Agenda of Maniototo Community Board meeting

Maniototo Community Board Agenda

22 July 2021

MINUTES OF A meeting of the Maniototo Community Board
HELD IN THE Ranfurly Service Centre, 15 Pery Street, Ranfurly
ON Thursday, 20 May 2021 commencing AT 2.02 pm

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

IN ATTENDANCE: L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services) and R Williams (Governance Manager),

1 Apologies

There were no apologies.

2 Condolences

The Chair referred to the deaths of Viv Matheson, Julia Curtis and Shirley Howden. Members stood and observed a minute’s silence as a mark of respect.

3 Confirmation of Minutes

Committee Resolution

Moved: Harris

Seconded: Duncan

That the public minutes of the Maniototo Community Board Meeting held on 15 April 2021 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

21.4.2 Hearing Submitters that wish to be Heard

Individual submitters spoke to their Long-term Plan submission.

Raylene Hansen spoke to the Board about her submission to the draft Long-term Plan and responded to questions. She tabled two documents, a copy of an email to the Roading Administration Assistant and information on body corporate governance.

21.4.3 Submissions on the Long-term Plan 2021-31 Consultation Document

To consider the submissions to the 2021-31 Long-term Plan Consultation Document on matters relating to the Maniototo ward.

The Board considered all submissions and noted the staff comments. Following discussion it was agreed that work on the bridge strategy was important to the ward and that Council would be asked to engage with the community prior to any action being undertaken.

The Board also noted the suggestion about improvements to the old ice rink area and requested further work on that.

Committee Resolution

Moved: Duncan

Seconded: Umbers

That the Maniototo Community Board recommend to Council

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

B. Receives and considers the submissions on the Long-term Plan.

C. Recommends to Council that they consider the importance of the bridge strategy and to engage with the community prior to any action being undertaken.

D. Recommends to Council that they request staff to consider the suggestion of filling in the ice rink with water, add planting and creating walkways and report back to the Board.

Carried

6 Date of the Next Meeting

The date of the next scheduled meeting is 10 June 2021.

The Meeting closed at 2.58pm.

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

CHAIR / /

22 July 2021

6 Reports for Information

21.5.2 Central Otago District Council Emissions Inventory and Management Plan

Doc ID: 544042

1. Purpose

To provide information on Council’s 2019-20 emissions inventory and emissions management and reduction plan.

Recommendations

That the report be received.

2. Discussion

At the June 30 meeting Council received a report on Central Otago District Council Emissions Inventory and Management Plan (Appendix 1).

Council resolved that it:

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

B. Notes council’s 2019-2020 emissions inventory report.

C. Agrees to set a target of reducing gross emissions by 52% over the next 5 years.

D. Approves council’s emissions management and reduction plan.

Council is committed to demonstrating community leadership by setting targets and measuring emissions. The Toitū Carbonreduce Programme will support engagement with the community in wider sustainability discussions.

The ‘2019-20 CODC Emissions Inventory Report’ (Appendix 2) is the first emissions report to be produced and sets out Central Otago District Council’s operational emissions (ie. emissions resulting from delivering Council activities) during the 2019-20 financial year. This report and the associated source data have been independently audited by Toitū Envirocare, giving Council and external partners assurance that the figures are accurate.

The Central Otago District Council emissions inventory report is compiled from use and emissions data from the following emissions sources: electricity, diesel (fuel), petrol, diesel (heating), lpg, coal, wastewater treatment, refrigerants (heatpumps), CO₂gas, air travel, rental cars, fertiliser use and waste to landfill.

Central Otago District Council has been divided into seven separate business units to provide more detailed information: Three Waters, Roading, Property and Facilities, Parks and Reserves, Pools, Solid Waste and General Council. These better reflect the major greenhouse-gas emission producers within Council’s organisational structure.

An overview of Central Otago District Council’s greenhouse-gas emissions by business unit is shown in Figure 1.

Figure 1: GHG emissions by business unit

Central Otago District Council is committed to managing and reducing its emissions in accordance with the Programme requirements. The ‘2019-20 CODC Emissions Management and Reduction Plan’ (Appendix 3) provides details of the emission reduction targets to be implemented. These are ‘SMART’ targets (specific, measurable, achievable, realistic, and time-constrained).

