Agenda of Ordinary Council Meeting

Ordinary Council Meeting Agenda 25 September 2018

8 Reports

8.1 Chief Executive Officer's Activities Report

File Reference: PAD 2/3

Attachments: Nil

Recommendations

That the report be received.

Activities

Provincial Growth Fund Application - Feasibility Study

The funding application was submitted on 20 August 2018 (electronic and hard copies) and Council awaits feedback from MBIE.

SOLGM 2018 Annual Summit

The Summit was held on 10 and 11 September in Queenstown and I attended as a guest of Civic Financial Services, one of the event sponsors. The theme of the summit was “Know your Community, Serve your Community” with a very strong message that local government is about understanding people and communities and that we are public servants. A line-up of wise and experienced speakers from across the globe shared their stories with us in thought-provoking and truthful ways, pulling no punches. It is clear that local government worldwide is at the cusp of major, disruptive change that requires a whole new way of thinking and behaving - with people, not ‘things’, being at the centre of attention.

Dame Louise Casey, Chair of the Institute of Global Homelessness Advisory Board, made it clear that despite New Zealand celebrating cultural diversity, statistics are showing that New Zealand is not looking well after its communities and that we have a small window of opportunity to set things right before it becomes a major issue, as witnessed elsewhere in the world. Dame Louise held up the mirror, saying that the clock is ticking for New Zealand in terms of acknowledging problems around equality and diversity and that it is time we challenge the status quo and admit that New Zealand is facing social problems. In her view “homelessness is more than just a cup of soup” and that it is better to recognise the cause of the problem rather than just treating the symptoms.

According to Dame Louise there are two silver bullets to turn a person’s life around:

1. Good education; and

2. A job.

Dame Louise highlighted the power of a hug, saying that turning a blind eye to hardship is not leadership but that doing the right thing or calling the behaviour is. She mentioned that putting more beds into the system may meet a homelessness target, but will miss the point – that it is not about the system but about the people. At the heart of it she feels should be inclusive growth, humanity, love and kindness and that the winner doesn’t take it all. She concluded by saying that New Zealand is small enough to respond to its social problems in a timely manner, but that it needs to be done with integrity and trust.

Sam Judd, passionate Founder and CEO of Sustainable Coastlines, gave an inspirational talk about his initiatives and pathways to create sustainable communities. According to Sam, environmental sustainability is not about activism but about fundamental human rights, in particular future generations who rightly expect the same quality of life as current generations. Sam is of the view that there are three catalysts to change, ie inspiration, emotion and opportunity. Rather than preaching for people, Sam prefers to work closely with people - making an effort to understand what motivates them, what they care about and then use that as a basis to formulate a communication strategy to effect change in behaviour.

Jo Miller, CE at Doncaster Metropolitan Borough in the UK gave a stark warning that if left unmanaged, issues New Zealand is currently experiencing in relation to children will escalate to a point where budgets are consumed trying to cope with the issues retrospectively. She provided statistics in terms of revenue and expenditure at Doncaster, saying that she spends 50% of the social budget solely on children related problems and 50% on the rest of the community problems – this equates to $365,000 per day on social issues compared to $6,000 per day on parks and gardens. She also indicated that since commencing in her role as CE, they have lost 58% of central government funding.

Kaila Colbin, New Zealand Ambassador for SingularityU highlighted the impact of exponential growth in technologies, what it means for local government and how we can prepare ourselves. She talked about how technologies are converging and how exponential technologies are combining with exponential robotics, resulting in accelerated returns. It is no longer just about binary computing, it is powered by information and insight. Kaila mentioned the following concerns relating to exponential growth in technologies - the impact on labour eg using computers to make appointments using the information in one’s calendar; increased cyber risk when everything is connected to everything; algorithmic bias, which may be worse than human bias; and the undermining of trust, saying it will become more and more difficult to trust the source of information due to the easiness of how information can be manipulated to serve individual interest.

Ganesh Nana, Chief Economist at BERL looked at the 4 well-beings through an economic lens. According to Ganesh, economics is in a state of denial, as GDP is a traditional analysis based on monetary value which does not take quality of life into consideration. He showed two economic models - the current short term, linear model enabling quick returns on investments in a silo environment and the future longer term circular model ensuring sustainability, as proposed by the new Central Government and their well-being budget. He indicated that when it comes to the well-being budget, there is a slight difference in interpretation between central government and local government with central government focussing on capitals (inputs) and local government focussing on outcomes. Changes to the Public Finance Act and State Sector Act will clarify the way forward. Ganesh pointed out to the critics of non-monetary measures that business confidence is not a quantifiable measure either, but we all believe in it to predict economic growth.

CORPORATE WORK ITEMS

Staff Movements

The recruitment process for a Finance Team Leader is well underway.

Water Supplies

There have been no failed water supply tests since the last Council meeting.

Civil Defence

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

Health and Safety

Since the last Council meeting there have been:

· 1 staff accident – trip on a building site, minor injury to knee

· 3 staff near misses – two were vehicle related, heavy braking to avoid collision with vehicles pulling out of side roads on SH and the third was a report of slip hazard from ice

· 1 contractor near miss- equipment fire, quickly extinguished

· 1 contractor accident – cut to thumb in Fairlie Council offices, no significant treatment required

Local Government Official Information Meeting Act (LGOIMA) Requests

The following LGOIMA requests received since the Council meeting in August:

Meetings and Events

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

· 16 August – Attended Workshop in Tekapo.

· 17 August – Participated in Business Strategy workshop.

· 20 August – The Mayor and I attended the South Canterbury Chamber of Commerce Board meeting in Timaru.

· 21 August – Attended a SOLGM CEO Masterclass in Wellington.

· 22 August – 7 September - Annual Leave

September

· 10-11 September – Attended SOLGM Summit in Queenstown.

· 12 September – Attended the Ecan/Mackenzie District Council Joint Meeting in Timaru. Then travelled to Tekapo for the Community Board meeting in the late afternoon.

· 13 September – Attended the Fairlie Community Board meeting and hosted the Mackenzie Netball Girls winning team.

· 14 September – Met with Glenn Campbell, CEO of Whitestone for regular meeting.

· 18 September – Met with Meridian Energy. Attended the re-opening of the Meridian Energy Pukaki Visitor Centre at Lake Pukaki.

· 20 September – Attended Business Strategy workshop.

· 21 September – Attended Mackenzie Development Group meeting. Attended a Tourism Strategy Group Meeting with DOC in the afternoon.

Resource Consents

Building Consents

Complaints/Service Requests for August 2018

From 1 August to 31 August 2018, 26 service requests were received from residents throughout the district. Of these, 17 have been completed and closed off, and the remaining 9 have been initially inspected and the essential issues dealt with.

SUZETTE VAN ASWEGEN

Chief Executive Officer

Ordinary Council Meeting Agenda 25 September 2018

Sensitive Expenditure Policy

RESPONSIBILITY:	Group Manager Projects and Administration
ADOPTED:	(TBC)
REVIEW:	Every three years or as required
CONSULTATION:	None required

Policy Objective

To ensure that all Council expenditure is undertaken in ways that are transparent, appropriate, conservative and has a justifiable business purpose.

Definitions

Credit Card:	Includes vehicle fleet cards, purchase cards and equivalent cards used to obtain goods and services before a payment is made.
Sensitive expenditure:	Any council expenditure where there may be a perceived personal benefit to staff or elected members, or expenditure that could be considered unusual for Council.
Supplier:	Means a current or potential provider of goods or services to Council.

Contents

Policy Objective. 1

Definitions. 1

Contents. 2

Introduction. 3

Application. 3

Principles. 3

Exercising judgement 4

Policy Statement 4

1. Approval of sensitive expenditure: 4

2. Reimbursement for sensitive expenditure. 4

3. Use of Credit Cards. 4

4. Travel and accommodation expenditure. 5

5. Air travel 5

6. Accommodation, beverages and meals while away on Council business. 6

7. Motor Vehicles and Taxis. 7

8. Parking. 8

9. Tipping. 8

10. Private arrangements and stopovers. 8

11. Entertainment and hospitality expenditure. 9

12. Disposal of surplus assets. 9

13. Goods and services expenditure – loyalty reward scheme benefits. 10

14. Private use of Council assets. 10

15. Council use of private assets. 10

16. Private use of Council suppliers. 10

17. Donations. 11

18. Koha. 11

19. Gifts. 11

20. Elected Members: 12

21. Failure to comply with this policy. 12

Introduction

Sensitive expenditure will normally have one or more of the following attributes:

· Potentially results in a perceived or real private benefit to an individual.

· Considered an ‘unusual’ expenditure item for Council.

· Does not directly align with the core business of Council or has an unclear link to the normal business purposes of Council.

· May involve a conflict of interest (legal or ethical).

· May be considered an extravagant or immoderate expenditure.

Application

This policy applies to all staff and elected members of the Mackenzie District Council.

Where there is any inconsistency between any provisions of this policy and Council’s Policy for the Reimbursement of Expenses by Elected Members, the Policy for the Reimbursement of Expenses by Elected Members shall prevail and the provisions of this Policy shall not apply.

Principles

As Council is the custodian of public money, all expenditure should be subject to a high standard of probity and financial prudence, and should be able to withstand public scrutiny.

Expenditure decisions must:

· Have a justifiable business purpose.

· Be cost-effective.

· Preserve impartiality.

· Be made with integrity.

· Be moderate and conservative, having regard to the circumstances.

· Be transparent.

· Be appropriate.

All expenditure must be in accordance with the Procurement Policy (currently under development) to ensure purchasing decisions are consistent, fair, transparent and lawful and deliver value for money.

All expenditure must be in accordance with the Delegations Manual to ensure staff and elected members act within delegated authority.

Authorised staff members will make decisions on and/or payment for each item of sensitive expenditure.

They will need to exercise careful judgement in accordance with these principles and this policy. This will always be about balance in the particular context.

Expenditure must not be motivated by the potential for individual benefit.

Health and safety will be a consideration when cost-effective options for expenditure are being evaluated. For example, ensuring that staff and elected members are able to travel safely during winter months may incur additional expenditure.

Exercising judgement

The responsibilities of the Mayor, Councillors and Leadership Team include being accountable for the proper and prudent spending of public money. This includes sensitive expenditure and the supporting internal controls, such as adherence to this policy.

In the absence of a specific rule, Council staff and elected members must exercise good judgement by taking into account the principles of this policy and the context of a given situation.

Policy Statement

1. Approval of sensitive expenditure:

1.1. Authorisation must be given:

1.1.1 before the expenditure is incurred, wherever practical;

1.1.2 by a person senior to the person who will benefit or might be perceived to benefit from the expenditure; and

1.1.3 where a justified business purpose is evident, in the opinion of the person giving approval.

1.2. Expenditure incurred by elected members (not explicitly approved by Council) is subject to review by the Chief Executive for compliance with this policy.

2. Reimbursement for sensitive expenditure

2.1. All claims must be submitted promptly after the expenditure is incurred. Except in exceptional circumstances this means within one month of the expenditure being incurred.

2.2. Sensitive expenditure will only be reimbursed if it is deemed to be reasonable, actual and has been incurred directly in relation to Mackenzie District Council business.

2.3. GST compliant invoices/receipts and other supporting documentation must be submitted for all sensitive expenditure. Credit card statements do not constitute adequate documentation for reimbursement.

2.4. All claims must clearly state the business purpose of the expenditure where it is not clear from the supplier documentation supporting the claim.

2.5. All claims must document the date, amount, description, and purpose for minor expenditure (<$20) when receipts are not available. This $20 limit does not apply to parking costs, as receipts are often not readily available.

2.6. Wherever possible, Councils preferred suppliers are to be used.

3. Use of Credit Cards

3.1. The use of credit cards is not in itself a form of sensitive expenditure. However, credit cards are a common method of payment for such expenditure.

3.2. This policy is designed to minimise the risks associated with the use of credit cards, namely:

· inappropriate business-related expenditure (in both quantity and type);

· obtaining cash for a business purpose (with subsequent expenditure being poorly documented or justified); and

· for personal benefit, by obtaining cash or paying for personal items.

3.3. The issue of credit cards to the Mayor and Council staff is authorised under Council’s Delegations Manual.

3.4. The Chief Executive will approve any staff credit card expenditure, the Mayor will approve the Chief Executive’s credit card expenditure, and the Mayor’s credit card expenditure will be approved by the Chief Executive. The Group Manager Finance will then approve both the Mayor and Chief Executive’s credit card expenditure.

3.5. All credit card transactions must be supported by original documentation to explain and corroborate transactions. The business reason and other parties (if any) must be recorded along with the purpose of the meeting for all entertainment and travel transactions.

3.6. Credit card use is monitored monthly by the Chief Executive. Items purchased must be coded by the card holder for entering in the accounting system. Credit card payments must be authorised like other invoices and in accordance with Council’s Procurement Policy (currently under development).

3.7. On the card holder’s termination of employment, the Group Manager Finance will arrange with the bank to cancel the card. The credit card must be returned to the Group Manager Finance, who will ensure it is physically destroyed.

3.8. The use of Council credit cards for private expenditure or credit is prohibited.

3.9. Credit cards may not be used for cash advances unless:

· cash is required in an emergency (usually related to travel on Council business).

· cash is required for official purposes (in rare circumstances) and has prior approval.

3.10. Credit card payments made online need to reflect good security practice as per below:

· purchase only from established and reputable companies;

· the card holder must retain a copy of the online order form and invoice to support the payment; and

· online purchases must comply with Council’s Procurement Policy (under development).

