Agenda of Ordinary Council Meeting

Ordinary Council Meeting Agenda 2 May 2023

7 Reports

7.1 Chief Executive Officer's Report for April 2023

Attachments: 1. Central Government Reforms timelines ⇩

2. Letter to Local Government ⇩

3. People and Culture Report ⇩

4. Health and Safety Report ⇩

5. Customer Services Report ⇩

6. Service Requests ⇩

Recommendations

1. That the report be received for information and that the Council note the letter received from Minister McAnulty about three waters alternative proposal.

2. That Council approve ongoing support for the Community for Democracy work that is continuing.

3. That Council note the extremely tight timeframes for the ongoing Resource Management Reforms.

Purpose of Report

To provide the Council with an update on strategic projects, human resources, customer services and CEO activities during the month of April 2023.

REFORM AGENDA

Local government is facing a wave of reforms and reviews, including those related to water services, resource management, and more. The Future for Local Government Review will release its final report and recommendations in June 2023. Central government reforms impacting on local government are set out on the attached A3 timeline.

FUTURE FOR LOCAL GOVERNMENT

The Review into the Future for Local Government is continuing with a final report and recommendations, due to the Minister in June 2023.

Public submissions into the Review were closed on 28 February and these have been analysed for consideration by the Panel. The panel received a large number of submissions, including submissions from councils, iwi, hapū, organisations, businesses, and individuals. The Panel also worked with councils who were impacted by Cyclone Gabrielle to ensure they had the opportunity to make a submission.

As part of the Panel’s final engagements for the Review, the panel has met with Chief Science Advisors, their Business Reference Group, and a group of chief executives from central and local government.

RESOURCE MANGEMEN T REFORM

The Natural and Built Environments and Spatial Planning Bills are currently before the Environment Committee, chaired by Hon Eugenie Sage. Minister Parker advised at the Zone 5 and 6 Sector meeting that the Bills are expected to become law in June 2023.

Submissions have highlighted many of the issues that have remained important to the sector throughout this process. The loss of local voice, regionalisation, and the uncertainty surrounding the role of local authorities are amongst the concerns we are hearing in local government submissions.

The DIA are continuing to advise the Minister of Local Government and the Ministry for the Environment (MfE) as implementation and transition of the new system become the main priority. We continue to be conscious of how it will affect the sector, especially councils.

Budget 22 - $179 million for implementing the new resource management system.

To ensure the future resource management system is implemented successfully, the Government announced $179 million over four years as part of Budget 22 to ensure an efficient transition to the future resource management system. This is in addition to the $131.8 million that was announced in Budget 21 for the design, enactment, transition and initial implementation of the reforms to mid-2024.

Model Project to help successfully implement the new strategies and plans.

Working with selected regions to develop the first generation of Regional Spatial Strategies and Natural and Built Environments Act plans will be an important part of MFe’s implementation work programme.

This work – referred to as the model project – aims to provide guidance and support to the first regions developing their strategies and plans. Working through these first strategies and plans will test and demonstrate the workability of the future system and provide learnings for the regions that follow.

The Ministry has been working through criteria to select which regions will participate in the model project.

The selected regions will collectively provide a range of resource management settings and challenges to test the future system and maximise learnings for the rest of New Zealand.

Three WATERS

Changes announced by the minister

Key highlights of the changes

· The new alternative model proposes 10 entities (refer attached proposal)

· Mackenzie falls within the Canterbury Entity

· The Three water assets are still to be “owned” by Council but the legislation does not provided for any real property rights

· This legislation allows for balance sheet separation to leverage debt to address the infrastructure deficits.

· Each council will be represented on the regional representative boards with equal numbers of mana whenua.

· Entities will be run by professional boards.

· Entities will be operational from 1 July 2026 but Councils could decide to transition to the new entity model earlier if they wished.

· Councils will need to plan for Three Waters for the first two years of the long term plan

· Second tranche of better off funding has been removed.

The bottom line is that:

· There is an increase in the number of entities and there will be closer ties to each Council geographically.

· The changes do not really address our fundamental concerns of ensuring that our small Council will receive an equitable share of investment to facilitate growth and development especially if we are included in a regional entity with much larger urban Councils.

· There are no real ownership rights attached to the “ownership” by Council of water assets

· The assets have essentially been expropriated without compensation on the premise that the off balance sheet approach will enables the entities to leverage larger tranches of debt to fund the infrastructure deficits.

· Given that over $100 m has been spent to date in the setup of these entities and levies for 50% of the cost of the water regulator, Taumata Arowhai, will be recouped from ratepayers, there are concerns as to how the cost of this regionalised service delivery model will be cheaper for our ratepayers in the future.

· There are still concerns that the assumptions of investment required by the regional model have been overstated.

· The removal of the better off funding means communities lose any benefits that could arise from this.

Most Councils at the recent Zone 5 and 6 conference believe that this was a missed opportunity to meaningfully engage with local government to find a consensus approach. Most Councils were disappointed that the Minister had not advised them at the briefing about the loss of the Better Off Funding (Tranche 2). Most Councils still want and need locally led, locally informed and locally accountable solutions, not the one size fits none approach dictated from Wellington. Millions spent so far to address this reform and the opportunity cost of this is the lack of improvement in infrastructure improvement.

Community for Local Democracy

Further analysis is being undertaken on the alternative model and a submission will be made to the Select Committee on the alternative model. It is important to keep profile in the media about the views of the Community for Local Democracy as the Three Waters will become an important election issue.

National’s policy – Local Water done Well

At the Zone 5 and 6 Sector meeting Simon Watts presented on the National Party’s policy about three waters. It is titled “Local water done well”. National’s view is that Labour has pushed through Parliament its “undemocratic and unpopular Three Waters policy which is an asset grab that would take water services off the local communities who own them, and transfer them to four mega-entities that have mandatory co-governance. It’s the wrong answer and no-one wants it.”

National have advised they will repeal Three Waters and replace it with their Local Water Done Well plan. It will ensure that drinking water, stormwater and wastewater remain in local control, with strict water quality standards and a requirement for councils to invest in the ongoing maintenance and replacement of their vital water infrastructure.

National’s Plan

National have advised they will, in its first 100 days, repeal Labour’s Three Waters legislation and scrap the four mega-entities, with prescribed co-governance, that goes with them. They have advised they will restore council ownership and control, but with stronger central government oversight . National indicated they will set strict rules for water quality, and for investment in infrastructure. National stated they will ensure water services are financially sustainable so that future generations do not inherit outdated / infrastructure deficits. New infrastructure is expensive but has a long life and National has indicated that it is appropriate that it is funded by debt, and paid back over time out of rates or user revenues.

Legislation Process

The Water Services Legislation Bill and the Water Services Economic Efficiency and Consumer Protection Bill will continue on their current timetable. Feedback provided on these Bills is being considered by the Finance and Expenditure Committee and any changes in response to feedback will be progressed through the select committee process. This will include consideration of matters such as transfer provisions for CCOs and CCTOs, where there has been significant feedback. The Finance and Expenditure Committee is due to report back on 8 June 2023.

Upcoming NTU CEO Forums

The forum will be used as a general combined communication channel while new channels are being established for the ten Entity groupings (Entity D : LTT Meeting – 26 May, 23 June).

People & Workforce

An update on progress on its re-planning in their upcoming People & Workforce Webinars for HR Teams and Senior Leaders, is scheduled for May 2^nd and 3^rd.

The Position Review and Pathway Consultation process will launch with remaining councils during May and June as this remains a foundation of the staff transition and will be an important input for enabling the Organisational Design of the entities to progress.

Timeframes for the notifications to staff of the determination of their transition pathway under the Staff Transition Guidelines will need to change considering the confirmed go-live dates for the ten Water Services Entities.

Delivery of the Tools for Change and Leadership through Change training is continuing with local government staff.

Asset Management –

For Entity D the NTU will prepare a high-level Needs assessment AMP for each entity, which contains all of the work that the AMP teams have prepared to date. These Needs assessment AMPs will then be developed further in partnership with councils into 9 Entity Initial AMPs for entities B - J.

The NTU will continue to work closely with the regulators on the development of the AMPs and are keen to work with our council to provide the information collated and analysed (capital and opex investment profiles and project identification) and return it to Mackenzie in a format that will be useful for us to factor into our LTPs.

Data Migration - Work is continuing and the Transition, Engagement & Adoption (TEA) squads will continue collaborating with the Council teams to advance this work.

Legal Transfer Questionnaire - This work continues (due the end of April 23) in order that draft allocation schedules can be populated and inform SLAs and arrangements for mixed and shared assets etc.

Transfer Principles – The NTU will continue to receive and review feedback on transfer principles which is due at the end of April.

ANNUAL REPORT

The audit for the 2021/2022 Annual Report has been finalised and we are scheduled to adopt the Annual report on 2 May 2023, with an unqualified opinion.

ANNUAL PLAN

Financial Statements and the Annual Plan Narrative are being finalised. It is anticipated that the Draft Annual Plan will be presented to Council for approval in an extra ordinary meeting on 16 May. A summary of the Draft Annual Plan will be compiled for engagement with the community. The final Annual Plan will be adopted before the end of June 2023.

LONG TERM PLAN

A timeline for the key milestones is being finalised. The deferred annual report and the ongoing work on the annual plan has impacted on the finalisation of the timetable. The CEO has had discussions with the GM Strategic Financial Management and the GM Operations about key deliverables for the LTP.

· Review of all financial policies – must be finalised by December 2023.
The review Treasury and Investment policy will be outsourced to Bancorp while the revenue and financing policy will be reviewed in-house.

· Development of the Forestry modelling and strategy – this will need to be finalised n o later than November 2023.

· Development of Development Contributions/ Financial Contribution Policy - must be finalised by December 2023. This work will be outsourced to ensure timely completion.

· Asset Management Plans for Three Waters, Transport, Parks and Reserves and Community Facilities (due by September 2023).

Zone 5 and 6 Sector meeting

This was a really good sector meeting with updates from the:

· Department of Internal Affairs on the central government reform agenda and Cyclone Gabrielle work and impacts

· Allan Pragnell (CEO - Taumata Arowhai) – we were advised that levies for 50% of the regulator’s costs will be distributed to local government in the forthcoming year. There are currently 80 staff with additional staff to be onboarded for wastewater and stormwater by October 2023. To-date they have assessed about 547 out of 900n water safety plans submitted and it was indicated that another 75,000 small suppliers are still to be registered for regulation. Costs are anticipated to climb.

· Minister Kieran McAnulty on Water and other Reforms

· Simon Watts from the National Party on their policies for water and local government

· Minister Parker on the RMA Reform

· Brad Olsen from Infometrics. Brad Olsen indicated that national borrowings are at an all time high. There is very little evidence that inflationary pressures have started to moderate yet, despite New Zealand’s economy probably being in a recession that started in the final quarter of 2022. Infometrics’ latest economic forecasts predict that annual inflation will still be 6.6% at the end of 2023 and 3.8% by the end of 2024. The after-effects of Cyclone Gabrielle are showing through in produce prices, and rents and building costs are also likely to be pushed up in impacted regions.

· Address from Michael Brewster (Entity D CEO)

QLDC Destination Management Plan

The CEO attended a presentation by the Queenstown Lakes District on their QLDC Destination Management plan (DMP). Queenstown Lakes district adopted their DMP in February 20203. The DMP titled ‘Travel to a thriving future’ came from a partnership between Destination Queenstown (DQ), Lake Wānaka Tourism (LWT), and the Queenstown Lakes District Council (QLDC), with input from Kāi Tahu and the Department of Conservation. As a matter of priority, a dedicated team is already scoping the keystone project of the tourism strategy – carbon zero by 2030.

