Unconfirmed MINUTES Ordinary Council Meeting 3 November 2020 - Attachment Minutes of Council Meeti
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Unconfirmed MINUTES
Ordinary Council Meeting
3 November 2020Ordinary Council Meeting Minutes 3 November 2020
MINUTES OF MACKENZIE DISTRICT COUNCIL
ORDINARY COUNCIL MEETING
HELD AT THE COUNCIL CHAMBERS, FAIRLIE
ON TUESDAY, 3 NOVEMBER 2020 AT 9.30AM
PRESENT: Mayor Graham Smith, Deputy Mayor James Leslie, Cr Anne Munro, Cr Stuart
Barwood, Cr Emily Bradbury, Cr Matt Murphy
IN ATTENDANCE: Suzette van Aswegen (Chief Executive), Paul Numan (GM Corporate Services),
Tim Harty (GM Operations), Tim Mulcock (Transition Manager), Alexis Gray
(Manager People and Culture), Arlene Goss (Governance Advisor), Sam
Molyneux (Executive Assistant to the Mayor and Chief Executive), Phill Mackay
(Recovery Manager), Adrian Hodgett (Finance Manager), Scott McKenzie
(Roading Manager), Charlie O’Mannin (Reporter from Stuff).
1 OPENING
The Mayor opened the meeting with a karakia. He welcomed new executive assistant Sam Molyneux
and reporter Charlie O’Mannin.
2 APOLOGIES
An apology was received from Cr Murray Cox.
3 VISITORS
None.
4 DECLARATIONS OF INTEREST
There were no declarations of interest.
5 BEREAVEMENTS
The following bereavements were noted, and a moment of silence observed:
• Mary Catherine Gibson, of Fairlie, died on October 5. Wife of the late Bob and mother of
Maree and Mark, Kerry, Grant and Mags.
• Duncan Menzies, of Fairlie, died on October 18. Husband of the late Joyce, father of Grant
and Debbie, Craig and Blair.
Page 2Ordinary Council Meeting Minutes 3 November 2020
6 MAYOR'S REPORT
The Mayor took his report as read. He talked about the recent Zone 5 and 6 meeting and said there
was an interesting discussion on transport and plans for expansion at the Port of Lyttleton. Cr
Barwood suggested holding a workshop with LGNZ to discuss the three waters situation.
The Mayor congratulated those people who organised recent events in Fairlie – the Spring Fling and
the Buster Hurst Fundraiser. This night raised $60,000 to put towards the Westpac Rescue
Helicopter.
Cr Munro said local resident Professor Hurst has received an award for his services to astronomy.
The Mayor has written him a letter of congratulations on behalf of the councillors and the district.
6.1 CHIEF EXECUTIVE'S REPORT
Cr Leslie and Cr Munroe commended the chief executive for her detailed report.
She asked for two corrections to be made to the list of meetings. She did not attend the District
Plan workshop on October 29 and did not attend the airports stakeholder workshop.
Cr Munro asked if Destination Mackenzie had changed track due to COVID-19. The chief executive
said it had changed, not because of COVID-19 but because of the need to re-evaluate it. She said
engagement would start early in the new year. The timeframe for finishing the project had been
extended to November. The Mayor commended the chief executive for the work she had put into
Destination Mackenzie.
The Mayor said the upcoming Long-Term Plan and District Plan would take a lot of resources and
councillors needed to be aware of that.
Cr Barwood asked if the community centre hours of use had increased after reducing the charges.
Tim Harty offered to investigate this. The chief executive asked for a trend graph to be included
in the next agenda, rather than just the numbers.
Changes to staff roles were outlined. The economic development officer starts next Monday. Tim
Mulcock outlined what this role included.
Discussion took place on how Council would support catchment groups and farmers.
The need to fill vacant staff roles was discussed. Recruitment was difficult at this time of year.
Roles were being reviewed as part of the recruitment process. The Mayor said he was still
concerned about the large amount of leave owing to staff.
Alexis Gray noted that no lost time injuries had been reported. One near miss while driving had
been reported. A new online reporting tool to identify hazards in the workplace had been
launched with staff. There was currently a staff competition to encourage the use of this tool.
RESOLUTION 2020/58
Moved: Cr Anne Munro
Seconded: Deputy Mayor James Leslie
That the report be received.
CARRIED
Page 3Ordinary Council Meeting Minutes 3 November 2020
6.2 REPORT ON THE AUDIT OF COUNCILS COMMUNITY FACILITIES AND PARKS FACILITIES
The purpose of this report was for Council to formally receive the Community Facilities and Parks
Risks report, and to consider key actions resulting from the report.
