Agenda of Ordinary Council Meeting

Ordinary Council Meeting Agenda 8 March 2022

5 Mayor's Report

5.1 Mayoral Activities Report

Attachments: Nil

Recommendations

That the report be received.

Summary of Activity

Mayoral Forum

Attended the Mayoral Forum via zoom on Friday 18^th of February 2022.

Mobile blackspots still need to be identified; many areas not listed. Councils are to work on this.

RMA, Minister Parker spoke. It is still his intention to introduce NBA related strategic planning this year.

Diversity is expected across the region and the challenge is to have this incorporated. Rural voice not subsumed to urban voice and Territorial Authorities don’t undermine regional councils. There’s a need for much briefer plans and to look more at enforcement rules under the Local Government Act.

Treaty boundaries with Iwi have yet to be resolved. NPS on highly productive land before Cabinet April/May.

Climate Change

Agreed to share advice with Councils and Runanga. Newsletter “ITS TIME CANTERBURY” to be circulated early March.

Regional Public Service - Ben Clark

Covid calls for strong local communications. Focus is shifting to self-led contact tracing. Concern around universities and orientation as super spreader situations. Usual mask wearing will be enforced and ventilation is important. Government not distinguishing between Delta and Omicron.

Peter Bromley – Canterbury District Health Board said the biggest concern is those with mental health issues. 40% of cases are expected to be asymptomatic. Feel the peak of the pandemic will take 3months and need to roll out R.A.T distribution sites.

3 Waters Transition

This body is gearing up and looking to appoint interface Council Liaison Managers for Canterbury. They’re collecting information, building asset plans and require good people and recruiting. Aiming to get 80% staff from previous water roles. It was noted that some members preference is for the reforms to be stopped.

Future Local Government - LGNZ has facilitated sessions on how the sector feels. Five key shifts have emerged:

· Strengthen local democracy

· Stronger focus on well being

· Authentic relationships with Iwi and Councils

· Genuine partnership with Central and Local Government

· More equitable funding

Council Updates

Concern over condition of many state highways and need for a different funding model from Waka Kotahi.

High council staff workload being felt. Lack of resourcing, multiple reforms, and a pandemic in an already stretched capital delivery year.

How to provide right information to staff and water employees.

Difficulty with rates and high inflation.

Presence of protestors increasing around the region and frustration spilling over into interactions with respective Councils.

Community impacts of covid cancellations in an already struggling economy.

Mayoral Forum Regional Economic Group

Meeting attended via Teams on Monday 21^st of February 2022.

Update on the Regions:

Venture Timaru working on large projects. Food processors to add extra value turning waste to energy. Working with Agri Research and Lincoln regarding Fonterra converting boilers to biomass.

Skilled Labour Shortage a real issue.

North Canterbury enterprise working with Leithfield. Wind Farm, Mainpower, Eco hub Transwaste, Ngai Tahu farming. Transwaste pipe from Cape Valley

Kia Koura hot pools and aqua park.

Christchurch looking at clean energy and hydrogen, aerospace, and future transport. Christchurch Airport a large energy park.

Ashburton has a lot of interest in businesses wanting to relocate Ashburton. Transport logistics, a proposed hydrogen fuel distribution park in Rakaia. This is basically funded from private sector.

Hurunui Green Energy Hub.

Warren Gilbertson updated about Kanoa and funding. Kanoa to run a workshop with council economic officers to stocktake council strategies and link into regional overview meetings.

A lot of inquiries from private avenues. Large South Canterbury Packhouse. Truffle co-op, North Canterbury.

Meetings February – March 2022:

31 January 2022

- Meeting with Rowing New Zealand

1 February 2022

- Te Manahuna Ki Uta Key Workshop #3

2 February 2022

- Te Manahuna Ki Uta Key Workshop #4

3 February 2022

- Reforms Update via Zoom – Mayors, Chairs & CE’s

4 February 2022

- The Breeze radio slot with OJ

- Heartlands MSD Meeting

- FFLG Workshop 1: Roles and Functions

8 February 2022

- Council Meeting

- Council Workshop

- Rowing New Zealand Meeting

9 February 2022

- Te Manahuna Ki Uta Working Group

- Aged Care Meeting

10 February 2022

- Leadership Training and Development Programme Day #1

11 February 2022

- Leadership Training and Development Programme Day #2

- FFLG Workshop: Treaty Partnerships

14 February 2022

- Dark Sky Reserve Dinner

- Astronomy Lecture – Fairlie Community Hall

15 February 2022

- Committee Meeting Day

- Meeting with Canterbury Mayoral Forum Chair, Mayor Sam Broughton

16 February 2022

- Meeting with Audit NZ – Chris Genet & Anna Jones

17 February 2022

- Emergency Management System Reform Workshop - Zoom - Hon Kiritapu Allan MP

- Civil Defence Emergency Management - Zoom

- Canterbury Regional Land Transport - Zoom

18 February 2022

- Canterbury Mayoral forum

21 February 2022

- CMF: Canterbury Economic Development Group

22 February 2022

- Council Workshop – District Plan

23 February 2022

- Update for Mayors and CEs of the Ngai Tahu Takiwā: Three Waters

- Relationship Meeting of Mayors rom Timaru, Waitaki, Waimate and Mackenzie

- Te Manahuna Ki Uta – Working Group

24 February 2022

- Regional Covid Update - RLG

25 February 2022

- Plenary 3 Waters Update - Zoom

- Te Manahuna Ki Uta Governance Group Meeting - Zoom

28 February 2022

- SCBHB, Mayors and CEO Update

1 March 2022

- Council Workshop

2 March 2022

- LGNZ Supporting Communities (and Leaders) Under Pressure - Zoom

Ordinary Council Meeting Agenda 8 March 2022

6 Reports

6.1 Chief Executive's Report

Attachments: Nil

Recommendations

The report be received.

Strategic Projects

Annual Report

Audit New Zealand have commenced the Annual Report Audit on 8 February 2022. The audit is progressing. The only issue that has been queried to-date has been Mackenzie’s Fair Value Assessment of the Council Infrastructure. We are working through our assessment with Audit New Zealand.

Annual Plan

Budgets have been peer reviewed twice reviewed and are being consolidated by the Finance Manager. Twp workshops have been held with Councillors and the Finance team are now commencing to calculate the Rates Impact. No material changes of service have been noted and there are no material differences to the Long-term Plan. As such it is not envisaged that Council would be required to follow a special Consultative procedure. Details of the Annual Plan will be shared with the community once the Plan has been adopted by Council. Engagement is planned with the community boards and the wider community for feedback on the plan.

Te Manahuna Ki Uta

Vision and Principles (refer Appendix A) have been finalised at the key workshops on 1 and 2 February and have been agreed with all the agencies. Approval isa awaited from the Runaka. Three draft scenarios have been identified and feedback is being sought on these scenarios from the working groups members and agencies. Decision making criteria have been finalised and feedback has been received.

Once the scenarios have been agreed, economic analysis will be undertaken and a preferred scenario will be chosen.

A communications plan for the second round of engagement is being drafted.

A revised timeline has been finalised and agreed with all the partner (Appendix B) agencies.

Variations are being finalised for the additional project management being undertaken by Jimmy Sygrove, continued use of NAIA for the remainder of the project to facilitate co-ordination of manawhenua input.

LEGISLATIVE REFORMS

Working Group on Representation, Governance and Accountability of new Water Services Entities

The report back from Steering Group the has been moved back 7 March.

Future for Local Government

The panel have published their interim report Ārewa ake te Kaupapa (Raising the platform) in September 2021 (https://futureforlocalgovernment.govt.nz/assets/Uploads/DIA_16724_Te-Arotake-Future-of-Local-Government_Interim-report_22.pdf).

The Future for Local Government Review is an independent Ministerial review established in April 2021 to consider how New Zealand’s system of local democracy and governance will need to evolve over the next 30 years, in order to improve the wellbeing of New Zealanders, and actively embody the Treaty partnership.

This interim report sets out the broad direction and priority questions for the review, in order to support engagement about the future of local governance and democracy.

The priority questions are

1. How should the system of local governance be reshaped so it can adapt to future challenges and enable communities to thrive?

2. What are the future functions, roles and essential features of New Zealand’s system of local government?

3. How might a system of local governance embody authentic partnership under Te Tiriti o Waitangi, creating conditions for shared prosperity and wellbeing?

4. What needs to change so local government and its leaders can best reflect and respond to the communities they serve?

5. What should change in local governance funding and financing to ensure viability and sustainability, fairness and equity, and maximum wellbeing?

The panel is meeting with our Council on 23 March (remotely) to provide an overview of their report.

The Review will report to the Minister on this matter.

· 30 September 2022: Draft report and recommendations to be issued for public consultation.

COVID19

As of 25 February, the Government moved into Phase 3 of the Red Traffic Light system in response to COVID-19.

· Positive cases have been noted in our community by the South Canterbury DHB and theses will continue to rise.

· There is no change to the Covid Protection Framework or traffic light system.

· We remain in the red light setting, businesses can operate as normal at red with some additional measures in place.

· We will continue to use a roster system at Council with 2 teams alternating for 10 days in the Fairlie office and with the Twizel office and post shop in its own bubble. Where feasible critical and vulnerable team members will work remotely.

· We will continue to follow the Ministry of Health advice with any team member working in open plan offices wearing masks.

· All other measures (social distancing and sanitising) will remain.

· Vaccine mandates remain in place for community facilities.

· Special arrangements will continue to be in place where facilities such as libraries and pools are shared with the Ministry of education.

· The whole system is moving towards self-management of COVID-19 using self-reporting

· Council continues to be supportive of the SCDHB and will work with the SCDHB to help arrange for volunteers to help man any local testing sites that may arise.

· As Council we continue to work with Ministry of Social Development on provision of welfare services should this be required and we have been very lucky to have several community groups who can assist.

Current Testing arrangements

· The Timaru COVID-19 Testing Clinic and the Rapid Antigen Test (RAT) collection site is moving to a new location from Tuesday 1 March 2022 (Aorangi Park, Morgan’s Road, Timaru (north end car park)( Monday – Sunday 9am - 4.30pm). Council staff are working with the SCDHB to arrange local testing sites.

· If a person lives outside of Timaru or needs clinical advice about whether you need a test, please phone your doctor or Healthline on 0800 358 5453 and the patient will be advised where they are able to be tested.]

· If anyone gets a positive Rapid Antigen Test (RAT) result the person must report their result on My Covid Record (Log into mycovidrecord.health.nz or call 0800 222 478 and press option 3)

· It is recommended that anyone who has cold, flu or COVID-19 symptoms should be tested.

· If the person is a close contact, but do not live with the person who has COVID-19, the person does not need to get a test unless they develop symptoms.

· Household contact of a positive case need to be tested.

Leadership Development

The Councillors and Senior Leadership team attended a two day course of AGILE scrum methodology and AGILE teams have commenced for three key projects. The teams are progressing their projects and progress is starting to be made.

PEOPLE AND CULTURE MONTHLY REPORT

February 2022

1. RECRUITMENT UPDATE (INCLUDING APPOINTMENTS TO KEY ROLES):

Recruitment in February was busy with five roles being advertised – Principal Policy Planner, District Plan, Financial Accountant, Communications Advisor, Corporate Planner and a 12-month fixed term Executive Assistant to the CEO and Executive Leadership Team. These roles are being advertised on a wide variety of media i.e. Seek, Trade Me, LG Jobs, MDC Careers Site etc. First interviews for the Financial Accountant role and Corporate Planner took place.

2. PEOPLE AND CULTURE POLICIES:

A Learning and Development Policy, Leave Policy, Induction Policy, Contractor Vaccination Policy and Employee Vaccination Policy being approved by the CEO and implemented across the business.

