Agenda of Maniototo Community Board meeting

Maniototo Community Board Agenda

14 October 2021

MINUTES OF A meeting of the Maniototo Community Board
HELD REMOTELY VIA MICROSOFT TEAMS AND LIVE STREAMED ON Thursday, 2 September 2021 commencing AT 2.02 pm

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

IN ATTENDANCE: L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager – Property and Environment), S Righarts (Chief Advisor), I Evans (Water Services Manager), P Bain (Water Services Team Leader), M De Cort (Communications Coordinator), R Williams (Governance Manager) and W McEnteer (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: Harris

Seconded: Umbers

That apologies from Mr D Helm be received and accepted.

Carried

2 PUBLIC FORUM

There was no public forum.

3 CONDOLENCES

The Chair referred to the deaths of Trevor Lowien, Frances Peattie and Gaynor Gilchrist. Members stood and observed a moment’s silence as a mark of respect.

4 Confirmation of Minutes

Committee Resolution

Moved: Umbers

Seconded: Harris

That the public minutes of the Maniototo Community Board Meeting held on 22 July 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

Note: Cr Duncan joined the meeting at 2.04 pm.

21.6.2 Naseby Water Supply

To provide the Board with an update regarding the Naseby water supply.

Committee Resolution

Moved: Harris

Seconded: Duncan

That the report be received.

Carried

21.6.3 Maniototo Financial Report for the Period Ending 30 June 2021

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

Committee Resolution

Moved: Duncan

Seconded: Umbers

That the report be received.

Carried

7 Mayor’s Report

21.6.4 Mayor's Report

His Worship the Mayor was not present at this meeting.

8 Chair's Report

21.6.5 Chair's Report

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

· Had meetings with people in Naseby concerned about the water. Noted the clarifier project was underway. Mentioned the water tanks that were brought in during the boil water notice. The outlet was on ground level, so it was hard to put a container under it, particularly for older folks.

· Met with Stuart Patterson regarding the demolition of the old hospital. Reported that it had passed with no objections from the heritage section and would move to the next phase in its demolition.

· Reported that there had been a lot of discussion about bridges in the Maniototo in recent times, but that nothing could be done until decisions from Council were made.

· Reported a walk round Naseby with Hawkdun Irrigation to look at potential dam sites in the area.

· Attended the opening of the new technology block at Maniototo Area School.

Committee Resolution

Moved: Harris

Seconded: Duncan

That the report be received.

Carried

9 Members' Reports

21.6.6 Members' Reports

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

Ms Umbers reported on the following:

· Attended a meeting of the Maniototo Arts Council. Noted that they have a full committee at this time and that their space is used by a mixed range of community groups.

· Noted that Chorus had been around to fix some of the asphalt that had been dug up during fibre cable installation.

· Mentioned that she has been urging people to engage with the current consultation on recycling and was encouraging people to watch the Mayor’s videoclips regarding Three Waters.

· Noted the repair of the entrance to the Council building in Ranfurly. She mentioned that the ramp was shabby with plaster coming away, making it look sandy. She enquired when that might be fixed. Staff agreed to follow up.

Mr Harris reported on the following:

· Attended the recent Three Waters workshops.

Councillor Duncan reported on the following:

· Attended the recent Three Waters workshops. Reflected on current issues in that space.

· Reflected on current issues with irrigation and the Otago Regional Council.

· Discussed the issue of roading work in the Maniototo and the low road shoulders. Staff would follow up on what work was programmed for any repairs.

· Mentioned the roading work being done in Clyde for the development below Miners Lane.

Committee Resolution

Moved: Harris

Seconded: Umbers

That the report be received.

Carried

10 Status Reports

21.6.7 September 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: Umbers

Seconded: Duncan

That the report be received.

Carried

11 Date of the Next Meeting

The date of the next scheduled meeting is 14 October 2021.

12 Resolution to Exclude the Public

Committee Resolution

Moved: Harris

Seconded: Duncan

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
Confidential Minutes of Ordinary Board Meeting	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
21.6.8 - September 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 2.54 pm and the meeting closed at 2.56 pm.

14 October 2021

6 Reports

21.7.2 Promotion Grant Applications 2021 - 22 First Round

Doc ID: 552041

1. Purpose of the Report

To consider promotion grant applications received to the first publicised round for year one of the Long Term Plan 2021 – 2031.

