506th Meeting
Notice is given of an Ordinary Meeting of Council to be held on:
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Date: |
Tuesday, 11 August 2020 |
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Time: |
9.30am |
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Location: |
Council Chambers Fairlie |
AGENDA
Ordinary Council Meeting
11 August 2020
Note: This meeting may be digitally recorded by the minute-taker.
Council Membership:
Graham Smith (Chair)
James Leslie
Anne Munro
Stuart Barwood
Murray Cox
Emily Bradbury
Matt Murphy
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The purpose of local government:
(1) The purpose of local government is—
(a) to enable democratic local decision-making and action by, and on behalf of, communities; and
(b) to meet the current and future needs of communities for good-quality local infrastructure, local public services, and performance of regulatory functions in a way that is most cost-effective for households and businesses.
(2) In this Act, good-quality, in relation to local infrastructure, local public services, and performance of regulatory functions, means infrastructure, services, and performance that are—
(a) efficient; and
(b) effective; and
(c) appropriate to present and anticipated future circumstances.
(Local Government Act 2002)
Ordinary Council Meeting Agenda 11 August 2020
6.1 Chief Executive Officer's Activities Report
6.3 Local Governance Statement
6.4 Electoral System Commencing from the Next Triennial Election
6.5 Policy Retirement - Nuclear Weapon Free Zone Policy
7 Community Board Recommendations
7.1 Minutes of Twizel Community Board Meeting - 8 June 2020
7.2 Minutes of Tekapo Community Board Meeting - 10 June 2020
7.3 Minutes of Fairlie Community Board Meeting - 11 June 2020
8.1 Minutes of Council Meeting - 14 July 2020
8.2 Minutes of Council Meeting - 30 June 2020
8.3 Minutes of Council Meeting - 23 June 2020
14.1 Joint Southern Canterbury Councils Representative on CWMS Regional Water Management Committee
15.2 Adoption of Waste Minimisation and Management Contract
16.3 Minutes of Public Excluded Council Meeting - 14 July 2020
17.4 Minutes of Public Excluded Council Meeting - 23 June 2020
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That the report be received. |
Activities
Rural Provincial meeting
Outgoing Local Government NZ President David Cull praised councils for a great effort over COVID-19. The water reforms are on the back of years of Central Government under-investment into infrastructure on behalf of Councils. David was proud of what he believed he had achieved and was proud to have led the organization over the last 4 years. The LGNZ annual meeting is taking place on 21st August. Alex Walker, Mayor Central Hawkes Bay and Stuart Crosby are in the running to replace David as President.
Lawrence Yule, Member of Parliament of the Tukituki electorate and Opposition Spokesperson for Local Government was a speaker at the meeting. He spoke against the reforms in their current design. He advocates for growing Districts for economic wealth and for the Government to spend borrowed funds wisely.
Robert Pigou Head of Provincial Development Unit (PDU) also addressed the meeting. He spoke about the Primary Growth Fund reset post COVID-19. $600millon has been repurposed for projects to create jobs and which can get underway within six months. $3 billion, of which $2.64 billion is committed, has produced 4136 jobs and $495 million is committed to Maori economic development.
The PDU is working closely with the Ministry of Social Development and Waka Katohi NZTA with the Department of Conservation as Crown infrastructure partners to collaborate in the full investment process.
Minister Nanaia Mahuta and Allan Pragnel, Department of Internal Affairs and Brian Hanna, independent Chairperson spoke about Three Waters and the $761 million opt-in stimulus approach. We don’t know all the answers, but the present structure is not sustainable.
The Auditor-General report shows a $6 billion - $7 billion gap. 50% of the wastewater schemes need reconsenting over the next 10 years. $4 billion is allocated to upgrade wastewater plants and $300 million -$570 million to meeting drinking water standards. Reticulated networks are unknown. The challenge is greatest for small councils? Councils must decide to opt into tranche 1 by end August 2020. If opting in, Councils have a year to decide on their next move.
Bill Bayfield is the new CEO of the Water Services Regulator, Taumata Arowai. The agency has the weight, responsibility and authority to act as a regulator. The Water Services Regulator Bill, Taumata Arowai is currently in Parliament for consideration and should be fully and be fully operational by July 2021.
Brian Lochore, Motor Caravan Association has released a book on approximately 70 motorhome friendly towns. Membership is showing a big increase to 97,600 at present.
