Agenda of Ordinary Council Meeting

Ordinary Council Meeting Agenda 24 March 2020

5.1 Mayoral Activities Report

Attachments: 1. Mayoral Forum News ⇩

Recommendations

That the report be received.

Activities

The Tuia mentorship programme

MDC is taking part in one of New Zealand’s most successful mentorship programmes, which pairs young Māori in one-on-one partnerships with local mayors. The Tuia programme, in partnership with the Mayors Taskforce for Jobs (MTFJ) and the Wellington City Council hosted a Mayoral Training Workshop to help mayors participating in the Tuia programme enhance their mentoring relationship with rangatahi (young) Māori. The partnership between MTFJ and Tuia focusses on a strategic focus for MTFJ, in expanding and advocating the importance of youth mentoring. The Tuia programme has grown year-on-year since its inception in 2011, with 40 councils expected to participate in the programme in 2020. I am mentoring Nikau Whetu from Twizel Area School.

National Land Transport meeting, 12 February

Attended the meeting with Scott Mackenzie, Roading Manager where Jim Harland, NZTA Regional Director reported that NZTA is keen to be transparent and engage with Councils. Regional teams have been set up to assist Councils with their applications to the National Land Transport Programme.

The MDC submission story and asset plan need to show a shift towards longer term thinking. The quality of our submissions will be very important too. It should show good data supporting the forward thinking while always considering value for money. It should be evidence based and fit for the future with considerations to our capabilities.

Mark Yaxley, Lead Advisor Investment Partnerships talked about staying within our ten investment principals including a right size business case. Another document on Government priorities is still to be released by the Minister.

Low Cost Low Risk programs to $1m to be extended to include another category to $5m. This category will require better planning and tourist related projects, bridges etc will qualify. It is important for Councils to have really good activity plans.

NZTA has set up a 10-year plan to deliver on what is needed in land transport systems. It is called Arataki and it needs to consider growth of our population, climate change and new technologies. Funding for this will come from National Land Transport Fund, Provincial Growth Fund, with a local share from ratepayers and 3rd parties such as developer contributions. The step changes intend to transform urban mobility, significantly reduce harm, manage climate change and support regional development.

Assistance is available to help Council draft activity plans but they need to be of a high standard with current data. Unfortunately rural New Zealand is always going to struggle for funding, but if we can be shovel ready, have a good case that stacks up, then we have a good chance.

Scott and I both agree that we need to be well resourced on the ground also with planning which will help with our applications.

Engagement activities with the Community and Council Staff - 1 February – 16 March 2020

§ COVID-19

§ Allandale Water Supply Modelling

§ Aoraki Environmental Consultancy to discuss Cultural Significance of Mackenzie District

§ Burkes Pass Fire Debrief

§ Calvacade Twizel - honorary member

§ Chorus – Cabinet Art

§ Complaint - Aircraft noise Lake Ohau

§ Complaint - Brent Esler – RM190026 – S92 request – Proposed Pukaki Hangar and Dwelling

§ Complaint - Cutting down of trees on Mackenzie Domain

§ Complaint - Mackenzie Four Square

§ Complaint - Judicial Review T1, Tekapo lake Resport 2 and 3 issues impeding development

§ Complaint - RM190206 McClea, The Drive, Twizel

§ Complaint - Responsible campers Godley Peaks Road

§ Complaint - Shared pathway Pioneer Drive

§ Complaint - Tekapo Lake Resort Limited - Lakeside Drive, Tekapo

§ Dawn Aerospace proposal to operate on Pukaki Airport

§ Erebus Place Enquiry

§ Hamilton Statue in Fairlie

§ Illegal Tyre stockpile

§ Lake McGregor Mountain Bike Trail Proposal

§ Lighting agreement with NZTA

§ MOU for Steward Island

§ Pat Shuker – Twizel Whitestone Building

§ Peter Bell – Church Hall lease

§ Pukaki Airport Board disestablishment and establishment of the new Pukaki Airport Committee