Two community funding platforms, Love Queenstown and Love Wānaka, were officially launch 4 April 2023. The aim is to drive a unique solution to the challenges, and opportunities, high-volume visitation poses for the region. The two platforms will focus on raising funds to support localised climate, conservation, and biodiversity initiatives, accelerating the region’s shift to a regenerative carbon zero future and enabling visitors to positively impact Queenstown and Wānaka through their activities and experiences.   Visitors through Queenstown Airport will be made aware of the project as soon as they arrive, or leave, with installations detailing the values of the region, the background of these initiatives, and how they can get involved. All funds raised by Love Wānaka and Love Queenstown will be spent exclusively within their region of origin, with a portion invested into an endowment fund, to ensure long-term, substantial funding opportunities into the future.

The Queenstown Lakes regenerative tourism strategy set out to ensure that tourism supports a thriving community – environmentally, socially, culturally and economically.

The DMP outlined four strategies

· Mitigate emissions by deploying existing clean energy solutions

· Understand optimal visitation levels and focus on value by increasing length of stay and/or yield per visitor and total revenue.

· Evolve marketing plans and influence partner organisations to change the business mix, attracting market segments with a lower carbon-intensity and higher value.

· Invest in carbon removal solutions on the path towards decarbonisation.

Meetings Held

Date	Detail
3-4 April	IOD Course in Oamaru on Governance and Strategy
5 April	Weekly ELT meeting
5 April	Shared Easter Lunch with TEAM MACK
6 April	Burkes Pass Heritage Trust
11 April	Council workshop
12 April	Weekly ELT meeting
13 April	Briefing Three Waters – Minister McAnulty
13 April	Meeting with Chris Genet and Anna Jones (Audit NZ)
13 April	PC18 Mediation meeting
13 April	TEAM MACK meeting
19 April	MDC EOC Flooding and Evacuation Exercise
19 April;	Weekly ELT meeting
19-21 April	Zone 5 and 6 Sector meeting in Queenstown
21 April	Community for Democracy plenary meeting
26 April	Meeting with Jacqui Dean and Miles Anderson
26 April	Chorus meeting
26 April	SLT meeting
27 April	Meeting with Kate Stanford - Twizel
27 April	Matariki Meeting with Iwi
28 April	PC18 Mediation Meeting
1 May	Mediation – Plan Change 18 Twizel
1 May	Twizel Community Board

Ordinary Council Meeting Agenda 2 May 2023

7.2 Decision Report - Lake Ruataniwha Reserve Management Plan - Hearing of Submissions

Author: Brian Milne, Community Facilities and Services Officer - Contractor

Authoriser: David Adamson, GM, Operations, Planning and Regulatory Services

Attachments: 1. Lake Ruataniwha RMP Hearing Options Analysis ⇩

Purpose of Report

To provide information on options for hearing submissions on the Ruataniwha Reserve Management Plan and seek approval for option (a) - appoint the Twizel Community Board to hear submissions and make recommendations to the full council for amendment and approval of both plans.

Staff Recommendations

1. That the report on the Lake Ruataniwha Reserve Management Plan – hearing of submission be received.

2. That Council approves the Twizel Community Board to hear submissions and provide recommendations to the Council on the draft Ruataniwha Reserve Management Plan and concept plans.

Background

At the Assets and Services committee meeting on 9 August 2022 the committee approved public notification of the draft Lake Ruataniwha Reserve Management Plan (RMP) and draft concept plan.

Both plans were publicly notified in November 2022, via a public notice in the Timaru Herald. Submissions on the draft closed on 15 January 2023.

In addition to the public notification in a local newspaper, which is a requirement under Reserves Act 1977 (the Act), the following consultation and communication activities were undertaken:

Information about the consultation was published on the ‘Let’s Talk’ page on the Makenzie District Council (MDC) website. The website included copies of the draft reserve management and concept plans and provided the ability for interested parties to give feedback via an online survey.

Key stakeholders and respondents to the first round of consultation were made aware that the draft plan was being publicly consulted on.

Copies of the draft plans were made available for inspection on request at the Mackenzie District Council offices in Twizel and Fairlie.

Respondents could provide feedback separately on the draft reserve management plan and concept plan and indicate whether they would like to speak to their submission at a hearing.

Over the course of the consultation, the ‘Let’s Talk’ page received 659 visits.

The documents were downloaded 342 times.

Overall, 9 submissions were received on the draft reserve management plan. This included a submission from Te Rūnanga o Ngāi Tahu and 8 individuals or organisations.

Overwhelmingly submissions were in support of the draft management plan and concept plan, with 7 of 8 submissions being in support and 1 being neutral.

A report summarising consultation feedback, specific submission points, and staff recommendations is included in Attachment 1.

Two submitters wish to be heard in support of their feedback. The Act requires the council establish a hearings process for objectors or supporters wanting to be heard prior to the finalisation of the plans.

Policy Status

NIL

Significance of Decision

The RMP and Concept Plan do not directly commit Council to any expenditure, however producing these documents does raise an expectation in the community that Council will progress improvements and development to the reserve over time. 

This investment will be significant and will also lead to higher service levels and operating costs in the future. 

It is anticipated that most of the capital investment will be funded by the Land Subdivision Reserve Fund.

Options

Staff have investigated three options for hearing submissions and finalising the plan. These are:

Option	Description
A	Council appoints a panel with some or all of the council members, including a chair to hear submissions and make decisions on the draft RMP and concept plan
B	Council appoints a panel of three independent commissioners to hear objections and comments from submitters, consider and make recommendations to the Council. The Council would make the decision on whether or not to accept the recommendations of the commissioners and adopt the management plan and concept plan.
C	Council appoints the Twizel Community Board to hear objections and submissions on the draft RMP and concept plans and make recommendations to the Council. The Council would decide whether or not to accept the recommendations of the Community Board and adopt the management plan and concept plan.

Considerations

Legal

The draft Ruataniwha Reserve Management Plan is a statutory reserve management plan prepared in accordance with section 41 of the Act. The preparation of an RMP is required to follow the procedures defined in the Act. 

The Ruataniwha Reserve concept plan is a non-statutory spatial plan that has been developed in conjunction with the RMP to provide a conceptual view of what the reserve could look like in the future. All the draft concept plan proposals reflect the policies and are provided for in the draft RMP.

The reserve has been vested in trust to the Mackenzie District Council for recreation purposes by the Department of Conservation. Under section 41(13) of the Act, Council, as the administering body of the reserve, is not required to submit the plan to the Minister of Conservation for approval.

Under section 41(6)(d) of the Act before approving the management plan, the administering body must provide every submitter with the opportunity to appear before the administering body or appointed committee in support of his or her or its objection or comments.

Financial

Adopting the plans will create a community expectation of improvement and development of the reserve in the coming years. 

Developments and higher usage will lead to higher levels of service and increased operating costs.

Other

Stakeholder consultation and submission were very positive regarding the development of the park, including general support for the idea of creating a future hub for Twizel sports fields and facilities at the reserve.

Conclusion

In assessing the options, the following factors were considered:

· Participation and input of the Twizel Community Board in local decision-making

· The complexity and nature of the submissions and the number of submitters wishing to be heard in support of their submission

· Cost efficiency and time commitment

Staff recommend Option C, for Council to appoint the Twizel Community Board to hear submission and make recommendations to Council for final approval. This is based on the following:

· Only two submitters wish to be heard

· The complexity and nature of the hearing is anticipated to be low, given both written submissions were generally supportive of the proposals in both the draft RMP and Concept Plan

· The Twizel Community Board have intimate knowledge and understanding of Ruataniwha Reserve, its management and development issues and opportunities and how it is used by the local community

· There are cost and efficiency benefits of the Twizel Community Board, including hearing submitters at their regular meeting

· The Council will receive recommendations from the Twizel Community Board that reflect their views as local elected members and have been shaped by hearing submitters.

· The cost and time commitment required to establish a panel of independent commissioners or a dedicated panel of elected members is considered unnecessary, given the number of submitters and the anticipated support for the plans.

Ordinary Council Meeting Agenda 2 May 2023

7.7 Information Report - Community Facilities and Services Update

Author: Brian Milne, Community Facilities and Services Officer - Contractor

Authoriser: David Adamson, GM, Operations, Planning and Regulatory Services

Attachments: 1. Parks and Com Facilities Capital Works Prog Dashboard ⇩

Purpose of Report

The report gives the Council an overview of activities within the parks and community facilities area.

Staff Recommendations

1. That the Community Facilities and Services Operations report be received.

Health and Safety

Township maintenance works are inherently high risk and involve work outside, with machinery, often working by themselves and exposure to multiple hazards.

Staff and contractors continue to monitor H&S requirements as part of the monthly performance audits plus observation of staff and work practices at other times.

No issues with health and safety practices have been observed/reported over the last month.

TOWNSHIP MAINTENANCE CONTRACT

The township maintenance contract is continuing to operate effectively with good levels of performance overall.

The monthly cumulative performance audit result to March 2023 is 94% compliance.

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sWIMMING pools

The pools have now closed for the season.

Additional filtration and circulation pipe work, including power supply upgrade is scheduled to be completed at the Fairlie Pool over the winter months.

The summary from the final operations report from Belgravia is provided below:

Belgravia Leisure is pleased to present its final report for February & March for Mackenzie District Council for the 2022-2023 season.

Overall, it has been a very enjoyable season with some difficulties as mentioned in previous reports but with great facilities and wonderful communities those become more inconveniences. Belgravia Leisure staff have thoroughly enjoyed their time in Mackenzie District over the summer and we hope to have more local staff to reduce the need for expenditure on redeployment but the staff are more than happy to return and enjoy the region and what it has to offer.

Water temperature and disinfection at Twizel continued to plague the pool and numbers dropped off as the heat pump could not maintain the temperature even into a warm afternoon. It was sitting approx. 4 degrees lower than it should be. This can be looked into for next summer and have a longer commissioning timeframe prior to opening for Coombes to service the heat pumps and remedy if necessary.

Twizel children took part in a Triathlon which was very successful and supported by Sport Twizel. In total there were 2 sessions with approx. 66 children attending both days. This is a perfect venue for this type of event and would love to see more of this into the future.

Both Steve Prescott & Irene Smith attended the Fairlie Local Board & Twizel Local Board meetings and introduced Belgravia Leisure more formally to the community. Prior to next season opening a Community Network Forum will be held with local community groups across both sites to ascertain needs how can we support more of the community to become more active and improve health outcomes.

The following are attendance figures to the end of the season, together with 2021—22 results for comparison.

Fairlie Venue Attendance	Oct 22 – March 23	2021-22
October	293
November	1,347	1,354
December	1,717	1,254
January	1,151	704
February - March	1,847	2,611
Venue Attendance Total	6,355	5,925
Product (total for season)
Swimming Lessons	1,685	1,373
Swim Club	390	765
Additional
Inflatables	28 days
School	424	2.582

Twizel Pool

Twizel Venue Attendance	Oct 22 – March 23	2021-22
November	271
December	1,364	673
January	2,235	2,926
February - March	1,868	1,569
Venue Attendance Total	5,738	5,168
Product (total for season)
Swimming Lessons	1,103	915
Swim Club	300	457
Additional
Inflatables	0
Triathlon and swim training	424
Water Skills For Life	24

TREE MAINTENANCE

We are planning to remove two groups of Wilding Pines in Twizel, adjacent to the state highway and on Glen Lyon Road, with funding support from Environment Canterbury and Waka Kotahi. This work is scheduled to commence in mid-May.

Following the clearance of these areas, plans for replanting with amenity trees will be progressed in the spring, together with relocation of the Twizel township trail into the area on the State highway as it is currently on private land adjacent to this area.

FIRE MITIGATION WORKS

Staff have been working with FENZ, the MDC forestry team, DOC, property developers and the community, to undertake the removal of pine trees and other vegetation on reserve land adjoining the Southern boundary of the Tekapo Township approximately from the State Highway to Andrew Don Dr.

Initial clearance work has been completed with additional tree works planned for May.

We are waiting on the FENZ report for Twizel to inform us of recommended actions, but in the meantime are planning works for the Northwest Arch Reserve, including more regular grass mowing, removal of lower branches and potential removal of some trees and replanting with donated Redwood trees.

