Mr Reynante Mendoza, Mr Sonam Sherpa and Mr Dawa Tamang

10:20am Mayor Awards Ceremony

10:56am Andrew Hocken, Grand Properties Limited Report 8.2

11:30am Gail Smits and Luke van den Broek from Quotable Value

4 Declarations Of Interest

There were no declarations of interest.

5 Bereavements

The Mayor noted the recent deaths of Patricia Howard, David Fountain, Valmai Wynn, William King (Len), Phillip Miller (John), Brett Shand, John Taylor, Brenda McCarthy, Tui Muir.

6 Mayor's Report

6.1 Mayoral Activities Report

Resolution 2017/74

Moved: Cr James Leslie

Seconded: Cr Stuart Barwood

That the report be received.

Carried

This report from the Mayor detailed recent meetings and events of note since the last Council meeting in August.

The Mayor highlighted the Alpine Fault dangers and provided a demonstration via a you tube video of the affects and timing of a rupture of the fault and the devastation that could occur to the South Island.

7 Reports

8.1 Chief Executive Officer Activities Report

Resolution 2017/75

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

That the report be received.

Carried

Mr Barnett spoke to his report.

8.2 Resource Consent Application RM160135 - Grand Properties Limited

Purpose of Report

For the Council to consider a request for affected person approval (under Section 95E of the Resource Management Act 1991) concerning a resource consent application from Grand Properties 2011 Limited for Stage Two of a proposed hotel at 14 Greig Street, Lake Tekapo.

Resolution 2017/76

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2017/77

Moved: Mayor Graham Smith

Seconded: Cr Russell Armstrong

2. That affected person approval (under Section 95E of the Resource Management Act 1991) be provided with regard to resource consent application RM160135 for Stage Two of a proposed hotel at 14 Greig Street, Lake Tekapo to the height of 8.25 metres above ground level.

Carried

Mrs Morrow spoke to her report.

The Mayor referred to the Tekapo Community Board’s (TCB) recommendation of withholding the affected persons approval at their meeting held on 9 August 2017. He noted the TCB were not comfortable operating beyond the District Plan and felt the TCB should stay within the rules. He added allowances had been made in the past to a number of buildings that had encroached the boundary set back rules outlined in the District Plan, if the encroachment did not affect other parties.

Mrs Morrow noted the infringement on the boundary was a result of the Developer reducing effects on residential properties situated on an adjacent boundary.

The Mayor welcomed Andrew Hocken to the meeting and noted Mr Hocken had not presented to the TCB.

Mr Hocken spoke to his application with the assistance of a handout detailing development plans.

He noted the project was a two building complex in Tekapo. He referred to the maximum height of the building being 7.3 metres, he said the issue relates to a high portico roof line above the mezzanine floor being a height restriction, over 8 metres and wanted to add more character with the main reception building and no more than minor. He referred to the walkway of the boundary identified as LINZ land and not Council land. He said in order to maximise the view shaft down the river to the lake and the image of the building to the road, they have gone in as hard as they can to that boundary and questioned if the height restriction was a problem because no one was affected, if the roof reduced to 8 metres would look ugly and he asked if this was an outcome Council provide to the Community. He added they would like something that looked good and that they could be proud of with a positive effect on the Community. They could change it but that is not really something they would like to do.

Mr Hocken said it is 8.25 metres from the floor to the highest point of the building. The issue is the ground is sloped. He confirmed 250 mil over the restriction and dig down deeper but could have stormwater issues which would work through with ECan but are trying to make the project as simple as possible, and whether it is significant and affecting anybody. He did note the Newa Houses and Grand Properties Limited as the affected party not Council.

Mrs Morrow asked Mr Hocken if he now thought the Newa Houses were an effected party. He replied if anyone was affected it would them from the western elevation and asked Council to consider the effects.

Mr Hocken concluded he had been working through requirements for the project for two years, and if Council were of a mind today to decline approval, limited notification process would be triggered resulting in the application being representing to the TCB, to submit or not and would be superfluous further time and cost to Council and Grand properties limited. He noted the accommodation shortage in Tekapo.

