MINUTES
Ordinary Council Meeting
29 June 2021
Ordinary Council Meeting Minutes 29 June 2021
MINUTES
OF Mackenzie District
Council
Ordinary
Council Meeting
HELD AT THE Council
Chambers, Fairlie
ON Tuesday, 29
June 2021 AT 9.30am
PRESENT: Mayor Graham Smith, Cr Anne Munro, Cr Stuart Barwood, Cr Murray Cox, Cr Emily Bradbury, Cr Matt Murphy
IN ATTENDANCE: Suzette van Aswegen (Chief Executive), Paul Numan (General Manager Corporate Services), Tim Harty (General Manager Operations), Alexis Gray (General Manager People and Culture), Tim Mulcock (Transition Manager), Aaron Hakkaart (Planning Manager), Sam Molyneux (Executive Assistant), Arlene Goss (Governance Advisor), Charlie O’Mannin (media).
1 Opening and Public Forum
The Mayor declared the meeting open. A karakia was given by Cr Emily Bradbury.
There were no requests to speak in the public forum.
An apology was received from Cr James Leslie.
There were no visitors.
There were no declarations of interest.
The Mayor read out the following bereavements and a moment of silence was observed.
Jean Evans – died May 27, 2021. Wife of Tony, mother and mother-in-law of Wayne, Dorothy and the late Robyn. Aged 81 years.
Felicity Knubley – died June 19, 2021. Wife of Miles, mother of Christopher and Peter. Aged 83 years.
Rex Tonycliffe – died June 12, 2021. Husband of Jean, father of Shane and Danielle, Debbie and Warren, Kim and Enzo. Aged 69 years.
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The Mayor took his report as read and noted a speech given by Professor James Dalziel which was well received. The councillors noted that the Mayor had had a very full month and congratulated him on this. The Mayor said he enjoyed the opening of the Hooker Hut. The Mayor then gave an account of the mid-winter swim at Lake Tekapo. The meeting with Tourism Minister Stuart Nash was positive. The Mayor also had an urgent meeting with the Prime Minister last Thursday. It was about recovery from the recent flooding. The Prime Minister made money available to Canterbury for recovery. It was a positive meeting but a lot of concern in the room about the cumulative effects of disasters. One concern was the massive amount of shingle in the river beds. Ecan has a big job shifting shingle and mending stock banks. An extra $100,000 would go to the Mayors for welfare needs. Phill Mackay was working as recovery manager in this area. Council had some damage to fencing on forestry blocks and this would be covered by insurance. The Mayor asked people to be mindful of Covid and scan when out and about. Cr Murphy asked about the dinner with St Johns. This was to thank the volunteers. |
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Resolution 2021/46 Moved: Cr Stuart Barwood Seconded: Cr Anne Munro Carried |
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The councillors went through this report and noted the highlights. The chief executive updated the councillors on the progress of Te Manahuna Ki Uta/Destination Mackenzie. This initiative would go out for public consultation next week. There are no major concerns and everything is going well. Discussion took place on the number of service requests in the community services area. Tim Harty noted this number was down but the area remained busy. |
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Resolution 2021/47 Moved: Cr Anne Munro Seconded: Cr Murray Cox Carried |
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Paul Numan outlined the highlights of the financial report. Generally speaking Council was in a stable financial decision. Capex would right itself in the next few months or be rolled into the following year. Forestry harvesting costs were up due to the need to harvest storm damaged trees. The timing of financial reports was discussed. These were released monthly, with the latest report included on the agenda for meetings. It was noted that the presentation of financial reports would be improved in the future. |
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Resolution 2021/48 Moved: Cr Anne Munro Seconded: Cr Emily Bradbury That the financial report for Mackenzie District Council to May 2021 be received. Carried |
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Resolution 2021/49 Moved: Cr Emily Bradbury Seconded: Cr Murray Cox 1. That the report be received. Carried |
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Resolution 2021/50 Moved: Cr Anne Munro Seconded: Cr Murray Cox 2. That affected persons approval be withheld for land use consent RM210056 to construct a garage within the 10-metre internal setback required in the Residential 4 Zone from the south-east internal boundary where the land adjacent is owned by Council and zoned Recreation Passive. Carried |
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Council was asked to consider the report “Aquatic Services Provision – Service Delivery, Section 17A Local Government Act, May 2021” and determine the approach to be applied. Tim Harty took the report as read. He said there had been a good swimming season last summer with good feedback from the community. He asked Council to consider outsourcing the aquatic services for three years. He also would like to add to the contract that Council may or may not take up an option to contract the management of the Twizel Events Centre. The contract would include terms and conditions to comply with things like health and safety. This will be an open tendered process following policy. Anyone can tender. |
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Resolution 2021/51 Moved: Cr Anne Munro Seconded: Cr Stuart Barwood 1. That the report be received. Carried |
