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Unconfirmed MINUTES

 

 

Ordinary Council Meeting

 

30 January 2024

 

 

 


Ordinary Council Meeting Minutes                                     30 January 2024

MINUTES OF Mackenzie District Council
Ordinary Council Meeting
HELD AT THE
Council Chambers, Fairlie
ON
Tuesday, 30 January 2024 AT 9.00am

 

PRESENT:                    Mayor Anne Munro, Deputy Mayor Karen Morgan (online), 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, Arlene Goss (Governance Advisor - online), Isaac Ryall (IT support), and three members of the public.

1               Opening

The Mayor opened the meeting with a karakia.

2               Apologies

There were no apologies.

3               Public Forum 

Stephen Dickson from Twizel asked why there were restrictions on water use in Twizel. They Mayor called on David Adamson to answer the question. Mr Adamson explained that the town had a resource consent to take a set amount of water and it was at the top end of the amount allowed. He said restrictions would be in place until demand reduced.

He said council was increasing the capacity of the pipes and had invested $4 million into water infrastructure in Twizel. Water needed to be used responsibly. More information on this was available in writing.

The Mayor explained the resource consent process and how that consent was held by Environment Canterbury.

Mr Dickson also raised the issue of the intersection between the main highway and Mount Cook Road. He was concerned about recent near misses and asked the council to write a letter to NZTA to raise this and call for action on this intersection.

He also called for more rabbit control on council land. Mr Adamson saw the need for a collective approach from landowners.

The Mayor thanked Mr Dickson for travelling from Twizel to present his views in the public forum.

4               Declarations Of Interest 

There were no declarations of interest.

5               Bereavements 

Gillian OLSEN-WILLS, of Twizel

Passed peacefully at home on December 27, 2023 surrounded by close family. Dearly loved wife and best friend of Warren, much loved mum of Shaun and Erica. She was a former customer services officer who worked for council in Twizel.

Edward GALLEN, of Fairlie.

Passed away on Friday, 12th January, aged 85. Loved son of the late John and Margaret, loved brother of Mary and Rita.

Violet FINNIE, mother of Jan and Noel Macpherson of Fairlie.

Passed away surrounded by family at Waihi Lodge, Geraldine on Thursday, January 11, in her 94th year. Wife of the late Ivan for 70 years.

Trevor EDMONSTON, of Fairlie

Passed away after a brief illness, on January 3, at Hospice South Canterbury. Aged 74.  Partner of Jane Gale. Treasured father of Greg and Bridgit Knowles, and Anna and Leighton McRitchie.

Jennifer WEASTELL, of Twizel

Passed suddenly at home in Twizel on January 2. Dearly loved wife of the late Jim (Irvine). Mother, friend and nana to Sandra and Glenn, Kim and Warren, Steven, Thomas; Jess, and Nathan.

6               Mayor's Report

6.1           Mayoral Activities Report

The Mayor asked for questions on her report. Cr Aronsen asked about discussions with Twizel Area School. The chief executive said the use of the sports fields was discussed. The school said the fields would be needed for future growth, and they would communicate with the public on this matter.

Council would now consider an option to relocate the sports fields when considering the Long Term Plan.

Further discussion took place on Tekapo being the sunniest town in New Zealand and the response from other councils to this.

Resolution  2024/2

Moved:       Cr Phillipa Guerin

Seconded:  Cr Kerry Bellringer

That the report be received.

Carried

 

7               Reports

7.1           Chief Executive Officer's Report for January 2024

The Mayor noted the challenges of Long Term Plan budgeting. The chief executive thanked Chris Clarke for acting in her role while she was on leave.

Regarding three waters, the chief executive’s forum discussed this at a meeting yesterday and the Canterbury chief executives were talking to central government on this matter.

Most councils in Canterbury were facing extremely high rate rises and were in a similar position to Mackenzie. There would be a media release from the chief executives forum regarding this. The chief executive said there was at least another month’s work needed to get costs down at Mackenzie.

