136th Meeting
Notice is given of an Ordinary Meeting of Council to be held on:
Date: |
Tuesday, 30 January 2024 |
Time: |
9.00am |
Location: |
Council Chambers Fairlie |
AGENDA
Ordinary Council Meeting
30 January 2024
Note: This meeting will be digitally recorded by the minute-taker .
Council Membership:
Anne Munro (Chair)
Karen Morgan
Murray Cox
Kerry Bellringer
Scott Aronsen
Phillipa Guerin
Rit Fisher
Matt Murphy
***************************************************
The purpose of local government:
(1) The purpose of local government is—
(a) to enable democratic local decision-making and action by, and on behalf of, communities; and
(b) to promote the social, economic, environmental, and cultural well-being of communities in the present and for the future.
(Local Government Act 2002)
Ordinary Council Meeting Agenda 30 January 2024
6.1 Chief Executive Officer's Report for January 2024
6.2 Council Action List - January 2024
6.3 Decision Report - Draft Workshop Policy for Adoption
6.4 Decision Report - Fairlie Septic Waste Facility Upgrade and Campervan Waste Station
6.5 Information Report - Engineering Manager's Update.
6.6 Information Report - Pukaki Airport Update
6.7 Information Report - Building Control Authority Monthly Reports to December 2023
6.8 Information Report - Forestry Update
7 Community Board Recommendations
7.1 Minutes of Fairlie Community Board Meeting - 14 December 2023
7.2 Minutes of Twizel Community Board Meeting - 30 October 2023
7.3 Minutes of Tekapo Community Board Meeting - 27 November 2023
7.4 Minutes of Audit and Risk Committee Meeting - 12 December 2023
8.1 Minutes of Council Meeting - 28 November 2023.
8.2 Minutes of Council Meeting - 21 November 2023.
8.3 Minutes of Council Meeting - 12 December 2023.
11.1 Information Report - Property Update
11.2 Minutes of Public Excluded Council Meeting - 12 December 2023
11.3 Minutes of Public Excluded Audit and Risk Committee Meeting - 12 December 2023
11.4 Minutes of Public Excluded Fairlie Community Board Meeting - 14 December 2023
Attachments: Nil
That the report be received. |
Meetings
28 November:
· Council Meeting
29 November:
· Audit and Risk workshop
· Genesis Tekapo Power Scheme Community Meeting
4 December:
· MTFJ Mayors Programme Update
5 December:
· Council Workshop
6 December:
· Alpine/Mackenzie/Waimate - Shareholder Update
7 December:
· SC Mayors and Zone Committee Chairs & Deputy Chairs Discussion
· Afternoon tea with Mayor - Fairlie Memorial Wall Committee and Fairlie Community Board
10 December
· Albury Carol Service
11 December:
· Council Workshop
· LGNZ Online Special General meeting
12 December:
· Council Meeting
· Audit and Risk Meeting
· Attended Mackenzie College Prize Giving
13 December:
· Aoraki Foundation/MDC Catch Up
14 December:
· Fairlie Community Board meeting
15 December:
· South Canterbury Mayoral Discussion: Zone Committee Support
19 December
· Visited a number of residents in Fairlie.
21 December
· Visited Twizel & dropped into a number of businesses.
1 January
· Participated in Fairlie New Years Day Parade.
4 January
· Responded to Stuff media enquiry re- Tekapo Crowned 2023 sunniest town in New Zealand
6 January
· Responded to Nelson Herald re- Tekapo beating Nelson as sunniest town 2023.
12 January
· Teams meeting with FENZ Rob Hands, Joe Rush, Angela & Chris Clarke to discuss Twizel and surrounding area extreme fire risk and ensuring correct processes in place should evacuations needed to be undertaken during weekend.
13 January
· Attended fairlie Bowling Club Centennial.
21 January
· NewstalkZB interview re- emergency communications.
22 January:
· Council Workshop (LTP Budgets)
23 January:
· Council Workshop (LTP Budgets)
25 January:
· Fairlie Community Board Meeting
29 January
· MTFJ 6 monthly update meeting online.
6.1 Chief Executive Officer's Report for January 2024
Attachments: Nil
1. That the report be received. |
Purpose of Report
To provide the Council with an update on strategic projects, human resources, customer services and CEO activities during the month of December, 2023, and January, 2024.
CHRISTMAS AND NEW YEAR PERIOD
Tourism really ramped up significantly over the festive season as anticipated. The operations team and contractors coped well with minimal complaints. Infringements for Freedom camping peaked as we started to enforce the new Responsible Camping bylaw.
With the drier
sunnier and windy conditions in early January, the risk of fire was high. The forecast hot, dry and windy conditions meant that
any vegetation fire would move quickly and would be challenging for
firefighters to bring under control.
FIRE RISK
Fire and Emergency proactively set up an Incident Management Team at the Twizel Fire station, ready to respond to any vegetation fire in the Mackenzie Basin during a period of elevated fire danger forecast between 10-14 January.
They also put out some advice for everyone in the community
to help reduce the risk of fire. These session were well attended.
WATER RESTRICTIONS
Stage 2 water restrictions now apply for everyone on the Fairlie town supply (including Kimbell). Water restrictions were also put in place in Twizel from 20 December.
Communication has been produced and distributed to explain the water restrictions measures and to answer various questions regarding the Twizel water supply and to inform our community about water conservation.
LEGISLATIVE UPDATES
REFORM AGENDA
Three Waters
Simeon Brown the Minister for Local Government has written to our Council noting the government intends to repeal the previous Government’s water services legislation. He indicated that Cabinet has agreed to introduce a repeal bill that will restore council ownership and control of water infrastructure and services. The bill will make the following changes:
· All legislation relating to water services entities will be repealed (Water Services Entities Act 2022, Water Services Entities Amendment Act 2023, and Water Services Legislation Act 2023).
· Previous legislation related to the provision of water services will be reinstated (including local government legislation). This will restore continued council ownership and control of water services, and responsibility for service delivery.
· The Northland and Auckland Water Services Entity (the only entity that had been legally established under the Water Services Entities Act 2022) will be disestablished and any outstanding work on the entity’s set-up will cease.
The repeal bill is expected to be introduced in February/March 2024 and enacted as soon as possible.
Councils will need to add and integrate information about water services into their 2024 long-term plans. There are transitional options available to Council. Council has the option to extend its deadline for the adoption of the Long Term Plan to 30 September 2024. There is also an indication that the deadline to adopt the Annual Report will also be extended. They have also noted that Councils have the option to have unaudited consultation Documents.
At this stage we are aiming for an adoption date of 30 June 2024 as we were already of the opinion that water service delivery would need to be included in the Long Term Plan.
Local Water Done Well –the Government’s key principles of our future direction for water services
Key principles of our future plan for the delivery of water services include:
· Introducing greater central government oversight, economic and quality regulation.
· Fit-for-purpose service delivery models and financing tools, such as improving the current council-controlled organisation model and developing a new class of financially separate council-owned organisation.
· Setting rules for water services and infrastructure investment.
· Ensuring water services are financially sustainable. Financial sustainability means revenue sufficiency, balance sheet separation, ring-fencing and funding for growth.
Infrastructure New Zealand is pushing for water infrastructure to be taken off the financial books of councils. They have released a policy position on water infrastructure and services calling for budget separations of local councils and any future water entities.
· Infrastructure New Zealand says maintaining the status quo can't continue.
· They have indicated if the current status quo situation is left to continue, New Zealanders will face significant social, economic and environmental costs along with ongoing risks to public health.
· Financial independence from councils will allow them to borrow to fund significant backlogs in asset renewal and replacement.
· Infrastructure NZ is also recommending volumetric water charges be explored so that, like other utilities such as telecommunications and electricity, consumer demand can be better managed and a direct service-related revenue stream created.
Long Term Plan 2025-2035
The LTP is now our top priority, and every effort must be made to ensure that deliverables are met and that there is no slippage to the timeline. December 2023 and January 2024 have been spent consolidating the budget estimates and reviewing the internal budgets. It is proving challenging with increases in various items that are beyond Council’s control such :
· the cost of capital inputs like bitumen, concrete and steel – which are essential materials for our infrastructure repairs. These costs have risen at about twice the official rate of the Consumer Price Index (the official rate of inflation).
· The rising costs of insurance – which is driven by the extreme weather events and natural disasters Aotearoa New Zealand has experienced (many homeowners are experiencing this too)
· Increased interest costs on our debt (just as anyone with a mortgage is experiencing)
· Higher standards for our community health and wellbeing – for example, improved water quality - and new responsibilities.
· Audit New Zealand costs ($135,000 increase die to 20% hikers in costs over the past 3 financial years)
The bottom line is nationwide rates account for about two percent of Gross Domestic Product and have done for many years. Central government sits around 30 percent. Across New Zealand we are hearing of Councils facing significant rate increases.
We are aware that rate payer affordability is constrained given the current levels of inflation and interest rate effects on their mortgages. Council is in an equally invidious position with built in cost increases highlighted above CPI levels. Inflation levels are still hovering around 5.6%.
The team and Councillors have spent significant hours working through and reviewing our budgets already with this in mind but it is proving challenging.
Our elected members are facing some unenviable decisions, balancing community expectation for increased community facilities and services that are needed to support our growing population in the future, increased compliance and infrastructure costs for three waters while balancing this against rates affordability and prudent financial management.
It was clear from the presentations at the Rural and Provincial last year that the government are entering a fiscally constrained context for central government with an extremely high deficit and an inflationary environment. MBIE has also ended the Tourism Infrastructure funding.
Tourism Funding
Post COVID tourism market has bounced back above 2019 levels and forecasts show the increase in peak day visitors from 35,609 to 44,862 and peak night stays by from 18,933 to 23,853. Servicing these growing tourism numbers places an onerous financial burden on the small ratepayer base in the Mackenzie district. This is not equitable. The ratio of day tourists to ratepayers is about 1:19 but the future growth ratio will be 1:24 (by 2034). [i] We have written to the Minister of Tourism and Hospital; to express our concerns over the impacts and the onerous cost of servicing tourism require an enduring equitable external funding source to be established with the assistance of central government.
Specific challenges in this LTP are:
· Built in increases beyond our control as highlighted above.
· Infrastructure has to be built to cater for peak seasonal populations ( roading, drinking water, waste management and stormwater) at a cost to our ratepayers
· We had initially planned for a replacement for the Tekapo Wastewater Treatment Plant at a cost of between $30m to $45m. We are working on an interim solution to extend the capacity of the current plant.
· In October 2023, Council decided to address the level of complaints about the unhygienic state of public toilets and overflowing waste bins by increasing the level of service of the current contract from a daily clean to twice per day for specific toilet blocks. This decision has incurred additional unbudgeted costs of over $143,000 which represents a 1% increase in rates.
· Higher levels of compliance for Water and Wastewater to meet new regulatory standards being monitored by Taumata Arowhai.
· Provision for removal of wilding pines on Council land.
· Increased community expectation for facilities in Twizel and Tekapo
· Capital Renewals and upgrades which lock in future rate increases in subsequent years.
Wilding Pines Funding
We have also written to the Minister of Conservation to express concern over the significant reduction in funding looming. Without future funding the significant investment to date will be lost. It is paramount that we finish this programme of works collectively. Initial Investment was made as part of Budget 2020, with $100m committed over four years. This allowed national wilding pine control operations to scale up significantly and make great progress. This funding is now reducing to $10m a year from 2023-24. Canterbury has been the largest beneficiary of funding from the National Wilding Conifer Control Programme (NWCCP), and while that sounds positive, it’s a reflection of the scale of the problem in the region, centred in the Mackenzie Basin.
Regional Infrastructure Funding
We have also written to the Minister of Infrastructure and Regional Development to express concerns over major funding challenges for core infrastructure in the Mackenzie district and to request your assistance in addressing them. We would like to provide input into policy criteria for funding of major infrastructure (Regional Infrastructure Fund - $1.2 billion).
Challenges here are
· Infrastructure has to be built which does not cater for the resident population but must cater for peak seasonal populations (roading, drinking water, waste management and stormwater)
· We are having to plan for a replacement for the Tekapo Waste Water Treatment Plant at a cost of between $30m to $45m. We are currently considering an interim solution to mitigate costs.
· The full capital infrastructure costs to build this plant which mostly services the burgeoning tourist population would place financial burdens on our ratepayers and Council.
· The current plant does not have enough capacity to treat the estimated future flows in 2050. The population is forecast to more than double by 2050. The current plant is also exposed to seismic Risk as there are multiple active faults in the area which could potentially cause damage to the plant. The existing plant is also situated adjacent to Lake Tekapo.
· There are significant concerns about the risk of pond failure during a seismic event causing untreated wastewater to enter the Takapō River, and the potential effect of the irrigation fields on the river. There are sites of cultural significance around the Takapō area and in the lake.
· There is potential for residential developments to move towards the current site as the population grows
District Plan
Plan changes 23 to 27 have been notified and the closing date for submissions is 26 January 2024.
We are currently in the middle of mediation on Plan Change 18 and have sought a further extension from the Environment Court.
HOUSING
A report has been received from Rationale on Housing but workload on LTP has prevented detailed discussion and analysis of this report.
Te Manahuna KI Uta – Better Off Funded projects
The Draft literature survey and engagement plan has been received for climate change project but this has become a slightly lower priority given the LTP programme.
A procurement plan has been compiled for the East Pukaki stage of the Alps to Ocean. Tenders have been called for and evaluation of the tenders is occurring.
The next steps for the pou whenua project will be to identify the cultural leads from the Runanga, and to reconfirm the Mana Whenua Vision and Physical Manifestation document from Te Manahuna Ki Uta Destination Mangement plan (November) and plan for a Wānanga and Hikoi (February 2024). It is anticipated that a Roadmap document is planned to be finalised by (March 2024).
No progress on the Destination Branding project has occurred due to high workload associated with the LTP.
financial reporting
No financial report has been provided for this meeting as the Finance team are currently busy working on the Ten Year Plan with high workloads.
MEETINGS ATTENDED
4 December Council workshop
6 December LTP Steering Group
8 December LTP Internal Meeting
11 December Council
workshop
Canterbury Corporate Forum (Chaired the meeting)
Three Waters meeting
12 December Council meeting and Audit and Risk Committee
Mackenzie Tourism Industry Function (Twizel)
13 December Aoraki
Foundation meeting
Boffa
Miskell Climate Change meeting
13 December Weekly EELT and LTP meeting
14 December TEAM MACK meeting
14 December Meeting with the Twizel School Headmistress and Board Chair
15 December LTP internal budget meeting
12 January 2024 LTP – Asset Management plan Meeting
16-17 January LTP Internal Budget review meeting
18 January Document Assembler System Training
18 January CEO Taituara Meeting
19 January LTP Meeting
22-23 January Council workshop on LTP Budget
24 January LTP Steering Group Meeting , Simons Pass Consent Meeting
25 January Fairlie Community Board
26 January LTP meeting
29 January CEO Forum Canterbury Mayoral forum
30 January Council meeting and LTP workshop
OPERATIONAL REPORTS
PEOPLE AND CULTURE MONTHLY REPORT December 2023 |
GENERAL UPDATE:
· Sadly Gillian Olsen (Customer Services Officer, Twizel) passed away 27th December 2023. Gillian was surrounded by her whanau at the time of her passing.
· During the month of December there were one on one sessions with various Business Unit Leaders on MDC’s Leading for Performance Framework to ensure that they understand how it works, what is expected and the timeframes for setting KPI’s for each of their team members, mid-year and end of year reviews.
· December was another busy period of assisting managers with updating various position descriptions and role evaluations (Completed via Strategic Pay).
· Several HR Policies are currently being reviewed and updated – Employee Code of Conduct, Flexible Working Arrangements, Bullying and Harassment Policy, Remuneration Policy and Disciplinary and Performance Management Policy.
· The H&S Workflow Plan for the next two years is currently being worked on / updated in conjunction with the H&S Officer.
KEY TEAM MACK MOVEMENTS – RESIGNATIONS:
· Rachel Hickling (Planner) resigned, and her final day will be 9th January 2024.
· Rachael Williams (Team Leader Compliance and Monitoring) resigned, and her final day will be 2nd February 2024.
· Wendy Thompson (Corporate Planner) resigned, and her final day will be 12th January 2024.
