Agenda of Ordinary Council Meeting

Ordinary Council Meeting Agenda 6 November 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

We are awaiting on an official response from MBIE regarding our funding application for this.

EDNZ Conference

The Economic Development New Zealand (EDNZ) 2018 conference took place on 17 - 19 October 2018 in Paihia and provided me with a professional development opportunity. The theme for the conference was “Inclusive Growth/Mahi Tahi” – meaning that economic development is not just about money, it is about the integration of prosperity and wellbeing of people, cultures, societies and the environment. It is about enabling as many people as possible to contribute to and benefit from growth.

Some of the standout messages noted were:

1. The principle of subsidiarity – devolving decision-making to the lowest possible level for maximum benefit i.e. local government, places and communities as opposed to central government.

2. Economic development is now a team sport – meaning it is about collaboration and shared services, not silos, and money is not the only critical factor.

3. The environment is critical to economic development, quoting Bill Shepherd: “If the land is well and the sea is well the people will prosper.”

4. The juxtaposition of localism advocated by central government in contrast to their current approach to control local matters from a central position, such as 3 Waters.

5. Smart growth versus smart decline (degrowth) – growth is one thing but what measures are taken when some local communities are in decline, do we close the door and throw away the keys or do we innovate to find new life, a new niche?

6. Growth is occurring but the average wage is not keeping up, meaning that the world’s population is progressively getting poorer. In the UK there is strong evidence to show that work doesn’t preclude poverty, as people in poverty now include those in work where before people in poverty were those not in work. The necessity to pay a ‘living wage’ is now prevalent – in the USA one quarter of the population are below the living wage.

7. Moving away from ‘growing now, distributing later and only a few benefit’ to ‘growing now and everyone benefits’.

8. Economic strategies need to be developed around ‘place’ i.e. localism, however there are supporters for a regional approach.

9. Moving away from amalgamation towards shared services.

10. Equity is a step behind equality and introducing equal treatment doesn’t treat the gap that already exists.

11. A new type of index is required to measure prosperity such as ‘thriving places index’ or the ‘happy city index’ used in Bristol. Treasury of New Zealand is looking at a ‘living standards framework’ as part of the new wellbeing philosophy.

12. The need to innovate is becoming critical.

13. There are 10 000 baby boomers retiring in the USA every day and more than ever baby boomers are becoming entrepreneurs (post retirement) with a higher success rate (70%) than younger generations.

14. Tyranny of averages – the rich is getting richer and the poor is getting poorer resulting in the picture of ‘wealth’ being distorted.

The speaker presentations containing more detailed information are available by following the link below:

https://economicdevelopment.org.nz/speakers/

CORPORATE WORK ITEMS

Staff Movements

We are pleased to announce that the Finance Team Leader position has been filled by Adrian Hodgett. Adrian starts with our Council on 8 December.

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 has been:

· 1 contractor near miss and

· 2 contractor accidents – a heavy lifting incident and a twisted knee incident.

All were reported to Council staff appropriately.

There were no staff near misses or accidents reported in the period.

Local Government Official Information Meeting Act (LGOIMA) Requests

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

Date Received	Who From	Nature of Request
12/09/2018	Nadine Daines, Barrister, Canterbury Chambers	Urgent Request - Simons Pass Station
20/09/2018	Toby Loe	Social Housing in the Mackenzie
27/09/2018	Andrew Eagles, NZGBC	Energy Performance of MDC Fairlie Building
28/09/2018	Shani Bennik, Taxpayers Union	Legal Payments - relating to Settlements of Defamation Matters
07/10/2018	Nicole Fletcher, Auckland Uni Research Student	NZ Drinking Water Policy Research
16/10/2018	Laura Barnsley, Massey Research Project	Code of Conduct - Elected Members
23/10/2018	Ruth Grundy, Omarama Gazette	Mackenzie & Waitaki Basins Responsible Camping Strategy Working Group

Meetings and Events

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

September

· 26 September – Attended Alpine Fault Workshop in Fairlie with key stakeholders. In late afternoon met with the Chair and CEO of Alpine Energy.

· 27 September – Attended monthly Council workshop in Fairlie.

October

· 1 October – Met with a consultant.

· 3 October – Met with an Albury resident.

· 4 October – Travelled to Christchurch for a meeting with Department of Conservation.

· 5 October – Met with members of the Mackenzie Development Group.

· 9 October – Attended Committee Meeting day.

· 11 October – Held monthly Staff meeting.

· 13 October – Attended the official opening of the Frisbee Golf Course in Twizel.

· 15 October – Met with John Mackie and Sam Taylor of Audit NZ. Also met with the Deputy Auditor General for a relationship meeting.

· 18 - 20 October – Attended the EDNZ Conference in the Bay of Islands.

· 24 – 26 October – The Mayor and I attended the Zone 5 & 6 meeting on Stewart Island.

· 29 October – Attended the Twizel Community Board meeting.

· 30 October – Met with Ian Brown of Civic Assurance.

· 31 October – Extraordinary meeting of Council to adopt Annual Report. Met separately with two Fairlie business people in the afternoon.

November

· 1 November – Held monthly staff meeting.

· 2 November – Attended an official opening in Twizel.

· 5 November – Attended Chief Executives Forum and Civil Defence Executive Group Forum in Rolleston.

· 6 November – Council meeting in Twizel.

Complaints/Service Requests for September 2018

From 1 September to 30 September 2018, 40 service requests were received from residents throughout the district. Of these, 28 have been completed and closed off, and the remaining 12 have been initially inspected and the essential issues dealt with.

Resource Consents

Building Consents

SUZETTE VAN ASWEGEN

Chief Executive Officer

Ordinary Council Meeting Agenda 6 November 2018

8.4 Request for Grant - Tekapo Regional Park

File Reference: FIN

Author: Garth Nixon, Group Manager Community Facilities

Authoriser: Suzette van Aswegen, Chief Executive Officer

Attachments: 1. Grants Policy ⇩

2. Grant Criteria ⇩

3. Tekapo Regional Park Grant Application ⇩

4. Tekapo Regional Park Background Information ⇩

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

To consider a grant request from the Lake Tekapo Regional Park Incorporated Society.

Staff Recommendations

1. That the report be received.

2. That the Council grant the Tekapo Regional Park Inc Society $20,000 from the Land Subdivision Reserve fund.

Background

Attached is the Tekapo Regional Park’s grant application. They previously presented their plans to the Tekapo Community Board for their new park development.

Policy Status

The Grants Policy Assessment is attached as is the Land Subdivision Reserve Assessment as required by the respective policies.

Significance of Decision

This decision is not considered to be significant in terms of Council’s Significance and Engagement Policy.

Options

There are three options available to Council:

Option 1 – Fully fund the request

Option 2 – Decline the request

Option 3 – Partly fund the request

Considerations

Legal

Not applicable.

Financial

The financials provided by the Tekapo Regional Park suggests that they are in funds. However within those funds they need to maintain the park and continue with other development projects. The total project cost is $118,000.

Other

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).	The grant requests fund to further develop activities within the Tekapo Regional Park for use by visitors and locals to Tekapo.
2. *Will the grant directly* benefit ratepayers/residents in the Mackenzie District? If so, how many?**	It will benefit locals, visitors and business in the Community and district by providing additional attractions and things to do. The Pump Park is only part of a greater project.
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?	Yes there are other possible funders eg local trusts and the Regional Council. It is likely that they are already supporting parts of this project.
4. Has the organisation received, or have they applied for funds from other organisations for the same project? If so, how much?	It is unclear from their proposal who their other funders are, however they have recently completed the Disc Golf Course possibly within existing funds.
5. How much of their own funds does the organisation have to put toward this request/project?	The Regional Park Society have requested Council to fully fund this portion of the project. Their funds will complete other works eg Disc golf, toilets, signage, earthworks
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 will continue to operate, but will need to prioritise other projects and may be limited in what they do.

Assessment Sheet

Use of the Land Subdivision Reserve

1. Funds from the land subdivision reserve will only be used for projects that have a strong recreational or open space link.	The construction of the Pump Park has strong links to recreation.
2. Funds from the land subdivision reserve can only be used for projects located within the district.	The project is within the district
3. Council will retain sole control of the release of such funds and may impose any conditions it considers appropriate on any grant from the land subdivision reserve.
4. Proposed expenditure from the land subdivision reserve in excess of $20,000 per project will be shown in the Long Term Plan and/or the Annual Plan.	The requested amount is up to the maximum requested ie $20,000 but funding this fits within the policy.
5. The primary use of the land subdivision reserve should be for capital works or improvements, which may include land purchase.	This project is considered to be capital works.
6. Maintenance of recreational facilities will be given a much lower priority, as this should generally be funded from township rates rather than the land subdivision reserve.	Not considered to be maintenance.
7. All grants from the land subdivision reserve must be matched by local rates, fundraising, external grants, or a combination of these. Council retains discretion to depart from this in exceptional circumstances.	The total project is estimated at $118,000. Work is already completed on other components like the disc golf and they are seeking funds from Ecan.
8. Recreational facilities or reserve areas need not necessarily be in full Council ownership to access funds from the land subdivision reserve. However any recreational facilities or reserve areas must be available for full public use and be accessible to the community.	The Tekapo Regional Park facilities are available for public use.
9. All applications for funds from the land subdivision reserve will be accompanied by a management report to Council which includes the following information:	As below
a) the amount sought;	$20,000
b) the total amount in the fund at that time;	$2,757,226
c) an estimate of likely income to the fund in the next year;	$500,000
d) an assessment of whether the application or proposal complies with this policy and where it is inconsistent;	The Application fits nicely within the policy
e) an assessment of other needs or projects within the district and other possible priorities for the reserve fund;	The Land Subdivision Reserve fund is currently at $2,757,226. Other current funding commitments from the Reserve include: $20,000 to Mackenzie Library $100,000 to Tekapo Play Area $50,000 Possible contribution to Fairlie Skate Park $250,0000 to the Twizel Pool Project $45,000 to Twizel Theatre seating
f) any other relevant information.

Conclusion

That Council supports this request for $20,000 and fully fund this from the Land Subdivision Reserve.

Suzette van Aswegen

Chief Executive Officer

Ordinary Council Meeting Agenda 6 November 2018

8.5 Grant Application - Tekapo Promotions and Business Association

File Reference: PAD

Author: Garth Nixon, Group Manager Community Facilities

Authoriser: Suzette van Aswegen, Chief Executive Officer

Attachments: 1. Grants Policy ⇩

2. Grants Criteria ⇩

3. Application from Tekapo Promotions and Business Association ⇩

4. Financial Statement ⇩

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

For Council to consider the Grant request from Tekapo Promotions.

Staff Recommendations

1. That the report be received.

2. That the Council indicate their support for Tekapo Promotions and provide a $5,000 grant funded from the Tekapo Projects Account.

3. That staff are tasked with organising a formal funding arrangement with Tekapo Promotions.

Background

Tekapo Promotions have been regular recipients of funds allocated by the Tekapo Community Board’s administering of the Genesis Grant which dates back to the NZEC agreement with Tekapo in relation to promoting Tekapo. In recent times Genesis has expressed a desire that these funds are not attributed to the cost of printing maps and publications but perhaps towards more capital type projects. It is important to note that while the Genesis funds have been used for this purpose there is no link between Genesis funds and Tekapo Promotions.