3. COVID-19 RED SETTING:

A significant amount of work was undertaken throughout January 2022 to ensure that MDC complies with the current RED setting under the Traffic Light System. As such, rosters were implemented for people to work in the building on a two-week programme as well a number of health and hygiene measures. These rosters and measures have continued throughout February.

People and Culture Key Metrics

Full Time Employee (FTE) information for MDC – February 2022

FTE stands for full time equivalent and refers to the number of hours considered full time. For example, an employee working full-time equals 1 FTE while an employee working 60% of full-time hours equals 0.6 of an FTE. The FTE values of all employees are added up to give the total number of FTE employees in an organisation. For the headcount metric, each employee is counted as one. However, FTE excludes Casuals and Contractors.

MONTH	TOTAL MDC HEADCOUNT (FTE)
February 2021	48
March 2021	41.7
April 2021	43.8
May 2021	43.9
June 2021	41.5
July 2021	38.9
August 2021	36.7
September 2021	35.7
October 2021	35.9
November 2021	35.8
December 2021	35.8
January 2022	42.2
February 2022	41.7

Headcount by Business Unit – February 2022

Headcount refers to the number of employees working at MDC (with headcount, each individual counts as ‘one’ regardless of the number of hours worked) Includes Casuals.

BUSINESS UNIT	TOTAL HEADCOUNT BY BUSINESS UNIT
CEO	3
Finance	6
GM Operations	3
Planning	5
Regulatory	4
Engineering	7
GM Corporate Services	6
Customer Service	5
Information & Engagement	5
Fleet / Cars	1
TOTAL	45

Turnover rates by Business Unit and Termination reasons

Monthly Voluntary Attrition

Total number of permanent employees who resigned over the past month divided by FTE for current month. Excludes casual and fixed-term employees.

MONTH	EXITS	TOTAL FTE	% ATTRITION
February 2021	1	48	2.08%
March 2021	0	41.7	0.0%
April 2021	1	43.8	2.28%
May 2021	0	43.9	0.0%
June 2021	1	41.5	2.4%
July 2021	1	39.3	2.5%
August 2021	2	36.7	5.4%
September 2021	1	35.7	2.8%
October 2021	2	35.9	5.6%
November 2021	1	35.1	2.8%
December 2021	1	35.8	2.8%
January 2022	0	42.2	0.0%
February 2022	0	41.7	0.0%

Annual Voluntary Attrition

Annual voluntary attrition (turnover) is a ratio of the number of employees that have left MDC over a 12-month period (February 2021 – February 2022 – based on the above) compared with the average number of FTE over that same period.

Average FTE is calculated by the total number of exits divided by the average FTE (adding the FTE at the beginning of the period and the FTE at the end of the period, dividing it by two) x 100%. Excludes casual and fixed-term employees.

Total exits (February 2021 – February 2022):	11
Average FTE (February 2021 – February 2022	44.85
Annual Voluntary Attrition:	24.5%

Termination Reasons – February 2022

This information includes all termination reasons (voluntary and involuntary) including end of fixed term.

Redundancy
Resignation
Dismissal
Transfer to another BU
Abandonment
Fixed Term Expiry	4
Retirement
Other

Annual Leave by Business Unit

Includes current and advancing annual leave. Annual Leave liability includes all permanent and fixed term employees by Business Unit.

BUSINESS UNIT	AVERAGE ANNUAL LEAVE PER PERSON (days)	TOTAL BALANCE PER BUSINESS UNIT (days)
CEO	20	60
Finance	21	126
GM Operations	13.6	41
Planning	20	100
Regulatory	18	72
Engineering	21.4	150
GM Corporate Services	20	100
Customer Service	21	105
Information & Engagement	20	100
Fleet / Cars	8	8
TOTAL:	183	862

Accrued Annual Leave Balances in Graph Format

Total annual leave liability in dollars and hours per business unit

BUSINESS UNIT	TOTAL ANNUAL LEAVE LIABILITY $	TOTAL ANNUAL LEAVE LIABILITY HOURS
CEO	$9,010.14	155.16
Finance	$15,139.19	360.33
GM Operations	$11,971.95	263.84
Planning	$17,132.44	367.30
Regulatory	$13,935.11	400.46
Engineering	$45,418.20	970.36
GM Corporate Services	$32,299.29	650.79
Customer Service	$31,485.40	939.09
Information & Engagement	$21,237.13	537.99
Fleet / Cars	$144.57	8.03
TOTAL	$197,863.42	4,653.35

HEALTH, SAFETY AND WELLBEING MONTHLY REPORT

February 2022

1. INCIDENT SUMMARY:

· Key points to note about this report are as follows:

o There have been no incidents reported for February 2022.

2. HAZARD SUMMARY:

· Key points to note about this report are as follows:

o No hazards were reported in February 2022.

3. LOST TIME INJURY SUMMARY:

· There have been no Lost Time Injuries reported for February 2022.

CUSTOMER SERVICES

February 2022

1. Staffing

No changes to either Twizel or Fairlie staffing. Team outstanding annual leave balance as at 20 February 2022 - 889.70 hours. Team members used 108.75 hours annual leave and 62 hours specialist leave during February.

2. Twizel Office Customer Numbers

Customer numbers recorded for February 2021 = 1598. This compares with 2022 for the same period in 2021. Twizel Office opening hours reduced to 6.5 per day on 24 January in response to the COVID Red Traffic Light status. The office is closed between 1:00pm – 2:00pm daily to allow the customer services officer on duty to take a break. We have received little feedback on the changes to opening hours with most customers fully supportive of Council’s response.

3. NZ Post Scorecard

The relationship between NZ Post and Council remains positive. Feedback from NZ Post on the altered opening hours also remains positive.

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4. Service Request Summary Report

Service Requests Per Month

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There is a decreasing trend of calls but the trend of open items is increasing over time. This will need to be investigated further to determine the root cause and if current resources are coping with demand.

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A significant number of items remain open and this is due to the backlog of open items.

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It is clear that the areas receiving the most request are by far the community facilties, roading services, IT, cpmpliance and solid waste. The increase in IT service requests was caused largely by the transition to the dual roster and remote working. Great work has gone into providing support to the Councillors and the wider team to ensure continuity of services are provioded. The IT dashboard also indicates that most internal customer are highly satisfied with their assistance with an average tuirnaround time of just over an hour to resolve. Given that the team is short of IT resources and a communications advisor, the Manager: IT and Enmgagement must be thanked for all the addiitonal hours work to keep the IT and communications maintained.

Open Servicve Rrequests by Deparftment – February 2022.

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Roading and Community Facilities have the most open items by department.

5. Complaints Register Summary

There were no formal complaints received during February. There is currently one formal complaint waiting response to a Stage 2 escalation. This relates to a review of the costs attributed to a building consent.

6. Land Information Memorandums (LIM)

For the period 1 February 2022 to 28 February 2022 22 LIM applications were received. This compares with 22 for the same period last financial year.

Trend by calendar month is shown below:

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Customer Calls

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NOTE Unanswered call numbers include calls transferred to another extension to be answered. These transferred calls are then recorded as “unanswered” calls. Due to an IT issue no data was captured for 14, 26 and 27 January 2022. Call numbers are also impacted from 24 January 2022 with reducing the number of Customer Services Officers to one each in Fairlie and Twizel.

7. Community Centre Bookings

Fairlie Community Centre – 70.5 hours of bookings were recorded which includes 12.5 hours of Mackenzie District Council use.

Lake Tekapo Community Hall – Mackenzie District Council was the only user of the facility in February and recorded 1 hour of use.

Albury Hall – No bookings recorded.

Meetings attended:

Date	Meeting
1-2 February	Te Manahuna Ki Uta Key Workshops
2 February	Tekapo Community Board
3 February	Reforms Update
3 February	Fairlie Community Board
3 February	FENZ Meeting – Tekapo Wildfire review report
3 February	Meeting with Lydia Stoddart
8 February	Council workshop
9 February	TMKU Working Group meeting
10 -11 February	Leadership Development with Culture by Design
15 February	Audit NZ meeting about the Annual Report (Chris Genet and Anna Jones)
15 February	Council Committees
16 February	Financial Review Report
17 February	Meeting with PF Olsen (forestry)
17 February	Joint Committee Civil Defense meeting
17 February	Reforms Update
18 February	Canterbury Mayoral Forum
21 February	Annual Plan Budget Review meeting with Exec
22 February	District Plan Review meeting
23 February	Waka Kotahi Meeting about NLTP
23 February	Te Manahuna Ki Uta Working Group meeting
25 February	Te Manahuna Ki Uta Governance Group meeting
25 February	Meeting with James Cayhill – Judicial Review on NLTP
25 February	Aged Care meeting with Rationale and internal staff
28 February	SCDHB meeting with Mayors and CEO’s
1 March	Council workshop

Weekly Exec meetings and One to one meetings are held with each direct report to the CEO.

Ordinary Council Meeting Agenda 8 March 2022

6.2 District Plan Review Approach and Indicative Work Programme

Author: Aaron Hakkaart, Manager - Planning

Authoriser: David Adamson, General Manager Operations - Acting

Attachments: 1. October 2012 Planning and Regulatory Committee Report ⇩

2. October 2017 Planning and Regulatory Committee Report ⇩

3. District Plan Review Proposed Work Programme ⇩

4. Steering Group Proposed Terms of Reference ⇩

Purpose of Report

The purpose of this report is to seek amendments to previous Planning and Regulatory Committee resolutions as they relate to the District Plan Review. Alongside this it is asked that Council amend a resolution as it pertains to the forming of a Steering Group to assist with the District Plan Review, whilst also asking Council to note the indicative work program for the District Plan Review.

Staff Recommendations

1. That the report on the District Plan review approach be received.

2. That Council amends resolution 2 from the item “1. District Plan Review” of its meeting of 30 October 2012 as follows:

2. That the Committee agrees to commence a ~~partial~~ review of the District Plan under section 73 and 79 of the RMA.

3. That Council amend resolution 3 from the item ”6.3 District Plan Review” of its meeting of 3 October 2017, as follows:

3. That the Committee confirm that the District Plan Review ~~is to~~ covers all provisions (noting ~~other than those that are subject to~~ Plan Changes 18 and 19 have already been notified) 13

4. That the review of the relevant District Plan provisions is undertaken as a staged process through two or more First Schedule processes

~~5. That no Council led plan changes be progressed prior to the Proposed District Plan being notified~~

4. That Council receive the Mackenzie District Plan Review, proposed work programme and acknowledge this as a working document that is able to be adjusted when required to reflect circumstances currently unknown.

5. That Council amend resolution RESOLUTION 2021/26 of its meeting of 6 March 2021, as follows:

2. Council establish a Steering Group, ~~as outlined within this report,~~ to provide direction to the District Plan Review ~~and 3 Waters Reform Projects~~, and further that,

3. Council appoints Cr Leslie and Cr Munro to the Steering Group.

6. That Council adopt the proposed ‘Terms of Reference’ for the Steering Group.

7. That Council notes that detailed engagement will occur, with this to be designed around each stage of the review; and that a specific branding for the District Plan has been proposed and will be used for all material released by Council and part of the District Plan Review Project.

Background

Previous Resolutions of the Planning and Regulations Committee

Meeting 30 October 2012

At its meeting of 30 October 2012, the Planning and Regulations Committee considered a report (Attachment 1) and made resolutions regarding the approach of the District Plan Review. This included a consideration of the form of the review i.e., a full review (all provisions would be reviewed) versus a partial review (setting aside the provisions of Plan Change 13 and 15), and the process for the review i.e., a series of plan changers versus a review (all provisions progressed simultaneously through a single Schedule 1 RMA process).

The committee resolved that a partial review should be undertaken, to exclude the provisions subject to Plan Change 13 and 15, and that a single review process would be followed as detailed below:

IV REPORTS:

1. District Plan Review:

This report from the Senior Policy Planner sought decisions on the form and process for the District Plan Review.