RECRUITMENT UPDATE:
· Transport Engineering Officer – this recruitment is ongoing however we are now working with a recruitment agency to assist us with filling this role. Candidates for this role are hard to find as there is a shortage of this skill set and the level of experience throughout NZ at the moment.
· Accountant – a preferred candidate has been identified and an offer of employment has been sent. More details to come once the candidate has formally accepted and a start date confirmed.
· Manager Property and Commercial – this role is currently being advertised and interviews will be scheduled for early January 2024.
CUSTOMER SERVICES REPORT December 2023 |
GENERAL UPDATE:
· Krista Gilchrist, Customer Services Officer rejoined the Twizel Customer Services team on 18th December 2023 after an accident earlier in the year and has been declared fully fit for duties in the NZ PostCentre environment.
· Gillian Olsen, Customer Services Officer sadly passed away on 27th December 2023 following a short battle with the return of an aggressive cancer.
· Thea van Merrienboer, Customer Services Officer, joined the team in October on a fixed term, part time contract (due to expire on 2nd February 2024) and has been primarily working in the Twizel PostCentre / Reception to supplement team numbers. This has worked extremely well, and Thea has quickly become an effective member of the team having since worked in both offices.
· Recruitment will commence for a replacement Customer Services Officer which will bring the Twizel team back to full capacity.
· The Customer Services team continues to assist Finance in updating the addresses in the MAGIQ “Names” database. Our joint goal is to correct the data in the database to enable access to discounted bulk posting (Rates, Dog Registration etc) from NZ Post. In order to gain the discounted rates, the data needs to meet the NZ Post PAF (Postal Address File) criteria. Another benefit in correcting the data will be the decrease in the amount of returned, incorrectly addressed, postal items and the time taken to locate the addressee.
TWIZEL OFFICE CUSTOMER NUMBERS:
· Twizel customer numbers recorded for December 2023 was a total of 2704. This compares with a total of 2210 recorded customer number for the same period in 2022. With the return of international tourists, we are seeing an increase in the numbers of people requesting directions and general information.
FAIRLIE OFFICE CUSTOMER NUMBERS:
· Fairlie customer numbers recorded for December 2023 was a total of 175. There is no historical data for Fairlie for the same period in 2022.
SERVICE REQUEST SUMMARY REPORT:
Summary / Trends Identified:
· In December 2023 there were a total of 185 Service Requests were received. Of these requests 76% were completed and 76% were completed in time. This compares with 136 service requests received for the same period in 2022, of which 98% were completed and 65% were completed in time.
· The number of service requests received in December 2023 represent a small increase on the numbers received in November 2023. The numbers of “General Requests” increased this month which is directly attributable to the number of requests for phone callbacks.
· Of the 185 service requests that were received, 48% of our customers chose to use email or website as the medium while 42% either rang or called into an office. The remaining 10% either did not require feedback or the Service Request template used did not require the method of contact to be recorded.
· The number of recent overdue service requests increased during for December 2023.
· The number of historic overdue requests has remained unchanged. These historic service requests had previously been assigned to staff members who had left or group/team accounts which are not monitored. Summaries of these requests have been circulated to the individual departmental leaders to review and update as necessary.
· It is interesting to note is the number of calls received by Council afterhours during December 2023. In 2022 TAS received a total of 21 afterhours calls from external customers. This number included calls during a severe weather event which occurred early in the month. TAS recorded 42 calls during December 2023, which is double the number for the same period in 2022. TAS records calls received as “Orders” which are captured as “Service Requests” in MAGIQ.
· We are continuing to work with operational departments to ensure that the metadata in MAGIQ is updated to reflect staffing/contractor changes. An additional graph has been created and attached summarising the situation with Overdue Requests. See appendix.
COMPLAINTS REGISTER SUMMARY:
· There were no formal complaints recorded during the month of December 2023.
LAND INFORMATION MEMORANDUMS (LIM):
· For the period 1st December 2023 – 31st December 2023, MDC received a total of 10 LIM applications (processing day average = 2). This compares with 11 for the same period last year (processing day average = 3).
· Trend by calendar month is shown in the following graph:
CUSTOMER CALLS:
· A new phone system was rolled out during April 2022. The analytical data historically recorded each month was discontinued as part of this rollout.
· The results from the new Analytics have been sampled from November 2023 providing familiarisation with the system. Following is a sample of the Key Performance report:
· There is still a significant amount of work to be done to ensure the integrity of the data and that the interpretation is correct.
· More in depth statistical data will be available on call volumes from January 2024.
DOG REGISTRATION:
· Annual dog registration commenced in July 2023 and continued until the end of September 2023. A focus was placed on the quality of information in the Animal Control Database ensuring compliance with national standards. Statistical Totals as at 31st December 2023:
o 1,623 dogs registered
o 125 dogs unregistered
· Penalties were applied during September 2023 and reminder letters have been sent to the remaining dog owners that are showing as having an unregistered dog/s.
NZ POST SERVICE DELIVERY CONTRACT – TWIZEL:
· The NZ Post provided results for the quarter ending 30th November 2023 show a positive overall variance of 25% on the same period last year.
· The year-to-date results report a positive 14% increase overall. These results stem from the sales of both National and International products together with revenue received for the management of the PO Boxes.
· The Box Lobby currently stands at 477 allocated boxes from a total of 480. A recent visit from NZ Post’s Retail Regional Manager indicates that a further set of boxes will be allocated to Twizel in the first quarter of 2024.
· NZ Post also intends to update its branding livery on the Twizel Office to bring it in line with the new colouring. This was not completed at the time the new branding was launched due to the relocation of Twizel Reception to facilitate the Market Place access upgrade project.
COMMUNITY CENTRE BOOKINGS:
· Fairlie Community Centre – total chargeable booking hours equalled 80.5 for the month of December 2023. Mackenzie District Council used the Centre for a total of three hours for December 2023.
· Takapō / Tekapo Hall – total chargeable booking hours equalled 97 hours for the month of December 2023 which included a total of 31.5 hours for the Mackenzie District Council for December 2023.
· Albury Hall – total chargeable booking hours equalled 18 hours for the month of December 2023. There were no recorded hours for the Mackenzie District Council during December 2023.
· Twizel Events Centre – total chargeable booking hours equalled 578.25 hours for the month of December 2023. The Mackenzie District Council used the Centre for a total of 1.5 hours during the month of December 2023 with an additional 351.75 hours for the kitchen upgrade.
· Mackenzie Public Spaces were reserved for a total of 593.75 hours during December 2023. The use of these spaces was predominantly centred around Christmas celebrations.
HEALTH AND SAFETY MONTHLY REPORT DECEMBER 2023 |
GENERAL HEALTH AND SAFETY UPDATE:
· The Health and Safety Officer and the HR / H&S Administrator continue to induct all new employees on MDC Health and Safety.
· The Health and Safety Officer continues to work with the Senior Leadership Team individually on a regular basis to ensure the following:
· Hazards and risks are documented in the Assure online system and are being managed effectively.
· MDC contractor health and safety procedures are robust, and the Contractor Job Inspections are completed regularly.
· General hazard management and risk mitigation steps are undertaken when required, including formulating Job Safety Analysis procedures when needed.
· Contractors are signed up to SiteWise prequalification, and ensure Contractors complete relevant documents and procedures to become approved MDC Contractors.
· Managers complete regular Contractor Job Inspections and are using the Assure App to record all information.
· Relevant Site Specific Safety Plans are reviewed alongside Managers, providing advice as appropriate.
H&S SURVEY:
· The inaugural H&S Survey took place between 17th and 31st October 2023. All permanent, fixed term and casual employees were invited to participate in the survey.
· We had a 57% participation rate for the survey. This was somewhat disappointing as there was plenty of communication sent out including reminders throughout the time the survey was open.
ASSURE SYSTEM UPDATE:
· Assure Stage 1 one-on-one training continues to be rolled out to Managers. The aim of this training is to continue upskill our managers in this area and increase their usage of the system. It is important to note that this has not been happening on a regular basis, which may impact on the accuracy of our reporting.
· The Health and Safety Officer continues to ensure all Council employees are using the Assure App. This is currently being achieved through regular reminders, one on one sessions and general assistance when required.
· Work continues with improving the usability of the Assure online Health and Safety System, to streamline procedures.
HAPPY, HEALTHY AND SAFE COMMITTEE:
· The Happy, Healthy and Safe committee met in December 2023.
· All incident reports were supplied to the committee, a general update given by the Health and Safety Officer, and discussions held on appropriate topics.
· Refer to the attached meeting minutes.
H&S POLICY, PROCEDURE, GUIDELINES:
· Emergency Radio Procedures have been developed and a draft will be sent to the Executive Leadership Team for review.
· Fairlie Office Emergency Evacuation Procedures were updated due to the Customer Services Team moving back into the main building.
H&S TRAINING UPDATE:
· The Health and Safety Officer carried out basic Fire Warden training for relevant employees.
· Trailer Safety Training was carried out for relevant employees.
SUMMARIES FOR KEY INFORMATION FOR DECEMBER 2023:
Employee / Volunteer Health and Safety Inductions Completed |
0 |
Incidents – no incident reports attached
|
0 |
Vehicle Incidents |
0 |
Hazards Spotted |
0 |
Contractor Job Inspections |
2 |
Quarterly H&S SLT Compliance and Culture reports |
2 |
Full Site Inspections |
0 |
Swimming Pool Inspections |
0 |
Trailer Safety Inspections |
7 |
Lost Time Injuries |
0 |
HEALTH AND SAFETY EVENTS:
· There were zero health and safety events with a severity rating of Major or Catastrophic.
6.2 Council Action List - January 2024
Author: Arlene Goss, Governance Advisor
Authoriser: Angela Oosthuizen, Chief Executive
Attachments: Nil
That the information be noted. |
Background
This action list includes:
· resolutions passed this triennium that are still to be actioned, and
· requests made at council meetings.
DATE OF MEETING |
TOPIC |
ACTION POINT |
PERSON RESPONSIBLE |
STATUS |
Council 31/01/2023 |
Economic Development Strategy |
That Council reviews its economic development strategy. |
Dickson, Murray |
Resource to be recruited – PD is being finalised. |
Council 28/03/2023 |
Plan Change 18 Mediation |
Mayor and councillors requested regular updates. |
Hakkaart, Aaron |
In progress and updates provided as required. |
Council 28/03/2023 |
Te Manahuna Ki Uta Implementation |
That the following projects are prioritised: a) Destination Mackenzie Branding b) Iwi Storytelling / Pou Whenua c) A20 Improvements d) Climate Change Plan That further scoping work to be undertaken on the following projects :
a) Guidelines for Rural Development b) Simpson Lane Concept Plan |
Angela Oosthuizen
|
Procurement plans to be drafted for the Destination Branding. Regular meetings in place for the Pou Whenua project and programme of work drafted. Literature Survey received with the engagement plan. Funding directed to Tekapo Master Plan instead of Simpson Lane. Ashley has provided the reports to the Tekapo Community board for review. |
Council 27/06/2023 |
Responsible Freedom Camping Bylaw Review |
Bylaw to be reviewed. |
Hakkaart, Aaron |
Completed |
Council 27/06/2023 |
Lyford Lane, Twizel Wastewater Extension |
That council will consider improvements to the water supply and other matters such as drinking water, fibre, roading, and bring it back to the council for a further decision. This to be in consultation with Lyford Lane land owners. |
McLachlan, Ashley |
Engagement meeting held and owners to gauge interest to proceed. |
Council 27/06/2023 |
Mackenzie Community Care Trust Aged Care Facility |
That Council grants the Mackenzie District Community Care Trust $30,000 (plus GST) to undertake the next stage . |
Clarke, Chris |
Awaiting invoice from the Trust. |
Council 27/06/2023 |
Community and Recreation Trust Tekapo Sports Centre |
Cr Guerin asked for a timeline for a decision on the community and recreation trust. |
Clarke, Chris |
Trust given until March 30, 2024 for feasibility study |
Council 30/05/2023 |
Workshop on Climate Change Funds |
Cr Aronsen asked for it to be noted in the minutes that he would like a robust discussion to be held by the councillors before spending the funds allocated to the climate change report. |
Oosthuizen, Angela |
ECAN Workshop held and funds to agreed for LTP |
Council 02/05/2023 |
Land Swap at Tekapo (DoC, Ngai Tahu) |
The Mayor wants to know where this stands. |
Murray Dickson |
Murray to provide details to the working group. |
Council 02/05/2023 |
Contaminated landfill at Pukaki Airport |
Councillors felt this was dragging on. |
Angela Oosthuizen |
Discussed with Waitaiki District Council and ECan. Meeting held with Tricorp on 30 November 2023. Awaiting feedback from Tricorp on information sent. |
Council 29/08/2023 |
Pukaki Airport Working Group |
Cr Aronsen asked for the airport working group to meet on a regular basis. |
Murray Dickson |
M. Dickson to schedule meetings. |
Council 29/08/2023 |
Twizel Verandas |
Councillor workshop on legal process. |
David Adamson |
Beca doing an assessment of each veranda to be followed by a letter to individual property owners. |
Council 29/08/2023 |
Consultation on Speed Management |
That Council requests staff consult on the plan reporting back to Council in December 2023 |
David Adamson |
Report to be brought back to December 2023 meeting |
Council 29/08/2023 |
Meridian Agreement |
That if clause 7 is removed from the agreement, Council delegates to the chief executive the authority to sign the contract on their behalf. |
David Adamson |
Agreement to be signed by the CEO. Negotiation ongoing. |
Council 26/09/2023 |
Joint Local Alcohol Policy |
Approved for public consultation. |
Aaron Hakkaart |
|
Audit and Risk 26/9/2023 |
Audit Fees |
Chief executive delegated to negotiate increase in audit fees with Audit NZ. |
Angela Oosthuizen |
Negotiation completed |
Council 31/10/23 |
Investigation into Housing Approaches |
$20,000 approved for Rationale to undertake study of housing needs and approaches by other councils. |
Angela Oosthuizen |
Report received to be reviewed internally. Lower priority than LTP. |
Council 31/10/23 |
Pensioner housing policy |
Councillors requested that this policy be updated. |
Craig/Chris |
This is to be tackled in 2024 but is considered a lower priority. |
Council 31/10/23 |
Request for follow up on Pukaki Airport |
Cr Guerin asked about fees being billed quarterly. Had there been a backlog? Mr Dickson offered to check and come back to the councillors. Cr Murphy asked for toilet restrictions to be addressed again as this was an ongoing problem. Mr Dickson offered to follow this up. |
Murray Dickson |
M Dickson to consider billing alternatives.
One toilet has been left unlocked for some time now so is not an issue -there is no ongoing problem. Going forward we are looking at ways we can allow 24/7 access to the terminal and toilets without leaving the doors open to the general public. (Note pilots have a way to access the terminal building). |
Council 31/10/23 |
Request for “Works Tour” |
Councillors agreed to do a works tour after Christmas. |
David Adamson |
To be scheduled |
Council 31/10/23 |
Costs of tourism, public toilet cleaning |
That council instructs the Mayor to send an urgent letter to central government outlining the concerns of council and requesting funding. |
Mayor |
Completed and considered as part of the LTP. |
Council 28/11/23 |
New Grants Accountability Process |
Council requested that council grants be followed up and held accountable. |
Chris Clarke |
Coming to a council workshop |
Council 28/11/23 |
Fairlie fire cost recovery |
Staff to recover costs of asbestos clean up from owner |
Angela Oosthuizen |
Letter delivered to the owner. Caveat placed on land. |
Council 31/10/23 |
Cost of cleaning public toilets |
The councillors requested a report to the next council meeting on the costs of the new Pukaki toilets. |
David Adamson |
Report completed |
Council 12/12/24 |
Mackenzie County Scholarship Fund |
Approach businesses and seek sponsorship to make up funding deficit. |
Cr Murphy |
|
Audit and Risk 12/12/24 |
Risk Register: Reputational risk from social media |
Request for policies to reduce risk to councillors and staff |
Chris Clarke |
|
6.3 Decision Report - Draft Workshop Policy for Adoption
Author: Arlene Goss, Governance Advisor
Authoriser: Chris Clarke, General Manager, Information, Engagement and Community Development
Attachments: 1. Draft Workshops Policy
v2 26 Jan 2024 ⇩
Purpose of Report
The purpose of this report is for Council to consider adopting a new policy that opens elected member workshops to public attendance.