Tim Harty updated the councillors on recent activity in the recreation sector, including the
successful opening of the Fairlie Swimming Pool.
He noted the documents that were attached to his report and outlined plans to engage with the
community on issues such as the Peace Trees. There was also the need to remove some trees
from cemeteries because they were encroaching on plots, and general maintenance work was
required on other trees in the district.
He asked the councillors for approval to spend money on a consultant to provide support to staff
with open spaces work.
Cr Munro asked if it was possible to assess all the trees at the same time as the Peace Trees were
assessed. Mr Harty said this would cost a lot and staff were being asked to collect information on
trees while out and about. There was a need to build a record of the location and general
condition of each tree.
Cr Barwood suggested working with the community to establish the history of trees and open
spaces. It was important to get this information documented for the future.
Cr Murphy noted this was work that should have been done as ‘business as usual’ rather than
from the money in the land subdivision fund. Mr Harty said he has checked, and this was an
appropriate use of the funds.
RESOLUTION 2020/59
Moved: Cr Anne Munro
Seconded: Cr Stuart Barwood
1. That the report be received.
CARRIED
RESOLUTION 2020/60
Moved: Cr Anne Munro
Seconded: Deputy Mayor James Leslie
2. That Council approves the release of the attached scopes to the market for tender purposes,
and further that
3. The tenders, when closed, are evaluated, and awarded in line with Council’s delegated
authority, and further that
4. Council approves the procurement of short-term support in the Open Spaces area, via Xyst
Limited, to a value not exceeding $75,000 and funded from approved budgets, and further
that
5. $10,000 is allocated from the operational reserves to undertake the Peace Tree assessment,
as outlined within the report.
CARRIED
Page 4Ordinary Council Meeting Minutes 3 November 2020
6.3 THREE WATERS AND FOOTPATH PROJECT UPDATE
The purpose of this report was to update Council on both the council funded Waters and Footpath
project process, and the national 3 Waters Reform Project.
Tim Harty took the report as read. All except one project is in the detailed design stage. The one
remaining project was the Fairlie Treatment Plant and a workshop with councillors was planned
to discuss this.
Regarding the 3 Waters project, information had been provided to Crown Infrastructure Partners
and there had been very few questions come back. Mr Harty was expecting the funding to arrive
this week. He was working hard on getting scopes drawn up.
He updated the councillors on the need to contribute water data to the national effort. This would
create a significant draw on staff time in both the assets and finance departments. It would be
possible to fund temporary contractors up to $60,000 to cover staff business-as-usual activity, to
allow staff time to collect and report this data. It was recognised that it would be a challenge to
find the right people who were qualified to step in and assist.
RESOLUTION 2020/61
Moved: Cr Stuart Barwood
Seconded: Cr Emily Bradbury
1. That the report be received.
CARRIED
RESOLUTION 2020/62
Moved: Cr Stuart Barwood
Seconded: Deputy Mayor James Leslie
2. That Council approves the procurement of Beca Limited at a cost of $25,000 to provide
support to complete the scopes of work for the 3 Waters Delivery Plan Projects, and
associated works, and further that
3. Beca be engaged via a variation to the existing engagement and funded through the pending
3 Waters Reform funding stream, and further that
4. Council approves the sole select appointment of Audit NZ as probity delivery of the contract.
CARRIED
6.4 ANNUAL SATISFACTION SURVEY REPORTS
Paul Numan said the survey results had been workshopped with councillors previously. He noted
that some of the results were good and there were some areas where more work was needed.
The Mayor said councillors needed to be mindful of what the community said. The chief executive
said Council was raising standards in building and compliance and this would impact on the
results.
Page 5Ordinary Council Meeting Minutes 3 November 2020
Councillors noted that in some areas more work was being done but public perception was that
levels of service were going down. Cr Murphy noted the way the survey was designed contributed
to difficulties in interpreting the results.
The chief executive was planning to change how these surveys were conducted in the future to
make them more effective. Different measures would be included in the next Long-Term Plan,
and different survey questions would flow from these.
RESOLUTION 2020/63
Moved: Cr Anne Munro
Seconded: Cr Emily Bradbury
That the report be received.
CARRIED
6.5 COVID-19 RECOVERY FUND
Phill Mackay was welcomed to the meeting and spoke to his report. The Mayor thanked him for
his work on Covid-19 recovery and the recent fire response.
Cr Murphy asked if this recovery fund was a one-off. Mr Mackay said yes, but there were some
issues coming up that would require consideration for continued funding as part of the Long-Term
Plan process. The current $200,000 in the fund had been put aside in the Annual Plan and was
supported by Council.