Recommendations

That the Maniototo Community Board

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

B. Resolves to approve / decline a promotion grant to:

1. GRA210750614 Central Otago District Arts Trust – Cover to Cover events – graphic design

Year 1 LTP 2021/22 applied $485 $0 declined

2. Background

A new grant policy was adopted by Central Otago District Council (Council) in 2019 resulting in all community board and Council promotion and community grants becoming fully contestable. As included in the Register of Delegations, the Community Board has a responsibility to ensure that its actions and decisions are always within the policy guidelines adopted by the Council, otherwise the Board’s decision will be by way of a recommendation to the Council. Grant budgets were reviewed by each board for inclusion in the 2021 – 2031 Long Term Plan (LTP). The Maniototo Community Board (the Board) promotion grant budget was set and approved at $5,000.

All previous grant applicants received correspondence in February 2021 advising them of the new process and when applications would be open. Print advertising and social media posts were also undertaken to ensure the community were aware of when and how to apply for grants. Applications to grants opened on 1 July 2021 and closed on 1 August 2021, utilising a new digital online application process.

One application is made to the Board for promotions projects as detailed below for this financial year.

Applicant Details:

· GRA210750650 Central Otago District Arts Trust (Appendix 2)

Cover to Cover, Authors Talks – promotional banner

$485 Year 1 – 2021/22

It is noted that the Board is considering an application for funding to an event which was scheduled to be held in September, however the applicant confirmed that due to ongoing alert level travel restrictions the event has been deferred until late November 2021.

A matrix evaluation is completed to assist the Board in measuring the applications against the policy and criteria for funding. Staff have completed the matrix indicating their assessment of the application against the policy and with consideration to the amount of funding available, and the grant policy principle to offer a second funding round within each financial year. (Appendix 1)

3. Discussion

Promotions grants provide funding that helps meet community needs / desires for events or activities that enhance the experience of locals and visitors. Funding is targeted to attracting people to visit, stay or reside in the area for the betterment of existing residents and ratepayers. Projects must align with the four well-beings and also with the district’s community outcome statements.

The application received for the 2021/2022 financial year is less than the total unallocated funding available for distribution.

Staff note that the applicant has sought funding from each of the four community boards promotions grants for a project which could be considered to have district wide benefits. This has occurred because currently there is no Council level events funding budgeted. Whilst the event for year one is planned to be held in the Vincent ward area, the Central Otago District Arts Trust therefore is seeking a proportion of costs toward the event from each community board. The Vincent community board supported the event for year one with a grant of $2,500. Cromwell declined, however showed support in principle with words of encouragement to apply in future rounds. Teviot is yet to consider the application.

Staff have reviewed each of the applications and provide comments to assist the Board with their decision making:

Applicant: GRA210750650 Central Otago Districts Arts Trust

Project: Cover to Cover Authors Talks – coordinator fees

Amount requested: $485 Year 1 – 2021/22

· The application is for a new series of events with the first originally scheduled to be held in Clyde on 26 September 2021 featuring Fiona Sussman an internationally recognised writer and winner of a NZ Booklovers Award. (NB: Fiona is Auckland based and at the time of writing this report, the Level four COVID response has the potential to be ongoing. The event has been delayed until late November due to these restrictions.

· The applicant is seeking proportional funding from each of the district’s boards for this project as they believe the event has district-wide benefits but there is no district wide promotion grant fund to apply to. The applicant has identified elements of the event budget it is seeking support from for each board. For Maniototo they are seeking support for an event promotional banner.

· It is proposed to hold one event in 2021, two events in 2022 and three events in following years.

· Organisers are aware of a strong community of Central Otago writers who have either published or are working on publishing books, providing a range of choices for planning the future events.

· The 2021 event is not being held within the Maniototo area. It will be a ticketed event held at Olivers in Clyde. For subsequent years there will be at least one of the planned event held in the Vincent area, with other events in locations throughout Central Otago. A grant from the Maniototo Community Board may be more appropriate at a point in which there is a more specific connection to the Maniototo area.

· It is anticipated that the events will attract participation within the district, and visitation from outside the district. Although the year-one event is not planned to be held in the Maniototo, writers from the area may wish to attend it. If year-one is successful it may result in increased visitor numbers in future years.

· Professional advice and assistance are being provided by Ann Villiers who is a co-founder and Trustee of the popular and successful Dunedin Writers and Readers Festival, thereby increasing the confidence that this event could develop into a successful series of events on the Central Otago calendar.

· The Vincent community Board has provided some grant funding for the planned event as it is being held within their area.

· The event aligns with aspects of the Central Otago Tourism Strategy priorities including: Productivity – addressing seasonality; Connectivity – strengthening relationships, partnerships and collaborations; Targeting for Value – delivering the greatest overall benefit to Central Otago (community, commercial, visitor and environmental); Driving Value through outstanding Visitor Experience – authentic, high touch, high value experiences.

4. Options

Option 1 – (Recommended)

That the Board considers the application received and reviews and agrees the recommended grant amount as per the assessment matrix.