Mrs Morrow confirmed Council Planning staff would make a recommendation and an Independent Commissioner would make a decision.

Mr Hocken confirmed if the roof was flattened revised engineering plans would be required.

Cr Munro noted the TCB withheld approval because of setting a precedence.

Mr Hoken replied he did not see an issue if the precedence was to provide a better looking result and not to increase build to gain further physical advantages.

Cr Clarke expressed his concern regarding the TCB not receiving the benefit of Mr Hocken’s presentation and had the TCB had received the further information they may of come to a different decision. He felt he was in a position that Council were going against their principles and going against what the Community Board had recommended. He said he felt the matter should be refereed back to the Community Board to reconsider their decision with the new information. He added if a decision was not made today cost implications to all parties would occur. He emphasised if the Community were to make decisions and recommendations to Council that they must be fully informed. He asked for future consideration when providing information to Council the same information is privy to the community board as well.

The Mayor said he had updated the Chair of the Tekapo Community Board (TCB) and explained situation. He said the TCB had not realised that Council had made exceptions on case to case basis for some buildings. He said if the reasoning is explained, valid and no effected parties identified.

The Mayor noted he was quite confident that if Council were to make a decision which was against the what the TCB had recommended given the new information and reasoning the TCB would be agreeable.

Cr Armstrong reiterated The Mayor’s comments adding the pictures provided today were very informative.

Mr Barnett referred to plans on B04 showing the building in question having a flat roof. He highlighted the north elevation on the front page (B01) shows an angled roof resulting in the 8.25 metre restriction breach.

Mr Hocken said he could only presume the 8.25 metre measurement was correct as provided by Draftline.

The Mayor said without clarification the height restriction exemption granted could in fact be higher than indicated in the consent. Mr Barnett added the height restriction agreed could be stipulated in the resolution.

Mrs Morrow confirmed the District Plan assesses the height from the existing ground level.

8.3 Aproval of Plan Change 17

Purpose of Report

For the Council to approve Plan Change 17 to the Mackenzie District Plan, and agree to publicly notify the date on which the plan change is to become operative.

Resolution 2017/78

Moved: Cr Paul Hannagan

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Resolution 2017/79

Moved: Cr Russell Armstrong

Seconded: Cr James Leslie

2. That in accordance with Clauses 17 and 20 of the First Schedule to the Resource Management Act 1991, the Council approve Plan Change 17 as contained in the attached decision and publicly notify the date on which the Plan Change will become operative.

Carried

Mrs Morrow spoke to his report.

8.4 Deed - Pipe Dwelling

Purpose of Report

For Council to consider providing written approval to amend a condition of a Deed, in relation to the applicants (Mr. Pipe) proposed dwelling at Manuka Terrace, Lake Ohau.

Resolution 2017/80

Moved: Cr Anne Munro

Seconded: Cr James Leslie

1. That the report be received.

Carried

Resolution 2017/81

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

2. That Council provides written approval to the variation of Condition 9 of Schedule 1 of the Deed, as provided for by Condition 6.9 of the Deed.

Carried

Mrs Morrow spoke to her report and noted written approval to vary the deed had been by provided by Environment Canterbury being the only other affected party.

8.5 Forestry Board Contributions to Rates Support

Purpose of Report

For Council to confirm its position on the use of Forestry revenue to provide rates offset.

Resolution 2017/82

Moved: Cr Paul Hannagan

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Resolution 2017/83

Moved: Cr Stuart Barwood

Seconded: Cr Chris Clarke

2. That the Council confirm the level of rental from forestry is to be reinstated to $64,000 per annum.

Carried

Resolution 2017/84

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

3. That the Council confirm the use of forestry revenue received at the minimum level as set in the Long Term Plan 2018-28 to offset rates.

Carried

Mr Morris spoke to his report.