Last year the Tekapo Community Board granted funds based on the incorrect information that the Tekapo Promotions were entitled to these funds. As such, Tekapo Promotions have applied for a grant this year. The Tekapo Promotions raised the matter of support from the Tekapo Community Board in the public forum.

The following is an extract from the draft Minutes from the Tekapo Community Board on Wednesday 24 October 2018:

“Support for publication of maps and Tekapo Scene:

Richard Herrick asked if the Community Board supported the creation of the maps and the Tekapo Scene. The chairperson asked if it would be possible for Genesis, Council and the community board to sit down and discuss the use of the Genesis grant for this purpose. Discussion took place on the history of the Genesis grant and the views of the community board and Council.

Garth Nixon suggested the community board could fund the maps as a community board grant. He would also take the application for the entire amount of the Genesis grant to the council at its next meeting. The chairperson requested a report to the next meeting updating the board on the views of Council.

The chairperson asked board members if they wished to support the work as being of value to Tekapo. Lyn Martin and Caroll Simcox agreed. Steve Howes would like to see local businesses contributing to the costs.

The chairperson asked Mr Nixon to indicate to Council the community board’s support of maps, funded mostly by advertising, and that the community board would like a grant towards Tekapo Scene to be given to Tekapo Promotions.”

Policy Status

The Grants Policy sets out criteria and I have included an evaluation against the criteria.

Council’s Delegations Manual allows the Community Board to make grants up to $1000 therefore this request should go to Council for their consideration.

Significance of Decision

Not considered to be a significant decision under the Significance and Engagement Policy.

Options

Option 1 Decline the grant request. Tekapo Promotions has served the Tekapo community for a number of years. By declining the request it would leave the Association in a situation where they would need to re-evaluate how and if they can continue to provide this service.

Option 2 Accept the request and grant funds from Tekapo Projects Account. Status quo would remain with the Tekapo Community Board continuing to fund the promotion of Tekapo business activities.

Option 3 Part fund the request. This option addresses the Tekapo Community Board’s suggestion allowing some funding to go towards the publications and also indicating the need for the Tekapo Scene to look towards alternative funding sources. The Council could enter into a formal funding arrangement with Tekapo Promotions for specific deliverables.

Considerations

Legal

N/A

Financial

The Council funded approximately $12,000 last year through the application of the Genesis grant. The accounts provided by Tekapo Promotions indicate that they are currently in funds and there is a small income stream from the advertising. They appear to rely heavily on the grant for the funding of these publications.

When this publication is compared to the Twizel Update and Fairlie Accessible, these are entirely self-funded by local advertising. The Twizel local tear-off map is also funded entirely through local advertising.

The grant request from Tekapo Promotions suggests the Tekapo Scene publication costs $8 per individual copy.

Other

The Tekapo Community Board discussion suggested that they would like to continue to support the Tekapo Promotions but felt that the tear-off maps should be funded through advertising.

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).	The Tekapo Promotions provides local maps and a bi-monthly magazine for visitors, businesses and local community.
2. *Will the grant directly* benefit ratepayers/residents in the Mackenzie District? If so, how many?**	The grant would directly benefit businesses, through advertising and provision of local maps, and locals and visitors through providing information.
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?	No.
4. Has the organisation received, or have they applied for funds from other organisations for the same project? If so, how much?	They regularly request and are granted the sum total of the Genesis grant annually.
5. How much of their own funds does the organisation have to put toward this request/project?	They appear to rely fully on the annual granting of the Genesis grant to cover the printing of the maps, and the cost associated with the magazine.
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 will have to review how it funds and the level of these publications.

Conclusion

It is suggested that the Council indicate their support for Tekapo Promotions and provide a $5,000 grant funded from the Tekapo Projects Account. Council staff would then be tasked with organising a formal funding arrangement with Tekapo Promotions.

Suzette van Aswegen

Chief Executive Officer

Ordinary Council Meeting Agenda 6 November 2018

8.8 Annual Plan 2019/20

File Reference: PAD

Author: Toni Morrison, Group Manager Projects and Administration

Paul Morris, Group Manager Finance

Katherine Hill, Senior Corporate Planner

Authoriser: Suzette van Aswegen, Chief Executive Officer

Attachments: Nil

Staff Recommendations

That the information be noted.

Background

Annual Plan Process – Exceptions Approach

Under the Local Government Act 2002 (LGA) the Council is required to prepare and adopt an annual plan for each financial year. The annual plan is the statutory link between the Long Term Plan (LTP) and the annual setting of rates.

The purpose of an annual plan is to—

(a) present the annual budget and funding impact statement for the year to which the annual plan relates; and

(b) identify any variation from the financial statements and funding impact statement included in the Council’s LTP in respect of the year;

(d) contribute to the accountability of the Council to the community.

In 2014 the LGA was amended to reduce the statutory requirements relating to annual plans, in an attempt to streamline the process and to remove unnecessary duplication with LTPs.

One of the key changes was the removal of the requirement to prepare information that duplicates LTP content, if that content is unchanged from the LTP. This means that only information that is different from the LTP is contained in the annual plan (the ‘exceptions’ approach).

The other key change was the removal of the requirement to undertake consultation on the annual plan, unless the differences from the LTP are ‘significant’ or ‘material’, or if the Council chooses to consult. The Council has adopted this approach with two of its previous annual plans, because those plans largely reflected the relevant years in the LTP 2015-25, and consultation on the LTP had been extensive.

The proposed process for the upcoming annual plan 2019/20 (Year 2 of the LTP 2018-28) reflects these legislative amendments. Managers are presently developing their budgets for 2019/20. Once this is done, where there are any differences from that outlined in Year 2 of the LTP there is an additional internal process undertaken to analyse whether those differences are ‘significant’ or ‘material’.

The Council’s Significance and Engagement Policy is used as a basis for determining whether any changes are ‘significant’. S95A of the LGA notes that a difference, variation, or departure is ‘material’ “if it could, itself or in conjunction with other differences, influence the decisions or assessments of those reading or responding to the consultation document”.

The test is applied both to individual variances in single budgets or activities but also across activities. While a variation in itself may not be material, variations when taken together across the organisation’s activities as a whole may be significant.

If there are ‘significant’ or ‘material’ differences from Year 2 of the LTP, the Council must undertake consultation, but only on those differences. As with the LTP process, the Council is required to produce a Consultation Document, but unlike that process, there is no requirement for the Consultation Document for an annual plan to be audited.

The proposed approach is to treat Year 2 of the LTP 2018-2028 as the starting point for Council and report/workshop variances from this position (refer timeframe table below).

The LGA also provides flexibility as to how and who is consulted. It is no longer mandatory to use the Special Consultative Procedure. The nature of the consultation will depend on the nature of the variances and who is affected.

Due to the ongoing nature of potential legislative and policy changes from central government in a number of areas and Council’s own programmes and review processes, there is likely to be a degree of uncertainty as we plan for expenditure in the 2019/20 year. Staff will further work with Council on planning in this environment over the coming months as part of the Annual Plan process.

Amendments to the LTP

Depending on the nature of any variances identified above, an amendment to the LTP itself may be required.

Circumstances in which this may arise include:

· significant alterations to a level of service for a significant activity that is not already provided for in the LTP

· the transfer of ownership or control of a strategic asset not already provided for in the LTP

· changes to the rating system or amendments to the Revenue & Financing Policy or the Financial Strategy in the LTP

In making any amendment to the LTP the Council must follow the Special Consultative Procedure, and a Consultation Document is required for the matter/s being amended. Auditing of the CD and review of the initial audit report is required.

If an amendment to the LTP is required, as well as consultation on the annual plan, these processes can be run concurrently and a single Consultation Document can be adopted which addresses the requirements for consultation on both.

A potential LTP amendment is built in to the timetable below.

Approximate Timeframe

6 November 2018	Council meeting outlining exception-type annual plan and process.
Mid- October –December 2018	Staff compilation of draft budgets and assessment of variances. Consultation with Community Boards on the process and their budgets. Consultation with water supply committee chairs on the process and their budgets. Update supporting documents as necessary; eg Infrastructure Strategy, Activity Management Plans
6 December 2018 (TBC)	Council workshop – annual plan budgets and variances, funding impacts & confirmation as to whether any LTP amendment required.
20 December 2018 (council workshop day)	Council workshop – Agree issues and options for consultation.
December 2018 - January 2019	Draft Consultation Document and Annual Plan document. Workshop/s with Council (week of 28 January - TBC).
February 2019	Audit of any LTP amendments/Consultation Document (if required).
26 February 2019	Council meeting to adopt Consultation Document.
March –April 2019	Consultation period, receipt and hearing of submissions, Council deliberations and decisions.
May 2019	Amend and update LTP, Annual Plan, and supporting documents. Audit of LTP amendment.
June 2019	Adopt annual plan/LTP amendment.

Council Workshops

The council will note from the above table that staff propose a workshop on the 6^th December 2018 to go through the budgets, confirm exceptions, and review funding, rating and debt impacts, and look at engagement and consultation. Staff also propose to use part of the Council workshop day on 20 December to confirm issues and options for consultation in the Consultation Document, to allow it to be finalised in January 2019.

Financial Strategy: Borrowing and Rating Limits

The Council’s Financial Strategy sets limits on rates, rates increases and borrowing. These limits may be breached but any breach must form part of the CEO’s pre-election report. Also an amendment to the LTP may need to be undertaken.

Council has set the following limit on rates increases for each year of the LTP, including the 2019/20 year:

· Rates increases will not exceed 6% + Local Government Cost Index (LGCI).

LGCI is anticipated in the LTP to be 2.5% change on the previous year.

Council has the following limits in relation to debt:

	Maximum Debt $M	LTP Proposed Debt $M
2018/2019 (Year 1)	18.592	2.817m
2019/2020 (Year 2)	20.068	4.948m
2020/2021 (Year 3)	21.674	5.873m

Conclusion

The Council is asked to note the information regarding the upcoming 2019/20 Annual Plan process.

Suzette van Aswegen

Chief Executive Officer

Twizel Community Board Meeting Minutes 10 September 2018

MINUTES

Twizel Community Board Meeting

10 September 2018

MINUTES OF Mackenzie District Council
Twizel Community Board Meeting
HELD AT THE Twizel Events Centre Lounge, Twizel
ON Monday, 10 September 2018 AT 3.00pm

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

IN ATTENDANCE: Mayor Graham Smith, Cr James Leslie, Paul Morris (Acting Chief Executive), Garth Nixon (Group Manager Community Facilities), Arlene Goss (Committee Administrator).

1 Opening

The chairperson welcomed everyone to the meeting.

2 Apologies

Apology

Committee Resolution TWCB/2018/160

Moved: Ms Jacqui de Buyzer (Chairperson)

Seconded: Mr Norman Geary

That the apologies received from Nancy Collins, Cr Russell Armstrong, Suzette van Aswegen and Angie Taylor 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 Twizel Community Board Meeting - 30 July 2018

Ms de Buyzer has written a letter of appreciation to Mr and Mrs Ashton as requested in the minutes of the last meeting.