That the Board declines a grant to:

GRA210750614 Central Otago District Arts Trust for Cover to Cover events – graphic design costs:

Declined $485 Year 1 LTP – 2021/22

Advantages:

· The Board retains funds for new opportunities which may arise for activity more specific to its area and for distribution in the planned second contestable funding round to be facilitated in the first quarter of 2022.

Disadvantages:

· Declining a grant may result in the applicants funding being insufficient to allow them to deliver the project as planned, therefore the event / project does not go ahead, and/or skilled staff are not retained.

Option 2

That the Board considers the applications received and reviews the recommended grant amounts as per the assessment matrix, agreeing to approving a grant in full as requested.

· The Board is providing grants that better meet the level of funding the applicant is seeking in order to deliver their project successfully.

· The Board is showing support to the applicant for the establishment period of a new event.

· The Board is supporting new opportunities thereby extending the local event calendar options with new events or activities, providing additional positive economic, social and cultural value for local businesses and residents.

Disadvantages:

· The Board is approving a grant to a project that may not have direct benefit to its local community.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social/cultural/economic/environmental wellbeing of communities, in the present and for the future by provision of funding that supports community priorities.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes The recommended level of funding will retain the full $5,000 promotions grants funds in cost centre 5033 allowing for a second funding round to be offered for the 2021/22 year . Grant recipients are required to meet the accountability requirements of Council’s grant policy.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Applications are being considered in line with the Central Otago District Council grant policy and measured against the principles and objectives of that policy. The Central Otago Tourism Strategy events project specifies the following approach: Advance Central Otago as a region that is capable of delivering superb events (especially in areas related to our unfakeable assets). The projects also support the economic development strategy, Central Otago Regional Identity and its values.
Considerations as to sustainability, the environment and climate change impacts	Any recipient of an approved promotion grant is required to adhere to the principles within Councils policies including sustainability, waste minimisation, smokefree etc.
Risks Analysis	Public events carry a level of risk as they bring together in one place a number of people to participate in the activities associated with the particular event. Event organisers, community groups, organisations and contractors are required to meet the necessary legislative Health and Safety requirements for their activities. The applicants have not identified within their application that a plan is in place, however Central Otago District Council’s Health, Safety and Wellbeing advisor will seek a copy of and review the plan should they deem it necessary.
Significance, Consultation and Engagement (internal and external)	The projects do not meet or exceed any of the criteria thresholds in the policy requiring public consultation. Therefore they are not considered significant.

6. Next Steps

· Applicants will be advised in writing of the Boards decision and resolution.

· Approved grant recipients will receive details as to when and how they may provide an invoice to uplift a grant together with the appropriate resolution details and a purchase order.

7. Attachments

Appendix 1 - Grant Asessment Matrix ⇩

Appendix 2 - Central Otago District Arts - Cover to Cover application ⇩

Report author:	Reviewed and authorised by:

Alison Mason	Sanchia Jacobs
Media and Marketing Manager	Chief Executive Officer
9/09/2021	5/10/2021

14 October 2021

21.7.3 Maniototo Community Board Community Grant Applications 2021-24 Financial Year

Doc ID: 553800

1. Purpose of Report

To consider round one of applications to the 2021-22, 2022-23 and 2023-24 Council general grants fund and to determine the grant allocation of each applicant.

Recommendations

That the Maniototo Community Board

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

B. Considers the following applications:

i. Ida Valley Pool Trust towards a permanent pool roof

2021/22 Requested: $10,000 Recommend Approve: $5,000

ii. Maniototo Early Settlers Association Inc towards operational costs

2021/22 Requested: $10,000 Recommend Approve: $8,332

2022/23 Requested: $10,000 Recommend Decline: $0

2023/24 Requested: $10,000 Recommend Decline: $0

iii. Naseby Information and Craft Inc towards operational costs

2021/22 Requested: $4,000 Recommend Decline: $0

2022/23 Requested: $4,000 Recommend Decline: $0

2023/24 Requested: $4,000 Recommend Decline: $0

2. Background

The Council adopted a new grant policy in 2019. All grant applicants now go through a contestable and transparent application process. As included in the Register of Delegations, the Community Board has a responsibility to ensure that its actions and decisions are always within the policy guidelines adopted by the Council, otherwise the Board’s decision will be by way of a recommendation to the Council. Maniototo Community Board approved $15,000 per annum for ward-funded community grants through the 2021-31 Long-term Plan. This budget is to be allocated via two annual funding rounds. The current round is the first for the 2021/22 financial year. The second round will occur in the third quarter. Any allocations in this round may have an impact on the grant budget in future funding rounds.