AuditNZ was moving their audit of the MDC budget out two weeks, to March 25.

Cr Morgan asked for clarification about the statement to relocate sports fields to Manmade Hill. This was actually “in the vicinity of Manmade Hill” and maps had been drawn up after public consultation last year.

Cr Cox raised the expectations of the community regarding the need for council’s community services.

Cr Fisher asked about district plan submissions. Mr Adamson offered to find out how many submissions had been received. These submissions would go on the council website within the next week.

The Mayor noted there were 500 more visitors to the Twizel office over the Christmas period than for the same time the previous year. The Twizel staff had been very busy.

Health and Safety results were pleasing.

Resolution  2024/3

Moved:       Cr Murray Cox

Seconded:  Cr Kerry Bellringer

1.    That the report be received.

Carried

 

 

7.2           Council Action List - January 2024

The Mayor asked if the completed actions would be removed from the list. Yes.

Further work was needed on council grants and the chief executive said this was something she would raise with staff.

Meridian Agreement – Mr Adamson had approached Meridian and this agreement was still in a state of flux. The Mayor asked for this action to be completed by the next council meeting.

Lyford Lane Sewage upgrade – An onsite meeting has been held with residents. Council was progressing the wastewater part of the project and needed to talk about easements across private property. Everyone was in agreement except one resident. This work would continue.

Cr Aronsen asked why water and sewage couldn’t be laid in a trench at the same time. They would not be laid in a trench because they were small pipes. Each would be fed through the ground separately, so there was no efficiency in doing both at the same time. The residents would need to reach agreement on water and pay for it, as per the rules regarding subdivision development.

 

 

7.3           Decision Report - Draft Workshop Policy for Adoption

The purpose of this report was for Council to consider adopting a new policy that opens elected member workshops to public attendance. The chief executive has asked to make this change start in March to allow for staff training and software changes.

Cr Rit Fisher asked about public excluded matters. Could a workshop go into public excluded with no warning? Yes, but it would make more sense to notify the public in advance so they did not turn up and be excluded.

Cr Cox did not agree with making workshops public as it added a cost to council and did not add to transparency. He was opposed to the principle.

The chief executive believed it did add to transparency. She said she was not adding resources, but reallocating resources in order to adopt this policy. No increasing costs would be incurred.

Resolution  2024/4

Moved:       Cr Kerry Bellringer

Seconded:  Cr Matt Murphy

1.        That the report be received.

Carried

Resolution  2024/5

Moved:       Cr Matt Murphy

Seconded:  Cr Kerry Bellringer

2.        That Council adopts the draft Workshops Policy as attached to the agenda.

Carried

Resolution  2024/6

Moved:       Cr Matt Murphy

Seconded:  Cr Scott Aronsen

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.

Carried

 

 

7.4           Decision Report - Fairlie Septic Waste Facility Upgrade and Campervan Waste Station

The purpose of this report was 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.

Cr Cox asked if it was possible to see a plan or design before making a decision. The engineering manager said he had a plan that could be printed and circulated to the councillors. Mr Adamson apologised that the design was not attached to the agenda.

There were concerns about how trucks would get in and out of the site and turn around.

Cr Morgan asked if there would be a charge for each load. Yes, this would depend on the size of each load.

The engineering manager put the draft plan up on the screen so it could be seen. Utilities manager Geoff Horler walked the councillors through the features on the plan, including where traffic would access the site. He answered questions about how the site would work.

Discussion took place on cost recovery, charges, and what neighbouring councils were charging contractors.

A member of the public wanted to ask a question. He said he was with the golf club and also concerned as a ratepayer. He said the golf club needed to get an engineering report on their land before it could be an option. Mr McLachlan said the option of council land was more cost effective for council to approve, and this was being recommended rather than golf club land.

Cr Cox said he was concerned that the community board didn’t see the design before agreeing to the Talbot Road site.

Further questions were asked comparing the golf club-owned site and the council-owned site.

Cr Guerin asked for good communication to go out to the community regarding this project.