Twizel Events Centre

The next stage of improvement works is an upgrade to the kitchen and staff are investigating options and pricing for this.

We have also initiated discussions with Belgravia regarding the management of this facility.

VERANDAHS

A meeting was held with the property owners on 15 March 2023. Unfortunately, turnout was low but there was generally a progressive feel to the meeting. A follow up letter has been sent to all owners asking for a progress update. The deadline for the update has passed and Council received only one reply which is disappointing.

Council has undertaken or is in the process of activating the works it committed to being the replacement of the high-pitched verandah and the design of the stormwater system.

Staff are about to seek advice on what steps it should take as it appears that the works will not get done without regulatory intervention.

MBIE TIFF TOILET AND EFFLUENT DISPOSAL PROJECTS

A contract has been let to Carpentry South, utilising prefabricated Exeloo toilet units for the new toilets at Fairlie, Lake Pukaki Lookout and Lake Ruataniwha.

We expect the Lake Ruataniwha Toilets to be installed by the end of April 2023.

We are working with the contractor to finalise design and other matters for the Pukaki and Fairlie Toilets and working towards a completion by approximately October 2023. Additional design work by subconsultants is also being undertaken for the effluent disposal at Pukaki, prior to the resource consent being lodged with ECAN.

Site design work for the Fairlie dump station on Talbot Road adjacent to the effluent ponds is being undertaken by engineering in conjunction with the commercial waste dumping point. Now that this is the preferred location, staff are working through engagement and consenting needs.

A2O

We are hoping to receive advice on the business case funding application in the near future and if successful will provide funding to commence Stage 1 of East Pukaki off roading.

OTHER PROJECTS

A number of projects are also underway within the parks and community facilities area. A brief update on some key projects is listed below:

1. Twizel Office/Market Place Access upgrade

Twizel Market place/office access project commenced on the 6^thofMarch and MDC front desk customer services team and post office service successfully relocated to Event Centre. The project was scheduled to be completed by the end of April however due to various complications, we do not expect completion until late May. These issues include the design and consenting of a joint foundation with the Hydro café veranda and drainage works through the area which are best completed at the same time.

2. Signage Upgrade

The second sign order to utilise the 22/23 budget is now underway.

3. Man Made Hill Twizel

Contract let for stage 1 of Man-Made Hill. Weed control work was completed in March and planting was undertaken in mid-April. Roading/entranceway works also scheduled for May, together with some drainage design to prevent ponding in this area.

4. Fairlie Cemetery Memorial Wall and Circle Landscaping

This project is now substantially complete.

5. Ohau Road Reserve Landscaping

A contract has been let to Five Lakes Landscaping to undertake tree planting of Ohau Rd Reserve and Ostler Road which will be undertaken in May-June.

6. Twizel Market Place Landscaping

A contract has been let to Whitestone Contracting to undertake replacement and gap filling in the Market Place gardens which will be undertaken in May-June.

6. Tekapo and Fairlie Shelters

Design work has commenced on shelters for the Fairlie Village Green and Tekapo Hamilton Drive/A2O start area (in conjunction with a new public toilet for this area). This also utilises round four TIF funding for Tekapo bus shelters.

7. Tekapo Lakeside Drive Playground

Design work has commenced on the replacement playground on Lakeside Drive

PARKS AND COMMUNITY SERVICES ANNUAL PLAN KPI PROGRESS REPORT


KPI	Past FY 21-22	Target FY 22-23	Forecast	Comments
Average customer satisfaction rating for township services and facilities	69%% (average)	≥84%		Annual survey
Average customer satisfaction rating for parks and community facilities	53% (average)	≥90%		Annual survey
Benchmarking of parks and open spaces operation and maintenance costs as measured by Yardstick	Equal to median cost per ha	Within 15% of peer group median
Monthly performance assessment of parks and public toilets operations and maintenance standards	95%	≥90%		Currently 95%
Recreation Aotearoa Pool Safe Accreditation	Achieved	Maintain Pool Safe accreditation
No serious harm accidents on our playgrounds, parks, or facilities	One incident on the A2O cycle trail	Zero reported serious harm incidents

Key:

On track to meet target Potential difficulties meeting target Unlikely to meet target

Ordinary Council Meeting Agenda 2 May 2023

7.8 Information Report - Planning and Regulatory Functions Update

Author: Rachael Willox, Planning

Rachael Williams, Compliance Manager

Authoriser: David Adamson, GM, Operations, Planning and Regulatory Services

Attachments: Nil

Staff Recommendations

That the information in the Planning and Regulatory Functions Update Report be noted.

BACKGROUND

This report addresses the below functions as outlined in the Activity Management Plan – Regulatory Activities 2021 – 2031, and any other activities of importance that have occurred as they relate to the planning, and compliance and monitoring functions.

The planning department is responsible for administering the Council’s functions under the Resource Management Act 1991. Other resource management functions of the planning department include:

· Resource consent processing.

· Processing plan changes.

· Monitoring and enforcement of consents and activities permitted by the District Plan.

· Review of the District Plan.

The planning department is also responsible for regulatory policy and bylaw development and monitoring/ enforcement; this includes the Council’s monitoring and compliance functions.

Risk/ Issue/ Treatment Legend:

lNo major issues currently, risks being well managed

lSome concerns or risks being actively managed

lMajor issues or risks to be addressed urgently

Trend Legend:

Ç Positive change since last report

ÅÆ No change since last report

È Negative change since last report

RESOURCE CONSENT PROCESSING lÅÆ

February 2023

·8 Resource Consents were received.

·11 Resource Consents were processed to completion.

·100% were processed within statutory timeframes.

·The average processing days was 17.

March 2023

·9 Resource Consents were received.

·9 Resource Consents were processed to completion.

·100% were processed within statutory timeframes.

·The average processing day was 16.

April 2023

·6 Resource Consents were received.

·8 Resource Consents were processed to completion.

·100% were processed within statutory timeframes.

·The average processing day was 18.

There are no major issues identified that would preclude staff from continuing to achieve compliance with statutory processing times.

PROCESSING PLAN CHANGES lÅÆ

Council is not currently processing any private plan changes. Staff do not anticipate any private plan changes being lodged with Council.

MONITORING AND ENFORCEMENT OF RESOURCE CONSENTS AND ACTIVITIES PERMITTED BY THE DISTRICT PLAN lÅÆ

Staff continue to respond to complaints received regarding breaches of the District Plan. Due to high workloads in other areas staff have been unable to proactively monitor existing resource consents or carry out large scale monitoring of activities i.e. visitor accommodation. As processes and procedures are updated it is anticipated that efficiencies will be found, allowing for increased proactivity in the compliance and monitoring area.

REVIEW OF THE DISTRICT PLAN llÅÆ

Mackenzie District Council continues to progress the District Plan Review via a staged approach. Day to day management of the project occurs to ensure the overlapping work programs are being managed effectively, quality stays high and pressures on the team members is managed.

Projects (Active Only)	Overall Status	Recent Activity	Upcoming Activity
Stage 1: Strategic Chapters (PC 20)	l	· Adoption at Council Meeting	· Public Notice · Fully Operative 28 April 2023
Stage 2: Spatial Plan Implementation and Light (PC 21 and 22)	l	· Hearing held · Decision issued (PC22)	· Decision Pending (PC21)
Stage 3: Rural, Subdivision, Eastern Mackenzie Landscape and Others	l	· Engagement period	· Engagement outcomes workshop – 9 May · Preferred approach workshop – 13 June
Stage 4: Remaining District Wide Chapters and Special Purpose Zones	l	· Resource allocation · Scope paper	· Background Report Workshop – 20 June · Prepare consultation strategy

The project team continue to meet timeframes and adapt the work program as necessary to complete the review of the District Plan within the original timeframe (last notification early 2025).

Significant progress has been made since the start of the year. PC20 will be fully operative as of 28 April 2023. The hearing for PC21 and 22 has been completed and the decision on PC22 has been issued (the appeal period closes 19 May 2023). The decision for PC21 is pending.

Round 1 of engagement has been completed for Stage 3 with significant work underway on the preferred approach. A second round of engagement will be completed prior to drafting the provisions.

PC 18 mediation is scheduled to take place in Twizel on 1 to 4 May 2023.

REGULATORY POLICIES AND BYLAWS lÅÆ

Staff are not currently progressing workstreams within this area.

Work will commence shortly on a review of Council’s Freedom Camping Policy and Bylaw. This work program will seek to give effect to new legislation once it has been enacted by Parliament.

Staff will continue to look at opportunities to introduce new policies and bylaws to best manage issues that are impacting on the district.

DOG CONTROL lÇ

Staff have been busy in the dog control area and continue to have more of a presence within our communities.

Type of Incident	January	February	March	April	May	June
Animal Welfare	2	1	1
Barking	3	2		1
Wandering	2	5	2	2
Microchip
Rushing		1
Stock/ Dog Attack
People Attack	2		1
Lost Dog			1
No Registration			1
Inspection of Property
Other				1
Total	9	9	6	TBC	TBC	TBC

Like other areas staff look to be more proactive within this area including following up on registrations and the educational space. Staff are also investigating a proposal around free microchipping and are developing an Operations Guide to provide guidance to members of the Animal Management Team for carrying out processes and exercising powers under the Dog Control Act 1996.

OTHER COMPILIANCE AND MONITORING ACTIVITIESlÇ

Staff have been busy responding to other complaints and/or issues that have arisen within our communities that fall within the regulatory compliance and monitoring function.

Type of Incident	January	February	March	April	May	June
Abandoned Vehicle		1
Visitor Accommodation
Lighting			1
Parking	1	3	1
Noise	7	4	1
Stock	1			3
Freedom Camping	3	3	3	1
Litter		1
Animal Control		3
District Plan - Other	1	1	1	2
Total	13	16	7	TBC	TBC	TBC

Staff have been utilising a contractor for out of hours response and to respond to complaints when there is not capacity within the team.

Staff have been proactive in establishing a presence at freedom camping sites, including the use of a contractor to carry out monitoring and education. Staff look forward to increasing resources within this area once funding is confirmed via MBIE.

RESOURCE MANAGEMENT REFORM lÅÆ

The Government has introduced the Natural and Environments and Spatial Planning Bills to the house. Council prepared submissions on both Bills and submitted these to the Select Committee for consideration. Several questions remain on the transition to the new system and the overall impact on Mackenzie District Council. Staff will provide updates as and when this information becomes available.

STAFFING lÇ

Nathan Clarke has joined the Planning Team as a new Planning Technician.

PERFORMANCE TRACKING llÅÆ

AMP 2021-2031 COMMUNITY OUTCOMES, LEVELS OF SERVICE & PERFORMANCE MEASURES
Level of Service	Performance Measure	Actual 2021/22	Target 2022/23	Tracking 2022/23
To efficiently manage environmental issues within the District.	The percentage of those surveyed satisfied that the Council are adequately managing resource management issues in the District.	32% compliance against target of >80%	>80% positive feedback to customer survey.	Unable to measure until annual survey.
To provide a customer focused service for processing resource consents while achieving our obligation under the Resource Management Act 1991.	The percentage of non-notified consents which are processed within the 20 working day statutory timeframe.	99.4% compliance against target of 98%.	>98% compliance.	On target with %100 processed within timeframes to-date.
	The percentage of resource consent applicants who are satisfied with the quality of the service they receive.	79% compliance against a target of >50%	>50% positive feedback to a customer survey.	Unable to measure until annual survey.
To provide a safe environment for dogs and the public to co-exist.	The percentage of those surveyed who believe the Council is adequately managing dog control issues in the District	36% compliance against a target of >80%	>80% positive feedback to a customer survey.	Unable to measure until annual survey.

CONCLUSION

This report provides a high-level overview of Councils activities as they relate to its planning and compliance and monitoring functions.