To accommodate the new grant policy, all applicants who have historically received grants from the Council and community boards through the Long-term Plan were contacted. Applicants received correspondence in February 2021 advising them of the new process and when applications would be open. This correspondence included an initial email, followed by a phone call and final email, to ensure that the information was understood. Applications to grants, via the Council website, opened on 1 July 2021 and closed on 1 August 2021.

According to the Grant Policy, applicants can submit for up to three years of funding during year 1 of the Long-term Plan, and Council and community boards are able to allocate funding in advance on a recurring basis for up to three financial years. Three applications have been submitted to the community board for community grants, as detailed below, and two applicants have applied for three years of funding.

A matrix evaluation has been completed to assist the community board in assessing applications against the grant policy and criteria for funding. Staff have completed a matrix for each financial year, assessing the applications against the policy. These matrices also demonstrate the availability of grant funds for the second funding round in this financial year, plus funding rounds in future years, should new applicants wish to apply (Appendix 1).

3. Discussion

Community grants support community-driven initiatives which enhance the well-being of residents. They fund projects which fall outside of the promotions grant criteria and demonstrate a clear connection to one or more aspects of community well-being (social, economic, environmental and cultural). These grants are funded through ward and Council rates.

Any grants approved for future years cannot be uplifted until the applicants have reported back on their previous year’s grant, including how the funds were used and outcomes that were delivered. If applicants are approved multi-year grants, they are still eligible to put in a second application for something else if they wish.

The total amount of funds requested in this first funding round for the 2021/22 financial year is higher than the entire year’s grant budget, and the requested funds for 2022/23 and 2023/24 equate to nearly the entire available budget. If the community board chooses to fully allocate the community grants budget for all three years of the Long-term Plan, it will not be possible to facilitate any further contestable community grant funding rounds.

The assessment matrices for 2022/23 and 2023/24 demonstrate a match with the current purpose and eligibility grant criteria for some applicants, and multi-year grants would provide greater financial security for projects that run over multiple years. However, staff advice is to be circumspect at committing grant funds from future years’ budgets:

· The majority of the contestable grant budgets will be used in this first round, leaving little opportunity for future applicants.

· Applicants receiving annual grants may not be incentivised to seek out alternative funding sources.

· Council’s Grant Policy is to be reviewed in November 2021 with the intent of providing clearer direction for applicants and decision-makers; this review may alter future eligibility criteria.

· Fully committing grant budgets in advance will mean there is less flexibility to respond to adverse financial situations. For example, Council agreed to reduce contestable grant budgets to zero for 2020/21 to reduce the impact of a rates rise during the COVID-19 pandemic.

· Multi-year funding may impact decision-making abilities for elected members voted into office at the next local authority elections, in 2022.

Staff have reviewed each of the applications and provided comment below to assist Council with their decision-making.

Application: Ida Valley Pool Trust GRA210706757 (App. 2)

Project: Permanent roof for the pool

Amount Requested: 2021/22 $10,000 Recommended: $5,000

· The Ida Valley Pool Trust manages and operates the Oturehua community swimming pool.

· The Oturehua swimming pool has a plastic roof designed to maintain an ambient water temperature and extend the swimming season beyond a few short weeks in summer. The roof has been irreparably damaged due to snow and wind. As this is not the first time, replacing the roof with another plastic roof would not be economical. This project aims to provide a permanent structure around and over the pool which will also enable the changing rooms to be brought up to an acceptable standard.

· The pool has been well patronised by the local community in the past but now has a reduced patronage due to there being no roof to hold the water temperature. Little or no use has been made of the pool by visitors since the roof was damaged.

· Ongoing maintenance to the pool is funded through key sales, donations and catering fundraisers.

· The existing pool is a point of interest on the itineraries promoted by many cycle companies and cyclists are encouraged to use the pool during their stop over. It is important for the Oturehua community as well as the Rail Trail experience that this facility continues.

· A letter of support from Big Sky Bike Adventures is included.

· It is expected that this is a one-off request.

· This application aligns strongly with the Grant Policy, and if $10,000 was available in the budget, then the recommendation would be for the Board to grant $9,567. The Trust has successfully raised $62,000 in funding and secured $11,000 in community contributions towards the project. Only $9,567 more is needed to have the full funding required for the project. Due to limited funding and a second funding round still scheduled for this financial year, a reduced amount has been recommended.

Application: Maniototo Early Settlers Association Inc (MESA) GRA210702878

(App. 3)

Project: Operational costs

Amount Requested: 2021/22 $10,000 Recommended: $8332

2022/23 $10,000 Recommended: $0

2023/24 $10,000 Recommended: $0

· The community board has been providing funding to the Maniototo Early Settlers Association (MESA) since 1997; this increased to $8,332 per annum through the 2018-2028 Long-term Plan.