Resolution  2024/7

Moved:       Cr Murray Cox

Seconded:  Cr Kerry Bellringer

1.        That the report be received.

Carried

Resolution  2024/8

Moved:       Cr Scott Aronsen

Seconded:  Cr Kerry Bellringer

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.

Carried

Resolution  2024/9

Moved:       Mayor Anne Munro

Seconded:  Cr Kerry Bellringer

3. That Council notes the importance of communicating  this resolution to the community.

4. That Council supports the recommendation from the Fairlie Community Board that traffic flow and the amount of waste treated be monitored.

Carried

 

 

7.5           Information Report - Engineering Manager's Update

The purpose of this report was to update the council on matters related to the engineering activities across 3 waters services, transportation, and land development.

The Mayor asked for some numbers around the Fairlie Water Treatment plant budget. The chief executive asked staff to include in information papers, for large projects, information about the budget verses the spend, and whether they were green, orange or red.

Cr Aronsen asked about water meter findings in Twizel. The utilities manager, Geoff Horler, said there were several properties with major leaks picked up by the new water meters. The property owners were very grateful to be informed about the leaks. Other properties did not have leaks and were just using a lot of water.

Resolution  2024/10

Moved:       Cr Phillipa Guerin

Seconded:  Cr Matt Murphy

1.        That the report be received.

Carried

 

7.6           Information Report - Pukaki Airport Update

Cr Fisher was concerned that the airport working group hadn’t met, and he thought opportunities might be missed if it didn’t happen soon. The Mayor said the airport manager’s report was very detailed and helpful.

The chief executive asked for understanding and some grace to get the LTP done, after which the airport committee would be established.

Cr Murphy was encouraged to see the increase in aircraft movements at the airport. With some innovation and further input, the costs of running the airport could be reduced which would be of benefit to the ratepayer.

Cr Guerin asked whether an annual landing fee would be more efficient. Murray Dickson said these fees were being reconsidered. There may also be some personnel changes coming up due to personal circumstances.

Cr Aronsen said the biggest problem at the airport was the wilding pines. Mr Dickson said there was a plan for airport users to address wilding pines, coming up.

 

The meeting adjourned for morning tea at 10.33am and reconvened at 10.40am.

 

7.7           Information Report - Building Control Authority Monthly Reports to December 2023

Cr Guerin asked about the building inspections that had failed. She was concerned that builders were asking for inspections too soon and this was creating unnecessary administration costs.

David Adamson said in many cases failed inspections were due to paperwork being incomplete. In this case builders were able to continue working, but still needed to supply the paperwork. There was a plan to separate out these failures and report on them separately.

The Mayor asked about the Go Get programme. Would this be upgraded or replaced? Replaced.

Chris Clarke provided an update on the situation with the building department software, which was meeting the end of its life and would no longer be supported. He then answered questions about the life of various software products.

A question was asked about conflicts of interest in terms of building inspections. The Mayor suggested a short explanation be included in reports going forward.

Mr Adamson explained the process regarding earthquake-prone buildings. Staff were catching up on these.

Resolution  2024/11

Moved:       Cr Kerry Bellringer

Seconded:  Cr Rit Fisher

That the reports on Councils Building Control Authority for October, November and December 2023 be received and noted.

Carried

 

 

7.8           Information Report - Forestry Update

The Mayor took this report as read. There was some discussion about the correct naming of Sandy Cutting and Whisky Cutting.

 

 

7.9           Late Item - IT, Records & Information Management, Community Development, Information & Engagement Update

Chris Clarke apologised for the lateness of this report, which updates the councillors on a number of community projects.

The Mayor asked about discussions with the Fairlie Museum. Staff were working with them and they would come to council at a later date with a funding request.

The Mayor asked about security around e-signatures. Was this robust enough? Mr Clarke said potentially not at present, as Council did not have a means of securing this. He then provided some background information.