Resolved:

1. That the report be received.

2. That the Committee agrees to commence a partial review of the District Plan under section 73 and 79 of the RMA.

3. That the Committee confirm that the review is to cover all provisions other than those that are subject to Plan Changes 13 and 15.

4. That the review of all relevant District Plan Provisions in accordance with Recommendations 2 and 3 is undertaken simultaneously and progressed through a single First Schedule process.”

Meeting 3 October 2017

At its meeting on 3 October 2017, the Planning and Regulations Committee considered a report (Attachment 2) that sought amendments to the resolutions made on 30 October 2012. The Committee resolved:

1. That the report be received.

2. That the Committee revoke resolutions 3. and 4. from the item “1. District Plan Review” of its meeting of 30 October 2012 as follows:

IV REPORTS:

1. District Plan Review:

Resolved:

~~3. That the Committee confirm that the review is to cover all provisions other than~~ t~~hose that are subject to Plan Changes 13 and 15.~~

~~4. That the review of all relevant District Plan Provisions in accordance with Recommendations 2 and 3 is undertaken simultaneously and progressed through a single First Schedule process.”~~

3. That the Committee confirm that the District Plan Review is to cover all provisions other than those that are subject to Plan Change 13

4. That the review of the relevant District Plan provisions is undertaken as a staged process through two or more First Schedule processes

5. That no Council led plan changes be progressed prior to the Proposed District Plan being notified

Proposed Amendments

Subsequent, to the last resolution, some four years have passed and consequently, a change in the form and process of the District Plan Review is once again required, for several reasons:

· The District Plan is now required to be implemented within the National Planning Standards framework.

· Plan Change 13 has now been operative for a period meaning consideration is able to be given to its implementation and any areas of concern.

· The National Planning Standards necessitates that the entire District Plan is considered.

· That the entire plan will have been reviewed in the period since the original resolution was made in October 2012.

Accordingly, it is now proposed to make the following amendments:

2. That the Committee agrees to commence a ~~partial~~ review of the District Plan under section 73 and 79 of the RMA.

(30 October 2012 resolution)

and;

3. That the Committee confirm that the District Plan Review ~~is to~~ covers all provisions (noting ~~other than those that are subject to~~ Plan Changes 18 and 19 have already been notified) 13

4. That the review of the relevant District Plan provisions is undertaken as a staged process through two or more First Schedule processes

~~5. That no Council led plan changes be progressed prior to the Proposed District Plan being notified~~

(3 October 2017 resolution)

It is noted that since the District Plan Review was commenced via resolution on 30 October 2012, that Plan Changes 16, 17, 18 and 19 have been notified; with final decisions also issued on Plan Change 13 by the Environment Court.

Plan Change 16 being a private plan change and Plan Change 17 being a temporary removal of exemptions relating to the management of indigenous biodiversity were not notified as part of the District Plan Review.

Plan Changes 18 and 19 were notified as Stage 1 of the District Plan Review, with the Public Notice for these Plan Changes specifying that they were Stage 1 of the District Plan Review. The notification of Plan Changes 18 and 19 is in accordance with the resolution passed by the Planning and Regulations Committee on 3 October 2017, which outlined there would be two or more stages to the District Plan Review.

Proposed Work Programme

To support the proposed resolution, the District Plan Review Project Team have created an indicative Project Plan for the review that will see the remainder of the plan (not already addressed via Plan Changes 18 and 19) reviewed over the next three years. This reflects that Plan Change 18 and 19 are part of the review that commenced in 2012 and were notified accordingly.

The programme is attached as Attachment 3 and has been prepared by Taylor Planning in conjunction with the wider Project Team. The programme indicates nine ‘stages’; but has been designed to be flexible allowing for changes to occur if necessary. The intent of the programme is to complete a review of all the provisions over the coming three years. This programme is presented for information only and is a working document, which will be the basis for detailed work plans for each of the review stages.

Proposed Governance Structure

The District Plan Review is a key statutory document and accordingly prior to any notification must be adopted by Council and the Planning and Regulatory Committee. The scope of the Planning and Regulatory Committee that relates to the District Plan Review includes the following:

· Statutory administration of the Operative District Plan.

· To initiate and progress any change to or review of the District Plan under the Resource Management Act 1991

· To appoint Hearings Panels and/or Commissioners as appropriate/required.

· The establishment of subcommittees or working parties as appropriate within the terms of reference/scope of the Committee.

· Any other regulatory matter related to the District Plan Review not listed above.

At is meeting on 16 March 2021; Council resolved:

RESOLUTION 2021/26

2. Council establish a Steering Group, as outlined within this report, to provide direction to the District Plan Review and 3 Waters Reform Projects, and further that,

3. Council appoints Cr Leslie and Cr Munro to the Steering Group.

Since this resolution time has passed and the need for a steering group to cover the District Plan Review and 3 Waters Reform Project is no longer needed. The 3 Waters Reform Projects have progressed significantly, and the timelines no longer align with the District Plan Review. Accordingly, it is proposed to amend the resolution as follows:

RESOLUTION 2021/26

2. Council establish a Steering Group, ~~as outlined within this report,~~ to provide direction to the District Plan Review ~~and 3 Waters Reform Projects~~, and further that,

3. Council appoints Cr Leslie and Cr Munro to the Steering Group.

Initially, there was to be no ‘Terms of Reference’ for the Steering Group as it was to be a sounding board. Since this time, it has been discussed, and it is now felt that the Steering Group will play an integral role as a sounding board in the District Plan Review process. Accordingly, proposed Terms of Reference are attached as appendix 4 for consideration of Council.

The Steering Group will not remove the decision-making ability of the Council and Planning and Regulatory Committee, rather the group will play a key role at an operational level providing additional oversight and direction to the Project Team. The Steering Group will, allow for the project to be completed in a more agile manner, rather than requiring full Committee and Council Meeting for staff to report back and seek direction where necessary.

Proposed Engagement and Branding Approach

If the proposed District Plan Review approach is approved, the communications and engagement process will begin with an initial project to inform people about this phase to completion of the District Plan Review.

This initial stage will be used to drum up interest about the District Plan Review, outlining what the District Plan Review is (and what it isn’t), why it’s important, how the process is going to work and how people can contribute.

A District Plan Review brand has been developed and will be used on all communications and engagement material related to the Review. This will help people identify any work that is being done as part of the process. The brand is below. A Te Reo subtext has been provided and approved by mana whenua which will be added to replace the placeholder text. It reads ‘Ka Awatea Hōu’, which means ‘a new dawn’ or day.

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Following the initial awareness building campaign, detailed comms and engagement plans will be developed that will outline the approach for each stage, including the methods, channels, timeframes and outline any key issues and stakeholder groups that need to be engaged with. It is expected that each comms and engagement plan will be developed by the project team and the Governance Group.

Policy Status

N/A

Significance of Decision

The proposal is not significant in terms of Council’s Significance and Engagement Policy. The District Plan Review is a project that sits within the Long Term Plan and has been an on-going work programme for a number of years. This paper seeks to align the project with a new work programme to ensure Council progresses the project in an effective manner.

Options

In Terms of the Form of the District Plan Review (Recommendation 1 – 3)

1. To continue to undertake a partial review of the District Plan, excluding the provisions subject to Plan Change 13

2. To progress the review of the District Plan, including all provisions on the District Plan.

Option 2 is the option preferred by staff. Since Plan Change 13 was notified more than ten years has passed. Changes to national legislation and direction, means that Council needs to make small changes to the provisions that were introduced through Plan Change 13. This change will allow staff to ensure the entire District Plan is revised in a manner that will meet legislative requirements.

In Terms of the Indicative District Plan Review Work Program (Recommendation 4)

1. That Council receive the Mackenzie District Plan Review, proposed work programme and acknowledge this as a working document that is able to be adjusted when required to reflect circumstances currently unknown considerations.

2. That Council does not receive the Mackenzie District Plan Review, proposed work programme.

Option 1 is the option preferred by staff. The proposed work programme has been designed to be achievable, while challenging, at the same time as meeting Council’s statutory responsibilities. It has been designed to be nimble, and in doing so recognises the need to adjust priorities as circumstances change. Council will be kept fully informed of progress as it relates to the District Plan Review.

In Terms of the Steering Group Form

1. That Council amend resolution RESOLUTION 2021/26 of its meeting of 6 March 2021, as follows:

2. Council establish a Steering Group, as outlined within this report, to provide direction to the District Plan Review ~~and 3 Waters Reform Projects~~, and further that,

3. Council appoints Cr Leslie and Cr Munro to the Steering Group.

2. That Council does not amend the resolution as proposed in Option 1

Option 1 is the option preferred by staff. The Steering Group no longer needs to include reference to the 3 Waters Reform Projects as this work has all progressed and will be completed in a timeframe that does not align with the District Plan Review project as proposed.

In Terms of the Terms of Reference for the Steering Group

1. That Council adopts the proposed ‘Terms of Reference’

2. That Council does not adopt the proposed ‘Terms of Reference’.

3. That Council adopts a ‘Terms of Reference’ subject to changes to be determined by Council.

Option 1 is the option preferred by staff. The proposed ‘Terms of Reference’ have been drafted to reflect the intended role of the Steering Group which is to provide direction and oversight to the District Plan Review Project Team. Option 3 will still allow the intent of the Steering Group to be achieved, whilst allowing Council to better align its thoughts as to how the Steering Group will function.

Legal

There are no known legal implications associated with this proposal. The District Plan Review Project Team includes a legal adviser whom is providing opinion throughout the process to ensure Council meets all statutory and legislative requirements.

Financial

The review of the District Plan has been budgeted for in Council’s Long Term Plan. It is not considered that there will be any implications on this budget because of the recommended changes.

Discussion

A robust process has been followed in evaluating the risk associated with a project the size of a District Plan Review. Mackenzie District Council is a small Council with limited resources, trying to complete a project that by nature is complicated. The proposal as presented to Council seeks to achieve a District Plan Review within an achievable timeframe that recognises the multifaceted nature of inputs required. The proposal also minimises Councils risks associated with the review.

Staff will actively present information to the Planning and Regulatory Committee and Council as the project progresses. As the project progresses competing interests will need to be assessed and decisions made. The framework progressed allows this to occur in a nimble manner that recognises the changing nature of local government which is currently subject to legislative reform.

Conclusion

Mackenzie District Council commenced a formal review of the Mackenzie District Plan 2004, in October 2012, as required under the Resource Management Act 1991. It is recommended that several changes are made to this initial decision and subsequent amendments made in 2017. Additionally, a robust work programme is provided for information to highlight that a plan is in place to progress the District Plan Review.

Ordinary Council Meeting Agenda 8 March 2022

6.6 Memorial Wall for Fairlie Cemetary

Author: Arlene Goss, Governance Advisor

Authoriser: David Adamson, General Manager Operations - Acting

Attachments: 1. Plan of Proposed Wall ⇩

2. Suggested site ⇩

3. Estimate from L and L Construction for Proposed Wall ⇩

Staff Recommendations

1. That Council receives the request from the Fairlie Memorial Wall Working Party.

2. That Council approves the plan and location of the Memorial Wall in the Fairlie Cemetery, as presented by the working party.

3. That Council approves a grant of $XX/or Council declines to approve grant funding from the 2021/22 discretionary grants budget.

4. That Council agrees to fund up to $1,500 from the Cemetery budget for consents and other associated professional services.

Background

The attached request has been received from Francie Edge and the Memorial Wall committee for assistance to construct a memorial wall in the Fairlie Cemetery.

As the request was received two days after the deadline for this agenda, there was not enough time for staff to write a detailed report on this matter.

Council can either make decisions on the information provided or request a more detailed report from staff to come to the next meeting.

Community Board View

In January last year the Fairlie Community Board passed the following resolution:

COMMITTEE RESOLUTION FCB/2021/141

Moved: Cr Murray Cox

Seconded: Member Angela Habraken

That the Fairlie Community Board agrees in principle with a memorial wall being established at the Fairlie Cemetery and grants up to $1000 from the Township Projects Budget to fund concept designs, and asks council staff to work with the working party to ensure the project is successful.

