Agenda of Teviot Valley Community Board meeting

Teviot Valley Community Board Agenda

11 March 2021

MINUTES OF A mEETING OF THE
Teviot Valley Community Board
HELD IN THE Roxburgh Service Centre, 120 Scotland Street, Roxburgh
ON Thursday, 21 January 2021 COMMENCING AT 2.00 pm

PRESENT: Mr R Gunn (Chair), Ms S Feinerman (Deputy Chair), Mr N Dalley, Cr S Jeffery

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Acting Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Kasibante (Finance Manager), G Bailey (Parks and Recreation Manager), L Stronach (Property Officer – Statutory), M Adamson (Policy Advisor) and W McEnteer (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: Dalley

Seconded: Feinerman

That apologies from Ms C Aitchison be received and accepted.

Carried

2 Public Forum

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

Representatives from Transpower gave an update on recent activities in the Clutha / Upper Waitaki lines project. They reported they were currently putting up hurdles over the road where lines go over. They noted that the lines were replaced under tension and that was the reason for the hurdles. They noted that they hoped to finish lines work from Roxburgh to Earnscleugh in the second week of March and would begin working on other parts of the project. They then responded to questions from the Board.

3 Confirmation of Minutes

Committee Resolution

Moved: Feinerman

Seconded: Dalley

That the minutes of the Teviot Valley Community Board meeting held on 12 November 2020 be confirmed as a true and correct record.

Carried

4 Declaration of Interest

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

5 Reports for Decisions

21.1.2 Request to Extend Rights Contained in Existing Easement Over the Roxburgh Recreation Reserve

A report from the Property Officer – Statutory to consider an application to extend the rights contained in an existing easement held over part of the Roxburgh Recreation Reserve had been circulated.

Committee Resolution

Moved: Gunn

Seconded: Feinerman

That the Teviot Valley Community Board

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

Moved: Jeffery

Seconded: Dalley

B. Recommends to Council to approve the application to extend the rights contained in the existing easement over Part Section 181 Block II Teviot Survey District (recreation reserve) in favour of Section 175 Block II Teviot Survey District and Lot 1 DP 450706 to include:

· the right to drain sewerage; and,

· the right to convey water, power, and telecommunications.

Subject to:

· the Minister of Conservation’s consent.

· the landowners paying all costs associated with preparing and registering the easement on record of title OT15C/974.

C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution.

Carried

21.1.3 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: Feinerman

Seconded: Gunn

That the Teviot Valley Community Board

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

B. Declines to send any Teviot Valley Community Board members.

Carried

21.1.4 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: Gunn

Seconded: Feinerman

That the Teviot Valley 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 process.

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 agreed Teviot grant allocation for the 2021-31 Long-term Plan.

Carried

21.1.5 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.

After discussion it was decided that only interest and income generated from the reserves, for example leases, should be taken from reserves to offset rates.

Committee Resolution

Moved: Feinerman

Seconded: Jeffery

That the Teviot Valley Community Board

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

Moved: Gunn

Seconded: Feinerman

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

Moved: Jeffery

Seconded: Feinerman

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

Carried

6 Reports for Information

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: Gunn

Seconded: Jeffery

A. That the report be received.

Moved: Feinerman

Seconded: Dalley

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

Carried

7 Mayor’s Report

21.1.7 Mayor's Report

His Worship the Mayor spoke to his report.

Committee Resolution

Moved: Gunn

Seconded: Jeffery

That the Teviot Valley Community Board receives the report.

Carried

8 Chair's Report

21.1.8 Chair's Report

Mr Gunn reported on the following:

· Attended the prizegiving for Roxburgh Area School.

· Attended the Roxburgh Volunteer Fire Brigade gold star evening.

· Attended two Teviot Valley rest home meetings.

· Attended the Emergency Management training day.

· Attended a meeting of the Swimming Pool Committee.

· Attended the presentation on the Lake Onslow project.

· Attended an Ida McDonald Trust meeting.

· Attended a meeting of the Roxburgh Medical Services Trust.

· Attended a Teviot Valley Town and Country Club dinner. Noted the guest speaker for the evening was Donna Matahaere-Atariki which included discussion of the potential for Ngāi Tahu to purchase the old health camp.

· Mentioned the recent rain event and the monitoring creeks and streams around the Teviot Valley.

Committee Resolution

Moved: Feinerman

Seconded: Dalley

That the report be received.

Carried

9 Members' Reports

21.1.9 Members' Reports

Ms Feinerman reported on the following:

· Attended the Emergency Management training day.

· Attended a walkways meeting

· Attended a presentation on the Lake Onslow project.

· Attended a meeting of the swimming pool committee.

Mr Dalley reported on the following:

· Attended the Emergency Management training day.

Councillor Jeffery reported on the following:

· Attended an ORC meeting in Roxburgh

· Attended two Council meetings.

· Attended Council Long-term Plan workshops.

· Attended a presentation on the Lake Onslow project.

· Attended two Central Otago Labour Market Governance Group meetings.

· Attended a Hearings Panel meeting

· Noted that McKenzie’s Beach has been very busy and that it might be useful to have a temporary toilet installed there.

· Noted the recent flooding event and mentioned that the culvert north of Roxburgh was coming soon.

· Reflected on how busy the Millers Flat pool has been recently.

· Attended a Medical Services Trust meeting.

Committee Resolution

Moved: Feinerman

Seconded: Jeffery

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 11 March 2021.