Minister Ron Marks, Defence Minister spoke about not wasting a crisis to improve the way we manage the country. NZ First will honour PGF funding.
Minister Tracy Martin, Minister for Internal Affairs and Children spoke about problems with unregulated internet access for children. $60 million in funding has been allocated to improving libraries. $1.2 million has been allocated services for Seniors and $50 million to refit Fire Stations.
Engagement with the community
§ Pukaki Airport, Dawn Aerospace
§ Mayors Taskforce for Jobs – Support of a funding application
§ NZ ADV Bike Access – Adventure Biking event
§ Central South Island Cycle Trail – Proposal to instigate is a heritage/adventure cycle track from Timaru to Tekapo via Fairlie, linking up with the Alps To Ocean track
§ Three Waters Reform Review
§ 1365 Clayton Road - CCC Issues
§ Tekapo Tavern
§ Lake Ruataniwha - wilding tree felling and desired protection area
§ Lake Alexandrina – Memorial Bench/Chair
§ Mackenzie Highland Spring Fling
§ Christopher Hathaway - Hocken Lane, Twizel – animal concen
§ Domestic Events Fund for Canterbury
§ Tourism Aviation – Letter of Support
Meetings
§ 23 June, 2020 – Anne Thompson, Heartlands
§ 26 June, 2020 – Webinar – PRC Consul-General to the South Island
§ 26 June, 2020 – Zoom meeting Minister Parker and Minister Sage
§ 29 June, 2020 – Meeting with Chief Executive, Executive Advisor and Recovery Manager
§ 29 June, 2020 – Mayors meeting Timaru District Council
§ 29 June, 2020 – SCDHB and South Canterbury Mayors meeting
§ 29 June, 2020 – Mackenzie Alignment Forum
§ 29 June, 2020 – Alpine Energy
§ 1 July, 2020 – Todd Muller roadshow
§ 1 July, 2020 – Steve Thompson
§ 2 July, 2020 – South Canterbury Chambers of Commerce
§ 3 July, 2020 – Grant Robinson meeting
§ 6 July, 2020 - Meeting with Chief Executive, Executive Advisor and Recovery Manager
§ 6 July, 2020 – Alpine Energy
§ 8 July, 2020 – Spatial Planning workshop Fairlie
§ 9 July, 2020 - Spatial Planning workshop Twizel
§ 10 July, 2020 – Spatial Planning workshop, Tekapo
§ 10 July, 2020 – Zone 5 meeting – Water reform programme
§ 13 July, 2020 - Meeting with Chief Executive, Executive Advisor and Recovery Manager
§ 15 July, 2020 – Destination Mackenzie Working Group zoom meeting
§ 16 July, 2020 – Rural Provincial Meeting, Wellington
§ 17 July, 2020 - Rural Provincial Meeting, Wellington
§ 20 July, 2020 – Famil hosting meeting, Luke Paardekoper and ChristchurchNZ
§ 20 – 24 July, 2020 – Annual leave
§ 20 July, 2020 - Meeting with Chief Executive, Executive Advisor and Recovery Manager
§ 27 July, 2020 - Meeting with Chief Executive, Executive Advisor and Recovery Manager
§ 27 July, 2020 - Plan for Canterbury meeting with Mayors
§ 29 July, 2020 – Spatial Planning Optioneering workshop, Fairlie
§ 30 July, 2020 – AEL Director shortlisting
§ 31 July, 2020 – Zone 5 – Three Waters Reform
§ 31 July, 2020 – Spatial Planning Optioneering Workshop, Tekapo
§ 29 July, 2020 – Destination Mackenzie working group zoom meeting
§ 30 July, 2020 – Spatial Planning Optioneering workshop, Twizel
§ 3 August, 2020 - Meeting with Acting Chief Executive, Executive Advisor and Recovery Manager
§ 3 August, 2020 – Twizel Community Board meeting
6.1 Chief Executive Officer's Activities Report
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That the report be received. |
I would like to pay tribute to Trevor Shadbolt, a valuable team member who tragically lost his life this month. Our sincerest condolences to Trevor’s family for their loss. We will remember Trevor’s valued contribution to our Pukaki Airport and the wider community.
KEY STRATEGIC Activities
Council’s journey towards COVID-19 Recovery in the District is underway with number of key strategic activities. This package of important strategic work will feed into our next Long-Term Plan.
Despite COVID-19, we remain optimistic and will embrace the challenges and opportunities ahead.