Cr Clarke felt if contributions were not being received by the ratepayer from Council Forestry investment, he would question Council’s involved in the Forestry industry.

Mr Morris reported there were no current issue with forestry business moving forward.

The Mayor added Council Forestry was currently in a good position and a strong District asset which would be required to support ratepayers.

8.6 Fully Funding Depreciation on Community and Recreational Assets that are current partially funded

Purpose of Report

For the Council to adopt the proposed change in levels of funded depreciation on pensioner housing, community halls in the three main towns and swimming pool assets.

Resolution 2017/85

Moved: Cr Russell Armstrong

Seconded: Cr James Leslie

1. That the report be received.

Carried

Resolution 2017/86

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

2. That Council increase the level of funded depreciation on pensioner housing, community halls in Twizel, Tekapo and Fairlie and the swimming pools in Twizel and Fairlie from 50% to 100% staged over a 5 year period.

Carried

Mr Morris spoke to the report.

Mr Morris reported if 50% depreciation was maintained Council would expect in all cases the remaining 50% funding required would be funding from another source. He added this is why he had suggesting the increase from 50% funded depreciation to 100%. He confirmed Council assets were re-evaluated every three years and the value of the asset would increase necessitating a higher depreciation level, this reducing the shortfall required.

8.7 Council's Application to MBIE TIF Funding Round 1

Resolution 2017/87

Moved: Cr James Leslie

Seconded: Cr Stuart Barwood

That the information be noted.

Carried

Mr Nixon spoke to his report highlighting the attached application for funding from MNIE’s newly created Tourism Infrastructure Fund (TIF) for round 1.

Mr Nixon thanked Catherine Johnson for her contribution in completing the application to a high standard.

The Mayor noted the application was for a 70 to 30 percent funding split. He added Southern China Airways had confirmed they would grant the Tekapo Township a lump sum of $45,000 instead of the $15,000 a year for three years originally indicated.

Council commended staff on their contribution and application.

Mr Nixon confirmed Council would be informed of the application decision in November 2017.

8.8 Request for Grant for Lake Alexandrina Conservation Trust

Purpose of Report

For the Council to consider the request from the Lake Alexandrina Conservation Trust.

Resolution 2017/88

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2017/89

Moved: Cr Russell Armstrong

Seconded: Cr Chris Clarke

3. That the Council approve the request for a contribution towards their shortfall of $15,000.00.

In Favour: Mayor Graham Smith, Crs James Leslie, Russell Armstrong, Anne Munro, Stuart Barwood and Paul Hannagan

Against: Nil

Abstained: Cr Chris Clarke

carried

Mr Nixon spoke to the report.

Mr Nixon added the Lake Alexandrina Conservation Trust would be happy with any contribution Council could make.

Cr Armstrong suggested $15,000 be contributed in recognition of the hard work and great results received.

Mr Nixon noted all enhancement works carried out were not in danger from flooding as Lake Alexandrina was spring fed.

Council were in favour of offering financial support by way of a grant.

Cr Clarke said he would rather organisation exhausted all other avenues of funding prior to coming to Council. He added the project had good value.

8.9 Grant Request Mackenzie District Science Fair

Purpose of Report

For Council to consider a grant to cover the Hall Hire for the Mackenzie District Science Fair.

Resolution 2017/90

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2017/91

Moved: Cr Stuart Barwood

Seconded: Cr Russell Armstrong

2. That the grant request be declined.

Carried

Mr Nixon reported he had spoken to the applicant requesting further information regarding expense records and the closing balance, he added the application had been received on the day of the event taking place. He said the applicant stated prize money and expenses had been paid and submitted the application as a formality.

Mr Nixon felt the application did not meet requirements outlined in the application guide relating to information provided within the application for consideration.

Cr Clarke suggested Mr Nixon express to the applicant grant application requirements associated with applications for funding to Council. He noted he had attended the event which had been very successful.