The Meeting closed at 3.14pm.

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

CHAIRPERSON

11 March 2021

5 Reports for Decisions

21.2.2 Teviot Valley Fees and Charges 2021/22 Schedule

Doc ID: 523846

1. Purpose of Report

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

Recommendations

That the Teviot Valley Community Board

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

B. Recommends to Council to accept the changes for the Teviot Valley 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 Teviot Valley 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 Teviot Valley Community Board. There are no major increases to the Teviot Valley 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 - TVCB.pdf ⇩

Report author:	Reviewed and authorised by:

Leanne Macdonald	Sanchia Jacobs
Executive Manager - Corporate Services	Chief Executive Officer
16/02/2021	22/02/2021

11 March 2021

6 Reports for Information

21.2.3 Teviot Valley Financial Report - Period Ending 31 December 2020

Doc ID: 522262

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 $24k against the revised budget.

	6 MONTHS ENDING 31 DECEMBER 2020				2020/21	2020/21
	YTD	YTD	YTD			Full Year
	Actual	Revised Budget	Variance		Annual Plan	Revised Budget
	$'000	$'000	$'000		$000	$000
Income:
Internal Interest Revenue	12	17	(5)	˜	62	35
User Fees & Other	12	10	2	˜	18	19
Reserves Contributions	3	-	3	˜	-	-
Rates	229	229	-	˜	382	416
Total Income	256	256	-	˜	462	470
Expenditure
Rates Expense	13	5	(8)	˜	10	10
Cost Allocations	71	70	(1)	˜	126	136
Other Costs	26	51	25	˜	82	79
Staff	9	17	8	˜	74	34
Fuel & Energy	5	9	4	˜	13	13
Contracts	55	46	(9)	˜	67	88
Building Repairs and Mtce	14	16	2	˜	13	23
Grants	17	19	2	˜	26	23
Members Remuneration	9	9	-	˜	17	17
Internal Interest Expense	-	1	1	˜	3	1
Depreciation	45	45	-	˜	128	89
Total Expenses	264	288	24	˜	559	513
Operating Surplus / (Deficit)	(8)	(32)	24		(97)	(43)

Income for period ending 31 December 2020:

Operating income reflects no significant variances from budget and internal interest revenue is trending lower than budget due to low market interest rates.

Expenditure for period ending 31 December 2020:

Expenditure has a favourable variance of $24k. These variances are detailed below.

· Rates expense is higher than budget. This is due to rates being paid in full at the beginning of the financial year. The budget variance will be corrected in the February forecast, though a small variance will stay for the remainder of the year.

· Other costs show a favourable variance of $25k against budget. Main cost centres contributing to the underspend are Roxburgh reserve trees, professional fees, compliance schedule and research projects expenditure.

· Contracts are slightly over budget by $9k. This is due to timing of the Roxburgh reserves maintenance contract to the budget.

Capital Expenditure:

Capital expenditure for the period ending 31 December 2020 reflects a CAPEX underspend of $11k. The actual CAPEX spent ended with a 37% spend against total revised budget. Managers are currently working on their second forecast for this financial year.

	6 MONTHS ENDING 31 DECEMBER 2020				2020/21	2020/21
	YTD	YTD	YTD			Full Year
	Actual	Revised Budget	Variance		Annual Plan	Revised Budget
	$'000	$'000	$'000		$000	$000
Parks & Reserves:
Roxburgh Reserves - Landscaping & Planting	12	10	(2)	˜	10	10
Community Halls - Furniture & Fittings	-	-	-	˜	-	-
Roxburgh Reserves - Bins, Signs, Structures	-	8	8	˜	8	8
Roxburgh Reserves - Play Equipment	-	-	-	˜	16	16
Millers Flat Recreation Reserve – Tennis Courts	2	10	8	˜	12	12
Total Parks & Reserves	14	28	14	˜	46	46
Property:
Roxburgh Town Hall	3	-	(3)	˜	-	-
Total Property	3	-	(3)	˜	-	-
Total Capital Expenditure	17	28	11	˜	46	46

Parks and reserves is $14k favourable against budget. Work programmes have yet to commence on the Millers Flat tennis courts and bins and signs and structures in Roxburgh. Landscaping and planting on Roxburgh reserves is now slightly over budget ($2k).

Property has a small unfavourable variance due to the replacement of the oven at the Millers Flat Community Hall, which was outside of budget ($3k).

Reserve Funds table for Teviot Valley Ward

· As at 30 June 2020 the Teviot Valley Ward had an audited closing reserve funds balance of $1.28M. This is the ward specific reserves and does not factor in the district-wide reserves which are in deficit at ($11M). Refer to Appendix 1.

· Taking the 2019-20 audited Annual Report closing balance and adding 2020-21 income and expenditure, carry forwards and resolutions, the Teviot Valley Ward is projected to end the 2020-21 financial year with a closing balance of $1.22M. 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 Teviot Valley Ward Reserve Funds table.pdf ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
15/02/2021	16/02/2021


AGENDA Teviot Valley Community Board Meeting Thursday, 11 March 2021
Date:	Thursday, 11 March 2021
Time:	2.00 pm
Location:	Roxburgh Service Centre, 120 Scotland Street, Roxburgh
(Unless Central Government changes COVID-19 meeting restrictions before then, in which case it will be held electronically using Microsoft Teams and livestreamed) Sanchia Jacobs Chief Executive Officer

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
26/02/2021	1/03/2021