· The Maniototo Early Settlers Museum was opened in 1935 by local residents. The collection on display has been donated by the original descendants of the early nationalities, numbering at least 15 different countries throughout the world. These displays are available for viewing along with the written archives from the Mt Ida Chronicle and other resources.

· MESA employs a part-time curator and has a volunteer base who contribute time and local knowledge to facilitate the ongoing opening hours of the museum over the summer season.

· No case has been provided for the increased funding request, which is significantly more than a CPI adjustment.

· Future year granting, whilst permissible, is not recommended given Council’s decision to review the Grants Policy in November 2021.

· A letter of support from Naseby Vision is included in the application.

Application: Naseby Information and Craft Inc GRA210743337 (App. 4)

Project: Operational Costs

Amount Requested: 2021/22 $4,000 Recommended: $0

2022/23 $4,000 Recommended: $0

2023/24 $4,000 Recommended: $0

· Naseby Information and Craft Inc is a volunteer run organisation, though the budget shows that $1,600 per annum is used for renumeration of a holiday operator

· The community board has been providing financial support to this organisation since 2006. This was formalised into a grant of $2,441 per annum in 2015.

· The establishment acts as a visitor centre for Naseby, where visitors to the area can go for information about local attractions and destinations.

· Largely focussed on the visitor market and therefore out of the scope of the community grants criteria.

· Members of the community are also able to sell their crafts at the centre for a profit.

· Council already funds the separately located i-Site in Ranfurly, which provides visitor information for the Maniototo.

· The application does not clearly meet the criteria for a community grant. There may be better alignment with promotions grants given the emphasis on visitors and that relationship to the Tourism Strategy.

· No case has been provided for the increased funding request, which is significantly more than a CPI adjustment.

· Future year granting, whilst permissible, is not recommended given Council’s decision to review the Grants Policy in November 2021.

· The application includes a letter of support from Maniototo Early Settlers Inc. and the Naseby Holiday Park.

4. Options

Option 1 – (Recommended)

That the community board considers the applications received and reviews the recommended grant amounts as specified in the grant assessment matrix for each of the three years of the 2021-2031 Long-term Plan.

That the community board allocates grants for the following applicants:

Name of Applicant	2021/22	2022/23	2023/24
Opening balance	$15,000	$15,000	$15,000
Proposed applicant funding:
· Ida Valley Pool Trust	$5,000	-	-
· Maniototo Early Settlers Association Inc	$8,332	-	-
· Naseby Craft and Information Inc	-	-	-
Total amount allocated in this round:	$13,332
Total 2021/22 grants budget remaining:	$1,668	$15,000	$15,000

That the community board declines grants for the following applicants:

Name of Applicant	2021/22	2022/23	2023/24
Maniototo Early Settlers Association Inc	-	$10,000	$10,000
Naseby Information and Craft Inc	$4,000	$4,000	$4,000
Total applied for but not allocated:	$4,000	$14,000	$14,000

Advantages:

· The recommended allocation is within community grant budgets: $1,668 remains in the 2021/22 budget and the full budget allocation remains in the 2022/23 and 2023/24 financial years.

· The community board is declining applicants whose projects do not clearly align with the 2019 Grant Policy.

· Remaining funds are available for a second funding round in 2021/22 and full budgets are available for future years.

Disadvantages:

· The recommended grant amounts are less than requested and may impact on project delivery.

· Limiting grant funding to a single year reduces financial stability for applicants running longer term projects and may jeopardise their ongoing functionality.

Option 2

The community board considers allocating different amounts of funding to applicants, in line with the grants criteria and available budget, taking into consideration the following:

· Alignment with the grants criteria.

· Total budget and available funds.

· Ongoing functionality of well-performing community organisations.

· A second funding round to be advertised in the third quarter of the 2021/22 financial year, and two funding rounds per year in the 2022/23 and 2023/24 financial years.

Advantages:

· The community board has the discretion to allocate grants of a lesser or greater amount, in line with the 2019 Grant Policy and assessment matrix, and within the set budgets.

Disadvantages:

· Recommendations have been made with consideration to the available budgets, and the 2019 Grant Policy and assessment matrix.

5. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the (social/cultural/economic/environmental) wellbeing of communities, in the present and for the future by providing financial support for community-led projects and initiatives.
Financial implications – Is this decision consistent with proposed activities and budgets in long term plan/annual plan?	Yes
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, consistent with the 2019 Grant Policy.
Considerations as to sustainability, the environment and climate change impacts	None
Risks Analysis	There is a risk that some applicants may not be able to carry out their projects as outlined due to insufficient funding.
Significance, Consultation and Engagement (internal and external)	None required

6. Next Steps

The community board agrees on and resolves the grant amount for each applicant.