CARRIED

Since then, preliminary sketching’s have been displayed in Heartlands. The community board has noted that due to the height of the wall the working party would need to apply for resource consent and involve a structural engineer.

Former community board chairman Les Blacklock supported this project and was on the wall working party. He said that Fairlie Lions also backed this project.

Request from Memorial Wall Working Party

To Mackenzie District Council.

Att. Mayor, and Councillors.

We ask the Council to consider our application for their support to construct a Memorial Wall at the Fairlie Cemetery.

Purpose: This Memorial Wall is to enable families to have a plaque engraved in remembrance of their loved one who chose to have their ashes spread in a place special to them, e.g. family farm, sports field, holiday spot etc.

History: In 2021 a working group applied to the Fairlie Community Board to support this project and a request for funding for concept drawings were approved. ($800/$1000). Their contribution enabled the group to design attached plan of the wall.

In August 2021, the Plan and a summary of the concept was published in the Fairlie Accessible inviting the public feedback of the Wall. No objections were received.

Construction:

· River Stone foundation, Continuing the river stone theme in Fairlie.

· Macrocarpa or selected timber slates bolt fixed to the stonework.

· An extension will be added incorporating a seat with river stone foundation.

· Lectern constructed in river stone with bronze map of Mackenzie District fitted.

For family members to identify loved one’s location.

Project Development:

1. Approval from Council to construct the Memorial Wall in Fairlie Cemetery.

2 Council approval of the site for the Memorial Wall in the Fairlie Cemetery.

3 Invite tenders to construct the wall.

4 Attach granite plaques. (temporary)

5 Bronze map of the Mackenzie District attached to lectern.

Cost Estimates:

L&L Construction were invited to give a suggested cost of Concrete/stonework. $23,645.00

See attached.

Memorial Mason’s estimate for 35x300x180. Black polished plaques $6,780.00 inc GST.

We have not received an estimate for the bronze plaque yet.

Our Request to Mackenzie District Council.

1. Consent to construct Memorial Wall in Fairlie Cemetery -plan attached.

2. Council approval of the site suggested – see photo attached.

3. Council to fund Resource Consent, Engineering costs and other regulatory requirements.

4. Council to make contribution to cost of construction -( $30,000 plus)

Council to make available contingency amount for landscaping cost overruns etc.

Working party’s Funding:

We have received a donation of $5,000 from the Fairlie Market Group.

Balance of funding required will be requests to Fairlie Lions, Fairlie Lodge, Community Trust Mid & Sth Canterbury. etc.

Working Party Members:

Kevin O’Neill Garry Harris

Francie Edge Ann Thomson

If you require further information regarding this project, please contact a member of the Working Party

Current Budget Status

It is uncertain from this application who would be responsible for managing this project.

If it was a community board project, the costs would normally come from the Fairlie township budget and the project would be managed by council staff.

The township budget for 2021/22 is currently allocated towards the new dog park and other projects. The memorial wall could be considered for the following financial year; or the community board could consider delaying the dog park to allow this to go ahead. This discussion has not been held so the views of the community board are unknown.

If it was instead a community project, the money would be raised by the working party. In this case, Council would normally consider granting a fixed sum from the council grants budget towards the memorial wall, but the working party would be responsible for fundraising any additional amount.

If Council wishes to approve a grant towards the wall, there is currently a balance of $19,000 in the council’s discretionary grants budget for this financial year (ending in June). Community services manager Brian Milne has also suggested that $1,500 be allocated from the cemetery budget towards consent costs.

Conclusion

This report was compiled urgently due to receiving a late request for council approval and funding. Council has the option of letting this matter “lie on the table” while more information is sought.

Council also has the option of approving or rejecting the plans and location for the wall. In doing so, Council needs to note that the wall will need consents for its construction which has not been allowed for in the attached quote.

And Council may allocate a grant from the council grants budget if this is considered appropriate.

Ordinary Council Meeting Agenda 8 March 2022

6.7 New Commerical Residual Waste Fee

N/A

Author: Angie Taylor, Community Services and Solid Waste Officer

Authoriser: David Adamson, General Manager Operations - Acting

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/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

This report proposes a new fee for residual waste from commercial waste operators at the Twizel Resource Recovery Park.

Staff Recommendations

1. That the report on a new commercial residual waste fee be received.

2. That a new commercial residual waste fee of $262.24 ex GST is added to the fees and charges for solid waste effective from …

Background

During March, residual waste from the district will start to be sent to a different landfill and this will create changes in the payment process for waste disposal. As a result, a rate for residual waste managed by commercial waste operators needs to be implemented. A similar rate was recently introduced for commercial recycling to accommodate the payment process associated with sending recycling to the Redruth sorting facility in Timaru.

There is currently one commercial waste operator in the Mackenzie that brings residual waste into the Twizel Resource Recovery Park (RRP). The weight of this material is recorded via the weighbridge as it is brought into the Twizel RRP. The Council and commercial residual waste is then mixed for transport to AB Lime Landfill in Winton. The Council’s waste contractor separates the costs associated with each of the Council and commercial waste, Council is then only charged for the residual waste that has been collected through Council services.

When the change to Redruth Landfill is made, there will be a change to the charging process where Timaru District Council (TDC) will invoice the Mackenzie directly for the waste disposed of, rather than through our contractor. As the Council and commercial waste are transported together, TDC will charge the Council for all waste combined and then Council will be required to charge the contractor for their commercial component.

Currently the Council has a set of solid waste fees and charges that are based on cost recovery of collection and disposal for various waste streams. The current fees and charges take into account processing and disposal costs, transport costs and the cost of managing the RRP’s throughout the district.

In considering a new fee for residual waste brought in by a commercial waste operator, it is considered appropriate to follow the same approach for calculating waste related fees. It is noted that residual waste from a commercial waste operator will only be accepted at the Twizel RRP as the other recovery parks are unable to manage bulk volumes of waste. Therefore, it is considered that a component of only the Twizel RRP management fee should be applied to the new fee.

Policy Status

N/A

Significance of Decision

It is considered that the proposed new fee does not trigger the council’s Significance and Engagement Policy.

Options

It is proposed that the new fee will apply to residual waste from commercial solid waste operators as defined in the Solid Waste Bylaw:

Commercial solid waste operator - means any person who, as part of a commercial operation,

collects solid waste from residential dwellings or commercial premises or who sorts and

processes solid waste as part of a solid waste collection business.

This new fee is not intended for general businesses disposing of waste at the RRP, it is only for commercial solid waste operators as per the definition above. This will generally be where a commercial waste operator hires out a rubbish skip that is unloaded at the Twizel RRP by the commercial waste operator. Under the review of the Solid Waste Bylaw, Council is considering licencing any commercial solid waste operators within the Mackenzie District and this would assist in the application of the proposed fee in the future.

The proposed commercial residual waste charge is $262.24 per tonne. This consists of the cost of transport, processing and disposal, a portion of the management fee for the Twizel RRP and the required waste levy. Any commercial waste would only be accepted at the Twizel Resource Recovery Park due to operational processes and therefore only the management fee for the Twizel site has been included in this calculation.

Considerations

Legal

N/A

Financial

The proposed fee has been calculated on a cost recovery basis.

Other

N/A

Conclusion

The proposed commercial residual waste fee is required due to a change in payment processes for waste disposal that will arise from waste being transported to a different landfill. It is considered that the proposed fee has been appropriately calculated based on a cost recovery basis for managing the disposal of residual waste.

Twizel Community Board Meeting Minutes 31 January 2022

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Unconfirmed MINUTES

Twizel Community Board Meeting

31 January 2022

MINUTES OF Mackenzie District Council
Twizel Community Board Meeting
HELD ON ZOOM
ON Monday, 31 January 2022 AT 3.00pm

PRESENT: Chairperson Jacqui de Buyzer, Member Tracey Gunn, Member Renee Rowland, Member Amanda Sargeant, Cr Emily Bradbury

IN ATTENDANCE: Mayor Graham Smith, Angela Oosthuizen (Acting Chief Executive), David Adamson (General Manager Operations – Acting), Brian Milne (Community Services Officer), Tom O’Neil (Community Services Officer), Arlene Goss (Governance Advisor), Joni Johnson (Engineering Manager), Fiona McQuade (Property and Commercial Manager), Angie Taylor (Twizel Township Supervisor), Mark Offen (Regulatory Officer), and Matt Gunn (Twizel Update).

1 Opening

The chairperson welcomed everyone to the meeting.

2 Apologies

There were no apologies.

3 Public FOrum

There was no public forum.

4 Declarations Of Interest

Cr Bradbury declared an interest in item 5.6 Local Alcohol Policy as she holds a licence. Member Tracey Gunn also declared an interest in the same item as she was opening a business that would require a licence.

5 Reports

5.1 Minutes of Twizel Community Board Meeting - 6 December 2021

Committee Resolution TWCB/2022/236

Moved: Chairperson Jacqui de Buyzer

Seconded: Member Amanda Sargeant

1. That the Minutes of the Twizel Community Board Meeting held on Monday 6 December 2021 be received and confirmed as an accurate record of the meeting.

Carried

5.2 Community Board Financial Report

Committee Resolution TWCB/2022/237

Moved: Chairperson Jacqui de Buyzer

Seconded: Member Tracey Gunn

That the community board financial report be received.

Carried

5.3 Grant Application

It was clarified that Council did not have health and safety responsibilities when it provided a grant to an outside organisation to hire a chainsaw.

Committee Resolution TWCB/2022/238

Moved: Chairperson Jacqui de Buyzer

Seconded: Member Amanda Sargeant

1. That a grant of $500 be approved in response to the application from the Twizel Wood Gatherers towards the cost of equipment hire.

Carried

5.4 Twizel Community Board General Update

The purpose of this report is to provide the Twizel Community Board with a general update on several projects and actions related to the Twizel area in general and Community Board specifically.

Brian Milne provided further details on the matters outlined in his report. This included:

· A request to keep the community informed of work/upgrades happening in the town.

· Wifi may be available at the Events Centre. Still working on this.

· The community board were happy with the Ohau Road concept plan that was attached to the agenda.

· Discussion took place on the location of the compacting bins and whether the bin at Lake Alexandrina should be shifted to Twizel each season, or permanently. The community board was keen to have a rubbish service available on Sunday mornings when visitors left town and wanted to get rid of their rubbish. David Adamson suggested opening the transfer station on Sunday morning would be an option and staff would investigate this.

· Brian Milne then gave a presentation on the Lake Ruataniwha Management Plan. A copy of this presentation is available as an attachment to these minutes.

· Work on the Twizel Events Centre is progressing well. The Certificate of Public Use has been issued but does not yet apply to the theatre, where work is ongoing. There was a risk of delays due to supply-chain issues or contractors getting sick with Covid.

· The board considered the public toilet plans attached to the agenda. They questioned why the design of the toilets was different for each one, and suggested applying some consistency across the district.

· Regarding the request to paint a mural on the wall behind the shops, Mr Milne asked if anyone had information about who owned the wall. Various people were suggested who might have this information. The need to update the mural on the swimming pool wall was also suggested. The community board agreed with the idea of a mural.

Committee Resolution TWCB/2022/239

Moved: Member Renee Rowland

Seconded: Cr Emily Bradbury

That the Draft Ohau Road Reserve Development Plan (attached to the agenda) be approved for release for community feedback.

Carried

5.5 Engineering Manager's Update

Joni Johnson introduced herself and outlined the main points in her report.

Discussion took place on possible reasons for the high use of drinking water in Twizel. This would be further investigated by staff to find out where the water was going.

Staff would reinstate irrigation to some garden areas that got disconnected during contract works. There were also some areas that were being watered using the wrong water connections and further work was needed on this.