1. That the report be received. |
2. That Council adopts the draft Workshops Policy as attached to the agenda. |
3. That Council agrees to give effect to this policy from 1 March 2023 as Council is transitioning to a new Governance information system for agenda preparation which will be used for dissemination of agenda and documents. |
Background
In October, 2023, the Chief Ombudsman released a report on his investigation of local government meetings and workshops, named “Open for Business”. In that report he made a list of recommendations for councils wishing to apply best practice to the administration of workshops.
In November, the Governance Advisor audited Mackenzie District Council’s meeting and workshop practices against the ombudsman’s recommendations. While the council met all legislative requirements, some changes were suggested to bring meetings and workshops up to best practice.
Minor changes such as adding information about workshops to the website have been completed.
The biggest change will be to open future council and community board workshops to members of the public who might be interested in attending. Formal meetings are already open to the public.
A new Workshops Policy has been written and is attached to this report for consideration.
Policy Status
This is a new policy.
Options
Option 1: Adopt the Workshops Policy and introduce open workshops.
Option 2: Adopt the Workshops Policy with changes.
Option 3: Not adopt the Workshops Policy and continue with private workshops.
Considerations
Legal
All three options meet legislative requirements.
Financial/Resourcing
Adopting the policy would create additional administrative work for staff, in particular the need to take notes or recordings of workshops.
Other
considerations
Council is currently replacing its existing agenda
preparation system and so to alleviate pressure the system needs to be fully
and effectively implemented before introducing workshops into the system.
The current senior leadership team and the executive team are midway in the analysis of Long term Plan financials with high workloads and hence it is believed that March 2023 would be a amore appropriate time to kick off open workshops.
Conclusion
Council needs to decide how open and transparent it wishes workshops to be. While there is no legislative requirement to open workshops to the public, doing so would bring Mackenzie District Council up to best practice as determined by the ombudsman.
6.4 Decision Report - Fairlie Septic Waste Facility Upgrade and Campervan Waste Station
Author: Ashley McLachlan, Manager - Engineering
Authoriser: David Adamson, GM, Operations, Planning and Regulatory Services
Purpose of Report
The purpose of this report is for Council to decide on upgrades to the Fairlie septic waste disposal facility to allow the safe disposal of waste by contractors and tourist campervans.
1. That the report be received. |
2. That Council approves the project to upgrade the Fairlie septic waste disposal facility to introduce campervan septic waste disposal and improve safety for commercial operators, using council land at Talbot Road. |
Background
Currently septic sewage is deposited by contractors directly into the Fairlie oxidation ponds via tanker truck and trailer. The Fairlie site is not suitable for these heavy vehicles to operate. Septic waste kills the bacteria and algae. The oxidation ponds need to treat the effluent before it can be disposed.
Council intends constructing a safe disposal site for septic sewage contractors. This will hold the septic sewage and release it into the ponds, at a rate that minimises disruption to the bacteria and algae.
The only campervan septic waste facility in Fairlie is in the camping ground and is for campers use only. Council has secured Tourism Infrastructure Funding (TIF) of $84,100 to provide a septic waste receival site for campervans in Fairlie.
Funding
For the contractor septic sewerage disposal and holding facility, Council has set aside $420,000.
TIF campervan septic sewerage disposal funding is $84,100. A separate facility is expected to cost between $190,000 – $210,000, depending on the site.
Matters to Consider
While many matters have been considered like water supply, road safety, etc. The following are the main points of difference between the sites considered:
· Holding tanks Tank required where this is no connection to sewer mains
· Double handling to transport Trucked from holding tank to ponds
· Shocks the ponds Bacteria and algae killed by septic sewage
· Two disposal facilities Separate campervans and contractors facility at $610,000
· Local opposition Consultation has flagged opposition
· Residential location Campervan sites could present disease if not used properly
Options Considered
Location |
Pro’s |
Con’s |
Fox View Road |
On campervan route |
Holding tanks Double handling to transport Shocks the ponds Two disposal facilities Local opposition |
Golf Course Car Park |
|
Golf Club conditions Not supported by residents Away from campervan routes Shocks the ponds Two disposal facilities |
Opposite 38 Gillingham Street |
|
Residential location Away from campervan routes Shocks the ponds Two disposal facilities |
Outside Fairlie Domain |
On campervan route |
High public use area Shocks the ponds Two disposal facilities |
3 Kirke Street (Telephone Exchange) |
|
Residential location Inground service clashes Shocks the ponds Two disposal facilities
|
Demark Street opposite Grain Store |
On campervan route |
High public use area Shocks the ponds Two disposal facilities Additional sewer line required Local opposition FENZ |
Alloway Street opposite Fairlie Museum |
On campervan route |
High public use area Shocks the ponds Two disposal facilities Additional sewer line required |
Outside Resource Recovery Park |
On campervan route |
Holding tanks Double handling to transport Shocks the ponds Two disposal facilities Local opposition Barwoods |
Fire Station |
On campervan route |
High public use area Shocks the ponds Two disposal facilities Additional sewer line required Local opposition FENZ |
Opposite A&P Showgrounds |
|
Residential location Away from campervan routes Shocks the ponds Two disposal facilities |
Outside Old Flax Mill |
|
Holding tanks Double handling to transport Shocks the ponds Two disposal facilities Local opposition traffic |
Talbot Road – Purchase land |
One facility Ponds not shocked |
Local opposition traffic
|
Talbot Road – Council land |
One facility Ponds not shocked |
Local opposition traffic |
Gladstone Hotel |
On campervan route |
High public use area Shocks the ponds Two disposal facilities Additional sewer line required Residential area |
The other option is to do nothing. This will require a multi-million dollar early upgrade/renewal of the existing treatment plant. The existing consent CRC992608.1 expires in 2038. If septic sewage continues to be dumped into the ponds, a new consent and plant might be required by approximately 2029 depending on rural and tourism growth.
Consultation to Date
Let’s Talk
· February 2022
· June 2023
Letter drop to Talbot Road residents
· June 2023
Council meetings
· February 2023
· September 2023
Community Board meetings
· September 2023
· June 2023
· March 2023
· July 2022
Recommended Site
The two Talbot Road sites have the least disadvantages and provide the best value for money up front, and in the long term.
Fig 1: Talbot Road – Purchased land
Fig: Talbot Road – Council land
An option is to not provide a campervan facility and only build the contractor septic sewerage disposal and holding facility. It should be noted that the TIFF funding could not then be used for this facility.
Of the two Talbot Road sites, the one on the existing Council site is $37k cheaper and is the recommended site.
COMMUNITY BOARD CONSIDERATION
This matter was reported to the Fairlie Community Board in December 2023 and they passed the following resolution. Note that the monitoring recommended covered complaints and traffic volumes.
Resolution passed : That the Fairlie Community Board recommends to Council that the preferred Fairlie Septic Sewage reception facility be located on the wastewater site already owned by Council with the condition that monitoring is carried out and the results are reported back to the community board six monthly over a two year period.
Recommendation
The Fairlie septic waste project has attracted a lot of public interest with several meetings and correspondence with residents. The Fairlie Community Board has reviewed the project and agreed with staff’s recommended site at the existing treatment plant on Talbot Road.
6.5 Information Report - Engineering Manager's Update
Author: Ashley McLachlan, Manager - Engineering
Authoriser: David Adamson, GM, Operations, Planning and Regulatory Services
Attachments: 1. Simeon Brown’s
letter ⇩
Purpose of Report
The purpose of this report is to update the council on matters relating to the engineering activities across 3 waters services, transportation, and land development.
1. That the report be received. |
Engineering Manager Overview
Summary
Our teams have been busy with service requests, managing the high demand and working on their Asset Management Plans and Long-Term Plan budgets.
Over the peak population season, we have seen our wastewater and water supply networks reach their capacities, while the popular gravel roads are showing signs of high usage.
Advertising has continued for the Roading Officer role. The Roading Administrator role has been filled with two part time positions, with some Roading Officer deliverables included.
Three Waters Transition
The new Minister for Local Government Simeon Brown has written to Mayor Anne Munro. A copy of his letter is attached. In summary the Minister plans to repeal the previous government’s water services legislation and replace it with Local Water Done Well, with the key principals:
· Introducing greater central government oversight, economic and quality regulation
· Fit-for-purpose service delivery models and financing tools, such as improving the current council-controlled organisation model and three waters
Three Waters
Please see attached the draft three waters asset management plan.
Water Supply
There have been no failed water samples since the last report.
No outstanding service requests. Whitestone are dealing with them all in a timely manner.
Town Supplies
The Takapo/Tekapo (without restrictions) and Twizel (with restrictions since 20th Dec) supplies are currently exceeding their consented summertime average volumes. Usage is decreasing after the peak population period and is being monitored to ensure the average is brought back under summertime averages before the end of summer. Further restrictions may be required to achieve this.
Fairlie Water Treatment Plant
The two reservoirs are now at full height with leak testing planned for the start of February. Earth works for the building foundation are underway. Undergrounding overhead lines delayed the project, and the design build contractors redesign has delayed the project a further four months. The redesign is complete, and we expect to have the plant online in late June 2024. Completing the project within its contingencies is still very tight.
Twizel Water Meters
Delivery of the meters was delayed when the February 2023 earthquakes in Turkey disrupted production. However, we hope to have all the meters installed before winter. Telemetry is already available from some of the meters and staff are being trained on the use of the software.
Twizel Ring Main Upgrading
After working in Mackenzie Drive before the holidays, the team moved to the greenway in front of the water treatment plant on their return to avoid the January traffic. Works are proceeding to programme and budget.
Across the district water use has been high, more so in the dryer areas. Water restrictions are in place for both Twizel and Fairlie. Tekapo and Burkes Pass both had high water use. Restriction will mostly be put in place should this continue.
Wastewater
All the sewer ponds have had high levels of inflow over the Christmas and New Year. The plants have been coping with it for now.
Stormwater
Nothing to report as there has been little or no rain over the last three months.
TRANSPORT
Routine Maintenance
· Reseals are complete in Twizel.
· Works programmed for Glen Lyon Road and Rhoboro Road for Jan/Feb 2024
· Multiple damaged signs and broken glass on the roads/ footpaths over the break in Twizel.
· Culvert inspections taking place – district wide.
· Road markers scheduled to be in the district from mid-January.
· Maintenance metalling progressing well at 57% completion of programme.
Road stopping for NZ Defence Force
There is a paper road across the live firing training land. Defence owns between lakes Takapo/Tekapo and Pukaki. Defence is preparing a proposal for negotiation with Council to stop that paper road (sell/ land swap). We expect to have a proposal to present early in the new year.
DEVELOPMENT ENGINEERING
Private Developments in Progress
· The T3 Development in Tekapo off Lakeside Drive alternative designs for 3 waters infrastructure (60 apartments and 3 homes). All works on Hold. We are progressing enforcement options to ensure erosion and sediment controls are maintained.
· Mackenzie Park Stage 8 is proving more information for engineering approval.
· Harris Place 10% completed on hold waiting for dwelling to be completed.
· 47 Temple Drive (2 lots) 40% completed.
· Morelea Farms Limited subdivision in Clayton Road Fairlie, (2 lots) due to start in 2024.
· Station Bay development is on hold. However, we are seeing some build consent activity for Stage 1.
6.6 Information Report - Pukaki Airport Update
Author: Murray Dickson, GM - Strategic Financial Management and Commercial Services
Authoriser: Angela Oosthuizen, Chief Executive
Attachments: 1. Operational Report -
Pukaki Airport Oct-Nov 2023 ⇩
That the information be noted. |
Purpose
This report is to inform the Council about current matters concerning Pukaki Airport for the period 31st September 2023 to 31st December 2023.
Airport Operations Officer Report/Update
The Operations Officer’s report to 31st December 2023 is attached.
LANDING STATISTICS AT PUKAKI AIRPORT
Council continues to receive regular AIMMS landing reports for the period 1st October 2023 to 30th November 2023.
Landings for the period October and November are as follows, with the post Covid return of visitors using Airport Operators evident:
October: During October 2023, the airport had 337 movements, an increase of 64% from 206 for the same month last year. For the last 12 months, there were 3,226 movements an increase of 79% from 1,801 for the same period in the previous year.
November: During November 2023, the airport had 454 movements, an increase of 48% from 307 for the same month last year. For the last 12 months, there were 3,3735 movements, an increase of 76% from 1,918 for the same period in the previous year.
December: During December 2023, the airport had 462 movements, an increase of 47% from 315 for the same month last year, For the last 12 months, there were 3,520 movements an increase of 66% from 2,124 for the same period in the previous year.
A total of 3,528 movements were recorded for Pukaki Airport in 2023.
These continue to show the recovery of tourism/visitors from the Covid-19 affected years – reflected in the following graph.
6.7 Information Report - Building Control Authority Monthly Reports to December 2023
Author: Tina Donald, Building
Authoriser: David Adamson, GM, Operations, Planning and Regulatory Services
Attachments: 1. BCA Management Report
October 2023 ⇩
2. BCA
Management Report November 2023 ⇩
3. BCA
Management Report December 2023 ⇩
4. KPI
Reporting against Annual Plan December 2023 ⇩
That the reports on Councils Building Control Authority for October, November and December 2023 be received and noted. |
Background
Attached to this report is the building control management report covering October, November and December 2023 for receiving and information and the KPI Reporting against the Annual Plan.
Included in the report under Section 18 is reporting on the status of Territorial Authority functions for Compliance Schedule review and Building Warrant of Fitness.
The information is based on reporting compliance against Councils BCA policies and quality manual with regards to its activities as a Building Control Authority.
Conclusion
Council Building Control Authority activities need to comply with its approved Quality Manual. Monthly reports are generated to ensure and report on compliance.
6.8 Information Report - Forestry Update
Author: Murray Dickson, GM - Strategic Financial Management and Commercial Services
Authoriser: Angela Oosthuizen, Chief Executive
Attachments: 1. Forestry
Operations Report to 31 December 2023 ⇩
That the information be noted. |
Background
Summary
The purpose of this report is to update the Council on forestry activity for the period 1 September to 31 December 2023.
Forestry Operations
A report is attached from PFOlsen covering an update on forestry business. This covers the wide range of activities. PFOlsen will be available to speak to this report.
Health and Safety
No health and safety incidents of note arose in the period. We did receive a report of hunters potentially having been in one of our blocks – we have installed new locks, but public use of our forestry blocks is an ongoing challenge. We are moving to erect signage across our estate as required making clear there is no hunting.
FOREST ESTATE MODELLING/STRATEGIC PLANS
Following initial analysis by PFOlsen, discussions were with management including the Chief Executive, the two Councillors on the Forestry Working Group, and the Mayor, to work through trade-offs to get the best outcomes from our forestry operations for the future of the community.
In particular, these covered the primary purpose of our forestry (commercial returns to provide a source of revenue other than rates) and the carbon shortfall in 2050 and beyond. As a result, PF Olsen are completing their analysis. Drafts are expected by the end of January and the final plans will be worked through over the coming months. To assist this, we brought forward PF Olsen consultancy work expenditure to gain better information on our forests. An overview of this was shared with Councillors in December 2023.
Currently we have received some initial numbers and views to assist our initial Long Term Plan budgeting.
OTHER MATTERS
Council’s licence to occupy (LTO) with a lessee at Fox Peak Plantation has been terminated. However, the resource consent required from the lessee to remedy the track works and clearing of vegetation within the riverbed is still in process, and early termination of the LTO will not affect his legal obligation to remedy these works and cover all costs associated with this, under the lease. Ahead of Wallaby Control activity proposed for the winter we are looking to put in place a short-term grazing alternative.
Clearing works has been completed at Sandy Cutting adjacent to the State Highway to safely allow for the Central South Trail. A new fence will be erected in front of the block and conversations with an adjacent landowner will continue regarding renewal of a boundary fence at Sawdon Station.
Some items re grazing leases and access to our forestry blocks are reported in the Property Report on today’s agenda.