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Resolution 2021/52 Moved: Cr Emily Bradbury Seconded: Cr Anne Munro 2. That MDC undertake a procurement process to deliver recreation facility management services. The facilities included will be: · Strathconan Swimming Pool, Fairlie · Twizel Swimming Pool, Twizel 3. That the option for the future inclusion of the Twizel Event Centre into the contract be further explored. 4. That the term of the contract be a minimum of three years with options for extensions based on performance. Carried |
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Audit New Zealand have identified the need for Mackenzie District Council to have a formal policy guiding the process and decisions regarding debt recovery. This policy was presented to Council for adoption. Tim Mulcock said this policy aligned the council with legislation and confirmed practice, particularly in recovering unpaid rates. There were various options to recover rates. It could take several years to work through a situation where there was a long term failure to pay rates. |
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Resolution 2021/53 Moved: Cr Murray Cox Seconded: Cr Matt Murphy 1. That the report be received. Carried |
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Resolution 2021/54 Moved: Cr Murray Cox Seconded: Cr Anne Munro 2. That the Debt Recovery Policy be adopted by Council. Carried |
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Resolution 2021/55 Moved: Cr Stuart Barwood Seconded: Cr Matt Murphy 1. That the report be received. Carried |
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Resolution 2021/56 Moved: Mayor Graham Smith Seconded: Cr Anne Munro 2. That the Statement of Proposal for the Identification of Strategic Routes and Priority Thoroughfares be adopted by Council. 3. Emily/Anne moved one below That the Mayor and Chief Executive be delegated authority to amend the dates for consultation if deemed appropriate. Carried |
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This report was pulled from the agenda and will go to the Commercial and Economic Development Committee for further discussion. The report was not received. |
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Recovery Manager Phill Mackay was welcomed to the meeting. He took his report as read and was happy to take questions. There were job vacancies across the district in different types of jobs, and there was a challenge getting people to move into the district. Supply chain issues were affecting people and slowing things down. Council recognised that Covid was with us for the foreseeable future and was being recognised in business as usual. The community advisory group would continue to meet. They were driving some good initiatives for the community. A researcher was surveying in this area and had asked to meet with Council. Two workshops were held in Fairlie and Twizel by the district health board looking at the social needs of the community. This was productive and appreciated. The Mayor thanked Mr Mackay on behalf of Council for his work as recovery manager and the councillors applauded. |
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Resolution 2021/57 Moved: Cr Anne Munro Seconded: Cr Stuart Barwood 1. That the report be received, and Carried |
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Resolution 2021/58 Moved: Cr Stuart Barwood Seconded: Cr Anne Munro 2. That staff inform the community of the purpose, nature and cost of the alterations via Council’s usual communication channels. Carried |
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Resolution 2021/59 Moved: Cr Matt Murphy Seconded: Cr Emily Bradbury 1) That the report be received, and 2) That the recommendation in the attached proposal and procurement plan be approved, and further that 3) A budget of up to $100,000 (excluding GST), funded from approved and appropriate project allocations be accepted for this ongoing engagement. Carried |
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The purpose of this report was to consider an application for funding from the Heritage Protection Fund from H & S Tennent. Aaron Hakkaart and Melissa McMullan joined the meeting. Council has a Heritage Fund of $5000 per year. Staff advertised this fund and received one request. This was the request now before Council. Discussion was held on how to ensure the unspent money was not lost and would accrue to the next year. Cr Murphy asked about the application being retrospective. Council has the discretion to grant retrospective applications. |
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Resolution 2021/60 Moved: Cr Anne Munro Seconded: Cr Matt Murphy 1. That the report be received. Carried |
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Resolution 2021/61 Moved: Cr Stuart Barwood Seconded: Cr Murray Cox 2. That Council consider the payment of $2,500.00 from the Heritage Protection Fund to H & S Tennent as a contribution towards the restoration work already completed on the Bank of New Zealand Building, Main Street, Fairlie. Carried |
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The purpose of this report was to seek Mackenzie District Council’s endorsement and adoption of proposed Spatial Plans for Fairlie, Tekapo/ Takapō, Twizel, Albury, Kimbell and Burkes Pass.
These plans have been in progress for 18 months and have reached the stage where proposed plans have been prepared using community and runanga feedback. These would form a key part of the district plan review.