RESOLUTION 2020/64
Moved: Cr Anne Munro
Seconded: Cr Matt Murphy
That the report be received.
CARRIED
6.6 MACKENZIE COUNTY SCHOLARSHIP TRUST
The purpose of this report was for Council to consider a request for financial support from the
Mackenzie County Scholarship Trust. Paul Numan summarised his report and the request from
the trust.
Cr Munro asked if there were many applicants. She noted that first year tertiary education was
free now. Cr Barwood was on the panel last year and said one scholarship had one applicant, and
the others had about four applicants each. The applicants were of a high standard.
Cr Murphy wondered how active the trust was as he was not aware of them meeting and he had
been appointed as the council representative on the decision panel. Councillors had to be mindful
of the current financial climate before agreeing to fund the scholarships, and he was not aware if
the trust was looking elsewhere for funding.
Page 6Ordinary Council Meeting Minutes 3 November 2020
The chief executive noted that Council not only contributed money for the scholarships, but also
funded all the administration costs. This was a significant job that fell to the chief executive’s
assistant.
Cr Murphy suggested arranging a meeting with the trustees to discuss the future of the
scholarships. He suggested offering the trust $1,000 for each scholarship. Cr Barwood suggested
continuing the current arrangement of $2,000 per scholarship.
Cr Leslie said students from Mackenzie were at a disadvantage when considering tertiary
education because of the remoteness of the district and should be provided with assistance. The
councillors agreed to continue with the current arrangement this year and meet with the trust to
discuss this further.
RESOLUTION 2020/65
Moved: Cr Anne Munro
Seconded: Cr Stuart Barwood
1. That the report be received.
CARRIED
RESOLUTION 2020/66
Moved: Cr Stuart Barwood
Seconded: Cr Anne Munro
2. That Council notes the background in this matter including the request from Mackenzie County
Scholarship Trust and the financial considerations.
3. That Council continues to top up the yearly fund to cover the scholarship funding shortfall.
4. That Council called for a review of the current arrangement with the Mackenzie County
Scholarship Trust as per clause 4 of the trust deed.
CARRIED
6.7 UPDATE FROM MDC BUSINESS LIAISON OFFICER
The purpose of this report was to update Council on current activities related to business and
economic engagement. Business Liaison Officer Leaine Rush sent an apology, as she was not able
to attend the meeting.
The Mayor said he would provide an update. The Mayor’s taskforce for jobs allocated $400,000
to spend in the Mackenzie District to encourage people into jobs. What they were finding was
that there were plenty of jobs but not the people to do them. The Mayor joined the business
liaison officer in Queenstown for a jobs event and set up a “come to Mackenzie” stand. 300 people
came by and names were collected. A lot of these people were foreign nationals who needed an
employer and a visa to stay in the country.
The Mayor has organised a meeting with the South Canterbury Chamber of Commerce to discuss
this further.
Page 7Ordinary Council Meeting Minutes 3 November 2020
He said the business liaison officer has done a great job. She is in contact with a lot of businesses
in the district.
RESOLUTION 2020/67
Moved: Cr Anne Munro
Seconded: Deputy Mayor James Leslie
1. That the report be received.
CARRIED
6.8 CORRESPONDENCE FROM TIMARU LIONS REGARDING BIKE SKILLS PARK IN TIMARU
The purpose of this report was to seek instructions from Council on how to respond to a request
from Timaru Lions for a donation towards a new Bike Skills Park in Timaru.
The Mayor noted that the Fairlie Lions Club was not aware of this request when asked. Although
this was a good initiative volunteers were currently building a skate park in Fairlie and Council
needed to support this, as well as show support for local Lions Club initiatives.
Cr Munro said she wanted more information and moved staff recommendation 4 – that the Lions
Club be asked for a grant application.
Cr Murphy said requesting more information would waste people’s time if the intention was not
to provide a grant. He moved recommendation 2 – that council decline the request. This was
seconded by Cr Leslie. Cr Munro withdrew her motion and further discussion followed.
A vote was taken, and the result was an equal split.
Cr Munro then re-moved recommendation 4 – that the Lions Club be asked for a grant application.
A vote was taken, and this was carried by majority vote.
RESOLUTION 2020/68
Moved: Cr Stuart Barwood
Seconded: Cr Emily Bradbury
That the report be received.
CARRIED
MOTION
Moved: Cr Matt Murphy
Seconded: Deputy Mayor James Leslie
That Council declines the request from Timaru Lions Club for a donation towards a Bike Skills Park
in Timaru.