§ Reporting on GHG emissions

§ RTO Mackenzie

§ Speed limits to schools

§ Trust Aoraki South Canterbury Sports Awards 2020

§ Twizel Swimming Pool access

§ Water Tekapo

§ Wilford Road Ford

MEETINGS AND EVENTS

February 2020

§ Pukaki Airport Board, 5 February

§ Mackenzie Basin Wilding Tree Trust, 5 February

§ Co-visioning hui Runanga, Destination Mackenzie, 10 February

§ Twizel Builders meeting, 10 February

§ National Land Transport Programme Information Session, 12 February

§ Strategy Workshop, Council, 14 February

§ DLC Member update – meet the agencies, 17 February

§ Luke Paardekooper, 18 February

§ Tekapo Springs 12th Birthday celebration, 18 February

§ Aoraki Environmental Consultancy morning tea, 20 February

§ John Hearnshaw, 20 February

§ Mayoral & EA meeting, 24 February

§ Mayors Meeting Hunter Downs Irrigation Trust, 24 February

§ Albury Hall meeting, 24 February

§ Regional Transport Workshop, 27 February

§ Canterbury Mayoral Forum, 28 February

§ Civil Defence Emergency Management Joint Committee, 28 February

March 2020

§ South Canterbury Chambers, 3 March

§ LGNZ Rural and Provincial meeting, 5-6 March

§ Minister Eugenie Sage meeting, 6 March

§ MBIE officials meeting, 9 March

§ District Plan review workshop, 13 March

§ Builders meeting Tekapo, 23 March

§ Burkes Pass fire debrief, Fairlie 23 March

INVITATIONS

§ MBovis Update MPI – 19 February – Declined

§ Pukaki Airport users group, 1 March – Accepted

§ Farewell function Bob Douglas, 5 March 2020 – Declined

§ RMS Workshop, 13 March – Declined

§ Ministry of Transport 2020 Roadshow (GPS 2021) - Christchurch, 17 March 2020 - Declined

§ Beef + Lamb New Zealand’s Western North Island Showcase and Annual Meeting – Declined

§ NZPI conference 2020 Nelson, 31 March – 3 April 2020 - Declined

§ Anne Thomson, Community Meeting, 7 April 2020 - Accepted

§ Waka Kotahi NZ Transport Agency’s Annual Stakeholder Tour [Meet new CE Nicole Rosie], 21 April 2020 - Accepted

§ Mackenzie RSA to Mayor - ANZAC Day, 25 April 2020 – Accepted

§ Tourism Industry Aotearoa Stakeholders Function, 21 May – Accepted

COMMUNICATIONS AND PUBLICATIONS

I contributed to the following publications:

§ Essence Magazine

§ Mackenzie Messenger

I responded to the following media queries:

§ Owens Musings – radio interview

§ Samesh Mohanlall, Stuff – re impact of Alpine Energy price decrease

§ George Clark, Timaru Courier – Government’s $195m upgrade programme

§ Jackie Curtis – Cherry Red – engagement on Environment Canterbury RLTP

Rural Provincial Meeting, Wellington

Dave Cull, President

Major issues are climate change and funding of rates. Regional input is needed into 3 Waters, government housing and climate change. 60% of water plants are running under investment.

Key messages are that councils need to ensure they are operating at a governance level to lift performance levels and services to build credibility.

Rural councils need to work together. They must have good governance and be able to deliver while building on our strengths. More councils should be encouraged to do CouncilMark.

Malcolm Alexander, LG Conference, Blenheim.

Remits are out. A water ministry needs to be paid for as it’s a good utility to provide an efficient, metering service. Customer of utility infrastructure. Reputation matters. Water is a systems fault.

Funding and finance reform - the paper suggests rates remain appropriate for councils. Ministers don’t trust councils with funding. Councils needs to lift performance and have better management of council issues.

Steven Finlay, General Manager EquiP infrastructure .

We need to understand our capabilities and understand our governance role with clear directions to CEO, but must be able to communicate with evidence. Democracy must work and demonstrate effect. Build on individual and collaborate together as a council. Build political trust and demonstrate our way forward.

Urban and rural fire FENZ identity and relationships have deteriorated. Need to build at a local level.

Forestry covers 1.7 million hectares. Much has been grown to stabilize land. Agriculture is the biggest user of carbon credits. Right tree, right place. Slash management and wilding tree management is needed. Trees are impacting on our roads. Logging and the need to contribute to roading. Land in trees is not rated enough. Irregular nature of logging. Logging contractors don’t care. Targeting rating. Held in separate reserve easier sell to forest owners. Get some funds in advance of road repairs.