Cr Cox asked about process. Once approved the ability of the public to question these would be through the district plan review. The Mayor thanked the planning team for their work and effort to engage the community on the spatial plans. |
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Resolution 2021/62 Moved: Cr Anne Munro Seconded: Cr Matt Murphy 1. That the report be received. Carried |
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Resolution 2021/63 Moved: Cr Stuart Barwood Seconded: Cr Emily Bradbury 2. That Council resolve to endorse and adopt the Spatial Plans for Fairlie, Tekapo/ Takapō, Twizel and the Settlement Plans for Albury, Kimbell and Burkes Pass. Carried |
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The purpose of this report was to provide Council with the relevant background information to the attached Statements of Proposal. This process was required to ensure a suite of bylaws that were legislatively sound. These bylaws need to go through a statutory consultation process. Aaron Hakkaart asked Council to consider the options regarding gaming machines. The number of gaming machines in the district was currently 45, with a cap of 65. Questions were asked to clarify the different options. It was noted that the revenue collected by gaming machines did not come back to the Mackenzie community. There were very few benefits to the district of having gaming machines. Cr Murphy asked if there was a need for any machines in the district at all. Cr Barwood suggested a ceiling of 45 gambling machines. and if businesses were sold the machines would continue with the new business owners, but if the business was closed the machines would get taken out and the ceiling dropped. He moved a motion to this effect and Cr Munro seconded. Cr Murphy argued that 45 machines was too high. A vote was taken and there was a split, as recorded below. The motion was carried. |
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Moved: Cr Anne Munro Seconded: Cr Matt Murphy 1. That the report be received. Carried |
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2. That Council adopt option three in relation to the proposed Class 4 Gambling and TAB Venue Policy 2021. This being a sinking lid with the ability to transfer the machines when the business sells, but should the business close the machines would be non-transferrable. In Favour: Crs Anne Munro, Stuart Barwood and Emily Bradbury Against: Crs Murray Cox and Matt Murphy Abstained: Cr Graham Smith carried |
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Resolution 2021/65 Moved: Cr Anne Munro Seconded: Cr Stuart Barwood 3. That the Council adopt the Policies and Bylaws Review – Statement of Proposal pursuant to section 83 of the LGA 2002. Carried |
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Resolution 2021/66 Moved: Cr Stuart Barwood Seconded: Cr Anne Munro 4. That the Council adopt the Proposed New Policies and Bylaws – Statement of Proposal pursuant to section 83 of the LGA 2002. Carried |
8 Community Board Recommendations
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Resolution 2021/67 Moved: Cr Matt Murphy Seconded: Cr Murray Cox 1. That the Minutes of the Twizel Community Board Meeting held on Monday 3 May 2021 be received. 2. That Council notes the following resolutions passed by the Twizel Community Board: a) That a professional mountain bike/pump track builder be engaged to undertake maintenance and upgrade works to the Twizel Pump track (Glen Lyon Rd). That this work be undertaken in conjunction with community engagement. That follow-up rider training be provided over a weekend following completion of the track works. That funding of approximately $9,000 to undertake this project be allocated from the Twizel Township Projects budget. b) That the Twizel Community Board instructs staff to remove the one tree closest to the building in Market Place, and prune the rest of the trees. c) That a grant of $450 be approved for Lakes Ballet towards the costs of a teacher and six students attending an event in Christchurch. d) That a grant of $500 be approved for the Twizel Kindergarten Committee to bring a parenting speaker to Twizel to speak to parents and professionals. e) That a grant of $61.35 be approved for Neighbourhood Support to pay for venue hire for a public meeting in Twizel. Carried |
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Resolution 2021/68 Moved: Cr Matt Murphy Seconded: Cr Murray Cox 1. That the Minutes of the Tekapo Community Board Meeting held on Wednesday 5 May 2021 be received. 2. That Council notes the following resolutions passed by the Tekapo Community Board: a) That the Tekapo Community Board requests that council carry forward the balance of the Tekapo grants fund to the new financial year. b) That the Community Board recommend that Council adopt the 2021/22 fees and charges for the community facilities within the Community Board area as proposed, with the change to a standardised approach of a 20% discount for regular hall users who use the facility 10 times or more. Carried |
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Resolution 2021/69 Moved: Cr Matt Murphy Seconded: Cr Murray Cox 1. That the Minutes of the Fairlie Community Board Meeting held on Thursday 6 May 2021 be received. 2. That Council notes the following resolutions passed by the Fairlie Community Board: a) That the Fairlie Community Board instructs staff to come back to the next meeting with a proposal for community engagement on the Peace Trees. b) That the Fairlie Community Board asks Council to carry forward the balance of community board funds into the new financial year. c) That staff obtain a quote for the removal of the Fairlie Domain Douglas Fir from an MDC-approved contractor, and That the applicant be approached to discuss the costs for removal of the Douglas Fir, and if agreeable to meet the costs, that the tree and stump be removed, and That a suitable replacement deciduous tree be planted in the winter following the removal of the Douglas Fir, at a location within the Fairlie Domain. d) That the Community Board recommend that Council adopt the 2021/22 fees and charges for the community facilities within the Community Board area as proposed with the changes noted in the minutes. Carried |
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Resolution 2021/70 Moved: Cr Matt Murphy Seconded: Cr Murray Cox That the Minutes of the Council Meeting held on Tuesday 18 May 2021 be received and confirmed as an accurate record of the meeting. Carried |
The meeting adjourned at 11.13am for morning tea and reconvened at 11.32am.
RESOLUTION TO EXCLUDE THE PUBLIC
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Resolution 2021/71 Moved: Cr Anne Munro Seconded: Cr Matt Murphy 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 |
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Resolution 2021/72 Moved: Cr Anne Munro Seconded: Cr Emily Bradbury That Council moves out of closed meeting into open meeting. Carried |
The Meeting closed at 12.10pm.
The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 3 August 2021.
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CHAIRPERSON