In Favour: Crs James Leslie, Emily Bradbury and Matt Murphy
Against: Crs Graham Smith, Anne Munro and Stuart Barwood
EQUAL
Page 8Ordinary Council Meeting Minutes 3 November 2020
RESOLUTION 2020/69
Moved: Cr Anne Munro
Seconded: Cr Stuart Barwood
That Council instructs staff to ask Timaru Lions Club to supply a grant application form that
includes the amount requested and is supported by financial statements, including how much
money is coming from other sources, and that this be considered at the next council meeting.
In Favour: Crs Graham Smith, Anne Munro, Stuart Barwood and Emily Bradbury
Against: Crs James Leslie and Matt Murphy
CARRIED
6.9 MEETING SCHEDULE FOR 2021
The purpose of this report was to advise Council of the Schedule of Meetings for the Mackenzie
District Council and Council Committees for 2021.
The schedule was adopted with the following changes requested:
• The Commercial and Economic Development Committee, Engineering and Services
Committee, and Planning and Regulation Committee are to hold more regular meetings
on a six-weekly cycle.
• Every Tuesday in 2021 would be a meeting reserve day and this would be added to the
schedule.
• The governance advisor would attempt to avoid scheduling meetings during school
holidays if possible.
RESOLUTION 2020/70
Moved: Cr Anne Munro
Seconded: Cr Stuart Barwood
1. That the report be received.
CARRIED
RESOLUTION 2020/71
Moved: Cr Emily Bradbury
Seconded: Cr Stuart Barwood
2. That the Schedule of Meetings attached to the agenda, showing the meeting dates for 2021,
be adopted with the changes noted above.
CARRIED
Page 9Ordinary Council Meeting Minutes 3 November 2020
7 COMMUNITY BOARD RECOMMENDATIONS
Nil
8 CONFIRM COUNCIL MINUTES
8.1 MINUTES OF COUNCIL MEETING - 22 SEPTEMBER 2020
RESOLUTION 2020/72
Moved: Cr Matt Murphy
Seconded: Deputy Mayor James Leslie
That the Minutes of the Council Meeting held on Tuesday 22 September 2020 be received and
confirmed as an accurate record of the meeting.
CARRIED
9 ADJOURNMENTS
The meeting adjourned for morning tea at 11.20am and reconvened at 11.29am.
9.1 LATE ITEM - COUNCIL FINANCIAL REPORT
The Mayor welcomed Finance Manager Adrian Hodgett to the meeting. Discussion of the financial
report included the following matters:
• The annual audit has been intense. Auditors have been on site for five weeks. Council was
nearly at the end of the process.
• Timing issues had affected some of the financial results such as roading expenditure. This
was down on budget because activity goes quiet in winter and ramps up over the summer
period.
• Capital expenditure was also due to catch up with budgets in the summer months.
• The only challenge in current capital spending would be the Fairlie Treatment Plant. This
would be workshopped with councillors.
• Covid-19 had affected income in some areas such as planning and regulation.
• The lag time between the financial report (to the end of September) and current date
(November) was explained as being due to timelines required for invoicing.
• There was a big focus on spending community board money in the townships.
The finance manager was thanked for his report.
RESOLUTION 2020/73
Moved: Cr Anne Munro
Seconded: Deputy Mayor James Leslie
That the report be received.
Page 10Ordinary Council Meeting Minutes 3 November 2020
CARRIED
10 PUBLIC EXCLUDED
RESOLUTION TO EXCLUDE THE PUBLIC
RESOLUTION 2020/74
Moved: Cr Stuart Barwood
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:
General subject of each matter Reason for passing this Ground(s) under section 48 for
to be considered resolution in relation to each the passing of this resolution
matter
12.1 - Minutes of Public s7(2)(b)(ii) - the withholding of s48(1)(a)(i) - the public conduct
Excluded Council Meeting - 22 the information is necessary to of the relevant part of the
September 2020 protect information where the proceedings of the meeting
making available of the would be likely to result in the
information would be likely disclosure of information for
unreasonably to prejudice the which good reason for
commercial position of the withholding would exist under
person who supplied or who is section 6 or section 7
the subject of the information
13.2 - Allocation of Grants from s7(2)(a) - the withholding of the s48(1)(a)(i) - the public conduct
the Promotion of Tekapo information is necessary to of the relevant part of the
Township (Genesis) Fund protect the privacy of natural proceedings of the meeting
persons, including that of would be likely to result in the
deceased natural persons disclosure of information for
which good reason for
withholding would exist under
section 6 or section 7
14.3 - Te Manahuna Ki s7(2)(h) - the withholding of the s48(1)(a)(i) - the public conduct
Uta/Destination Mackenzie - information is necessary to of the relevant part of the
Appointment of Beca enable Council to carry out, proceedings of the meeting
Consortium as Project without prejudice or would be likely to result in the
Management Lead Part 2 disadvantage, commercial disclosure of information for
activities which good reason for
withholding would exist under
s7(2)(i) - the withholding of the
section 6 or section 7