7 Community Board Recommendations
7.1 Minutes of Fairlie Community Board Meeting - 14 December 2023
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of Fairlie Community Board Meeting - 14 December 2023
1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 14 December 2023 be received. 2. That Council notes the following resolutions passed by the Fairlie Community Board: a) That a grant of $250 be approved to the Mackenzie Heritage Museum towards the promotion of the new Hamilton Jet display. b) That a grant of $250 be approved to the Mackenzie Heritage Museum towards the event “Christmas at the Museum”. c) That a grant of $250 be approved to the Mackenzie Heritage Museum towards the cost of advertising the museum’s New Year’s Day parade. d) That a grant of $250 be approved to the Mackenzie Community Enhancement Board towards the purchase of a ten foot Christmas tree. e) That a grant of $250 be approved to the Mackenzie District Local History Archive towards the purchase of a reconditioned laptop. 3. That the Fairlie Community Board requests that Council receives its priorities and incorporates them into the 2024 Long Term Plan, with an amendment to remove the $200,000 cost listed against the Stonleigh Reserve project. 4. That the Fairlie Community Board recommends to Council that the preferred Fairlie Septic Sewage reception facility be located on the wastewater site already owned by Council with the condition that monitoring is carried out and the results are reported back to the community board six monthly over a two year period. 5. That the community board approves spending $7,565 from the Community Board’s Township Projects Budget to purchase two new picnic tables and one seat. And also the additional costs to refurbish three existing picnic tables at Denmark Street and one in Albury. 6. That the Fairlie Community Board agrees to buy an A6 stainless steel plaque for the new dog park to recognise former chairman Les Blacklock, at a cost of $140. 7. That the Fairlie Community Board recommends to Council that the revised design for the Fairlie Toilets be approved. |
Fairlie Community Board Meeting Minutes 14 December 2023
Draft
Unconfirmed MINUTES
Fairlie Community Board Meeting
14 December 2023
MINUTES OF Mackenzie District Council
Fairlie
Community Board Meeting
HELD AT THE Council
Chambers, Fairlie
ON Thursday, 14
December 2023 AT 4.30pm
PRESENT: Chairperson Angela Habraken, Holly Lane, Kieran Guiney, Cr Murray Cox
IN ATTENDANCE: Mayor Anne Munro, Cr Phillipa Guerin, General Manager David Adamson, Utilities Manager Geoff Horler, Community Services Officers Craig Motley, Tom O’Neill and Rachel Carr, Governance Advisor Arlene Goss.
1 Opening
The chairperson opened the meeting and welcomed everyone.
2 Apologies
Apologies were received from member Damon Smith, chief executive Angela Oosthuizen, and resident Suzanne Blyth.
3 Public FOrum
There was no public forum.
4 Declarations Of Interest
There were no declarations of interest.
5 Reports
5.1 Minutes of Fairlie Community Board Meeting - 28 September 2023 |
The community board approved the minutes with the inclusion of the feedback from Richard Willis, who spoke in the public forum at the last meeting. |
Committee Resolution FCB/2023/204 Moved: Chairperson Angela Habraken Seconded: Member Kieran Guiney 1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 28 September 2023 be received and confirmed as an accurate record of the meeting. Carried |
5.2 Community Board Financial Report |
Committee Resolution FCB/2023/205 Moved: Member Holly Lane Seconded: Cr Murray Cox That the community board financial report be received. Carried |
5.3 Grant Applications |
It was noted that the Hamilton Jet display was already open. The governance advisor has received an email from the applicant asking to change her application to a grant for the promotion of the display, rather than the opening of the display. The community board noted it had carried forward $650 from the year before. This money was put towards these grants. |
Committee Resolution FCB/2023/206 Moved: Chairperson Angela Habraken Seconded: Member Holly Lane 1. That a grant of $250 be approved to the Mackenzie Heritage Museum towards the promotion of the new Hamilton Jet display. 2. That a grant of $250 be approved to the Mackenzie Heritage Museum towards the event “Christmas at the Museum”. 3. That a grant of $250 be approved to the Mackenzie Heritage Museum towards the cost of advertising the museum’s New Year’s Day parade. 4. That a grant of $250 be approved to the Mackenzie Community Enhancement Board towards the purchase of a ten foot Christmas tree. 5. That a grant of $250 be approved to the Mackenzie District Local History Archive towards the purchase of a reconditioned laptop. Carried |
5.4 Long Term Plan Priorities for Fairlie |
The purpose of this report was for the community board to consider its long-term priorities and submit them towards the Long Term Plan process. Cr Cox asked how these suggestions fitted into the other priorities and projects of council. David Adamson said councillors would need to remove their local hat and put on their council hat during deliberations, and work out what fits into the overall strategy. Discussion took place on some projects, such as a proposed pedestrian bridge across the river at Allandale. This should be fully funded by Waka Kotahi but would still be included in the long term plan. The community board would like this to be a priority for the community. Cr Guerin updated the community board on the Stoneleigh Road forestry reserve project. A discussion has been held with the council’s forest managers. Members of the public will be able to have access to the monument at the top of the hill. An MOU was being drawn up with the help of the Kimbell Residents Association. Planting would be done next season, into the autumn. This area would become a permanent forest. This would be a work in progress. It was noted that this would not cost $200,000 as mentioned in the document. Was the word ‘replacement’ correct for the playground on the village green in the long term priorities. The community board changed the work replacement to rejuvenate. |
Committee Resolution FCB/2023/207 Moved: Member Kieran Guiney Seconded: Chairperson Angela Habraken 1. That the report be received. 2. That the Fairlie Community Board requests that Council receives its priorities and incorporates them into the 2024 Long Term Plan, with an amendment to remove the $200,000 cost listed against the Stonleigh Reserve project. Carried |
5.5 Fairlie Community Board Engineer's Report |
The purpose of this report was to provide the community board with general information on engineering activities in the Fairlie area. David Adamson spoke to this report on behalf of Ashley McLachlan, who was away sick.
He updated the members on the central government direction of three waters and the RMA legislation. Although the new government was repealing legislation, there was no word yet on what it would be replaced with.
He then went through the highlights of the report. Regarding the Fairlie sewage/dump station project, Mr Adamson provided some background on this issue. He said this was two projects rolled into one. The first project was to upgrade the area used currently by septic tank trucks to offload sewage. The second was to introduce a site for campervans to discharge black water.
Combining these projects onto the same site was the most efficient way to do both. This was a council decision, not a community board decision, but he was asking the community board to recommend a way forward to council.
Noting the concern that campervans would create a dust nuisance, Mr Adamson said the seal widening programme would include Talbot Road and this would mitigate the dust. He also did not believe the number of campervans using the dump station would be large. He was concerned that council would lose government tourism infrastructure funding if it did not go forward soon with this project.
Questions from the community board included: 1. Has Council already purchased the land shown in fig 1 on page 50 of the agenda? No. If this option was chosen it would require a purchase of land and a subdivision cost. 2. How would tourists find this location? It would be listed on apps used by tourists, and would be signposted. 3. Would this facility include water and rubbish facilities? Yes to water. Not sure yet about rubbish. There is room for it and a user-pay skip on site. 4. What about bad behaviour? There is CCTV already at the site already.
A letter from resident Suzanne Blyth was circulated before the meeting and was tabled at the meeting. A copy is available as an attachment to these minutes.
David Adamson went through the points raised in the letter and responded to them. He said the biggest issues raised by residents have been potential traffic generation and dust. Traffic would be monitored. A number of campervans already stayed overnight at the golf club. Mr Adamson anticipated the number of additional vehicles would be no more than one or two vehicles per hour.
He believed the project was in line with the goals of the destination management plan, Te Manahuna ki uta, and other policies mentioned in the letter. It also improved the environmental impact of campervans on the district by directing their waste to the appropriate facility. He said this site was the best option for long term operational costs and reliability. Dust was mainly a wind issue, and was also caused by milk tankers and other trucks using the road several times a day.
The community board would like to make sure that the situation was monitored so concerns could be addressed. A requirement to monitor the traffic was added to the resolution below.
Utilities manager Geoff Horler said he had spoken to resident Richard Willis since the last meeting and listened to his concerns.
The chairperson said this was the best option, as long as traffic was monitored. Mr Adamson suggested using a traffic counter several times over different seasons to get an appreciation of traffic movements at different times of the year.
When would this decision go before Council? At the January council meeting. How would the community be advised it was going ahead? It would be in the public agenda. A press release could also go out or the Mayor could include it in her column. |
Committee Resolution FCB/2023/208 Moved: Chairperson Angela Habraken Seconded: Cr Murray Cox 1. That the Engineering Managers report be received. 2. That the Fairlie Community Board recommends to Council that the preferred Fairlie Septic Sewage reception facility be located on the wastewater site already owned by Council with the condition that monitoring is carried out and the results are reported back to the community board six monthly over a two year period. Carried |
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, Public Facilities and Places in the Fairlie area. The governance advisor apologised that this report was accidentally left out of the agenda. It was tabled at the meeting and a copy is available as an attachment to these minutes. Staff Craig Motley, Rachel Carr and Tom O’Neill joined the table. The contents of the report were outlined and a resolution was passed to buy and refurbish town furniture (as below). |
Committee Resolution FCB/2023/209 Moved: Chairperson Angela Habraken Seconded: Member Kieran Guiney 1. That the report on the Fairlie parks, facilities and public places be received. 2. That the community board approves spending $7,565 from the Community Board’s Township Projects Budget to purchase two new picnic tables and one seat. And also the additional costs to refurbish three existing picnic tables at Denmark Street and one in Albury. Carried |
5.6 General Business and Councillor Update |
McLeans Park furniture – No action yet. Timber for this is currently in the ageing process. Dog Park seat and plaque to acknowledge Les Blacklock – The community board viewed two suggestions for a plaque. They preferred the second of the two options. Cost $140 for an A6 stainless steel plaque. A resolution was passed (below). Councillor Update - Cr Cox updated the community board on recent council activity. Most work has been around the Long Term Plan and District Plan Review. Council has passed the new freedom camping bylaw. There are some changes for camping at Lake Opuha, in that campers must be self-contained and are limited to three days. Freedom camping ambassadors will be monitoring the camping over summer. Cr Cox answered questions about the new bylaw. He has also been involved in work on a climate change strategy, which council will take to the community for feedback next year. |
Committee Resolution FCB/2023/210 Moved: Chairperson Angela Habraken Seconded: Member Holly Lane That the Fairlie Community Board agrees to buy an A6 stainless steel plaque for the new dog park to recognise former chairman Les Blacklock, at a cost of $140. Carried |
5.7 Community Board Action List |
Furniture for dog park – still with the men’s shed. They need to send an invoice for the money. Member Keiran Guiney said he will follow up. Shade sail – remove from action list. Will reactivate this action if the group comes back to the community board for help. Community centre – maintenance completed. Remove from list. The curtains in the storage area are rotten and need replacing. This area is used by Mackenzie Theatre Group and needs a clean up. Send them a reminder to clean the area. Village green enhancements – Remove from list. Stonleigh Road forestry reserve – Referred to council. Remove from list. Signage – projects underway. Swimming sign at Opihi River needs a QR code with “check before you swim” that links to the latest information on the website regarding swimming water quality. Frisbee golf – not suitable for McLeans Park. Tom O’Neill suggested using un-used land at the back of Strathconan Park. This project needs to come from the community. A community member needs to drive this if it’s popular. Remove from list. Communication – remove from list Hayes Road toilet – toilet is still there. Remove from list. |
6 Public Excluded
RESOLUTION TO EXCLUDE THE PUBLIC
Committee Resolution FCB/2023/211 Moved: Chairperson Angela Habraken Seconded: Cr Murray Cox 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:
Carried |
Committee Resolution FCB/2023/212 Moved: Chairperson Angela Habraken Seconded: Member Holly Lane That the community board meeting moves out of public excluded into open meeting. Carried |
The Meeting closed at 6.33pm.
The minutes of this meeting were confirmed at the Fairlie Community Board Meeting held on 25 January 2024.
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CHAIRPERSON
7.2 Minutes of Twizel Community Board Meeting - 30 October 2023
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of Twizel Community Board Meeting - 30 October 2023
1. That the Minutes of the Twizel Community Board Meeting held on Monday 30 October 2023 be received. No resolutions were passed by the community board at this meeting. |
Twizel Community Board Meeting Minutes 30 October 2023
MINUTES
Twizel Community Board Meeting
30 October 2023
MINUTES OF Mackenzie District Council
Twizel
Community Board Meeting
HELD AT THE Events
Centre Lounge, Twizel
ON Monday, 30
October 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), Craig Motley (Community Facilities Manager), Ashley McLachlan (Engineering Manager), Sue Wilkins (Communications Advisor), Emma Bailiey (Personal Assistant), Arlene Goss (Governance Advisor) and about 11 members of the public.
1 Opening
The chairperson opened the meeting and welcomed everyone.
2 Apologies
Apologies were received from Mayor Anne Munro and chief executive Angela Oosthuizen.
3 Public FOrum
Pat Shuker thanked the community board for mending the road at Manuka Terrace. She also thanked community services officer Tom O’Neill for his help. She raised the issue of bikes in Market Place. She said elderly people were being hit by them when the rowing crowd were here. She would like this problem addressed.
Another member of the public named Jan (last name not provided) said the planting of trees around the reserves has been amazing. She recently rode the river track on a pushbike and the track was not good enough to ride. She would like this track to be brought up to a better standard. Staff member Craig Motley said this was on the list of works.
Nicola Collins from Twizel Promotions (TPDA) said she had submitted a grant request for a mobile “Love Twizel” sign. The community board sent some questions back to her and she was here with the answers. She answered those questions for the board members. She suggested that the community board or the council could gift the sign to the community. They would have a booking system so other organisations could use it. It was as light as possible and easy to move. She suggested putting the sign with the heritage machinery at the entrance to Twizel. TPDA would manage the sign.
Regarding colour, they wanted it to be white. Would the sign withstand Twizel’s weather? She believed it would. Would they like lighting on it? That would be costly so they haven’t added it at this stage. Dark Sky rules would need to be taken into consideration.
Merrin (last name not given) asked where things were with the sports fields and Ministry of Education. The principal is on leave so the board of trustees has said they don’t want a meeting until she’s back. The school has emailed a list of terms for the lease of the field, and there are many conflicting views in the community. The first step was to meet with the school.
Trevor (last name not given) said the bike stands in Market Place were not suitable for modern bikes. The chairperson said they were aware of problems in Market Place and wanted to do an overall plan for the area, including bike stands.
Craig Motley said signs had been ordered asking people to dismount from their bikes. The bike stands were a temporary measure.
Trevor said he also disagreed with the Events Centre being locked all the time. The issue has been vandalism. He wanted the public to be able to view the picture display in the foyer area.
He asked why Dump Hill was being called Ohau Road Hill in signage.
Jan Spriggs and others noted more issues with the security of the Events Centre. The community patrol used to check the events centre every night. Pat Shuker suggested the community board contact the community patrol organiser.
Justin McLaughlin from Environment Canterbury introduced himself to the community board. He offered to connect the community board to the zone committee, especially regarding the Love Our Lakes campaign.
Diane Finn? From DOC also introduced herself. She encouraged people to get involved in their events, such as Bird of the Year.
Russell (last name not given) said the sealing of footpaths was unsatisfactory and was a health and safety issue. He said they needed to be re-sealed. The engineering manager said he would have a look at the problem tomorrow.
Darryl Purtin wanted to know what was happening to the Twizel Youth Centre/also known as the pavilion. The chairperson said the community board previously agreed to remove the building but there was a group of people who wanted it fixed. It was part of a larger discussion.
He also wanted the council office moved to Twizel. He complained that he had to go to Fairlie to do his business. It was noted that all business could be conducted in the Twizel office.
4 Declarations Of Interest
There were no declarations of interest.
5 Reports
5.1 Minutes of Twizel Community Board Meeting - 28 August 2023 |
Committee Resolution TWCB/2023/298 Moved: Cr Kerry Bellringer Seconded: Member Jan Spriggs 1. That the Minutes of the Twizel Community Board Meeting held on Monday 28 August 2023 be received and confirmed as an accurate record of the meeting, including those matters taken in public excluded. Carried |
5.2 Community Board Financial Report |
Jan Spriggs asked for clarification on the cost of the bike stands. Craig Motley offered to get this information. |
5.3 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. Ashley McLachlan summarised his report. Discussion included the following matters: There was a power outage in Twizel and it knocked out the power to the water treatment station. The generator started up but the surge in power stopped the pumps. This means the water stopped flowing. An operator from Fairlie came to fix it. Since then they have found the bug and in the future this would re-set without the need to send an operator from Fairlie. A meeting will be held next week about potential options with Lyford Lane. Jan Spriggs asked about water charges following the installation of water meters. She asked for clarification. David Adamson said at the moment Council had no charges on water use except for commercial users. There were no plans to change this currently. But there was the potential in the bylaw to add an excess use charge. The following information was provided by member Jan Spriggs following the community board meeting on December 12, 2023: “Member Jan Spriggs raised a concern regarding the Twizel Community Board being presented with a different version of Council policy than what was later provided to the community in a press release. In this situation it relates to water use charges in Twizel once the water meter project is completed. Member Spriggs commented that the Council had previously told the Community Board that no extra water charges would be applied to ratepayers. This was supported by a person in the public gallery who commented that this was to apply for a three year period. Council's recently issued press release stated that Council would be charging for the water usage once installed. Dave Adamson provided details of Council's water usage policy however no explanation was provided as to why two different policy statements have been provided.”
