Agenda of Maniototo Community Board meeting

Maniototo Community Board Agenda

4 March 2021

MINUTES OF A meeting of the
Maniototo Community Board
HELD IN THE Ranfurly Service Centre, 15 Pery Street, Ranfurly
ON Wednesday, 20 January 2021 commencing AT 2.00 pm

PRESENT: Mr R Hazlett (Chair), Mr M Harris (Deputy Chair), Cr S Duncan, Mr D Helm, Ms S Umbers

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Acting Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Kasibante (Finance Manager), M Adamson (Policy Advisor), N Aaron (Community Development Officer) and W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies at this meeting.

2 Public Forum

Hilary Allison and Stew Francis (Naseby Vision)

Mr Francis spoke about the water infrastructure that supplies Naseby. He advocated for storage capacity before the treatment plant as well as after it and pointed to items on the market currently that might be useful to retrofit the system. He noted that the storage tanks drained very quickly during the holiday season when there was a surge in population in Naseby. Ms Allison introduced members of Naseby Vision and then spoke to the private plan change for Dark Skies accreditation for Naseby. She introduced Jennie Grimmitt who is working with staff on writing the plan change. Ms Grimmitt introduced herself to the Board and briefly described the next steps in accreditation. The representatives from Naseby Vision then responded to questions from the Board.

Julie Howard (Stakeholder Engagement Manager) and Roy Noble (Project Director) (Transpower - Clutha / Upper Waitaki Project)

Representatives from Transpower gave an update of the Clutha/Upper Waitaki Lines Project. They reported that Transpower had decided against a workers village in Ranfurly and instead was renting accommodation for their workers. They reported that tower strengthening work had begun in the Maniototo and noted the concrete plant in Ranfurly had recently reopened to support this work. They mentioned that the work would be jumping between locations to help mitigate interference in lambing season. They noted that they would be putting up safety measures along the Rail Trail where lines go across the trail. They then took questions from the Board.

3 Condolences

The Chair referred to the deaths of John Hore, Bessie Pearson, Doug O’Neill, Stewart McKnight, Owen Becker and Trevor Mulholland. Members stood and observed a minute’s silence as a mark of respect.

4 Confirmation of Minutes

Committee Resolution

Moved: Helm

Seconded: Harris

That the public minutes of the Maniototo Community Board meeting held on 5 November 2020 be confirmed as a true and correct record.

Carried

5 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.

6 Reports for Decisions

21.1.2 Local Government New Zealand Community Board Conference 2021

A report from the Governance Support Officer to consider whether the Board would like to send representatives to the Local Government New Zealand Community Board conference in Gore, 22 to 24 April 2021 had been circulated.

Committee Resolution

Moved: Duncan

Seconded: Umbers

That the Maniototo Community Board

A. Receives the report and accepts the level of significance.

B. Declines to send any Maniototo Community Board members.

Carried

21.1.3 Grants Programme 2021-22

A report from the Policy Advisor to consider the process for grant applications following the adoption of the 2021-31 Long Term Plan, and to establish a one-off hardship grant had been circulated.

Committee Resolution

Moved: Duncan

Seconded: Umbers

That the Maniototo Community Board

A. Receives the report and accepts the level of significance.

B. Notes that the Grants Policy 2019 established that grant applications would no longer be accepted as submissions to the long-term plan.

C. Notes that transitioning to a fully contestable process may create a one-off funding gap for some groups, potentially causing financial hardship.

D. Agrees to establish a temporary hardship fund for the first quarter of the 2021-22 financial year, to be funded from the 2021-22 contestable grants budget.

Carried

21.1.4 Draft 2021/31 Long-term Plan Community Board Budgets

A report from the Executive Manager – Corporate Services to approve the draft budgets for inclusion in Council’s 2021/31 Long-term Plan Consultation Document and supporting documentation had been circulated.

Committee Resolution

Moved: Duncan

Seconded: Umbers

That the Maniototo Community Board

A. Receives the report and accepts the level of significance.

B. Adopts the draft 2021/31 Long-term Plan budgets.

C. Recommends to Council that the draft 2021/31 Long-term Plan budgets be accepted.

Carried

7 Reports for Information

21.1.5 Results and Analysis of the Maniototo Values Survey

A report from the Community Development Officer to consider the results and analysis of the Maniototo Values Survey had been circulated.