George Fietje. Project manager Container return Scheme

2 billon containers are landfilled, 5000 per minute. Need a value on container for deposit return. Improve on recycling and reduce pollution. Need to change the way NZ values containers to bring it more in line with the rest of the world. What will drive this scheme? Returns to manufacture. Norway offers high support. Importers are responsible for returns. Through taxes and incentives we can expect a 95% return. Should align with regional plans and the Treaty of Waitangi. National scheme to be designed by 31st July.

Ordinary Council Meeting Agenda 24 March 2020

6 Reports

6.1 Chief Executive Officer's Activities Report

Attachments: Nil

Recommendations

That the report be received.

Key projects AND ACTIVITIES

Item	Commentary	NEXT Key milestones	status
Destination Mackenzie	§ Co-visioning hui held with three Rūnanga Chairs. § Updated draft Terms of Reference, Scope of Works and Consultants Brief for the study being reviewed. § Met MBIE officials to discuss funding agreement and agree any variations.	§ A schedule of meetings for 2020 for the Governance and Working Groups, § Confirming agency and Rūnanga memberships, representation § Appointment of a consultant to commence work.	Amber
District plan review	§ Engagement of stakeholders § Workshop - District Plan review, Discuss Survey results	§ Report to Planning and Regulatory Committee. § Community Consultation. § Option workshops. § Spatial Planning	GREEN
LONG TERM PLAN	§ Paper to Strategy committee	As resolved by Strategy Committee.	GREEN
tekapo lakefront footpath upgrade	§ Community concerns about the section between SH8 and the Church of the Good Shepherd. § The section on Lakeside Drive has full support. § Council workshopped the feedback and amendments to the proposal were made.	§ Tender the works, engage contractor and complete before 30 June 2020. § Community engagement is ongoing.	AMBER
Township maintenance contract	§ Currently out for tender.	Evaluation report will come to Council 5 May 2020 for decision.	green
tourism infrastructure fund 4	Bus shelters Tekapo: § Writing up scope of works to send out for pricing. Design Build	Assess proposals, decide on the most appropriate solution, select supplier, begin design and construction. Organise location and install.	amber

tourism infrastructure fund 4

Carparks Tekapo and Twizel:

§ Working on designs for Tekapo and Twizel to deal with stormwater.

§ Tender documentation being prepared to enable contract to be let.

§ Check and approve designs

§ Put works out for tender,

§ Award and begin construction.

§ May be affected by winter and pub demolition.

amber

Waste management contract

§ A Request for Proposals (RFP) was issued to registered suppliers on Tuesday 10 March.

§ Invitation to submit a proposal for the Waste Minimisation and Management contract for Mackenzie and/or Timaru and Waimate District Councils.

§ The RFP is the second step in a two-step procurement process for the three Councils.

§ Proposals close on 15 May and it is anticipated to award the contract in July.

green

COMMUNITY FACILITIES BOOKINGS

§ Fairlie community centre – 31.5 hours in February 2020

§ Twizel events centre – 74.5 hours (of which 21 hours were used by Twizel Area School).

TWIZEL INFORMATION CENTRE VISITOR NUMBERS

§ Visitor numbers recorded for February 2020 = 8,549.

§ This compares with 7,610 in 2019 and 7,399 in 2018.

§ The 2020 weekend opening hours increased slightly with an additional 1 hour per day.

complaints register

Department	Nature of complaint	Stage	Status
Compliance	Advertising sign on state highway	One	Resolved
Roading	Effects of road dust on Haldon Station	One	Resolved
CEO	Receipt of sensitive information incorrectly	One	Resolved
Compliance	Driveway drainage run off (Twizel)	One	Resolved
Planning	Resource consent processing time	-	Unknown
Planning	Manuka Terrace bore requirements	-	Unknown
Planning	Effect on neighbour of garage siting	One	Resolved

CUSTOMER CALLS

Customer Calls (ACD Data) - Feb-20
Group	Agent	Total	Unanswered	Busy
600	780 Twizel Reception	38	16	0
	790 Twizel Reception	21	7	0
601	800 Fairlie Reception	398	33	9
	752 Fairlie Reception	378	30	1
611	781 Building	458	258	72
612	751 Planning	155	82	3
613	721 Finance	24	12	2
614	925 Roading	85	44	20
615	719 Rates	72	56	8
TOTAL		1629	538	115