The minutes taken by the governance advisor continue here: Jan Spriggs said there were trust issues between the town and the council. She questioned why there had been a reversal of information that had been originally given regarding water meters. The relevant part of the media release was read out, clarifying there was no change to what is currently charged for water. Excess water use was currently charged for, and this would continue to be charged with the use of water meters. There was some discussion about water charging changes that may happen in the future under Three Waters. Mr McLachlan continued to summarise the contents of his report. Cr Bellringer asked if your water toby was on your section could it be shifted? Council has not engaged the contractors to do this. The chairperson asked where the bulk filling station was – Glen Lyon Road just before the cemetery. Tussock Bend footpaths – money to complete these paths was suggested in the draft Long Term Plan so it was up to Council to consider whether they wanted to fund this. Discussion also took place on the need for footpaths on North West Arch. The community board would like to make this a priority. |
5.4 Parks, Facilities and Places Update |
The purpose of this report was to provide the Twizel Community Board with a general update on projects and actions related to parks, facilities, and places in the Twizel area. Craig Motley summarised the contents of his report. Ruataniwha toilets are completed and operational. Belgravia are having a public meeting the week before the pool opens. On Monday 13th November there would be a power cut at the pool. Will possibly use the civil defence generator to provide pool heating on that day. Mr Motley will apply for funding re swimming lessons and an AGM is happening for the new Swim Club next week. After the AGM they will be able to access money for this purpose. Jan Spriggs expressed concerns about the safety of the bike track on Man Made Hill. The health and safety audit only showed issues with the connecting tracks, not the pump track. Questions were asked about the use of Maori macrons on signage. Council currently uses the Linz data base while a dual language policy is discussed with Runanga. Beca and staff will inspect the verandas in Market Place, then individual letters will go to each property owner regarding their veranda. This will happen as soon as possible. If any are declared dangerous would it mean the area is closed to the public? It depends. There are various ways to address this. Regarding the pontoon on Lake Ruataniwha, Mr Motley outlined the current situation. Jan Spriggs said it could not just be sitting on the bank where it is now because people were using it dangerously. First option would be to look at whether it could be modified or repaired, then if not consider building a new one. If it could not be made safe Council would remove it in the short term. The community board were happy for it to be moved in the short term. Greta Lodge – Cr Bellringer and Jan Spriggs volunteered to join this committee. Jan Spriggs asked about cleaning the Ruataniwha toilets. Mr Motley said these toilets had been added to the standard cleaning contract. A paper is going to council tomorrow requesting budget to increase cleaning frequency. Discussion took place on the nohonga area near the boat ramp at Lake Ruataniwha. Ngai Tahu would take over this area and erect signage. Discussion followed on parking at the other boat ramp for cars and boat trailers. Jan Spriggs said the community board had not agreed with the plans for paths in the Lake Ruataniwha area near the new toilets. The following information was provided by member Jan Spriggs following the community board meeting on December 12, 2023: “The proposed carparking projects at Lake Ruataniwha was raised by Dave Adamson who told the meeting that the Twizel Community Board had previously approved the plans. This comment was disputed by the Community Board and this was supported by a member of the public.” |
5.5 General Business and Councillor Update |
Council’s Health and Safety manager was coming on Thursday to do a walkover at Man Made Hill and to inspect the improvements as noted. Growth projections, to go to councillors first then to community boards. Confirmation of public meeting with Belgravia – date to be advised. Signage outside TELC and school – Mary Murdoch said she forwarded a letter to the roading team from Twizel Early Learning Centre and school asking for a reduced speed limit. Suggested that they put a submission into the speed limit review which closes on November 19th. Jan Spriggs said the survey on Let’s Talk did not provide the option of staying with the status quo and she felt this would not provide a true response. Snap Send Solve – No feedback has been received on service requests sent via this app. Discussion took place on how this works. Contact details of people who report through this app are not passed to the council so staff are unable to respond directly. Council is currently developing an app with similar functionality that will go live next year. Tennis Courts – Mary raised the problem of a pole that is difficult to remove to allow these courts to be dual use. Mr Motley has received a service request about this and the problem is being addressed. Dump Hill rock fall – A boulder has landed on the road. The community was worried about a rock coming down while people walked past. If there was any obvious overhanging rocks the board could put in a service request to have it addressed. Mr Adamson asked if the community board wanted a price for a fence. They did not request one. Use of locals for projects – Jan Spriggs asked about using local people and contractors for council work. The procurement policy included asking local people to quote for work and staff made them aware of upcoming tenders. Track at Lake Ruataniwha from start of rowing – Mary Murdoch asked about a track that had been worked on by a member of the community. She did not want work to happen ad hoc without the community board’s input. David Adamson suggested organising a walk around at Lake Ruataniwha with reference to the concept plan. Market Place Urban Design Plan – This was high on their list of priorities. Money was set aside in their budget to engage someone. Mr Motley said he could find someone to do this. Advise was given on the scope and Mr Motley will arrange this. The community board had $10,000 put aside for this. Meeting with Aoraki Foundation – Jan Spriggs will circulate email with offer from Aoraki Foundation. LTP priorities – will be forwarded to the governance advisor. Councillor Update - Cr Bellringer updated the community board on recent council activity. Council has been talking to FENZ about fire prevention work. Further communication is planned. |
5.6 Community Board Action List |
Remove from list Lake Ruataniwha improvements. Tree planting kings coronation done. Queens totara have arrived. Seat still to come. Mr Motley offered to send the community board information about seats that are available, including prices. Street and Reserve names – Map of reserves to be supplied. Road naming policy to be circulated. Shade sails for playground – No progress. Money for swim club – remove from list. Assign to Aiden. Youth centre demolition – Quotes received. Need a wider discussion. Twizel Master Plan – Budget is available. Workshop on Watering Greenways – Now that the ring main is going in we need to decide what irrigation to put in. Mr Motley asked the community board for a priority of what greenways needed irrigation. Jan Spriggs suggested other options for water like roof collection be considered. Twizel River Reserve – remove from list. EV charger stations – Information did not turn up as promised. No update available at present due to staff resigning. Remove from list. |
The Meeting closed at 7.17pm.
The minutes of this meeting were confirmed at the Twizel Community Board Meeting held on .
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CHAIRPERSON
7.3 Minutes of Tekapo Community Board Meeting - 27 November 2023
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of Tekapo Community Board Meeting - 27 November 2023
1. That the Minutes of the Tekapo Community Board Meeting held on Monday 27 November 2023 be received.
2. That Council notes the following resolution passed by the Tekapo Community Board: a) That the That the Tekapo Community Board approves the request from the Mackenzie County Scholarship Trust Board for $1,000 towards a student scholarship, and requests reimbursement from Council. b) That the Tekapo Community Board approves funding the request from the Tekapo Promotions and Business Association to the amount of $2,475, towards the Lake Tekapo Sculpture Walk. c) That the Tekapo Promotions and Business Association is asked to report back to the community board on how the money was spent and the benefits to the community, and that the community board is mentioned as a sponsor of the event. d) That the Tekapo Community Board recommends to council that staff move ahead with tendering for a toilet and shelter at the start of the Alps2Ocean trail at Hamilton Drive, in line with the concept plan that has been attached to the community board agenda. |
Tekapo Community Board Meeting Minutes 27 November 2023
MINUTES
Tekapo Community Board Meeting
27 November 2023
MINUTES OF Mackenzie District Council
Tekapo
Community Board Meeting
HELD AT THE Tekapo
Community Hall Lounge, Lake Tekapo
ON Monday, 27
November 2023 AT 3.00pm
PRESENT: Deputy Chairperson Caroll Simcox, Member Sharron Binns, Member Stephanie Hagen, Cr Matt Murphy
IN ATTENDANCE: Angela Oosthuizen (Chief Executive), Craig Motley, Tom O’Neill and Rachael Carr (Community Parks and Facilities officers), Governance Advisor Arlene Goss, Anne Relling from Xyst, Ashley McLachlan (Engineering Manager), and members of the public Roy Callow, Jim Stocker and Prue Blake.
1 Opening
The deputy chairperson declared the meeting open and asked everyone to introduce themselves.
2 Apologies
Apologies were received from Mayor Anne Munro and chairman Steve Howes.
3 Public FOrum
Prue Blake spoke in support of her application for funding towards the sculpture walk. This was an event that happened last year and is being planned again. She showed a map of where the sculpture art would go this time. They are asking for $3,000 funding to run the event. They also had sponsors and commitments from businesses to assist.
Questions were asked about the financial process, especially related to the sale of sculptures and commissions on this. Member Stephanie Hagen raised the point that Lake Tekapo Promotions could be liable for various taxes on the income. There was further discussion on various matters and Prue Blake was thanked for attending.
Roy Callow spoke about the proposed wallaby fence through Tekapo. He said he spoke to someone from Environment Canterbury and was worried about the location of the fence near his property. He would like to ensure a track is kept open. He was also concerned about a fire risk in an area behind his property.
Cr Matt Murphy explained the current situation with the wallaby fence. Ecan was planning to put out their plan for the fence location to the community so people could provide feedback.
The community board would like to let people know when this consultation takes place.
Jim Stocker said he was annoyed that the minutes/notes of the last few meetings were not published more widely. They are currently available on the council website but Mr Stocker did not have access to this. Member Sharron Binns said she has been submitting them to the Fairlie Accessible. The chief executive suggested he phone the council and make a service request for the minutes he has not seen.
Other matters raised by Mr Stocker:
4 Declarations Of Interest
Cr Murphy declared an interest in the grant application from the Mackenzie County Scholarship Trust. He is the chair of that trust. He would not vote on that item.
5 Reports
5.1 Minutes of Tekapo Community Board Meeting - 27 September 2023 |
Committee Resolution TKCB/2023/217 Moved: Cr Matt Murphy Seconded: Member Stephanie Hagen 1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 27 September 2023 be received and confirmed as an accurate record of the meeting. Carried |
5.2 Community Board Financial Report |
The report was received and there were no questions. |
5.3 Grant Applications |
The purpose of this report was for the Tekapo Community Board to consider and approve or decline two grant applications. Mackenzie Country Scholarship Trust – Cr Murphy declared an interest. Sharon Binns asked about how the scholarships were distributed. This was based on how candidates were scored at the interview. The criteria of the community board grant was that the money had to promote Tekapo. Cr Murphy provided a history of the trust and the work it does. Interviews were held last week and the candidates were of very high quality. The reason for the grant application was that over the last few years the fund was not sustainable, so the trust decided to go out privately and ask for sponsorship. Sculpture Walk – Stephanie Hagen was not comfortable with the financial situation of it being a profit making exercise, and suggested supporting the sculpture walk in other ways, for example buying a sculpture for the community. Sharron Binns said the town needed events like this. The application asked for money for marketing. Could the community board pay for some specific items instead? Cr Murphy was happy to support. Financial difficulties are up to them to sort out, not the responsibility of the community board. He would like to pick out some tangible items to pay for. For example the printing of the catalogue, signs and information board. · Information board $875 · Production of signs $600 · Printing of catalogue $1000 The community board would like the event to come back with final costs for these things and a report on how the event benefitted the community. They would also like to be acknowledged on the back of the catalogue. |
Committee Resolution TKCB/2023/218 Moved: Member Stephanie Hagen Seconded: Member Sharron Binns 1. That the report be received. 2. That the Tekapo Community Board approves the request from the Mackenzie County Scholarship Trust Board for $1,000 towards a student scholarship, and requests reimbursement from Council. Carried Cr Murphy did not vote. |
Committee Resolution TKCB/2023/219 Moved: Cr Matt Murphy Seconded: Member Stephanie Hagen 3. That the Tekapo Community Board approves funding the request from the Tekapo Promotions and Business Association to the amount of $2475, towards the Lake Tekapo Sculpture Walk. 4. That the Tekapo Promotions and Business Association is asked to report back to the community board on how the money was spent and the benefits to the community, and that the community board is mentioned as a sponsor of the event. Carried |
5.4 Tekapo Community Board Engineers Report |
The purpose of this report was to provide the Community Board with a general information on Engineering activities in the Tekapo area. Ashley McLachlan went through the contents of his report. Member of the public Jim Stocker asked if there was any provision for a long vehicle carpark in Tekapo. The community board was currently working through a master plan process which would include parking. |
5.5 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 area. Craig Motley said he has not been able to determine who crashed their vehicle into the public toilets, meaning council was left to pay for the damage. Anne Relling from Xyst spoke about the plans attached to the agenda for a toilet and shelter at the start of the Alps2Ocean trail at Hamilton Drive. Comments from the community board members included the following: · The design is good. · Is the structure too large for the area? · It’s future proofing the area. · Needs to be funded with money currently held, not future funding. · Maintenance costs of toilets to be considered. · Does it need that number of picnic tables? · May be able to stage the project. · This is a mobile trader area and this was a good set up for people to buy from mobile traders. · The toilets would take pressure off the township. · This would mean more people crossing the highway to take photos on the side of the lake. · Should the public be asked for feedback on the design? · There is a high point in the vicinity that could be used to encourage people to take photos from a high vantage point rather than cross the road. · A member would like a look similar to the current bus shelter. Less of a hydro look. · Was there a need for public engagement? Craig Motley suggested giving the public different options in terms of size of the structure, and look. The community board said just put it out and ask people what they think. · Cr Murphy said he was of the view that the community board could approve this small piece of infrastructure without going out for public consultation. · Craig Motley suggested a representative from the community board be involved in the tendering process. Fire break mitigation – Tom O’Neill updated the community board on fire mitigation work. Picnic tables – the community board asked staff to bolt them down so they cannot be moved. The community board has provided a map of locations. Tom O’Neill to confirm location by email. Naming policies are currently with the manawhenua. A new plan of the Lakeside Drive playground was discussed. Don’t include a sandpit, the wind would blow the sand out, and animals will poo in it. The community board agreed with the new plan. |
Committee Resolution TKCB/2023/220 Moved: Member Stephanie Hagen Seconded: Cr Matt Murphy That the Tekapo Community Board recommends to council that staff move ahead with tendering for a toilet and shelter at the start of the Alps2Ocean trail at Hamilton Drive, in line with the concept plan that has been attached to the community board agenda. Carried |
5.6 Long Term Plan Priorities for Tekapo |
The purpose of this report was for the community board to consider its long-term priorities and submit them towards the Long Term Plan process. David Adamson asked if rabbit control or fencing was a priority of the community board. The community board asked to add this to the list. |
5.7 General Business and Councillor Update |
Letter from Colin McLaren – The community board noted that some of his comments were misinformed. Ecan did a substantial amount of public consultation. This was not a community board issue. The board has responded to the regional park management plan. Chairman Steve Howes has sent the management plan to Mr McLaren. Continuation of footpath – Cr Murphy showed the location of a path on the map that he asked could be improved. Ashley McLachlan said this would be added to the Long Term Plan. Would also need to talk to DOC about this area. Amenity planting on roadside – Cr Murphy would like to see planting on roadsides similar to what has happened on Lochinvar. A good idea but need trees to be maintained and watered. Subdivision standards do include tree planting. The community board discussed walking around and finding places to plant trees. This would be an appropriate use of the township budget. Community board to decide on locations. Overflow camping at Lakeside Drive playground – David Adamson offered to look into this further. The compliance officer would be asked to have a talk to the campground manager about this. |
5.8 Community Board Action List |
Carpark marking is done but leave it on the list because it needs doing regularly. Gravel pull off area – will be addressed when the cycleway comes through there. Trying to get funding from Waka Kotahi towards this project. CCTV Project – assign this to Ashley McLachlan. Funding in place. Cr Murphy encouraged the community board members to submit their views to the district plan review. |
The Meeting closed at 5.24pm.