4. Travel and accommodation expenditure

4.1. Elected members and Council staff may incur travel and accommodation costs while conducting Council business elsewhere in New Zealand or overseas. The principles of a justified business purpose, moderate and conservative expenditure, are particularly relevant for travel and accommodation expenditure.

4.2. Travel and accommodation expenditure must be in accordance with Council’s Policy for the Reimbursement of Expenses by Elected Members.

5. Air travel

5.1. To the extent practicable, air travel is to be booked well ahead of the travel date, so the expenditure is cost-effective.

5.2. Air travel is to be booked by the Executive Assistant.

5.3. Flights may be booked to leave the night before an event if it is considered reasonable to do so.

5.4. Discounted economy or economy class and/or a discount airline must be the first choice provided that they meet business objectives.

5.5. Council payment for membership of airline travel clubs e.g. Koru Club requires the approval of the Chief Executive. Membership must be supported by a clear business purpose and reviewed annually.

5.6. Air points - Provided the use of carriers supplying air points does not result in Council incurring additional costs, air point rewards accruing to staff and elected members carrying out their official duties may be kept by the staff or elected member.

6. Accommodation, beverages and meals while away on Council business

6.1. Accommodation

6.1.1 To the extent practicable, accommodation is to be booked well ahead of the actual travel date, so the expenditure is the most cost-effective possible. This must take into account the location of the accommodation relative to the event, the standard of the accommodation and security issues.

6.1.2 Accommodation is to be booked by the Executive Assistant.

6.1.3 The maximum amount to be spent on accommodation is $190 (including GST) per night. This amount is a maximum and those booking accommodation are expected to look for the most cost-effective option.

6.1.4 Where accommodation is greater than $190 per night, one-up approval is required before booking the accommodation.

6.1.5 Accommodation check-out times are to be observed. In the absence of extenuating circumstances, any additional costs as a result of failing to check out in time are the responsibility of the staff member or elected member.

6.2. Beverages:

6.2.1 Council will pay for a maximum of one beverage per meal (non-alcoholic, with the exception of a single beverage with an evening meal which may be alcoholic or non-alcoholic), which must be clearly identifiable on receipts supporting the expenditure.

6.2.2 Minibar costs will not be reimbursed by Council.

6.3. Meals:

6.3.1 Reasonable meal costs will be met. In general, the total cost (including beverages) is not expected to exceed:

• Breakfast - $30.00

• Lunch - $30.00

• Dinner - $60.00

6.3.2 Separate meal expenses will not be met where a meal has been provided as part of the meeting, conference, training, etc.

6.4. General:

6.4.1 Reasonable expenses will be met for unexpected events, e.g. overnight expenses due to a cancelled plane flight.

6.4.2 Discretionary entertainment expenses such as movies or personal internet access will not be reimbursed by Council.

6.4.3 Business communication – All charges for business related telephone calls, faxes, email and internet access made by an employee or elected member while travelling on Council business will be reimbursed.

6.4.4 Where travel arrangements are extended to accommodate an employee’s or member’s personal arrangements, all costs in addition to those that would be expected for the business component of the trip are the responsibility of the staff member or elected member.

7. Motor Vehicles and Taxis

7.1. Council pool cars:

7.1.1 Where possible, employees and elected members are to use Council pool cars for reasonable distances of travel within the South Island.

7.1.2 Council vehicles (except those provided under a remuneration arrangement) are not available for private use.

7.1.3 Any fines (parking or traffic offences) incurred while using a Council vehicle are the responsibility of the driver (unless the fines relate to an aspect of the condition of the vehicle outside the driver’s control).

7.1.4 Council employees and elected members should endeavour to return Council vehicles as soon as possible following the completion of use. However, where an employee takes a vehicle home for the night, the employee must inform the Finance Team that Fringe Benefit Tax applies.

7.2. Rental cars:

7.2.1 Employees and elected members must use the most economical type and size of rental car, consistent with the requirements of the trip.

7.2.2 Rental cars are only available for business conducted outside the district.

7.2.3 Any fines (parking or traffic offences) incurred while using a rental vehicle are the responsibility of the driver.

7.2.4 Private use of a rental car is only permitted in exceptional circumstances and requires the approval of the Chief Executive. All additional costs as a result of private use are the responsibility of the employee or elected member.

7.3. Taxis:

7.3.1 Taxis, in relation to this policy, includes any alternative form of ‘taxi’ available, such as Uber and Take Me.

7.3.2 Council will pay for travel by taxi for staff and elected members away on Council business. Council expects the use of taxis to be cost effective relative to other transport options.

7.3.3 Where possible, shuttles should be utilised for transport to and from airports for reasonable distances where time permits (i.e. for shuttling from a hotel or event to the airport).

7.4. Use of private vehicles:

7.4.1 Pre-approval is required in order for staff to be reimbursed for the use of a private motor vehicle.

7.4.2 Council will not normally pay for travel by private motor vehicle when travel by other means is more practical and cost effective. Staff are always expected to use a Council vehicle for Council business, if there is one available.

7.4.3 Circumstances where the use of private vehicles may be considered appropriate include:

· the employee will be absent for a period of longer than 2 days; or

· no pool cars are available (it is the responsibility of the employee to ensure pool cars are booked as soon as possible to avoid this circumstance).

7.4.4 The vehicle owner must ensure that they have appropriate insurance cover for the vehicle while it is being used on Council business. Any fines (parking or traffic offences) incurred while using a private vehicle on Council business are the responsibility of the driver.

7.4.5 All reimbursement claims for use of a private motor vehicle must be made on the appropriate form. Reimbursement will be made in accordance with the current mileage rates for employee reimbursement recommended by IRD.

7.4.6 Elected members will be reimbursed for mileage and travel time in accordance with the Policy for the Reimbursement of Expenses by Elected Members.

8. Parking

8.1. Employees/elected members may utilise airport parking options. The most time- and cost- effective parking option must be utilised. The cost of parking will be reimbursed provided the purpose of the trip is for approved Council business.

9. Tipping

9.1. Council will not reimburse employees or elected members for tipping while they are on business in New Zealand.

9.2. Council will reimburse employees and elected members for appropriate tipping during international travel only in places where tipping is local practice.

10. Private arrangements and stopovers

10.1. Employees and elected members may undertake private travel before, during or at the end of Council travel, provided there is no additional cost to the entity and the private travel is only incidental to the business purpose of the travel. If there are additional costs incurred (such as a difference in the cost of flights) these must be covered by the employee/elected member.

10.2. Any costs such as travel or accommodation for accompanying spouses, partners or other family members are a personal expense and will not be reimbursed by Council.

10.3. The cost of stopovers will only be reimbursed by Council when they are pre-approved and have a clear business purpose.

11. Entertainment and hospitality expenditure

11.1. Entertainment and hospitality can cover a range of items from tea, coffee and biscuits to catering, such as meals and alcohol. It also includes non-catering related items, such as entry to sporting or cultural events.

11.2. Four business purposes of entertainment and hospitality have been identified.

· building relationships

· representing the organisation

· reciprocity of hospitality where this has a clear business purpose and is within normal bounds – acceptance of hospitality is expected to be consistent with the principles and guidance for provision of hospitality

· building revenue

11.3. Supporting the Council’s internal organisational development may, in occasional circumstances, also be a legitimate business purpose for moderate expenditure. This requires the approval of the Chief Executive.

11.4. The principles of a justified business purpose, moderate and conservative expenditure are particularly relevant to Council. Council requires tight control of expenditure and transparent reporting.

11.5. Catering for meetings held internally:

11.5.1 Where meetings are hosted internally by Council employees, external catering should only be provided where:

· external parties will be in attendance;

· the meeting extends over the lunch time period;

· approval has been obtained by a Group Manager; or

· elected members are present, such as for a workshop, working group, or Council meeting.

11.6. Supporting the Council’s internal organisational development may, in occasional circumstances, also be a legitimate business purpose for moderate expenditure. This might include expenditure that promotes the health and wellbeing of employees.

11.7. All entertainment and hospitality expenditure must be pre-approved where possible and always supported by clear documentation. This documentation must identify the date, venue, costs, recipients and benefits derived and/or reasons for the event. If the expenditure is not pre-approved the most senior person present should approve and confirm the expenditure as being appropriate.

12. Disposal of surplus assets

12.1. Council will, from time to time, dispose of assets. Typically this is when the assets have become obsolete, worn out or surplus to requirements. Council’s disposals must be both transparent and fair.

12.2. Council will not dispose of assets to staff or elected members or related parties at a discounted rate if a greater net value is likely to be realised by an alternative method of sale.

12.3. The principles of preserving impartiality and integrity are particularly relevant. Council staff disposing of assets must not benefit personally from the disposal.

12.4. To ensure transparency, fairness and receipt of best value for Council the disposal of assets shall be conducted on the open market or by way of trade-in on a replacement asset, unless the value of the assets are minimal (i.e. <$500) or the Chief Executive has approved an alternative method of disposal.

12.5. Where disposal to officers or elected members is approved by the Chief Executive, the following principles shall apply:

· Officers involved in disposing of the asset shall not benefit from the disposal

· All assets identified for disposal to officers shall be valued and subject to a tender or other process proportionate to the value of the asset

13. Goods and services expenditure – loyalty reward scheme benefits

13.1. Loyalty rewards associated with transactions required to carry out Council duties are the property of Council. Individual staff members are not permitted to accrue loyalty rewards to their personal accounts. This excludes Air-Points schemes, which are covered under the "Air Travel" section of this policy.

13.2. In situations where receiving a prize or loyalty reward could be perceived as inappropriate, prize or rewards must be declined.

14. Private use of Council assets

14.1. Any physical item owned, leased or borrowed by Council is considered an asset for the purpose of this policy. This includes photocopiers, telephones, cell phones, cameras, means of accessing the Internet, and stationery.

14.2. The costs to Council of private use will be recovered, unless it is impractical or uneconomic to separately identify those costs.

14.3. The use of Council assets in any private business that any employee or elected member may operate is not permitted.

15. Council use of private assets

15.1. The main issue associated with Council’s use of private assets is the risk of the Council paying or reimbursing amounts that inappropriately benefit the staff member or elected member. Therefore, pre-approval by a Group Manager is required.

15.2. Council may decide that reimbursing staff for use of private assets is appropriate for reasons such as cost, convenience or availability. Council may also decide to do this in circumstances where it would not fully use an asset of the same type if it acquired it directly. Examples include private motor vehicles, private cell phones and private computers.

15.3. Staff members must not approve or administer payments to themselves for the Councils use of their private assets.

16. Private use of Council suppliers

16.1. As staff may have access to some Council suppliers on the same basis as Council, they may receive preferential access to goods or services, and potentially at a preferential price, which is not available to the public. The risk is that the availability of the discount to staff will influence the choice of Council suppliers.

16.2. The selection of suppliers must be in the interest of Council. The availability or possibility of staff purchasing privileges must not factor into this selection.

16.3. Staff may make use of any preferential access to goods or services through Council’s suppliers under the following conditions:

· The discount offered must be the same discount offered to all Council staff and not be particular to individual staff members.

· Discounted fuel is available to staff by way of Fuel cards which are issued to staff. The individual purchases are charged to staff on account and subject to normal credit terms and conditions.

16.4. In rare circumstances a Council order may include expenditure with a personal component, such as a travel or accommodation booking. In this case payment to Council for the personal component must be made on confirmation of the cost or the receipt of the invoice from the supplier, whichever occurs first.

16.5. Elected members may have preferential access to goods or services through Council suppliers on the same basis as staff, provided there is no real or perceived conflict of interest.

17. Donations

17.1. Donations made by Council must be:

· lawful in all respects;

· disclosed in aggregate in the Council’s Annual Report;

· made to a recognised organisation by normal commercial means and not in cash; and

· included with Annual Plan/LTP budgets

17.2. Council will not donate to political organisations.

17.3. Information about grants and bridging finance is included in the “Grants Policy”.

18. Koha

18.1. Koha payments must be approved by the Chief Executive and must not exceed $1000.

19. Gifts

19.1. Employees and elected members’ impartiality and integrity must be maintained when receiving gifts.

19.2. In all instances staff must inform their manager or supervisor that they have received a gift for service or appreciation.

19.3. The acceptance of any gift with a monetary value exceeding $50 must have the express approval of the relevant Group Manager for staff to retain it.

19.4. All gifts received with a monetary value exceeding $50 shall be reported to the Executive Assistant and recorded on a register to be held by the Chief Executive. This includes tickets to events.

20. Elected Members:

Elected members should not abuse the advantages of their official position for personal gain or solicit or accept gifts, rewards or benefits that might compromise their integrity. Personal judgement is required by the elected member to determine whether or not to accept a gift, or declare the gift as a ‘gift to the office’ as opposed to the individual. For example, most consumable gifts could be considered gifts to the individual and therefore would not be declared.

The exchange of gifts during official international or inter-Council visits is accepted in practice. These gifts are generally regarded as being to the office rather than the individual. Any such gifts should be reported to the Mayor’s office, so that they can be entered into the Council Gift Register. The gifts themselves should also be passed on to the Mayor’s office, which will arrange for their display and/or storage.

21. Failure to comply with this policy

21.1. All Council employees and elected members are expected to comply with this policy. Failure to do so may result in disciplinary action.

21.2. Examples of non-compliance include, but are not limited to:

· Unauthorised use or misuse of a Council credit card;

· Failure to obtain appropriate one-up approval;

· Private use of a Council pool car; and

· Failure to declare a gift.