MEETINGS AND EVENTS

February 2020

§ Pukaki Airport Board handover meeting, 5 February

§ Co-visioning hui Rūnanga, Destination Mackenzie, 10 February

§ Twizel Builders meeting, 10 February

§ Strategy Workshop, Council, 14 February

§ Aoraki Environmental Consultancy morning tea, 20 February

§ Mackenzie District Tourism stakeholder engagement meetings, 21 February

§ Canterbury Mayoral Forum, 28 February

§ Civil Defence Emergency Management Joint Committee, 28 February

March 2020

§ South Canterbury Chambers, 3 March

§ LGNZ Rural and Provincial meeting, Chief Executives meeting, 5-6 March

§ Minister Eugenie Sage meeting, 6 March

§ MBIE officials meeting, 9 March

§ Ecan senior officers liaison meeting, 13 March

§ District Plan review workshop, 13 March

§ Builders meeting Tekapo, 23 March

Service Requests

51 requests received from 01/02/20 to 29/02/20

39 requests completed

37 requests completed within timeframe

People and Culture Update

The following HR / People & Culture policies have been drafted and are waiting on feedback from either the ELT, SLT or CEO:

· Remuneration Policy

· Departure Policy

· Code of Conduct

Once feedback has been received, updates or amendments made the policies will be implemented and communicated to all MDC team members.

Work has begun on the following HR / People & Culture / H&S policies:

· H&S Leadership and Commitment Policy

· H&S Employee Engagement Policy

· H&S Risk Management Policy

· Motor Vehicle Policy

· Leave Policy

The overarching Performance Framework continues to be developed with role families and specific role behaviours being developed, new position description templates containing Values, expected behaviours, H&S KPI’s and role specific behaviours being included.

Mid-year performance reviews for all MDC team members have been completed.

A new Welcome booklet has been developed as part of the induction and onboarding process for new MDC team members. This will be sent out alongside the employee documentation as a way of introducing them to the Mackenzie District Council. Further to this, a newly updated employee guide has been finalised to provide new team members on their first day. It covers key information about working at the Council. The current induction and onboarding process is underway with a view to simplifying the process for both the leader and the new team member.

Resignations / Departures:

· Evangeline Versfeld, Customer Service Officer. Final day 10 March 2020.

· Peter Robertson, Senior Building Control Officer. Final day 11 March 2020.

· Sharon Fraser, Temp Administration Support Officer (Planning). Final day 20 March 2020.

· Simon Mackenzie, GM Operations. Final day 21 February 2020.

Appointments / New team members:

· Cathy Matheson, Administration Support Officer (Planning). Starts 16 March 2020.

· Ross Davenport, Building Control Officer. Starts 23 February 2020.

Current vacant positions:

· General Manager, Operations, full time based in Fairlie

· Senior Building Control Officer, full time based in Twizel

· Governance Advisor, full time based in Fairlie

· Building Control Officer x2, full time based in Twizel

· Customer Service Officer, full time based in Fairlie

· Engineering Officer (Water / Community Facilities), full time based in Fairlie

· Planning Team Leader, full time based in Fairlie

Health, Safety and Wellbeing Update

All Fleet vehicles now have a first aid kit, sunscreen and durable gloves for doing ‘mucky’ jobs e.g. changing tyres, picking etc. and the First Aid kits for Fairlie and Twizel offices have been restocked and will be managed by Katherine Hill (Senior Corporate Planner) going forward.

Lost Time Injuries / Near Misses / Incidents / Work & Non Work Related Injuries:

· There have been no work related injuries or lost time injuries reported in February 2020

· Chlorine spill / leakage of approx. 50 - 100 litres at the Twizel swimming pool with severe leakage into the stormwater drainage. This occurred on Sunday, 16 February 2020. Worksafe and ECAN were notified. Investigation underway.

· Resealing at the Pukaki Airport. Contractors engaged by the Mackenzie District Council were undertaking resealing work of the runway at the Pukaki airport. Notams had been issued yet an aircraft attempted to land whilst the resealing was underway. The contractor reported this to the Pukaki airport. Due to the seriousness of the incident, a review of processes will need to be undertaken. The Health, Safety and Wellbeing team will work with the CEO on this.