Recovery
Council has adopted a COVID-19 Economic and Community Recovery Action Plan with 14 immediate priorities, 8 short/medium term priorities and 9 long term priorities. One of the priorities was to establish and empower a community driven Advisory Group to design the district’s recovery and work towards our ambitious recovery vision that “the Mackenzie Community is the most engaged, resilient and flourishing community in New Zealand”. A Recovery Manager has been appointed supported by a Business Liaison Officer to work with and in the community on this vision and recovery work programme.
The role of this Advisory Group will be to challenge mindsets to become more innovative, to enable a comprehensive rethink of the district’s future economic and social fabric and to strengthen the glue that holds our community together.
Council’s role in the recovery process is as facilitator, enabler and advocate. We have also provided $200,000 of seed funding as part of our stimulus package.
Annual Plan
We have successfully completed the 2020/21 Annual Plan which represents year 3 of our Long-Term Plan 2018-28. Despite the impact of COVID-19, Council is confident that it can still deliver a strong level of service made possible by smart financial management and providing the opportunity to reduce almost 50% of our projected rates with investment income.
We have also reviewed the timing of some of our upcoming core infrastructure projects as highlighted in the Annual Plan. For example, we have prioritised water supply projects worth $10.66m with $10.0m being debt funded. This includes the completion of the Fairlie Water Treatment Plant which we commenced in 2019/20 and the completion of an associated reservoir, water pipe replacements in Twizel and Fairlie and an upgrade to the Burkes Pass water supply treatment plant.
In roading we have also prioritised key shovel ready minor and safety improvement projects, focussing on projects which allow us to maximise our available NZTA co-funding and low interest rates. A number of projects will be footpaths and shared-use paths to promote a fit and healthy community.
Tourism and economic development portfolio
Council is making considerable changes to our tourism and economic development portfolio, including our Tourism Information Centre in Twizel. We intend to install 24hour self-service kiosks in Market Place to deal with competing demands in the Information Centre and to ensure that we are able to provide effective and efficient services to our community.
We have also reviewed our service delivery contracts for tourism promotion and economic development with changes enabling an internal resource to lead more effective and efficient delivery of these services to our community.
District Plan review
We have prioritised our District Plan Review, investing $1.2m to ensure we are able to complete this overdue review.
The District Plan data projections will inform our future transport planning work as well as the Destination Mackenzie project.
A series of Spatial Planning workshops in Fairlie, Tekapo and Twizel has been well received and attended by the community and the Papitipu Rūnanga and delivery options will be presented to Council in October 2020.
Te Manahuna Ki Uta/Destination Mackenzie Project
The three Rūnanga Chairs have signed-off on the Terms of Reference for the Governance Group and provided a name for the project – Te Manahuna Ki Uta/Destination Mackenzie project.
The RFP process commenced on 1 July to recruit a consultant. Tender submissions closed on 31 July. Next steps include an evaluations process by a panel of all participating partners in the project (Nga Rūnanga, MBIE, DOC, Waka Kotahi NZTA, LINZ, Mackenzie Development Group and MDC) for a recommendation to Council of the successful proposal at an Extraordinary meeting on 25 August 2020.
Funding timelines and milestones in the Funding Agreement with MBIE have been updated to reflect the amended project timeline after it was put on hold in September 2019.
ON THE HORIZON
Three Waters
The Government’s official launch of the long-awaited Three Waters Reform Programme has significant implications for our sector. The Government is investing $761 million to assist local government upgrade under-pressure water services (drinking, waste and storm water infrastructure).
Councils have been aware for some time about the work behind the scenes on this reform programme. The announcement will give rise to more questions, particularly regarding the $761 million funding stimulus package and the broader implications for the future role and function of local government.
Executive Team members, Councillors and I attended a DIA-led workshop (supported by LGNZ and SOLGM) to talk about the roadmap for the reform process. As a high-level preview, the reform proposals will be rolled out in three tranches over the next three years. Those councils who opt-in to Tranche One will be eligible for a share of the stimulus funding and be required to disclose detailed data related to their three waters infrastructure.
At the Rural Provincial meeting in Wellington recently, Chief Executives supported holistic reform, asking Mayors and the Steering Committee to push central government to consider total transformation in NZ, i.e. rescope the form and function of not only local government but also central government.