The applicants are advised in writing of the community board’s decision, with information about any conditions applied to the approved grant, and the process for uplifting the grant if relevant.

If approved, payment of the approved grant is made once an accountability form has been submitted for any previous grants, and an invoice is received.

7. Attachments

Appendix 1 - MCB Assessement Matrix 2021-24 ⇩

Appendix 2 - Ida Valley Pool Trust Grant Application.pdf ⇩

Appendix 3 - MESA Grant Application.pdf ⇩

Appendix 4 - Naseby Information and Craft Centre Grant Application.pdf ⇩

Report author:	Reviewed and authorised by:

Nikki Aaron	Sanchia Jacobs
Community Development Officer	Chief Executive Officer
24/09/2021	27/09/2021

Maniototo Community Board meeting

14 October 2021

MCB Funding Applications Evaluation Matrix 2021/22 FY

MCB Grant Cost Centre 5431 2435

Balance Budget 2021-22

$ 15,000

Granted

$0.00

Surplus / Deficit

$15,000.00

Applicant/Project

Purpose

Criteria

$ Funded Previously

$ Cost

$ Applied

$ Recommended to Grant

Comments

Ref

Empowers local communities

Community-driven, enhances well-being of residents

Supports approved strategies plans

Delivers community-outcomes

Project well planned defined

Benefits clearly demonstrated

Costs clear reasonable

Broad community gain not individual

Demonstrates ability to become self-sustaining

Ida Valley Pool Trust

GRA210706757

Yes

$0.00

$86,567.00

$10,000.00

$5,000

This is a one-off cost to replace the roof of the pool. The roof has had to be replaced multiple times in the past due to flimsy materials. This project will ensure that the new roof is far more durable and long-lasting. The pool is an important community asset for locals as well as visitors. It is volunteer run and maintained by the community. The Trust has secured $62,000 in funding and $11,000 in community contributions. The required amount remaining is $9,567.

Maniototo Early Settlers Association Inc

GRA210702878

Yes

Some

Yes

Some

$8,332.00

$11,160.00

$10,000.00

$8,332

Financial contribution for operational costs of the museum. Employs one part-time curator and otherwise volunteer run. This is a partial contribution. The museum applies for other grants as required to top up annual expenses and cover the cost of any maintenance and upkeep of the building. Application contains limited information on outcomes and benefits of the museum to the local community.

Naseby Information and Craft Inc

GRA210743337

Some

Yes

Some

Yes

Some

$2,241.00

$16,920.00

$4,000.00

Some community benefit by being volunteer run and providing an opportunity for locals to sell local goods. Largely focused on visitor market and therefore out of the scope of the community grants criteria. Supports Tourism strategy, would be more appropriate to fund from Promotions grants. Council funds the i-Site in Ranfurly which provides information to visitors in the Maniototo.

$10,573.00

$ 114,647.00

$24,000.00

$13,332.00

TOTAL

$ 10,573.00

$ 114,647.00

$ 24,000.00

$ 13,332.00

No - does not align with criteria

Some - alings somewhat with criteria

More - goes above expextations for criteria alignment

Yes - aligns with criteria

MCB Funding Applications Evaluation Matrix 2022/23 FY

MCB Grant Cost Centre 5431 2435

Balance Budget 2021-22

$ 15,000

Granted

$0.00

Surplus / Deficit

$15,000.00

Applicant/Project

Purpose

Criteria

$ Funded Previously

$ Cost

$ Applied

$ Recommended to Grant

Comments

Ref

Empowers local communities

Community-driven, enhances well-being of residents

Supports approved strategies plans

Delivers community-outcomes

Project well planned defined

Benefits clearly demonstrated

Costs clear reasonable

Broad community gain not individual

Demonstrates ability to become self-sustaining

Maniototo Early Settlers Association Inc

GRA210702878

Yes

Some

Yes

Some

$8,332.00

$11,160.00

$10,000.00

Naseby Information and Craft Inc

GRA210743337

Some

Yes

Some

Yes

Some

$2,241.00

$16,920.00

$4,000.00

Some community benefit by being volunteer run and providing an opportunity for locals to sell local goods. Largely foccused on visitor market and therefore out of the scope of the community grants criteria. Supports Tourism strategy, would be more appropriate to fund from Promotions grants. Council funds the i-Site in Ranfurly which provides information to visitors in the Maniototo.