· A parked Council vehicle was swiped by another vehicle in the Twizel carpark near the Information Centre. A member of the public pointed this out to the Compliance Officer as the person who swiped the Council vehicle drove off and had not left any details. The left side of the vehicle was gouged and dented. Unfortunately the person/s responsible haven’t come forward.

The Mackenzie District Council are working with EAP Services to deliver a number of wellbeing sessions to our employees covering a range of topics such as financial wellbeing, work-life balance, emotional intelligence, open communication in the workplace, stress / resilience / mindfulness and sleep and fatigue.

We will aim to start these in April due to facilitators being based in Christchurch and MDC having to plan ahead and communicate with all our team members.

Ordinary Council Meeting Agenda 24 March 2020

6.3 Pukaki Airport Landing Fees

Author: Katherine Hill, Senior Corporate Planner

Authoriser: Darren Brown, Information and Engagement Manager

Attachments: Nil

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/licenses (e.g. under Health Act, Dog Control Act) and other decisions that may be appealable to the Court including the Environment Court.
☐ Not applicable	(Not applicable to Community Boards).

Purpose of Report

For the Council to formalise the set landing fees for Pukaki Airport as part of Council’s Fees and Charges for 2019/20.

Staff Recommendations

1. That the report be received.

2. That the Council adopt the following Pukaki Airport Landing Fees and include these in the Mackenzie District Council Fees and Charges for 2019/20.

Helicopters - $10.00

Aircraft to 1500kg - $10.00

Aircraft 1501kg – 2500kg - $15.00

Aircraft 2501kg – 3500kg - $30.00

Aircraft 3501kg – 5500kg - $40.00

Background

Council is able to set fees for various activities, in accordance with relevant statutes. Each year Council staff review existing fees and charges and make recommendations for Council to adopt revised fees and charges to be effective at the beginning of a new financial year (1 July). Notwithstanding this, changes can be made to these fees and charges during the year unless restricted by statute.

Until the recent changes to the Committee structure, the Pukaki Airport Committee was responsible for the operation and management of the Pukaki Airport. As part of their operation, the Committee set the following landing fees:

Helicopters	$10.00
Aircraft to 1500kg	$10.00
Aircraft 1501kg – 2500kg	$15.00
Aircraft 2501kg – 3500kg	$30.00
Aircraft 3501kg – 5500kg	$40.00

Since the establishment of the Commercial and Economic Development Committee, the operation of the Pukaki Airport has been transferred to Council’s Property and Commercial Management Team. Following this change, Council needs to formalise landing fees for Pukaki Airport as part of its fees and charges.

As all of Council’s fees and charges will be reviewed prior to 1 July 2020, it is advised that the landing fees be adopted as outlined above, consistent with current fees.

Policy Status

The proposed landing fees are required to be set in a manner that ensures compliance with Council’s Revenue and Financing Policy which provides that Pukaki Airport activities shall be funded 0-20% through user charges, with the balance funded through reserve funds (0-20%) and investment income (80-100%). The proposed Pukaki Airport landing fees remain in compliance with this Policy.

Significance of Decision

This matter is not considered to be significant under the Council’s Significance and Engagement Policy.

Options

The options available to Council are to:

1. Adopt the proposed Pukaki Airport landing fees; or

2. Instruct staff to make amendments to the proposed Pukaki Airport landing fees and adopt those fees including amendments; or

3. Decline to adopt the Pukaki Airport landing fees.

As the decision sought is to formalise the existing landing fees which have been charged by the former Pukaki Airport Committee and, Council will have an opportunity to reviews its full fees and charges prior to 1 July 2020, it is recommended that Option 1 (to adopt the proposed landing fees as outlined) be taken.

Considerations

Legal

There are no statutory requirements in relation to the setting of landing fees for a Council airport.

Financial

The setting of fees and charges provides part of the Council’s funding for its activities as set out in the Revenue and Financing Policy.

Other

N/A

Conclusion

This paper seeks for Council to formalise the landing fees for Pukaki Airport as part of Council’s Fees and Charges for 2019/20.