information is necessary to
enable Council to carry on,
without prejudice or
disadvantage, negotiations
(including commercial and
industrial negotiations)
Page 11Ordinary Council Meeting Minutes 3 November 2020
15.4 - Pukaki Downs and Ohau s7(2)(a) - the withholding of the s48(1)(a)(i) - the public conduct
Fire information is necessary to of the relevant part of the
protect the privacy of natural proceedings of the meeting
persons, including that of would be likely to result in the
deceased natural persons disclosure of information for
which good reason for
withholding would exist under
section 6 or section 7
16.5 - Tekapo Lake Resort s7(2)(b)(ii) - the withholding of s48(1)(a)(i) - the public conduct
Limited - Concept Design the information is necessary to of the relevant part of the
approval - Lakeside Drive protect information where the proceedings of the meeting
Tekapo making available of the would be likely to result in the
information would be likely disclosure of information for
unreasonably to prejudice the which good reason for
commercial position of the withholding would exist under
person who supplied or who is section 6 or section 7
the subject of the information
17.6 - Twizel Medical Centre s7(2)(b)(ii) - the withholding of s48(1)(a)(i) - the public conduct
Build - High Country Medical the information is necessary to of the relevant part of the
Trust protect information where the proceedings of the meeting
making available of the would be likely to result in the
information would be likely disclosure of information for
unreasonably to prejudice the which good reason for
commercial position of the withholding would exist under
person who supplied or who is section 6 or section 7
the subject of the information
18.7 - Contract 1255 Tender s7(2)(b)(ii) - the withholding of s48(1)(a)(i) - the public conduct
Acceptance - Streetlight the information is necessary to of the relevant part of the
Maintenance and Renewals protect information where the proceedings of the meeting
2020-2022 making available of the would be likely to result in the
information would be likely disclosure of information for
unreasonably to prejudice the which good reason for
commercial position of the withholding would exist under
person who supplied or who is section 6 or section 7
the subject of the information
19.8 - Fairlie Skate Park s7(2)(b)(ii) - the withholding of s48(1)(a)(i) - the public conduct
the information is necessary to of the relevant part of the
protect information where the proceedings of the meeting
making available of the would be likely to result in the
information would be likely disclosure of information for
unreasonably to prejudice the which good reason for
commercial position of the withholding would exist under
person who supplied or who is section 6 or section 7
the subject of the information
20.9 - Unbudgeted Building s7(2)(a) - the withholding of the s48(1)(a)(i) - the public conduct
Control Authority Costs information is necessary to of the relevant part of the
protect the privacy of natural proceedings of the meeting
persons, including that of would be likely to result in the
deceased natural persons disclosure of information for
which good reason for
s7(2)(i) - the withholding of the
information is necessary to
Page 12Ordinary Council Meeting Minutes 3 November 2020
enable Council to carry on, withholding would exist under
without prejudice or section 6 or section 7
disadvantage, negotiations
(including commercial and
industrial negotiations)
21.10 - Building Control s7(2)(h) - the withholding of the s48(1)(a)(i) - the public conduct
Authority Realignment Business information is necessary to of the relevant part of the
Case enable Council to carry out, proceedings of the meeting
without prejudice or would be likely to result in the
disadvantage, commercial disclosure of information for
activities which good reason for
withholding would exist under
s7(2)(i) - the withholding of the
section 6 or section 7
information is necessary to
enable Council to carry on,
without prejudice or
disadvantage, negotiations
(including commercial and
industrial negotiations)
22.11 - Risk Management Report s7(2)(c)(ii) - the withholding of s48(1)(a)(i) - the public conduct
the information is necessary to of the relevant part of the
protect information which is proceedings of the meeting
subject to an obligation of would be likely to result in the
confidence or which any person disclosure of information for
has been or could be compelled which good reason for
to provide under the authority of withholding would exist under
any enactment, where the section 6 or section 7
making available of the
information would be likely
otherwise to damage the public
interest
CARRIED
RESOLUTION 2020/75
Moved: Deputy Mayor James Leslie
Seconded: Cr Anne Munro
That Council moves out of closed meeting into open meeting.
CARRIED
The Meeting closed at 3.24pm.
Page 13Ordinary Council Meeting Minutes 3 November 2020
The minutes of this meeting were confirmed at the Ordinary Council Meeting held on 15
December 2020.
...................................................
CHAIRPERSON
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