Agenda of Maniototo Community Board meeting - Thursday, 2 September 2021

Maniototo Community Board Agenda

2 September 2021

MINUTES OF A meeting of the Maniototo Community Board
HELD IN THE Ranfurly Service Centre, 15 Pery Street, Ranfurly
ON Thursday, 22 July 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), S Jacobs (Chief Executive Officer), L van der Voort (Executive Manager - Planning and Environment), Q Penniall (Acting Executive Manager – Infrastructure Services), A McDowall (Finance Manager), D McKewen (Accountant) and W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies.

2 Condolences

The Chair referred to the deaths of Gwyn Brenssell, Des Styles, Edith Burrows, Dorothy McKnight, John Steele, Kay Hodge and Mary Keenan. Members stood and observed a minute’s silence as a mark of respect.

3 Public Forum

There was no public forum at this meeting.

4 Confirmation of Minutes

Committee Resolution

Moved: Umbers

Seconded: Harris

That the public minutes of the Maniototo Community Board Meeting held on 20 May 2021 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 Information

21.5.2 Central Otago District Council Emissions Inventory and Management Plan

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

Committee Resolution

Moved: Duncan

Seconded: Helm

That the report be received.

Carried

21.5.3 Maniototo Financial Report for the Period Ending 31 March 2021

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

Committee Resolution

Moved: Umbers

Seconded: Harris

That the report be received.

Carried

7 Mayor’s Report

21.5.4 Mayor's Report

His Worship the Mayor reported on the following:

· Attended the recent Ranfurly business breakfast.

· Noted a visit to one of the closed bridges in the Maniototo and mentioned that there will be further information on bridges at a future council meeting.

· Attended a meeting with Southland DHB regarding the COVID-19 vaccine roll-out in Ranfurly and Roxburgh. Noted that it should be starting within the next couple of weeks.

· Visited the new café that had opened in Naseby.

· Noted the work on merging the Naseby winter sports facilities.

Committee Resolution

Moved: Duncan

Seconded: Helm

That the Maniototo Community Board receives the report.

Carried

8 Chair's Report

21.5.5 Chair's Report

The Chair gave an update on activities and issues since the last meeting:

· Mentioned the 3 Waters reforms and a recent public information session with AWS Legal regarding water schemes.

· Noted that the felling of trees at the Waipiata domain is complete.

· Noted damage to walkway bridge at Patearoa, but noted that it was privately owned.

· Mentioned a phone call from Phil Dowling regarding the ice rink amalgamation.

· Noted a phone call from Hazel Harrison about the paperwork for the grant for the Naseby Early Settlers group.

· Mentioned a letter received from the Ranfurly business breakfast group regarding financial assistance for a community project. They were encouraged to apply as part of the contestable grants process.

Committee Resolution

Moved: Hazlett

Seconded: Umbers

That the report be received.

Carried

9 Members' Reports

21.5.6 Members' Reports

Members gave an update on activities and issues since the last meeting.

Ms Umbers reported on the following:

· Noted that there had been poor reinstatement of the tar sealed areas from the recent fibre cable installation in Caulfield Street, Ranfurly. Staff mentioned that there will be an inspection of work when the work is completed to ensure that the ground has been reinstated correctly.

Mr Harris reported on the following:

· Mentioned recent discussions about 3 Waters reform.

· Noted that the Otago women’s rugby team had a training session at Gimmerburn recently.

Mr Helm reported on the following:

· Mentioned the state of roads currently in the Maniototo and noted that they were in good condition this winter.

· Noted that there was quite a lot of water on Dungannon Street, Ranfurly which might indicate a leak.

Councillor Duncan reported on the following:

· Attended a Council meeting on 30 June.

· Attended the Ranfurly business breakfast.

· Attended the recent Howl of a Protest.

· Mentioned recent flooding in the South Island.

Committee Resolution

Moved: Umbers

Seconded: Harris

That the report be received.

Carried

Note: Councillor Duncan left the meeting at 3:10 pm.

10 Status Reports

21.5.7 July 2021 Governance Report

To report on items of general interest, receive minutes and updates from key organisations and consider the legacy and current status report updates.

Committee Resolution

Moved: Harris

Seconded: Helm

That the report be received.