Next steps include a generic report from SOLGM and a draft Canterbury review through a Terms of Reference and Scope of Works, to aid councils in their considerations of opting in (or not) into Tranche 1 of the reform programme.
Mackenzie Alignment Programme
Mackenzie District Council is working together with the wider Mackenzie Basin Alignment Programme to apply for funding to various funding pots currently available under the Recovery Stimulus package. More details will be reported to Council as they become available.
An Agency Alignment hui with Ministers, Mayors, and the Chairs of Nga Rūnanga is scheduled for 14 August 2020, the agenda still to be finalised.
Provincial Growth Funding programmes
Council has recently submitted funding applications for the following strategic projects:
§ Townhalls – District Wide Community Hall and Centre Kitchen Upgrades (Albury Community Hall, Fairlie Community Centre, Twizel Community Centre) – $405,000
§ Albury Hall renovations (Roofing and Water Tightness) - $50,000
Mayor’s Taskforce for Jobs
A proposal for partnership funding of up to $500,000 has been provided to Mayors Taskforce for Jobs and Ministry of Social Development to deliver sustainable employment for 50 people who are Not in Education, Employment or Training (NEETS) and/or who have been displaced from their employment under COVID-19.
ENGAGEMENT WITH Rūnganga
§ Over the past year, we have seen the relationships with the local Rūnanga and Aoraki Environmental Consultancy Limited (AEC) transform in our efforts to build a solid relationship through partnership, trust and engagement.
§ This is demonstrated by the momentum Council has gained on the Destination Mackenzie project partnering with Nga Rūnganga with the three Chairs having seats in both the working and governance groups of the project. The Rūnganga also provided a name for the project – Te Manahuna Ki Uta / Destination Mackenzie Project.
§ AEC and the Mackenzie District Council Planning team are working closely together on the District Plan with two of AEC’s Cultural Monitors engaged actively on and attending the Spatial Planning workshops.
§ Nga Rūnanga has also been invited to a hui to partner with the Mackenzie District Council to co-design the Recovery programme.
PEOPLE AND CULTURE UPDATE
Recruitment
There was no recruitment activity during June however preparation is underway for two roles to be advertised in July.
Policies
A number of policies were rolled out to the full Mackenzie District Council team during June:
§ Recruitment and Selection Policy
§ Recruitment and Selection Timeframes
§ Code of Conduct
§ Remuneration Policy
§ Bullying and Harassment Policy
§ Health and Safety Statement and Policy.
All team members will be required to sign the Code of Conduct acknowledgement form.
Online health and safety system
Configuration for the Mackenzie District Council online health and safety system ramped up during June with the Incident and Hazard modules being tested by a pilot group in preparation for them to become live in early July.
Full Time Employee (FTE) Headcount for MDC
FTE includes all permanent full / part time employee and fixed termers. Casuals and Contractors are reported outside FTE.
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MONTH |
CASUALS |
FULL TIMERS |
PART TIMERS |
TOTAL MDC FTE |
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January 2020 |
1 |
42 |
11.24 |
53.24 |
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February 2020 |
0 |
42 |
8.94 |
50.94 |
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March 2020 |
0 |
38 |
6.09 |
44.09 |
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April 2020 |
0 |
38 |
6.09 |
44.09 |
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May 2020 |
0 |
36 |
6.03 (12) |
42.03 |
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June 2020 |
0 |
39 |
7.16 (13) |
46.16 |
Recruitment Activity and New Hire Failures by Business Unit
New Hire Failure rate is the total number of permanent staff who resigned within the first 12 months of being employed. It is calculated over the last 12 months and excludes casual and fixed term employees.
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BUSINESS UNIT |
TOTAL EXITS (1 July 2019 – 30 June 2020) |
EXITS UNDER 12 MONTHS OF EMPLOYMENT |
NEW HIRE FAILURE RATE |
|
CEO |
1 |
1 |
100% |
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Finance |
1 |
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Community Facilities & Services |
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Solid Waste |
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Planning |
1 |
1 |
100% |
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Regulatory |
5 |
5 |
100% |
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Engineering |
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Property & Commercial |
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|
|
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Customer Service |
2 |
1 |
50% |
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Information & Engagement |
2 |
1 |
50% |
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EMO |
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Fleet / Cars |
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TOTAL |
12 |
9 |
75% |
OPERATIONS UPDATE
IANZ Audit
The recent IANZ audit concluded successfully with only 15-16 General Non-Compliances issued. Work has already begun on rectifying issues identified.