Ordinary Council Meeting Agenda 25 September 2018

8.5 Adoption of Waste Management and Minimisation Plan 2018-24

File Reference: Waste Management and Minimisation Plan

Author: Katherine Hill, Senior Corporate Planner

Authoriser: Angie Taylor, Town Supervisor/Solid Waste Manager

Attachments: 1. Waste Management and Minimisation Plan 2018-24 (under separate cover)

Council Role:

☐ Advocacy	When Council or Committee advocates on its own behalf or on behalf of its community to another level of government/body/agency.
☒ Executive	The substantial direction setting and oversight role of the Council or Committee e.g. adopting plans and reports, accepting tenders, directing operations, setting and amending budgets.
☐ Legislative	Includes adopting District Plans and plan changes, bylaws and policies.
☐ Review	When Council or Committee reviews decisions made by officers.
☐ Quasi-judicial	When Council determines an application/matter that directly affects a person’s rights and interests. The judicial character arises from the obligation to abide by the principles of natural justice, e.g. resource consent or planning applications or objections, consents or other permits/licences (e.g. under Health Act, Dog Control Act) and other decisions that may be appealable to the Court including the Environment Court.
☐ Not applicable	(Not applicable to Community Boards).

Purpose of Report

The purpose of this report is to seek that Council adopt the Waste Management and Minimisation Plan 2018-24.

Staff Recommendations

1. That the report be received.

2. That Council adopt the Waste Management and Minimisation Plan 2018-24.

Background

New Zealand’s principal solid waste legislation is the Waste Minimisation Act 2008 (WMA). The stated purpose of this Act is to:

Encourage waste minimisation and a decrease in waste disposal in order to

(a) protect the environment from harm; and

(b) provide environmental, social, economic, and cultural benefits.

To further its aims, the Act requires territorial authorities to promote effective and efficient waste management and minimisation within their district. To achieve this, all Councils are required to adopt a Waste Management and Minimisation Plan (WMMP).

A formal review of Councils WMMP is required to be undertaken a minimum of once every six years. Council’s existing WMMP was adopted on 1 July 2012, and is therefore required to be reviewed this year.

The WMMP sets out the priorities and strategic framework for managing waste in our district, aiming to protect human health and safeguard the district by ensuring refuse and recycling is managed in a safe, efficient and sustainable manner.

Council has reviewed the existing WMMP and determined that a new plan is required. The draft WMMP has been prepared as a result of this review and the findings of the recent Waste Assessment. In addition, the draft WMMP has been developed in accordance with the requirements of the WMA.

The timeframes for the review and consultation have been proposed to ensure that Council is able to qualify for the Waste Levy funding from Ministry for the Environment (MFE). This requires that Council adopt the reviewed WMMP prior the end of September.

Council commenced consultation on its draft Waste Management and Minimisation Policy (WMMP) on 30 July 2018, with submissions closing 5pm, Monday 3 September. This process included the draft WMMP and Statement of Proposal (SOP) being made available to the public, the invitation of written and online submissions, advertisements and posts in local community newsletters and Facebook, and mention in the Mayor’s regular radio interview on The Breeze.

This process attracted a total of 15 submissions. All submissions have been provided to Councillors separately, and are publicly available on the Council’s website.

Hearing of Submissions

Of the 15 submissions received, 4 submitters requested to be heard in support of their submissions. Hearings were held on Tuesday 11 September.

Deliberations and Decisions

Council considered the submissions received and made decisions on these submissions in a separate meeting on 11 September. Council’s decisions were recorded in a decisions report which Council has been asked to adopt under a separate agenda item.

Adoption of WMMP

Council is now asked to adopt the draft WMMP which has been updated to incorporate the Council’s decisions. The changes to the draft WMMP are summarised as below, and the updated draft WMMP is attached for further information.

1. The foreword of WMMP has been updated to reflect the review of the WMMP being completed, and thanking the community for their feedback.

2. Section 1.4: Review of the 2012 Waste Management and Minimisation Plan: this section has been updated to record the review process and the feedback from the community.

3. Section 2.5: Goals and objectives: this section has been amended to include Objective 5 to Goal 1, as sought by Council in the decisions.

4. Section 6: Action plan: Amend the following action plan works to reflect decisions made in response to submissions:

§ To find out how we can divert all organic waste from landfill;

§ To understand the impacts of tourism and investigate options for facilitating tourism driven waste;

§ To promote waste minimisation and recycling opportunities and educate our community about the importance of waste minimisation; and

§ To work in partnership with community groups on community waste education programmes.

Next Steps

Following adoption of the WMMP, the Council will contact each submitter thanking them for their involvement in the process of setting Council’s waste management and minimisation direction for the next six years and advising them of the results of Council’s consideration of their submission.

The adopted WMMP will be provided to MFE to ensure that Council qualifies for the October Waste Levy funding.

Policy Status

Nil

Significance of Decision

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

Options

The options available to Council are:

Option 1 – that the Council adopt the Waste Management and Minimisation Plan 2018-24.

Option 2 – that the Council specify any changes to the Waste Management and Minimisation Plan 2018-24 and adopt the Waste Management and Minimisation Plan 2018-24 as amended.

If the Council requires changes to the WMMP prior to adoption, these would need to be included in the WMMP and with the revised WMMP adopted by Council prior to the end of September. Any delays at this stage may impact on Council’s ability to meet these timeframes and obtain the Waste Levy funding.

For these reasons, Option 1 is recommended.

Considerations

Legal

A review of Council’s existing WMMP is required by the Waste Management Act 2008 with a revised WMMP required to be prepared and adopted within six years of the adoption of the previous WMMP.

Financial

As discussed above, it is required that review of the Waste Management and Minimisation Plan be completed and the final Plan adopted by the end of September. Compliance with this timeframes is required to ensure that Council qualifies for the October Waste Levy funding. This quarterly levy payment is approximately $4,000 and is not eligible to be back paid. For Council to meet its budgets in Solid Waste, all levies due to Council need to be received.

Other

N/A

Conclusion

Council is asked to adopt the Waste Management Plan 2018-24.

In adopting the Waste Management and Minimisation Plan 2018-24 prior to the end of September, Council is ensuring that timeframes relating to the payment of the next Waste Levy funding can be met.

Suzette van Aswegen

Chief Executive Officer

Ordinary Council Meeting Agenda 25 September 2018

8.7 aoraki collaboration

File Reference: WAS 2/2/3

Author: Bernie Haar, Group Manager Assets

Authoriser: Bernie Haar, Group Manager Assets

Attachments: 1. Memorandum of Understanding - Collaboration on Roading Matters ⇩

2. Supplementary Agreement ⇩

Council Role:

☐ Advocacy	When Council or Committee advocates on its own behalf or on behalf of its community to another level of government/body/agency.
☐ Executive	The substantial direction setting and oversight role of the Council or Committee e.g. adopting plans and reports, accepting tenders, directing operations, setting and amending budgets.
☒ Legislative	Includes adopting District Plans and plan changes, bylaws and policies.
☐ Review	When Council or Committee reviews decisions made by officers.
☐ Quasi-judicial	When Council determines an application/matter that directly affects a person’s rights and interests. The judicial character arises from the obligation to abide by the principles of natural justice, e.g. resource consent or planning applications or objections, consents or other permits/licences (e.g. under Health Act, Dog Control Act) and other decisions that may be appealable to the Court including the Environment Court.
☐ Not applicable	(Not applicable to Community Boards).

Purpose of Report

1. To recommend to the Council the renewal, with amendments, of the Aoraki Roading Collaboration (ARC) Memorandum of Understanding (MoU) for a three year term from 1 October 2018.

Staff Recommendations

1. That the report be received.

2. That the Aoraki Roading Collaboration Memorandum of Understanding, including the 9 October 2015 Supplementary Agreement, be renewed with the following changes;

(a) The term be three years from 1 October 2018

(b) The Road Safety Coordination function be included in the scope

3. That the Chief Executive be authorised to sign the new Memorandum of Understanding on behalf of the Council.

Background

2. The MoU is “to actively seek to collaborate and co-operate with each other to improve the effectiveness and efficiency with which they achieve the identified objectives and desired outcomes for specific aspects of roading asset management and network operations”.

3. The original MoU was in response to recommendations (2012) of the Government’s Road Maintenance Task Force to identify opportunities to increase the effectiveness of road maintenance. A subsequent cross-sector initiative involving representatives from local government, LGNZ and NZTA resulted in the formation (2012) of the Roading Efficiency Group (REG). The basic philosophy is to raise the bar to improve value-for-money and develop best practice systems that are customer focused – all done in a consistent and collaborative manner.

4. The current MoU took effect on 1 October 2016 with a term of 2 years and with any extension being via further agreement. It incorporates the Supplementary Agreement the Councils entered into on 9 October 2015 to facilitate the procurement of new contracts for roading maintenance services from 1 December 2015.

5. The current MoU was an extension of that of October 2014 between the Ashburton, Mackenzie, Timaru and Waimate District Councils. Prior to that, June 2014, a MoU was in place between Mackenzie, Timaru and Waimate Districts.

6. The current MoU expires on 30 September 2018. Prior to its expiry it is appropriate to review the scope, the benefits achieved and the effectiveness of the MoU to determine what is appropriate going forward from 1 October 2018.

7. The collaboration has involved leadership and guidance from Chief Executives and Engineering Managers of each Council while regular activity within ARC has been largely through the Technical (Tech) Team. This team comprises representatives of each Council, typically compromising the Roading/Land Transport Managers and other senior roading staff. The Tech team meets every 4 – 6 weeks and have maintained a consistency high, almost 100% attendance rate which demonstrates interest and a desire to be part of the Collaboration.

8. The Collaboration utilises an independent project manager, external from Councils. There has been benefit in having a person with a singular focus to drive and facilitate the implementation of the specific tasks required of the Collaboration and the Technical Team in particular. Latterly this service has extended to assist in expediting some outstanding specific shared task across the four districts. The cost of the project manager is shared on a population basis.

Progress and achievements with implementation of the MoU

9. To date some of the collaborative activity has been in the strategic sense but most is better described as operational. Priority has been given to the high demands of the annual and tri-ennial cycles of the roading system and there has been worthwhile and beneficial collaborative thinking applied to these activities.

10. Working in this way has also highlighted just where the strengths and weaknesses of the individual councils are. It has helped in the distillation of the ‘go to’ individuals for specific activities. The interaction across the staff of the four districts continues to grow. The challenge now is to extend and embed this interactive approach to all levels in the roading teams, and into the future.

11. Specific achievements to date

a. A good relationship and working environment has been developed enabling an interactive and collaborative approach across districts in the roading arena.

b. The proven ability to work collaboratively is itself an achievement. Many clusters of other Territorial Local Authorities have not been able to do this.

c. Regular Tech Team gatherings are providing a welcomed opportunity for interaction, informal and benchmarking, and prompts for actions.

d. Peer support and a technical review across the districts at roading officer level is developing. There is real potential for a higher yield in this regard.

e. Knowledge gain and efficiencies in operation of the RAMM system and progress with data quality and the implementation of the One Network Road Clarification System.

f. Shared knowledge and resource with LED street-lighting upgrades.

g. A shared single 2 year resurfacing contract (Mackenzie, Timaru, Waimate).

h. Road maintenance contract prepared collaboratively as a common contract document including specifications, tendered collaboratively with the option of contractors bidding for combined contracts and offer potential savings. Although Timaru and Ashburton were awarded as separate contracts, Waimate and Mackenzie was a combined tender. These contracts were keenly contested by the market.

12. It is difficult to assess and quantify direct financial benefits for most of the achievements as they often have broad rather than specific benefits. However, there is no doubt that the budget spend is more effective.

Future Opportunities

13. Given the pioneering nature of the collaboration it has been beneficial for all participants to be involved in evolving opportunities. As the ARC and MoU matures the following items present opportunities for future gains:-

a. Preparation of Activity Management Plans with a higher level of Aoraki perspective.

b. Business case preparation for the 2021 - 2024 National Land Transport Programme bid processes due to commence in 2020.

c. Recruitment of specialised staff who could work across the assets and activities of all four participating Councils.

d. Increasing interaction between all roading technical staff of all four Councils by extending the participation in the tech team.

e. The inclusion of Road Safety co-ordination in the MoU. Currently the Mackenzie, Waimate and Timaru Districts collaboration on Road Safety via a multi party funding agreement whereby Timaru District Council employs the Road Safety Co-ordinator on behalf of all three councils. By including Road Safety in the MoU, there is an increased opportunity to include Ashburton District Council in the delivery of this activity.

14. Future issues and drivers

a. Government Policy Statement (GPS). The Strategic Priorities include a ‘Value for Money’ focus. Key parts of this include ‘better informed investment decision-making’ via ‘robust business cases that are supported by data based evidence and good data gathering systems’ and imbedding One Network Road Classification into our transport networks.

b. Government financial assistance is a fixed ‘bucket’ and is contestably allocated. Success is dependent on superior knowledge, excellent data and skilled presentation of these.

c. REG Focus 2021 New Programme Strategy (July 2018). The stated purpose of the REG’s new programme is to enable a step change in transport sector leadership and capability through the sector supporting the sector for the community. This is partly in response to the GPS and is an imperative.

d. LGA Section 17A:2(b) reviews. There are required ‘within two years before the expiry of any contract or other binding agreement to deliver a service’. The outcomes may have relevance to the scope of the MoU.

e. The need for a strong, consistent and unified voice to represent the four Districts to NZTA with a ‘One Network’ perspective.

f. How best to address Council needs for resourcing, technical skill levels, and staff succession in the context of resource shortages, the loss of experience due to impending retirements and staff attrition relating to the seeking of career progression elsewhere.

g. Taking all the above factors and issues into account it is the Chief Executives, Engineering Managers, Tech Team members and the Project Managers view that the collaboration has merit and should continue past 30 September 2018.