Carried

11 Date of the Next Meeting

The date of the next scheduled meeting is 2 September 2021.

12 Resolution to Exclude the Public

Committee Resolution

Moved: Umbers

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
21.5.8 - Confirmation of Non-Public Minutes from Ordinary Board Meeting	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
21.5.9 - July 2021 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 3:12 pm and the meeting closed at 3.33 pm.

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

CHAIR / /

Maniototo Community Board meeting

2 September 2021

21.6.11 Naseby Water Supply

Doc ID: 547589

1. Purpose of Report

To consider upgrading of the Naseby treatment plant to provide service during climatic events which affect the quality of the source water.

Recommendations

That the Council

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

B. Agrees to proceed with construction of a clarifier, pH correction, and flocculation tank to be funded from tranche 1 of the water stimulus funding.

C. Directs staff to investigate options for an alternative water source for the Naseby water supply, including consideration of a single Maniototo water treatment site.

2. Background

A significant rainfall event occurred from 1 January to 4 January 2021 which resulted in Naseby receiving high turbidity raw water from the Hawkdun irrigation race. This caused the treatment plant to become in-operable which resulted in the reservoirs emptying, and a period of 10 hours of no water supply to Naseby properties. The treatment plant was subsequently bypassed to enable raw water to be supplied, with a boil water notice in place for 28 days.

Following this event there has been discussion within the community regarding the water levels in the reservoirs, council’s response to the event, and the quality of communication regarding the event. Consultants Beca were engaged to undertake a review of the following:

· A timeline of the event.

· What occurred at the plant as the event developed.

· A record of communications and the timeliness of these relative to changes occurring in the situation.

· A review of the plant’s performance.

· A review of the actions taken at the time of the event, including provision of water tankers.

· Storage levels in the reservoirs prior to and during the event.

· Expected consumption rates for this period, including peak population.

· Capacity of reservoirs relative to demand.

· Recommendations regarding resilience improvements to avoid this occurring in the future.

The following information was used to inform the review :

· Analysis of data and information relating to the event itself – water flows, rainfall, population.

· Engagement with Council staff – infrastructure and communications.

· Review of public communications from Council relating to the event.

· Engagement with Council contractors and water treatment plant operators.

· Meeting with Maniototo Community Board and Naseby Vision to understand views and key issues on behalf of the local community.

The report received from Beca regarding the event is attached. The key findings are:

Cause and Reservoir Levels

The water treatment plant was operating at maximum capacity prior to the rain event, and was struggling to meet demand due to high visitor numbers. The reservoirs were however maintaining a steady level between 80% and 96% up to 1 January which indicates that the plant was meeting demand during low turbidity over the peak period.

When the rain event occurred, the plant began automated backwash procedures at 1pm on 1 January, as the turbidity increased. The reservoir level at this time was 80%. The reservoir level began dropping from this point due to the inability of the plant to treat water to keep up with demand.

The plant automatically shut down between 8am and 9am on 2 January due to turbidity exceeding the setpoint of 7 NTU. During this event turbidity reached 500-700 NTU.

Reservoir storage at 9am on the 2 January was 36%. A conserve water notice was issued at 10am on 2 January, with the reservoirs becoming empty at 6am on 3 January.

13 attempts were made to restart the plant, but the programming would not allow this to occur above a turbidity on 7 NTU. A bypass was then put in place to enable the raw water to enter the reservoirs and a boil water notice was implemented.

Communications

The Beca report provides detail regarding community feedback regarding communication throughout the event.

This identifies that while a wide range of communication methods was used over the course of the event, the feedback from the community was that the communication was not adequate.

The report acknowledges that both the communications team, and infrastructure teams are small and there was a lot to keep on top of during the event. There are a number of recommendations, some of which have already been implemented, and the remaining will be implemented by November. These include:

· Development of templates to support the communications team, as well as a tour of sites to increase understanding of how the system operates.

· A daily summary providing a situation update from the water services team.

· The Get Ready system be used to notify the public of boil water events.

· Ensuring information is provided to the afterhours service, and has been disseminated by them to all their staff.

· Specific communication with the Naseby Holiday Park regarding decreasing reservoir levels, and onsite storage at the Holiday park to manage pressure and supply interruptions.