Key projects to reduce emissions include:

· Cromwell swimming pool LPG boiler replacement.

· Alexandra office coal fired boiler replacement.

· Double glazing of Alexandra council office.

· Continued transition to electric/hybrid vehicles.

· Replacement of diesel heating at Tarras hall.

· Improved waste diversion.

· Waste transferred to a landfill with gas capture and destruction system.

Council’s emissions management and reduction plan has set a target of reducing gross carbon emissions reported in 2019/20 by 52%. This 5-year target is on the basis of absolute reductions in greenhouse-gas emissions rather than a reduction in emissions intensity. A key challenge will be managing emissions reduction targets as the district continues to grow.

3. Attachments

Appendix 1 - Report to Council: Emissions Inventory and Management Plan ⇩

Appendix 2 - Emissions Inventory Report ⇩

Appendix 3 - Emissions Management and Reduction Plan ⇩

Report author:	Reviewed and authorised by:

Quinton Penniall	Julie Muir
Environmental Engineering Manager	Executive Manager - Infrastructure Services
2/07/2021	5/07/2021

Maniototo Community Board meeting

22 July 2021

21.5.7 Central Otago District Council Emissions Inventory and Management Plan

Doc ID: 540665

1. Purpose of Report

To consider Council’s 2019-2020 emissions inventory and emissions management and reduction plan.

Recommendations

That the Council

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

B. Notes council’s 2019-2020 emissions inventory report.

C. Agrees to set a target of reducing gross emissions by 52% over the next 5 years.

D. Approves council’s emissions management and reduction plan.

2. Background

Central Otago District Council has been working to understand, mitigate and adapt to the impacts of climate change since 2017. A report on climate change implications for the Central Otago District was commissioned and prepared by Bodeker Scientific: “The Past, Present, and Future Climate of Central Otago: Implications for the District.”

A resilience plan has been prepared to identify risks to critical council infrastructure. The plan includes actions and funding required to improve the resilience to events such as those caused by climate change.

Council adopted its Sustainability Strategy in February 2019. The strategy outlines steps that Council will take to be more sustainable; including measuring and reducing Council’s emissions through Toitū Carbonreduce Programme. The strategy has been developed to focus on issues Council directly controls in the first instance.

Council impacts on the sustainability of the community through both the services it provides and the regulatory processes it applies. The manner in which infrastructure services are provided can have a direct environmental impact. Council’s regulatory processes are designed to mitigate the impacts of today's development on the future.

Council declared a climate crisis in September 2019. This declaration was an acknowledgement of the urgency and scale of change needed to avoid the worst impact of climate change.

There are opportunities to reduce council’s carbon footprint, reduce environmental impacts and streamline business processes across all activities. Council will demonstrate community leadership by setting targets and measuring emissions. The Toitū Carbonreduce Programme will support engagement with the community in wider sustainability discussions.

3. Discussion

The ‘2019-20 CODC Emissions Inventory Report’ (Appendix 1) is the first such report to be produced; it sets out Central Otago District Council’s operational emissions (ie. emissions resulting from delivering Council activities) during the 2019-20 financial year. This report and the associated source data have been independently audited by Toitū Envirocare, giving Council and external partners assurance that the figures contained within are accurate.

The Central Otago District Council emissions inventory report is compiled from usage and emissions data from the following emissions sources: electricity, diesel (fuel), petrol, diesel (heating), lpg, coal, wastewater treatment, refrigerants (heatpumps), CO₂gas, air travel, rental cars, fertiliser use and waste to landfill.

As adapted from the Greenhouse Gas (GHG) Protocol, these emissions were classified into the following categories:

· Direct GHG emissions (Scope 1): GHG emissions from sources that are owned or controlled by the company.

· Indirect GHG emissions (Scope 2): GHG emissions from the generation of purchased electricity, heat and steam consumed by the company.

· Indirect GHG emissions (Scope 3): GHG emissions required by the Programme that occur as a consequence of the activities of the company from sources not owned or controlled by the company. Inclusion of other Scope 3 emissions sources is done on a case-by-case basis.

Central Otago District Council’s greenhouse-gas emissions (GHG) by scope is shown in Figure 1.

Figure 1: GHG emissions (tonnes CO2e) by scope

An overview of Central Otago District Council’s greenhouse-gas emissions (GHG) by business unit is shown in Figure 2.