Policy Status

Type here

Significance of Decision

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

Options

15. The options for the ARC initiative are:

a. To not renew the MoU and for the Mackenzie District Council to cease involvement.

b. To renew the MoU with updated terms and inclusions as suggested.

c. To renew the MoU with changes over and above those being suggested. This could include an aggregated service delivery model that would effectively combine the technical resources into a single operational office.

Considerations

Legal

16. Land Transport Management Act 2003

17. Government Policy Statement on Land Transport 2018/19 – 2027/28

18. Local Government Act 2002

Financial

There are no extra funding implications with entering into a new MoU for roading collaboration as the cost as there is already cost sharing arrangement based on population of the four districts to cover any costs incurred through the collaboration.

Other

19. The Chief Executives, Engineering Managers and Technical Team members of each of the Councils have considered and discussed the proposal to renew the MoU. The independent Project Manager has provided advice on this issue.

20. Supplementary Agreement - Appendix 2 to the MoU is a Supplementary Agreement. The purpose of which is to record the process for identification and capture of savings within the 5 year road maintenance contracts that commenced on 1 December 2015. The two key objectives relate to the procurement associated with the 2015 contracts and the transfer payment methodology that enabled scale benefits to be captured on an equitable basis.

21. The only issue that needs to carry through to the new MoU is the transfer payment methodology as detailed in paragraph 5 of the Supplementary Agreement attached as Appendix 2.

22. The procurement methodology should not be carried through so that full flexibility is available when the road maintenance activity is to be procured. Agreement on the 2020 procurement process can be negotiated and documented as the situation evolves. Amendments to Appendix 2 Supplementary Agreement will require legal drafting once a position on the above proposal is determined.

Conclusion

The step changes required in the sector are real and the implementation of the REG Focus 2021 is non-negotiable. There is benefits to the four District Councils to take a collaborative approach to share and implement the changes that are required in thinking, skill levels, systems, and resources with respect to Roading matters. The strength of four districts together will be greater than the sum of the four individual strengths in isolation.

Suzette van Aswegen

Chief Executive Officer

Ordinary Council Meeting Agenda 25 September 2018

8.8 Grant Application - Twizel Tekapo Community Vehicle Trust

File Reference: FIN 9/6

Author: Garth Nixon, Group Manager Community Facilities

Authoriser: Suzette van Aswegen, Chief Executive Officer

Attachments: 1. Cover Letter and Grant Application 12 September 2018 ⇩

2. Twizel Tekapo Community Vehicle Financial Statements to 31 March 2018 ⇩

3. Summary of Events Twizel Tekapo Vehicle Trust and Mackenzie District Council ⇩

4. Grants Policy ⇩

5. Grant Criteria ⇩

6. Mackenzie District Council report and attachments 23 November 2017 ⇩

Purpose of Report

For Council to consider the grant application received from the Twizel Tekapo Community Vehicle Trust.

Staff Recommendations

1. That the report be received.

2. That Council considers the request for funding and makes a decision on granting this.

Background

Council has received a grant application from Twizel Tekapo Community Vehicle Trust. This is for the additional costs incurred to build the five bay garages in Twizel for the use of the Twizel Tekapo Community Vehicle Trust and the Mackenzie District Council.

Representatives of the Trust attended a Council workshop in July 2018 and presented their view. The representatives were advised by Council to apply for a Grant for this shortfall.

The Finance Committee previously considered a report (attachment 6) on 23 November 2017 and resolved the following:

Committee Resolution FIN/2017/54

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Committee Resolution FIN/2017/55

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

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

Against: Cr James Leslie

Abstained: Crs Russell Armstrong and Chris Clarke

Carried

Mr Nixon spoke to the report.

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

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

Policy Status

The Grants Policy is applicable for this request.

Grants Assessment Criteria	Assessment
1. Does the application assist the Council to achieve its strategic direction (applicant must make specific reference to the Strategic Plan and support that reference with reasoned arguments).	Public transport is a Regional Council initiative. I would suggest that by supporting this we are supporting a community support group.
2. *Will the grant directly* benefit ratepayers/residents in the Mackenzie District? If so, how many?**	Indirectly by supporting the Vehicle Trust for those who use its services.
3. Are there any other bodies which are specifically designed to cater for these requests e.g. Creative New Zealand, Mid-South Canterbury Trust, and Lottery Grants Commission?	There are numerous other bodies who could have provided this support. Difficult now as it would be retrospective.
4. Has the organisation received, or have they applied for funds from other organisations for the same project? If so, how much?	$32,325 Grant from the Meridian Community Trust.
5. How much of their own funds does the organisation have to put toward this request/project?	Total cost $73,918.00 Council Contribution $20,651.00 Meridian $32,325.00 TTCVT $20,942.00
6. Is the organisation/individual a non-profit body and able to accurately account for any funds granted?	Yes
7. Has the organisation supplied all information on the application form including a set of accounts?	Yes
8. What is the effect on the individual/organisation if the Council does not support the application?	The organisation appears to be in funds despite recent vehicle purchases and covering the additional building costs

Significance of Decision

This decision is not considered to be significant.

Options

The Council has three options available to it:

1) Grant the full amount of $6,947.29 to the Trust.

2) Decline the grant application.

3) Partially fund the grant application.

Considerations

Legal

Not applicable.

Financial

The Trust has provided their Financial Statement to 31 March 2018. In the Trust’s covering letter they note that since 31 March 2018 they have purchased a replacement vehicle for $30,000 and also during this financial year they will be replacing another vehicle spending approximately $30,000. The Trust have also paid for the garage. Despite this the Vehicle Trust still appears to be in a healthy financial position and I would question whether further Council funds are necessary to be transferred to improve the positive balance of another organisation.

Other

This was a Vehicle Trust project and they failed to take into account all costs associated with the project. Council’s agreement with the Vehicle Trust stated that Council would pay up to $20,000. Council incurred additional costs in making this site available to the Vehicle Trust.

Conclusion

The Tekapo Twizel Community Vehicle Trust appears to be in a sound financial position. As this is public money is it appropriate that the Vehicle Trust be granted these funds as opposed to another worthy project? It is recommended that Council decline this request.

Suzette van Aswegen

Chief Executive Officer

Twizel Community Board Meeting Minutes 30 July 2018

MINUTES

Twizel Community Board Meeting

30 July 2018

MINUTES OF Mackenzie District Council
Twizel Community Board Meeting
HELD AT THE Twizel Events Centre Lounge, Twizel
ON Monday, 30 July 2018 AT 3.00pm

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

IN ATTENDANCE: Cr James Leslie (Acting Mayor), Suzette van Aswegen (Chief Executive), Garth Nixon (Group Manager Community Facilities), Angie Taylor (Twizel Township Supervisor), Arlene Goss (Committee Administrator), one member of the media.

1 Opening

The chairperson welcomed everyone to the meeting.

2 Apologies

Apologies were received from member Nancy Collins, and Mayor Graham Smith.

3 Public FOrum

There was no public forum.

4 Declarations Of Interest

There were no declarations of interest.

5 Reports

5.1 Minutes of Twizel Community Board Meeting - 11 June 2018

Committee Resolution TWCB/2018/155

Moved: Cr Paul Hannagan

Seconded: Ms Jacqui de Buyzer (Chairperson)

1. That the Minutes of the Twizel Community Board Meeting held on Monday 11 June 2018 be received and adopted as a true and accurate record of the meeting.

Carried

5.2 Matters Under Action - Twizel

Group Manager, Community Facilities, Garth Nixon spoke to this report.

Market Place Completion – On hold.

Theatre Seats – Mr Nixon has been back to the TPDA and is awaiting confirmation from them regarding the offer of a $10,000 donation. This confirmation has not yet arrived. Cr Leslie offered to follow this up with the treasurer of the TPDA.

Whitestone Grant – no update.

Cycle path Ohau Road – Some work has been done on this path. The chairperson has also spoken to police regarding complaints about motorbikes on this path. The officer has spoken to the main offender and has not had any complaints since then. The board would like to reiterate in the Twizel Update that motorcyclists should not use the walking track.

The chairperson updated the community board on other police activity. Police are working towards getting the volunteers reinstated following a recent meeting between the community board, volunteers and police. The police cell has also been renovated and is now available for use. A new officer has been recruited in Twizel.

Wifi in Market Place – Waiting for a fibre connection to reach the council office before going ahead with this.

Removal of fence vegetation at Northwest Arch – Mr Nixon has negotiated a written agreement that the work will be done and the property owner will be charged for it.

Letter of appreciation - Pat Shuker asked for a letter of appreciation to be sent to Mr and Mrs Simon Aston to thank them for their quick action to prune vegetation at 18 Northwest Arch. The chairperson agreed to write this.

Events Centre Compliance – Mr Nixon is working through the list of jobs needing to be done. To date the fire separation and ventilation issues have been fixed. Aim is to complete the work by the end of August, then a code of compliance will be applied for. The chairperson asked about the stains on the ceiling of the meeting room. Mrs Taylor said the caretaker is sourcing replacement tiles. The leak over the squash courts still needs to be fixed.

Judder Bar in Market Place – to be installed when danger of snow has passed.

Parking and broken yellow lines – Mr Nixon understands that Whitestone can do road marking this week.

Simons Street – Whitestone has been asked for a price for that work.

Vehicle crossing to be repaired – This has been programmed with contractor. Will happen shortly.

5.3 Twizel Community Board Financial Report

The purpose of this report was to inform Twizel Community Board members on the financial performance of the Twizel Community as a whole.

The cost of by-election was noted. The board agreed it was not possible to ask an outgoing member to reimburse this cost.

The chairperson asked for information regarding an alternative form of heat for the Twizel swimming pool. Mr Nixon provided an update on his investigation to date. He was preparing to put this work out to tender. There were several options including a heat pump and/or more solar heating. Another option was to separate the small pool and the main pool, and have them at different temperatures. Mr Nixon said he was working through all these options. The pool aims to open to the public about the beginning of November. Mr Nixon said there was an opportunity for fundraising activities to be held in the community towards this project.

Committee Resolution TWCB/2018/156

Moved: Cr Paul Hannagan

Seconded: Ms Jacqui de Buyzer (Chairperson)

1. That the report be received.

Carried

5.4 Correspondence - Large Trees on Greenway

The board considered correspondence from Cody Thyne regarding his request to remove trees from behind his property at Jollie Road. The chairperson and Mr Nixon have visited Mr Thyne and identified the problem trees. Mr Thyne is keen to help remove the trees and the resulting waste. Discussion was held on whether to cut down all five trees, or only some of them. It was agreed that all the trees should be dealt with now, rather than later. Mr Nixon was asked to get back to Mr Thyne with the approval of the community board.

Committee Resolution TWCB/2018/157

Moved: Ms Jacqui de Buyzer (Chairperson)

Seconded: Mr Norman Geary

That the Twizel Community Board grants permission for Cody Thyne to take down the trees behind Mr Thyne’s property at Jollie Road, and take care of the slash.

Carried

5.5 Correspondence - Request to Waive Landfill Fees

The meeting considered an email from Rick Ramsay requesting that the community board waives fees to dump hard fill related to the Heritage Trail Project. Mr Nixon said the community board did not have the delegated authority to waive fees, but staff could give approval for this. He said he would work with Mr Ramsay to grant this request. The request was referred back to staff.

5.5.1 Late Correspondence

The chairperson tabled and read out a letter from the Twizel Kindergarten committee requesting that the board waive the Events Centre rental fee for a fundraising fashion show they held recently. She explained that this letter had not gone into the agenda for the meeting because it was received after the agenda was published.

A bill for $158.38 from Mackenzie District Council was attached to the letter. This was the amount requested by the kindergarten.

Mr Nixon said historically the community board had supported events like this in the form of a grant. The board considered the amount was too small to ask the kindergarten to come back at a later meeting with a grant request. They decided to waive the rental as requested and passed a resolution to this effect.

Committee Resolution TWCB/2018/158

Moved: Cr Paul Hannagan

Seconded: Ms Jacqui de Buyzer (Chairperson)

That the fee of $158.38 for the Twizel Events Centre rental be waived for the Twizel Kindergarten fundraising fashion show.

Carried

Attachments

1 Letter and Account from Twizel Kindergarten

5.6 Ward Members Report/Report from Members of the Board

Cr Paul Hannagan reported on recent council meetings and workshops. Council expressed concern about Twizel subdivision street names and some of these have been reviewed. Councillors will be working on a business strategy at an upcoming workshop.

He also attended the Local Government New Zealand conference in Christchurch and this was one of the highlights of his year. There has been a change in the government’s attitude towards local government - they want to work closer. There was a lot of discussion on homelessness, looking after the elderly and working with iwi.

Cr Hannagan has discovered the existence of the endangered Burkes Pass weevil. It was thought to be extinct but discovered in Burkes Pass by Canterbury University students. He has also offered to go on the board of the Twizel Tekapo Community Vehicle Trust.

The chairperson, Jacqui de Buyzer, reported from an informal meeting with the Twizel Golf Club that was attended by most community board members. She went through a list of topics that were discussed. The golf club were investigating putting down a water bore. They were happy with the food outlets on their land, and were keen for signs to be re-instated. It was a positive meeting. Cr Hannagan said there had been a communication break down and talking to the club resolved this.