· Public updates on tankers being removed for refilling

· Education on three waters reform

· Update the community on outcome of this review.

Council has appointed a Water Operations Team Leader who will lead this work. This person has experience in public communication and liaison during significant water events and will add a valuable skill set to the water team.

Procedural Performance

The Beca report acknowledges that there was widespread damage across the region from this weather event and that council and Fulton Hogan allocated resources appropriately. Recommendations, and the follow up actions by council are:

· Priorities for responding to events – council has an emergency response plan which covers the recommendations in the report, and this was followed for this event. Training will be provided to new infrastructure staff on these procedures as part of their induction process

· Availability of council personnel and key service providers – ensure that water and communications staff are rostered on-call over holiday periods and public holidays. The Executive Team will discuss how this cover will be managed.

· Ensure that key external providers are available on call during holiday periods. Fulton Hogan provide this service as part of their contract with council and responded appropriately to this event. Discussion will be held with other key external providers to ensure an on-call service is available for other service providers.

Emergency Operating Procedures

The Beca report acknowledges that the scale of this event was such that a boil water notice for 14 days would have been required regardless of the procedures that were implemented.

A trade-off is required between shutting down the system entirely for 14 days, and relying solely on tanker water, or keeping water flowing into households for sanitary and firefighting purposes and extending the timeline of the event in order to clean the system.

The report discusses options for setting the turbidity levels before the plant shuts down at a higher level, with a boil water notice still implemented. The benefit of this is that the duration of the event would be shorter. This would only work for milder events (<15NTU). An emergency operating procedure is being developed for this scenario.

Peak Demand

There is a high level of uncertainty regarding peak population within Naseby over the Christmas/New Year period. Cell phone data analysis suggests a peak population of just under 1000 people. The local community believes that the population over this period is between 3000-4000 people.

This difference has significant water capacity and cost implications. Council staff will undertake a survey with accommodation providers to understand peak capacity, and some residential surveys may need to be undertaken over the Christmas period to supplement this.

Leak detection work is also being undertaken to ensure that there is no significant water loss occurring.

Plant Performance

A number of improvements to the source, treatment process and the reticulation could be implemented to improve the reliability of the water supply and prevent or shorten future events. Further investigation has been undertaken on the options that have been presented in the Beca report and cost estimates prepared. These are:

· Improved treatment

o installing a clarifier to reduce the turbidity to a level where it can be treated –$320,000

o duplicate key treatment items to provide redundancy –$570,000

o installation of pH adjustment –$250,000

o flocculation tank improvements - $50,000 (included in clarifier cost above)

o filtration upgrade - $30,000 (completed)

· Increased treatment capacity

o investigate visitor numbers during peak times to understand demands

o depending on the amount of increased capacity required, increase treatment capacity above 5 L/s (second intake, second filter, second UV, second blower and backwash pump, increased PACl and hypo storage, duplication of pipework, associated installation –$1,070,000

· Increased water storage 1500m3 raw water storage to provide three to four days of peak storage –$3,100,000 – this is not recommended as the issue in meeting peak demand is due to the restrictions on the plant capacity, and not on the storage capacity. High turbidity events also last for in excess of four days. The treatment capacity can be more cost effectively addressed, and provide a better outcome, than increasing water storage.

· Source protection – the report recommends that an alternative source is identified or a legal agreement is negotiated with the irrigation company to protect water quantity and quality in recognition of the importance of public water supply over commercial use. Council staff believe that it is impractical and inappropriate to shift this risk to the irrigation company. Issues relating to water sources within the broader Maniototo area are discussed below.

3. Discussion

The procedural, emergency operating procedure, and communications recommendations in the Beca report are able to be implemented quickly, and at minimal cost. Many of these have already been undertaken, with the remainder to be completed by November.

There are three council operated water schemes within the Maniototo area, at Naseby, Ranfurly, and Patearoa. These supplies all have resilience issues during moderate rainfall events, and during drought conditions.

The operating environment for provision of community water supplies is changing significantly due to a number of factors. These include changes to the consenting of water takes, enforcement of the New Zealand Drinking Water Standards, and increased costs to upgrade the supplies to meet these standards.

Consenting of Water Takes

Central Otago District Council has been an active participant in the Otago Territorial Authorities submission on the Otago Regional Council (ORC) Plan Change 7. This has provided an increased level of understanding of the likely considerations and conditions that will be applied to the future allocation of water for community water supplies.