The minutes of this meeting were confirmed at the Tekapo Community Board Meeting held on 22 January 2024.
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CHAIRPERSON
7.4 Minutes of Audit and Risk Committee Meeting - 12 December 2023
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of Audit and Risk Committee Meeting - 12 December 2023
1. That the Minutes of the Audit and Risk Committee Meeting held on Tuesday 12 December 2023 be received. |
Audit and Risk Committee Meeting Minutes 12 December 2023
Unconfirmed MINUTES
Audit and Risk Committee Meeting
12 December 2023
MINUTES OF Mackenzie District Council
Audit and Risk
Committee Meeting
HELD AT THE Council
Chambers, Fairlie
ON Tuesday, 12
December, 2023, AT 11.00am
PRESENT: Mr Bruce Mincham (Chair), Cr Anne Munro, Cr Murray Cox, Cr Matt Murphy, Cr Kerry Bellringer, Cr Scott Aronsen (online), Cr Karen Morgan, Cr Phillipa Guerin, Cr Rit Fisher
IN ATTENDANCE: Angela Oosthuizen (Chief Executive), David Adamson (General Manager Operational, Planning and Regulatory Services), Murray Dickson (General Manager Strategic, Financial Management and Commercial Services), Alexis Kereikeepa (General Manager, People, Customer and Cultural Relationships), Arlene Goss (Governance Advisor), Sandy Hogg (Finance Manager)
1 Opening
The chairman opened the meeting.
2 Apologies
There were no apologies.
3 Declarations Of Interest
The chairman declared a new interest in that he is now the Treasurer for Twizel Area Committee of St John.
4 Visitors
There were no visitors.
5 Reports
5.1 Minutes of Audit and Risk Committee Meeting - 26 September 2023 |
The chairman noted that Cr Guerin had asked about the policy for receivables, as this was past its due date. The debt recovery policy was due for review in June. Regarding the audit fees, these had come back to council. The Mayor noted the need to inform the chairman on any relevant decisions made by council. |
Committee Resolution AUD/2023/82 Moved: Mr Bruce Mincham Seconded: Cr Karen Morgan 1. That the Minutes of the Audit and Risk Committee Meeting held on Tuesday 26 September 2023 be received. Carried |
5.2 Long Term Plan Update |
The chairman took the report as read and asked for any comments. Murray Dickson said this project was tracking reasonably well. The steering group was meeting weekly and workshops had been held with council. The first cut of the budget was presently taking place. The period from Christmas onwards would be very busy with auditors coming in March. Key workshops were planned with councillors in January and February. Unfortunately the corporate planner had resigned. He had already spoken to a couple of people with experience in LTPs who would be considered to fill the gap. The Three Waters uncertainty remains but he understood the government would repeal this legislation in the next week or two. He believed the government would ask councils to come up with proposals to fully fund three waters. There was a concern that at a time councils were stressed by long term plans they would be required to carry out extensive analysis on this. The chief executive said the Canterbury Mayoral Forum chief executives group had met to discuss how to address this. A proposal would eventually come back to council, but probably not until after the Long Term Plan was completed. A meeting was held yesterday to discuss a South Canterbury three waters model, but he not aware of what came from that yet. Cr Cox asked if the 16th of January was still a workshop. This was no longer on the schedule. Instead the 22nd and 23rd was planned for a two day workshop. Noted the Tekapo Community Board met on the 22nd so that day would need to be shortened. |
5.3 Quarterly Report - Aged Receivables |
Cr Guerin asked about staff debtors outstanding on page 19 of the agenda – would this be cleared by the end of the year? Yes. Most staff had regular deductions from their payroll. Cr Morgan asked about outstanding rates, especially regarding an individual property in Fairlie. This individual did make payments in the last financial year. Regarding the fire damaged property, council was ready to collate the costs of the asbestos clean-up and would put a caveat on the property to recover costs. Cr Cox asked if the rates recovery policy was being adhered to. The chief executive reviewed this last year and the rates in arrear were significantly lower than at other councils. But this needed to be checked every year. Cr Morgan noted the amount overdue from 2018 and was concerning. It would not be possible to recover these if the statutory deadline passed. The finance manager said there were three properties involved and they were on a repayment scheme. While they were paying she would not write off the debt. Were there plans to move away from water billing once a year and make this more regular? Yes in the next six months. |
Committee Resolution AUD/2023/83 Moved: Cr Anne Munro Seconded: Cr Phillipa Guerin That the quarterly report on Aged Accounts Receivables for September 2023, be received. Carried |
5.3 Health and Safety Report |
This report was late and tabled at the meeting. The General Manager, People, Customer and Cultural Relationships apologised for the lateness of this report, which was due to technical issues in pulling information from the IT system. The chairman asked about elected members focus point 6. A workshop session had been held with elected members to update them on responsibilities and personal liability. The chief executive includes health and safety in her report to council once a month. If there was an incident council would be informed in that report. Murray Dickson said the health and safety officer was doing an impressive job and was pulling health and safety into the organisational culture. A recent internal survey on health and safety showed council was over the benchmark in most areas. The focus was now on contractors. |
Committee Resolution AUD/2023/84 Moved: Mr Bruce Mincham Seconded: Cr Anne Munro That the Health and Safety Report be received. Carried |
6 Public Excluded
RESOLUTION TO EXCLUDE THE PUBLIC
Committee Resolution AUD/2023/85 Moved: Cr Anne Munro Seconded: Cr Kerry Bellringer 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:
Carried |
Committee Resolution AUD/2023/86 Moved: Mr Bruce Mincham Seconded: Cr Matt Murphy That the Audit and Risk Committee moves out of closed meeting into open meeting. Carried |
The Meeting closed at 11.48am.
The minutes of this meeting were confirmed at the Audit and Risk Committee Meeting held on .
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CHAIRPERSON
8.1 Minutes of Council Meeting - 28 November 2023
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of Council Meeting - 28 November 2023
That the Minutes of the Council Meeting held on Tuesday 28 November 2023 be received and confirmed as an accurate record of the meeting. |
Ordinary Council Meeting Minutes 28 November 2023
MINUTES
Ordinary Council Meeting
28 November 2023
MINUTES OF Mackenzie District Council
Ordinary
Council Meeting
HELD AT THE Council
Chambers, Fairlie
ON Tuesday, 28
November 2023 AT 9.00am
PRESENT: Mayor Anne Munro, Deputy Mayor Karen Morgan, Cr Murray Cox, Cr Kerry Bellringer, Cr Scott Aronsen, Cr Phillipa Guerin, Cr Rit Fisher, Cr Matt Murphy
IN ATTENDANCE: Angela Oosthuizen (Chief Executive), Alexis Kereikeepa (General Manager, People, Customer and Cultural Relationships), David Adamson (General Manager Operational, Planning and Regulatory Services), Murray Dickson (General Manager Strategic, Financial Management and Commercial Services), Chris Clarke (General Manager, Information, Engagement and Community Development), Aaron Hakkaart (Manager Planning), Arlene Goss (Governance Advisor), Craig Motley (Manager Public Facilities, Parks and Places), Ashley McLachlan (Engineering Manager), Tina Donald (Building Services Manager), Joe Rush (Emergency Management Officer), Isaac Ryall (IT support), Sue Wilkins (Communications Advisor)
1 Opening
The Mayor opened the meeting with a karakia and welcomed everyone back to the newly renovated council chambers.
2 Apologies
There were no apologies.
3 Declarations Of Interest
There were no declarations of interest.
4 Bereavements
The Mayor read out the list of bereavements and a moment of silence was observed:
· Franklyn HARWOOD of Fairlie. Died at South Canterbury Hospice on November 10. Dearly Loved brother of Jan and Stefani.
· Leonard SMITH of Burkes Pass. Died at Timaru Hospital on November 6. Dearly loved son of the late Eric and Ivy.
· Betty SMITH, formerly of Fairlie. Dearly loved wife of the late Charles.
· Paula VALENTINE of Twizel. Passed away peacefully in her sleep at home on October 26, aged 69 years. Dearly loved wife of Ross Valentine, and mother of Joanne, Janelle, Andrea, Cindy, Kathryn and Shannon.
· Shirley BISHALL
· Annette SEIGART
5 Mayor's Report
5.1 Mayoral Activities Report |
The Mayor said a quarterly hui was held in Tekapo on November 13 and a new chair of Ngai Tahu was elected. Council would be sending a letter to acknowledge him. She also spoke about the Te Manahuna Aoraki Project Christmas Party at Glentanner, and the good work of this organisation. Cr Fisher asked about the Long Term Plan process. The Mayor said councils had been overwhelmed by change from central government. Councils would be making assumptions in their Long Term Plan until they received clearer direction. LGNZ would be asked to advocate on behalf of councils. Cr Aronsen asked about the future for local government process and the chief executive answered his questions. |
6 Visitors
Miles O’Connor from Bancorp was invited to attend the meeting at 11am to speak to his report at Item 7.7.
Council’s representative on the Alpine Energy Board, Linda Robertson, would attend at 11.45am to meet the councillors and stay for lunch. This was after the meeting ended.
7 Reports
7.1 Chief Executive Officer's Report for November 2023 |
The chief executive noted that an audit of council practices against the recent Ombudsman’s Report on open meetings and workshop had been carried out and a workshops policy would be coming to council at a later date. She then spoke about the challenges of funding capex and opex for the increased tourism, as this had also been discussed at a recent mayoral forum. She also said there would be an update on the recent fire in Fairlie, and the removal of asbestos from the site. This cost would be borne by Council and recovered from the property owner. Cr Guerin congratulated the chief executive for an article in the Fairlie Accessible. Cr Aronsen asked if consultants employed by Council to work on three waters had been let go. Council still had one consultant on call but she was only paid for the work she performed. She was working on some projects not related to three waters. |
Resolution 2023/155 Moved: Cr Phillipa Guerin Seconded: Cr Matt Murphy 1. That the report be received. Carried |
7.2 Council Action List - November 2023 |
Cr Morgan asked about the meeting to discuss the contaminated land in Twizel was going ahead on the 30th. The chief executive said it was. |
7.3 Decision Report - Council Strategy and Community Outcomes for the Ten Year Plan |
The purpose of this report was to present council’s business strategy, environmental scan and community outcomes, which details the strategic and operational context for the next three years. Cr Morgan asked to amend a detail in the strategy that was incorrect, in that council no longer had an information centre in Twizel. |
Resolution 2023/156 Moved: Cr Kerry Bellringer Seconded: Cr Rit Fisher 1. That the report be received. Carried |
Resolution 2023/157 Moved: Cr Kerry Bellringer Seconded: Deputy Mayor Karen Morgan 2. That Council accept the draft Business Strategy, environmental scan and community outcomes for the Ten Year Plan as a core supporting document. 3. That the CEO incorporate feedback from the Community Boards and Runanga once this is received. Carried |
7.4 Decision Report - Set New Commercial Solid Waste Fees and Charges |
This report proposed a new fee for the acceptance of glass from commercial waste operators at the Twizel Resource Recovery Park (RRP). Solid waste manager Angie Taylor joined the meeting on Teams and said this matter was reasonably straightforward and came from a change to how glass was handled. The Mayor said she trusted that the proposed fee had been appropriately calculated. Cr Aronsen asked for more detail. The current contractor was unable to accept glass now due to a change in operation, so an alternative arrangement was made through the Redruth plant in Timaru. |
Resolution 2023/158 Moved: Cr Phillipa Guerin Seconded: Cr Matt Murphy 1. That the report be received. Carried |
Resolution 2023/159 Moved: Cr Kerry Bellringer Seconded: Cr Scott Aronsen 2. That a new commercial glass fee of $68 per tonne including Gst is added to the fees and charges for solid waste. Carried |
7.5 Decision Report - Meeting Schedule for 2024 |
The purpose of this report was to advise Council of the Schedule of Meetings for the Mackenzie District Council, Council Committees and Community Boards for 2024. Cr Murphy asked to add workshops every Tuesday. Cr Guerin asked about the mid-year holiday period on the calendar - does this cause disruption? The governance advisor noted this period was included so she could take leave. The chief executive said the July holiday period would be needed if there was any slip in the Long Term Plan process. An amendment was made to the resolution before it was carried. |
Resolution 2023/160 Moved: Deputy Mayor Karen Morgan Seconded: Cr Rit Fisher 1. That the report be received. Carried |
Resolution 2023/161 Moved: Mayor Anne Munro Seconded: Deputy Mayor Karen Morgan 2. That Council adopts the meeting calendar attached to the agenda, showing the meeting dates for 2024, with workshops added every Tuesday, and noting that July may be needed for meetings. Carried |
7.6 Decision
Report - Funding Memorial Wall, Fairlie Cemetery, and |
This report gave Council an overview of activities within the parks and community facilities area, and asks Council to approve the redirection of a small amount of funding. Craig Motley joined the meeting and explained that the Fairlie cemetery work was now complete and looked pretty spectacular. He also updated the councillors on other projects, including the start of work on the Twizel Community Centre kitchen. The Mayor said the memorial wall was a good example of the council allowing a community group to run with a project. The wall group would like the councillors to meet them down at the wall at some point so they can have a quiet opening. Cr Aronsen asked about the Twizel Youth Centre. The community board has asked for more information before making a decision on the future of this building. Cr Morgan has spoken to people in Twizel about replicating the memorial wall project and asked Mr Motley if it could happen in Twizel. The Mayor said this was a case of a community group approaching council and also fundraising to meet some of the cost. Cr Murphy asked about Lake Alexandrina. How are we approaching the overall management plan? Mr Motley said the first step was to approach groups and get to know them. He planned to get the groups together in January. Councillors discussed the need to manage grants to ensure projects didn’t go over budget and come back to council for more money. And also the need for an accountability statement. Chris Clarke said staff were working on this and it would come to a workshop. The Mayor asked to add this to the action list. |
Resolution 2023/162 Moved: Cr Murray Cox Seconded: Cr Kerry Bellringer 1. That the Community Facilities report be received. Carried |
Resolution 2023/163 Moved: Cr Scott Aronsen Seconded: Deputy Mayor Karen Morgan 2. That Council approves spending the residual funding of $10,000, originally allocated to the Fairlie Memorial Wall, on seating at the Fairlie Cemetery. Carried |
7.10 Information Report - Civil Defence and Emergency Management Update |
Joe Rush joined the table. He spoke about the recent exercise and workshops with the community. The Mayor attended the regional CDEM meeting yesterday and asked Mr Rush to make her aware of any concerns he had so she could advocate through that committee. The Mayor asked for an update on the recent situation of a fire in a shop on the main street of Fairlie, and the resulting asbestos contamination. Regulatory manager Tina Donald and General Manager, Information, Engagement and Community Development Chris Clarke joined the table to update the council on this event. Tina Donald outlined her activity during and after the fire. She had asked for legal advice on the correct approach of Council. When there was an immediate danger, Council could act without permission of the owner, but attempts had been made to contact the owner. The site was shut down and fenced, and asbestos testing was carried out. This was positive for asbestos. Then the wind picked up, and this increased the risk of the contamination spreading. Chris Clarke outlined the advice that was sought from asbestos experts and public health. They communicated quickly with neighbouring businesses in person. Then followed health and safety plans and organised the demolition of the building. Legally council had the ability to recover costs from the owner. The chief executive said the cost of this would be expensive. Mr Clarke offered asbestos testing to all the businesses and most took advantage of this. The good news was that all the testing done outside the cordon were at levels below what would cause concern. About 35-40 truckloads of debris was going to a special facility at Redruth. The next step was to find out if the soil needed to be removed. Tests have been done and we are waiting for these to come back. If the soil is contaminated, Council would need to remove it from the site. The situation needed to be managed quickly and the emergency management team was called in to enable this. Cr Aronsen asked if the owner of the land could challenge council’s actions in court. No because council has taken legal advice all the way through. The Medical Officer of Health was involved in every decision. Staff were complimented on their initiative and the speed with which they acted. |