The chairperson and Garth met with representatives from the Twizel Arts Council about lights in the Twizel theatre and they were working on a way forward regarding the care and use of the lights.

Cr Hannagan reported that the frisbee golf course now was now in use, with new baskets. It was attracting visitors to the town.

Member Pat Shuker raised the following issues:

· Pensioner flats have leaks. This has been reported to council staff.

· River walk – the river channel is blocked. The biggest problem is the broom. Mr Nixon suggested that Pat work with Angie Taylor on identifying the area she was concerned about. Further discussion was held on broom control and the state of the gravel track.

· Ruataniwha Reserve has a lot more motorbike tracks in this area. Mr Nixon has engaged a contractor to fence this area to keep out motorbikes.

Mr Nixon said he had met with the motorcamp owner at Ruataniwha and the owner was planning to do some tidying work. Mr Nixon wanted to make the community board aware of this work.

Member Norman Geary asked for more information about waste recycling. He asked for assurance that when people put things in the yellow bins it was being recycled and not sent to landfill.

Angie Taylor outlined the recycling process. She acknowledged stock piling was occurring in some parts of the country. She has spoken to the contractor and they assured her that everything from Mackenzie that was recyclable was still being recycled. Mrs Taylor said about 5-10% of recycling went to landfill due to contamination.

She said the council’s Waste Management and Minimisation Plan was currently out for consultation and encouraged people to make submissions on areas of concern. She also outlined her current plans for public education on solid waste.

5.7 Minutes from Other Community Boards

The board received the minutes of the most recent meetings of the other two community boards in the Mackenzie District.

6 Public Excluded

6.1 Minutes of Public Excluded Twizel Community Board Meeting - 11 June 2018

There was no discussion about the public excluded minutes and they were confirmed in open meeting.

Committee Resolution TWCB/2018/159

Moved: Ms Jacqui de Buyzer (Chairperson)

Seconded: Cr Paul Hannagan

1. That the Minutes of the Public Excluded Twizel Community Board Meeting held on Monday 11 June 2018 be received and adopted as a true and accurate record of the meeting.

Carried

The Meeting closed at 4.13pm.

The minutes of this meeting were confirmed at the Twizel Community Board Meeting held on 10 September 2018.

...................................................CHAIRPERSON

Fairlie Community Board Meeting Minutes 2 August 2018

MINUTES

Fairlie Community Board Meeting

2 August 2018

MINUTES OF Mackenzie District Council
Fairlie Community Board Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 2 August 2018 AT 4.30pm

PRESENT: Les Blacklock (Chairperson), Carolyn Coakley, Pauline Jackson, Damon Smith, Cr Chris Clarke

IN ATTENDANCE: Graham Smith (Mayor) from 4.35pm, Garth Nixon (Group Manager Community Facilities), Suzette van Aswegen (Chief Executive), Karina Morrow (Group Manager Planning and Regulation), Arlene Goss (Committee Administrator).

1 Opening

The chairman welcomed everyone to the meeting.

2 Apologies

Apology

Committee Resolution FCB/2018/83

Moved: Mr Les Blacklock (Chairperson)

Seconded: Mr Damon Smith

That the apology received from Cr Anne Munro be accepted.

Carried

3 Public FOrum

There was no public forum.

4 Declarations Of Interest

There were no declarations of interest.

5 Reports

5.1 Minutes of Fairlie Community Board Meeting - 7 June 2018

Committee Resolution FCB/2018/84

Moved: Mr Damon Smith

Seconded: Ms Carolyn Coakley

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 7 June 2018 be received and adopted as a true and accurate record of the meeting.

Carried

5.2 Fairlie Community Board Matters Under Action

The community board noted that the cobblestone road outside the fire station has been repaired following cable work. The new public toilet has been installed at Burkes Pass. The drinking fountain and the bus stop in Fairlie are underway.

Oak trees in McLeans Park have been trimmed. Some White Poplars and an Oak Tree with rot still needed work. Mr Nixon to action.

Pauline Jackson asked for an update on the sealing of Regent Street. Cr Clarke said Council’s view hasn’t changed. There isn’t sufficient money in the budget for a reseal and Council are awaiting a transport plan for Fairlie.

The Mayor joined the meeting at 4.35pm.

The chief executive updated the community board on the plans for a higher level strategic transport study.

Staff were asked about dog control in Fairlie. The Group Manager Planning and Regulations, Karina Morrow, said there was a review being done on enforcement levels. To be discussed later in the meeting under correspondence.

The Mayor asked to go back to the subject of Regent Street. The community board were not happy with the response from staff that it could be one or two years before road sealing was done. The Mayor said he definitely thinks it’s going to happen, but cannot put a figure on it in this financial year.

Fox View Road infrastructure – Pauline Jackson asked if there would be a report done on commercial land availability. The chairman said this was something that would need to be looked at eventually. This has been noted by Council and Karina Morrow said it would be considered as part of the district plan review.

Dog park – The chairman has not received any public feedback on this after it went into the Fairlie Accessible.

Security cameras – Staff are working on a policy for security cameras.

Opihi Bridge track – Ongoing. This has building consent and has been approved by the planning department. The Mayor said the bridge was being made at Gibson’s Engineering and would be lifted into place by the Air Force.

5.3 Fairlie Community Board Financial Report

The purpose of this report was for the Fairlie Community Board to note the financial performance of the Fairlie Community as a whole.

The Mayor gave credit to the community board for handling the budget well. The overspend of $2,000 was on tree maintenance.

Committee Resolution FCB/2018/85

Moved: Cr Chris Clarke

Seconded: Mr Les Blacklock (Chairperson)

1. That the report be received.

Carried

5.4 Correspondence - Dog Faeces in Fairlie

The members considered a letter from Roseann Woolley regarding dog faeces in Fairlie, in particular on the Village Green.

The chairman asked if more signs were needed. Mr Nixon said visitors park next to the Village Green and run their dogs. There may be a place for more signage there. Cr Clarke suggested making the playground dog free. This may already be the case. The board asked Karina Morrow to clarify the current situation on the Village Green so they can see if this needs to be enforced. This will come to the next meeting.

Wandering dogs are a local issue in Fairlie. Council does not get a lot of complaints about this and cannot justify the costs of enforcement unless it has data from people making complaints.

The chairman suggested that two new signs be organised by staff on the Village Green to enable action before the next meeting. The members agreed and Mr Nixon was asked to action this.

5.5 Ward Members Report/ Report From Members of the Board

Cr Clarke said the councillors are looking at Council’s strategic objectives now that the Long Term Plan is complete. They want to ensure they are focussed on the priorities.

Councillors have visited a marae for a hui to improve relationships with iwi. This was productive.

He also attended the Local Government New Zealand conference in Christchurch. He said the Mackenzie district is on the radar of LGNZ and central government. They are starting to understand that there are genuine issues with tourism and the environment. The provincial growth fund is also a potential source of investment for the district.

The Mayor said there is also a fund available that will put money into infrastructure immediately needed for the next tourism season. The chief executive said Council is working with others on accessing this fund.

5.6 Minutes from Other Community Boards

The minutes of the most recent meetings of the other two community boards in the Mackenzie District were noted.

5.7 General Business

The following matters were discussed:

Mr Nixon handed out copies of the Solid Waste Minimisation Strategy consultation document from Solid Waste Manager Angie Taylor.

Mr Nixon said the Twizel Disc Golf have completed a frisbee golf course in Twizel. He asked the community board if this was something Fairlie might be interested in doing. This was a low-cost recreation opportunity.

The afternoon tea with Heartlands volunteers was held the week before the meeting. Pauline Jackson said it went well and the volunteers appreciated the afternoon tea.

Cr Clarke updated the board on mobile phone coverage. The black spot in Albury is the focus of a government-funded project. Three new towers will be erected near Albury and Cave. Burkes Pass is on the reserve list. Cr Clarke is working with the consortium to help them with Albury, including matters like approaching land-owners and getting planning permission.

Cr Clarke said NZTA have changed their funding criteria and are now funding footpaths the same as roads. He suggested asking roading staff to come to the next meeting to talk about unfinished footpaths in Fairlie.

Heartlands has wanted for some time to supply free public wifi in the centre of town, including the Village Green. Council is getting a fibre connection soon and this provides an opportunity to provide public wifi. The cost of capital expenditure to do this would be about $5,000 to $10,000.Heartlands has committed to funding half the money and will need to find the rest of the money somewhere else. They may be coming to the community board at a later date regarding this.

Karina Morrow said Council was getting more and more applications from mobile traders wanting to sell things in Fairlie . Would the community board like to consider a designated area for mobile traders in Fairlie, or continue to come to the community board on a case by case basis?

The chairman believed it would be prudent to have a designated area. Discussion was held on the right area or areas in the township. A workshop was suggested to consider this further. The community board agreed that staff do some further work on this matter and come back to the community board with some suggestions.

The Meeting closed at 5.38pm.

The minutes of this meeting were confirmed at the Fairlie Community Board Meeting held on 13 September 2018.

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CHAIRPERSON

Tekapo Community Board Meeting Minutes 8 August 2018

MINUTES

Tekapo Community Board Meeting

8 August 2018

MINUTES OF Mackenzie District Council
Tekapo Community Board Meeting
HELD AT THE Tekapo Community Hall Lounge, Lake Tekapo
ON Wednesday, 8 August 2018 AT 4.00pm

PRESENT: Stella Sweney (Chairperson), Lyn Martin, Caroll Simcox, Steve Howes, Cr Russell Armstrong

IN ATTENDANCE: Mayor Graham Smith, Mayoress Smith, Suzette van Aswegen (Chief Executive), Garth Nixon (Group Manager Community Facilities), Karina Morrow (Group Manager Planning and Regulation), Arlene Goss (Committee Administrator), eight members of the public.

1 Opening

The chairperson welcomed everyone to the meeting.

2 Apologies

Committee Resolution TKCB/2018/116

Moved: Cr Russell Armstrong

Seconded: Mrs Lyn Martin

That apologies be received from Cr James Leslie and Cr Anne Munro.

Carried

3 Public FOrum

Billy Kerr and Simon Waymouth spoke about their idea for a disc golf course in Tekapo. They handed out some information which is attached to these minutes below. They said half of the golf course has already been put in, after working with Ecan. They hope to add barbeques by the end of the year. Questions included concerns about the building of structures along the lake shore which might interfere with the view. Mr Kerr said the motor caravan association provided good feedback to date. Ecan has been very supportive. Garth Nixon was asked if any funding was available to contribute towards this project. He said the community board would need to have a look at it when they prioritised budgets for the new financial year. The chairperson congratulated the visitors on work to date and thanked them for attending the meeting.

Walter and Zita Speck asked to speak regarding the dog statue on the Tekapo lakefront. They tabled some information for members. They propose a bigger platform, new path, and new handrail. They say the people are too close to the monument and crowd around it. The dog is now 50 years old. A big issue is cars in front of the statue. They don’t want a car park there. Simple natural paths and then create a pathway on the lakeside behind the dog.

Zita Speck urged the Mayor to be bold and set examples in dealing with tourism. The chairperson said Mackenzie is aiming to be a leader in managing tourism sustainably. There was strong agreement to enhance what was there with the statue. The Mayor said parking was a separate issue and asked Mrs Speck where the cars should park. Mrs Speck did not think parking should be supplied.

The chairperson asked to come back to the subject of the dog. The suggestion was to improve the safety of the stone steps and improve the side paths, the planting, and make a proper gravel path from the church. The biggest change was to try to stop people sitting on the dog. Discussion took place on whether the community wanted people to stop climbing on the dog, or whether it was a joy that should be allowed.

The chairperson said Council had heard the concerns regarding parking. She thanked Walter and Zita Speck for their presentation.

3.1 Attachment

Attachments

1 Disc Golf Proposal

4 Declarations Of Interest

There were no declarations of interest.

5 Reports

5.1 Minutes of Tekapo Community Board Meeting - 6 June 2018

Lyn Martin noted a correction to the minutes that the community board plan for the domain had been put on hold due to the uncertainty of waiting for the transport strategy.

Committee Resolution TKCB/2018/117

Moved: Mrs Lyn Martin

Seconded: Cr Russell Armstrong

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 6 June 2018 be received and adopted as a true and accurate record of the meeting with the correction noted above.

Carried

5.2 Tekapo Community Board Matters Under Action

Bins – Still need to change the price signage on the compactor bin.

3D model for the domain – Mr Nixon said he was not sure how Mr Haar was planning to present this to the board. The chair asked for something to come to the next meeting.

Village Green – Mr Nixon was congratulated on a good job on the disabled access ramp.

Playground Equipment – Discussion was held on the location of the playground equipment. Mr Nixon asked if the community board wanted to go ahead, when things could potentially change in the future. A request was made to re-look at the plans that had previously come to the board.

Lyn Martin was concerned that the community had not seen the plans. The chairperson was concerned that roading decisions had been put on hold for so long. The community board would like to see the playground go ahead as soon as possible. The chairperson asked to refresh the board at the next meeting on the plans and what was available to install.

Carparks – Contractors are lined up to do this work.

Church of the Good Shepherd – Caroll Simcox said good progress has been made. The church now had agreement on how the new fence would look, where it would go, and how the area in front of the church would look. They have a deadline of October, with the intention it would all be in place for the summer season. Some heritage features are included in the design. Discussion took place on the colour of the fence. This was still to be decided. The fence would be predator proof and rabbit proof.

60km speed limit – The Mayor said he had insisted on action and this was now back on the radar with NZTA. They were coming back to consult with the community again. He had a commitment it would be done by Christmas.

Rubbish bins to be relocated – No change.