The two water take consents from the Eweburn for Ranfurly expire in October 2021 and are currently being renewed. The ORC is considering the renewal of these in accordance with the provisions of Plan Change 7. The renewed consents are likely to be for a period of either six years, or 14 years with additional requirements relating to Plan Change 7.

The Ranfurly water supply is also supplemented during dry periods with water purchased from the Hawkdun irrigation race. The Naseby water supply is solely provided from the Hawkdun irrigation race. The consents for this water are held by the Hawkdun Irrigation Company and expire in 2037.

The Patearoa water supply is sourced from the Sowburn, and the consent for this take expires in 2050.

While community water supplies have a higher priority for allocation of water than irrigation water, the use of the irrigation infrastructure to source and supply community water supplies adds another level of complexity and source management issues.

Draft Plan Change 7 amendments that have been negotiated between the Otago Terriotrial Authorities and the Otago Regional Council for community water supplies. These extend the time period for consents from 6 years to 2035, and add requirements for demand management and water conservation, consideration of storage of rainwater and the use of reservoirs, and analysis of water use patterns for different sectors for the purpose of identifying end users. This includes identifying consequential effects of the end use of water from different water users for supply of water beyond the next six years. It is expected that these requirements will be included in the next Otago Regional Land and Water Plan.

Establishment of New Drinking Water Regulator

Tauamata Arowai has now been established as the new drinking water regulator and are expected to take over all regulatory functions in November 2021 after the Water Service Bill is adopted. This Bill will provide new legislation to enable enforcement of the existing New Zealand Drinking Water Standards with penalties for non-compliance.

The draft penalties for recklessness in supply of unsafe drinking water is a term of imprisonment not exceeding 5 years or a fine not exceeding $600,000, or both for an individual, or a fine not exceeding $3 million for a body corporate or an unincorporated body.

The draft penalty for negligence is a fine not exceeding $300,000 for an individual, and $1.5 million for a body corporate or an unincorporated body.

There are a number of other penalties ranging from $25,000-$75,000 for an individual, and $100,000 - $300,000 for a body corporate or an unincorporated body.

It will be necessary for council to demonstrate that it is actively working towards upgrading the Maniototo water supplies to meet the drinking water standards. This includes demonstrating that the supplies are resilient to expected climatic events.

The requirements to meet the New Zealand Drinking Water Standards and the penalties for not meeting these apply irrespective of three waters delivery reform.

Costs for Upgrading and Operating Treatment Plants

Initial rough estimates to upgrade water treatment plants were based on the expectation that simple filtration, UV treatment, and chlorination would achieve compliance. In order for this to occur the source water quality would have to be a consistently high quality. This is not achievable for any of the water supplies in Central Otago, as water is either sourced from open water sources, or shallow bores.

This means additional treatment processes and plant redundancy is required to enable capacity to be maintained when the quality of source water deteriorates due to climatic events. This increases both initial capital costs, and ongoing operational costs. The life span of the components is between 10 and 20 years which also results in relatively high depreciation costs.

The skill level required to operate these more complex treatment plants is higher, resulting in increased skilled resources being required. Historically an operator could manage several plants, but the higher complexity plants are more likely to require a full time operator for each plant.

A budget of $455,000 was provided for upgrading of the Naseby water supply in 2018/19, with $758,000 being spent. While the upgrade undertaken is adequate to meet the New Zealand Drinking Water Standards during perfect conditions, the plant is unable to provide treated water during even moderate rain events.

A budget of $600,000 was provided for upgrading of the Ranfurly water supply and $300,000 for Patearoa in 2020/21. Investigation work on these upgrades commenced in 2020 and has been focussed on analysing the quality of the source water during different seasons. The initial recommendation for both the Patearoa and Ranfurly supplies has been that consideration should be given to finding alternative water sources. It is likely that the upgrading required to meet the drinking water standards and provide resilience to weather events will require significantly more funding than has currently been budgeted.

In order to ensure that treated water meets the drinking water standards, and is resilient to climatic events, a wider range of options needs to be considered than initially proposed. This includes consideration of alternative water sources and combining the treatment for two or three townships at one site. Estimates will then need to be recalculated for these options.