Committee Resolution

Moved: Duncan

Seconded: Harris

That the report be received.

Carried

21.1.6 Governance Report

A report from the Governance Support Officer to report on items of general interest and receive minutes and updates from key organisations had been circulated.

Committee Resolution

Moved: Umbers

Seconded: Helm

A. That the report be received.

B. That the changes to the 2021 Meeting Schedule be noted.

Carried

8 Mayor’s Report

21.1.7 Mayor's Report

His Worship the Mayor spoke to his report.

Committee Resolution

Moved: Duncan

Seconded: Helm

That the Maniototo Community Board receives the report.

Carried

9 Chair's Report

21.1.8 Chair's Report

Mr Hazlett reported on the following:

· Attended a meeting in Patearoa to discuss the trees by the domain, that grow into the power lines. He reported that the power company are planning to fell half of them.

· Attended a meeting of the Ida Valley Water Group. Mentioned that Anna Gillespie spoke at that session and explained about water and wetlands.

· Reported discussions about the Ranfurly cemetery. There were a few sinking graves and it is an ongoing problem.

· Discussed the recent flooding in the Maniototo and acknowledged the efforts of staff and also of Fulton Hogan.

Committee Resolution

Moved: Hazlett

Seconded: Duncan

That the report be received.

Carried

10 Members' Reports

21.1.9 Members' Reports

Ms Umbers reported on the following:

· Discussed the recent rain event. She noted water in Knox Street, Ranfurly where there is a channel but the water drains elsewhere and maybe a bigger culvert was needed. Reflected that despite the rain there was no water at the domain in Ranfurly.

· Reported that the drum for the rubbish at the campervan station was now gone. She noted that a lot of people came by but they have nowhere to dump rubbish. The only bin was at the 4 square café and it was often full to overflowing.

· Commented on the cleanliness of the transfer station in Ranfurly.

Mr Harris reported on the following:

· Discussed the bridge at Kyeburn and reflected on the water going through during the recent floods.

Mr Helm reported on the following:

· Reflected on the recent flooding in particular around Gimmerburn.

· Mentioned that the documents for the amalgamation of Fire and Emergency New Zealand and Rural Fire would be signed in the coming week. He reported that this has been worked out over a four month period and this was the first such amalgamation in the country.

Councillor Duncan reported on the following:

· Reported a recent trip around the Maniototo with His Worship the Mayor and Civil Defence. Mentioned the evacuation plan for Naseby and making sure that people were aware of the plan.

· Reflected on the recent flooding in the Maniototo.

· Reflected on Stewart McKnight’s recent funeral.

· Mentioned the amalgamation plans for Fire and Emergency New Zealand and Rural Fire.

· Mentioned the upcoming Council session next week.

· Reported a meeting in the coming weeks with stakeholders to discuss the current shearing industry.

Committee Resolution

Moved: Harris

Seconded: Umbers

That the report be received.

Carried

11 Date of the Next Meeting

The date of the next scheduled meeting is 4 March 2021.

12 Resolution to Exclude the Public

Committee Resolution

Moved: Duncan

Seconded: Harris

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
Confidential Minutes of Ordinary Board Meeting	The premature disclosure of the financial information would detrimentally affect the Council’s position in the negotiations	To carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) (s 7(2)(i)).
21.1.10 - Confidential Governance Report	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

Carried

The public were excluded at 4.02 pm

The Meeting closed at 4.09 pm.

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

CHAIRPERSON

4 March 2021

6 Reports for Decisions

21.2.2 Maniototo Fees and Charges 2021-22 Schedule

Doc ID: 523366

1. Purpose of Report

To approve the draft fees and charges schedule for the Maniototo Community Board and recommend that Council include these fees and charges in the 2021-31 Long-term Plan.

Recommendations

That the Maniototo Community Board

A. Receives the report and accepts the level of significance.

B. Recommends to Council to accept the changes for the Maniototo Ward to the Fees and Charges Schedule for 2021/22 as detailed and highlighted in Appendix 1.

C. Recommends Council adopt the fees and charges related to the Maniototo Ward as part of the Council’s annual fees and charges for the 2021/22 financial year.