Figure 2: GHG emissions by business unit

Council’s top 10 greenhouse-gas emissions by source is shown in Figure 3.

Figure 3: GHG emissions by source - top 10

Council’s largest emissions source is from the disposal the districts waste landfill. Central Otago District Council contracts the management of four transfer stations, kerbside collection and transfer to landfill to All Waste. All of Council’s kerbside and transfer station waste goes to Victoria Flats Landfill. The landfill is located within the Queenstown Lakes district.

The landfill is operated by SCOPE Resources under a build own operate transfer (BOOT) contract with Queenstown Lakes District Council. An agreement permits waste collected in the Central Otago district to be disposed at the landfill through to 2029.

Disposal of the districts waste to landfill is a Scope 3 additional emission and accounts for 72% of Council’s gross emissions.

Council’s second largest emissions source is a result of wastewater treatment throughout the district. It is a substantial source because it accounts for the entire districts’ wastewater production and treatment.

Waste (sludge and screenings) generated from wastewater treatment accounts for 8% of Council’s mandatory emissions. The incorporation of modern technology and processes during future upgrades will result in lower emissions when compared to the current facilities.

Another large emissions source is from electricity. Council has 165 metered sites under this source. Some reduction projects outlined in Appendix 2 (Table 1), while reducing other fuel use, will increase emissions from electricity.

Emissions from LPG and coal fired boilers account for over 9% of Council’s mandatory emissions.

Central Otago District Council is committed to managing and reducing its emissions in accordance with the Programme requirements. The ‘2019-20 CODC Emissions Management and Reduction Plan’ (Appendix 2) provides details of the emission reduction targets to be implemented. These are ‘SMART’ targets (specific, measurable, achievable, realistic, and time-constrained).

Key projects to reduce emissions include:

· Cromwell swimming pool LPG boiler replacement.

· Alexandra office coal fired boiler replacement.

· Double glazing of Alexandra council office.

· Continued transition to electric/hybrid vehicles.

· Replacement of diesel heating at Tarras hall.

· Improved waste diversion.

· Waste transferred to a landfill with gas capture and destruction system.

This emissions management and reduction plan has set the target for emission reductions from Scope 1, Scope 2 and mandatory Scope 3 emissions at 8% over the 5-year life of this plan. These emissions account for 26% of Council’s gross footprint and excludes emissions from the collection and transfer of district waste to landfill. This emissions reduction target will be measured on the basis of emissions per rateable property.

The report has also set a target of reducing gross carbon emissions reported in 2019/20 by 52%. This 5-year target is on the basis of absolute reductions in GHG emissions rather than a reduction in emissions intensity. A key challenge will be managing emissions reduction targets as the district continues to grow.

4. Options

Option 1 – (Recommended)

Agree to measure Council’s carbon footprint set carbon targets through the emissions management and reduction plan.

Advantages:

· Highlights Council’s commitment to sustainability.

· Sets targets for Council’s emissions management and reduction.

· Shows strong community leadership.

· Places the ownership of sustainability improvements on activities delivered by Council on Council.

· Contribute to emissions reduction targets for New Zealand set through the Climate Change Response (Zero Carbon) Amendment Act 2019.

Disadvantages:

· There is a cost associated with obtaining and maintaining certification with Toitu.

· Investment will be required to further reduce Council emissions.

Option 2

Do nothing

Advantages:

· No ongoing measurement and certification costs.

· No agreement to meet carbon targets.

Disadvantages:

· Does not demonstrate ownership or leadership on sustainability by Council.

· Is unlikely to reduce Council’s carbon footprint, as projects and programmes would not consider their relevant emissions.

· Council will not meet its obligations under the Climate Change Response (Zero Carbon) Amendment Act 2019.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the environmental wellbeing of communities, in the present and for the future by understanding and reducing emissions from Council related activities.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	No – projects outlined in the emissions management and reduction plan are consistent with proposed activities in the long term and annual plans.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, The following Council policies were considered: · Sustainability strategy · Long term plan
Considerations as to sustainability, the environment and climate change impacts	The emissions inventory report and emissions management and reduction plan supports the actions of Council’s Sustainability Strategy. The emissions management and reduction plan sets targets for Council to reduce its operational emissions.
Risks Analysis	There is reputational risk to Council if the proposed emissions management and reduction plan initiatives are not delivered.
Significance, Consultation and Engagement (internal and external)	The emissions inventory report and emissions management and reduction plan does not meet Council’s significance policy.