8.10 Request for Funding for Mackenzie Community Enhancement Board

Purpose of Report

For the Council to consider the request from the Mackenzie Community Enhancement Board for additional funding of $7,000.

Resolution 2017/92

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

That the report be received.

Carried

Resolution 2017/93

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

2. That the Council approve the increase to the Mackenzie Community Enhancement Board for $37,000 from Year 1 of the Long Term Plan that the alternative funding proposal be adopted subject to The Tekapo Community Board approval.

Carried

Cr Clarke declared a conflict of interest, stating he is a board member and will abstain from any discussion or voting.

Mr Nixon spoke to the report, highlighting the Mackenzie Community Enhancement Board (Community Enhancement Board) provided services to a vast area of the District.

Mr Nixon asked Council to consider the funding split highlighting Tekapo do not contribute to the service they also benefit from. He confirmed the Tekapo Community Board Chairperson Stella Sweney would support The Tekapo Community Board contributing to the increased funding if Council approved.

Mr Nixon reported the Twizel Community Care Trust application for increased funding had been for a living wage increase. He noted he had written to the Twizel Community Care Trust suggesting they reapply for further funding, highlighting a different approach would be favourable.

Mr Nixon noted Fairlie Tekapo and Rural and covering a wide area. Not concentrating on Fairlie alone.

Cr Barwood asked if money currently provided to Christchurch Canterbury Tourism (CCT) for marketing purposes would be better contributed to the Enhancement Board.

The Mayor replied any decision regarding Tourism funding would be premature, adding Council were currently consulting on this matter.

8.11 Request for Funding for Mackenzie Community Library

Purpose of Report

For the Council to consider the request from the Mackenzie Community Library for $55,367 for completion of the renovation work to the library.

Resolution 2017/94

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2017/95

Moved: Mayor Graham Smith

Seconded: Cr Stuart Barwood

2. That the Council approve the funding of $20,000 from the Land Subdivision Reserve for the remaining renovation work to the Mackenzie Community Library.

Carried

Mr Nixon spoke to the report.

The Mayor clarified an option listed in Mr Nixon’s report stating that an exception had been made previously had been due to exceptional circumstances.

8.12 Common Seal and Authorised Signatures

PURPOSE Of Report

To advise of the documents signed under the Common Seal from 8 November 2016 to 4 September 2017.

It is now proposed that the Council authorise the signing and sealing of these documents.

Resolution 2017/96

Moved: Cr James Leslie

Seconded: Cr Russell Armstrong

That the following documents 842 to 859 be executed under the Common Seal of the Council:

842 Canterbury Economic Development Company Limited and the Shareholders Company wind up signatures

18/5/17

843 Licence to use response assets between MDC and NZ Fire Serve Commission 31.5.17

844 Transfer Arrangement Response Assets between MDC and NZ Fire Service Commission

31.5.17

845 Deed of lease hut No.5 Lake Alexandrina between E Mathias, J Blackler, P McPherson etc and Mackenzie District Council 13.6.17

846 assignment of lease Hut No.31 Lake Alexandrina between H MacDonald etc

13.4.17

847 Securities Transform Form 27.6.17

848 Deed of Lease between MDC and Mitchell James Hammond for Part of Section 2

Known as 4 Simpson Lane, Lake Tekapo 1.7.17

849 MOU Internal Affairs for Citizenship Ceremonies 5.7.17

850 Electronic transaction for discharge of statutory land charge between Anthony

Harper Lawyers and MDC 24.7.17

851 deed of assignment for Plunket rooms on Denmark Street, Fairlie between Royal

NZ Plunket Society Mid-South Canterbury Area incorporated and Royal NZ

Plunket Society Incorporated. 24.7.17

852 Deed of Assignment of Lease Between Royal NZ Plunket Society Mid South

Canterbury Area Incorporated, Royal NZ Plunket Society Incorporated and MDC 10.8.17