The Mayor asked for an update on events centre compliance. Mr Nixon updated on work done to date. Work is still needed on guttering and carpark. Regarding the leak over the squash club, the builder has done repairs but it’s still leaking so will be looked at again.

Mrs Shuker said the ventilation system was not working properly. Mr Nixon said this can be adjusted.

Committee Resolution TWCB/2018/161

Moved: Ms Jacqui de Buyzer (Chairperson)

Seconded: Mr Norman Geary

1. That the Minutes of the Twizel Community Board Meeting held on Monday 30 July 2018 be received and adopted as a true and accurate record of the meeting.

Carried

5.2 Matters Under Action - Twizel

Theatre seats – These have been ordered but there is a problem as the type of seating chosen by the board was no longer available. The next-up priced seats have been offered at close to the same price. A difference in cost of a thousand dollars is due to the New Zealand dollar shifting against the American dollar. The old seats will be removed and sent to the resource recovery park.

Market Place Completion – Budget is at $100,000. The board needs to get together and discuss what to do with that money. Cr Hannagan asked if there were still concerns about the area, as he hasn’t heard any complaints recently. It was noted that the people who were the original movers of this project had moved on. Various details were raised including broken tiles, steps and the need for a balustrade.

The chairperson noted there was a need for the board to get together and decide on its priorities for the coming financial year. Cr Hannagan asked if it was worth going out to the community to ask if there were any big projects that people wanted. The chair thought the board should meet first. A workshop will be organised.

Whitestone Grant – will discuss later in the meeting.

Cycle path Ohau Road and Ostler Road – The chairperson and Pat Shuker have both used this path and noted it was good for walkers and bikes. Remove from the matters under action list.

Wifi in Market Place – Still waiting for the connection to the council office. Cr Hannagan noted that a video connection between Fairlie and Twizel would be of benefit to both Council and ratepayers, as it would allow meetings between Twizel people and staff without the need to drive to Fairlie.

North west Arch vegetation – Contractor will do this within the next three weeks.

Camber of road at long vehicle carpark entrance – Norman Geary asked for an update on this to come from Bernie Haar, Asset Manager. The Mayor said he had received the following information from Mr Haar: Yellow broken lines have been tasked to Whitestone to complete. Speed cushions going in this week. Held off originally due to snow clearing, which was not an issue now.

Pat Shuker said she has thanked the roading manager for dealing with some roading problems on Manuka Terrace.

Walkway next to 35 Simon Street – Price received. Whitestone have been engaged so this will happen shortly.

Lake Ruataniwha track – Fencing has been put in. Garth Nixon has received a request for a digger to carry out final landscaping in this area. He estimated the cost of this would be about $1000. The community board agreed to go ahead and passed a resolution to authorise this work (see below).

River Walkway Broom - Mrs Shuker asked for the river walkway broom to be sprayed before it flowers. Mr Nixon is to liaise with DOC on spraying this area.

Heating of Twizel Swimming Pool – Work is out to tender and tenders close on Friday. The engineer involved has included a range of options to be tendered including solar and heat pump heating. Part of the work is the separation of the water in the learners’ pool and heating it separately. Also looking at turning the small pool into a splash area. Mr Nixon would like to get the work done before the swimming season, but may need to do this in two stages.

Large Trees on Greenway – Mr Nixon is waiting to hear from the contractor.

Committee Resolution TWCB/2018/162

Moved: Mrs Pat Shuker

Seconded: Ms Jacqui de Buyzer (Chairperson)

That the Twizel Community Board funds the digger work for landscaping at Lake Ruataniwha at an estimate of one thousand dollars.

Carried

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.

Cr Hannagan asked a question about an amount spent, noted on Page 22 of the agenda under “Irrigation of Greenways”. Mr Nixon said the amount was for the toby for the Maryburn greenway.

Committee Resolution TWCB/2018/163

Moved: Ms Jacqui de Buyzer (Chairperson)

Seconded: Cr Paul Hannagan

1. That the report be received.

Carried

5.4 Correspondence - Man-Made Hill and Other Projects

The community board considered an email from Shaun Norman requesting improvements to walking tracks.

Cr Hannagan circulated a draft sign and map showing the River Track. A request has been made for $977.50 to make signs for this track. Labour will be provided free. The chair said this was a good idea and proactive.

Cr Hannagan suggested the $5000 grant from Whitestone that was put aside for man-made hill be used. Mr Nixon suggested using the $10,000 in the walkway budget instead. The board passed a resolution to accept Mr Norman’s proposal for signs and fund it from the walkway budget up to $1,000 (resolution below). A copy of Mr Norman’s proposal is attached to these minutes.

Cr Leslie asked if there were implications to doing improvements to the land on Manmade Hill when the golf club leased the land. The chair said the community board were communicating with the golf club and working with them.

Discussion continued on the need for the golf club to remove some trees, to enable the view from the top of the hill where the plane table was planned.

Committee Resolution TWCB/2018/164

Moved: Ms Jacqui de Buyzer (Chairperson)

Seconded: Mr Norman Geary

That the Twizel Community Board accepts Mr Norman’s proposal for signs and funds the signs from the walkway budget, up to $1,000.

Carried

Attachments

1 Proposal from Shaun Norman

5.5 Ward Members Report/Report from Members of the Board

Cr Hannagan updated the board on matters discussed at the last council meeting.

A $20,000 grant was given to the Fairlie Library to help them finish their toilets and foyer.

Councillors had a strategic workshop on business strategy. They also attended a presentation on street lighting. This highlighted one of the things they want to judge their decisions against in future - does it highlight the peace and serenity of the district.

Cr Hannagan said he had received an email to say that Mackenzie District had the lowest average residential rates in the country.

At the council committee day on the 28^th of August Cr Hannagan stressed the benefits of an internet connection between Fairlie and Twizel.

He also noted the “fish guts plant”, a threatened plant, has been found in the Mackenzie.

He thanked the Mayor for his help with NZTA, who have now seen the need to improve the Mount Cook Road intersection. This was the site of a recent fatal accident. Cr Hannagan read out an email from NZTA outlining the measures they intend to take to improve safety at the intersection. It was noted that a million visitors were going in and out of Mount Cook through that intersection each year.

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.

6 General Business

The chairperson noted some correspondence from ‘St Johns First Response’ to inform the community board about a planned extension to the St Johns building in Twizel. Mr Nixon said discussions had been held with planners regarding boundary issues and the need for a resource consent. The chairperson said this was a council matter and beyond the scope of the community board, but she wanted to keep them informed.

Pat Shuker raised the issue of a BMX track on the river walk that was overgrown. She has spoken to parents and the school to see how many children would be interested in having the BMX track restored. The school has replied with a positive response. Pat Shuker suggested going to the parents and having a community project to clear the track, with the children involved. This is on a council-owned river reserve. The board agreed they were happy for Mrs Shuker to carry on and organise this.

The Meeting closed at 4.17pm.

The minutes of this meeting were confirmed at the Twizel Community Board Meeting held on 29 October 2018.

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

CHAIRPERSON

Tekapo Community Board Meeting Minutes 12 September 2018

MINUTES

Tekapo Community Board Meeting

12 September 2018

MINUTES OF Mackenzie District Council
Tekapo Community Board Meeting
HELD AT THE Tekapo Community Hall Lounge, Lake Tekapo
ON Wednesday, 12 September 2018 AT 4.00pm

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

IN ATTENDANCE: Mayor Graham Smith, Cr Paul Hannagan, Cr James Leslie, Suzette van Aswegen (Chief Executive), Karina Morrow (Group Manager Planning and Regulation), Garth Nixon (Group Manager Community Facilities), Anne Rodgers (Planning Manager), Rachael Willox (Planner), Arlene Goss (Committee Administrator), one member of the public.

1 Opening

The chairperson welcomed everyone to the meeting.

2 Apologies

An apology for lateness was received from Cr James Leslie.

3 Public FOrum

Stephanie Hagan said she was concerned that Book Tekapo were building “what looks like a house” on the lakefront. She claimed that other businesses could not get access to that land. The Mayor explained the background to the situation. Book Tekapo were given a three year lease on the land, which runs out next year. The business has been sold to new owners during the term of the lease. The new owners have asked for a further five-year term which Council turned down at its last meeting. Council agreed on an extra one-year lease while it was tidying up that area. It has been made clear to Book Tekapo that the situation is temporary. If they use the building for accommodation it will be breaking the terms of the lease. The building can only be used as office space.

Karina Morrow explained the resource consent conditions and said staff had been monitoring to ensure the terms of the consent were followed.

The Mayor said Council was aware of the concerns of the community and would be talking to the leasee on Friday.

4 Declarations Of Interest

There were no declarations of interest.

5 Reports

5.1 Minutes of Tekapo Community Board Meeting - 8 August 2018

The following changes to the minutes were requested:

· Lyn Martin said she requested that some playground equipment be placed in the domain in October and asked for this to be recorded under “Matters Under Action - playground equipment”.

· Under public forum, Walter and Zita Speck did not propose a bigger platform at the dog statue. This sentence is to be removed from the minutes.

Committee Resolution TKCB/2018/119

Moved: Mr Steve Howes

Seconded: Cr Russell Armstrong

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 8 August 2018 be received and adopted as a true and accurate record of the meeting, with the changes noted above.

Carried

5.2 Tekapo Community Board Matters Under Action

Rubbish Bins: Price changed on compacting bin – Garth Nixon had an issue changing the price but has resolved it and is now able to do it.

The chairperson referred to an email from Billy Kerr regarding rubbish. She read out the main points from this letter. Caroll Simcox said she had a conversation with a coach driver who said the main problem was with the pay toilets and Council may need to re-visit this. Garth Nixon outlined current discussions on litter bins in Tekapo and whether more bins would be a benefit or create problems with wind-blown litter. Lyn Martin said there should be funding for more bins in a tourist destination.

The Mayor said extra bins were put into Twizel a few years ago and were taken out because residents were dumping rubbish. One of the initiatives that came from the review of solid waste was the need for some analysis on whether accommodation units are using public bins.

Billy Kerr had suggested signage pointing to the free toilets. It was agreed to wait to see what happens when the carpark is shifted.

Discussion was held on whether there should be any changes to the current situation with the toilets. No decisions were made.

Domain Finishing: No update. The disabled ramp is awaiting a handrail.

Boat ramp: Work in progress.

Playground: Flying fox is well used. Garth Nixon tabled the plans and pictures of the equipment planned for the playground. L and L construction will be carrying out this work. The board have asked for action before the end of October. The plans and pictures are attached to these minutes. The chairperson asked about seating for the playground and Mr Nixon will look into this.

Eastern carpark: Work in progress. The Mayor said Council has sought further information regarding finance and will make a decision in two weeks. This has turned into a bigger job than first thought. Council is keen to make progress.

NZTA speed limit: Planning to consult with the community in October regarding the speed limit. Caroll Simcoxx was concerned that yellow lines have disappeared opposite Hamilton Drive and vehicles have parked there. Need to notify NZTA of the need to resolve this.