6. Next Steps

Following certification Council’s emissions inventory report and emissions management and reduction plan will be made available on Council’s website.

7. Attachments

Appendix 1 - Emissions inventory report 2019-20

Appendix 2 - Emissions management and reduction plan 2019-20

Report author:	Reviewed and authorised by:

Quinton Penniall	Julie Muir
Environmental Engineering Manager	Executive Manager - Infrastructure Services
21/06/2021	21/06/2021

22 July 2021

21.5.3 Maniototo Financial Report for the Period Ending 31 March 2021

Doc ID: 531614

1. Purpose

To consider the financial performance overview as at 31 March 2021.

Recommendations

That the report be received.

2. Discussion

The operating statement for the nine months ending 31 March 2021 shows a favourable variance of $75k against the revised budget.

	9 MONTHS ENDING 31 MARCH 2021				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	142	140	2	˜	180	193
Internal Interest Revenue	30	30	-	˜	41	41
Rates	647	647	-	˜	852	852
Reserves Contributions	17	-	17	˜	-	-
Other Capital Contributions	5	6	(1)	˜	-	-
Total Income	841	823	18	˜	1,073	1,086

Expenditure
Rates Expense	40	40	-	˜	36	40
Other Costs	52	60	8	˜	109	104
Staff	95	92	(3)	˜	142	139
Contracts	113	146	33	˜	187	193
Grants	13	21	8	˜	20	32
Fuel and Energy	49	49	-	˜	55	60
Building Repairs and Mtce.	23	31	8	˜	42	46
Cost Allocations	184	186	2	˜	262	255
Internal Interest Expense	19	20	1	˜	28	28
Professional fees	-	-	-	˜	2	4
Depreciation	106	106	-	˜	141	141
Members Remuneration	13	13	-	˜	17	17
Total Expenses	707	764	57	˜	1,041	1,059
NET SURPLUS / (DEFICIT)	134	59	75		32	27

Income for period ending 31 March 2021:

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.

Expenditure for period ending 31 March 2021:

Expenditure has a favourable variance of $57k. These variances are detailed below.

· Contracts have a favourable variance of $33k, and this is mainly due to the timing of planned maintenance on the Ranfurly Public Hall which contributes to $23k of the variance. Maintenance work was completed in March 2021, with invoices still to be received. Work carried out includes internal painting and applying polyurethane to the floor.

Capital Expenditure:

Capital expenditure for the period ending 31 March 2021 reflects a CAPEX spending is ahead of phasing, but within the annual revised budget. The actual CAPEX spent ended at 56% of the total revised budget.

	9 MONTHS ENDING 31 MARCH 2021				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	89	20	(69)	˜	12	90
Taieri Lake Reserve	9	9	-	˜	16	16
Ranfurly Pool	26	23	(3)	˜	29	29
Cemeteries	-	-	-	˜	10	10
Total Parks & Reserves:	124	52	(72)		67	145

Property:
Property General	5	-	(5)	˜	4	5
Community Halls	6	6	-	˜	24	31
Maniototo Stadium	7	7	-	˜	20	57
Ranfurly Hall	-	-	-	˜	-	10
Pioneer Store	-	-	-	˜	-	4
Ranfurly Arts Centre	-	-	-	˜	1	1
Total Property:	18	13	(5)		49	108
Total Capital Expenditure	142	65	(77)		116	253

The significant variances are:

Parks and Reserves have an overall unfavourable variance of ($72k). The Naseby playground and Maniototo park irrigation renewals projects are now completed within the overall annual revised budget, however the timing for this work is phased to occur in June 2021.

Property has an overall unfavourable variance of ($5k). This is due to the Fenton Library gutter replacement project being complete and again, the timing for is phased May 2021.

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 ($17.7M). 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 $537k.