Education session for accommodation providers – The chairperson and Steve Howes met with Karina Morrow and this workshop took place. Remove from list.

Lions Tarn Proposal – Remove from list.

Projector for Tekapo Hall – underway, Remove from list.

Recognition of Neil Anderson – Underway, remove from list.

Workshop on mobile trading – The chair commented that she had received some options for mobile trading areas in Tekapo, including the old toilet block, the old mini golf site, the Hamilton Drive carpark and the Lakeside Drive carpark. Karina Morrow said a report would come to the next meeting and the staff recommendation would probably be to make Lakeside Drive the area for mobile trading, with a limit on the numbers.

5.3 Tekapo Community Board Financial Report

The purpose of this report was that the Tekapo Community Board were updated regarding the financial performance of the Tekapo Community as a whole.

Mr Nixon answered questions regarding the budget. He was asked to ensure the advert in the Tekapo Scene was updated to reflect the new Tekapo Hall charges.

Discussion was held on whether money was available to make a grant to the disc golf club. Mr Nixon said a grant request would need to be lodged with details.

Emptying of rubbish bins is over budget. This was due to growth in numbers, and how the bins were being used. Some revenue was coming back from the new compactor bin. More education was required.

5.4 Correspondence - Proposed Name Change for Tekapo Footbridge

The board considered letters from Colin MacLaren and the McConchie’s regarding a proposal from Mr MacLaren to re-name the Tekapo footbridge.

The chairperson gave some background information regarding this matter. She said to date she has had 100% support for a tree to be planted and plaque put in place. She has had 20 people say they were also in agreement with re-naming the bridge. She then read out some letters in opposition to the re-naming of the bridge. Those in support preferred “MacLaren Bridge” rather than “Christine MacLaren Bridge”.

Lorna Inch spoke on behalf of Colin MacLaren, who was overseas and could not attend the meeting.

She said as a member of the bridge committee she agreed that without Colin and Chris MacLaren the bridge would not have happened. She would like to call it the “MacLaren Foot Bridge”. She said Mr MacLaren would view this as a good compromise. The Lions Club were happy to plant a tree with a plaque once the wishing well was there.

Members of the public then gave their views on the issue, and each member of the community board was invited to speak. Member Lyn Martin said she would prefer to call it the “Lake Tekapo Foot Bridge” and Cr Armstrong agreed. Members Caroll Simcox and Steve Howes preferred “MacLaren Footbridge”.

The chairperson said she would like to put a recommendation to council and moved the resolution below. It was carried.

Committee Resolution TKCB/2018/118

Moved: Ms Stella Sweney (Chairperson)

That the Tekapo Community Board recommends to Council that the name MacLaren Footbridge be formally allocated to the structure known as the Tekapo Footbridge

In Favour: Steve Howes and Caroll Simcox

Against: Lyn Martin and Cr Russell Armstrong

Carried

5.5 Correspondence - Request for Funding for Trail Signage.

The board considered a letter and sign from Anne Braun-Elwert, Tekapo Trails Society, requesting funding for trail signage in four areas of Tekapo.

The chairperson declared an interest in this matter, in that Mrs Brawn-Elwert was her sister.

The new signs would include a QR code that is the same as the one the regional park uses to allow people to get more information. Lyn Martin would like the fence styles marked on the sign. Caroll Simcox suggested adding two loop tracks into the immediate area of the map on the sign.

The Mayor said he has received emails from people concerned that tracks had not been consulted with Lake Alexandrina hut holders. They were on DOC land. The chair will follow up. A communication from Tekapo Trails to the hut owners association was suggested.

A grant of $4,000 to Tekapo Trails was approved at the last meeting, so no further decisions were needed.

5.6 General Business and Information Updates

Visitor accommodation – The chairperson noted that residents were concerned that developers could build accommodation in residential 1 zones. They were not allowed more than six guests or they needed to apply for a resource consent. The Mayor said Council needed to be more consistent in policing this. The chairperson said there was a sense of urgency to review the District Plan regarding accommodation. The homes in Tekapo were being bought and built by developers for high-density visitor accommodation, not long-term residents. This was discretionary activity reliant on neighbours signing off approval.

Book Tekapo Lease – Mr Nixon said Book Tekapo had an existing lease which allowed them to put a building on the site. They had approached Council for permission to extend the lease and this was a commercial decision to be made by Council at its next meeting. The chairperson was concerned that other small businesses were trying to access land and Council were favouring one business.

The Mayor, Cr Armstrong, Karina Morrow and Suzette van Aswegen left the meeting at 5.28pm to attend another meeting in Twizel.

Alpine Energy power upgrade – The chairperson said people wanting to build on Aorangi Crescent were frustrated they could not get their power connected for 18 months. This was not a community board issue but was a concern for the community.

Willow debris – The chairperson said nobody wanted to take responsibility for the willow debris on the lakeside. Mr Nixon said this was not a community board problem as it was not on council land. The regional park were planning a burn-off of some of the debris that extended onto their land.

Jet boat noise levels - Lyn Martin raised the issue of the jet boat on the lake. She was concerned about noise levels. This concern would be passed to Council.

Road closure – An email from Lisa Reeve, Genesis Energy, was tabled by chairperson to announce a 14 week road closure. This is attached to these minutes.

Attachments

1 Email from Lisa Reeve on road closure

2 Detour for pedestrians along the Tekapo Canal

5.7 Ward Members Report/ Report from Members of the Board

There was no report.

5.8 Minutes from Other Community Boards

These minutes were noted.

The Meeting closed at 5.41pm.

The minutes of this meeting were confirmed at the Tekapo Community Board Meeting held on 12 September 2018.

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CHAIRPERSON

Mackenzie Forestry Board Meeting Minutes 28 August 2018

MINUTES

Mackenzie Forestry Board Meeting

28 August 2018

MINUTES OF Mackenzie District Council
Mackenzie Forestry Board Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 28 August 2018 AT 9:10AM

PRESENT: Mayor Graham Smith (Chair), Cr Stuart Barwood, Cr Chris Clarke, Cr Anne Munro.

IN ATTENDANCE: Paul Morris (Acting Chief Executive), Kevin O’Neil (Forestry Manager), Garth Nixon (Group Manager Community Facilities), Arlene Goss (Committee Administrator).

1 Opening

The chairman welcomed everyone to the meeting.

2 Apologies

An apology was received from the chief executive, Suzette van Aswegen.

3 Declarations Of Interest

There were no declarations of interest.

4 Visitors

There were no visitors.

5 Reports

5.1 Minutes of Forestry Committee Meeting - 3 July 2018

Kevin O’Neil requested a correction to the minutes. “Brent Churcher from Waimate” should read “Brent Kircher from Ashburton”.

Committee Resolution MFB/2018/38

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the Minutes of the Forestry Committee Meeting held on Tuesday 3 July 2018 be received and adopted as a true and accurate record of the meeting with the correction above.

Carried

5.2 Forestry Board Financial Report to June 2018

The board considered the Financial Report for the period ending June 2018. Paul Morris explained how the carbon credits were valued and recorded in the financial report.

Committee Resolution MFB/2018/39

Moved: Cr Chris Clarke

Seconded: Cr Stuart Barwood

1. That the report be received and information noted.

Carried

5.3 Forestry Manager's Report, April to July 2018

The chairman asked if the K5 rabbit virus had made a difference in rabbit numbers. Mr O’Neil said he had heard there was a reduction in rabbits in some areas and not others. There did not seem to be fewer rabbits in Tekapo.

Mr O’Neil noted that recently planted Attenuata pine trees were doing well.

Cr Munro asked a question about fire risk in trees near Tekapo. The trees in question belonged to Environment Canterbury. It was suggested that this be raised at the next meeting between Council and Ecan.

It was noted that a primary school has approached Council to use the Fox Peak plantation for a fundraising motorcycle event. This will depend on the leaseholder. Mr O’Neil is working with all parties on this.

Committee Resolution MFB/2018/40

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

That the information be noted.

Carried

5.4 Matters for Discussion Requested by the Chairman

Carbon credits – These have been sold at a good price.

Woods Plantation Block – An aerial photograph on the agenda demonstrated that a portion of the trees planted at Woods Block were on neighbouring land. Mr O’Neil suggested meeting with the neighbouring landowner, Dan Davies, to discuss this. He is attempting to find out who has been paying the rates on the affected land. Mr O’Neil was concerned that a dairy farm has received permission to put a water pipe along the boundary and may in future want to put an irrigation channel there. He would like to get this issue tidied up. One possibility was to lease the affected land while the trees were growing there. The board agreed that the chairman and Mr O’Neil would meet with Mr Davies.

Lease to David Giddings – Mr O’Neil said Mr Giddings was happy to lease the Dobson and Page blocks for $100 a year. An invoice will be sent.

Reserve 4038 and possible land swap – The chairman wished to discuss this matter in public excluded as it was commercially sensitive.

5.5 Public Excluded

Committee Resolution MFB/2018/41

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

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
5.4: Reserve 4038 and possible land swap	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Committee Resolution MFB/2018/42

Moved: Cr Anne Munro

Seconded: Cr Chris Clarke

That the Forestry Committee moves out of public excluded into open meeting.

Carried

5.6 Matters for Discussion Requested by the Chairman continued

Don McConnachie and Tracks in Forestry behind Tekapo – Mr McConnachie was currently away and Mr O’Neil planned to follow up with him when he came back. More information was needed on plans for tracks. Garth Nixon said he believed this initiative had come from the Tekapo Walking Group/Tekapo Trails Group. He was not aware of any plans for new tracks. The chairman asked Mr O’Neil to communicate that permission would be needed for any new tracks.

Broom in trees at Cave – Mr O’Neil said he had decided not to spray the broom. He was confident that the trees would grow through the broom and beat it.

The Meeting closed at 9.45am.

The minutes of this meeting were confirmed at the Mackenzie Forestry Board Meeting held on 20 November 2018.

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CHAIRPERSON

Finance Committee Meeting Minutes 28 August 2018

MINUTES

Finance Committee Meeting

28 August 2018

MINUTES OF Mackenzie District Council
Finance Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 28 August 2018 AT 10.20AM Following the Strategy Committee Meeting

PRESENT: Mayor Graham Smith (Chairman), Cr Stuart Barwood, Cr Chris Clarke, Cr Paul Hannagan, Cr James Leslie, Cr Anne Munro

IN ATTENDANCE: Paul Morris (Acting Chief Executive), Garth Nixon (Group Manager Community Facilities), Arlene Goss (Committee Administrator), one member of the media.

1 Opening

The chairman opened the meeting.

2 Apologies

Apologies were received from Cr Russell Armstrong and Chief Executive Suzette van Aswegen.

3 Declarations Of Interest

There were no declarations of interest.

4 Visitors

There were no visitors.

5 Reports

5.1 Minutes of Finance Committee Meeting - 3 July 2018

Committee Resolution FIN/2018/86

Moved: Cr Stuart Barwood

Seconded: Cr Paul Hannagan

1. That the Minutes of the Finance Committee Meeting held on Tuesday 3 July 2018 be received and adopted as a true and accurate record of the meeting.

Carried

5.2 Financial Report to June 2018

This was the financial report for Council for the period ending June, 2018. The matters discussed included the following:

· Mr Morris asked what the councillors wished to receive in terms of financial reports in the future. He outlined the work required to produce updated forecasts. The chairman said he would like to discuss this further with the chief executive when she returned from leave.

· Catering costs were discussed. It was noted that small councils have to hold the same number of meetings as larger councils, so it was not fair to compare catering costs with the number of ratepayers. It was also noted that $2000 of Council’s catering costs were for joint water zone committees.

· In next year’s budget Council may need to increase the amount budgeted for elections to allow for a by-election if one was required.

· Cr Hannagan asked for information about freedom camping infringements. Garth Nixon said two wardens were issuing notices. About half of the fines were recovered.

· The YHA, who were building in Tekapo, had paid their parking contribution and this would go towards roading.

· A report will come to Council at a later date looking at the cost of the back-scanning of files for the new document management system.

· Financial contributions were higher than predicted due to the development in the area. Cr Munro asked Mr Morris to explain the system of vested assets and how they were managed. A discussion followed on the use of financial contributions. A move towards development contributions, rather than financial contributions, was planned for the future. But this process was a long-one that included developing a new policy and consulting with the public.

· Mr Morris explained the purpose of the land subdivision reserve.

· Income from the pay toilets at Tekapo was back up to expected levels. A donation box at the public toilets at Lake Wardell had been installed and donations had been received. Cr Munro suggested a donation box at the new public toilets at Burkes Pass. The rubbish compacting machine at Twizel was taking a small amount of money and would soon be moved to Lake Alexandrina for the summer season.

· The settlement of past land sales was showing in the finances under “commercial”.

· Investment income was down. Carbon credits were sold for $22 a unit gross, netting about $270,000 for the council.

Committee Resolution FIN/2018/87

Moved: Cr Paul Hannagan

Seconded: Cr Anne Munro

1. That the report be received and information noted.

Carried

5.3 Quarterly Portfolio Report Bancorp Treasury Services Ltd

The purpose of this report was to inform the committee of the performance of Council’s bond market investment.

Mr Morris said council investments had fallen below the benchmark of five percent. He said Council had $2.3 million in the portfolio. He suggested that Council look at expanding where it could invest. Councillors recognised the Council was risk averse with investments. To increase returns it would need to increase its appetite for risk. Discussion was held on the long-term deposits and whether higher returns could be secured. This would require a change in Council’s policy before any action was taken.