$10,573.00

$ 28,080.00

$14,000.00

$0.00

TOTAL

$ 10,573.00

$ 28,080.00

$ 14,000.00

$ -

No - does not align with criteria

Some - alings somewhat with criteria

More - goes above expextations for criteria alignment

Yes - aligns with criteria

MCB Funding Applications Evaluation Matrix 2023/24 FY

MCB Grant Cost Centre 5431 2435

Balance Budget 2021-22

$ 15,000

Granted

$0.00

Surplus / Deficit

$15,000.00

Applicant/Project

Purpose

Criteria

$ Funded Previously

$ Cost

$ Applied

$ Recommended to Grant

Comments

Ref

Empowers local communities

Community-driven, enhances well-being of residents

Supports approved strategies plans

Delivers community-outcomes

Project well planned defined

Benefits clearly demonstrated

Costs clear reasonable

Broad community gain not individual

Demonstrates ability to become self-sustaining

Maniototo Early Settlers Association Inc

GRA210702878

Yes

Some

Yes

Some

$8,332.00

$11,160.00

$10,000.00

Naseby Information and Craft Inc

GRA210743337

Some

Yes

Some

Yes

Some

$2,241.00

$16,920.00

$4,000.00

$10,573.00

$ 28,080.00

$14,000.00

$0.00

TOTAL

$ 10,573.00

$ 28,080.00

$ 14,000.00

$ -

No - does not align with criteria

Some - alings somewhat with criteria

More - goes above expextations for criteria alignment

Yes - aligns with criteria

14 October 2021

21.7.5 2022 Meeting Schedule

Doc ID: 554594

1. Purpose of Report

To approve a schedule of Maniototo Community Board meetings for 2022.

Recommendations

That the Maniototo Community Board

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

B. Adopts the proposed 2022 meeting schedule for the Maniototo Community Board.

2. Background

The Local Government Act 2002 Schedule 7 Clause 19 states that a local authority must hold the meetings that are necessary for the good government of its district. The Chief Executive must give notice in writing to each member of the time and place of a meeting not less than 14 days before the meeting or the local authority can adopt a schedule of meetings.

Council and the community boards have in the past adopted a schedule of meetings for the following year, as this provides certainty of dates to members and staff. Having a yearly schedule allows for good forward planning and significantly reduces the administrative workload of advising members for each meeting.

The meeting schedule reflects the terms of reference for committees, Council and boards as well as working towards legislative deadlines such as adopting the 2022-23 Annual Plan. It also enables scheduling of meetings and workshops to progress significant pieces of work that have elected member input and oversight.

3. Discussion

The proposed meeting schedule continues with a six weekly cycle of meetings where possible in the lead up to the 2022 local body elections. Dates following the elections in October 2022 will need to be endorsed by the incoming community boards and Council.

A meeting schedule, once adopted, can be amended so there is still flexibility to respond to a change of circumstances.

4. Financial Considerations

There are no financial considerations for this decision.

5. Options

Option 1 – (Recommended)

Adopt the proposed 2022 meeting schedule.

Advantages:

· Elected members and staff have certainty of dates for meetings in 2022.

Disadvantages:

· None.

Option 2

Hold meetings on an ad hoc basis.

Advantages:

· High degree of flexibility.

Disadvantages:

· Does not facilitate forward planning.

· May impact on members’ ability to attend meetings at shorter notice.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by having a known schedule of meetings.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This is a procedural decision and therefore has no impact on other plans and polices and is consistent with them.
Considerations as to sustainability, the environment and climate change impacts	There are no implications arising from this decision.
Risks Analysis	There are no risks arising from the recommended option.
Significance, Consultation and Engagement (internal and external)	The proposed meeting schedule was discussed with the Executive Team, Planning department and Corporate Services to ensure that the proposed dated accommodated different work plans.

7. Next Steps

Once the meeting schedule has been adopted, it will be published on the Central Otago District Council’s website and meetings will be publicly notified according to the Local Government Act and the Local Government Official Information and Meetings Act 1987.

8. Attachments

Appendix 1 - 2022 Meeting Schedule List ⇩

Appendix 2 - 2022 Meeting Schedule Calendar ⇩

Report author:	Reviewed and authorised by:

Rebecca Williams	Sanchia Jacobs
Governance Manager	Chief Executive Officer
24/09/2021	29/09/2021

Maniototo Community Board meeting

14 October 2021

Meeting Schedule 2022

Month	Day	Date	Time	Meeting
January	Wednesday	26	10.30am	Council

February	Monday	1	2.00pm	Vincent Community Board
	Thursday	3	2.00pm	Teviot Valley Community Board
	Tuesday	8	9.30am	Hearings Panel
	Tuesday	15	2.00pm	Cromwell Community Board
	Thursday	17	2.00pm	Maniototo Community Board
	Friday	25	9.30am	Audit and Risk Committee

March	Tuesday	8	9.30am	Hearings Panel
	Wednesday	9	10.30am	Council
	Tuesday	22	10.00am	Creative Communities Assessment Committee
	Tuesday	22	2.00pm	Vincent Community Board
	Thursday	24	2.00pm	Teviot Valley Community Board
	Tuesday	29	2.00pm	Cromwell Community Board
	Thursday	31	2.00pm	Maniototo Community Board