The introduction of more water meters would help determine where the water was being used.

Joni Johnson said she would come back to a future meeting with more information about Christmas decorations.

New rules on speed limits would be received in March and this would prompt further work on some roads in Twizel.

5.6 Local Alcohol Policy Review

Mark Offen spoke about the alcohol licencing process, which is managed by Timaru District Council on behalf of Mackenzie District Council.

There was a need for consistency in closing times to prevent people from driving to buy alcohol from other townships with later closing. The closing time of 9pm applied across the district.

5.7 General Business and Councillor Update

The community board discussed the email from Chris Clarke outlining current work on the information kiosk in the Twizel town centre.

They disagreed that the kiosk was unbudgeted as it replaced former information services. The chief executive noted the community board’s disappointment and said she would communicate the need to get this working to staff.

Cr Bradbury asked for speakers under the verandas to be fixed. When the kiosk was put in this sound equipment was removed. They would like to get this replaced so it was possible to play music in the marketplace.

Cr Bradbury then updated the board on recent council activity, and the chief executive also provided an update.

The Mayor then spoke about the rowing regattas planned at Lake Ruataniwha. He said these fitted within the regulations and were well-managed. NZ Rowing were looking for feedback from the community. The chairperson said most of the feedback she had received was positive. Those people who were immune-compromised and worried about Covid had told her they would stay home while the visitors were in town.

5.8 Community Board Action List

Discussion of the action list included the following matters:

Sealing of Long Car Park – This will be finished in a few weeks.

Twizel Youth Centre – This will be fenced off until staff can address this property.

Large Machinery Display – May need resource consent for the sign as it is over-size. Waiting for the arrival of additional machinery.

Manmade Hill – Controlled planting is doing OK. Some plants are thriving and some aren’t. Still to develop a plan for the whole hill. A recent broom-spraying job was not done well. Mr Milne has asked a different contractor to spray this again.

Twizel Events Centre – The previous cleaner is no longer available so using a temporary cleaner at the moment, and wanting to engage a contractor to carry out a deep clean of the building.

Working Man’s Hut – This has not yet gone to a committee or council meeting. David Adamson offered to address this before the next community board meeting.

Broken glass over the holiday period – Members reported an increase of broken glass around town over the holiday period. There was a discussion on this and different ideas were raised. There was an alcohol ban in Market Place, but it was not signposted or enforced. The meeting agreed to improve the signage and request police enforcement of the liquor ban area.

Used glass at the Twizel Golf Club – Member Tracey Gunn asked for assistance for the golf club to dispose of large quantities of glass bottles. Angie Taylor offered to work with the golf club to find a solution.

The Meeting closed at 4.45pm.

The minutes of this meeting were confirmed at the Twizel Community Board Meeting held on 11 April 2022.

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CHAIRPERSON

Tekapo Community Board Meeting Minutes 2 February 2022

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Unconfirmed MINUTES

Tekapo Community Board Meeting

2 February 2022

MINUTES OF Mackenzie District Council
Tekapo Community Board Meeting
HELD ON ZOOM
ON Wednesday, 2 February 2022 AT 3.00pm

PRESENT: Chairperson Steve Howes, Member Caroll Simcox, Member Sharron Binns.

IN ATTENDANCE: Mayor Graham Smith, Cr Murray Cox, Angela Oosthuizen (Acting Chief Executive), David Adamson (General Manager Operations – Acting), Brian Milne (Community Services Officer), Tom O’Neil (Community Services Officer), Arlene Goss (Governance Advisor), Joni Johnson (Engineering Manager), Fiona McQuade (Property and Commercial Manager), Mark Offen (Regulatory Officer), Tim Scott (Three Waters Project Manager), GHD staff – Helen Barclay, Tim Mulliner, Ian Ho, and Andrew McMaster.

1 Opening

The chairperson opened the meeting and welcomed everyone.

2 Apologies

Committee Resolution TKCB/2022/202

Moved: Member Caroll Simcox

Seconded: Member Sharron Binns

That the apology received from Cr Matt Murphy and member Chris Scrase be accepted and leave of absence granted.

Carried

3 Public FOrum

There was no public forum.

3.1 Presentation from GHD on Tekapo Wastewater Planning

Helen Barclay and others from GHD gave a presentation on the work they have done to plan for a new wastewater facility in Tekapo to meet population growth. A copy of the presentation is attached to the agenda for the meeting, and the presentation can also be viewed on Council’s YouTube channel.

4 Declarations Of Interest

There were no declarations of interest.

5 Reports

5.1 Minutes of Tekapo Community Board Meeting - 2 December 2021

Committee Resolution TKCB/2022/203

Moved: Member Sharron Binns

Seconded: Member Caroll Simcox

1. That the Minutes of the Tekapo Community Board Meeting held on Thursday 2 December 2021, included those matters considered in public excluded, be received and confirmed as an accurate record of the meeting.

Carried

5.2 Minutes of Tekapo Community Board Meeting - 8 December 2021

Committee Resolution TKCB/2022/204

Moved: Member Caroll Simcox

Seconded: Member Sharron Binns

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 8 December 2021 be received and confirmed as an accurate record of the meeting.

Carried

5.3 Community Board Financial Report

A question was asked about the price of the “carpark island landscaping design”. Brian Milne said it was preliminary design work and this project would get underway soon.

An amount to carry forward was not showing due to being in the process of finalising the accounts. The report was received.

5.4 Tekapo Community Board General Update

The purpose of this report was to provide the Tekapo Community Board with a general update on several projects and actions related to the Tekapo area in general and Community Board specifically.

Maukatua Reserve – Work has started at this reserve.

Bike Stands – A late report on the bike stands was circulated to members the day before the meeting. This outlined the cost and design options for bike stands. The community board agreed with stainless steel, and they were happy with the locations. Discussion took place on one location that needed to be confirmed with a shop owner.

Offer of Art Work Donation – The community board agreed to accept this donation and passed a resolution that the location would be finalised by the chairman and the community services manager.

Lions Corner Reserve – Contractors have expressed concerns about maintaining this bank safely. Brian Milne suggested an embankment to make this area safer. The community board wondered if new plants would survive with no irrigation to the site. The chairman asked for a site visit to be organised to get a better understanding of the issues.

Lakefront Path Development – Aiming for completion by June.

Tekapo Hall – Brian Milne suggested a thank you gift for Krissy and the community board agreed to organise this. A custodian was still needed.

Committee Resolution TKCB/2022/205

Moved: Chairperson Steve Howes

Seconded: Member Caroll Simcox

1. That the Urban Effects hoop bike stands design with A2O logo insert be approved.

2. That bike stands purchase and installation be funded from the Township Projects budget with an estimated cost of $20,000. To be in stainless steel finish.

Carried

Committee Resolution TKCB/2022/206

Moved: Chairperson Steve Howes

Seconded: Member Sharron Binns

3. That the offer of the donation of the Sculpture “Spacesaver” be gratefully accepted, to be located on the Lakefront Reserve. The final location to be confirmed by the Board Chair and the Community Services Manager.

Carried

5.5 Engineering Manager's Update

Joni Johnson was welcomed to the meeting. She went through the details of her report, as attached to the agenda.

The community board asked about car park signage. The entry and exit signs were not big enough and drivers were still having problems in this carpark. Joni Johnson suggested a site walk around to see if there was an improvement that could be made. There were plans to re-mark the carpark markings.

5.6 Local Alcohol Policy Review

Regulatory manager Mark Offen spoke to his report. He outlined the background of the local alcohol policy and how this work was contracted to Timaru District Council. The policy was due for renewal and a new committee was proposed to undertake this work.

Mayor Graham Smith said his recommendation was that the policy remained much the same.

5.7 General Business and Councillor Update

Cr Murray Cox was welcomed to the meeting and was invited to provide an update on council activity.

He said the council was preparing for the upcoming election, including a change of representation for Tekapo. The governance advisor was asked to bring information to the next meeting on the election process.

Work outlined in the Long Term Plan was now underway.

A group in the community was planning to meet and set up a Sports Trust and would be approaching Council with their ideas. Tom O’Neil offered his contacts at Sport Canterbury so they could be involved.

The Mayor updated the community board on preparations for a predicted wave of Covid illness.

A member of the board raised the issue of a small piece of council land in front of 33 Lochinvar that was overgrown. Brian Milne offered to look into this further.

5.8 Community Board Action List

The chairman went through this list and noted that some items had already been discussed. Other matters to note were:

Walkway from Simpson Lane to the Carpark – Brian Milne confirmed this had been excluded from the Boffa Miskell plan. Discussion took place on this matter. David Adamson said he hoped to discuss this further with the community board as part of the next Long Term Plan process. Hopefully in November this year. Staff were not sure this was the best option for this area.

David Adamson suggested the community board could ask for a report on the options for this area in time for the Long Term Plan. This was requested.

Maukatua Reserve – To be completed over the next few months.

Tekapo Hall – The only outstanding matters were the custodian of the hall, and the booking calendar.

Rabbit Control – David Adamson said he raised this with Ecan but got push back to say this was the responsibility of property owners. Keep this on the list. Mr Adamson will continue to advocate on this issue. The community board members stressed again the need for council to take a lead role on co-ordinating a suitable plan of action

Pioneer Drive – A walk about is planned and will include a discussion on this area.

CCTV – Allocate this action to Joni Johnson.

Aorangi Crescent upgrade – Remove from action list. Work completed.

Tekapo Trails Proposal – This will be considered by the Engineering and Services Committee at its next meeting.

Tekapo Township Furniture – Remove from list.

The Meeting closed at 5.00pm.

The minutes of this meeting were confirmed at the Tekapo Community Board Meeting held on 13 April 2022.

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CHAIRPERSON

Fairlie Community Board Meeting Minutes 3 February 2022

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Unconfirmed MINUTES

Fairlie Community Board Meeting

3 February 2022

MINUTES OF Mackenzie District Council
Fairlie Community Board Meeting
HELD ONLINE
ON Thursday, 3 February 2022 AT 4.30pm

PRESENT: Deputy Chairperson Damon Smith, Member Leaine Rush, Member Angela Habraken, Cr Murray Cox

IN ATTENDANCE: Mayor Graham Smith, Angela Oosthuizen (Chief Executive), David Adamson (General Manager Operations – Acting), Brian Milne (Community Services Officer), Tom O’Neil (Community Services Officer), Arlene Goss (Governance Advisor), Joni Johnson (Engineering Manager), Fiona McQuade (Property and Commercial Manager), Aaron Hakkaart (Planning Manager), Mark Offen (Regulatory Officer).

1 Opening

The deputy chairman opened the meeting.

2 Apologies

There were no apologies.

3 Public FOrum

There was no public forum.

4 Declarations Of Interest

Member Angela Habraken declared an interest in Item 5.4 – Grant Application from Mackenzie Swim Club. She is the club treasurer.

Member Leaine Rush said she has been asked to be the community board contact for the memorial wall committee, but was not a member of that committee.

5 Reports

5.1 Community Board Vacancy

A minute’s silence was observed to remember Les Blacklock, the former chairman of the community board, who passed away in December.

The deputy chairman then vacated the chair to allow the governance advisor to conduct an election for a new chairperson.

Damon Smith was nominated by Leaine Rush. This was seconded by Angela Habraken. There were no further nominations and Damon Smith was elected chairperson.

This created a vacancy in the role of deputy chairperson, so nominations were called for this role. Angela Habraken was nominated by Leaine Rush. This was seconded by Cr Murray Cox. There were no further nominations and Angela Habraken was elected deputy chairperson.

The board discussed ways to recognize Les Blacklock for his contribution to the community. Angela Habraken suggested setting up an apprentice scholarship for a trade apprentice. She had spoken to Mr Blacklock’s partner who felt this was a good idea. They were thinking of an annual scholarship of a thousand dollars.

The governance advisor offered to investigate this further and come back to the next meeting with options. Cr Cox said discussion would be needed at council level to determine where the money would come from and staff resourcing if it was to be administered by council.