3. Attachments

Appendix 1 - 202103 Maniototo Ward Reserve Funds table ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
5/05/2021	6/05/2021

Maniototo Community Board meeting

22 July 2021

BUSINESS		ACTION
PRESENT	A Pont, J Greig, K Munro, J Pringle, R Weir, K Wills, T Weir, R Kinney, T Blackshaw
APOLOGIES	L Anthony, J Bean, K Mulholland, K Gibson APOLOGIES ACCEPTED	K Munro/ R Kinney
PREVIOUS MINUTES	ACCEPTED AS TRUE AND CORRECT	A Pont/ J Greig
MATTERS ARISING	· Damage to wool bale installation - damage allegedly caused by members of the karate club who use this as punching bag. The offender/s will be asked to help with repair. T Weir purchased hessian from Spotlight and is in the process of tracking down original stencil. Maybe a temporary stencil can be copied from installation? · Pottery – Several community members are keen to be involved, we urgently need to move forward on the kiln installation · Mabef easels – 3 easels already purchased with Arts Council funds. J Greig to order 3 more. · Checklist for groups – what to do before leaving the building. A notice on each exit door “Have you turned off lights and heaters? and drained water in winter”. R Kinney to liaise with K Gibson re condition of cleanliness to leave it in. A Pont to bring label maker to next meeting! · Lottery Covid-19 Community Well-being Fund – Many thanks to Rural Art Deco Manitoto Inc for submitting application “Community Art Project – Mural in the Maniototo” for $50,000 on behalf of Arts Council (ineligible because not an incorporated society). See application in correspondence. Due to oversubscription, we were granted $10,000 for our project. Discussion re spending in General Business.
CORRES-PONDENCE	· Application to Lottery Grants Board – Covid-19 Community Well-being Fund “Mural in the Manitoto” December 2020 · Grant awarded - $10,000, on 2.2.21. Otina Korero Final Results Report due on 1.2.22 · Email to all groups using the Arts Centre – from R Kinney, reminder re house-keeping points: lights and heaters, damage to wool bale installation and cleaning. CORRESPONDENCE APPROVED	A Pont/ K Munro
FINANCIAL REPORT	Financial Report attached Bank balance: Cheque Account – 3,039.93 Savings Account – 7,148.09 Invoices to approve for payment Rug Doctor hire - $39.99 Hessian - $45.10	/
GENERAL BUSINESS	· Quiz nights at the Arts Centre – Terry Blackshaw spoke to Arts Council re idea of using Art Centre as a venue for monthly/fortnightly Quiz Night. AC suitable venue due to screen and computer. Any money over and above costs could be donated to Arts Centre or other charity. Discussion around: - teams taking turns to organise a raffle, - having snacks available (providing simple food could be fundraiser), - Terry can apply for temporary liquor licence. Terry to start this Wednesday 12^th May, 6.30pm. · Amalgamation of Promotions Group, Art Deco and Arts Council – discussion around the overlap of the 3 groups. Collaboration re spending of Covid grant money. We will go away and think about how we can best work towards our common goals. · Spending the $10,000 Covid Grant – Some ideas generated: (1) small murals printed on vinyl like the 8 art works already installed around Ranfurly. Maybe a competition for artists to submit works to be used? This would build on beautification work that has already been started. There could be a leaflet map of Ranfurly for walking tours to look at/learn about the artworks. (2) A neon light installation on the big wall at the Blue Cross Vet, or on the Art Deco building. Query - cost of power? (3) Something special at the entrance of Ranfurly (from Alexandra), to celebrate our town and welcome visitors. (4) A mural on the Arts Centre building (currently plain), depicting how the building is used and celebrating the vibrant multi-functional hub. Community involvement via a competition for ideas on subject matter. (5) A large Maniototo Art Deco mural on the side of the Fantail Kitchen. Painted by a local professional artist and scanned onto panels. This would create a photo opportunity for visitors already using the park space. The mural would celebrate our history and community identity, with potential for revenue through merchandise. This idea ticks most boxes of application: celebrates space used by the community and enhancing visitor experience. · Decision on spending $10,000 Covid Grant - $8,000 on mural for Fantail Kitchen (as discussed above) and $2,000 on Art Centre mural with community involvement on theme/subject matter. The Arts Centre to have a community open day for Mural Unveiling. Meeting closed at 7.58 pm
	Next Meeting date: AGM 20^th May 2021 Signed:

Maniototo Community Board meeting

22 July 2021

The Maniototo Community Arts Council

Minutes of Annual General Meeting held at Maniototo Arts Centre,

Reade Street at 6.00pm on Thursday 3 June 2021

BUSINESS		ACTION
PRESENT	A Pont, T Weir, J Greig, M Swinbourn, K Wills, K Munro, L Anthony, R Kinney
APOLOGIES	K Gibson, R de Jong, K Mulholland, T Canning, R Weir, C Murphy, L Scott APOLOGIES ACCEPTED	K Munro/ T Weir
PREVIOUS MINUTES	Minutes of previous AGM held on the 20 August 2020 were read ACCEPTED AS TRUE AND CORRECT	R Kinney/ K Munro
MATTERS ARISING	Nil
CORRES-PONDENCE	Nil CORRESPONDENCE APPROVED	L Anthony/J Greig
CHAIR- PERSON’S REPORT	Attached Read and accepted	A Pont/ J Greig
FINANCIAL REPORT	Financial Report up to 31.3.21 Bank balance Cheque account - $2,912.62 Saver account - $7,184.09 Total Club Funds - $10,096.71 Made a loss of $1,065.23, due to purchase of 6 easels and COVID cleaning supplies and equipment. Accounts audited by R Moore. T Weir purchased $30 4 Square voucher.	R Kinney/ A Pont
ELECTION OF OFFICERS	(Remaining the same as for 2020) President - A Pont R Kinney/K Munro Carried Secretary - R Kinney J Greig/T Weir Carried Treasurer - T Weir R Kinney/J Greig Carried Bookings - K Gibson New Arts Council Committee Members - K Wills and M Swinbourn J Greig/K Munro Carried Housekeeping - Remaining on a roster system Key drop off and money collection point - K Munro’s house Examiner or Statements - R Moore or E Kirk AGM closed at 6.29pm Followed by General Meeting – Minutes below
PRESENT	As for AGM
APOLOGIES	As for AGM APOLOGIES ACCEPTED
PREVIOUS MINUTES	Previous general meeting minutes from 22.4.21 read ACCEPTED AS TRUE AND CORRECT	L Anthony/A Pont
MATTERS ARISING	· Quiz nights at the Arts Centre - T Blackshaw has decided not to go ahead at this stage, but there is lots of community support for the idea, so could be picked up by another person/group. K Wills to investigate this idea as a Burn fundraiser. K Gibson to check if Wednesday night is still available. · Amalgamation of Promotions Group, Art Deco and Arts Council – perhaps the Promotions Group could align with Art Deco, keeping Arts Council separate. Arts Council to become an Incorporated Society. Checklist for Arts Centre users on leaving the building – Lights and heaters off, water drained in the winter, rubbish put into wheelie bin, leaving everything clean and tidy, writing in notebook if you run out of supplies - soap/ toilet paper/cleaning products etc, reporting damage in book, lock doors. List to be made and put on exit doors. · Notebook for Arts Centre – to record supplies needing to be stocked up, damages, batteries to be replaced etc. NOT FOR EMERGENCIES REQUIRING URGENT ATTENTION! L Anthony to purchase hard-covered spiral-bound notebook. K Munro to check the book and delegate the entries to the appropriate person to deal with. · COVID-19 Community Well-being Fund – $8,000 to include: - J Greig’s painting of mural design; enlargement and printing of mural onto panels; and installation of panels. $2,000 for mural for exterior of Arts Centre building, with community involvement re subject matter and design. This spending most closely fits our original application. R Kinney to email J Remnant re the mural for Arts Centre building. Advertisements on Burn and in Positively Maniototo re community involvement in design. Ask Resene to sponsor paint. T Weir to approach R Weir re using the Fantail Kitchen wall.
CORRES- PONDENCE	Faulty ranch sliding door of Arts Centre – emails between J Remnant and T Weir. Rollers not working well, so door best not to be used at present. J Remnant has requested funds to replace windows and doors with double-glazing, and is waiting to hear if this will be done. Ceramic Club cheque account – S Umbers emailed A Pont re this money ($3500). Two of the original signatories have passed away, C Smillie only signatory. Discussion re putting this money in a special Arts Council saving account, ear-marked for future ceramic use. T Weir to follow up. CORRESPONDENCE APPROVED	K Munro /A Pont
FINANCIAL REPORT	Financial Report attached Bank balance: Cheque Account - $2,425.09 Savings Account - $7,184.39 Outstanding Invoices - $220.00 K Gibson, key box
GENERAL BUSINESS	· Faulty Sliding Door – the main entrance to the Arts Centre is out of action due to broken lock and worn rollers. People/groups using the Arts Centre have been picking up/dropping off a back door key from K Munro. Rather than having numerous keys out in the Community, it has been decided to have a key box in situ on the front exterior wall of the Arts Centre, accessed by a 5 digit pin. This key will unlock small front door. R Kinney to ring representative of each user group and verbally pass on the key code. (And also remind each group about password for Arts Centre free wifi). · Winnie-the-Pooh 100^th Birthday 24^th August – K Mulholland provided ideas for celebration: - a picnic and cake at the Arts Centre, colouring competition with prizes. Start advertising this at Pre-schools and Primary Schools and discuss further at next meeting. · Front room lights – J Greig reported that one of the fluorescent tubes is not working and the power-hungry yellow spotlights do not provide adequate lighting for pastel workshops. Suggestion that these are replaced with white LED lights. R Kinney to include in email to J Remnant. · Flat batteries in Pottery room heatpump – K Munro to replace with new batteries. R Kinney to ask if R Graham has performed yearly check on heat pump. · Request for return visit from Gone Potty – People have been asking for another ceramic painting workshop for children. R Kinney to put in application for CCS funding in the September round. · Installation of heating in the toilets – to eliminate the need of draining the water in winter, therefore making the Arts Centre more user-friendly. J Greig suggested something like the Dampchaser ($106.89 from Bunnings), to stop the toilet water from freezing. R Kinney to include in email to Council. Also suggested in discussion – to insulate toilet windows with bubble wrap and Perspex. · Leak in ceiling next to kitchen – dripping occurred during the last rainfall, 29^th May. R Kinney to report this to Council. · Ranfurly Pastel Artist’s exhibition – proposed for Labour weekend. To be discussed further. Meeting closed at 7.50pm
	Next Meeting date: 12^th August 2021 Signed:

Maniototo Community Board meeting

22 July 2021

Maniototo Community Board Status Report on Resolutions

Planning and Environment

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

July 2021 – The Committee requested that the meeting be delayed until July, due to an illness.

May 2021 – due to delays, Property and Facilities Officer – Ranfurly to discuss next steps with Committee in June.

February - April 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

July 2021 – Formally emailed the Chair of the Patearoa Community Trust to progress matters, but have not yet received a reply.

June 2021 - Letter sent to Patearoa Community Trust chairman (Hunter Stevenson), requesting a copy of the sub lease given it is understood Dairy Farm Partnership continue to occupy the school building on an exclusive, permanent basis for which the Trust is receiving payment. Letter copied to Max Paterson.

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, 22 July 2021
Date:	Thursday, 22 July 2021
Time:	2.00 pm
Location:	Ranfurly Service Centre, 15 Pery Street, Ranfurly
(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

Name	Member’s Declared Interests	Spouse/Partner’s Declared Interests	Council Appointments
Stuart Duncan	Penvose Farms - Wedderburn Cottages and Farm at Wedderburn (shareholder) Penvose Investments - Dairy Farm at Patearoa (shareholder) Fire and Emergency New Zealand (member) JD Pat Ltd (Shareholder and Director)	Penvose Farms - Wedderburn Cottages and Farm at Wedderburn (shareholder) Penvose Investments - Dairy Farm at Patearoa (shareholder)	Otago Regional Transport Committee Patearoa Recreation Reserve Committee Design and Location of the Sun for the Interplanetary Cycle Trail Working Group
Mark Harris	Maniototo Lions (member) Ranfurly Curling Club (member)		Patearoa Water Scheme Liaison Committee
Robert Hazlett	D S Hazlett & Sons (Director)		Taieri Lake Recreation Reserve Committee
Duncan Helm	Maniototo Rugby Club (Life member) Sassenachs Rugby Club (member) Garibaldi Curling Club (member) St John Ambulance (Officer and Committee member) Sheep and beef farm (owner) Gimmerburn Cemetery (Committee member)	Nurse Manager at Maniototo Hospital
Sue Umbers	Maniototo Health Services		Maniototo Community Arts Council

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
12/07/2021	12/07/2021