Cr Clarke said reviewing the policy every time Council got a result it didn’t like was not good governance. Cr Barwood disagreed and said the results would continue to go down unless the policy was reviewed. Cr Leslie asked if this was the right time to consider a housing trust and “invest in ourselves”. Mr Morris agreed that a look at the property portfolio was a good idea. The bonds should not be assessed in isolation, but along with Council’s other investments such as forestry.

Committee Resolution FIN/2018/88

Moved: Cr Paul Hannagan

Seconded: Cr Stuart Barwood

1. That the report be received and the information be noted.

Carried

6 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution FIN/2018/89

Moved: Cr Paul Hannagan

Seconded: Cr Anne Munro

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

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

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

6.1 - Minutes of Public Excluded Finance Committee Meeting - 3 July 2018

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

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

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Committee Resolution FIN/2018/90

Moved: Cr Paul Hannagan

Seconded: Cr James Leslie

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 11.35am.

The minutes of this meeting were confirmed at the Finance Committee Meeting held on 9 October 2018.

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CHAIRPERSON

Assets and Services Committee Meeting Minutes 28 August 2018

MINUTES

Assets and Services Committee Meeting

28 August 2018

MINUTES OF Mackenzie District Council
Assets and Services Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 28 August 2018 AT 11.37AM Following the Finance Committee Meeting

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

IN ATTENDANCE: Paul Morris (Acting Chief Executive), Bernie Haar (Group Manager Assets), Garth Nixon (Group Manager Community Facilities), Geoff Horler (Utilities Manager), Angie Taylor (Solid Waste Manager), Scott McKenzie (Roading Manager), Arlene Goss (Committee Administrator), one member of the media.

1 Opening

The chairman opened the meeting.

2 Apologies

Apologies were received from Cr Russell Armstrong and chief executive Suzette Van Aswegen.

3 Declarations Of Interest

There were no declarations of interest.

4 Visitors

There were no visitors.

5 Reports

5.1 Minutes of Assets and Services Committee Meeting - 3 July 2018

The chairman asked for the name of the chairman to be corrected.

Cr Munro asked for an update on the issue of new street names in Twizel. Mr Haar said corrections had been made to the list of new names for Twizel subdivisions after feedback was provided at the last meeting.

Mr Nixon said the position of noise and dog control officer had not yet been filled.

Committee Resolution ASC/2018/70

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

1. That the Minutes of the Assets and Services Committee Meeting held on Tuesday 3 July 2018 be received and adopted a true and accurate record of the meeting.

Carried

5.2 Asset Manager's Report

Mr Haar took the report as read and asked if there were any questions. The discussion on this report included the following matters:

· Cr Munro asked about the land sale purchase agreement that had not yet been completed (on the agenda under Twizel Waste Water Disposal Upgrade). Mr Haar said Council had done everything it could to progress this. Mr Haar had been in discussion with the land owner to expedite the process. Mr Haar was concerned that he couldn’t give permission to the contractor to start work until Council owned the land, and they wanted to start in September. Mr Haar was receiving advice from Council’s lawyer on steps that could be taken to complete the sale. The Mayor expressed concern about this matter. He asked if he could be helpful in moving this forward. Mr Haar said if he felt there was value in the Mayor contacting the land owner he would ask for this to happen.

· The chairman said Doon Street was looking good. He noted good shingle on Lilybank Road. Mr McKenzie said he would be putting a case to NZTA to seal it due to increased use.

· The Mayor noted that NZTA had agreed to do the work in Tekapo on speed reduction. He hoped to see it done by Christmas. NZTA would first need to consult stakeholders and the community.

· Cr Munro asked for clarification regarding the maintenance of sealed versus shingle roads and the comparison between the treatment of Mount Cook Road and Lilybank Road. This was explained.

· The Mayor asked about work planned for the car park at Tekapo, funded by the MBIE, and Mr McKenzie updated him. A report will come to the next Council meeting with the options. The Mayor was concerned that the MBIE funding was allocated on what the job was supposed to cost, but the actual cost may be much higher.

· Cr Munro asked Geoff Horler for an update on water leaks at the saleyards in Tekapo. Mr Horler has checked this and is confident the water is from a natural source rather than from council assets. A leak in Fairlie has not yet been tracked down, so the search is continuing. This is about 60-70 cubic meters a day so needs to be traced.

· Cr Munro said she stayed in Tekapo and was asked to leave taps dripping to prevent freezing. This was a waste of water. She also noted the water tasted of chlorine. Mr Horler said pipes should be sufficiently lagged to prevent freezing, and he is carrying out some investigation of the chlorine issue. He has been able to improve the taste of the water.

· Angie Taylor reported receiving three submissions on the waste management consultation to date, but more were expected.

· The Mayor said he would be launching the borrow bags initiative on Monday. Other sustainability initiatives were noted. Cr Hannagan noted the work done by Tania Coles in Twizel, which he said had been amazing.

5.3 Community Facilities Report

The discussion on this report included the following matters:

· Mr Nixon announced a new staff member on the front counter at Twizel, Tania Shelley.

· Visitor numbers showed a large number of people were using the Tekapo toilets.

· Funding has been received by the responsible freedom camping group and new toilets have been ordered. The Mayor congratulated Mr Nixon on being organised to take advantage of this funding.

· Work continues on hiring someone to do dog and noise control in Twizel. Mr Nixon is working with Waitaki District Council to establish a joint position in that area.

· Mr Nixon updated on work on the Alps2Ocean cycleway. The South Canterbury Places and Spaces Strategy will come to Council soon for approval.

· The Burkes Pass toilets opened last week. New toilets will open in Tekapo next week. The Pukaki toilets refurbishment is finishing this week. Cr Clarke noted the Burkes Pass community were happy with the new toilet. Mr Nixon said planting was planned. He would also replace the recycling bins with a litter bin at the picnic tables.

5.4 Name Change - Tekapo

Mr Haar said it was appropriate to recognise ex-Mayor Neil Anderson by re-naming Domain Road. The committee agreed.

Committee Resolution ASC/2018/71

Moved: Cr Anne Munro

Seconded: Cr Chris Clarke

1. That the report be received.

Carried

Committee Resolution ASC/2018/72

Moved: Cr Chris Clarke

Seconded: Cr Stuart Barwood

2. That Domain Road in Lake Tekapo, be renamed to be Neil Anderson Way.

Carried

6 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution ASC/2018/73

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

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
6.1 - Minutes of Public Excluded Assets and Services Committee Meeting - 3 July 2018	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Committee Resolution ASC/2018/74

Moved: Cr Anne Munro

Seconded: Cr Graham Smith

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 12.20pm.

The minutes of this meeting were confirmed at the Assets and Services Committee Meeting held on 9 October 2018.

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

CHAIRPERSON

Ordinary Council Meeting Minutes 14 August 2018

MINUTES

Ordinary Council Meeting

14 August 2018

MINUTES OF Mackenzie District Council
Ordinary Council Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 14 August 2018 AT 9:30AM

PRESENT: Mayor Graham Smith, Deputy Mayor James Leslie, Cr Russell Armstrong, Cr Anne Munro, Cr Stuart Barwood, Cr Paul Hannagan

IN ATTENDANCE: Suzette van Aswegen (chief executive), Garth Nixon (Group Manager Community Facilities), Karina Morrow (Group Manager Planning and Regulation), Geoff Horler (Utilities Manager), Arlene Goss (committee administrator), one member of the media.

1 Opening

The Mayor welcomed everyone to the meeting.

2 Apologies

Apology

Resolution 2018/130

Moved: Cr Stuart Barwood

Seconded: Cr Russell Armstrong

That the apology received from Cr Chris Clarke be accepted and leave of absence granted.

Carried

3 Visitors

Mark Speedy from Tekapo Landco requested to speak to Item 8.5, “Tekapo Landco request for Landscaping within Unformed Road Tekapo”.

Caroline Blanchfield, Annabelle Bray and Jason Menard from Christchurch NZ attended the meeting at 11.45am to present their reports (Item 8.11).

4 Declarations Of Interest

There were no declarations of interest declared at the start of the meeting. Cr Armstrong declared an interest in an item discussed during the public excluded part of the meeting and this is recorded in the public excluded minutes.

5 Bereavements

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

Ronald James Clouston, father of David Clouston, late of Albury.
John Richard Dinnington, husband of Catriona, late of Twizel.
Melville Francis Ineson, husband of Joan, late of Fairlie.
Denis Dan, previous councillor, late of Arrowtown, previously in Twizel.
Gerald and Margaret Murphy, late of Twizel.

6 Mayor's Report

6.1 Mayoral Activities Report

The Mayor said he was impressed with the art he saw at the Mackenzie art auction opening on August 9.

On the 10^th August went to Christchurch to meet fellow South Canterbury Mayors and they jointly submitted on the Environment Canterbury representation review. The Mayors believe more representation is needed in South Canterbury, having 40 percent of the land area.

Last night the Mayor attended the Mayoral Forum workshop. Some actions to come from this forum were that the Mackenzie Country name needs to be patented to protect it for future use. Also need some certainty around the use of the council emblem.

Cr Barwood suggested the list of Mayoral activities be published in local newsletter.

Resolution 2018/131

Moved: Cr Anne Munro

Seconded: Deputy Mayor James Leslie

That the report be received.

Carried

7 Public Excluded Reports

8 Reports

8.1 Chief Executive Officer's Activities Report

The chief executive noted the highlights in her report.

Cr Hannagan was pleased to note no foul water supply tests since the last meeting. Cr Leslie asked about official information requests related to staff wages. The chief executive said there are strict guidelines to follow on confidentiality. Noted that the requests were taking up staff resources.

The South Canterbury Chamber of Commerce meeting was a follow-up to a request to expand the agreement between Council and the Chamber by $18,000. Council would like to keep the package as it is and spend less time working with individual business owners and more time on a strategic approach.

On 30 August the chief executive was organised to talk to the Mackenzie Friendly Club but was not able to attend. Civil Defence Manager Phill Mackay stood in for her and did a good job.

Cr Munro asked about service requests. The chief executive said she was not totally happy with the accuracy of how service requests are reported. A lot of residents go to the Mayor to complain about operational matters and these do not get recorded. A single register is needed of complaints and service requests. This should be reported to Council.

Councillors agreed it was good to see Council was meeting timeframes for resource consents and building consents. Credit given to the planning department.

Resolution 2018/132

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

That the report be received.

Carried

8.2 Request for Funding - Mackenzie Community Library

For the Council to consider a grant application from the Mackenzie Community Library.

Garth Nixon said this application was a follow up to the library’s submission to the Long Term Plan. He suggested Council fund the work on the foyer and toilet as they are widely used by the community. He feels the computer system is part of the service provided by the school under the agreement with the school.

Councillors were concerned that the agreement between the council and the school needed to be tidied up so they knew where they stood moving forward. They don’t know what the Department of Education was willing to fund. Cr Hannagan said the computer upgrade was a dire need. Mr Nixon said there is an application into the Ministry to fund this and they are awaiting a response.

The chief executive suggested that Council meets with the school board to tidy up the agreement. Mr Nixon also asked for a member of council to be nominated to work with him on that process. The Mayor suggested Cr Clarke, who is active in the Fairlie community.

Cr Munro put the motion: “That Council meets with the board of Mackenzie College.” This was seconded by Cr Armstrong.

Following further discussion, Cr Munro withdrew this motion with the agreement of Cr Armstrong.

Cr Barwood moved: “That subject to the agreement being signed Council would then consider the application for funding.” This was seconded by Cr Armstrong but was not put to a vote.

Cr Hannagan said he disagreed with turning down or delaying the request for funding. Council has already signalled it is in favour of this at the Long Term Plan hearing. However he agreed that councillors were not aware there was an outstanding agreement when this assurance was given. Mr Nixon did not agree with delaying this to another meeting.

The chief executive said the library was told to apply for a grant when they submitted to the Long Term Plan. The grant is for capital work and the agreement between the council and the school was regarding the operation of the library. She did not believe the two should be confused. They are two different things.

Cr Munro said this is about good processes and the agreement should be up to date.

The Mayor said the library is a great facility and is well used. With the growing number of older people in the community it was a very needed service.

Following the discussion the councillors agreed to separate the grant application from the process around the agreement and the grant request was approved.

Resolution 2018/133

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Resolution 2018/134

Moved: Cr Paul Hannagan

Seconded: Deputy Mayor James Leslie

2. That Council fund $20,000 of this grant request for the entrance foyer and toilet upgrade of the Mackenzie Community Library.

Carried

8.3 Lake Alexandrina Work 2018/19

The purpose of this report was to consider funding requests in relation to Lake Alexandrina.

Garth Nixon spoke to this report. He said the question was the amount to fund. The Mayor said he had trouble funding requests when the prices quoted were estimates.

Cr Leslie said the leases were recently revalued and went up considerably. This means more money will be coming back to council. Council needs to help keep the area beautified. Cr Armstrong agreed that he was happy to fund them to the same amount as last year.

To fit within existing budgets council needs to limit the grant to the money available. Cr Munro would like to stay within budget.

Cr Barwood would be happy with option 2 in the report, which was the option recommended by staff. This was passed and Mr Nixon was asked to write to the requester with the result.

Resolution 2018/135

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2018/136

Moved: Cr Stuart Barwood

Seconded: Cr Anne Munro

2. That Council approve the proposed works programme, and grant $5,850 to the Lake Alexandrina Conservation Trust.

Carried

8.4 Sport South Canterbury Annual Report

This report was provided for the information of the councillors. Council provides an annual grant to Sport South Canterbury for the work they carry out in the district.