The options presented below include upgrading the Naseby supply to remain an independent supply with the current water source, or alternatively an interim upgrade to enable the supply to continue to operate during moderate weather events, with potential for connection to an alternative source in the future.

4. Options

Option 1 – (Recommended)

Undertake an interim upgrade of the Naseby water treatment to enable the existing plant to operate during periods of high water turbidity in the Hawkdun irrigation race. Retain the existing plant capacity until consideration of a new source and combined Maniototo water treatment site is completed. Water restrictions and conserve water notices may be required if a climatic event occurs which reduces the plant capacity during peak demand period.

This would include the construction of a clarifier, pH correction, and flocculation tank improvements. The estimated cost of this work is $570,000. It would exclude increasing redundancy, increasing capacity, and increasing storage which would be an additional cost of $4,740,000.

Advantages:

· Improvements could be implemented within 9 months (dependent on material supply)

· Cost of $570,000 can be accommodated within tranche 1 of the water stimulus funding

· Will enable water to continue to be treated during moderate turbidity events

· Will shorten the period of time for boil water notices during extreme climatic events

· Consideration of an alternative source can be undertaken prior to further significant investment.

Disadvantages:

· Water restrictions may be required during the peak population time which is typically two weeks over Christmas and New Year

· Boil water notices may still be required if turbidity is exceptionally high following extreme climatic events.

Option 2

Undertake a complete upgrade of the Naseby water treatment to enable the existing plant to operate during periods of high water turbidity in the Hawkdun irrigation race. This would require increased plant redundancy and capacity to enable the plant to meet peak demand during extreme climatic events.

This would include the construction of a clarifier, pH correction, flocculation tank, increased redundancy, and increased plant capacity. The estimated cost of this work is $2,210,000. It would exclude increasing storage which would be an additional cost of $3,100,000.

Advantages:

· Part of the plant could be shutdown for cleaning during peak periods, while the remaining section continues operating. This would reduce the risk of water restrictions or conserve water notices being required during peak demand periods.

· Will enable water to continue to be treated during moderate turbidity events

· Will shorten the period of time for boil water notices during extreme climatic events

Disadvantages:

· Boil water notices may still be required if turbidity is exceptionally high following extreme climatic events.

· Increased cost of $1.64 million over option 1, which has not been budgeted.

· Potential of increased sunk costs if an alternative water source and combined Maniototo treatment plant is identified as a preferred option.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social and economic wellbeing of the Naseby and Maniototo communities, in the present and for the future by providing and interim water treatment solution while a more resilient and longer term option is identified.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	The proposed option can be accommodated within the provisions of tranche 1 of the water stimulus funding
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes
Considerations as to sustainability, the environment and climate change impacts	The proposed option is to find a solution for water treatment for the Maniototo which provides resilience and reliability to climatic events, and expected future impacts from climate change. It also considers the longer term sustainability of the current supply from the Hawkdun irrigation race.
Risks Analysis	Another extreme event could occur at peak demand where turbidity still exceeds the ability of the plant to operate at full capacity. Costs could increase, and project timing could be prolonged due to material supply issues. Staff have engaged Beca to continue with designing option 1 while council considers this issue. This will enable ordering of materials if needed as soon as a decision is made.
Significance, Consultation and Engagement (internal and external)	Information will be provided to the community regarding the options available, and the reasons for the decision that is made following the council meeting.

6. Next Steps

· Project scope change request made to Crown Infrastructure Partners to substitute Naseby clarifier upgrade for Naseby reservoir storage project – submitted

· Water testing to inform design - underway

· Specification of clarifier, flocculation tank, and pH correction – underway

· Council decision – 11 August

· Material quotations and procurement – mid September

· Fabrication and delivery – mid November

· Installation – December – February

· Commissioning – March 2022

7. Attachments

Appendix 1 - Naseby Water Treatment Plant Review

Report author:	Reviewed and authorised by:

Julie Muir	Sanchia Jacobs
Executive Manager - Infrastructure Services	Chief Executive Officer
29/07/2021	3/08/2021

2 September 2021

21.6.3 Maniototo Financial Report for the Period Ending 30 June 2021

Doc ID: 548961

1. Purpose

To consider the financial performance overview as at 30 June 2021.