April	Tuesday	12	9.30am	Hearings Panel
	Wednesday	20	10.30am	Council

May	Tuesday	3	2.00pm	Vincent Community Board
	Friday	5	2.00pm	Teviot Valley Community Board
	Monday	9	2.00pm	Cromwell Community Board
	Tuesday	10	9.30am	Hearings Panel
	Thursday	12	2.00pm	Maniototo Community Board
	Thursday (if required)	19	2.00pm	Cromwell Community Board (hearings and deliberations if required)
	Friday (if required)	20	2.00pm	Vincent Community Board (hearings and deliberations if required)
	Monday (if required)	23	2.00pm	Maniototo Community Board (hearings and deliberations if required)
	Tuesday (if required)	24	2.00pm	Teviot Valley Community Board (hearings and deliberations if required)

June	Monday	1	10.30am	Council (hearings and deliberations if required)
	Friday	3	9.30am	Audit and Risk Committee
	Monday	13	2.00pm	Vincent Community Board
	Tuesday	14	9.30am	Hearings Panel
	Thursday	16	2.00pm	Teviot Valley Community Board
	Tuesday	21	2.00pm	Cromwell Community Board
	Thursday	23	2.00pm	Maniototo Community Board
	Wednesday	29	10.30am	Council (to adopt LTP and set rates if not 1 June)

July	Tuesday	12	9.30am	Hearings Panel
	Wednesday	13	10.30am	Council
	Tuesday	26	2.00pm	Vincent Community Board
	Thursday	28	2.00pm	Teviot Valley Community Board

August	Tuesday	2	2.00pm	Cromwell Community Board
	Thursday	4	2.00pm	Maniototo Community Board
	Tuesday	9	9.30am	Hearings Panel
	Wednesday	24	10.30am	Council

September	Tuesday	6	2.00pm	Vincent Community Board
	Thursday	8	2.00pm	Teviot Valley Community Boad
	Monday	12	2.00pm	Cromwell Community Board
	Tuesday	13	9.30am	Hearings Panel
	Thursday	15	2.00pm	Maniototo Community Board
	Tuesday	20	10.00am	Creative Communities Assessment Committee
	Wednesday	28	10.30am	Council
	Friday	30	9.30am	Audit and Risk

October	Saturday	8		ELECTION DAY
	Tuesday	11	9.30am	Hearings Panel
	Wednesday	19	9.00am	Induction Day
	Wednesday	26	2.00pm	Inaugural Council Meeting
	Monday	31	2.00pm	Inaugural Vincent Community Board

November	Tuesday	1	2.00pm	Inaugural Cromwell Community Board
	Wednesday	2	2.00pm	Inaugural Teviot Valley Community Board
	Thursday	3	2.00pm	Inaugural Maniototo Community Board
	Tuesday	8	9.30am	Hearings Panel
	Wednesday	9	10.30am	Council
	Wednesday	16	9.00am	Council Workshop
	Tuesday	22	2.00pm	Vincent Community Board
	Tuesday	22	10.00am	Sport NZ Assessment Committee
	Thursday	24	2.00pm	Teviot Valley Community Board
	Tuesday	29	2.00pm	Cromwell Community Board

December	Thursday	1	2.00pm	Maniototo Community Board
	Friday	2	9.30am	Audit and Risk Committee
	Tuesday	13	9.30am	Hearings Panel
	Wednesday	14	10.30am	Council

Holiday Dates 2022
New Year’s Day Observance	Monday	3 January
Day After New Year’s Holiday Observance	Tuesday	4 January
Waitangi Day Observance	Monday	7 February
Otago Anniversary Day	Monday	21 March
Good Friday	Friday	15 April
Easter Monday	Monday	18 April
ANZAC Day	Monday	25 April
Queen’s Birthday	Monday	6 June
Matariki	Friday	24 June
Labour Day	Monday	24 October
Christmas Day Observance	Monday	26 December
Boxing Day Observance	Tuesday	27 December

Executive Committees are on an as required basis.

Maniototo Community Board meeting

14 October 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, 14 October 2021
Date:	Thursday, 14 October 2021
Time:	2.00 pm
Location:	Ranfurly Service Centre, 15 Pery Street, Ranfurly Due to COVID-19 restrictions and limitations of the physical space, public access will be available through the livestream and Microsoft Teams. The link to the livestream will be available on the Central Otago District Council’s website.
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:

James McCallum	Julie Muir
Roading Manager	Executive Manager - Infrastructure Services
24/09/2021	28/09/2021

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
24/08/2021	5/10/2021