Signage for Cowans Hill Walkway: This is underway. Chairperson has noted nesting black stilts in this area, so a sign has been put to notify people of endangered birds present.

Attachments

1 Playground plans and equipment

5.3 Tekapo Community Board Financial Report

The purpose of this report was to update the Tekapo Community Board regarding the financial performance of the Tekapo Community as a whole.

Garth Nixon took the report as read and took questions.

The chairperson asked about page 21. The Tekapo township projects budget has reduced to $50,000. Mr Nixon said the other $50,000 has been put into capital projects. The Mayor said the community board needed to prioritise spending for the year to come and he suggested a workshop to do this. The committee administrator is to organise a time for this.

Cr Leslie joined the meeting at 4.44pm and apologised for lateness.

5.4 Designated Area Mobile Trading - Tekapo

The Tekapo Community Board considered designating a specified area for mobile trading.

The chairperson also tabled a late request from people wanting to set up an Indian mobile trading outlet.

Planner Rachel Willox joined the table and said Council was looking to designate Lakeside Drive as a trial period for mobile trading for seven months. There are currently two applications, one Indian food, one to sell honey.

Creating a designated area would mean that the community board wouldn’t need to see every application that came to council. The community board said they would like to see some variety of traders.

Lyn Martin requested that the community board be contacted by email when permits are granted so they are aware of what is happening. The chairperson agreed.

Cr Armstrong asked if the board was considering charging mobile traders. Karina Morrow said Council did not have a way to charge at the moment but would need to look at doing this.

The community board agreed with option one in the report, provided traders were parked at the rear of that site. The designated site area needed adjustment to allow for campervans to use the dump station.

Karina Morrow said staff will reply to the letter from the Indian business requesting permission and suggest they make a formal application.

Committee Resolution TKCB/2018/120

Moved: Mr Steve Howes

Seconded: Mrs Lyn Martin

1. That the report be received.

Carried

Committee Resolution TKCB/2018/121

Moved: Mr Steve Howes

Seconded: Mrs Lyn Martin

2. That the Council owned car park located on Lakeside Drive, be designated as a specified area for mobile trading for up to six mobile traders, at any one time, within the period 1 October 2018 to the 30 April 2019.

Carried

5.5 General Business and Information Updates

Request for bus shelter: The chairperson has received a request from Geoff Gabites who has the shuttle called the Cook Connection. He has requested that Council build a shelter from the southerly for people using bus services. Discussion took place on whether Council was responsible for providing shelter for Mr Gabites customers. The chief executive believed a shelter was part of the strategic planning process and would be planned for the future. She asked the board for patience to allow staff to do things properly. The chairperson said she understood that a bus shelter would be part of the long term planning process, and in the meantime Mr Gabites would be welcome to construct a temporary shelter for his customers. It was also noted that he could work with other bus operators to put up a temporary shelter at their cost. The council would be willing to work with them on this. The chairperson said she would respond to Mr Gabites on this matter.

Tekapo Landco Request for unformed road landscaping: The chairperson updated the board on this matter which was discussed at the council meeting on August 14.

Voluntary donation boxes in Tekapo: Mr Nixon explained where these donation boxes are located.

Tekapo Whitewater Trust Construction of Bridge: This matter was discussed at the Council meeting on June 19. Lyn Martin read from the council minutes that Council has supported this.

Garth Nixon offered to contact the Whitewater Trust to express the feelings of the board that they would like to understand the programme better and support events.

WW1 Memorial in Tekapo Hall: Lyn Martin noted the war memorial hanging on the wall in the Tekapo Hall. This needs a plaque costing $500 to $600 to provide information about who did this and what it commemorates. She noted that no grant application had been lodged because the group was a small informal group. She asked the board to contribute towards this. The board was supportive in principle and Lyn Martin will put in a formal application to the next meeting for the cost of the plaque.

5.6 Ward Members Report/ Report from Members of the Board

Cr Armstrong updated the board on recent activity at Council, including:

15 submissions were received on the Waste Minimisation Plan and submitters spoke at a hearing in Fairlie. Decisions will be made at the next Council meeting on September 25 in Twizel.

At the council meeting on August 31:

· Fairlie Library received a grant of $20,000 to upgrade their toilet and entrance foyer.

· The Lake Alexandrina Conservation Trust was granted $5,850 towards road improvements and planting.

· At the Asset and Services Committee meeting on August 28 Council confirmed the name change from Domain Road to Neil Anderson Way.

The Mayor said Mr Anderson’s widow was very pleased to hear about the re-naming of Domain Road.

The chairperson said emails had been received on the issue of freedom camping. Owners of Sawdon Station were not happy that toilets were planned near their gate. The Mayor said he had also received emails from Sawdon saying they didn’t want a camping area outside their gate but it was a popular place for people to stop. Mr Nixon said those toilets were part of the collaborative project between the agencies, with seven new toilets going in across the district. Discussion took place on the balancing act between providing for the travelling public and overnight campers. An enforcement contractor has been appointed for the summer season to cover the district. Mr Nixon said to phone the council number to report problems.

Members on other committees reported:

Lyn Martin – Kindy has an open day this Tuesday 18^th in the afternoon.

Steve Howes – Tekapo School is getting a new school building. Plans are on the way. New building to be in place December/January. Ministry of Education have allocated resources and full steam ahead.

Stella Sweney - Tekapo Trails is still active, putting in markers for a new track on Sawdon Station. Talking with DOC about a walkway around Lake MacGregor and have allayed hut holder concerns. Putting in signage for Cowan’s Hill.

5.7 Minutes from Other Community Boards

Steve Howes asked about wifi proposed in public places in Fairlie and Twizel. Cr Hannagan said he was waiting for Chorus to connect fibre connection to the council offices in Fairlie and Twizel before this can happen. Agreed that Cr Hannagan and Mr Howes would catch up offline to discuss public access wifi.

The chief executive said Council should know any day about the outcome of its application to the Provincial Growth Fund. If successful, Council would establish a committee of council including outside stakeholders.

The community will be consulted on more than one occasion.

The Meeting closed at 5.50pm.

The minutes of this meeting were confirmed at the Tekapo Community Board Meeting held on 24 October 2018.

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

Fairlie Community Board Meeting Minutes 13 September 2018

MINUTES

Fairlie Community Board Meeting

13 September 2018

MINUTES OF Mackenzie District Council
Fairlie Community Board Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 13 September 2018 AT 4.40pm

PRESENT: Mr Les Blacklock (Chairperson), Ms Carolyn Coakley, Mr Damon Smith, Cr Chris Clarke

IN ATTENDANCE: Mayor Graham Smith, Cr Anne Munro, Suzette van Aswegen (Chief Executive), Garth Nixon (Group Manager Community Facilities), Scott McKenzie (Roading Manager), Catherine Johnson (Committee Secretary), one member of the public.

1 Opening

The chairman welcomed everyone to the meeting.

2 Apologies

Apology

Committee Resolution FCB/2018/86

Moved: Mr Damon Smith

Seconded: Ms Carolyn Coakley

That the apology received from Pauline Jackson be accepted and leave of absence granted.

Carried

3 Public FOrum

Blue Kerr was welcomed to meeting.

Raised issue about the public toilets in Market Place, Twizel and maintenance required in this facility.

St John Fairlie – a fair percentage of houses in Fairlie and surrounding area don’t have street/house numbers. St John would like a map of streets and house numbers.

She also asked about a colour pallet for Tekapo as the town is starting to look a bit patchy with colours.

Future proofing Fairlie – would be great to have a cycleway from Timaru to Tekapo. Cycling is popular activity for all age groups and fitness levels.

Dog Pooh in Fairlie – Regent Street is bad for it, and Princes Street is also bad. Same dogs are re-offending. Mayor said he regularly receives email from a Fairlie resident about the same dogs in Fairlie roaming around. Mayor said we don’t have any official menacing dogs in Fairlie. Cr Clarke said we do have the rules in place to deal with these dogs. Cr Clarke said that a lot of people are putting dog issues on Fairlie Recyclables rather than dealing with the Council. These roaming dogs are not being given the chance to be dealt with officially by the Council and therefore the repeat offending dogs are not getting recorded with Council. Facebook page is by-passing the issue. Cr Clarke said that Heartlands are now monitoring the Fairlie Recyclables Facebook page and keeping a record of which dogs are wandering. Heartlands are encouraging people to contact Council to complain.

Suzette van Aswegen said that it is a funding matter about dog control.

Dogs are now on Village Green. Travellers are letting dogs off for a run and they are poohing. Mrs Kerr asked if plastic dog bags be put on Village Green for people to use. The Chair said that the Board will make sure that something is done sooner rather than later.

Mrs Kerr asked about a free chit for people who do volunteer gardening and lawn mowing for them to be able to dump at Resource Recovery Park. Specially gave example about St John lawn clippings. Mayor said there could be an arrangement for one day of free dumping.

Mrs Kerr thanked the Group Manager - Community Facilities for arranging the trimming of the tree on Regent Street, Fairlie. Group Manager – Community Facilities will sort it out.

4 Declarations Of Interest

There were no declarations of interest.

5 Reports

5.1 Minutes of Fairlie Community Board Meeting - 2 August 2018

Wifi – Cr Clarke said that the ball is rolling on free wifi for Fairlie main street. Security cameras – would make sense to install these at same time as wifi. Group Manager - Facilities said that we need a policy and guidelines around this. Group Manager - Facilities to action this. Cr Clarke said he’s spoken to a couple of companies with one being Amuri Net. They provide wifi in Hurunui townships and have a relationship with Hurunui District Council and therefore know what they need to do and provide. Amuri Net have all the appropriate firewalls in place for public security. Cr Clarke advised that he is now waiting for them to send an engineer down. Heartlands are prepared to pay 50% of the project.

Opihi Walkway – the bridge went in yesterday via NZDF helicopter.

Committee Resolution FCB/2018/87

Moved: Mr Damon Smith

Seconded: Ms Carolyn Coakley

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 2 August 2018 be received and adopted as a true and accurate record of the meeting.

Carried

5.2 Fairlie Community Board Matters Under Action

Gray Street – current situation is informal access. Would be good to have something formalised. Should continue to pursue this. Kieran Guiney happy to facilitate and contribute some funds. Keep on list.

Bus Stop Shelter - Work ongoing and can take off list.

Fairlie Skateboard and Scooter Park – take off list.

Abley Transportation Strategy – The Council is currently part of the Mackenzie Development Group and is going through a strategic exercise at present. This Transportation Strategy is on hold at present. A volunteer group could undertake a parking survey (background information has already been collected).

Seating around Fairlie Township – take off.

Street Lighting – this work is being re-worked. Scott McKenzie, Roading Manager is seeking prices for bollards for Fairlie and Tekapo. Cr Clarke suggested we should be putting message out there now about upcoming changes to lighting so that some business owners don’t go to expense of installing or upgrading their existing lighting and then have to change it. Cr Munro who is a Council representative on the Aoraki Dark Sky Board reported that the Board is investigating to see what it would take to include the entire District in the Dark Sky Reserve.

Oak Trees – delete off list

Rubbish bins near picnic tables on Village Green – New signage is coming.