Ordinary Council Meeting Agenda 2 May 2023

7.10 Information Report - Engineering Managers Report

Author: Geoff Horler, Utilities Manager

John Mackie, Engineering Manager (Acting)

Authoriser: David Adamson, GM, Operations, Planning and Regulatory Services

Attachments: 1. Capital Programme Dashboard ⇩

Staff Recommendations

That the information in the Engineering Managers Report be noted.

Background

1. Engineering Manager Overview

1.1 Summary

The March period has been a consolidation period where we have been able to take stock of progress on the capital programme, look at processes and procedures relating to vested assets, initiate works relating to strategic documents required for the Long Term Plan as well as commencing the induction of Councils new Engineering Manager.

1.2 Personnel

We are pleased to report the appointment of Mr Ashley McLachlan as the new Engineering Manager to the Mackenzie District Council. Ashley commenced with the Council on 3 April 2023.

Further interviews for the positions Roading Manager and Roading Officer have been conducted with promising outcomes.

1.3 Three Waters Transition

Since the last report in March 2023 the team have completed and submitted three requests for information to the National Transition Unit, which included the Non-financial Asset Management Information, the Capex RFI and the Opex RFI, being one of the first four councils in the southern region to do so. However, with the recently announced reset of the water reforms, there will be further work required to establish the ten water entities that are now proposed. We are awaiting an update on new timetables after the recent announcements regarding the three waters reform.

2 Three WATERS

2.1 Water Supply

The bulk water filling stations at Fairlie and Twizel have had the pipe work installed. Tekapo filling station pipe installation is now under way. There has been a meeting with Arthur D Reilly regarding installation of the electronic components that will facilitate the billing requirements. This could be in place by the end of May.

At the Fairlie Water Treatment plant, Netcon have installed the underground power cables, which now makes the site available to the earthworks contractor.

The Twizel Smart water meter supply and background services was awarded to Shape Technologies, with the installation to begin around September of this year. The monitoring system will go live as meters are installed.

All water testing undertaken in the last month have been compliant with the drinking water standards.

2.2 Wastewater

The installation of milli-screens and septage receival station is about to go out to tender. These will ensure that the ponds will operate more efficiently and effectively as well as ensuring when next desludged this will be done much quicker, cost effective and produce less solids.

Annual compliance reports on the sewer ponds are being put together for submission to ECAN by our specialist wastewater consultant, Gavin Sole.

2.3 Stormwater

Work on the stormwater main running down Alloway Street is scheduled to commence on 17 April.

3. TRANSPORT

3.1 Routine Maintenance

Grading is continuing across the unsealed road network and cycles brought back up to date after flood recovery work, since the last round of weather events. Another round of maintenance metalling will occur before the winter period sets in.

An increase in sweeping frequency has been initiated to cater for the seasonal leaf fall across the network. This is occurring particularly in the vicinity of the Peace trees in Fairlie. Focus on sump maintenance, including deep cleaning of sumps, is due to occur prior to winter.

Work is underway on sealed pavement maintenance, particularly edge break repairs over April / May.

Carpark maintenance repairs will be carried out on Wairepo Rd, Twizel carpark area during April / May.

After Covid and weather-related delays, pavement marking and additional signage is planned at the Tekapo carpark during April. This is a short-term measure as a review of the layout of the carpark is currently being undertaken to encourage better flow and to improve pedestrian movement. Remarking is also occurring on intersection controls, bridge approaches as well as full remark of some roads particularly around the Albury and Ashwick Flat areas.

Footpath renewals & maintenance in Tekapo, Twizel and Fairlie are programmed to take place during April and May.

A new guardrail on Glen Lyon Rd ford is programmed to be installed during April / May, including depth markers.

3.2 Flood Damage Repairs

Works on Haldon Road to undertake flood repairs is progressing well. This is one of the bigger projects and at times multiple crews will be on site. Repairs on Middle and Perry Road are also underway.

A long-term plan for resilience is being established identifying sites around the network that need improvement / upgraded to better withstand some conditions experienced because of weather events.

4. Development Engineering

4.1 Private Developments in Progress

Work continues several subdivision developments in the district including.

· The T3 Development in Tekapo off Lakeside Drive, who have recently submitted alternative designs for 3 waters infrastructure (60 apartments and 3 homes). New Construction start date Monday 6^th March 2023. Program to be revised.

· Mackenzie Park Stage 6 and 7 (38lots) 95% finished Stage 6,

· 70% finished stage 7.

· Tussock Bend Stage 7 development in Twizel (18 lots) 95% finished.

· A residential subdivision development at 50 Regent St Fairlie (7 lots) 50% finished.

· A subdivision at 22 North West Arch, (2 lots) 80% finished.

· The Gall Street subdivision development Fairlie, (16 lots) 95% finished.

· Morelea Farms Limited subdivision in Clayton Road Fairlie, (2 lots) not started.

4.2 MDC Minor Improvements

· Tussock Bend concrete shared footpaths Section 1 competed.

· Section 2 to start mid of April 2023, approximately 200 meters, 90% finished.

· Twizel Town Centre Access Construction 60% finished.

Ordinary Council Meeting Agenda 2 May 2023

7.13 Information Report - Governance, Communication & Engagement, IT & Records Management, Community Development

Author: Chris Clarke, General Manager, Information, Engagement and Community Development

Authoriser: Angela Oosthuizen, Chief Executive

Attachments: 1. LGOIMA Request at April 2023 ⇩

Staff Recommendations

That the information be noted.

PURPOSE

To update elected members on activity, workstreams and priorities within the Information, Engagement & Community Development business unit.

OVERVIEW

Overlap of the 2021/2022 Annual Report audit and preparation of the Annual Plan for 2023/2024 has limited the available bandwidth for other projects.

Recruitment of the Community Development Officers is a priority for Q2 2023.

Both the IT and Communication strategy documents are under review. The updated strategy documents will come to Council workshops in Q2 2023 for comment.

Corporate Planning

Key activities in the Corporate Planning Space include:

2021/22 Annual Report

· Incorporating amended financials & audit feedback

· Audit in the final stages (at the time of writing)

· Summary Document prepared in draft format

2023/24 Annual Plan

· Narrative completed

· Fees & charges review underway (for adoption on 27 June)

· Document draft completed

Policies

· Exec team are reviewing policies that relate to their functional area prioritising.

· Corporate Planner will meet with each exec member to assist with the above.

· Resourcing and timetable to follow.

Climate Change

· Attended 3^rd Canterbury Climate Change Working Group workshop re regional collaboration on climate action planning – the group is currently developing a shared climate action plan framework that will enable us to work together on identified shared risks and plan for local risks independently.

2024/34 Long Term Plan

· Project timetable completed & distributed to stakeholders.

· Review of relevant policies & plans is underway.

Governance activities:

· Local Governance Statement is completed and on website

· Water zone committee meetings attended.

· Two citizenship ceremonies completed.

· Creative Communities grants advertised. Sport NZ grants are allocated and being paid out.

· Interests Register is on website.

Communication & Engagement

Current priorities are:

· Staff input session for Intranet refresh project.

· Final amendments to Annual Report & Annual Report summary.

· Review of Communication & Social Media policies.

· A proposal has been prepared for improved signage at Pukaki Airport.

· Developing a standard set of icons for use on MDC signs and in publications.

· Scoping of warrants (EMO and Monitoring/Compliance Officer and others).

· Citizens Portal fully scoped and costed – development scheduled for Q3 & Q4 2023.

IT & Records Management

Current IT policies are being reviewed. There are 32 in total however they can be rationalised to 10 in total and this work is underway. A revised IT strategy is being finalised, along with a Cyber Security Policy & Process.

Systems

GIS. System improvements are being implemented following feedback from the staff consultation sessions in February. Update of urban aerial imagery has been completed and is being processed before being uploaded.

Laserfiche migration is almost complete and our support partners will be on site in June to demonstrate new features, train staff sand develop a roadmap for feature enhancements based on staff feedback.

GoGet. The current version is incompatible with Magiq and will require an upgrade. This will likely occur after the IANZ audit.

An implementation plan for unused features of On Location is being prepared which will enable features to assist with lone and remote worker monitoring, and automation of the staff sign in/out function.

Hardware

Work in the Twizel Community Lounge has been completed with the installation of a screen, projector, camera and speakers. The venue is now able to host council meetings.

Following a break in at the Twizel Pool, two cameras have been installed overlooking the exterior. An additional camera overlooking the skate park which was not working was replaced at the same time.

The temporary cameras installed to stream runway and weather conditions from Pukaki Airport have been replaced, and an additional camera added to allow monitoring of take-offs and landings which will enable identification of users failing to pay the relevant fees.

Temporary IT equipment has been installed in the Twizel Event Centre to facilitate the relocation of the Twizel reception and Post Shop relocation in early March.

Records Management

The majority of staff have completed Privacy Act training to ensure we are aware of our responsibilities in this area. We are working to improve the standard of data storage and file tagging.

We continue to receive a reasonable amount of LGOIMA requests. Details are in the attached summary.

Back scanning of archived records has paused due to redeployment of a staff member. We will recruit a replacement in due course.

Community Development

Lack of resource is hampering progress in this space and recruitment of the Community Development officers is a priority for Q2.

Council is currently supporting a number of existing initiatives.

Housing: forming a working group of stakeholders and community organisations to define the housing challenges faced by our community and consider appropriate solutions. Meetings planned for May 2023.

Following up initial conversations with stakeholders and the wider community to scope a future library and community hub for Twizel.

Fairlie Aged Care Trust – collaborating with the Trust on their project plans.

Tekapo Sports & Community Trust – the preferred site at Aorangi Crescent has a District Plan restriction on the amount of hard surface permissible on the site (including car parking and tennis court surfaces) which precludes a development of the proposed scale. Alternative locations and the feasibility of a plan change are under investigation.

Twizel Retirement Project – this is in the early stages, but we have been in touch to offer support and will be meeting with the project team in the coming weeks.

Twizel Community Board Meeting Minutes 27 February 2023

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Description automatically generated

Unconfirmed MINUTES

Twizel Community Board Meeting

27 February 2023

MINUTES OF Mackenzie District Council
Twizel Community Board Meeting
HELD AT THE Events Centre Lounge, Twizel
ON Monday, 27 February 2023 AT 4.30pm

PRESENT: Chairperson Tracey Gunn, Member Tony Hodges, Member Jan Spriggs, Member Mary Murdoch, Cr Kerry Bellringer

IN ATTENDANCE: David Adamson (General Manager Operations), Brian Milne and Tom O’Neill (Community Services Officers), John Mackie (Engineering Manager), Sandy Hogg (Finance Manager), Sue Wilkins (Communications Advisor and minute taker), and members of the public.

1 Opening

The chairperson opened the meeting.

2 Apologies

There were no apologies.

3 Public FOrum

Frank Hocken –

Watering trees. It’s been hot and dry. He’s been watering trees in Mackenzie Park. Was surprised to see contractors tidying up and watering. That’s good.

Manmade hill planting natives – we should plant pin oaks and a watering system.

Drains…? Listed several that don’t seem to be working well. Need looking at.

Walkway opposite Woodleigh av. Someone has mowed a strip but contractors haven’t/don’t’ and the roundabout at the end needs doing.

Ohau road, contractors left some big stones when did the cycle way only 1.6m off the road – a hazard.

Old dump would be a good place for sports fields if little lump [Landfill Hill] was spread over and levelled.

There is a lack of staff housing in town, which is a problem. Council should get a Housing Trust under way. Would like Council Community Board to push this.

Cycle way to lake. At the drive junction it is dangerous. Who has priority? Vehicles or cyclists?

Pat Shuker

$11,500 from the sale of the chipper. What has been done with it? ‘It is in the Grants fund.’ Pat What % do we get for leaving it there (interest). Who is getting the interest on it. ‘It is our money’.

ACTION POINT to find out and bring back to next CB. CB wanted it sooner. Angela said she would get it back to Tracy asap.

Pat – do you realise it [this issue] needs to be taken back to the public to consult on what they want it to be used for. Please put it in the Update and let people have their say. The way the chipper was sold was underhand and against the law.