853 Proxy Form MDC and Alpine Energy Limited 27.7.17

854 Deed of Assignment of Lease between Mitchell John Hammond and MDC for

4 Simpson Lane, Lake Tekapo 10.8.17

855 Master Services Agreement between Aoraki Environment Consultancy Limited

And MDC 17.8.17

856 Agreement for Harvesting and Sale of Forest Produce between MDC and Forest

Management Limited 24.8.17

857 Lake Alexandrina Deed of assignment of lease between MDC and D Rapley and G Rapley

1.9.17

858 Licence to Occupy Land between MDC and T Sheridan and A Vaughan being Shawty’s Café

and Bar in Market Place Twizel 4.9.17

859 Licence to Occupy Land between MDC and T Sheridan and A Vaughan being Ministry of

Works Bar in Market Place Twizel 4.9.17

Carried

8.13 Orari Temuka Opihi Pareora Zone Water Management Committee Update

Resolution 2017/97

Moved: C James Leslie

Seconded: Cr Chris Clarke

That the information be noted.

Carried

Cr Munro reported the Zone Committee was now meeting weekly. She referred to the public meeting held last week in Cave regarding the Opihi and Temuka Rivers and distributed an information document regarding the catchment group and Zone Implementation Programme Amendment (ZIPA). She noted the deadline for completion of a draft document had been extended to 2018.

The Mayor said he would still like the OTOP Committee to report to Council on 31 October as previously arranged. Cr Munro agreed.

Cr Munro reported presentations had been received from Cascade Irrigation Company, Geraldine Water Solutions and Opuha Water Limited at a recent OTOP meeting held in Fairlie. She added a visit to the Cascade Irrigation Company in Ashwick had raised concerns regarding the Council operated Livestock Water Race. She noted the Water Race would require consent renewal in four years’ time and the request would potentially be declined unless the Water Race was piped.

The Mayor thanked Cr Munro for her contribution, Council were grateful for her work.

Cr Munro felt the process was complex and technical requiring good decisions to be made. She added she had been made acutely aware of the Districts precious water ways.

8 Community Board Recommendations

9.1 Minutes of Twizel Community Board Meeting - 7 August 2017

Resolution 2017/98

Moved: Cr Russell Armstrong

Seconded: Cr James Leslie

1. That the Minutes of the Twizel Community Board Meeting held on Monday 7 August 2017 be received and the recommendations therein be adopted.

Carried

9.2 Minutes of Tekapo Community Board Meeting - 9 August 2017

Resolution 2017/99

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 9 August 2017 be received and the recommendations therein be adopted.

Carried

9.3 Minutes of Fairlie Community Board Meeting - 10 August 2017

Resolution 2017/100

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 10 August 2017 be received and the recommendations therein be adopted.