Cars parked outside garage on Princes Street – issue may have been resolved. Will check to see if Group Manager – Regulations has been advised of this. The Roading Manager said the 30 minute parking sign has been taken down outside hairdresser on Regent Street. People are now choosing to park further up Regent Street. Mr McKenzie is monitoring this and can put sign back up if needed.

New security cameras – already discussed.

Rating System – Mayor said that this would feed into an amenity rate. Would be 3 years before it would take effect. The CEO reported that there will be a Rating Review.

Replacement of Opihi Gorge Bridge – Lions project and it is progressing well. The bridge was flown in yesterday via NZDF helicopter.

Problem Dogs – signage needs to be installed. Garth to follow up with Karina. Karina was checking the area it related to.

Dog Park for Fairlie – Allandale Bridge reserve was suggested, with minimal fencing and a bin for pooh. Might be a good area to try this. Garth checking that this is a project for this year.

Fox View Rd – remove from list.

Designated Area for Mobile Traders – keep on list.

Footpaths – NZTA have changed subsidies for Footpaths. Mr McKenzie said there is a new footpath along Doon Street. Currently we are in a waiting pattern as we have applied for NZTA funding which has been approved for this year, $50,000 co-funding. Got UFB rollout planned for our town so we don’t want to dig up footpaths twice. 2020 in Fairlie for UFB is the latest update from Chorus. Footpaths on hold until UFB is being done – should put a message out about this. Mayor said it doesn’t have to fit into larger NZTA programme.

Frisbee Golf Park in Fairlie – not expensive, would be another fun thing for the town. Garth said we should get an expert in to advise on this (e.g. length of distance between holes). Martin Gully is the expert from Twizel. Needs to be somewhere visible. Garth to make contact with Martin.

New item – path from McLean Park to Cemetery. Would cost between $6,000-$8,000 for path plus a McLean’s Park bridge upgrade. Would be good to have two shade shelters on Denmark Street green area. Group Manager – Community Facilities is to get some prices together.

5.3 Fairlie Community Board Financial Report

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

Group Manager, Community Facilities said that it’s only month 2 of the new financial year.

Flooring was deferred from last year or year before, could look at stripping the top off the floor and resealing it. Cr Clarke said ideally we’d like Community Centre at earthquake standard for Civil Defence welfare purposes.

Committee Resolution FCB/2018/88

Moved: Cr Chris Clarke

Seconded: Mr Damon Smith

1. That the report be received.

Carried

5.4 Ward Members Report/ Report From Members of the Board

5.5 Minutes from Other Community Boards

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

5.6 Late Item - Request to Remove Conifers

Request received from Corrine Swann to have all 3 conifers adjacent to the Swann residence removed due to icing in winter and blocking of sunlight in winter.

There is a plaque is underneath one of the trees but is completely hidden due to the conifer branches. It was suggested that if the trees are removed the plaque can be moved into storage. It was noted there is another tree on the boundary but it is deciduous and this can be retained.

Carolyn Coakley said that the McLean’s Park trees have been looked after and not removed even though a local resident requested their removal.

The Chief Executive Officer said that there is inconsistency with the McLean’s Park oak trees being trimmed for a resident suffering from the effects of the oaks trees, whereas the Village Green conifer trees are to be removed. Both owners had requested the offending trees removal. The Board have agreed to remove the Village Green trees as they are large shelter belt evergreen trees compared to the deciduous specimen oak trees.

Committee Resolution FCB/2018/89

Moved: Mr Les Blacklock (Chairperson)

Seconded: Cr Chris Clarke

That the report be received.

Carried

Committee Resolution FCB/2018/90

Moved: Mr Les Blacklock (Chairperson)

Seconded: Cr Chris Clarke

That the three conifer trees are removed on the Village Green and the plaque is moved into storage.

Carried

The Meeting closed at 5.45pm.

The minutes of this meeting were confirmed at the Fairlie Community Board Meeting held on 25 October 2018.

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

CHAIRPERSON

Finance Committee Meeting Minutes 9 October 2018

MINUTES

Finance Committee Meeting

9 October 2018

MINUTES OF Mackenzie District Council
Finance Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 9 October 2018 AT 9.25AM Following the Audit and Risk Committee

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

IN ATTENDANCE: Suzette van Aswegen (Chief Executive), Paul Morris (Group Manager Finance), Bruce Mincham (observer), Arlene Goss (Committee Administrator), one member of the media.

1 Opening

The chairman declared the meeting open.

2 Apologies

An apology was received from Cr Clarke.

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 - 28 August 2018

The chairman said a new finance team leader was joining the council soon, and the content of the financial reports would be workshopped with that person once they arrived.

Committee Resolution FIN/2018/92

Moved: Cr Stuart Barwood

Seconded: Cr Anne Munro

1. That the Minutes of the Finance Committee Meeting held on Tuesday 28 August 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 August, 2018. Paul Morris spoke to this report. Discussion included the following matters:

Consultancy expenses – The overspend of budgets noted in the financial report was approved by Council.

Corporate Services – There was a 6% variance in employment expenses, mainly due to salary review. The CPI increase was higher than budgeted. Discussion took place on whether there was room to increase rates because Mackenzie was seen as having the cheapest rates in the country. Mr Morris noted the pain for ratepayers in high rate rises. The chairman said ratepayers were paying for tourism services until now. With the potential of the new entry tax, the rates should be going down.

Living wage – Cr Hannagan said he believed everyone at the council was paid at living wage except a part-time pool attendant. The chief executive said this was true but it was partly because Council contracted out many low-paid roles to its contractors.

Roading – Just general maintenance at this time of the year. Big projects are done in the summer period. The Mayor noted that a mild winter had resulted in a good financial result because there had been no floods or other environmental damage to roads.

Planning – Internal charges are up because of the work putting planners on site in Twizel. Hope to utilise video conferencing in future. Planners were also doing more monitoring and enforcement of resource consent conditions.

Burkes Pass toilets – Expecting MBIE money later in the year for this.

Commercial Activity – Investment income is still a bit down. Haven’t received the cycleway donations yet. Have sold one section in Argyle Street.

Twizel Information Centre – This has never paid its own way. The postal side will be helping profit. Bookings are not as profitable because of technology allowing people to book themselves. Discussion took place on levels of service and the history of the Twizel Information Centre.

Committee Resolution FIN/2018/93

Moved: Cr James Leslie

Seconded: Cr Stuart Barwood

1. That the report be received and information noted.

Carried

6 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution FIN/2018/94

Moved: Cr James Leslie

Seconded: Cr Anne Munro

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

6.1 - Alpine Energy Shareholder Report

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

6.2 - Minutes of Public Excluded Finance Committee Meeting - 28 August 2018

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

Carried

Committee Resolution FIN/2018/95

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

That committee moves out of closed meeting into open meeting.

Carried

The Meeting closed at 10.52am.

The minutes of this meeting were confirmed at the Finance Committee Meeting held on 20 November 2018.

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

Assets and Services Committee Meeting Minutes 9 October 2018

MINUTES

Assets and Services Committee Meeting

9 October 2018

MINUTES OF Mackenzie District Council
Assets and Services Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 9 October 2018 AT 11.07AM Following Finance Committee Meeting

PRESENT: Cr Stuart Barwood (Chairman), Cr Russell Armstrong, Cr Paul Hannagan, Cr James Leslie, Cr Anne Munro, Cr Graham Smith (Mayor).

IN ATTENDANCE: Suzette van Aswegen (Chief Executive), Bernie Haar (Group Manager Assets), Geoff Horler (Utilities Manager), Arlene Goss (Committee Administrator), one member of the media.

1 Opening

The chairman declared the meeting open.

2 Apologies

Apologies were received from Cr Chris Clarke, Roading Manager Scott McKenzie and Solid Waste Manager Angie Taylor.

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 - 28 August 2018

Bernie Haar said the land purchase at Twizel was moving along slowly. It was close to being completed.

Committee Resolution ASC/2018/73

Moved: Cr Graham Smith

Seconded: Cr Paul Hannagan

1. That the Minutes of the Assets and Services Committee Meeting held on Tuesday 28 August 2018 be received and adopted a true and accurate record of the meeting.

Carried

5.2 Asset Manager's Monthly Report

The discussion of the Asset Manager’s Monthly Report included the following matters:

The Mayor asked about the Fairlie water leak. This was a burst pipe and was very hard to find. Mr Horler said changes had been made to make it easier to detect leaks. In Tekapo there were no substantial leaks detected from the town supply.

The Mayor asked regarding the compliance of Mackenzie’s water schemes. Mr Horler said Council was not compliant in relation to protozoa. This was around concerns with the training of staff who collect the water samples and the frequency of sampling. Mr Horler has increased the number of samples collected and tested.

Mr Horler said most of the time the drinking water was compliant, it was just the way it was recorded in the reports. One failed sample can fail it for the whole year. Discussion was held on the black and white nature of the reports.

Cr Hannagan asked whether generators were located to ensure water supplies kept going during power outages. Mr Horler said yes in Twizel, but not in other areas.

The chief executive said while Council could not become compliant overnight, it was improving over time and within budget.

Cr Hannagan said he felt it was worth putting in generators to ensure supply. Bernie Haar said power was not the only thing that could result in a failure.

Geoff Horler was concerned that rivers and lakes were low for this time of year, and noted the need for the public to conserve water. Cr Hannagan said there was a need to get messages out early that water was valuable and must be conserved.

Bernie Haar said the Albury water supply agreement had been signed by all parties. Geoff Horler said the chair of the scheme had been very good to work with.

The government would be releasing their three waters proposal in December. The Mayor said the government needed to be sure that the model they were rolling out would be practical for New Zealand.

In roading, an approach would be made to NZTA for help to fund the sealing of Lilybank Road.

The Mayor asked if landowners would be approached and asked to remove lupins. Mr Haar has not heard of any plans for NZTA or Ecan to do this.

Cr Hannagan asked about approaching NZTA to get some co-funding for walking and cycling tracks in Twizel. Mr Haar suggested staff be approached and a report be written.

In solid waste, a free greenwaste drop of day will be happening soon, as requested by the councillors.

The chairman asked about the weighing of red bins. Envirowaste will be available at the next councillor workshop to answer questions. Mr Haar outlined the challenges facing the recycling market.

The chairman thanked Mr Haar.

6 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution ASC/2018/74

Moved: Cr Anne Munro

Seconded: Cr Russell Armstrong

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
6.1 - Minutes of Public Excluded Assets and Services Committee Meeting - 28 August 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/2018/75

Moved: Cr Paul Hannagan

Seconded: Cr Russell Armstrong

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 11.58am.

The minutes of this meeting were confirmed at the Assets and Services Committee Meeting held on 20 November 2018.

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

CHAIRPERSON

Planning and Regulations Committee Meeting Minutes 9 October 2018

MINUTES

Planning and Regulations Committee Meeting

9 October 2018

MINUTES OF Mackenzie District Council
Planning and Regulations Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 9 October 2018 AT 12.00PM Following Asset and Services

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

IN ATTENDANCE: Suzette van Aswegen (Chief Executive), Toni Morrison (Group Manager Projects and Administration), Phill Mackay (Emergency Management Officer), Katherine Hill (Senior Policy Planner), Bruce Mincham (Member of Audit and Risk Committee), Arlene Goss (Committee Administrator), one member of the media.