The meeting adjourned for morning tea at 10 and reconvened at 10.15
7.8 Information Report - Engineering Manager's Update |
The purpose of this report was to update the council on matters relating to engineering activities across the 3 waters services, transportation, and land development. Engineering manager Ashley McLachlan joined the meeting and updated the councillors on staff matters. Regarding the delay to the Fairlie water treatment plant, this was mainly due to the building consent process. Regarding the proposal for the Fairlie dump station, staff were working with the community board but this project had been planned for two years with 14 options investigated. Mr McLachlan was concerned about central government funding being pulled due to the delay. |
7.12 Information Report - Council Financial Report to 30 September 2023 |
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Murray Dickson and Sandy Hogg joined the meeting. This report was taken as read. Discussion and questions included the following matters: · Building consent level remains low and if it continues will create a permanent deficit. · The cost of cleaning up the asbestos in the building in Fairlie will also create a deficit. · The Forestry Working Group has met and will come back to council with a plan. · The second tranche of funding from the Tourism Infrastructure Fund has arrived. · Council has been borrowing short-term because it was not willing to lock in five year fixed term rates at the top of the market. · Need to be realistic in budgeting for capex in the next LTP. · The timing of money from MBIE was noted. · The Mayor thanked Murray and Sandy for their report. |
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Resolution 2023/164 Moved: Deputy Mayor Karen Morgan Seconded: Cr Rit Fisher That the financial report be received. Carried |
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7.2 Decision Report - Future for Local Government |
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The purpose of this report was to decide how Mackenzie District Council would vote on the proposed resolution at the upcoming Local Government New Zealand (LGNZ) Special General Meeting to endorse “The Future by Local Government – A consensus outcome paper” as LGNZ’s agreed parameters for further engagement and advocacy with central government on local government system reform. The Mayor said this was a late paper because the information was only received on Friday and the next council meeting was the day after the AGM, so it had to be considered urgently. Councillors expressed hesitance about not knowing the policy of the new incoming government. Cr Cox did not think some of the wording in the LGNZ document talked about localism as he saw it. He did not think he was on the same page as the document. The chief executive outlined some of the thinking behind the paper. The Mayor said it was noted in the paper that one size does not fit all. There was concern about the amount of unmandated work coming in from central government. Local government was not sustainable as it was running now. This paper was to find out if there was support from across the country for negotiations. Cr Fisher said it was just a discussion document. It’s not a consensus. He was happy for it to go forward as a discussion document. Cr Morgan agreed but there were some things missing. It did not talk about promoting local government itself and community engagement in the democratic process. |
Staff Recommendations 1. That the report be received. |
Resolution 2023/165 Moved: Deputy Mayor Karen Morgan Seconded: Cr Kerry Bellringer 2. That Mackenzie District Council agree to vote in favour of the proposed resolution at the upcoming Local Government special general meeting to endorse The Future by Local Government – A consensus outcome paper as LGNZ’s agreed basis for engagement and advocacy with central government on local government system reform. Carried |
7.9 Information Report - Planning and Compliance Update |
Aaron Hakkaart joined the meeting. Cr Guerin asked about the funding of freedom camping enforcement and infringement notices. Currently it was being funded by MBIE. The previous government had a freedom camping fund and the money came from this, but it would not continue. At the Long Term Plan deliberations there would be discussion around whether council would fund this shortfall. Cr Murphy asked about ongoing investigations needing legal advice. Mr Hakkaart said council always tried to recover costs. Are residential building issues across the district. Yes. A check against records was currently underway. This would provide a history of every property and whether it was used for visitor accommodation or not. |
7.11 Information Report - Mackenzie Tourism and Destination Marketing Quarterly Update |
The Mayor took the report as read. Lydia Stoddart joined the table. She said there was a very pleasing result in visitor spend in the district. The main market was people from Christchurch, and this surged at weekends. She then continued to highlight the main points of her report. Comments included the success of sport-related events in the district, such as the Masport Cup. Also how would the district attract high value tourists? Lydia Stoddart said the question was what visitor market stayed in the region longer and spent more. At the moment the north American market that was doing this. |
7.7 Information Report - Bancorp Treasury Services Quarterly Portfolio Report |
Miles O’Connor from Bancorp joined the meeting on Teams. He updated the councillors on what had happened since the report was written. Interest rates globally peaked on October 3 and have fallen since then. New Zealand rates have fallen in line with this. He expects interest rates to continue to fall next year. The Mayor asked about being non-compliant with policy. This was temporary and was to take advantage of lower interest rates. Miles O’Connor said this would work to council’s advantage and would mean council would have a lower interest rate on borrowing, going forward several years. Mr O’Connor was thanked for his report and wished the best for the Christmas season. He would like to attend the next meeting in person. |
Resolution 2023/166 Moved: Cr Scott Aronsen Seconded: Cr Kerry Bellringer 1. That the report be received. Carried |
8 Confirm Council Minutes
9.1 Minutes of Council Meeting - 31 October 2023 |
Resolution 2023/167 Moved: Deputy Mayor Karen Morgan Seconded: Cr Kerry Bellringer That the Minutes of the Council Meeting held on Tuesday 31 October 2023 be received and confirmed as an accurate record of the meeting, including those matters taken in public excluded. Carried |
Resolution 2023/168 Moved: Mayor Anne Munro Seconded: Cr Murray Cox That the minutes from the public excluded council meeting of October 31 be released in public, with any commercially sensitive information redacted. (See below for these minutes.) Carried |
The Meeting closed at 11.37am.
The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 12 December 2023.
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CHAIRPERSON
11 Public Excluded Minutes of Council, October 31, 2023
11.1 Minutes of Public Excluded Audit and Risk Committee Meeting - 26 September 2023 |
Resolution 2023/146 Moved: Cr Phillipa Guerin Seconded: Deputy Mayor Karen Morgan 1. That the Minutes of the Public Excluded Audit and Risk Committee Meeting held on Tuesday 26 September 2023 be received. Carried |
11.2 Decision Report - Public Toilet Cleaning Contract |
The purpose of this report was to seek approval to increase the cleaning frequency of the busiest public toilets in the district. Craig Motley joined the table. He said this report had been discussed previously in a workshop. He believed the suggested increase in cleaning was an appropriate level of service for the district. He asked for questions. Cr Aronsen asked how long the contract had to run. It finished in June, 2025. <2 paragraphs redacted due to commercial sensitivity> Cr Cox said the main issue was how to pay for it ongoing, and who pays for it. The chief executive raised questions about user pays toilets and said this was a discussion to be had. Cr Murphy would like user pay toilets to go out for public consultation. Cr Murphy questioned the timing of the Fairlie toilet cleanings. Mr Motley said there was some negotiation to do regarding timing. The Mayor said this cost was solely as a result of tourists coming into the area. “At what point as a council do we say enough is enough.” Cr Guerin suggested going through LGNZ to try and get some funding from central government. David Adamson said the cost of tourism included parking and other things, as well as toilets. The chief executive said councillors needed to be aware there would be complaints if the toilets were not clean. Cr Morgan said central government needed to support small communities to provide the level of service they were marketing to visitors. They needed to step up. Cr Cox agreed but there was only so much you could do. Tourists go to a town for what’s there and they put up with a lack of infrastructure in small towns. Cr Murphy said we have to consider the impact on the local ratepayer when they are already paying a contribution towards that service. David Adamson said reactive maintenance was more expensive than planned maintenance. Responding to complaints was more expensive, especially bringing people from Timaru. He asked for some direction for staff. Cr Fisher asked if $143,000 is enough to cover the need. He also considered the pride factor. He didn’t want to damage the future reputation of the district. There were counties overseas where local residents had a swipe card for public facilities and didn’t pay for use of public toilets on top of rates. This could be a solution. Cr Aronsen asked if the off peak season was included in the cleaning schedule. Yes, it was year round. Mr Motley said he received complaints about the state of the toilets every week through winter. Cr Murphy asked where the money would come from. From cash reserves. Mr Motley said the $143,000 does not include additional planned toilets that were coming into the district shortly. Does he know what the cost would rise to with the additional toilets at Pukaki? It wouldn’t be a whole lot more as they were only adding two more toilets to the four that were already there. The councillors requested a report to the next council meeting on the costs of the Pukaki toilets. Cr Guerin asked if waste facilities would cope with the projected increase in tourism. No. Council had been successful in receiving funding for capital expenditure, but not operational expenditure to maintain tourism facilities. Cr Guerin asked what would happen if council wrote letters to central government before making a decision. The toilets would be dirty over that time. Cr Aronsen said we might be able to stretch this out a bit longer while more information is sought. Cr Morgan said there was only about four weeks to do something before the December rush started. Cr Murphy said November was traditionally busy for tourists. He disagreed that there was time to delay. The Mayor then called for a vote and the motions passed unanimously with the addition of a resolution that the Mayor write to central government to request funding. |
Resolution 2023/147 Moved: Cr Rit Fisher Seconded: Cr Murray Cox 1. That the public toilet cleaning report be received. Carried |
Resolution 2023/148 Moved: Cr Murray Cox Seconded: Cr Kerry Bellringer 2. That the Council approve the additional funding of $143,000 per annum for the 2023/2024 financial year to allow for the increased frequency of public toilet cleaning throughout the district, noting that this expenditure is unbudgeted. 3. That council instructs the Mayor to send an urgent letter to central government outlining the concerns of council and requesting funding. Carried |
11.3 Information Report - Property Update |
This report updated Council on key property matters for the period 1st August to 30th September 2023. Murray Dickson and Keri-Ann Andrews joined the table. Cr Morgan thanked staff for this report and was pleased to see it. She said it would help the councillors understand the property portfolio. Cr Murphy said council was keen to have a full database of property. The chief executive said there were no major surprises coming out of the property review. |
Resolution 2023/149 Moved: Deputy Mayor Karen Morgan Seconded: Cr Scott Aronsen 1. That the report be received. Carried |
8.2 Minutes of Council Meeting - 21 November 2023
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of Council Meeting - 21 November 2023
That the Minutes of the Freedom Camping Bylaw Hearing held on Tuesday 21 November 2023 be received and confirmed as an accurate record of the meeting. |
Hearing Minutes 21 November 2023
Unconfirmed MINUTES
Freedom Camping Bylaw
Hearing of Submissions and Deliberations
21 November 2023
MINUTES OF Mackenzie District Council
Bylaw Hearing
HELD AT THE Tekapo
Hall, Tekapo
ON Tuesday, 21
November 2023 AT 10.30am
PRESENT: Mayor Anne Munro, Deputy Mayor Karen Morgan, Cr Murray Cox, Cr Phillipa Guerin, Cr Rit Fisher, Cr Matt Murphy
IN ATTENDANCE: Angela Oosthuizen (Chief Executive), Aaron Hakkaart (Manager Planning), Rachel Willox (Planning officer), Isaac Ryall (IT support), Arlene Goss (Governance Advisor), Caroll Simcox (Tekapo Community Board), and submitters as noted in the minutes below.
1 Opening
The Mayor opened the meeting with a karakia.
2 Apologies
Apologies were received from Cr Aronsen and Cr Bellringer.
3 Declarations Of Interest
Cr Morgan and Cr Cox declared an interest in that they are members of the New Zealand Motor Caravan Association (NZMCA).
4 Freedom Camping Bylaw - Hearing of Submissions |
The purpose of this report was to receive and hear submissions to the review of the Mackenzie District Council Freedom Camping Bylaw. The Mayor gave some background as to why the bylaw was created in 2016, and what the public indicated it wanted included in the bylaw back in 2016. New legislation has since been created with new requirements regarding toilets in self-contained vehicles. A copy of the Mayor’s introduction is available as an attachment to these minutes. Discussion moved to the late submission received from Opuha Water. Cr Morgan did not agree with the late submission being received, as it was outside the timeframe and this created a disadvantage for other submitters. A vote was taken and the submission was received. Cr Morgan asked for her vote against to be recorded. Cr Murphy asked if the new Act did not cover a situation where someone walked more than 200m from their vehicle to where they were camping in a tent. Mr Hakkaart said that was correct. Cr Murphy said this distinction was important. Discussion followed on whether the bylaw should ban camping in a tent within 200m of a vehicle. This meant defining what freedom camping was. The Mayor said it was important to work with a legal advisor during deliberations to ensure a decision was made that was within legislation. |
Resolution 2023/150 Moved: Cr Phillipa Guerin Seconded: Cr Matt Murphy 1. That the report and written submissions be received. Carried |
Resolution 2023/151 Moved: Cr Murray Cox Seconded: Cr Rit Fisher 2. That the late submission from Opuha Water be received. Carried Cr Morgan voted against the motion. |
Resolution 2023/152 Moved: Cr Phillipa Guerin Seconded: Deputy Mayor Karen Morgan 3. That the panel hears from people wishing to speak to their submission. Carried |
5 Submission from M Vermeer |
Although Mr Vermeer indicated in his submission that he wished to speak, he was unable to attend and sent his apologies. |
6 Submission from Teniesha |
Although Teniesha indicated in her submission that she wished to speak, she was unable to attend and sent her apologies. |
7 Submission from H Ivey |
Ms Ivey attended the hearing on Teams. She said she supported the bylaw generally but was concerned about clause 4.1. This clause said the bylaw only applied to land managed by the council. Other Crown land had policies available online. She asked if the bylaw rules would also apply to Waka Kotahi land, yes, and she would like the council to join other agencies with an interagency alignment that covered all freedom camping land. Mr Hakkaart said council and Waka Kotahi had agreed that the bylaw would apply to their camping area in the district. LINZ had also provided delegation to council staff to manage freedom camping on their land. Officers were working with the authorities to ensure freedom camping was managed across the district. The chief executive said in the future the cost of employing compliance staff would fall to the ratepayer and this was a hidden cost of tourism. Up to now this had been funded by central government via the Tourism Infrastructure Fund. This was a substantial ratepayer cost. Ms Ivey asked if council was paying to remove the contents of the septic tank at The Pines camping area. Yes. The chief executive said it was important to get cost recovery from agencies in situations where council was managing their camping areas. Cr Cox asked Ms Ivey if she knew of any camping sites that were causing problems. Various sites were discussed with no specific major problems. Cr Fisher asked about her suggestion of an interagency alignment. She said she was coming from the perspective of a ratepayer, and the costs to the ratepayer. She said it must be difficult for a freedom camping ambassador to only issue tickets in one area and not another. Mr Hakkaart said education would be used in circumstances where a ticket was not issued. Ms Ivey noted there would be a two-year phase in period for people to get their vehicles certified. The Mayor thanked Ms Ivey for her submission. |
8 Submission from C Graham |
Mr Graham did not attend the hearing and did not send an apology. |
9 Submission from S Woods |
Mr Woods did not attend the hearing and did not send an apology. |
The hearing adjourned at 11.07am for morning tea and reconvened at 11.34am.