Recommendations

That the report be received.

2. Discussion

These statements are designed to give an overview on the end of financial year performance. It is important to note that as the Annual Report 30 June 2021 is compiled that the figures below may change as required.

The operating statement for the 12 months ending 30 June 2021 shows a favourable variance of $116k against the revised budget.

	12 MONTHS ENDING 30 JUNE 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	190	193	(3)	˜	180	193
Internal Interest Revenue	37	41	(4)	˜	41	41
Rates	839	852	(13)	˜	852	852
Reserves Contributions	20	-	20	˜	-	-
External Interest & Dividends	1	-	1	˜	-	-
Other Capital Contributions	5	6	(1)	˜	-	6
Total Income	1,092	1,092	-	˜	1,073	1,092

Expenditure
Rates Expense	40	40	-	˜	36	40
Other Costs	72	104	32	˜	109	104
Staff	114	137	23	˜	142	137
Contracts	173	193	20	˜	187	193
Grants	19	32	13	˜	20	32
Fuel and Energy	45	60	15	˜	55	60
Building Repairs and Mtce.	28	46	18	˜	42	46
Cost Allocations	254	255	1	˜	262	255
Internal Interest Expense	24	28	4	˜	28	28
Professional fees	-	4	4	˜	2	4
Depreciation	159	141	(18)	˜	141	141
Members Remuneration	17	17	-	˜	17	17
Total Expenses	945	1,057	112	˜	1,041	1,057
Operating Surplus / (Deficit)	147	35	112		32	35
Valuation Gains	4	-	4		-	-
NET SURPLUS / (DEFICIT)	151	35	116		32	35

Income for period ending 30 June 2021:

Operating income reflects a nil variance to the revised budget and a slight increase of $19k compared to the 2020/21 Annual Plan.

· Reserves contributions are favourable by $20k. These are difficult to gauge when setting budgets, as it is dependent on the timing of development.

Expenditure for period ending 30 June 2021:

Expenditure has a favourable variance of $112k and $96k favourable compared to the 2020/21 Annual Plan. The revised budget variances are detailed below.

· Depreciation has an unfavourable variance of ($18k). This variance is mainly due to the increase in value of the Ranfurly pool as part of the 30 June 2020 valuation. This increase was identified after the 2020/21 Annual Plan was adopted.

· Staff has a favourable variance of $23k. The staffing costs variance is a result of staffing requirements, mainly seasonal.

· Other costs at $32k, contracts at $20k and building repairs and maintenance at $18k have favourable variances. These expenses are more needs-based and will vary against budget from time to time.

Capital Expenditure:

Capital expenditure for the period ending 30 June 2021 reflects that CAPEX spending is behind the revised budget. The actual capital spent ended at 62% of the total revised budget. In comparison to the 2020/21 Annual Plan, the capital expenditure reflects 157% completion rate with the increase in spending in other reserves due to approved carry forwards from 2019/2020.

	12 MONTHS ENDING 30 JUNE 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	94	90	(4)	˜	12	90
Taieri Lake Reserve	11	16	5	˜	16	16
Ranfurly Pool	28	29	1	˜	29	29
Cemeteries	-	10	10	˜	10	10
Total Parks & Reserves:	133	145	12		67	145

Property:				˜
Property General	5	5	-	˜	4	5
Community Halls	6	31	25	˜	24	31
Maniototo Stadium	4	57	53	˜	20	57
Ranfurly Hall	10	10	-	˜	-	10
Pioneer Store	-	4	4	˜	-	4
Ranfurly Arts Centre	-	1	1	˜	1	1
Total Property:	25	108	83		49	108
Total Capital Expenditure	158	253	95		116	253
This table has rounding (=/-1)

The significant variances are:

Parks and Reserves have an overall favourable variance of $12k. The cemetery gates project is being requested to carry forward to the 2021/22 financial year. The tree work at the Taieri Lake Recreation reserve has now been completed.

Property has an overall favourable variance of $83k.

· Community halls projects at the Patearoa Hall remains incomplete. This is due to the significant structural issues with the Hall.

· Maniototo stadium heat pump and hot water cylinder replacement projects are to be carried forward into the 2021/22 financial year.

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 district-wide 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 $472k.