1 Opening

The chairperson declared the meeting open.

2 Apologies

Apologies were received from Cr Chris Clarke and Group Manager Planning and Regulations, Karina Morrow.

3 Declarations Of Interest

There were no declarations of interest.

4 Visitors

There were no visitors.

5 Reports

5.1 Minutes of Planning and Regulations Committee Meeting - 28 August 2018

The chief executive read out an email from Karina Morrow updating the committee on the IANZ Audit.

Committee Resolution PRC/2018/59

Moved: Mayor Graham Smith

Seconded: Cr Stuart Barwood

1. That the Minutes of the Planning and Regulations Committee Meeting held on Tuesday 28 August 2018 be received and adopted as a true and accurate record of the meeting.

Carried

5.2 Group Manager Regulations Report

Discussion of the report included the following matters:

· No date yet for the Plan Change 18 hearing.

· The chairperson said she was conscious that the District Plan Review needed to happen.

· The chairperson commended staff on the vast improvement in the number of consents processed within the statutory timeframes.

· The Mayor asked for a full report on progress from the Mackenzie Alignment group. The chief executive said the current focus was on work streams. One stream was looking into a drylands park. Council now had a seat at the table and Karina Morrow had attended her first meeting on this. Noted that Council would like to be kept up to speed on this work.

5.3 Dog Control Practices and Policies Report for the 2017/18 Financial Year

This report was for the committee to receive and endorse the Mackenzie District Council Dog Control Policy and Practices Report (Report) for the 2016/17 financial year, under Section 10A of the Dog Control Act 1996.

Cr Hannagan asked for advertising to be included on Facebook, and in the Fairlie Accessible and the Twizel Update. This was agreed.

Committee Resolution PRC/2018/60

Moved: Cr James Leslie

Seconded: Cr Paul Hannagan

1. That the report be received.

Carried

Committee Resolution PRC/2018/61

Moved: Cr James Leslie

Seconded: Cr Paul Hannagan

2. That, pursuant to Section 10A of the Dog Control Act 1999, the Mackenzie District Council Dog Control Policy and Practices Report be received and endorsed.

Carried

Committee Resolution PRC/2018/62

Moved: Cr Paul Hannagan

Seconded: Cr Stuart Barwood

3. That public notice of the Dog Control Policy and Practices Report be given by means of a notice published in one daily newspaper circulating in the district.

Carried

Committee Resolution PRC/2018/63

Moved: Cr Paul Hannagan

Seconded: Cr Stuart Barwood

4. That a copy of the Dog Control Policy and Practices Report be sent to the Secretary for Local Government.

Carried

5.4 Annual Report to Alcohol Regulatory and Licensing Authority for 2017/18 year

This report was to provide to the committee with the Annual Report to the Alcohol Regulatory and Licensing Authority (ARLA) for 2017/18. The Mayor said the licencing authority worked very well. Both he and Cr Clarke attended these meetings, and it was a very smooth process.

Committee Resolution PRC/2018/64

Moved: Cr Paul Hannagan

Seconded: Cr Russell Armstrong

1. That the report be received.

Carried

Committee Resolution PRC/2018/65

Moved: Cr Paul Hannagan

Seconded: Cr Russell Armstrong

2. That the Planning and Regulatory Committee notes the Annual Report to the Alcohol Regulatory and Licensing Authority (ARLA) for 2017/18.

Carried

5.5 Civil Defence and Emergency Management Officers Report

Emergency Management Officer Phill Mackay said a key milestone for his role was a AF8 presentation (Alpine Fault 8) held recently at the council. This had a large number of people attending, 50 for the morning session. One of the things Mr Mackay took from this event was an awareness that some people still had the mistaken view that Civil Defence had an army, and would be able to feed and house workers etc. He noted that that this should be part of the business continuity plan for any business. Also raised was the important issue of a shortage of diesel that would occur in an emergency situation. He was working on these issues with relevant stakeholders.

5.6 Community Resilience Plan - Lake Tekapo

Phill MacKay said this plan was currently with the emergency services for review. Verbal feedback had been positive so far. If they endorsed it, he would take to the community board and then it would be rolled out. The chair confirmed that the committee did not need to formally adopt the plan prior to it being released.

Toni Morrison said she was investigating the cost of rolling the plan out, including the cost of possibly printing it and putting it into letterboxes.

Discussion took place on the community lead role and what would happen if that person was away on holiday or not available. Mr Mackay was working on this and hoping to identify others able to take on this role.

5.7 Government Response to the Technical Advisory Group's Recommendations on Better Responses to Natural Disasters

This report was presented for the information of the committee. Toni Morrison said the Minister had decided the delivery of civil defence must change. She had attempted to summarise this in her cover report. She would continue to liaise with CDEM Group over the process as it developed. There would still be a local element to civil defence, but it was uncertain what form this would take.

The Mayor said the Mayoral forum had endorsed the idea of civil defence fly-in teams, as long as they worked with the local civil defence coordinator.

6 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution PRC/2018/66

Moved: Cr Russell Armstrong

Seconded: Cr Paul Hannagan

Recomdmendation

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 Planning and Regulations Committee Meeting - 28 August 2018	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

Carried

Committee Resolution PRC/2018/67

Moved: Cr Russell Armstrong

Seconded: Cr James Leslie

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 12.22pm.

The minutes of this meeting were confirmed at the Planning and Regulations Committee Meeting held on 20 November 2018.

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

CHAIRPERSON

Extraordinary Council Meeting Minutes 11 September 2018

MINUTES

Hearing of Submissions

11 September 2018

MINUTES OF Mackenzie District council
Hearing of submissions
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 11 September 2018 AT 10.00am

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

IN ATTENDANCE: Paul Morris (Acting Chief Executive), Garth Nixon (Group Manager Community Facilities), Bernie Haar (Group Manager Assets), Katherine Hill (Senior Planner), Angie Taylor (Solid Waste Manager), Arlene Goss (Committee Administrator), six members of the public/submitters.

1 Opening

The Mayor opened the hearing and welcomed submitters. The timetable for submissions was:

Tuesday 11 September		Submission Number
10.00-10.05	Opening and welcome
10.05-10.15	A Thomson – Heartlands Fairlie		8
10.15-10.20	Questions from panel (if any)
10.20-10.30	J Foley		7
10.30-10.35	Questions from panel (if any)
10.35-10.45	S Loxton		4
10.45-10.50	Questions from panel (if any)
10.50-11.00	A J Kerr		13
11.00-11.05	Questions from panel (if any)

2 Apologies

An apology was received from Cr Russell Armstrong.

3 Declarations Of Interest

There were no declarations of interest.

4 Reports

4.1 Submissions to Draft Waste Management and Minimisation Plan and hearing of submissions

The purpose of this report was to receive and hear submissions to the draft Waste Management and Minimisation Plan 2018-24.

Resolution 2018/159

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2018/160

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

2. That Council receives the 15 submissions to the draft Waste Management and Minimisation Plan 2018-24.

3. That Council hears from those submitters who wished to speak to their submissions on the draft Waste Management and Minimisation Plan 2018-24.

Carried

4.1.1 Verbal Submissions

Anne Thomson – Mrs Thomson asked the councillors to continue to support Heartlands with its current initiatives in the area of recycling. They have had three projects this year; reducing the use of straws, making borrow bags, and reducing food waste. Planning to hold a potato-growing competition in the schools. She asked Council to consider Heartlands to be the ones to deliver this in the community. Councillors commended her on the good work being done.

Sara Loxton – Miss Loxton goes to Craighead Diosecan School and presented a science fair display board to the councillors on the topic of recycling. She spoke regarding the lack of rubbish bins in Tekapo. Businesses are providing rubbish bins and emptying them. She would like more bins provided, and signage in different languages. She would like to see the community more involved, for example in an “adopt a highway” project. She counted the number of people in Tekapo and noted the large numbers. She thinks Council needs to count tourism numbers, and also look after our land and get the community involved.

Miss Loxton was congratulated on her presentation. The Mayor said more rubbish bins meant extra costs for the ratepayer. He also noted the different views in the community on the visual appearance of rubbish bins. She would like rubbish bins sign-posted in other languages. Cr Clarke asked what she would say to those ratepayers who don’t want to pay more for rubbish bins in their rates. She said they needed to consider the whole planet, not just themselves. The Mayor raised the idea of a visitor levy. Sara said when she went into a national park in Canada they had to pay a fee towards rubbish and toilets.

Cr Leslie asked if her display board could be displayed in the council office and she agreed to lend it to Council after the science fair. Cr Munro asked for her thoughts on rural rubbish. She said skips should be given to all farms,rather than farmers burning or dumping rubbish.

Jane Foley – Ms Foley talked about the work she has done with the Twizel Kindergarten. They started with two bins emptied twice a week, but through looking at waste differently were able to get it down to one bin a fortnight. They introduced chickens, bokashi bins, composting, and a “good on one side” box for art work. Children also made firebricks with scrap paper. She would like to see composting as the norm in the district and spoke passionately about the benefits of compost, and the benefit of making it in the district so it did not need to be transported. She would like to see a change of mindset. She suggested Council do open-air composting in rows. Would need to turn it but the options are there and she suggested a pilot scheme with local farmers who already have consents and machinery.

Ms Foley handed out information on what can be composted. Cr Hannagan asked for more information on bokashi and she explained how it worked. Cr Clarke asked for more information on local compost production. She did not agree with shipping waste to Timaru as part of the current contract with Envirowaste. She asked for a pilot project with a local depot and said farmers were under-used. Cr Munro asked what capacity a pilot scheme would have. She said if you took the food waste from one street in Fairlie, and did a windrow 5m long, with a loader to turn it, you would have testable compost within 30 days. The Mayor asked if a mulcher was needed; this depended on what was used for compost. Some carbon content needs to be mulched.

Alan Kerr – Mr Kerr asked to talk about the town rubbish collection system. He believed the introduction of large bins encouraged people to create more rubbish and use the bins for green waste. He would like to see people keeping green waste out of the bins. He would like to see people sharing bins and asked councillors to consider a rates remission for people who do this. He said giving people $50 back would be a real incentive. He would like Council to consider free dumping of green waste and outlined other ideas to encourage better use of green waste. The Mayor wondered if sharing bins might lead to conflicts between neighbours. Cr Leslie asked the Group Manager, Finance, if it was possible to adjust the targeted rate for rubbish and he said yes.

The Meeting closed at 10.56am.

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

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

CHAIRPERSON

Extraordinary Council Meeting Minutes 11 September 2018

MINUTES

Hearing of Submissions

11 September 2018

MINUTES OF Mackenzie District council
Hearing of submissions
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 11 September 2018 AT 10.00am

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

1 Opening

The Mayor opened the hearing and welcomed submitters. The timetable for submissions was:

Tuesday 11 September		Submission Number
10.00-10.05	Opening and welcome
10.05-10.15	A Thomson – Heartlands Fairlie		8
10.15-10.20	Questions from panel (if any)
10.20-10.30	J Foley		7
10.30-10.35	Questions from panel (if any)
10.35-10.45	S Loxton		4
10.45-10.50	Questions from panel (if any)
10.50-11.00	A J Kerr		13
11.00-11.05	Questions from panel (if any)

2 Apologies

An apology was received from Cr Russell Armstrong.