The community board also discussed appointing someone to the community board position vacated by Les Blacklock between now and the election in October. Damon Smith said two people were being considered; one had declined and the other had not yet responded. It was agreed to defer this matter to the next meeting.

Committee Resolution FCB/2022/160

Moved: Member Leaine Rush

Seconded: Member Angela Habraken

1. That the Fairlie Community Board elects Damon Smith to fill the vacancy of chairperson that was created by the passing of Les Blacklock.

Carried

Committee Resolution FCB/2022/161

Moved: Member Leaine Rush

Seconded: Cr Murray Cox

2. That the Fairlie Community Board elects Angela Habraken as deputy chairperson.

Carried

5.2 Minutes of Fairlie Community Board Meeting - 28 October 2021

The minutes were received.

5.3 Community Board Financial Report

Cr Cox raised the issue of the amount of money in the township project budget. This had been halved from previous years. Brian Milne explained that he reduced this amount when reviewing the budgets (to what had been spent historically) and was not aware that this money was viewed as belonging to the community board. This amount would need to be adjusted in the annual plan.

It was agreed that there wasn’t enough consultation with community boards when budgets were set for the Long Term Plan. The chief executive apologised for this. David Adamson offered to look into this further and circulate information.

5.4 Grant Applications

Fairlie Bowling Club – Member Liane Rush said Les Blacklock was planning to speak to the club and explain that this did not fit the criteria for these grants. The grant limit was $250 and grants were not awarded retrospectively.

Mackenzie Amateur Swim Club – This grant was approved.

Committee Resolution FCB/2022/162

Moved: Cr Murray Cox

Seconded: Member Leaine Rush

1. That a grant of $538 be declined in response to the application from the Fairlie Bowling Club towards the cost of building consent fees.

2. That a grant of $250 be approved in response to the application from the Mackenzie Amateur Swim Club towards the cost of repairing the club’s dive boards.

Carried

5.5 Fairlie Community Board General Update

The purpose of this report was to provide the Fairlie Community Board with a general update on a number of projects and actions related to the Fairlie area in general and Community Board

specifically.

Brian Milne went through the matters listed in his report. He asked for community board approval for the removal of the mature Douglas Fir Trees and they agreed.

Regarding the proposed dog park, Fiona McQuade, the council’s property manager raised concerns that this site might be better earmarked for commercial development than a dog park. Discussion took place on this and the community board agreed that it would take ten years for anything commercial to develop there and a dog park could be there in the meantime at minimal cost. The dog park could be moved later if required. The land was also in a flood zone. It was shown as an open space on the spatial plan and zoned rural. The community board expressed their preference that the area be a dog park.

It was agreed that Fiona McQuade and Brian Milne would meet and discuss this further between meetings.

Regarding the dump station for Fairlie. Brian Milne said he had received a formal notification from the golf club that included conditions including that the dump station could be removed at any time in the future if the golf club requested it. This was something that would not be easy to remove, so Mr Milne did not favour the golf club site. Alternative sites were being considered.

The chairman said he had investigated why the dump station behind the Gladstone Hotel had been closed. This was due to the owners being billed for the water by the council. Brian Milne said he preferred a public site that could not be closed. One option was for council to pay for the water at the Gladstone dump station, and also have a public dump station.

The engineering manager was asked to investigate the possibility of council paying for water to the Gladstone Hotel dump station. There was also a dump station at the Fairlie campground.

Brian Milne then spoke about the design for the new public toilets in Fairlie. This design was shown on the screen and discussed. These toilets would be unisex to allow more efficient use. The new site was almost opposite the Gladstone. The community board considered whether this would be the right location and expressed concern about it being too close to the soldier statue.

Shouldn’t the parking plan and toilet location be considered a single project? Toilets needed to be close to the playground.

The chairman asked for the community to be consulted more on these projects. David Adamson explained that changing the design would have a significant cost impact. The toilets planned for Lake Pukaki and Ruataniwha were compared.

The community board were generally happy with the proposed new toilets but questioned whether enough consultation had taken place.

The new township furniture, as attached to the agenda, was discussed and the board preferred “table 4”. Bike stands were compared and the board preferred number 3. The motif could be a bike to help define the purpose of the stand. The location for the bike rack is opposite the supermarket.

Committee Resolution FCB/2022/163

Moved: Member Leaine Rush

Seconded: Member Angela Habraken

1.. That the removal of the mature Douglas Fir Trees on the southern boundary of McLean Park be approved

Carried

5.6 Engineering Manager's Update

David Adamson introduced the new engineering manager Joni Johnson. She went through the main points in her report, as attached to the agenda. The community board was asked if they wanted to see similar reports in the future.

The date of 2024 for completion of the water plant was due to the time lag to get a membrane from overseas.

5.7 Local Alcohol Policy Review

Mark Offen outlined the background to the policy review. Cr Cox and Cr Murphy are representing Mackenzie District Council on the policy review committee. He asked for feedback from the community board on current alcohol rules.

Mayor Graham Smith spoke about his work on the licensing committee. He thought the current system was working very well and did not see the need for too much change, but if there were any concerns the community board should give these to Cr Cox.

5.8 Adoption of Mackenzie Spatial Plans

Aaron Hakkaart presented the completed spatial plans to the community board. These plans create a blueprint for how Fairlie will grow.

The next step was the district plan review. Mr Hakkaart said this was an incredibly large project so he was currently looking at breaking it into parts and organising a work plan and timeline. This was a statutory process and Council would consult with the community.

5.9 General Business and Councillor Update

Cr Murray Cox thanked the staff at the meeting for their updates. This provided a good view of what was happening.

The chief executive outlined current activity around Covid and plans to protect essential services and staff, who have been split into teams. This was a changing situation and would continue to be reviewed.

Council was also looking at the next annual plan and this would include some consultation in April. Good progress was also made on Te Manahuna Ki Uta/Destination Mackenzie.

5.10 Community Board Action List

Memorial Wall Project – Member Liane Rush updated the community board on this project. A small committee has been formed and this was a good team. Preliminary sketching’s are displayed in Heartlands. Due to the height of the wall they will need to apply for resource consent and involve a structural engineer. They would be writing a letter to council for permission to go ahead.

The chairman said the community board supported this project. The location chosen was on the western side near the north western corner. Fairlie Lions also backed this project.

Domain Toilets – The community board has discussed this toilet facility recently and wondered if they were being utilised and the condition. Fiona McQuade said she was currently negotiating a renewal of the lease with the campground and the campground were cleaning them.

Fairlie Community Centre kitchenette upgrade – Mr Milne said he has a quote for $15,000 and could now go ahead with this work.

The Meeting closed at 6.45pm.

The minutes of this meeting were confirmed at the Fairlie Community Board Meeting held on 10 March 2022.

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CHAIRPERSON

Ordinary Council Meeting Minutes 8 February 2022

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Unconfirmed MINUTES

Ordinary Council Meeting

8 February 2022

MINUTES OF Mackenzie District Council
Ordinary Council Meeting
HELD ON ZOOM
ON Tuesday, 8 February 2022 AT 9.30am

PRESENT: Mayor Graham Smith, Deputy Mayor James Leslie, Cr Anne Munro, Cr Stuart Barwood, Cr Murray Cox, Cr Emily Bradbury

IN ATTENDANCE: Angela Oosthuizen (Chief Executive), David Adamson (Acting General Manager Operations), Paul Numan (General Manager Corporate), Aaron Hakkaart (Planning and Regulatory Manager), Fiona McQuade (Property and Commercial Manager), Arlene Goss (Governance Advisor), Chris Clarke (Communications Advisor), Sandy Hogg (Finance Manager), Joni Johnson (Engineering Manager).

1 Opening

The Mayor opened the meeting with a karakia and welcomed everyone.

2 Apologies

There were no apologies.

3 Visitors

There were no visitors.

4 Declarations Of Interest

There were no declarations of interest.

5 Bereavements

A minute’s silence was observed for the following bereavements:

· Wilfred Desmond BELCHER (Wilf): Passed away peacefully at home on January 20, 2022. Much loved husband of Beverley and treasured Dad of Bob, Leanne, and Janine.

· Stephanie ELLMRICH (Sue): Peacefully at home on Monday, January 10, 2022. Dearly loved wife of Jon for 50 years. Dearly loved mother and mother-in-law of Marcus and Nancy (Colorado) and Lain and Heather.

The Mayor also noted a number of bereavements that were recorded at the last council meeting.

6 Mayor's Report

6.1 Mayoral Activities Report

The Mayor updated Council on discussions with Ngai Tahu related to Three Waters. Another meeting was planned this week. He also spoke about wider council discussions, including the agreement between 25 councils to push back on some matters.

A meeting with Runanga in Tekapo was successful, with the Runanga being very engaged in Te Manahuna Ki Uta/Destination Mackenzie.

Cr Munro noted there had been seven meetings related to Te Manahuna Ki Uta/Destination Mackenzie in the past few weeks and she hoped it was not taking too much staff resource. DOC had raised some concerns and these needed to be addressed. The process was being streamlined.

The Mayor was confident that this project would be completed and he felt confident after the two-day workshop.

Cr Leslie raised some concerns about the Emergency Committee proposed in the chief executive’s report. This was raised again under that item.

The Mayor then updated the council on the rowing events planned at Lake Ruataniwha.

Resolution 2022/1

Moved: Cr Emily Bradbury

Seconded: Deputy Mayor James Leslie

That the report be received.

Carried

7 Reports

7.1 Chief Executive's Report

The chief executive said it had been a busy month and she outlined the main activities of council over that time.

She then raised the idea of forming an emergency committee for continuity of decision-making in the event of an emergency. She said she was happy to be challenged on this proposal.

Changes to the Emergency Management Framework were discussed. This would include changes to who was responsible for calling a state of emergency. A submission would be drafted and circulated to meet the deadline of the end of the week. The detail still needed to be worked through.

The Mayor noted that staff had been split into two teams to keep service provision going in the event of a Covid infection.

Cr Munro asked for clarification around when the bill on governance of the Three Waters would go to a select committee. This would happen in 2023.

Progress had been made on staff recruitment. An emergency management officer was appointed and work continues on filling a number of other roles. An offer was made to a potential communications manager but they declined due to being unable to find accommodation in Twizel. A flexible working arrangement would be considered.

The chief executive updated the council on negotiations related to using vaccine passports at the shared library in Twizel.

David Adamson updated the council on progress with legislation related to water reforms.

Cr Barwood asked about current headcount. Currently at about 40FTE.

The Mayor noted that roading and building control received a lot of service requests. He thanked the staff for responding to service requests well. The chief executive was thanked for her report.

The Mayor moved to item 7.2 Council Monthly Financial Report, then later came back to this item to consider the recommendations from the chief executive. These included the request to establish and emergency committee.

Cr Leslie felt the emergency committee was a significant shift in power and said he would like some of the words in the terms of reference defined.

The Mayor suggested more work be done on this matter and it comes back to council at a later meeting.

Cr Munro questioned the suggested quorum of two councillors and thought three would be better.

The councillors agreed to consider this recommendation further before making a decision and it was left on the table.

Resolution 2022/2

Moved: Deputy Mayor James Leslie

Seconded: Mayor Graham Smith

1. Council notes the progress on the Strategic Projects.

2. Council notes the submission date for the Trifecta – Modernising the Emergency Management Framework as the 11 February and delegates authority to the Mayor and Chief Executive to finalise the contents of the submission.

Carried

7.2 Council Monthly Financial Report - October and November 2021

Finance manager Sandy Hogg introduced her report and asked for questions. The following matters were included in the discussion:

· The Mayor asked when borrowing would be implemented. Council was going to the LGA in about March.

· Projects in the Long Term Plan were starting and money was being spent on these.

· Regarding consultancy costs, these were up due to a lack of staff.