Cr Leslie would like Council to congratulate Vanessa McIver of Twizel for being named Official of the Year. The Mayor asked for this to be noted.

8.5 Tekapo Landco request for Landscaping within Unformed Road Tekapo

The purpose of this report was to present to Council a request from Tekapo Landco Limited (landowners) to utilise the council-owned unformed road adjacent to their land for landscaping (as required under the District Plan).

Karina Morrow spoke to her report. This was regarding a paper road next to a proposed development just north of the Tekapo camping ground. It is an unformed road running along the western boundary of the site. District plan rules require a setback and landscaping. The developer has made a request to Council to use the unformed road for landscaping.

Mrs Morrow was concerned that landscaping would prevent Council from using the road in the future. The Mayor noted that the road could never have access to the highway, but might be of some use if the land behind it was developed by its owner.

Mark Speedy from Tekapo Landco was present at the meeting and was invited to address the council.

Mr Speedy said he represents Tekapo Landco who are seeking to develop the land surrounding the campground for residential purposes. He said the financial viability of the overall development hinges on providing the required screening to make the allotments viable, rather than being subject to a 10 metre setback.

He outlined the matters he believed Council should take into account in making a decision and answered questions from councillors regarding screening and building height.

Councillors made suggestions including designing the housing to blend in with the environment and that Tekapo Landco apply for a resource consent which would consider the design of the buildings, the shading, and whether a 10m setback was required. A resource consent would also require consulting the owner of the land behind the site. It was important that Tekapo Landco did not waste money putting in screening if this was not required.

The chief executive believed it would not be a good idea to make a decision without the other land owner being consulted. Staff recommended strongly that the right process was to apply for a resource consent. Councillors agreed and refused the request from Tekapo Landco, suggesting instead that they apply for resource consent.

The Mayor thanked Mr Speedy for coming to the meeting.

Resolution 2018/137

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Resolution 2018/138

Moved: Cr Paul Hannagan

Seconded: Deputy Mayor James Leslie

2. That Council does not approve the use of the unformed road for use by Tekapo Landco Limited for landscaping.

Carried

8.6 Submission on National Planning Standards

The chief executive said this document was what Council had been waiting for and it allowed some certainty for the upcoming review of the District Plan. Cr Leslie asked what the reaction of the other councils had been. Some that have already been through their district plan review will be impacted more than others. Cr Munro noted that the joint Canterbury submission was not attached to the report. Karina Morrow apologised for this and tabled it for the councillors. It is attached to these minutes.

Resolution 2018/139

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

1. That the report be received.

2. That Council endorse, subject to reading, the Joint Canterbury Submission to the Draft National Planning Standards.

3. That Council endorse the Mackenzie District Council submission to the Draft National Planning Standards.

Carried

Attachments

1 Canterbury Mayoral Forum Submission on Draft National Planning Standards 24.07.18.DOCX

Council adjourned for morning tea at 10.45am and reconvened at 11.07am.

8.7 3 Waters Review

The Mayor welcomed Utilities Manager Geoff Horler to the meeting. Mr Horler provided some background information to this report. The government has indicated it would like to have large entities running the water and stormwater services. Council does not support the aggregation of water supply services. Mr Horler said if services were managed Canterbury-wide all the emphasis would be on Christchurch and Kaikoura who were still recovering from major earthquakes.

Mr Horler thinks there is room for collaboration with near neighbours, but still keeping the local identity. The Mayor said provincial mayors were not in favour of amalgamated water.

The idea of an independent regulator was not to be feared, Mr Horler said.

The chief executive said it was important to watch developments in this area.

Resolution 2018/140

Moved: Cr Stuart Barwood

Seconded: Cr Anne Munro

1. That the information be received.

Carried

Resolution 2018/141

Moved: Deputy Mayor James Leslie

Seconded: Cr Stuart Barwood

2. That Council endorses the position on the Three Waters review provided to Local Government NZ in the response to their questionnaire.

Carried

8.8 Report on Contracts

This report is a standing item at each council meeting. The information was noted and no questions asked.

8.9 Amendments to Delegations Manual

The purpose of this report was for the council to consider amendments to the Delegations Manual. Karina Morrow said the amendments were mainly to remove mention of bodies that no longer existed. These were minor changes.

Resolution 2018/142

Moved: Cr Anne Munro

Seconded: Deputy Mayor James Leslie

1. That the report be received.

Carried

Resolution 2018/143

Moved: Cr Anne Munro

Seconded: Deputy Mayor James Leslie

2. That the Council adopt the amended Delegations Manual dated August 2018 as attached.

Carried

8.10 Common Seal and Authorised Signatures

This report was to advise of the documents signed under the Common Seal from 22 February, 2018, to 2 August, 2018.

Resolution 2018/144

Moved: Cr Stuart Barwood

Seconded: Cr Russell Armstrong

That the following documents 871 to 877 be executed under the Common Seal of the Council:

871 Deed of Assignment of Lease, Hut 53, Lake Alexandrina. Assignor: John Charles Doran, Amy Adrienne Doran, Thomas MacGregor Simpson, Assignee: John Charles Doran, Amy Adrienne Doran, Woolcombe Trustees 9 Limited.

22.02.18

872 Lease Agreement between MDC and Jeff Haugh Panelbeaters Ltd for part of that parcel of land situated in Certificate of Title CB45D/842 containing 21479 square metres and being part of Lot 2 DP 76652 and Lot 7 DP 80101 under the Canterbury Registry. Sole purpose storing cars until they can be crushed.

07.05.18

873 Lease Agreement between MDC and Milestone Enterprises Ltd for part of that parcel of land situated in Certificate of Title CB45D/842 containing 21479 square metres and being part of Lot 2 DP 76652 and Lot 7 DP 80101 under the Canterbury Registry. Sole purpose for storing shingle.

07.05.18

874 Deed of Assignment of Lease, Hut 32, Lake Alexandrina South End Settlement. Assignor: Brian William Kelliher and Helen Margaret Kelliher. Assignee: Jeremy Nigel Scarlett.

07.05.18

875 Title plan LT 487658. Lots 1 and 2 being a subdivision of Lot 1 DP 422901 and Section 1 SO 18355 Land to be acquired under Public Works Act for Twizel wastewater.

03.07.18

876 Alpine Energy Ltd Proxy Form appointing Cr James Leslie and Suzette van Aswegen as proxy on behalf of Mackenzie District Council at the Annual General Meeting on Thursday, July 26.

26.07.18

877 Deed of Assignment of Lease, Hut 2, Lake Alexandrina, Outlet Settlement. Assignor: Jean Elizabeth Lewis and Peter Frederick Lewis. Assignee: Jean Elizabeth Lewis.

02.08.18

Carried

9 Community Board Recommendations

9.1 Minutes of Twizel Community Board Meeting - 11 June 2018

Cr Munro commented that she saw a lady miss her step and fall in the Twizel Events Centre theatre. She would like to bring attention to this danger to people using the theatre. Mr Nixon noted this for action.

Resolution 2018/147

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

1. That the Minutes of the Twizel Community Board Meeting held on Monday 11 June 2018 be received.

2. That Council notes the following resolutions from the Twizel Community Board related to the purchase of theatre seats for the Twizel Events Centre:

· That the Community Board recommends to Council their preferred option of the Maia seats from Maxwood at the cost of $78,650.

· That the Community Board request that the balance of funding required be funded through the Land Subdivision Reserve.

· That the resolutions related to theatre seats be recorded in the public part of the meeting.

Carried

9.2 Minutes of Tekapo Community Board Meeting - 6 June 2018

Resolution 2018/148

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 6 June 2018 be received.

2. That Council notes the following resolutions from the Tekapo Community board:

· That the Tekapo Community Board approves the design of the signs for the Cowans Hill walkway as tabled at the (community board) meeting.

· That the Tekapo Community Board approves expenditure on new signage for Tekapo walkways up to $4,000.

· That the Tekapo Community Board supports the Lions Club concept and recommends that Council approves the Lions tidying up the land called the Kettle Tarn area, but that the Lions Club notes that it is zoned Residential 1. It is understood that Council can revoke this agreement at any time should the need arise.

Carried

9.3 Minutes of Fairlie Community Board Meeting - 7 June 2018

Resolution 2018/149

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 7 June 2018 be received.

2. That Council notes the following resolution from the Fairlie Community Board:

· That the Fairlie Community Board approves a grant of $2,146 to the Fairlie Saturday Second Hand Markets, operating under the Fairlie Heartlands Resource Centre, to meet the shortfall raised for the new Fairlie Bus Shelter.

Carried

10 Receive Committee Minutes

10.1 Minutes of Finance Committee Meeting - 3 July 2018

Resolution 2018/150

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

1. That the Minutes of the Finance Committee Meeting held on Tuesday 3 July 2018 be received.

Carried

10.2 Minutes of Assets and Services Committee Meeting - 3 July 2018

Resolution 2018/151

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

1. That the Minutes of the Assets and Services Committee Meeting held on Tuesday 3 July 2018 be received.

Carried

10.3 Minutes of Planning and Regulations Committee Meeting - 3 July 2018

Resolution 2018/152

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

1. That the Minutes of the Planning and Regulations Committee Meeting held on Tuesday 3 July 2018 be received.

Carried

10.4 Minutes of Audit and Risk Committee Meeting - 3 July 2018

Resolution 2018/153

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

1. That the Minutes of the Audit and Risk Committee Meeting held on Tuesday 3 July 2018 be received.

Carried

10.5 Minutes of Forestry Committee Meeting - 3 July 2018

Resolution 2018/154

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

1. That the Minutes of the Forestry Committee Meeting held on Tuesday 3 July 2018 be received.

Carried

11 Confirm Council Minutes

11.1 Minutes of Council Meeting - 19 June 2018

Resolution 2018/155

Moved: Cr Russell Armstrong

Seconded: Mayor Graham Smith

1. That the Minutes of the Council Meeting held on Tuesday 19 June 2018 be received and confirmed as an accurate record of the meeting.

Carried

11.2 Minutes of Council Meeting - 3 July 2018

Resolution 2018/156

Moved: Cr Russell Armstrong

Seconded: Mayor Graham Smith

1. That the Minutes of the Extraordinary Council Meeting held on Tuesday 3 July 2018 be received and confirmed as an accurate record of the meeting.

Carried

11.3 Public Excluded

The Mayor noted that the visitors for the next item on the agenda “8.11 Chch NZ activity report and Mackenzie region plan 2018/19” had not yet arrived. So he brought forward two items from the public excluded agenda for discussion at this point.

Resolution 2018/145

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
13.1 - Twizel Waste Water Plant Upgrade	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 - Memorandum of Understanding - Mackenzie District Council and Mackenzie Development Group	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Resolution 2018/146

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

That Council moves out of Closed Council into Open Council.

Carried

8.11 Chch NZ Activity Report and Mackenzie Region Plan 2018/19

The Mayor welcomed Annabelle Bray, Caroline Blanchfield and Jason Menard from ChristchurchNZ, who provide tourism promotion services to Council. They gave a presentation which is attached to these minutes.

Discussion was held on the need for research to determine what tourists value about the district. Cr Leslie said he would like some high level information to inform Council on future needs. Jason Menard offered to survey people via the newsletter and facebook followers. He will forward some draft questions to Council for input.

The Mayor asked if ChristchurchNZ were able to provide what Council wanted within the current budget. The marketing plan has been matched to the current budget. The Mayor asked for ideas that would add value. He also noted the two month delay in providing up-to-date tourism data but Mrs Blanchfield said this was unfortunate but inevitable.

The chief executive asked for ideas on strategic direction. Caroline Blanchfield said Council needed to make sure it listened to the community and took a managed approach to tourism. It was important to make sure the people who lived in the community supported tourism and were on board.

The Mayor thanked them for the presentation and invited them to stay for lunch.

Attachments

1 MDC Presentation August 18 from Christchurch NZ

12 Adjournments

Council adjourned for morning tea at 10.45am and reconvened at 11.07am.

The meeting adjourned for lunch at 12.47pm and reconvened at 1.19pm.

13 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2018/157

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
13.3 - Request Lease Tekapo Commercial Land	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 - Unbudgeted Expenditure Approval - Committee Member fees	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
13.5 - Minutes of Public Excluded Finance Committee Meeting - 3 July 2018	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.6 - Minutes of Public Excluded Assets and Services Committee Meeting - 3 July 2018	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.7 - Minutes of Public Excluded Planning and Regulations Committee Meeting - 3 July 2018	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.8 - Minutes of Public Excluded Council Meeting - 19 June 2018	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.1 - Lot 2 Mackenzie Drive Twizel	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Resolution 2018/158

Moved: Deputy Mayor James Leslie

Seconded: Cr Paul Hannagan

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 2.20pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 25 September 2018.

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

CHAIRPERSON

☒ Advocacy	When Council or Committee advocates on its own behalf or on behalf of its community to another level of government/body/agency.
☐ Executive	The substantial direction setting and oversight role of the Council or Committee e.g. adopting plans and reports, accepting tenders, directing operations, setting and amending budgets.
☐ Legislative	Includes adopting District Plans and plan changes, bylaws and policies.
☐ Review	When Council or Committee reviews decisions made by officers.
☐ Quasi-judicial	When Council determines an application/matter that directly affects a person’s rights and interests. The judicial character arises from the obligation to abide by the principles of natural justice, e.g. resource consent or planning applications or objections, consents or other permits/licenses (e.g. under Health Act, Dog Control Act) and other decisions that may be appealable to the Court including the Environment Court.
☐ Not applicable	(Not applicable to Community Boards).