3 Declarations Of Interest

There were no declarations of interest.

4 Reports

4.1 Submissions to Draft Waste Management and Minimisation Plan and hearing of submissions

The purpose of this report was to receive and hear submissions to the draft Waste Management and Minimisation Plan 2018-24.

Resolution 2018/159

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2018/160

Moved: Cr Chris Clarke

Seconded: Cr Paul Hannagan

2. That Council receives the 15 submissions to the draft Waste Management and Minimisation Plan 2018-24.

3. That Council hears from those submitters who wished to speak to their submissions on the draft Waste Management and Minimisation Plan 2018-24.

Carried

4.1.1 Verbal Submissions

The Meeting closed at 10.56am.

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

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

CHAIRPERSON

Ordinary Council Meeting Minutes 25 September 2018

MINUTES

Ordinary Council Meeting

25 September 2018

MINUTES OF Mackenzie District Council
Ordinary Council Meeting
HELD AT THE Mackenzie Country Inn, Twizel
ON Tuesday, 25 September 2018 AT 9:30AM

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

IN ATTENDANCE: Suzette van Aswegen (Chief Executive), Paul Morris (Group Manager Finance), Garth Nixon (Group Manager Community Facilities), Karina Morrow (Group Manager Planning and Regulation), Katherine Hill (Policy Planner), Arlene Goss (Committee Administrator), Stella Sweney (Tekapo Community Board Chair), Steve Howes (Tekapo Community Board Member), Angie Taylor (Solid Waste Manager), Bernie Haar (Group Manager Assets).

1 Opening

The Mayor welcomed everyone to the meeting.

2 Apologies

There were no apologies.

3 Visitors

The chairperson of the Tekapo Community Board, Stella Sweney, and member Steve Howes were welcomed to the meeting.

4 Declarations Of Interest

Cr Clarke said he would withdraw from the discussion and would not vote on Item 8.8 – Grant Application, Twizel Tekapo Community Vehicle Trust.

5 Bereavements

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

· Margaret Elizabeth Murphy, wife of Joseph William Murphy, late of Twizel.

· Joseph William Murphy, one day after his wife, late of Twizel.

· Joan Beatrice Hooper, mother of Paul and Louise Hooper, late of Fairlie.

· Dennis Edward Dann, formerly of Twizel.

· Georgina Wassell, mother of Karl, Paul and Tony, late of Twizel.

· Keiran Walsh, former community board member, late of Kurow.

6 Mayor's Report

6.1 Mayoral Activities Report

The Mayor outlined the highlights of his report.

Cr Munro asked about the regional fuel tax. Environment Canterbury will be driving this and it will be introduced to the regions in 2021, with funding going to local authorities.

Economic indicator report show unemployment is on the rise in South Canterbury, overseas visitors are declining and domestic visitors are increasing. The Mayor noted that Mackenzie needed a point of difference and distinctiveness to market itself well. Noted the Church of the Good Shepherd and Mount Cook were distinctive to the district.

The Mayor discussed his relationship with the armed forces and Tekapo Army Base, and recent discussions with the Minister of Defence. He also said Civil Defence is introducing fly-in teams for areas needing help in a disaster.

Resolution 2018/162

Moved: Cr Stuart Barwood

Seconded: Cr Russell Armstrong

That the report be received.

Carried

7 Reports

8.1 Chief Executive Officer's Activities Report

The chief executive requested the following corrections to her report. On the 13^th September she did not host Mackenzie Netball. On the 21^st September, the Mackenzie Development Group meeting was cancelled after the agenda went out.

The chief executive took her report as read and updated councillors on activity. Cr Munro asked about the LGOIMA request for information about prayers and blessings. Paul Morris said some councils have a prayer or blessing before a meeting, and the request was asking about that.

Regarding the SOLGM Annual Summit, the chief executive said there was a worldwide trend for councils to move away from managing infrastructure and towards meeting social and community needs.

The recruitment process for a finance team leader is underway.

The Mayor said it was good to see that timeframes for building and resource consents were being met.

Resolution 2018/163

Moved: Cr Anne Munro

Seconded: Cr Paul Hannagan

That the report be received.

Carried

8.2 Sensitive Expenditure Policy

The purpose of this report was to seek that Council adopt the Sensitive Expenditure Policy.

Katherine Hill said this policy was workshopped with councillors previously, and changes suggested at that workshop had been made.

Cr Barwood asked why air points were to go to the individual rather than the council. Air points are attached to a person. Paul Morris said he checked with the tax office and there were no issues with fringe benefit tax in allocating air points to the individual.

Resolution 2018/164

Moved: Deputy Mayor James Leslie

Seconded: Cr Paul Hannagan

1. That the report be received.

Carried

Resolution 2018/165

Moved: Deputy Mayor James Leslie

Seconded: Cr Anne Munro

2. That the Council adopt the proposed Sensitive Expenditure Policy as attached.

Carried

8.3 Amendments to the Delegations Manual

The purpose of this report was for Council to consider an amendment to the credit card authorities in the Delegations Manual. This was to bring the Delegations Manual into line with the new Sensitive Expenditure Policy just approved by Council.

Resolution 2018/166

Moved: Cr Stuart Barwood

Seconded: Cr Paul Hannagan

1. That the report be received.

Carried

Resolution 2018/167

Moved: Deputy Mayor James Leslie

Seconded: Cr Chris Clarke

2. That Council adopt the amendment to the Delegations Manual dated September 2018 as attached.

Carried

8.4 Waste Management and Minimisation Plan 2018-24 Adoption of Decisions on Submissions

The purpose of this report is to seek that Council adopt its decisions on submissions received to the Waste Management and Minimisation Plan 2018-28.

Cr Munro noted in the document under decisions, paragraph 5, the word “be” should be changed to “being”. Also at the fifth bullet point under Summary, “disposal options for tourists” needs to change to “waste disposal …”.

Cr Barwood said it was made clear to Council that people want green waste diverted from landfill. Would this happen immediately? Angie Taylor said this was something she was already working on with the contractor. Cr Barwood said ratepayers were keen to see something happening.

Cr Clarke asked if it was just green waste or all organic waste. Angie Taylor said the intention was to include all organic waste and she would check the wording on this. Cr Clarke also asked for the wording on page 31 to be changed from “green waste” to “green/organic waste”.

Cr Munro asked about the option of one free day to dump green waste for locals. Angie Taylor replied this had not been forgotten and would be dealt with as an operational matter.

Cr Clarke thanked staff for the clarity of the information that had been presented.

Resolution 2018/168

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2018/169

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

2. That Council adopt its decisions on submissions received to the Waste Management and Minimisation Plan 2018-28.

Carried

8.5 Adoption of Waste Management and Minimisation Plan 2018-24

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

The Mayor asked if the councillors were happy with the action plan in the report. He believed this summed up the discussions and consultation. Councillors agreed they were happy with this.

Resolution 2018/170

Moved: Cr Stuart Barwood

Seconded: Deputy Mayor James Leslie

1. That the report be received.

Carried

Resolution 2018/171

Moved: Cr Stuart Barwood

Seconded: Cr Anne Munro

2. That Council adopt the Waste Management and Minimisation Plan 2018-24 with the change of the term “green waste” to “green/organic waste” in the plan.

Carried

8.6 Report on Contracts

This report was noted by Council.

Resolution 2018/172

Moved: Cr Chris Clarke

Seconded: Cr Russell Armstrong

That the information be noted.

Carried

8.7 aoraki collaboration

Group Manager Assets, Bernie Haar, was not at the meeting when this matter first came up at 10.12am. The Mayor deferred this item to later in the meeting when Mr Haar would be present.

8.8 Grant Application - Twizel Tekapo Community Vehicle Trust

The purpose of this report was for Council to consider the grant application from the Twizel Tekapo Community Vehicle Trust.

Garth Nixon said this grant request followed earlier discussions held by Council. In his view the trust were financially sound and he did not think there was a desperate need.

Cr Hannagan said he has made an offer to join the trust and his first meeting with them will be in early October. He asked if this would give him a conflict of interest. The Mayor said no as he was not yet a member of the trust.

Cr Hannagan said the trust had been told their request would be considered favourably. They were running trips at a loss and needed to maintain financial viability. This was a vital service, particularly for the elderly. They ran a very lean administration, so while the balance looked high at the moment this was soley for vehicles and the replacement of vehicles. He supports giving the grant.

Cr Barwood asked if the trust had applied to other sources for funding. This was unknown.

The Mayor said Council had already provided the land for the garages, shifted the power supply and granted $20,000 towards costs. It also paid their rates and rented them the garage at a peppercorn rental.

Cr Leslie said council needed to act in good faith and demonstrate councils were moving towards more support for their communities. There was an agreement where the trust reasonably understood costs would be split three fifths and two fifths at the start.

Cr Munro asked to hear from Cr Armstrong as a Twizel resident. He said he felt the same as Cr Leslie and believed Council should support the trust.

Cr Munro said she would like to see the trust attempt to access funding from outside the community. The Mayor said to staff that when Council entered into these arrangements they needed to be more defined. Cr Barwood supported this.

Cr Hannagan moved that the grant be allocated and this was seconded by Cr Armstrong. The motion was carried.

Resolution 2018/173

Moved: Cr Russell Armstrong

Seconded: Cr Stuart Barwood

1. That the report be received.

Carried

Resolution 2018/174

Moved: Cr Paul Hannagan

Seconded: Cr Russell Armstrong

2. That Council approves the funding request from the Twizel Tekapo Community Vehicle Trust to the amount of $6947.28.

Carried

8.9 Tekapo Foot Bridge Renaming Request

Council has been asked to consider the Lake Tekapo Community Board recommendation in relation to the renaming of the Tekapo Foot Bridge.

Cr Munro questioned whether the report should be received by Council. A vote was taken and the report was received.

It was noted that a reporter and camera person from TVNZ were waiting to interview the Mayor on an unrelated matter so he suggested morning tea.

Council adjourned for morning tea at 10.26am and reconvened at 10.56am. The Mayor then allowed the television camera to film the full Council at work. Council voted to receive the community board minutes while the camera was filming. This is recorded below.

Discussion on the renaming of the Tekapo Foot Bridge reconvened at 11am. The Mayor thanked Mr Nixon for his opinions in the report.

Cr Armstrong said the Tekapo Community Board had done a fair bit of consultation in the town and he thought there was enough support for the name. He originally voted against it at the community board meeting, but on reflection he believed there was justification.

The Mayor noted that whether or not the decision was unanimous was irrelevant. The community board voted in favour of the name.

Cr Munro said Council needed to be careful not to denigrate the name Tekapo Footbridge. She said there was respect in the name Tekapo and this had not been fully appreciated.

Cr Clarke said there were recent issues with road naming in Twizel and Council asked for a process to be drawn up. If Council had a process it would help with these situations. Cr Clarke said this was a community issue and should sit with the community board.

Cr Munro said within the process there needed to be some acknowledgement of how Council deals with naming in regards to the bereaved, and time be given to allow reflection and respect.