2. Background

Each year the fees and charges are reviewed by staff. Required changes are put to the relevant Community Board or Council. Approved changes are updated in the Fees and Charges Schedule, which in turn will be included in the current Annual Plan or Long-term Plan.

3. Discussion

A review of the Fees and Charges Schedule has been completed, with a number of changes being identified for 2021/22 and detailed in Appendix 1. Once approved by the Community Board, the Fees and Charges Schedule will be updated and adopted as part of the long-term plan process for implementation from 1 July 2021.

The attached is a complete copy of the fees and charges schedule, with the highlighted area being specific for the Maniototo Community Board. There are no major increases to the Maniototo Ward schedule.

4. Options

Option 1 – (Recommended)

Accept the recommended changes to the Fees and Charges Schedule

Advantages:

· Allows changes to reflect current practices and cost recoveries.

· May lead to additional revenue and/or reduced rate burden on the rate-payer.

Disadvantages:

· Some members of the community may feel disadvantaged paying increased fees.

Option 2

Do not accept changes to the Fees and Charges Schedule.

Advantages:

· Status quo remains and users of the services do not incur increased fees.

Disadvantages:

· May not reflect a fair sharing of costs to the end user.

· Loss in revenue or a greater reliance on the rate-payer.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities through oversight by the elected members, and forms part of long-term plans and annual plans.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	This is consistent with budgets and policies contained within long-term plans and annual plans as these fees and charges increase income and reduce the burden on the rate-payer.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes as the majority of fees and charges are identified as a source of income under the Revenue and Financing Policy, or the Development and Financial Contributions Policy.
Considerations as to sustainability, the environment and climate change impacts	No considerations as to sustainability environment and climate change required.
Risks Analysis	This decision carries little to no risk to Council.
Significance, Consultation and Engagement (internal and external)	This report is not considered significant. The fees and charges schedule is included in the supporting document for the long-term plan consultation document and public awareness will be raise via this mechanism.

6. Next Steps

A complete schedule of the fees and charges will be submitted to each of the relevant community boards for approval. Once approved, the total suite of fees and charges will be presented to council with the recommendation that Council adopt the proposed fees and charges as part of the adoption process when adopting the 2021-31 Long-term Plan.

7. Attachments

Appendix 1 - Fees and Charges - MCB ⇩

Report author:	Reviewed and authorised by:

Jotham Kasibante	Leanne Macdonald
Finance Manager	Executive Manager - Corporate Services
12/02/2021	19/02/2021

4 March 2021

7 Reports for Information

21.2.3 Maniototo Financial Report For The Period Ending 31 December 2020

Doc ID: 522258

1. Purpose

To consider the financial performance overview as at 31 December 2020.

Recommendations

That the report be received.

2. Discussion

The operating statement for the six months ending 31 December 2020 shows a favourable variance of $77k against the revised budget.

	6 MONTHS ENDING 31 DECEMBER 2020				2020/21	2020/21
	YTD	YTD	YTD
	Actual	Revised Budget	Variance		Annual Plan	Full Year Revised Budget
	$'000	$'000	$'000		$000	$000
Income:
User Fees and Other Income	91	96	(5)	˜	176	189
Internal Interest Revenue	21	20	1	˜	105	41
Rates	449	449	-	˜	786	852
Reserves Contributions	17	-	17	˜	-	-
Other Capital Contributions	5	-	5	˜	-	-
Total Income	583	565	18	˜	1,067	1,082

Expenditure
Rates Expense	40	18	(22)	˜	36	36
Other Costs	35	62	27	˜	95	109
Staff	47	71	24	˜	127	142
Contracts	74	90	16	˜	145	193
Grants	11	21	10	˜	39	32
Fuel and Energy	38	26	(12)	˜	52	53
Building Repairs and Mtce	16	22	6	˜	39	43
Cost Allocations	123	132	9	˜	231	262
Internal Interest Expense	14	14	-	˜	2	28
Professional fees	-	1	1	˜	2	2
Depreciation	71	71	-	˜	212	141
Members Remuneration	9	9	-	˜	17	17
Total Expenses	478	537	59	˜	998	1,057
NET SURPLUS / (DEFICIT)	105	28	77		69	25
This table has rounding (=/-1)

Income for period ending 31 December 2020:

Operating income reflects a favourable variance to the budget of $18k.