10 Submission from NZMCA (New Zealand Motor Caravan Association) |
James Imlach from the New Zealand Motor Caravan Association (NZMCA) joined the hearing on Teams and was welcomed to the Mayor. He acknowledged the bylaw was necessary but was opposed to the prohibition on camping within the townships. He did not agree that the legislation allowed the bylaw to prohibit camping to protect the amenity of private properties, only to protect council-owned land. He also disagreed that banning camping in the townships would help prevent the spread of disease such as Covid19. He said the prohibition prevented responsible campers from parking in town overnight or when visiting friends and family. He acknowledged that overcrowding in the townships was an issue but suggested only prohibiting freedom camping at the busy times of the year. He felt there was little risk in allowing self-contained campers to stay overnight in the townships. He supported that the council was not wanting to prohibit freedom camping across the whole district and thanked the council for choosing some nice areas where freedom camping was allowed. Cr Cox asked whether he thought the council could differentiate between NZMCA members and other freedom campers. He said this would be difficult. The legislation introduced this year did require campers to have fixed toilets, and his understanding was that it was vehicles without toilets causing the issues, rather than non-member vehicles. Mr Imlach said the association could help the council financially to set up freedom camping areas but he did not think it would be appropriate to limit those areas to members only. Cr Fisher asked if these would be un-serviced sites. Yes, for self-contained vehicles. Mr Imlach was thanked for attending and he left the meeting. |
11 Deliberations |
The Mayor noted that two panel members belonged to the NZMCA but said she was happy for them to take part in the discussion because they provided valuable insight. She asked for this to be noted in the minutes. The panel discussed various issues related to the bylaw and discussion included, but was not limited to, the following matters: · The council needed an understanding of the maximum capacity of the district. · Would making a concession to ban township camping only at peak times be reasonable? Peak times changed according to events in the district. The rules needed to be simple to understand. · Where would the bylaw push the campers to, who were not welcome in the townships? · Should council establish an area on council land that only self-contained campers can use? · Need to communicate the positive messages of where people can camp, rather than where they can’t. · The biggest risk to Council, from the bylaw, was the risk of legal action if the townships were prohibited. · Town centres were currently restricted and this was a good fallback position. · The public did not understand the tenting issue. There was a need to communicate that people could still camp in tents in specific areas, and soften the message. The hearing adjourned for lunch at 12.07pm and reconvened at 12.34pm. Legal advisor Judith Cheyne from Simpson Grierson joined the meeting on Teams and was welcomed. She was updated on the submission from NZMCA. She outlined the current situation related to the proposal to ban freedom camping in the townships. She asked for specific issues that people had in each township regarding freedom campers staying overnight. It was not the role of the Act to protect people’s private space. There needed to be a proportional response to any issues. The Mayor said over lunch there had been discussion regarding Twizel - about leaving Market Place as prohibited, and the town’s greenways prohibited, and only allowing overnight camping for three days in other areas. She could not say there was a problem with overnight stays in Fairlie. Cr Morgan suggested prohibiting camping in Fairlie in the centre of town, to protect the commercial area as was the case in the other two towns. Cr Fisher said any problems in Fairlie werevmitigated by the golf club initiative to use their carpark for freedom camping. But Twizel was different. The bylaw would not stop people using the public toilets to wash their clothes. Cannot stop that. The panel agreed on the following provisions: · Tekapo – keep the status quo maintaining prohibition across the township. · Twizel - Market Place keep the status quo and include green space as prohibited areas. · Rest of Twizel - three days maximum stay per month. · Fairlie - create a prohibited area on the main road corridor from the cemetery to the bridge at the reserve. Judith Cheyne said this was a proportionate approach and she felt the NZMCA would feel their submission was listened to. Cr Guerin asked about the area near the existing campground in Fairlie and near the dog park. This area from Allandale Bridge would be included in the main corridor prohibited area. The panel was comfortable with its decisions on the townships and moved to the issue of people camping in tents. Mr Hakkaart said people misunderstood the bylaw. Tenting did not affect the area as significantly. If a group wanted to come into the area and put tents on council land they could contact council and receive consent to do this, with appropriate hygiene facilities. The only issues that come up around tenting were at Lake Opuha in the summer period. Cr Morgan agreed with no tenting except in designated areas with the appropriate facilities. Seeking permission to camp outside of this process would require permission and this process would be free for people to apply for. Cr Murphy would like to allow tents as an addition to a self-contained campervan. Judith Cheyne said this could be monitored and included in the bylaw at its next review. The Mayor said she was inclined to remain silent on tenting and see how it evolves. Mr Hakkaart said there was some funding available for education around the bylaw, including tenting. This included updating the website and signage. The panel agreed to keep the bylaw as notified, prohibit tenting, but there was opportunities to seek permission to use council land. The panel then went through the submission summary table and accepted the suggestions from staff as recorded on that table. Further notes were: Helen Ivey submission – accept action point that council needs to be seen to be advocating for alignment with other agencies in the district and explore opportunities for cost recovery. Opuha Water – Let them know that council will take a harder position on late submissions going forward. Respond to other submitters as required. There was further discussion on the need to notify the bylaw before it came into effect. This was not a long period. The camping ambassadors would prioritise education over enforcement this summer while the bylaw was new.
|
Resolution 2023/153 Moved: Cr Matt Murphy Seconded: Cr Murray Cox That the panel deliberates and suggests any changes to the draft bylaw. Carried |
Resolution 2023/154 Moved: Deputy Mayor Karen Morgan Seconded: Cr Murray Cox That the hearings panel recommends that Council adopts the amended bylaw at its meeting on December 12, 2023. Carried |
The Meeting closed with a karakia at 1.36pm.
The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 12 December, 2023.
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CHAIRPERSON
8.3 Minutes of Council Meeting - 12 December 2023
Author: Arlene Goss, Governance Advisor
Authoriser:
Attachments: 1. Minutes of Council Meeting - 12 December 2023
That the Minutes of the Council Meeting held on Tuesday 12 December 2023 be received and confirmed as an accurate record of the meeting. |
Ordinary Council Meeting Minutes 12 December 2023
Unconfirmed MINUTES
Ordinary Council Meeting
12 December 2023
MINUTES OF Mackenzie District Council
Ordinary
Council Meeting
HELD AT THE Council
Chambers, Fairlie
ON Tuesday, 12
December 2023 AT 9.00am
PRESENT: Mayor Anne Munro, Deputy Mayor Karen Morgan, Cr Murray Cox, Cr Kerry Bellringer, Cr Scott Aronsen (online), Cr Phillipa Guerin, Cr Rit Fisher, Cr Matt Murphy
IN ATTENDANCE: Angela Oosthuizen (Chief Executive), Alexis Kereikeepa (General Manager, People, Customer and Cultural Relationships), David Adamson (General Manager Operational, Planning and Regulatory Services), Murray Dickson (General Manager Strategic, Financial Management and Commercial Services), Chris Clarke (General Manager, Information, Engagement and Community Development), Aaron Hakkaart (Manager Planning), Arlene Goss (Governance Advisor), Isaac Ryall (IT support), Rachael Williams (Regulatory Manager), Sue Wilkins (Communications Advisor)
1 Opening
The Mayor opened the meeting with a karakia.
2 Apologies
There were no apologies.
3 Visitors
There were no visitors.
4 Declarations Of Interest
Deputy mayor Karen Morgan declared an interest in Item 7.1 Adoption of Freedom Camping Bylaw, in that she is a member of the NZMCA.
Cr Murphy declared an interest in Item 7.3 in that he is the chairman of the Mackenzie Scholarship Trust.
5 Bereavements
There were no bereavements.
6 Mayor's Report
There was no mayor’s report.
7 Reports
7.1 Decision Report - Adoption of Freedom Camping Bylaw |
The purpose of this report was to adopt the Responsible Freedom Camping Bylaw 2023. There were no questions from councillors. |
Resolution 2023/173 Moved: Cr Murray Cox Seconded: Cr Phillipa Guerin 1. That the report on Responsible Freedom Camping be received. Carried |
Resolution 2023/174 Moved: Cr Matt Murphy Seconded: Deputy Mayor Karen Morgan 2. That the summary of deliberations attached to the report be adopted as a true and accurate reflection of the deliberations held. Carried |
Resolution 2023/175 Moved: Cr Rit Fisher Seconded: Cr Kerry Bellringer 3. That the tracked change version of the Responsible Freedom Camping Bylaw 2023 (attached) be adopted as a true and accurate reflection of the changes adopted following the deliberations held. Carried |
Resolution 2023/176 Moved: Cr Murray Cox Seconded: Cr Kerry Bellringer 4. In accordance with Section 11 of the Freedom Camping Act 2001, determine that the Responsible Freedom Camping Bylaw 2023 is: (a) Necessary to protect the areas from which freedom camping is prohibited or restricted, and to protect local authority areas, protect the health and safety of people who may visit the local authority areas. (b) The most appropriate and proportionate way of addressing he perceived problem in relation to the areas. (c) Not inconsistent with the New Zealand Bill of Rights Act 1990. Carried |
Resolution 2023/177 Moved: Deputy Mayor Karen Morgan Seconded: Cr Kerry Bellringer 5. That the Responsible Freedom Camping Bylaw 2023 (Attachment 3) be adopted, with the Bylaw coming into effect on 16 December 2023. Carried |
7.2 Decision Report - Adoption of Waste Management and Minimisation Plan 2024-2030 for Consultation |
The purpose of this report was for Council to approve the draft Waste Management and Minimisation Plan 2024-30 for public consultation. Solid waste manager Angie Taylor joined the meeting. She introduced the plan, which would go out for consultation in the new year. David Adamson said there was a foreword to be drafted asking for submissions. This was yet to be signed off by the chief executive. |
Resolution 2023/178 Moved: Cr Phillipa Guerin Seconded: Cr Kerry Bellringer 1. That the report be received. Carried |
Resolution 2023/179 Moved: Cr Matt Murphy Seconded: Deputy Mayor Karen Morgan 2. That the Council adopt the attached draft Waste Management and Minimisation Plan 2024-30 for public consultation through the Special Consultative Procedure, in accordance with section 83 of the Local Government Act 2002. 3. That the attached draft Waste Management and Minimisation Plan 2024-30 Statement of Proposal be approved for public consultation through the Special Consultative Procedure, in accordance with section 83 of the Local Government Act 2002. Carried |
7.3 Decision Report - Request for Reimbursement from the Tekapo Community Board |
The purpose of this report was to seek Council approval to reimburse the Tekapo Community Board’s grants fund the amount of $1,000 from Council’s discretionary grants budget. Cr Murphy declared an interest in that he chairs the Mackenzie Scholarship Trust. He said he would not speak to this report or vote but was happy to answer any questions. The Mayor said the Mackenzie Scholarship Trust didn’t have the money it needed to provide ongoing grants. Cr Morgan asked about the policy of community boards contributing to the scholarship and would this be an even playing field? Cr Murphy provided background information on the fund and the application via the Tekapo Community Board. The other two community boards were not approached for funding, but businesses have provided sponsorship to make up the amount needed to provide the scholarships this year. The Mayor said this was not a tidy way of doing it and before next year they would need to see a tidier way to do it. Cr Murphy said the best approach would be an application to council rather than the community boards. The chief executive said there was an opportunity to grow the fund by approaching businesses in the other areas of the district. The Mayor asked for this to be attended to by August next year. Action to be added to the action list. |
Resolution 2023/180 Moved: Cr Phillipa Guerin Seconded: Cr Murray Cox 1. That the report be received. 2. That Council instructs staff to reimburse the Tekapo Community Board grants fund the amount of $1,000, from the council’s discretionary grants fund, in recognition of a grant the community board has made to the Mackenzie County Scholarship Trust. Carried |
7.4 Decision Report - Request for Increased Funding from the Aoraki Foundation |
The purpose of this report was to present the new proposed funding agreement for the Aoraki Foundation to Council for approval and to seek approval for funding to the Aoraki Foundation. The Mayor said this request was signalled to council earlier in the year. Cr Morgan said if there was an increase in funding it usually provided for an increased level of service. Were they providing more to the district? The chief executive said they were offering to be a provider of an emergency fund if needed. The Mayor said it was only recently that the Aoraki Foundation had taken more interest and been more proactive. Cr Fisher asked what was paid to the trust already - $1,000 per year. The recommendation was asking for an additional $3,000 to a total of $4,000 per year. Cr Morgan was concerned about the requirement in the MOU that they be the only provider of fundraising. The chief executive said it needed to be made clear to them that they could be a provider but not the only provider. Noted that community development staff could do this work so it would not need to be outsourced. Cr Murphy noted that Mackenzie only received a small proportion of the funding they handed out and contributing would be a way for council to show support of the fund and encourage applications. He asked a question around the council discretionary grants fund. General manager Chris Clarke said many grants funds were not well defined. Community development staff were working on this and would come back to council next year with recommendations for a way forward. Murray Dickson said the discretionary fund was created at the last Long Term Plan with no structure to it. Cr Morgan suggested that Council organise itself around grants before engaging with a third party. She said $9,000 can go a long way in a small community. The $1,000 per year was still in place. She suggested revisiting this in a year’s time. Cr Murphy asked for the dollar value the foundation has returned to the Mackenzie district in years gone by. This may be significantly more than the money they are asking for. The chief executive offered to find this out and bring it back to council. They Mayor said she was meeting with Mr Spackman from the foundation and would take these thoughts back to him. Other councillors agreed with tidying up council’s grants before going further. |
Resolution 2023/181 Moved: Deputy Mayor Karen Morgan Seconded: Cr Kerry Bellringer 1. That the report be received. 2. That Council agrees to not approve the additional funding ($3000 p.a.) for the Aoraki Foundation for the next three years. In Favour: Crs Anne Munro, Karen Morgan, Kerry Bellringer, Scott Aronsen, Phillipa Guerin and Rit Fisher Against: Crs Murray Cox and Matt Murphy carried |
7.5 Late Item: Request for Funding from TPDA |
The Mayor said an urgent request had come from the Twizel Community Board at their meeting “last night” and it was not included in the agenda for the council meeting because it had only arisen the night before. A grant application was tabled and handed around to the councillors. A copy of this document is available as an attachment to these minutes. The grant application was from the Twizel Promotions and Development Association (TPDA) requesting $5,000 towards the purchase of a mobile sign to be used at the Wine and Salmon Festival, and occasions thereafter. The Twizel Community Board was not delegated to authorise grants to that amount, so they referred the request to full council. Cr Bellringer is the council representative on the Twizel Community Board. He said the grant application was for a Love Twizel mobile sign. TPDA would look after the sign and would take it to events. The community board didn’t have the power to grant this much money and would like council to grant this. Cr Morgan said the urgency on this matter was only set by the TPDA. TPDA has already received funding from the Mackenzie Tourism Fund towards the Wine and Salmon Festival and this would be “double dipping”. This was a project that another funding source would support if asked. She did not see any urgency in this matter. General manager Murray Dickson said the regional events fund had funded the event but this was from MBIE, not from council money, so this would not be double dipping. Discussion took place on the benefits of having a sign that people could take photographs in front of and post on social media. It was noted that existing street art has “Twizel” in the artwork so people could take photos. This was a nice to have, but not essential to the festival. Cr Aronsen said $5,000 was a lot for a sign. He believed there were creative people in the community that could come up with something. Cr Bellringer replied that the sign would be constructed locally. Cr Murphy said the community board could give the rest of their grant funding towards this project. Or they could take over the project themselves and fund it from the township budget. Cr Cox said he was concerned that the request came to the council meeting urgently with no options or considerations provided. The councillors decided to decline the grant application and passed the resolution below. |
Resolution 2023/182 Moved: Mayor Anne Munro Seconded: Cr Rit Fisher That Council acknowledges the situation that the community board finds itself in but does not wish to accept the application from TPDA as a late agenda item, and the grant is declined. Carried |
7 Community Board Recommendations
Nil
8 Confirm Council Minutes
8.1 Minutes of Council Meeting - 21 November 2023 |
Resolution 2023/183 Moved: Cr Phillipa Guerin Seconded: Cr Murray Cox 1. That the Minutes of the Bylaw Hearing held on Tuesday 21 November 2023 be received and confirmed as an accurate record of the hearing. Carried |
8.2 Minutes of Council Meeting - 28 November 2023 |
Cr Guerin noted that two names under Bereavements were incorrect. They should read Shirley Bishall and Annette Seigart (?). |
Resolution 2023/184 Moved: Cr Phillipa Guerin Seconded: Cr Murray Cox 1. That the Minutes of the Council Meeting held on Tuesday 28 November 2023 be received and confirmed as an accurate record of the meeting, with the corrections noted above. Carried |
The meeting adjourned at 9.55am and the Mayor presented a Mackenzie County Scholarship to Kate Harrison. It reconvened at about 10.30am.
9 Public Excluded
RESOLUTION TO EXCLUDE THE PUBLIC
Resolution 2023/185 Moved: Cr Matt Murphy Seconded: Cr Murray Cox 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:
Carried |
Resolution 2023/186 Moved: Cr Phillipa Guerin Seconded: Cr Rit Fisher That Council moves out of closed meeting into open meeting. Carried |
9.1 Decision Report - Chief Executive's Key Performance Indicators and Remuneration |
The purpose of this report was for Council to adopt the 2023-24 Key Performance Indicators for the chief executive and consider remuneration for the current financial year. The full notes of the discussion of agenda item are available in Laserfiche under Chief Executive’s Performance Committee. Access to this folder is restricted for privacy reasons. |
Resolution 2023/187 Moved: Deputy Mayor Karen Morgan Seconded: Mayor Anne Munro 1. That the report be received. 2. That Council adopts the Chief Executive’s Key Performance Indicators for 2023-24 as attached to this report. 3. That Council agrees to increase the chief executive’s remuneration by 5.5%. 4. That the chief executive’s KPIs, and these resolutions regarding the chief executive’s KPIs and remuneration, be made available in the public minutes of the council meeting. Carried |
The Meeting closed at 10.50am.
The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 30 January 2024.
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CHAIRPERSON
RESOLUTION TO EXCLUDE THE PUBLIC