3. Attachments

Appendix 1 - Maniototo Community Board Reserves Table - Unaudited ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
13/08/2021	16/08/2021

Maniototo Community Board meeting

2 September 2021

BUSINESS

ACTION

PRESENT

A. Pont, S. Umbers, K. Wills, M. Swinbourn, K. Munro, D. Grundy,

K. Mulholland, J. Greig, T. Weir, K. Gibson .

APOLOGIES

L. Anthony, R. Kinney,

APOLOGIES ACCEPTED

K. Gibson/

A. Pont

PREVIOUS MINUTES

Previous minutes from 3 June 2021 read.

ACCEPTED AS TRUE AND CORRECT

A. Pont/

K. Munro

MATTERS ARISING

To be discussed in general business

CORRES-PONDENCE

· Email correspondence between R. Kinney and J. Remnant from CODC 9^th, 15^th,14^th June 2021

CORRESPONDENCE APPROVED

K. Gibson/ A. Pont

FINANCIAL REPORT

Financial report attached.

(Financial report presented to quorum after meeting closed.)

Cheque account - $1363.06

Savings account - $7,185.30

Total - 8,548.36

Invoices to approve for payment – Nil

Ceramics club account has been closed and funds donated to Maniototo Arts Council account via Westpac bank.

T. Weir/

Mulholland

GENERAL

BUSINESS

Leak in ceiling – CODC maintenance looking to do temporary repair, hex screw roof budgeted for 2022/23 re: email correspondence.

Four Year plan - T. Weir handed out copies of the four year plan for maintenance and upkeep of the Art Centre provided from CODC.

This was positively received by Art Council. Respectfully, suggestion made that some changes to the order of time frames for some projects would be beneficial with higher priority needs evident. In particular, the slider door in the main room and, more recently identified the door to the small meeting room lock and handle is not working well. Health and safety concerns were raised, as well as being extremely inconvenient for access to the building. Plan: R. Kinney to liaise with CODC about this.

Front room lights – CODC has had Graham electrical price up the cost of updating the lights to LED. Spotlights - $406 including labour. Fluorescent tubes - $756. Council happy to replace bulbs but no budget for fittings at this stage - Art Council would have to self-fund this.

Plan: J. Greig to look into the price of purchasing LED bulbs at Mitre 10 or somewhere similar, if reasonable priced go ahead with purchase.

R. Kinney to liaise with J. Remnant at CODC to check if it’s ok to proceed with this ourselves.

Heating insulation in toilets – Suggestion that a Heat trace set up could be an option for preventing pipes freezing in winter, allowing water to stay on all year round. Meeting emphasised the importance to have the building usable all year.

Plan: A. Pont will ask Graham electrical if this system would work for Art Centre and if so get a quote for this work.

Central Otago REAP –Debbie Grundy the Maniototo REAP and Strengthening Families coordinator spoke to the meeting.

Art sessions – Strengthening families is looking for a suitable person, who would be interested in working with a child doing one on one art sessions. They envisage this would be one day a week, preferably on a Friday for the last 1 hour of school for 6-8 weeks at Maniototo Area School. If anyone is interested to find out more or knows of someone who would suit this role please contact Debbie Grundy.

REAP Pottery – REAP is interested in running some pottery classes at the Art Centre. Debbie made request for contacts of people who could help with using the kiln. Suggestions made - Joyce Greer, Steven Smith, Kathy McClean. Community showing demand for utilising the pottery equipment and Kilns.

Plan: Check in with L. Anthony what stage we are at with reinstalling the kiln from container to pottery room. What support is needed to make this happen?

D. Grundy to contact Kathy McClean to see if she is interested in assisting with REAP pottery.

Community Kapa Haka – Discussion about starting some community Kapa Haka in the Maniototo took place. Arts Council is well placed to drive an initiative such as this, encompassing art and culture. Community need identified. This could be done in the Art Centre involving both adults and children.

Plan: A. Pont to talk to local schools and relevant community members about this and report back at next meeting.

Gone Potty – Ceramic painting workshop being planned for 23^rd October 2021. R. Kinney’s application to Creative Communities funding scheme presented to the meeting. Meeting agreed that $15 for each child was very reasonable and no need to do discount for families with multiple children. Arts Council agreed that financial assistance could be given for families who needed support with the cost if the need arises. It was noted that the dates clash with Burn Markets, suggestion made that perhaps swap age groups around so younger children could do their painting while parents are at the markets, with other group in the afternoon.