· Some costs that would have gone into the last financial year had been held over due to the delay in passing the Long Term Plan.

· The costs of the destination management plan were discussed. The timing of receiving funding and paying consultants meant this was out of line with the budget.

· Cr Leslie asked if people were paying their rates as planned. Yes. Penalty rates were in line with last year. There were minimal requests from rate payers for time payment arrangements.

· Cr Barwood asked about the street light replacements and the vehicle fleet. Three vehicles were due to be sold. The LED street light replacements were finished. Only the bollard lights remained to be replaced.

· Cr Murphy asked about bollard light hardware. Mr Adamson said it had not yet been ordered. He offered to find out the lead time for this and get back to the council.

· The finance team were thanked for their work over the long weekend.

Resolution 2022/3

Moved: Cr Anne Munro

Seconded: Cr Matt Murphy

That the monthly financial reports for October and November 2021, for Mackenzie District Council be received.

Carried

7.3 Adoption of Strategic Routes

The purpose of this report was for Council to consider adoption of the Strategic Routes and Priority Thoroughfares Identification document.

David Adamson said buildings that lined strategic routes needed to have a higher degree of earthquake strengthening to avoid the collapse of facades onto strategic roads. This policy needed to be re-adopted every five years so had come back to council to enable this.

Have building owners been notified of this? Mr Adamson said they would have been notified when this was first circulated, but he would ask staff to re-notify owners. This went through a public consultation process and only one response was received.

Resolution 2022/4

Moved: Cr Emily Bradbury

Seconded: Deputy Mayor James Leslie

1. That the report on the Strategic Routes be received.

Carried

Resolution 2022/5

Moved: Cr Anne Munro

Seconded: Cr Emily Bradbury

2. That Council adopt the Strategic Routes and Priority Thoroughfares Identification document.

Carried

7.4 South Canterbury Chamber of Commerce Reports - November 2021 and December 2021

The Mayor noted the financial support that had been given to Mackenzie businesses and the one-on-one support they had received.

Paul Numan said a three-year contract with the chamber had been formalised and was providing some good results. A quarterly report would be provided in April.

Resolution 2022/6

Moved: Cr Stuart Barwood

Seconded: Cr Murray Cox

That the information be noted.

Carried

7.5 Tekapo Sky Holdings Limited Land Swap Proposal with Mackenzie District Council

Property manager Fiona McQuade said this was the second time this matter had come before council. It was first considered in December, 2020, and she read out the resolutions passed at that meeting.

She then outlined the current proposal from Tekapo Sky Holdings, and went over the positive and negative points related to the proposal, as outlined in her report on the agenda.

It was noted that Council still had a moratorium on land sales, including land swaps.

Cr Murphy said he wanted to raise the overwhelming support of the community board to use the Aorangi site for community use in the future. He said the current proposal was not favourable to the ratepayer base, but there was room for negotiation. He suggested having both sites valued so negotiations could take place.

The Mayor said Cr Murphy was potentially conflicted on this. Cr Cox said the land in Aorangi Cres was identified in spatial planning and Council should consider acquiring it in the future, whether that was by swap or purchase.

Cr Barwood said Council needed a valuation but he did not want a land swap. He wanted to buy back Aorangi Cres and also hold onto the land on Lakeside Drive.

Cr Munro asked if there was a second letter from the community board. No. They re-sent the same letter in response to the current proposal as they had previously sent in response to the earlier proposal. She also asked if valuations would be part of the asset review. Yes but this would not be happening until next year.

The Mayor said he understood from listening to Council there was no interest in a swap, but Council was interested in the Aorangi Cres land for future use. Fiona McQuade said from talking to the director of Tekapo Sky Holdings, his view was the land was worth about $4.8 million including the consent already gained for the hotel. Council could instruct a valuation for the land only if it was not interested in the hotel, however this idea was challenged as being impractical.

Cr Murphy spoke in support of a purchase of the land and did not want to wait until 2023 for the valuation. Cr Cox said a valuation would not take into account what Council wanted to use the land for, it would be valued under current zoning and consents. It was in the tourist zone.

The councillors then considered the staff recommendations and passed the resolution below, requesting staff to undertake more work on the possibility of community use of the land on Aorangi Crescent.

Resolution 2022/7

Moved: Deputy Mayor James Leslie

Seconded: Cr Murray Cox

1. That the report be received.

Carried

Resolution 2022/8

Moved: Cr Anne Munro

Seconded: Cr Matt Murphy

2. That Council notes the background in this matter including the associated attachments on the offer from TSHL, and the memorandum from the Tekapo Community Board.

3. That Council considers the offer and;

Declines the land swap offer – for the reasons as outlined below:

a) Council is awaiting the outcome of an asset management review to understand the potential commercialisation potential of its freehold land and

b) Council currently has a moratorium on all land sales - including land swap.

c) Council requests that management comes back to Council by the end of June with a further report on this matter to consider community facilities on the Aorangi Crescent land.

Carried

7.6 Order of Candidate Names on Voting Papers

The purpose of this report was for Council to decide the order of candidates’ names on voting documents.

Resolution 2022/9

Moved: Cr Matt Murphy

Seconded: Cr Emily Bradbury

That Council resolves that the name of each candidate seeking election will be arranged in random order on the voting documents for the 2022 triennial council elections and any subsequent by-elections..

Carried

8 Community Board Recommendations

8.1 Minutes of Twizel Community Board Meeting - 6 December 2021

Resolution 2022/10

Moved: Mayor Graham Smith

Seconded: Cr Matt Murphy

1. That the Minutes of the Twizel Community Board Meeting held on Monday 6 December 2021 be received.

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

· That the Twizel Community Board approves the proposed location of the working man’s hut in principal, and asks staff to investigate the location and report back to the board.

· That a grant of $500 be approved for Twizel Promotions towards the cost of information stands.

· That a grant of $100 be approved for Twizel Area School towards a prize for school prize-giving.

· That a budget of $10,000 from the Twizel Township Budget; “Implementation of Development Plan” be allocated for the preparation of a development, maintenance plan and budget for the development of Man-Made Hill.

Carried

8.2 Minutes of Tekapo Community Board Meeting - 2 December 2021

Resolution 2022/11

Moved: Mayor Graham Smith

Seconded: Cr Matt Murphy

1. That the Minutes of the Tekapo Community Board Meeting held on Thursday 2 December 2021 be received.

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

Committee Resolution TKCB/2021/1 Moved: Member Sharron Binns Seconded: Member Caroll Simcox That the Tekapo Community Board allocates the following grants from the ‘Promotion of Tekapo Township’ (Genesis Energy) fund: Carried
Organisation	Project	Amount Requested	Amount Granted
Lake Tekapo Bright Stars Trust	Natural Outdoor Play Space	$4,906.00	$4,017.14
Lake Tekapo School	Sandpit and Outdoor Learning Area	$6,560.75	$5,000.00
Mackenzie Golf Club	Water tank installation	$4,637.00	$4,137.00
William Beauchamp	What's the Story?	$11,800.00	$0
	Total Requested	$27,903.75	$13,154.14
	Total Available	$13,154.14

Carried

8.3 Minutes of Tekapo Community Board Meeting - 8 December 2021

Resolution 2022/12

Moved: Mayor Graham Smith

Seconded: Cr Matt Murphy

1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 8 December 2021 be received.

2. That Council notes the following resolutions passed by the Tekapo Community Board:

· That the Tekapo Community Board supports the proposal from Tekapo Trails to develop a new trail on the unformed legal road from Tekapo Regional Park to Willow Bay, subject to council approval and applicable consents.

· That the Tekapo Community Board approves a grant of $689.45 to the Tekapo Community Garden for the purchase of gardening supplies.

· That the Tekapo Lakefront Improvement Plan for the new path route from the boat club building on Lakeside Drive to the pedestrian bridge at the lake outlet (as attached to the agenda) be approved.

· That the Tekapo Community Board approves spending $1,694 from the Tekapo Hall Operational Budget on restocking the kitchen in the Tekapo Hall.

Carried

9 Confirm Council Minutes

9.1 Minutes of Council Meeting - 14 December 2021

Resolution 2022/13

Moved: Mayor Graham Smith

Seconded: Cr Matt Murphy

That the Minutes of the Council Meeting held on Tuesday 14 December 2021 be received and confirmed as an accurate record of the meeting.

Carried

10 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2022/14

Moved: Cr Anne Munro

Seconded: Deputy Mayor James Leslie

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

10.1 - Approval of Exemption to the Procurement Policy - District Plan Review

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)(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

10.2 - Minutes of Public Excluded Council Meeting - 14 December 2021

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

Carried

Resolution 2022/15

Moved: Mayor Graham Smith

Seconded: Deputy Mayor James Leslie

That Council moves out of closed meeting into open meeting.

Carried

The Meeting closed at 11.44am.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 8 March 2022.

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CHAIRPERSON

Engineering and Services Committee Meeting Minutes 15 February 2022

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Unconfirmed MINUTES

Engineering and Services Committee Meeting

15 February 2022

MINUTES OF Mackenzie District Council
Engineering and Services Committee Meeting
HELD ON ZOOM
ON Tuesday, 15 February 2022 AT 9.30am

PRESENT: Cr Stuart Barwood (chairperson), Cr Emily Bradbury, Cr Murray Cox, Cr James Leslie, Cr Anne Munro, Cr Matt Murphy, Mayor Graham Smith

IN ATTENDANCE: Angela Oosthuizen (Chief Executive), David Adamson (Acting General Manager Operations), Paul Numan (General Manager Corporate), Arlene Goss (Governance Advisor), Chris Clarke (Communications Advisor), Joni Johnson (Engineering Manager), Brian Milne (Community Services Officer), Angie Taylor (Solid Waste Manager), Scott McKenzie (Roading Manager), Tim Scott, Robyn Hyde (Alps2Ocean), Geoff Horler (Utilities Manager).

1 Opening

The chairman opened the meeting.

2 Apologies

There were no apologies.

3 Declarations Of Interest

There were no declarations of interest.

4 Visitors

Robyn Hyde introduced herself as the new Alps2Ocean manager, employed by Waitaki District Council. She was welcomed by the Mayor.

5 Reports

5.1 Minutes of Engineering and Services Committee Meeting - 16 November 2021

Committee Resolution ENG/2022/25

Moved: Mayor Graham Smith

Seconded: Cr Matt Murphy

1. That the Minutes of the Engineering and Services Committee Meeting held on Tuesday 16 November 2021 be received and confirmed as an accurate record of the meeting.

Carried

5.2 Community Facilities and Services Operations Report

This report gave the committee an overview of activities within the community facilities area, with specific focus on township maintenance works.

Brian Milne went through the points outlined in his report.

Recent rain caused some damage to part of the Alps2Ocean track. There was discussion on whether to start the track further south, rather than put money into continuous repairs. Mr Milne said there were repair solutions that were not too expensive. He felt it was worthwhile maintaining that part of the track.

The current budget was only enough to do basic maintenance so this needed to be considered.

David Adamson updated the committee on work at the Twizel Events Centre.

A proposed workshop on the Twizel Youth Centre had not yet been held. There needed to be a combined community discussion on this and other community facilities in the townships to determine a way forward.

New public toilet plans were attached to the agenda. Mr Milne provided details around the design and finish of the new toilets at Lake Pukaki. He then noted the remaining items in his report and updated the committee on larger projects in the district.

Cr Leslie asked about the Ruataniwha Reserve. A reserve management plan was being drafted and this would go to the community board for feedback. Stakeholder feedback in Twizel is positive. Consideration would be given to the idea of putting sports fields there and making it a sports hub.

Cr Bradbury asked about cycle stands for Twizel. This is on Mr Milne’s to do list.

The committee discussed the location of the proposed dog park at Fairlie. It was noted that the proposed site across the Allandale Bridge had been questioned by staff as more suitable for commercial development. The committee agreed that this land was not suitable for commercial development and they preferred it become a dog park.