· Reserves contributions are favourable by $17k. These are difficult to gauge when setting budgets, as it is dependent on the timing of development.

· There is a small unfavourable variance recorded for user fees and other income. At this stage it is hard to gauge if this is timing or a permanent reduction.

Expenditure for period ending 31 December 2020:

Expenditure has a favourable variance of $59k. These variances are detailed below.

· Rates expenses shows as an unfavourable variance of ($22k), and this is due to rates being paid in full at the commencement of the year. Phasing will be revised in the February forecast.

· Other costs have a favourable variance of $27k. These budgets are spread evenly over 12 months, however costs are captured as they occur and do not follow a consistent 12-month pattern. Costs include office expenses, health and safety and insurance costs.

· Staff costs are favourable against budget by $24k, and relates to the timing of recruitment, casual staff and vacancies.

· Grants is $10k favourable against budget, and this is due to the timing of grants being accepted and issued.

· Contracts are behind budget by $16k, and this is mainly due to the timing of planned maintenance on the Ranfurly Public Hall which contributes to $14k of the variance. Maintenance work is planned to commence in February and March including internal painting and applying polyurethane to the floor.

· Fuel and energy have an unfavourable variance ($12k), and this is due to electricity charges being higher than budget in community halls, milkbar and reserves. This may balance out as the year progresses with the new contract.

Capital Expenditure:

Capital expenditure for the period ending 31 December 2020 reflects a CAPEX underspend of $114k. The actual CAPEX spent ended at 27% of the total revised budget. Managers are currently undertaking the second forecast for this financial year.

	6 MONTHS ENDING 31 DECEMBER 2020				2020/21	2020/21
	YTD	YTD	YTD
	Actual	Revised Budget	Variance		Annual Plan	Full Year Revised Budget
	$'000	$'000	$'000		$000	$000
Parks & Reserves:
Other Reserves	20	90	70	˜	84	90
Taieri Lake Reserve	9	11	2	˜	5	16
Ranfurly Pool	23	29	5	˜	6	29
Cemeteries	-	10	10	˜	-	10
Total Parks & Reserves:	52	140	87		95	145

Property:
Property General	-	4	4	˜	-	4
Community Halls	7	7	-	˜	3	31
Maniototo Stadium	7	20	13	˜	7	51
Ranfurly Hall	-	10	10	˜	-	10
Pioneer Store	-	-	-	˜	-	4
Ranfurly Railway Station	-	-	-	˜	50	-
Ranfurly Arts Centre	-	-	-	˜	4	1
Total Property:	14	41	27		64	101
Total Capital Expenditure	66	181	114		159	246
This table has rounding (=/-1)

The significant variances are:

Parks and Reserves of $52k is favourable against revised budget by $87k. Projects still to make a start include landscaping at the Ranfurly cemetery and the rollout of playground and irrigation renewals.

Property has an overall favourable variance of $27k from a year-to-date revised budget of $41k. Currently the timing of the programme of work for property improvements is not aligned to the budget. The current forecast work will reflect if this is timing or a permanent delay.

Reserve Funds table for Maniototo Ward

· As of 30 June 2020 the Maniototo Ward had an audited closing balance in the Reserve Funds of $638k. This is the ward-specific reserves and does not factor in the districtwide reserves which are in deficit at ($11M). Refer to Appendix 1.

· Taking the 2019-2020 audited Annual Report closing balance and adding 2020-21 income and expenditure, carry forwards and resolutions, the Maniototo Ward is projected to end the 2020-21 financial year with a closing balance of $694k. This projection is subject to change once the February forecast is carried out as the forecast may help confirm timing of work programmes which will give staff a better understanding of this year’s activities.

3. Attachments

Appendix 1 - 202012 Maniototo Ward Reserve Funds table.pdf ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
12/02/2021	15/02/2021

Maniototo Community Board meeting

4 March 2021

Maniototo Community Board Status Report on Resolutions

Chief Executive Officer

Resolution 20.6.5 – November 2020

Maniototo Promotions Grant Applications 2020-21 Financial Year (Doc ID 511290)

That the Board:

A. Receives the report and accepts the level of significance.

B. Approves a grant of $1,364 to Naseby Information and Crafts Incorporated for printing of 10,000 copies of a Naseby See & Do guide brochure.