Carried

9 Receive Committee Minutes

10.1 Minutes of Audit and Risk Committee Meeting - 22 August 2017

Resolution 2017/101

Moved: Cr James Leslie

Seconded: Mayor Graham Smith

1. That the Minutes of the Audit and Risk Committee Meeting held on Tuesday 22 August 2017 be received. Carried

10.2 Minutes of Planning and Regulations Committee Meeting - 22 August 2017

Resolution 2017/102

Moved: Cr Anne Munro

Seconded: Cr Chris Clarke

1. That the Minutes of the Planning and Regulations Committee Meeting held on Tuesday 22 August 2017 be received.

Carried

10.3 Minutes of Mackenzie Forestry Board Meeting - 22 August 2017

Resolution 2017/103

Moved: Mayor Graham Smith

Seconded: Cr Chris Clarke

1. That the Minutes of the Mackenzie Forestry Board Meeting held on Tuesday 22 August 2017 be received.

Carried

10.4 Minutes of Strategy Committee Meeting - 22 August 2017

Resolution 2017/104

Moved: Mayor Graham Smith

Seconded: Cr Chris Clarke

1. That the Minutes of the Strategy Committee Meeting held on Tuesday 22 August 2017 be received.

Carried

10.5 Minutes of Finance Committee Meeting - 22 August 2017

Resolution 2017/105

Moved: Mayor Graham Smith

Seconded: Cr Chris Clarke

1. That the Minutes of the Finance Committee Meeting held on Tuesday 22 August 2017 be received.

Carried

10.6 Minutes of Assets and Services Committee Meeting - 22 August 2017

Resolution 2017/106

Moved: Mayor Graham Smith

Seconded: Cr Chris Clarke

1. That the Minutes of the Assets and Services Committee Meeting held on Tuesday 22 August 2017 be received.

Carried

10 Confirm Council Minutes

11.1 Minutes of Council Meeting - 8 August 2017

Resolution 2017/107

Moved: Cr James Leslie

Seconded: Cr Stuart Barwood

1. That the Minutes of the Council Meeting held on Tuesday 8 August 2017 be received and adopted as a true and accurate record of the meeting.

Carried

11 Adjournments

10:00am The meeting adjourned for Morning Tea, Citizenship Ceremonies and the presentation of the Mayor awards and recovened at 11:00am

11:30am The meeting adjourned for a presentation from Quatable Value, Gail Smits and Luke van den Borek and reconvened at 12:16pm.

12:41pm The meting adjourned for lunch and recovened at 1:19pm.

12 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2017/108

Moved: Cr Paul Hannagan

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 Tekapo Community Board Meeting - 9 August 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
13.2 - Minutes of Public Excluded Audit and Risk Committee Meeting - 22 August 2017	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.3 - Minutes of Public Excluded Mackenzie Forestry Board Meeting - 22 August 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 - 22 August 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 - Land Sales Update	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Resolution 2017/109

Moved: Cr James Leslie

Seconded: Cr Anne Munro

That Council moves out of Closed Council into Open Council.

Carried

Reaffirmation of a Council resolution taken with the public excluded.

8.6 Appointment of Cheif Executive Officer

Resolution 2017/110

Moved: Deputy Mayor James Leslie

Seconded: Cr Russell Armstrong

That Council confirms its appointment of Suzette van Aswegen as Chief Executive Officer of Mackenzie District Council.

Carried

The Meeting closed at 2:35pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 31 October 2017.

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

CHAIRPERSON

Operational assets	Depreciation method	Life (years)
Buildings	Straight line	25-80
Computer hardware	Straight line	3-10
Computer network cabling	Straight line	10
Furniture and fittings	Straight line	5-10
Heritage assets	Straight line	60-150
Land	Not depreciated	-
Motor vehicles	Straight line	5
Office equipment	Straight line	5-10
Light plant and machinery	Straight line	5-10
Plant and machinery	Straight line	5-10
Resource recovery parks	Straight line	2-10
Infrastructural assets	Depreciation method	Life (years)
Flood protection and control works	Not applicable	-
Landfills	Straight line	30-50
Village projects	Straight line	5-80
Alps 2 Ocean cycle-way	Straight line	50
Formation	Not depreciated	-
Surfacing	Straight line	0-17
Land under roads	Not depreciated	-
Roads and footpaths	Straight line	6-80
Formation	Not depreciated	-
Sub-base	Not depreciated	-
Base course	Straight line	75-100
Surfacing	Straight line	0-17
Infrastructural assets	Depreciation method	Life (years)
Kerb and channelling	Straight line	10-100
Street signs	Straight line	13
Street lighting	Straight line	20-40
Bridges	Straight line	80-100
Resource consents	Straight line	Over the life of the consent
Stormwater
Lines	Straight line	100
Manholes	Straight line	100
Open drains	Not depreciated	-
Sewerage
Mains	Straight line	60-80
Pumps	Straight line	15
Oxidation ponds	Not depreciated	-
Box culverts	Straight line	100
Manholes	Straight line	80
Water supplies
Piping mains	Straight line	60-80
Pumps	Straight line	25
Service lines	Straight line	80-100
Hydrants	Straight line	80
Valves and air valves	Straight line	80
Meters	Straight line	25
Reservoirs	Straight line	80