Committee Resolution ENG/2022/26

Moved: Cr Matt Murphy

Seconded: Cr Emily Bradbury

That the report be received.

Carried

5.3 Lake Tekapo, Willow Bay Trail

The purpose of this report was to consider a request from Tekapo Trails Society (TTS) for approval to develop a trail on an unformed legal road from Tekapo Regional Park to Willow Bay.

The Tekapo Community Board has passed a resolution supporting this request.

Approval of the committee is required to confirm agreement of this use and allow Tekapo Trails to apply for consents and other approvals from LINZ and Genesis Energy.

Cr Cox asked if this trail was above the water line. Brian Milne understood from Tekapo Trails that it was well above the area normally controlled by Genesis.

The Mayor asked if volunteers would keep the track clear of rubbish. Mr Milne said up to now Tekapo Trails had been responsible for all of their trail maintenance at Tekapo.

Committee Resolution ENG/2022/27

Moved: Cr Anne Munro

Seconded: Mayor Graham Smith

1. That the report on the Willow Bay trail be received.

Carried

Committee Resolution ENG/2022/28

Moved: Cr Anne Munro

Seconded: Cr Matt Murphy

2. That the Engineering and Services Committee approves the development of a new trial on the unformed legal road from the Tekapo Regional Park to Willow Bay, by Tekapo Trails Society, subject to prior to any physical works commencing

(a) They gain all necessary resource consents, and

(b) They gain any required approvals from Genesis Energy, Balmoral Station and LINZ, and

Carried

5.4 Waste Minimisation and Management Update

Angie Taylor updated the committee on progress with the establishment of a green bin service. This was going well.

The new solid waste contract was going well. Services included extra collections over Christmas and these were well-received.

Committee Resolution ENG/2022/29

Moved: Mayor Graham Smith

Seconded: Cr Matt Murphy

That the information be noted.

Carried

5.5 Engineering Manager's Report

Joni Johnson outlined the main points of her report.

There was concerns about a water leak in the Allandale scheme and this was being hunted down. Staff were keeping up with service requests. A consultant was working on the new Fairlie water treatment plant and a construction completion date was about June, 2024. This was due to a wait of a year or more to get the water membrane for the treatment plant.

Questions were asked about fluoridation. With new legislation, the government now has the ability to direct councils to introduce fluoride to drinking water. Joni Johnson outlined the practical costs and impact it would have if this occurred in Mackenzie. Discussion followed on this subject.

Regarding roading, Scott McKenzie said there was a slow start to the roading contract. There were currently three graders working on road grading and this work would pick up in the coming months. He was currently working through the bridge work.

Cr Munro asked about issues with bitumen supply. New Zealand was now totally reliant on import bitumen. Scott McKenzie outlined discussions with suppliers. A tank was being built in South Canterbury to stockpile bitumen, but had not been completed yet.

Committee Resolution ENG/2022/30

Moved: Cr Matt Murphy

Seconded: Cr James Leslie

That the information be noted.

Carried

5.6 Capital Works Programme 2020-2021

David Adamson presented this report. He outlined progress on capital works as detailed in the agenda.

The chairman asked about resources. Mr Adamson said the contractors had been able to respond to this challenge but there were some issues around some items like road sealing. He believed this programme would be finished on time.

The Mayor said Crown partners were happy with the programme, after initially being concerned that Council wouldn’t get the money spent by deadline. Mr Adamson was working with them and was confident the work would be done within the timeframe.

Committee Resolution ENG/2022/31

Moved: Cr Anne Munro

Seconded: Cr Emily Bradbury

That the information on the stimulus package of capital works be noted.

Carried

5.7 Three Waters Stimulus Update

The purpose of this report was to update the committee on progress on the $5.1m Three Waters Stimulus Grant provided by the Crown.

Tim Scott spoke regarding the water meter installation project. This was underway, but was currently delayed by a technology issue. Mr Scott said the American manufacturer was testing to ensure the meters would work and communicate with the council as planned.

De-sludging of the wastewater treatment plants was underway. Twizel was completed and Tekapo was underway.

CCTV pipe inspections were on target and would be completed this month.

Regarding the rising main from Mackenzie Park to the Twizel plant - contractors would be on site in March.

Committee Resolution ENG/2022/32

Moved: Cr James Leslie

Seconded: Cr Anne Munro

1. That the report on the 3W Stimulus Capital programme be received.

Carried

The Meeting closed at 11.15am.

The minutes of this meeting were confirmed at the Engineering and Services Committee Meeting held on 10 May 2022.

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CHAIRPERSON

Planning and Regulations Committee Meeting Minutes 15 February 2022

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Unconfirmed MINUTES

Planning and Regulations Committee Meeting

15 February 2022

MINUTES OF Mackenzie District Council
Planning and Regulations Committee Meeting
HELD ONLINE ON Tuesday, 15 February 2022 Following the Commercial and Economic Development Committee

PRESENT: Cr Anne Munro (Chairperson), Cr Stuart Barwood, Deputy Mayor James Leslie, Mayor Graham Smith, Cr Emily Bradbury, Cr Murray Cox, Cr Matt Murphy

IN ATTENDANCE: Angela Oosthuizen (Chief Executive), David Adamson (General Manager Operations - Acting), Paul Numan (General Manager Corporate Services), Arlene Goss (Governance Advisor), Aaron Hakkaart (Planning Manager), Mark Offen (Regulatory Officer), Tina Donald (Building Regulatory Manager)

1 Opening

The chairperson opened the meeting and welcomed everyone.

2 Apologies

There were no apologies.

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 - 16 November 2021

Committee Resolution PRC/2022/110

Moved: Cr Stuart Barwood

Seconded: Cr Murray Cox

1. That the Minutes of the Planning and Regulations Committee Meeting held on Tuesday 16 November 2021 be received and confirmed as an accurate record of the meeting.

Carried

5.2 Report on Councils Building Control Authority

Tina Donald spoke to this report. Building consent numbers were up and the increase could be double last year. Building consent targets were on track. Complaint numbers were down.

Cr Barwood asked about the large number of building consents being returned with requests for information. Tina Donald said a lot of designers were not educated and relied on council staff to send them questions with what was required for a building consent. Some designers were almost expecting council to design their building. Was there a communication that could go out to improve this? Yes. A blurb will go on the website aimed at designers.

Would a session with the contractors be helpful? Tina Donald said she was happy to do something if required. These designers also worked in neighbouring districts, so any initiative would involve other councils such as Timaru and Waimate.

5.3 Planning Department Update

Aaron Hakkaart took his paper as read and noted a new staff member had joined the team, named Rachel Hickling. Liz Whyte had also accepted the role of principal policy planner. She would be introduced at an upcoming workshop.

5.4 Regulatory Report

David Adamson said Council was in discussion with Timaru District Council regarding a joint dog pound arrangement. There has been a number of issues with roaming dogs recently.

The emergency manager positions would be filled by Joe Rush. Mark Offen was thanked for filling this role in the meantime.

Cr Leslie asked for an update on the cat problem at Simons Street in Twizel. This would be discussed later in the meeting.

The Mayor asked about using smart tags on dogs. These would help identify dog owners. David Adamson said there had been a staff discussion on this and it would be a significant cost for little benefit for council, but might benefit dog owners. Many roaming dogs are microchipped. He did not believe this would be worth exploring further.

6 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution PRC/2022/111

Moved: Cr Murray Cox

Seconded: Cr Emily Bradbury

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 - 16 November 2021	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/2022/112

Moved: Mayor Graham Smith

Seconded: Cr Murray Cox

That the meeting moves out of public excluded into public meeting.

Carried

The Meeting closed at 1.28pm.

The minutes of this meeting were confirmed at the Planning and Regulations Committee Meeting held on 10 May 2022.

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CHAIRPERSON

Extraordinary Audit and Risk Committee Meeting Minutes 14 December 2021

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Unconfirmed MINUTES

Extraordinary Audit and Risk Committee Meeting

14 December 2021

MINUTES OF Mackenzie District council
Extraordinary Audit and Risk Committee Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 14 December 2021 AT 2PM

PRESENT: Bruce Mincham (Chair), Mayor Graham Smith, Cr Anne Munro, Cr Stuart Barwood, Cr Murray Cox, Cr Emily Bradbury

IN ATTENDANCE: Angela Oosthuizen (Acting Chief Executive), David Adamson (Acting General Manager Operations), Paul Numan (General Manager Corporate), Alexis Gray (General Manager People and Culture), Arlene Goss (Governance Advisor), Chris Clarke (Communications Advisor), Sandy Hogg (Finance Manager), David Codyre (Acting Finance Manager), Chris Genet (Audit New Zealand – by Zoom)

1 Opening

The chairman opened the meeting and welcomed everyone.

2 Apologies

Apologies were received from Cr James Leslie and Cr Matt Murphy.

3 Declarations Of Interest

The chairman declared that since October he has been the treasurer on the board of Twizel School.

4 Reports

4.1 Minutes of Audit and Risk Committee Meeting - 7 September 2021

Committee Resolution AUD/2021/60

Moved: Mr Bruce Mincham

Seconded: Mayor Graham Smith

1. That the Minutes of the Audit and Risk Committee Meeting held on Tuesday 7 September 2021 be received and confirmed as an accurate record of the meeting.

Carried

4.2 Annual Report Project Update

David Codyre updated the committee on progress with the annual report. Auditors would be visiting the council on February 8, 2022, and he hoped to adopt the report by late March.

Bruce Mincham asked how long until the annual report template and accounting policies would come before the audit and risk committee. Mr Codyre said he was still working on a change to the accounting policies.

Paul Numan said Council was well-prepared for the audit.

Angela Oosthuizen said the design and narrative were important and should be shared with the committee in advance.

Chris Genet explained that the timing of the audit had changed due to the scarcity of auditors, and this would be made clear in the report.

Discussion took part on last minute surprises and how these could be avoided.

4.3 Annual Plan 2022-2023 Process and Proposed Timetable

This was the timetable for the next annual plan. Sandy Hogg introduced the timetable and said time had been included in the plan to cope if an amendment to the Long Term Plan and consultation was required.

Did Council have adequate resources to keep to this timetable? Yes at this stage. This project was being done at the same time as the annual report and outside resources were available for both projects.

Cr Munro asked if the finance team were managing with the new accounting system. Sandy Hogg said there was a degree of comfort. More training of managers was planned.

4.4 Audit Plan - year ended 30 June 2021

Paul Numan thanked Chris Genet for sending the audit plan through. It’s an easy to read document.

Cr Cox asked about internal control procedures. Paul Numan said he believed the internal control procedures were good and if not, audit would have noticed.

5 PubliC Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution AUD/2021/61

Moved: Cr Anne Munro

Seconded: Cr Emily Bradbury

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
5.1 - Minutes of Public Excluded Audit and Risk Committee Meeting - 7 September 2021	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
5.2 - CouncilMark Assessment	s7(2)(f)(i) - the witholding of the information is necessary to allow free and frank expression of opinions by or between or to members or officers or employees of any local authority	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
5.3 - Health, Safety and Wellbeing	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
5.4 - Annual Report 2019/2020 Audit Fee Recovery	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) s7(2)(f)(i) - the witholding of the information is necessary to allow free and frank expression of opinions by or between or to members or officers or employees of any local authority	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
5.5 - Risk Management Report	s7(2)(c)(ii) - the withholding of the information is necessary to protect information which is subject to an obligation of confidence or which any person has been or could be compelled to provide under the authority of any enactment, where the making available of the information would be likely otherwise to damage the public interest	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 AUD/2021/62

Moved: Cr Anne Munro

Seconded: Cr Emily Bradbury

That the committee moves out of closed meeting into open meeting.

Carried

The Meeting closed at 3.55pm.

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CHAIRPERSON

Date:	Tuesday, 8 March 2022
Time:	9.30am
Location:	On Zoom