Congratulations to the Regulatory team for their resilience and tenacity in what has been a challenging year to get an in-house building team settled.
Building Consent Numbers
§ For the period 1-30 April 2020, 21 building consents applications were received. We granted 15 consents under Delegated Authority.
§ For the period 1-31 May 2020, 28 building consents applications were received. We granted 18 consents under Delegated Authority.
§ For the period 1-30 June 2020, 29 building consents applications were received. We granted 32 consents under Delegated Authority.
Resource Consents applications received
CORPORATE UPDATE
LGOIMAs received
Complaints received
Six formal complaints were received during June:
§ Compliance – Dog control on The Drive, Twizel – Stage One Resolved
§ Planning – Forestry in Res 1 land on Adjacent Site creates Shading – Stage One Resolved
§ Compliance – Wandering Dogs Leaving Faeces on Pavements and Grass – Stage One Resolved
§ Compliance – Top Pub Fairlie Gambling Machine Consent – Stage One Resolved
§ Compliance – Tekapo Hotel Delay in Resolving Issues – Stage One Resolved
§ Corporate Services – Receivables and Revenue Processes – Stage One Resolved
Community Centre Bookings
§ Fairlie Community Centre – total bookings 41.5 hours
§ Twizel Events Centre – total bookings 94.55 hours (of which 70.55 hours were used by Twizel Area School).
Twizel Information Centre Visitor Numbers
§ Visitor numbers recorded for June 2020 = 2,295.
§ This compares with 2,876 in 2019 and 2,837 in 2018.
§ The 2020
weekend opening hours increased slightly with an additional 1 hour per day.
Service requests
Customer calls
MEETINGS
Key meetings upcoming
6/7 October - Climate Change + Business Conference
Past meetings attended since last Council meeting
§ 29 June 2020 – Mackenzie Alignment Group
§ 29 June 2020 – Alpine Directors Meeting
§ 1 July 2020 – Nicola Toki, DOC
§ 2 July 2020 – Andrew Tombs, Alpine Energy
§ 3 July 2020 – Warren Robertson, MBIE
§ 8 July 2020 – Todd Muller event
§ 9 July 2020 – Spatial Planning Workshop, Twizel
§ 10 July 2020 – Spatial Planning Workshop, Tekapo
§ 10 July 2020 – Zone 5 water reforms meeting
§ 13 July 2020 – 3Waters Webinar
§ 13 July 2020 – Waka Kotahi NZTA CEO Nicole Rosie virtual meeting
§ 13 July 2020 – Recovery meeting 3 CEs
§ 15 July 2020 – Destination Mackenzie Working Group meeting
§ 16 and 17 July 2020 – Rural Provincial meeting
§ 21 July 2020 – Councillor Workshop, Waste Contract
§ 22 July 2020 – PSA meeting
§ 22 July 2020 – Destination Mackenzie evaluation process meeting
§ 23 July 2020 – ANZSOG webinar
§ 27 July 2020 – Canterbury Chief Executives Forum and CDEM CEG meeting
§ 29 July 2020 – 3 Waters meeting, Timaru District Council
§ 30 July 2020 – Senior Leadership meeting
§ 30 July 2020 – ANZSOG & CPI – Reimagining government, reorient to learning
§ 31 July 2020 – Zone 5 Water Reforms meeting
§ 3 August 2020 – Annual Leave
Report Approved by Paul Numan, Acting Chief Executive.
Author: Jo Hurst, Management Accountant
Authoriser: Adrian Hodgett, Finance Manager
Attachments: 1. Council Financials to June
2020 ⇩
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That the financial report for Mackenzie District Council to June, 2020, be received. |
6.3 Local Governance Statement
Author: Arlene Goss, Governance Advisor
Authoriser: Paul Numan, General Manager Corporate Services
Attachments: 1. Draft Local Governance
Statement 2020 ⇩
Council Role:
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☒ Advocacy |
When Council or Committee advocates on its own behalf or on behalf of its community to another level of government/body/agency.
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☐ 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.
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☒ Legislative |
Includes adopting District Plans and plan changes, bylaws and policies.
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☐ Review |
When Council or Committee reviews decisions made by officers.
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☐ 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.
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☐ Not applicable |
(Not applicable to Community Boards).
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Purpose of Report
For Council to adopt a Local Governance Statement for the Mackenzie District Council.