Cr Aronsen asked for an update on the aged care trust project. Cr Cox, who is on the trust, said progress was being made in terms of due diligence on the land and at some stage a report would come to council on this.

The Mayor asked about the need to give the council garages a clean-up so cars could back in and be charged. There were a number of art works and books that were put in the garages while the Fairlie building was upgraded. There were also council garages in Allandale and Twizel containing council items that needed to be sorted.

Mr Clarke updated the councillors on progress with the back-scanning paper records.

 

8               Community Board Recommendations

8.1           Minutes of Fairlie Community Board Meeting - 14 December 2023

Resolution  2024/12

Moved:       Cr Kerry Bellringer

Seconded:  Cr Murray Cox

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.

Carried

 

8.2           Minutes of Twizel Community Board Meeting - 30 October 2023

Resolution  2024/13

Moved:       Cr Kerry Bellringer

Seconded:  Cr Rit Fisher

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.

Carried

 

8.3           Minutes of Tekapo Community Board Meeting - 27 November 2023

Resolution  2024/14

Moved:       Cr Matt Murphy

Seconded:  Cr Kerry Bellringer

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.

Carried

 

Cr Aronsen said a “Mr Allen” called him about Greta Lodge. The issue was that Mr Allen believed Greta Lodge was part of his lease, whereas Council records showed it wasn’t. There appeared to be confusion, possibly caused by the tenure review process. Mr Adamson has been speaking to Mr Allen.

Cr Morgan asked about the Fairlie community board minutes, in particular the Fairlie Museum requesting more than one grant per year. Her belief was that groups could only apply for one grant per year. The Governance Advisor said she had advised people they could make as many grant requests as they wished, but the community board might not grant them. The Governance Advisor noted this would be clarified on the website.

There was further discussion on the Greta Lodge situation.

The Mayor asked for matters raised by the public with councillors to be put in writing so they could be actioned. She also asked for the Greta Lodge situation to be added to the action list.

8.4           Minutes of Audit and Risk Committee Meeting - 12 December 2023

Resolution  2024/15

Moved:       Cr Phillipa Guerin

Seconded:  Cr Murray Cox

1.        That the Minutes of the Audit and Risk Committee Meeting held on Tuesday 12 December 2023 be received.

Carried

 

 

9               Confirm Council Minutes

9.1           Minutes of Council Meeting - 28 November 2023

Resolution  2024/16

Moved:       Cr Kerry Bellringer

Seconded:  Cr Murray Cox

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

Carried

 

 

9.2           Minutes of Council Meeting - 21 November 2023

Resolution  2024/17

Moved:       Cr Phillipa Guerin

Seconded:  Cr Kerry Bellringer

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.

Carried

 

 

9.3           Minutes of Council Meeting - 12 December 2023

The Mayor asked about an action related to the Aoraki Foundation. The Mayor asked to add an action to the action list regarding the review of council grants.

Resolution  2024/18

Moved:       Cr Murray Cox

Seconded:  Cr Rit Fisher

That the Minutes of the Council Meeting held on Tuesday 12 December 2023 be received and confirmed as an accurate record of the meeting.

Carried

 

10            Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Resolution  2024/19

Moved:       Cr Kerry Bellringer

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:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48 for the passing of this resolution

11.1 - Information Report - Property Update

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

s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

11.2 - Minutes of Public Excluded Council Meeting - 12 December 2023

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

11.3 - Minutes of Public Excluded Audit and Risk Committee Meeting - 12 December 2023

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

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

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

11.4 - Minutes of Public Excluded Fairlie Community Board Meeting - 14 December 2023

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

s48(1)(a)(i) - the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding would exist under section 6 or section 7

 

Carried

 

Resolution  2024/20

Moved:       Cr Kerry Bellringer

Seconded:  Mayor Anne Munro

That Council moves out of Closed Meeting into Open Meeting.

Carried

The Meeting closed at 11.53am with a closing karakia from the Mayor.

The minutes of this meeting were confirmed at the Ordinary Council Meeting held on

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CHAIRPERSON