The Mayor felt the recent actions of the media in reporting on this matter were insensitive and he was disappointed with the reporter.

Cr Hannagan asked whether NZTA and Genesis needed to be consulted. Mr Nixon said both were significant contributors to the bridge. Mr Nixon has also spoken to Mr MacLaren who said MacLaren Bridge was not his first choice of name. Mr Nixon wondered if iwi should be consulted as it was a bridge over water. Mr Nixon advocated that Council stop and take a breath.

The Mayor asked Asset Manager Bernie Haar to comment on the process. He said roads had a legal name but bridges only have numbers. There was no legal process in naming a bridge.

Cr Leslie said there was obviously some angst in the community and he was concerned about imposing a wider view. Time was needed for a stronger community decision. He was at the community board meeting when the decision was made, but it was a tentative decision.

Discussion was held on this being a community board decision by majority vote.

Cr Hannagan moved that Council accept the community board recommendation and name the bridge the MacLaren Footbridge. This was seconded by Cr Armstrong.

Cr Munro asked if the community board had consulted with iwi on the name, because this would affect her decision.

The Mayor invited Stella Sweney, the chair of the community board, to comment. She listed the people who had been consulted, but she did not contact iwi.

The motion from Cr Hannagan was put to a vote and was not supported.

Cr Barwood then moved that Council decline the request at this time and seek further consultation. This was seconded by Cr Leslie. It was put to a vote and not supported.

The Mayor said he wanted to adjourn the meeting and hold a discussion to reach a resolution on this matter. He moved that the meeting be adjourned. This was seconded by Cr Clarke and the motion was carried.

The meeting adjourned for a discussion at 11.20am and reconvened at 11.31am.

The Mayor moved that Council accept the Twizel Community Board’s request to name the bridge MacLaren Footbridge, subject to consultation with iwi. This was seconded by Cr Clarke and the motion was carried.

Resolution 2018/175

Moved: Mayor Graham Smith

Seconded: Deputy Mayor James Leslie

1. That the report be received.

Carried

Resolution 2018/176

Moved: Mayor Graham Smith

Seconded: Cr Chris Clarke

2. That Council accept the Tekapo Community Board’s request to name the bridge MacLaren Footbridge, subject to consultation with iwi.

Carried

8 Community Board Recommendations

9.1 Minutes of Twizel Community Board Meeting - 30 July 2018

Resolution 2018/177

Moved: Cr Paul Hannagan

Seconded: Deputy Mayor James Leslie

1. That the Minutes of the Twizel Community Board Meeting held on Monday 30 July 2018 be received.

2. That Council notes the following resolutions from the Twizel Community Board:

· 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.

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

Carried

9.2 Minutes of Fairlie Community Board Meeting - 2 August 2018

Resolution 2018/178

Moved: Cr Paul Hannagan

Seconded: Deputy Mayor James Leslie

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 2 August 2018 be received.

Carried

9.3 Minutes of Tekapo Community Board Meeting - 8 August 2018

Resolution 2018/179

Moved: Cr Paul Hannagan

Seconded: Deputy Mayor James Leslie

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 8 August 2018 be received.

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

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

Carried

9 Receive Committee Minutes

10.1 Minutes of Forestry Committee Meeting - 28 August 2018

Resolution 2018/180

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the Minutes of the Forestry Committee Meeting held on Tuesday 28 August 2018 be received.

Carried

10.2 Minutes of Strategy Committee Meeting - 28 August 2018

Resolution 2018/181

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the Minutes of the Strategy Committee Meeting held on Tuesday 28 August 2018 be received.

Carried

10.3 Minutes of Finance Committee Meeting - 28 August 2018

Resolution 2018/182

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the Minutes of the Finance Committee Meeting held on Tuesday 28 August 2018 be received.

Carried

10.4 Minutes of Assets and Services Committee Meeting - 28 August 2018

Resolution 2018/183

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the Minutes of the Assets and Services Committee Meeting held on Tuesday 28 August 2018 be received.

Carried

10.5 Minutes of Planning and Regulations Committee Meeting - 28 August 2018

Resolution 2018/184

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the Minutes of the Planning and Regulations Committee Meeting held on Tuesday 28 August 2018 be received.

Carried

10 Confirm Council Minutes

11.1 Minutes of Council Meeting - 14 August 2018

Resolution 2018/185

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

1. That the Minutes of the Council Meeting held on Tuesday 14 August 2018 be received and confirmed as an accurate record of the meeting.

Carried

Cr Munro asked some questions regarding the minutes that had just been received. They were as follows:

Forestry Board: Fire Risk in Trees at Tekapo. Cr Munro said this matter was not raised with Environment Canterbury at a recent meeting and the Mayor offered to follow up on this.

Asset and Services Committee: Purchase of land for Twizel sewage. Bernie Haar said the last communication from the owner’s lawyers was that they were sending the sale and purchase agreement to all the trustees of the company that owned the land. Councillors were concerned about the time delay. Mr Haar believed there was no financial risk to Council in the delay and will continue to follow up on this.

Council minutes: Update on a new Mackenzie Community Library agreement between the school and council. Mr Nixon has met with the principal to discuss extending the library hours and will come back to Council with a report at a future meeting.

Cr Hannagan raised the issue of the use of video conferencing for meetings and workshops and this was discussed. Paul Morris updated councillors on the technology now available at Council, and what still needs to be done to make this happen. It was agreed that staff needed to move forward quickly on this to save money both for Council and ratepayers.

8.7 aoraki collaboration

The purpose of this report was 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. Discussion was postponed from earlier in the meeting to allow Asset Manager Bernie Haar to be present.

Mr Haar took the report as read and outlined the current situation with the roading collaboration. One change included in the latest update was to move the road safety coordinator position within the collaboration to enable Council to benefit more from this work.

The Mayor said this collaboration required a willingness for all parties to work together. Mr Haar said staff from all councils attended meetings and benefitted from them. If one council pulled out of the collaboration it would not damage the collaboration between the other member councils.

Cr Munro asked for information on the procurement methodology and Mr Haar explained this. It had not changed in the latest MoU.

Cr Hannagan left the meeting at 11.57am. Cr Armstrong left the meeting at 11.58am.

The Mayor asked further questions of Mr Haar. Resourcing this agreement would be the next issue to address.

resolution

Moved: Cr Anne Munro

Seconded: Cr Stuart Barwood

That the report be received.

CARRIED

Resolution 2018/186

Moved: Cr Stuart Barwood

Seconded: Deputy Mayor James Leslie

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

Carried

Resolution 2018/187

Moved: Cr Stuart Barwood

Seconded: Deputy Mayor James Leslie

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

Carried

11 Adjournments

The meeting adjourned for lunch at 12.26pm and reconvened at 1.23pm.

12 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2018/188

Moved: Cr Chris Clarke

Seconded: Cr Anne Munro

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

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
13.1 - Simons Pass Station Limited - Interpretation of Rule 15A.2 Mackenzie District Plan	s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.2 - Notice of Motion - 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
13.3 - Leased Property	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.4 - Domain Road Eastern Bus Park Lake Tekapo	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information 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
13.5 - Minutes of Public Excluded Forestry Committee Meeting - 28 August 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 Strategy Committee Meeting - 28 August 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 Finance Committee Meeting - 28 August 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 Assets and Services Committee Meeting - 28 August 2018	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.9 - Minutes of Public Excluded Planning and Regulations Committee Meeting - 28 August 2018	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
13.10 - Minutes of Public Excluded Council Meeting - 14 August 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

Carried

Resolution 2018/189

Moved: Cr Stuart Barwood

Seconded: Cr Anne Munro

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 2.23pm.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 6 November 2018.

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

CHAIRPERSON

Type of Document	Parties	Date Signed	Expiry Date	Contract Value (Range)
Supply of toilets	MDC & Norski	23 June 2018		$100,000-$120,000
Lease Agreement	MDC & Jeff Haugh Panelbeaters	1 July 2018	30 June 2023	$0-$5,000
Lease Agreement	MDC & Milestone Enterprises Ltd	1 July 2018	30 June 2023	$0-$5,000
Contract – Twizel Waste Water Treatment Plant Infiltration Basins Upgrade	MDC & Monodelphous NZ	9 July 2018		$750,000-$1,000,000
Agreement for Engineering Consultant Engagement	Powell Fenwick	10 August 2018	Ongoing	$25,000-$30,000
Works at Church of Good Shepherd	MDC & Dale Karton	27 September 2018		$20,000-$40,000
Tenancy Agreement, Pensioner Flats, Fairlie	June Johnson	28 September 2018	Ongoing
Agreement Management of Albury Rural Water Scheme	MDC & Albury Rural Water Society	1 October 2018	Ongoing
Agreement to Hire	Manco Engineering	9 October 2018	April 2019	$10,000-$15,000
Contract – Animal Control and Freedom Camping Control Officer	MDC & Reid Buchan
Supply tanks and install toilets for Mackenzie/Waitaki Basin MBIE project	MDC & Recreation Construction	30 August 2018		$50,000-$70,000
Track works	MDC & Earthworks Aoraki	7 September 2018		$60,000-$80,000
Construction of metal fence	MDC & Gibson Bros	3 October 2018		$40,000-$50,000
Funding Agreement for Tourism Facilities Development Grant Fund – Freedom Camping	MDC & MBIE	8 October 2018		$548,000
Twizel Swimming Pool Works	MDC & Ian Coombes	26 September 2018		$400,000-$600,000

Staff Recommendations That the following documents 878 to 885 be executed under the Common Seal of the Council:
Date Sealed		Details
27/8/18	Private Corporate Client Authority and Instruction for an Electronic Transaction, related to Lot 35 Pukaki Airport, Twizel.	Transfer from MDC to Anthony Jay Albert Knowles, Lionel Vincent Green as joint tenants.	878
3/09/18	Public Corporate Client Authority and instruction for an electronic transaction	Property Address: Tekapo Twizel Road, Twizel. Land Transfer Plan 487658, Agreement for Sale and Purchase. Partial Surrender of Easement. Twizel Development Ltd.	879
5/10/18	Deed of Lease for 8 Simpson Lane, Tekapo.	Between MDC and Richie Smith Ltd.	880
5/10/18	Agreement Relating to the Management of the Albury Rural Water Scheme	Between MDC and Albury Water Supply Society Inc, 97 Whiteman Road, Albury.	881
26/9/18	Deed of Assignment of Lease Hut 52 Lake Alexandrina Outlet Settlement	Between MDC and Stanley Brian Bradley (Departing Lessee) and Graeme John Shrimpton, Elizabeth Jean MacFarlane (New Lessees)	882
26/9/18	Deed of Assignment of Lease Hut 12 Lake Alexandrina South End Settlement	Between MDC and Joan Gray (Departing Lessee) and Anne Marie Hughes (New Lessee)	883
10/10/18	Contract Documents: Twizel WWTP Infiltration Basins Upgrade	Between MDC and Monadelphous NZ Ltd, Contract No 1242	884
17/10/18	Documents related to the transfer of titles and easements at subdivision, Ostler Rd, Twizel	Between MDC and Avlis Limited	885

☐ 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).