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1. That the report be received. |
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2. That Council adopts the 2020 Local Governance Statement for public release. |
Background
Section 40 of the Local Government Act 2002 (LGA) requires the council to prepare a local governance statement and make it publicly available. This must be completed within six months after each triennial general election. The attached document was prepared in March, 2020, but its adoption was delayed by the Covid-19 shut down.
The LGA requires a local governance statement to include the following information:
· The functions, responsibilities, and activities of the local authority
· Any local legislation that confers powers on the local authority
· The bylaws of the local authority, including for each bylaw, its title, a general description of it, and when it is due for review.
· The electoral system and the opportunity to change it
· Representation arrangements
· Members’ roles and conduct (with specific reference to the applicable statutory requirements and code of conduct)
· Governance structures and processes, membership, and delegations
· Meeting processes (with specific reference to the applicable provisions of the Local Government Official Information and Meetings Act 1987 and standing orders)
· Consultation policies
· Policies for liaising with, and memoranda or agreements with, Maori
· The management structure and the relationship between management and elected members
· Equal employment opportunities policy
· Key approved planning and policy documents and the processes for their development and review
· Systems for public access to the Council and its elected members
· Processes for requests for official information
Following adoption, the governance statement will be available at Council offices and on the Council’s website. The statement is required to be updated from time to time, as appropriate/necessary.
Significance of Decision
Not significant.
Options
Not applicable. Releasing a local governance statement is required by section 40 of the LGA.
Conclusion
The council is required to release a local governance statement each triennium. Attached is Mackenzie District Council’s statement for the Council to adopt for public release.
6.4 Electoral System Commencing from the Next Triennial Election
Author: Arlene Goss, Governance Advisor
Authoriser: Paul Numan, General Manager Corporate Services
Attachments: 1. Draft Public Notice of
Electoral System ⇩
Council Role:
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☐ Advocacy |
When Council or Committee advocates on its own behalf or on behalf of its community to another level of government/body/agency.
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☐ 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.
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☒ Legislative |
Includes adopting District Plans and plan changes, bylaws and policies.
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☐ Review |
When Council or Committee reviews decisions made by officers.
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☐ 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.
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☐ Not applicable |
(Not applicable to Community Boards).
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Purpose of Report
To enable Council to decide which voting system it wishes to implement for the next two triennial elections.
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1. That the report be received. |
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2. That Council adopt the First Past the Post (FPP) Voting System for the next two triennial elections, OR: 3. That Council adopt the Single Transferable Vote (STV) Voting System for the next two triennial elections. |
Background
Council must decide, and therefore resolve, which of the two electoral systems it wishes to use for the next two triennial elections for both Council and Community Board elections. This requirement is detailed in Sec27 of the Local Electoral Act 2001 (The Act).
Council resolved to continue with the First Past the Post (FPP) system six years ago. Council has an option to review and change to the Single Transferrable Vote (STV) system if it wishes. This decision must be taken before 12 September, 2020.
Council must give public notice no later than 19th September of Council’s proposed electoral system. This informs voters that the resolution can only be overturned by a Poll of Electors (Sec 28(2) of the Act). A draft public notice is attached to this report.
All elections undertaken prior to the next triennial election are undertaken under the current electoral system. All elections from the next triennial election (including that election) will be subject to the new electoral system (if it is changed).
Maori Wards
The Act also provides for Maori wards to be established at any time, however for this to be in place by the next election a resolution must be passed before the 23rd of November this year. According to Statistics NZ, the Mackenzie District contains only 63 Maori electors. This population ratio does not meet the threshold to establish a Maori ward under the Electoral Act. The Local Government Commission recommends that Councils in this position consider other ways of encouraging Maori representation in local decision making.
Options
The two electoral systems differ. The following is a general description of the FPP system:
1. Voters cast as many votes as there are positions to be filled.
2. Where a single position is to be filled, the candidate who received the highest number of votes is elected.
3. Where more than one position is to be filled, the candidates equal to the number of positions who receive the highest number of votes are elected.
The STV system is more complicated:
1. Voters express a first preference for one candidate and may express a second and further preferences for other candidates up to the number of candidates standing.
2. A quota for election is calculated from the number of votes and positions to be filled.
3. The first preferences are counted and any candidate whose first preference votes equal or exceed the quota is elected.
4. If insufficient candidates are elected the proportion of the elected candidates votes above the quota is redistributed accordingly to the voters’ second preference and:
a. Candidates who then reach the quota are elected and
b. The candidates with the fewest votes is excluded.