Jason ?

Twizel Gymnastics club and facilities. Want to create their own facility. They have got their own equipment and have been using the events centre which has been great but it’s hard to get bookings and there’s not enough storage.

They are working on a standalone building that could be used by other clubs too.

Would like a space for permanent equipment. Currently using Events Centre for 5 hrs per week but could use more for up to 50 kids.

Would expect a new building would be quite busy. Lack of other facilities means this would be useful for Twizel.

Other clubs have buildings they lease from Council.

Believe they can raise quite a bit of money but they need land. Ideally could be part of the LTP or the Community Hub.

Would be good for Twizel if this could be a community project.

Chris has noted to involve this group in Hub discussion.

Belgravia – Swimming Pool management

‘Presentation’ but room is without power due to a power cut. Introduce themselves to ‘public’. Have enjoyed being here.

Q – (Jan) trying to get more money coming it. You’ve been focussed on marketing to youth. Is there a potential for other events eg Aqua jogging to target other markets?

A – yes we’ve been talking about things like that and we’ll look at what’s of interest within the community.

ACTION POINT – Belgravia – pre season they’d like to run a community interaction session to ask what the community would like – talking to interested groups and parties.

Q (Jan) –There have been no inflatables in Twizel in January either. Surely there are some other inflatables that can be used. It means there’s been no inflatables for Twizel.

A – There is one there but the weight of it is too much for staff to lift. They will look at getting a smaller one for next year. It has to be taken out of the water every night so has to be able to be lifted by two people.

There have been staffing problems and Belgravia have solved this by having staff flying from the North Island so they have had the staffing to stay open.

4 Declarations Of Interest

There were no declarations of interest.

5 Reports

5.1 Minutes of Twizel Community Board Meeting - 1 February 2023

Jan Spriggs asked for a pedestrian crossing rather than a courtesy crossing. (Minute needs to be amended).

Jan Spriggs asked for a confirmation of the cost of the bike racks (not in the minutes).

Committee Resolution TWCB/2023/278

Moved: Chairperson Tracey Gunn

Seconded: Member Tony Hodges

1. That the Minutes of the Twizel Community Board Meeting held on Wednesday 1 February 2023 be received and confirmed as an accurate record of the meeting.

Carried

5.2 Parks, Facilities and Places Update

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

ACTION: Brian Milne to share the full plans for Man Made hill with the board.

Glen Lyon Lease:

Jan – Concerned that what we’re going to do is set a precedent. As it is a greenway/lane it sets a precedent for other people asking to use a greenway for their own purposes.

Jan – we need a policy. Is it for private or business use. Do we need to consult neighbours. What % of greenway would we be prepared to lease? Etc. Important to not cause problems for the future. Fencing, vehicles. Really we need to understand more.

Happy with the removal of the pines. So could continue with that.

Community Board to discuss this in more detail and liaise with Brian Milne.

Request – for a standard lease be supplied for them to consider.

ACTION Brian Milne to supply a ‘standard’ lease for their consideration. The staff recommendation was not voted on or carried.

Landfill Hill:

Risks have been identified to users of the area. There is a recommendation to restrict public access to the area and the arborist is to remove some trees. We want to restrict access to the area. There will be a public anxiety about this area. But we need to take action.

Tracey – there was an overwhelming community view to keep the space. But she acknowledged things have changed and with the new Man Made Hill development there will be a purpose built bicycle track which will be safer for everyone.

We will restrict public access.

Suggestion - maybe establishing a name for the area could be added to ‘naming’ project for roads etc.

5.3 Community Board Financial Report

Asked for clarification of on prices for bike stands

ACTION: Provide details.

Committee Resolution TWCB/2023/279

Moved: Member Jan Spriggs

Seconded: Member Mary Murdoch

That the community board financial report be received.

Carried

5.4 Twizel Community Board Engineer's Report

The purpose of this report was to provide the Twizel Community Board a general update on engineering projects, activities, and developments in the Twizel community.

Committee Resolution TWCB/2023/280

Moved: Chairperson Tracey Gunn

Seconded: Member Tony Hodges

1. That the Engineering Managers report be received.

Carried

5.5 District Plan Review Update

Committee Resolution TWCB/2023/281

Moved: Chairperson Tracey Gunn

Seconded: Member Tony Hodges

That the information be noted.

Carried

5.6 Grant Applications

Committee Resolution TWCB/2023/282

Moved: Member Mary Murdoch

Seconded: Member Tony Hodges

1. That a grant of $500 be approved to Twizel Early Learning Centre towards improving the sandpit area.

Carried

Committee Resolution TWCB/2023/283

Moved: Member Mary Murdoch

Seconded: Member Tony Hodges

2. That a grant of $500 be approved to the Twizel Little Movers group towards meeting room hire.

Carried

5.7 General Business and Councillor Update

The chairperson of the Twizel Community Board has asked for the following matters to be discussed:

1. Hiring of Events Centre to Christ’s College and their use of the foyer.

Jan: concerned with use of the foyer and potentially cutting off pathways for people leaving the zone.

Tom: they should be limited to where they have rented (kitchen/room) but they spread everywhere.

Brian: we don’t have any staff monitoring. The don’t hire the foyer. It’s a problem because it blocks the fire exit.

Rowing machines set up.

ACTION: Brian will have a conversation with Christ’s College.

2. Twizel Market Place verandas.

CB would like a regular update on the verandas.

Note is going to owners probably tomorrow for a meeting on 15 March. Update on what Council is doing about eg stormwater. Aiming to find solutions before Winter.

3. Lack of watering of the greenways.

Community has raised issues about the brownness of the greenways. When was the decision made not to water greenways?

David: In the past parks and reserves had illegal water connections to the water scheme. If we put them back we will put them back as proper metered connections and be a cost to the community.

Other signs of drought raised by Jan – trees drying and dead grass. Could be a fire hazard.

David: CB to provide us with a map of where the watering is wanted.

Council will then bring back a cost for doing this.

4. Theatre handrails. Are these still required?

David - These are not needed, and if you put them down the middle of the stairs you’ d need to remove one seat at the end of each row.

OK, no action

5. Submission process for district plan changes.

Difficulties accessing the correct maps. Dealt with in main meeting.

6. Twizel Heritage Group request for council to remit building consent fees.

CB thoroughly supports this request.

Angela – typically we do not remit regulatory fees and so it would be better that the heritage group applies for another grant to either CB or Council.

Councillor Briefing from Cr Bellringer

Shade sails for playground. Has had email contact and is starting to get estimates back and will follow up with photos and planning. One estimate is APPROX $15K. Will confirm estimate before asking for money.

Updates to Action List

Twizel working man’s hut – ongoing

Compactor bin rubbish service – delete

Twizel liquor ban – in progress. New signs across the board currently being worked on.

Twizel Electric Bike – Sue to call Tracey and discuss details.

Swimming club – Sue to call Tracey and discuss details.

New Year’s Eve fire ban – remove from list.

Swimming pool cameras – has been done, delete.

Event Centre Work - awaiting final schedule then will be completed CCC needed. Keep on list

Bike stands – paint chips… more work to do. Schedule walk-about to look at bicycle management and stands.

The Meeting closed at 6.41pm.

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

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

CHAIRPERSON

Tekapo Community Board Meeting Minutes 27 March 2023

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Description automatically generated

Unconfirmed MINUTES

Tekapo Community Board Meeting

27 March 2023

MINUTES OF Mackenzie District Council
Tekapo Community Board Meeting
HELD AT THE Tekapo Community Hall Lounge, Lake Tekapo
ON Monday, 27 March 2023 AT 3.00pm

PRESENT: Chairperson Steve Howes, Caroll Simcox, Sharron Binns, Cr Matt Murphy

IN ATTENDANCE: General Manager Operations David Adamson, Community Services Officers Brian Milne and Tom O’Neill, Engineering manager John Mackie, Governance Advisor Arlene Goss, six members of the public

1 Opening

The chairman welcomed everyone.

2 Apologies

Committee Resolution TKCB/2023/245

Moved: Member Sharron Binns

Seconded: Member Caroll Simcox

That the apologies received from member Stephanie Hagen, chief executive Angela Oosthuizen and Mayor Anne Munro be accepted and leave of absence granted.

Carried

3 Public FOrum

Richard Spackman, CEO Aoraki Foundation, gave a presentation on the work of the foundation. He said the foundation had not connected well with the rural community and would like to do this. They have been building up endowment funds. The Mackenzie District representative on the trust board is Greg Anderson from Fairlie. Former Mayor Claire Barlow is also on the trust board.

They want to build permanent funding streams to achieve long term community transformation. They give out about $139,000 a year.

He suggested establishing a Tekapo Community Fund. If this had a million dollars in it, the community would get $35,000 a year every year to spend on the community. The foundation would like to move towards localised funds with local people distributing the money.

Mr Spackman left some information with the chairman. He was thanked for his presentation.

William Beauchamp spoke regarding the Homing Beacon item under general business on the agenda.

He asked those present to read the comments in the survey from people in the community outlining their problems with housing in Tekapo.

He outlined current initiatives to encourage owners to release their houses onto the long-term rental market. But rent prices have been too high for families and these houses are snapped up by businesses that can afford to pay more. Any housing that comes up in the district has 15 people knocking at the door.

Worker accommodation was not his main concern, it was people who wanted to live in the community long-term. People were living in houses that were not suitable for habitation. There were many examples in Tekapo of people living in illegal housing, and people being bullied out of accommodation with no notice.

He appealed for a Mayoral taskforce to be set up under urgency. He would like to see buildings for people to move into available within six months.

Mr Beauchamp showed some photos of substandard accommodation. Tenants were reluctant to report these to the Tenancy Tribunal because they would lose their home and there was nowhere else for them to live.

The chairman thanked Mr Beauchamp for his work on this matter and advised that this would be discussed further under general business in the main part of the meeting.

Jim Stocker then raised the issue of a bridge on Pioneer Drive with broken rails. Also long grass in that area was a fire danger. Tom O’Neil said Whitestone was awaiting parts to arrive to fix this problem. A sign was also damaged and needed a new post.

Mr Stocker also asked about curbing in the western carpark. This was a safety improvement. The chairman said a discussion would be held later in the meeting regarding the carpark.

Mr Stocker mentioned an area containing machinery and storage items and said these were carparks. Need to check on the use of this area.

Meeting notes will be published in every Fairlie Accessible after each meeting.

Mr Stocker raised the general look of the town and said it was messy. The chairman said the community board have raised concerns about resourcing for the amount of work that needed to be done around Tekapo. Brian Milne said Tekapo was seeking a natural look and this created tension as to how much work should be done in some areas. Some improvements had been made.

4 Declarations Of Interest

There were no declarations of interest.

5 Reports

5.1 Minutes of Tekapo Community Board Meeting - 30 January 2023

Committee Resolution TKCB/2023/246

Moved: Member Sharron Binns

Seconded: Member Caroll Simcox

1. That the Minutes of the Tekapo Community Board Meeting held on Monday 30 January 2023 be received and confirmed as an accurate record of the meeting.

Carried

5.2 Community Board Financial Report

Funds are available for the planned work, including new picnic tables.

Also grant funds are available .

5.3 Tekapo Community Board Engineer's Report

The purpose of this report was to provide the Community Board with general information on

engineering activities in the Tekapo area.

John Mackie updated the community board on matters in his report. This may be his last meeting as engineering manager, as a permanent person has been found.

Work was happening in the village on improving stormwater works. Flood repair work was now happening at Haldon Road.

Strict dust control measures had been put on contractors developing land in the town.

Tekapo western carpark – Staff have been working on a re-design and creating a master plan that includes vehicle and pedestrian movements, snow clearance and buses. There is good progress on this. Some re-marking will take place in the coming week with a few signs put in.

Discussion took place on road marking in the carpark. The community board expressed dissatisfaction with the length of time it had taken to address the safety issues in the carpark.

Making the carpark safer might mean losing some parks, so this was a concern.