Covid well being fund – T. Weir reports Renee Weir, private owner of fantail kitchen building, has given permission to use her wall for the Julie Grieg Mural, but would expect any cost for the removal of current art work in situ and any preparation to the wall behind the mural to be covered by the grant and not herself personally. Suggestion to move the Anne Kirk artwork currently on the wall to the ICL building. Plan: T. Weir to ask Renee Weir if ICL would be happy for this to happen.

Discussion around clarification of community consultation took place in regards to the main street mural by Julie Greig. In order to maintain a level of professionalism Julie is going to design the draft herself and community input will be gained by Maniototo Community Arts Council member’s feedback. We want this to be a feature of our town and a real point of interest for tourists

Julie showed initial draft ideas so far which was positively received. Art work will be printed onto panels and attached to the wall.

This project will generate continued community support as the original painting will be owned by Art Council and there will be the opportunity to make into merchandise to sell.

Mural on Art Centre - To follow up with R. Kinney if her daughter wanted to drive this project – Panels best option on top of battens – considering future plans to paint building. This way it could also be done indoors and put up at any time.

Ranfurly Pastel exhibition – Currently no plans. To be discussed at next meeting.

Men’s shed – Interest from a community member to set up a Men’s shed. Meeting asked to spread the word to see if there is anyone else interested in this concept, and if there are any available buildings that might be suitable. Old youth Centre building, and Maniototo engineering premises suggested as potential starting points.

Chorus Power box initiative - Naseby is listed this year. If anyone is interested submit their designs. Information has been shared on Arts in the Maniototo facebook page.

Key lock box – The new lock box has an app with many different features such as different codes for different users and also can set up temporary user access codes. Potential to track use of the building with history of use.

Plan: K. Gibson to get a list of the different group contacts to A. Pont who will look into setting up a different code for each group.

Poetry rail:lines tour – following the recent poetry rail:lines tour there has been some interest from the poets to write an article in a magazine about Arts in the Maniototo. A Pont went over questions from them at the meeting to brainstorm extra information for answers.

Winnie the pooh birthday update– K. Mulholland informed the group that this project is currently on hold as Winnie the Pooh’s 100^th Birthday is celebrated in 2024. Suggestions made that this project could be expanded out to school age children and create a type of AA Milne literacy project.

Note book for Art Centre: Note book is now in place for groups to communicate with Art Council about supplies needed, repairs etc. R. Kinney has done a check list for each door to remind users what needs to be done when they leave the building.

Plan: Hand towels supply very low. When R. Kinney talking to CODC about above topics please order some more handtowels for us to purchase through them if still possible.

Cover to Cover Presents talking with Fiona Sussman author of ‘Addressed with Greta’ Sunday 26^th September 2021 at 5pm at Olivers, Clyde.

Incorporated society- discussion on hold for another meeting.

Art Centre Workshop - Next meeting will be a workshop at the Art Centre: - Covering - how to operate lock box, operating the television and setting it up with a computer for presentations, viewing the online calendar to see Art Centre bookings. Date: Wednesday, 8^th September between 5.00pm and 7.00pm. Laminated sheets and labelled cables for ease of use suggested.

Plan: K Gibson to send invite to all group contacts to invite their members to the workshop.

A. Pont & L. Anthony to have lock box installed and set up by this date.

Meeting closed at 8.00 pm

Next Meeting date: Workshop meeting Wed 8^th September – between 5.00pm – 7.00pm.

Signed:

Maniototo Community Board meeting

2 September 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 ON HOLD

August – On hold until meeting able to take place

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 ON HOLD

August 2021 – No response from Chairman of the Patearoa Community Trust, the lease is up for review in 2022 with the process commencing in January 2022. On hold until lease is reviewed in 2022.

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, 2 September 2021
Date:	Thursday, 2 September 2021
Time:	2.00 pm
Location:	Ranfurly Service Centre, 15 Pery Street, Ranfurly
(Unless Central Government changes COVID-19 meeting restrictions continue, 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
24/08/2021	24/08/2021