5. The excluded candidate votes are redistributed according to their further preferences.
6. If insufficient candidates are elected, repeat points 4 & 5 until all positions are filled.
In the case of an election for a mayoral or single member vacancy the voting requirements has the following features:
1. Voters express a first preference for one candidate and may express a second and further preferences for other candidates.
2. An absolute majority of votes for the election is calculated from the number of votes and the positions to be filled.
3. The first preferences are counted and if a candidate’s first preference votes equal or exceeds the absolute majority of votes, then the candidate is elected.
4. If no candidate is elected, the candidate with the fewest votes is excluded and that candidates votes are redistributed according to voters’ further preferences.
5. Repeat Point 4 until a candidate is elected.
Policy Status
This process is governed by the Local Electoral Act 2001.
Significance of Decision
The decision is not considered significant, although the decision will be publicly notified and may be the subject of an elector poll.
Considerations
Legal
N/A
Financial
There will be financial implications for Council if any of the following things happen:
· Council resolves to hold a poll of electors.
· Five percent of eligible voters request a poll.
· Council changes from the current FPP system to STV and public education is required to help voters understand the change.
Conclusion
Staff must remain neutral and should not favour one system over the other. Therefore there are two options to consider and recommendations have been included above for both.
6.5 Policy Retirement - Nuclear Weapon Free Zone Policy
Author: Arlene Goss, Governance Advisor
Authoriser: Paul Numan, General Manager Corporate Services
Attachments: 1. Nuclear Weapon Free Zone
Policy ⇩
Purpose of Report
The purpose of this paper is to consider options regarding the Nuclear Weapon Free Zone Policy, adopted in 1992, and wither this policy is still required.
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1. That the report be received. |
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2. That Council resolves to retire the Nuclear Weapon Free Zone Policy and not replace it. |
Background
A review of governance policies was undertaken by staff during the Covid-19 shutdown. The Nuclear Weapon Free Zone Policy was included in this review. This policy contains a statement intent for the district to remain a nuclear weapon free zone but contains no detail as to related matters or the means by which this will be maintained.
This policy was written and adopted by Council in 1992 and there is no record of subsequent reviews or update.
Policy Status
The territorial sea, land and airspace of New Zealand became nuclear-free zones under the ‘New Zealand Nuclear Free Zone, Disarmament, and Arms Control Act 1987’. This has since remained a part of New Zealand's foreign policy. No changes to this are anticipated at the time of this review.
The Act prohibits "entry into the internal waters of New Zealand by any ship whose propulsion is wholly or partly dependent on nuclear power" and bans the dumping of radioactive waste into the sea within the nuclear-free zone, as well as prohibiting any New Zealand citizen or resident "to manufacture, acquire, possess, or have any control over any nuclear explosive device." The Act does not prohibit nuclear power plants, nuclear research facilities, the use of radioactive isotopes, or other land-based nuclear activities.
There is no record of the reasons behind drafting of this policy but, it may have been to prevent land-based nuclear activities within the Mackenzie District.
The District Plan does not specifically prohibit or deal with nuclear activities on land within the Mackenzie District.
It should be noted that the Policy, as it currently stands, consider only nuclear weapons and makes no determination on a wider nuclear free status.
Significance of Decision
Decisions regarding the policy is not considered to be significant under the council’s Significance and Engagement Policy.
Options
(a) Leave the Nuclear Weapon Free Zone Policy 1992 in place;
(b) Retire the Nuclear Weapon Free Zone Policy 1992 and opt not to replace it;
(c) Request that the Nuclear Weapon Free Zone Policy 1992 be reviewed, re-written and updated. This may include extension of the policy beyond nuclear weapons. If this option is chosen, public consultation may be required.
Considerations
Legal
Central government legislation may be considered adequate to address this issue with regard to restrictions on the ability to “manufacture, acquire, possess, or have any control over any nuclear explosive device."
Conclusion
The current policy is limited. Council may wish to consider the appropriateness of this policy.
Author: Alexis Gray, People and Culture
Authoriser: Paul Numan, General Manager Corporate Services
Attachments: 1. Remuneration Policy ⇩
Council Role:
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☐ Advocacy |
When Council or Committee advocates on its own behalf or on behalf of its community to another level of government/body/agency.
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☐ 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.