Requested $1,364 Approved $1,364

STATUS

February 2021 – no further update on report back – staff to follow up.

January 2021 – Applicant advised of resolution with information re uplifting grant. Grant uplifted. Staff to request report back asap.

November 2020 – Action memo sent to the Media and Marketing Manager

Planning and Environment

Resolution 20.4.4 – August 2020

Community Leasing and Licensing Policy (Doc ID 450822)

That the Board:

A. Receives the report and accepts the level of significance.

B. Recommends to Council that the draft Community Leasing and Licensing Policy be approved for public consultation.

STATUS CLOSED

February 2021 – On 3 February 2021 Council agreed to include green fees as subscription income, and approved the amended policy.

December 2020 – Following Council direction on 18 November, further feedback is being gathered on the definition of subscription income. Feedback is due 5 January 2021 and will be reported to the 3 February Council meeting.

November 2020 – Submissions have now closed. Submissions are being analysed and will be presented at the 18 November Council meeting.

September 2020 – The draft Policy was presented to Council on 26 August who authorised public consultation. The consultation period is open until 30 September.

August 2020 – Action memo sent to the Policy Advisor

Resolution 20.3.6

Lease of Kyeburn Reserve (Doc ID 446033)

That the Board:

A. Receives the report and accepts the level of significance.

B. Agrees to formally acknowledge that the Kyeburn Hall is owned by the Kyeburn Hall Committee.

C. Agrees to recommend that Council grants the Committee a lease pursuant to Section 61 (2A) of the Reserves Act 1977, on the following terms:

1. Permitted use: Community Hall

2. Term: 33 years

3. Rights of Renewal: None

4. Land Description: Sec 20 Blk VII Maniototo SD

5. Area: 0.4837 hectares

6. Rent: $1.00 per annum if requested

Subject to the Kyeburn Hall Committee:

1. Becoming an Incorporated Society

2. Being responsible for all outgoings, including utilities, electricity telephone, rubbish collection, rates and ground maintenance.

STATUS

February 2021 – Property and Facilities Officer - Ranfurly to meet Committee in May 2021 and discuss next steps.

September – December 2020 – Hall Committee are still working on getting their Incorporated status.

24 July 2020 – Council ratified the lease. Waiting for confirmation from the Hall Committee of their Incorporated status to issue the lease.

25 June 2020 – Kyeburn Hall Committee advised of Board’s resolution. Report for ratification of Lease going to Council on 15 July 2020.

June 2020 – Action memo sent to Property and Facilities Officer - Ranfurly

Resolution 19.5.9 – September 2019

Ex Patearoa School Building – Consent to Sublease (PRO 64-5111-L1)

A. RESOLVED that the report be received and the level of significance accepted.

B. RESOLVED that the Board consent to the Patearoa Community Trust Incorporated subleasing the school building to Dairy Farm Partnership for a term expiring 31 December 2021, subject to the Chief Executive Officer being satisfied with the sublease agreement.

C. RESOLVED that the Board consent to a variation of the lease between the Patearoa Community Trust Incorporated and Council by amending clause 3.2 to refer specifically to any future income from “a camping ground”, when the Trust income from the reserve is greater than operating costs.

STATUS ON HOLD

September 2020 – Updates to resume once matter no longer on hold.

May – July 2020 – No further progress to date

March 2020 – As per the below. Resolution to be placed on hold until the agreement has been received.

January 2020 - Patearoa Community Trust have advised that they are on hold with the proposed sub-lease with Dairy Farm Partnership.

November 2019 – Council’s Property and Facilities Officer – Maniototo has followed up with the Patearoa Community Trust and is waiting to view the agreement between the Trust and Dairy Farm Partnership.

October 2019 – Action memo sent to the Property and Facilities Officer – Maniototo.


AGENDA Maniototo Community Board Meeting Thursday, 4 March 2021 (Unless Central Government changes COVID-19 meeting restrictions before then, in which case it will be held electronically using Microsoft Teams and livestreamed)
Date:	Thursday, 4 March 2021
Time:	2.00 pm
Location:	Ranfurly Service Centre, 15 Pery Street, Ranfurly
Sanchia Jacobs Chief Executive Officer

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
22/02/2021	22/02/2021