The chairman asked for a timeline. Mr Adamson said the re-mark was imminent. This would need to be done again at the end of winter, as the marking disappeared in the ski season due to snow gritting. Investigation into a long-term solution was also underway.

Outstanding matters in the carpark were road marking, signage, curbs and rumble strips.

5.4 Parks, Facilities and Places Update

The purpose of this report was to provide the Tekapo Community Board with a general update on projects and activities related to the Tekapo township.

Brian Milne highlighted points of interest in his report.

Regarding the informal carpark at Hamilton Drive, a staff recommendation was included for the community board to consider.

More work is planned on clearing the firebreak at the back of the town.

The chairman asked about provisioning suitable fencing in the Hamilton Drive/SH area as opposed to a bund . Additionally, he was concerned about the funding for this coming from the township improvements budget. Mr Milne suggested that council pay for the earthworks and the township budget pay for the planting, assuming an approved bund design was approved by all.

Sharron Binns said they were already struggling to maintain planted areas and adding a bund would increase the area to be maintained by the council contractor. The bund on the other side of the road was not maintained by Waka Kotahi. She would like to see fencing instead of a bund.

David Adamson said any fencing would need to be built to highway standards and would cost a lot more.

Discussion took place on the various options available for this area including a post and cable fence, plantings, or a bund. Also the speed limit in that area, which has been raised with Waka Kotahi.

The community board asked Mr Milne to draw up a plan for the area and come back to the community board for further consideration prior to commencing any work.

Lakeside Drive playground – Discussion took place on priorities for playground improvements. Council currently has two budgets, one for the main playground on the lakefront, and a smaller amount for the Lakeside Drive playground. This money was from the subdivision development fund. The community board discussed possibly re-directing the Lakeside Drive money to the Scott Street playground. If this happens the Lakeside Drive playground would need to be removed for safety reasons. After discussion around the funding source the community board decided to go ahead with current plans to improve the Lakeside Drive playground.

Tom O’Neil updated the community board on work to tidy up the firebreak behind the town. There were also new picnic tables and a drinking fountain on order and arriving soon.

5.5 Grant Application

This was a very comprehensive application. There was some great work happening and the community board saw value in approving this grant.

There were some reservations regarding the high fees. They were charging an entry fee for people to be involved and this made it a commercial entity. Was the community board able to fund a commercial organisation?

The chairman said he would decline the application based on the commercial nature of the operation.

Cr Murphy said it was a non-profit organisation and this allayed his concerns about it being a commercial event. It would bring people to town, using accommodation and eating meals. He would like to approve the application.

A vote was taken

In Favour: Caroll Simcox, Sharron Binns and Matt Murphy

Against: Steve Howes

Committee Resolution TKCB/2023/247

Moved: Cr Matt Murphy

Seconded: Member Caroll Simcox

1. That a grant of $1,000 be approved to Aotearoa Astrotourism Academy towards the cost of an astro tourism course at Tekapo.

Carried

5.6 General Business and Councillor Update

Housing Trust - The request is that the Tekapo Community Board supports the creation of a housing trust in the district and is willing to collaborate with the Fairlie and Twizel community boards to create a district-wide approach.

The chairman said he would be happy to signal support and work closely with homing beacon. A resolution was passed (below).

Petanque Court – The community board are in support of this and William Beauchamp was asked to work on a plan and bring it to the next meeting.

Cr Matt Murphy updated the community board on recent council activity, including annual plan workshops and district plan hearings. The district plan was now looking at the rural areas and there was good turnout at public events aimed at farmers.

Committee Resolution TKCB/2023/248

Moved: Chairperson Steve Howes

Seconded: Member Caroll Simcox

That the Tekapo Community Board supports the creation of a housing trust in the district and is willing to collaborate with the Fairlie and Twizel community boards to create a district-wide approach.

Carried

5.7 Community Board Action List

Tekapo Hall Booking Calendar – Was this calendar open to the public yet? The community board would like it viewable by the public. Arlene to follow up.

Maintenance of Mount John Walkway – DOC is reluctant to invest money in a track that the land owner could cancel at any time. Conversations are underway between DOC and the landowner. No further with formalising an agreement. Look at rezoning land for recreation.

Cowans Hill Style – no action on this. Owners (DOC) not willing to compromise rabbit-proof fence. Remove from the action list.

New DOC manager to be invited to next meeting. Arlene to follow up.

Planters - not continuing with these. Community board agreed to remove current rotten planter boxes.

Naming Roads – Done. Remove from list.

Tree Planting Plan for Domain – work in progress.

Reflections Landscaping – no issues. Have engaged someone to do maintenance. Remove from list.

Tekapo Bike Repair Stand – Remove from list. Other agencies are looking at this.

Tekapo Market – matters have been addressed. Remove from list.

The community board would like to make the Tekapo Hall kitchen available to vendors to help them meet health and safety requirements.

The community board would like to know what would need to happen to allow a market in that location. A change to the mobile trader bylaw and advice from health staff would need to be considered. Maybe a district wide approach. Frequency of market is weekly. Add action - Markets and Food Vendors.

6 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution TKCB/2023/249

Moved: Cr Matt Murphy

Seconded: Chairperson Steve Howes

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

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
6.1 - New Commercial Venture	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Committee Resolution TKCB/2023/250

Moved: Chairperson Steve Howes

Seconded: Member Sharron Binns

That the community board moves out of closed meeting into open meeting.

Carried

The Meeting closed at 5.41pm.

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

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CHAIRPERSON

Fairlie Community Board Meeting Minutes 9 February 2023

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Unconfirmed MINUTES

Fairlie Community Board Meeting

9 February 2023

MINUTES OF Mackenzie District Council
Fairlie Community Board Meeting
HELD AT THE Council Chambers, Fairlie
ON Thursday, 9 February 2023 AT 4.30pm

PRESENT: Chairperson Angela Habraken, Member Holly Lane, Member Kieran Guiney, Cr Murray Cox

IN ATTENDANCE: Mayor Anne Munro, Chief Executive Angela Oosthuizen, General Manager Operations David Adamson, Community Services Officers Brian Milne and Tom O’Neill, General Manager Information, Engagement and Community Development Chris Clarke, Engineering Manager John Mackie, Minute-taker Amber Foden

1 Opening

The chairperson opened the meeting.

2 Apologies

Apologies were received from member Damon Smith and Cr Phillipa Guerin.

3 Public FOrum

Former councillor Stuart Barwood spoke at the public forum regarding the proposed site for the campervan sewage dump site. He opposed the proposal to locate this facility near his business. He said there would be no sewerage connection in the industrial area in the next five years and it would cost the same to cart the sewage from there as purchasing golf club land for a site.

4 Declarations Of Interest

There were no declarations of interest.

5 Reports

5.1 Minutes of Fairlie Community Board Meeting - 17 November 2022

The minutes were received. The minute-taker did not record a mover or seconder.

Recommendation

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 17 November 2022 be received and confirmed as an accurate record of the meeting.

5.2 Community Board Financial Report

The financial report was received.

5.3 Fairlie Community Board Engineer's Report

The purpose of this report was to provide the Fairlie Community Board with general information on Engineering activities in the Fairlie area. John Mackie went over the main points in the report.

5.4 Parks, Facilities and Places Update

The purpose of this report was to provide the Fairlie Community Board with a general update on projects and activities related to Parks, Facilities and Places in the Fairlie area.

Brian Milne went over the main points of the report.

Campervan dump station – Discussion on the proposed Talbot Road site included that traffic would not be as big an issue as some people may think. The consent application would be put to an independent commissioner, so no staff would be making the decision on that. This was an important facility.

Location decision was still to be made. The community board said to go ahead with the investigation of the Talbot Road site. Explore the option of adding a rubbish bin (pay to use).

Park shelters - Want a nice design that looks good. What is the purpose of this shelter? Is it for the parents at the playground? It’s a bit big. Community Board want some costing options.

Long term plan for Fairlie town centre/parking - Struggles with resourcing now.

Plan to move the bins adjacent to the Bakehouse in the median and have a small tidy up.

Discussion on lighting and possibility of lighting bollards. Unlikely to work in the space beside council building. Need to look at pricing/costing.

Swimming pool presentation to community board would be held on 23 Feb. Emergency exit? Family change area? Plans for this and disabled access to change rooms. Ramp at exit. Building needs some upgrades to get up to code.

Recommendation: Regional transport committee rep (Mayor) to propose and support the installation of a clip on pedestrian footpath to the Allandale bridge on State Highway 79. Gibson Bros Engineering should still have engineering designs from many years ago. . Consideration of funding.

Committee Resolution FCB/2023/185

Moved: Chairperson Angela Habraken

Seconded: Cr Murray Cox

1. That the report on the Fairlie facilities and public places be received.

2. That the Fairlie dog park area be named “Fairlie Dog Park”, with a plaque to recognise Les Blacklock at the gate.

Carried

Committee Resolution FCB/2023/186

Moved: Chairperson Angela Habraken

Seconded: Member Holly Lane

3. That the Community Board supports the purchase of land adjoining the cemetery to extend its capacity, with acquisition of the maximum area available.

Carried

5.5 Grant Applications

Committee Resolution FCB/2023/187

Moved: Member Kieran Guiney

Seconded: Member Holly Lane

That a grant of $250 be approved to the Fairlie Golf Club towards updating a toilet block and clubhouse renovation.

Carried

Committee Resolution FCB/2023/188

Moved: Chairperson Angela Habraken

Seconded: Member Kieran Guiney

That a grant of $250 be approved to John Anderson Arboretum to erect an information board at the entrance of both arboretums.

Carried

5.6 General Business and Councillor Update

Cr Cox updated the meeting on recent council activity. Council was well into the district plan review and was making submissions to the select committee on Three Waters and the future of local government. RMA reform and emergency management were also progressing.

Aged care - Good conversations with council about how to move forward.

Tekapo wilding pines at the regional park - Removal of pines, public meeting happening with ECan.

5.7 Community Board Action List

Leave dog park on the list until signage is up.

Recognition of Les: will bring paper next time.

Fairlie interpretation signs – progressing.

Cemetery Trees – done.

Extend workshop on 23 Feb to 2 hours?

Renaming community centre lounge: Sue to send out by email to make decision at next meeting.

Facebook page. Holly, Angela and Kieran will administer it.

Fairlie accessible: Fairlie accessible: . Discussion had and decided that Angela Habraken and Holly Lane will write this after each meeting and submit to Accessible as the Community Board want it to be an informal report.

The Meeting closed at 6.19pm.

Audit and Risk Committee Meeting Minutes 28 February 2023

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Unconfirmed MINUTES

Audit and Risk Committee Meeting

28 February 2023

MINUTES OF Mackenzie District Council
Audit and Risk Committee Meeting
HELD AT THE Events Centre Lounge, Twizel
ON Tuesday, 28 February 2023 AT 2.00pm

PRESENT: Mr Bruce Mincham, Cr Anne Munro, Cr Murray Cox, Cr Matt Murphy, Cr Kerry Bellringer, Cr Scott Aronsen, Cr Karen Morgan, Cr Phillipa Guerin, Cr Rit Fisher

1 Opening

The chairman 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 Audit and Risk Committee Meeting - 13 December 2022

Committee Resolution AUD/2023/76

Moved: Cr Karen Morgan

Seconded: Cr Phillipa Guerin

1. That the Minutes of the Audit and Risk Committee Meeting held on Tuesday 13 December 2022 be received.

Carried

5.2 ANNUAL PLAN 2023/24 & LONG TERM PLAN 2024/34 UPDATE

The chief executive outlined the timeline and said the work on statutory documents was almost continuous for staff.

Committee Resolution AUD/2023/77

Moved: Cr Karen Morgan

Seconded: Cr Phillipa Guerin

That the information be noted.

Carried

5.3 Quarterly Report - Aged Receivables

Finance manager Sandy Hogg noted that there were no major concerns with rates debt. Animal control debt was being reviewed. Water billing would happen more than once a year going forward. She explained the reason for the sundry debt, which related to a change in how solid waste was invoiced.