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☒ Legislative |
Includes adopting District Plans and plan changes, bylaws and policies.
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☐ Review |
When Council or Committee reviews decisions made by officers.
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☐ 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.
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☐ Not applicable |
(Not applicable to Community Boards).
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Purpose of Report
This policy is presented to Council for adoption.
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1. That the report be received. |
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2. That the Remuneration Policy be adopted by Council. |
Background
The Remuneration Policy has been created as part of the ongoing work within the People and Culture space. It has been considered and reviewed by the Executive Team, Chief Executive Officer and discussed at a Council Workshop.
Policy Status
This policy has been created and is in draft form, submitted to Council for approval and adoption.
Conclusion
It is recommended that the Council adopt this policy.
7 Community Board Recommendations
7.1 Minutes of Twizel Community Board Meeting - 8 June 2020
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of the Twizel
Community Board meeting 8 June 2020 ⇩
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That the Minutes of the Twizel Community Board Meeting held on Monday 8 June 2020 be received. That Council notes the following resolutions passed by the Twizel Community Board: 1. That the Twizel Community Board resolves to carry forward from the 2020 financial year any unspent funds in the Community Board Grant and Township Projects budgets to the 2021 financial year. This is due to the unprecedented effect of Covid-19, preventing meetings, resulting in the inability for the Twizel Community Board to progress expenditure prior to 30 June 2020. 2. That the Twizel Community Board recommend to Council that affected persons approval be provided for land use consent RM020005 with a reduced setback from the western boundary that is owned by Council and zoned Recreation Active. 3. That the Twizel Community Board instructs staff to investigate installing a fence around the playground as one of the board’s community projects. 4. That the Twizel Community Board asks staff to establish costings to install a junior roadway on part of the roller skating rink, leaving two basketball hoops available for continued use. |
7.2 Minutes of Tekapo Community Board Meeting - 10 June 2020
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of Tekapo Community
Board meeting 10 June 2020 ⇩
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That the Minutes of the Tekapo Community Board Meeting held on Wednesday 10 June 2020 be received. That Council notes the following resolutions passed by the Tekapo Community Board: 1. That the Tekapo Community Board resolves to carry forward from the 2020 financial year any unspent funds in the Community Board Grant and Township Projects budgets to the 2021 financial year. This is due to the unprecedented effect of Covid-19, preventing meetings, resulting in the inability for the Tekapo Community Board to progress expenditure prior to 30 June 2020.
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7.3 Minutes of Fairlie Community Board Meeting - 11 June 2020
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of Fairlie Community
Board 11 June 2020 ⇩
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That the Minutes of the Fairlie Community Board Meeting held on Thursday 11 June 2020 be received. That Council notes the following resolutions passed by the Fairlie Community Board: 1. That the Fairlie Community Board resolves to carry forward from the 2020 financial year any unspent funds in the Community Board Grant and Township Projects budgets to the 2021 financial year. This is due to the unprecedented effect of Covid-19, preventing meetings, resulting in the inability for the Fairlie Community Board to progress expenditure prior to 30 June 2020. 2. That the Fairlie Community Board recommend to Council that heating charges for the Mackenzie Community Hall be removed to bring it in line with other halls in the district and encourage increased hiring of the facility. 3. That the Fairlie Community Board recommends to Council that hire fees for the Fairlie Community Centre be reduced by 50% for a year as a Covid-19 recovery measure, with a review to be held in one year. 4. That the Fairlie Community Board approves a grant of $250 for the Mackenzie Half Marathon towards the traffic management costs of the inaugural running event, to be held on 18 July, 2020. |
8.1 Minutes of Council Meeting - 14 July 2020
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of the Extraordinary
Council meeting on July 14 2020 ⇩
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That the Minutes of the Extraordinary Council Meeting held on Tuesday 14 July 2020 be received and confirmed as an accurate record of the meeting. |
8.2 Minutes of Council Meeting - 30 June 2020
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of the Extraordinary
Council Meeting 30 June 2020 ⇩
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That the Minutes of the Extraordinary Council Meeting held on Tuesday 30 June 2020 be received and confirmed as an accurate record of the meeting. |
8.3 Minutes of Council Meeting - 23 June 2020
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of Council Meeting 23
June 2020 ⇩
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That the Minutes of the Council Meeting held on Tuesday 23 June 2020 be received and confirmed as an accurate record of the meeting. |
RESOLUTION TO EXCLUDE THE PUBLIC