5.4 Finance Work Programme

The purpose of this report was to provide updated details of the proposed 2022-2023 finance team related work programme for Audit and Risk.

Finance manager Sandy Hogg said some changes had been made to the work plan to fit with the audit programme. They were currently working on some process mapping and mapping for payroll had been completed.

Dates have been provided for the interim audit in June, and Council will adopt the Annual Report by October 31.

Discussion moved to the requirements imposed on the staff by the Three Waters National Transition Unit, the short deadlines for this work, and the refusal to negotiate. There was some work to do regarding the transfer of assets and land. Some water assets were located on reserve land and this created complications.

The Mayor raised the issue of staff wellbeing. She wondered if the committee should decide that it’s impossible to meet the deadlines and also maintain staff health. A letter to that effect could come from the Audit and Risk Committee.

A resolution was passed (below) to reflect the concerns of the councillors.

Noted that there were also multiple LGOIMA requests coming in on Three Waters that needed staff attention.

Committee Resolution AUD/2023/78

Moved: Cr Anne Munro

Seconded: Cr Rit Fisher

1. That the report be received.

Carried

Committee Resolution AUD/2023/79

Moved: Cr Phillipa Guerin

Seconded: Cr Scott Aronsen

2. That the Audit and Risk Committee notes the Three Waters deadlines but being mindful of staff wellbeing, and business as usual, and statutory deadlines, we may not be able to meet the national transition unit’s deadlines. There will also be a need to follow the due diligence process while meeting these deadlines.

Carried

6 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution AUD/2023/80

Moved: Mr Bruce Mincham

Seconded: Cr Rit Fisher

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 Audit and Risk Committee Meeting - 13 December 2022

s7(2)(c)(i) - 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 to prejudice the supply of similar information, or information from the same source, and it is in the public interest that such information should continue to be supplied

s7(2)(g) - the withholding of the information is necessary to maintain legal professional privilege

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

6.2 - 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

s7(2)(d) - the withholding of the information is necessary to avoid prejudice to measures protecting the health or safety of members of the public

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

Carried

Committee Resolution AUD/2023/81

Moved: Mr Bruce Mincham

Seconded: Cr Phillipa Guerin

That the Audit and Risk Committee moves out of closed meeting into open meeting.

Carried

The Meeting closed at 2.55pm.

The minutes of this meeting were confirmed at the Audit and Risk Committee Meeting held on .

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CHAIRPERSON

Ordinary Council Meeting Minutes 28 March 2023

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Unconfirmed MINUTES

Ordinary Council Meeting

28 March 2023

MINUTES OF Mackenzie District Council
Ordinary Council Meeting
HELD AT THE Council Chambers, Fairlie
ON Tuesday, 28 March 2023 AT 9.30am

PRESENT: Mayor Anne Munro, Deputy Mayor Karen Morgan (on Teams), Cr Kerry Bellringer, Cr Scott Aronsen, Cr Phillipa Guerin, Cr Rit Fisher, Cr Matt Murphy

IN ATTENDANCE: Angela Oosthuizen (Chief Executive), David Adamson (Acting General Manager Operations), Alexis Kereikeepa (General Manager, People, Customer and Cultural Relationships), Chris Clarke (General Manager, Information, Engagement and Community Development), Murray Dickson (General Manager Finance, Property and Commercial), Isaac Ryall (IT Support), Arlene Goss (Governance Advisor), John Mackie (Engineering Manager), Geoff Horler (Utilities Manager), Leaine Rush (Mayor’s Taskforce for Jobs), James Leslie (Pukaki Airport Manager), Brian Milne (Community Facilities Officer), Martin Homisan (Economic Development Officer), plus guests Anne Thomson, Wayne Dixon and Maureen McColl.

1 Karakia

The Mayor opened the meeting with a karakia.

2 Apologies

An apology was received from Cr Murray Cox.

3 Visitors

At 10.30am the meeting adjourned to recognise two people for their service to the community.

• Anne Thomson who has recently retired from Heartlands, was thanked for 42 years of service to the Fairlie community.

• Rit Fisher who has recently retired from the council’s Rural Travel Fund Grants Committee was thanked for 33 years of service to sport in Mackenzie.

This was followed by morning tea.

4 Declarations Of Interest

There were no declarations of interest.

5 Bereavements

Douglas Francis (Doug) Webb : Formerly of Albury. Died peacefully at Elloughton Gardens Rest Home, Timaru, on Sunday, March 26, aged 92. Dearly loved husband of the late Elsa. Much loved father and father-in-law of Judy, Steven, Paul and Rayleen.

Toni Annis: Formerly of Nixon’s Road, Fairlie. Died surrounded by family at Strathallan Lifecare, on Sunday, March 26. Dearly loved wife of the late Bob. Mother and mother-in-law of Richard (deceased), Jane and Doug Marett, Sarah and Neville (deceased).

Roger Belton: A high country forester from Ben Ohau Station. Passed away on March 6. Father of Lucie, Sophie and Alexis. Partner of Toni.

Jim McConnell: Former Mackenzie District councillor in the 1960s. Also his wife, Florence McConnell. Parents of Alistair McConnell. They farmed at Ashwick.

Pauline Mary Gallagher: Passed away at home in Fairlie on March 10, in her 87th year. Dearly loved wife of the late Tom. Mother of Corrine and the late Ian Swann, and Bryan, Barbara and Brian Tiffen, Sonia Gallagher and Murray, Raewyn and Neil Baxter, Paul and Ngaire, Craig and Tessa. Cherished Nana of 16 grandchildren and 15 great-grandchildren.

Jean Laurette Fosbender (nee Austin): Passed away peacefully at home in Albury on February 8. A dearly loved and cherished mother, mother-in-law, nana, great-nana and youngest sister of Dorothy Moore (dec), and Lesley Cambus.

6 Mayor's Report

6.1 Mayoral Activities Report

There were no questions from councillors.

Resolution 2023/36

Moved: Cr Matt Murphy

Seconded: Cr Kerry Bellringer

That the report be received.

Carried

7 Reports

7.1 Chief Executives Report - March 2023

The chief executive updated the Councillors on Three Waters. She was expecting an announcement in the next few weeks regarding the re-focusing of this change by government.

A new priority for Council was the need for housing across the district. Council needed to meet with key stakeholders and determine its role in this.

A new engineering manager has been appointed, and other roles have been filled.

Cr Morgan asked about the test and tagging of electrical equipment in the council offices. This has been completed for the Fairlie office and was being booked for the Twizel office.

Cr Aronsen asked about a Three Waters meeting the chief executive attended. The chief executive said the meeting went ok, although there was a need to reach common ground on reserve balances. It was a good productive meeting. Rates impacts would come back to council.

Cr Bellringer asked about a staff member who had resigned. He was informed this person had taken another role at Mackenzie District Council.

Resolution 2023/37

Moved: Cr Phillipa Guerin

Seconded: Cr Matt Murphy

1. That the report be received.

Carried

7.2 Te Manahuna Ki Uta Implementation

The purpose of this report was to agree on which key strategic projects should be prioritised and progressed first. Some of these projects have been identified through the Te Manahuna Ki Uta (TMKU) Destination Management Plan and funded through tranche one of the DIA’s Three Waters reform better off support package.

Cr Morgan asked if the iwi storytelling project would be done by council or by iwi. The chief executive said it would be done in partnership, but it would be manawhenua-led.

Cr Guerin asked about resourcing for project management. She felt eight percent was a little high. The chief executive said she would go back to the contractor to negotiate this. The Mayor said the amount was at the top end, and this should be the messaging that goes forward.

Cr Morgan asked about the scoping for Simpson Lane. Given the issue of worker accommodation was there any intention to include this in the scope? The chief executive said council was determining the status of the land and whether there was a reserve status over this land. This would come back to council.

Cr Murphy asked for a firm timeline for the Simpson Lane scoping work. Murray Dickson he was investigating further.

The Mayor said it was important to get an understanding of this. A master plan for the three townships has also been requested by the three community boards.

Resolution 2023/38

Moved: Cr Kerry Bellringer

Seconded: Cr Rit Fisher

1. That the report be received.

Carried

Resolution 2023/39

Moved: Cr Scott Aronsen

Seconded: Cr Kerry Bellringer

2. That the following projects are prioritised:

a) Destination Mackenzie Branding

b) Iwi Storytelling / Pou Whenua

c) A20 Improvements

d) Climate Change Plan

3. That further scoping work to be undertaken on the following projects :

a) Guidelines for Rural Development

b) Simpson Lane Concept Plan

4. That the programme be managed by an external resource, funded from a portion of the project budgets and that Council approve this an exemption to the procurement policy.

5. That Council approve the attached draft scope of works and budgets for the projects.

Carried

7.3 Lyford Lane Wastewater Feasibility Study

This report addressed the proposed extension of the Twizel Wastewater scheme to the Lyford Lane area. Engineering manager John Mackie joined the meeting.

David Adamson said this project is not included in the Long Term Plan, but the need for this work came from a water safety audit. Legal advice was that, with permission from DIA and public consultation, this project could go ahead.

John Mackie said the problem was that nine properties had septic tanks that sat on top of the drinking water protection zone. There was a risk of contamination if these tanks leaked, and this was not acceptable.

He then outlined what was needed to fix it and how much it would cost.

He would like council to approve this so it could be taken out for public consultation, and it would then come back to council at a later date with the feedback.

This could be funded from reserves or loan-funded.

Cr Aronsen said this needed to be done as quickly as possible. Would people with existing systems need new tanks? Yes they would need to put these in, with two options for their existing systems.

Cr Morgan said if they retired their old system, staff would need to make sure the old one was retired empty. David Adamson said retired tanks would be filled with dirt to make them safe.

Cr Morgan said it was important to make infrastructure in Twizel resilient, because it was a long way to truck water in the event of an emergency.

Resolution 2023/40

Moved: Cr Matt Murphy

Seconded: Cr Scott Aronsen

That the Mackenzie District Council:

a) Receives the report on the wastewater extension for Lyford Lane.

Carried

Resolution 2023/41

Moved: Cr Kerry Bellringer

Seconded: Deputy Mayor Karen Morgan

b) Recognises the urgency of these works in providing a further barrier to contamination of the Twizel water supply.

c) Approves in principle the servicing of the Lyford Land properties by pressure sewerage and the works be funded from reserves.

d) Approve engagement to be undertaken on the extension of the Twizel Wastewater network to service Lyford Lane, Twizel.

e) Notes that this engagement and subsequent decisions will be reported back to Council by 30 June 2023.

Carried

7.4 Adoption of Plan Change 20 to the Mackenzie District Plan

The purpose of this report was to seek approval from Council of the provisions introduced through Plan Change 20 to the Mackenzie District Plan, pursuant to Clause 17(1) of the Resource Management Act 1991.

There were no questions from councillors.

Resolution 2023/42

Moved: Cr Matt Murphy

Seconded: Cr Rit Fisher

1. That the report on the adoption of Plan Change 20 be received.

Carried

Resolution 2023/43

Moved: Cr Kerry Bellringer

Seconded: Mayor Anne Munro

2. That Council approve Plan Change 20 pursuant to Clause 17(1) of the Resource Management Act 1991.

Carried

7.5 Approval of Delegation for Plan Change 18 Mediation

This was to seek delegations for staff attending Environment Court Mediation, as it relates to Plan Change 18 of the Mackenzie District Plan.

David Adamson outlined the reason for the mediation process, which relates to a disagreement over the definition of improved pasture as opposed to unimproved land. Mediation was planned for April 18 and those staff representing council needed to be delegated to make decisions on behalf of council at the hearing. Legal counsel would also be present. The hearing will be held in Twizel.

Cr Fisher said the definitions of those terms were critical to ongoing primary production and biodiversity in Mackenzie.

Resolution 2023/44

Moved: Cr Matt Murphy

Seconded: Cr Rit Fisher

1. That the report on delegations relating to mediation for Plan Change 18 be received.

Carried

Resolution 2023/45

Moved: Cr Phillipa Guerin

Seconded: Cr Matt Murphy

2. That Aaron Hakkaart – Manager Planning and David Adamson – General Manager Operation attend Environment Court Mediation in whole, and Mayor Munro and Angela Oosthuizen attend in part, representing Mackenzie District Council in relation to Mackenzie District Council Plan Change 18 – Indigenous Biodiversity.

3. That Aaron Hakkaart – Manager Planning and David Adamson – General Manager Operations be delegated authority to enter into agreement as part of the Environment Court Mediation in relation to Mackenzie District Council Plan Change 18 – Indigenous Biodiversity; subject to providing the Mayor and Chief Executive regular updates on proposed outcomes and decisions.

Carried

7.6 Pukaki Airport Update

This report informed the Council about current matters concerning Pukaki Airport.

Airport manager James Leslie joined the meeting and an apology was given on behalf of Fiona McQuade.

James Leslie asked for any questions from the councillors. Cr Bellringer was concerned about hangar security lights at the airport being bright and unshaded. Cr Leslie has spoken to hangar owners and two lights have been pointed downwards. There is another hangar with bright lights that comply with council requirements, and he could ask if these could go on a timer. Will take further action.

Cr Morgan asked about an MOU regarding a parachute landing zone. Mr Leslie said this has been done and a new MOU drafted between the council and Inflight.

Cr Aronsen asked about the contaminated landfill issue. Murray Dickson said staff were currently formalising agreements with other parties before approaching Tricorp. The Mayor said councillors felt this was dragging on, and Mr Dickson said it would be resolved as quickly as possible.

The Mayor asked about the height of buildings on the airport. Mr Leslie explained the current rules regarding height above the runway.

Mr Leslie was planning to visit Manapouri Airport in May to investigate airport navigation equipment improvements. He has also completed the user handbook for airport users.

Staff Recommendations

1. That the report be received for information.

The meeting adjourned for morning tea at 10.35am and reconvened at 11.07am.

7.7 Changes to Delegations - Building Control

This report recommended to Council changes to the Delegations Manual to ensure alignment with Council’s building control processes and structure.

The Mayor summarised the main points in this report.

The full Delegations Manual needed to be updated and brought back to Council for full consideration.

Resolution 2023/46

Moved: Cr Kerry Bellringer

Seconded: Cr Matt Murphy

1. That the report on changes to the delegations manual for Building Control be received.

Carried

Resolution 2023/47

Moved: Cr Matt Murphy

Seconded: Cr Kerry Bellringer

2. That Council approve the changes to the delegations manual as outlined in the attachment

Carried

7.8 Building Control Authority Reports December 22/January 23/February 23

The Mayor took the report as read and asked for any questions. Cr Bellringer asked for an update on remote inspections. Building services manager Tina Donald said so far feedback has been very positive. The only issue has been internet connectivity in some remote areas. Customers have come back with positive comments.

Cr Aronsen said he has observed some remote inspections taking place and asked about whether things were being missed. Tina Donald said there was a check list of questions that was used. If things were missed she asked for people to let her know.

The Mayor asked about the customer satisfaction survey results and how to lift this. Tina Donald said the short window of the survey had a factor in this. She had not received any formal complaints in the past few months, or any complaints internally from elected members.

7.9 Mayors Taskforce for Jobs

Leaine Rush joined the meeting. Since writing the report she had reached the “15 employment positions” target. She has also met with other coordinators to learn about what was happening in other areas.

The councillors did not have any questions.

7.10 Community Facilities and Services Update

The report gives the Council an overview of activities within the parks and community facilities area. Brian Milne joined the table and updated the councillors on the main points in his report.

David Adamson said a meeting was held regarding the verandas in Twizel. Only four of the 14 building owners turned up, but it was a positive meeting. A follow up letter has been sent and owners have been asked to reply.

Brian Milne updated the councillors on progress with the Fairlie Campervan Dump Station. The current site being explored was next to the sewage pond. Might need to widen the road. This would need resource consent.

Cr Aronsen asked about the Ohau Road Reserve landscaping plan. He did not see any provision for irrigation. Without water the trees would die. Mr Milne said the trees would be installed with tree buckets that would be manually watered. There were concerns about putting in drip irrigation, which was only needed for 2-3 years, as the trees would be self-sufficient after that. Cr Aronsen expressed concern that if the trees died the council would be in the firing line.

The Mayor asked about the new Fairlie and Pukaki public toilets. Mr Milne updated her on some contract difficulties with these projects.

Other matters in the report were also discussed.

The Mayor asked for information about North West Arch and fire breaks, as she would be meeting with a group to discuss this later in the week. There were plans to continue lifting the branches to reduce fire risk. There was no plan at the moment to remove trees.

Cr Guerin asked about the cycleway being built under the Peace Trees in Fairlie. There was a discussion on tree maintenance and finishing the cycleway.

Resolution 2023/48

Moved: Cr Kerry Bellringer

Seconded: Cr Matt Murphy

1. That the Community Facilities and Services Operations report be received.

Carried

7.11 Emergency Management Update

The Mayor noted the main points in the report from the Emergency Management Officer. Chris Clarke then updated the councillors on the AF8 training event that was planned for Fairlie.

7.12 Engineering Manager's Report

John Mackie and Geoff Horler joined the meeting.

John Mackie went through the highlights of his report. Contractors were due to start on site at the new Fairlie water treatment plant any day now. And he was about to award the smart metering contract for Twizel.

It was noted that the attachment was difficult to read and would need to have a different format to make it readable.

The Mayor and chief executive expressed their appreciation for all the work carried out by staff to meet the requirements of the Three Waters Project.

Cr Fisher said it was good to see a third road grader put into the Albury area.

David Adamson updated on the need to improve the western carpark in Tekapo and outlined the difficulties with grit, which was removing paint from the road surface. A long-term solution was needed.

The Mayor asked if larger culverts were being installed at Haldon Road. Yes, in the medium term. It was a capital programme.

A new engineering manager would be starting at the council on Monday. John Mackie was thanked for his work as acting engineering manager in the interim.

7.13 Economic Development Update

Martin Homisan joined the meeting.

Murray Dickson said he attended a tourism industry meeting and everyone noted the need for worker accommodation in the district.

The Infometrics report showed improvements in key indicators. This represented an increase in international tourism. Markets were re-opening and Asia was coming back to New Zealand. Further arrivals from China would “take us back to a pre-covid situation”.

The tourism team would report to council next month on the ‘end of March’ data.

The Mayor noted that Mackenzie housing remained among the country’s least affordable.

7.14 LATE ITEM - Financial Report

Murray Dickson apologised for this report being late. He walked the councillors through the financial results and the reasons for variances.

Questions on the financials included the following matters:

· The emergency reinstatement of roads following recent flooding would change how the financial results looked.

· Costs incurred around vandalism. What was this? This related to the destruction of road signs that occurred last year. This appeared to be a one-off event, but there were always signs needing to be replaced.

· The cost of consultants would drop with more new salaried staff coming on board.

Resolution 2023/49

Moved: Cr Phillipa Guerin

Seconded: Cr Kerry Bellringer

That the report be received.

Carried

8 Community Board Recommendations

8.1 Minutes of Twizel Community Board Meeting - 1 February 2023

Resolution 2023/50

Moved: Cr Kerry Bellringer

Seconded: Cr Scott Aronsen

1. That the Minutes of the Twizel Community Board Meeting held on Wednesday 1 February 2023 be received.

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

a) That a grant of $500 be approved to the Swim Ruataniwha towards a spot prize for the public swimming event on February 23.

b) That the Man-Made Hill Development and Maintenance plan be updated to implement the project over a three-year period from 2023 to 2026, subject to annual plan approval.

c) That funding of $3,500 be approved from the Township Project fund, for the planting of 7 Totaras.

d) That the addition of the machinery and future area as proposed at the Machinery Display on Wairepo Rd, in the letter of 16 January 2023, from the Twizel Heritage Group, be approved.

e) That the Twizel Community Board requests that staff call for expressions of interest across South Canterbury and North Otago for organisations interested in the lease of Greta Lodge.

Carried

8.2 Minutes of Twizel Community Board Meeting - 27 February 2023

Resolution 2023/51

Moved: Cr Kerry Bellringer

Seconded: Cr Scott Aronsen

1. That the Minutes of the Twizel Community Board Meeting held on Monday 27 February 2023 be received.

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

a) That a grant of $500 be approved to Twizel Early Learning Centre towards improving the sandpit area.

b) That a grant of $500 be approved to the Twizel Little Movers group towards meeting room hire.

Carried

8.3 Minutes of Tekapo Community Board Meeting - 30 January 2023

Resolution 2023/52

Moved: Cr Matt Murphy

Seconded: Cr Kerry Bellringer

1. That the Minutes of the Tekapo Community Board Meeting held on Monday 30 January 2023 be received.

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

a) That Caroll Simcox be elected deputy chairperson of the Tekapo Community Board.

b) That the Tekapo Community Board puts on hold plans to purchase a bike repair stand for the A2O Start, $4,452. The installation is estimated at $500.

c) That the Tekapo Community Board puts on hold plans to purchase 8 Planter Boxes at $500 each and cover the costs of their planting.

d) That the Tekapo Community Board approves the purchase and installation of 4 new picnic tables, previously quoted at $2,780, with an estimated installation cost of $500 each.

e) That the Tekapo Community Board approves the purchase and installation of a new drinking fountain to be placed at the entrance to the domain playground $2800, the estimated installation and water connection cost is $1500

f) That the Tekapo Community Board agrees to workshop a policy for the future naming of roads in Tekapo, for council consideration.

g) That a draft brief for the engagement of landscape design services for the enhancement of the lakefront reserve areas from the hot pools to the outlet river bridge be prepared for the Tekapo Community Board’s consideration.

Carried

8.4 Minutes of Fairlie Community Board Meeting - 9 February 2023

Resolution 2023/53

Moved: Cr Matt Murphy

Seconded: Cr Kerry Bellringer

1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 9 February 2023 be received.

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

a) That the Fairlie dog park area be named “Fairlie Dog Park”, with a plaque to recognise Les Blacklock at the gate.

b) That the Community Board supports the purchase of land adjoining the cemetery to extend its capacity, with acquisition of the maximum area available.

c) That a grant of $250 be approved to the Fairlie Golf Club towards updating a toilet block and clubhouse renovation.

d) That a grant of $250 be approved to John Anderson Arboretum to erect an information board at the entrance of both arboretums.

Carried

The Mayor asked for more information about the purchase of cemetery land in Fairlie.

7 Confirm Council Minutes

9.1 Minutes of Council Meeting - 28 February 2023

Resolution 2023/54

Moved: Cr Kerry Bellringer

Seconded: Cr Matt Murphy

That the Minutes of the Council Meeting held on Tuesday 28 February 2023 be received and confirmed as an accurate record of the meeting.

Carried

Action for Mayor Anne to write a letter to the Minister of Conservation.

Cr Bellringer noted that the abbreviation for Department of Conservation is DOC and Department of Corrections is DoC.

The meeting adjourned for lunch at 12.28pm and reconvened at 12.55pm.

8 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution 2023/55

Moved: Cr Phillipa Guerin

Seconded: Cr Kerry Bellringer

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
11.1 - Forestry Update	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7
11.2 - Property Update	s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities 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
11.3 - Minutes of Public Excluded Council Meeting - 28 February 2023	s7(2)(h) - the withholding of the information is necessary to enable Council to carry out, without prejudice or disadvantage, commercial activities	s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

Carried

Resolution 2023/56

Moved: Cr Phillipa Guerin

Seconded: Cr Kerry Bellringer

That Council moves out of Closed Council into Open Council.

Carried

The Meeting closed at 1.20pm with a karakia from the Mayor.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 2 May 2023.

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

CHAIRPERSON