Agenda of Maniototo Community Board meeting - Thursday, 18 November 2021

Maniototo Community Board Agenda

18 November 2021

MINUTES OF A meeting of the Maniototo Community Board HELD IN THE Ranfurly Service Centre, 15 Pery Street, Ranfurly AND LIVE STREAMED ON MICROSOFT TEAMS ON Thursday, 14 October 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: J Muir (Executive Manager - Infrastructure Services), J McCallum (Roading Manager), A Mason (Media and Marketing Manager), N Aaron (Community Development Officer), M Tohill (Communications Support) and W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public Forum

There was no public forum.

3 Condolences

The Chair referred to the death of Brian Tatam. Members stood and observed a moment’s silence as a mark of respect.

4 Confirmation of Minutes

Committee Resolution

Moved: Harris

Seconded: Umbers

That the public minutes of the Maniototo Community Board Meeting held on 2 September 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

21.7.2 Promotion Grant Applications 2021 - 22 First Round

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

Committee Resolution

Moved: Umbers

Seconded: Helm

That the Maniototo Community Board

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

B. Declines 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

Carried

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

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.

After discussion it was agreed that Naseby Information and Craft Incorporated should continue to be funded by the Board. In the future staff would direct their application to the promotions grant round if it was more appropriate. It was also agreed that the Ida Valley Pool Trust should receive a grant, but that it be $2,500 in order to stay within budget.

Committee Resolution

Moved: Umbers

Seconded: Duncan

That the Maniototo Community Board

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

B. Approves a community grant for the following applications:

i. Ida Valley Pool Trust towards a permanent pool roof

2021/22 Requested: $10,000 Approve: $2,500

ii. Maniototo Early Settlers Association Inc towards operational costs

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

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

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

iii. Naseby Information and Craft Inc towards operational costs

2021/22 Requested: $4,000 Approve: $4,000

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

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

Carried

21.7.4 Maniototo Bridge Update

To provide the Board with an update regarding the status of the Maniototo Bridges that are currently closed to traffic.

Committee Resolution

Moved: Duncan

Seconded: Helm

That the report be received.

Carried

21.7.5 2022 Meeting Schedule

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

Committee Resolution

Moved: Harris

Seconded: Duncan

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.

Carried

7 Mayor’s Report

21.7.6 Mayor's Report

His Worship the Mayor was not present at the meeting

8 Chair's Report

21.7.7 Chair's Report

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

· An update was given on the Christmas tree idea for Ranfurly.

· Noted a trip to Naseby to look at the area around the swimming dam. There is a possibility to tidy up the small dam next to the swimming dam to keep a reserve of fresh water in case of another significant rain event.

· Noted that glass crushing facility had opened in the district.

· Noted a discussion regarding the grading on Reserve Road and that residents of the road have been paying for grading. Staff would follow up on that.

· Noted the Broom being sprayed at present.

Committee Resolution

Moved: Umbers

Seconded: Harris

That the report be received.

Carried

9 Members' Reports

21.7.8 Members' Reports

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

Ms Umbers reported on the following:

· Attended the John Street playground consultation meeting. Mentioned that they were looking at equipment for older children as well for the playground

· Noted the repair of the lucerne fields in Ranfurly.

· Mentioned the width of the seal on the road in Tyrone Street, Ranfurly, by the hospital. Noted that there were a lot of heavy vehicles that use the road.

Mr Harris had nothing to report.

Mr Helm reported on the following:

· Noted that roads in the Maniototo had survived the winter well.

· Noted a lot of brown Broom around Maniototo and acknowledged the spraying programme.

· Noted phone calls regarding boil notices.

Councillor Duncan reported on the following:

· Attended a Council meeting. Noted a recent visit to Clyde.

· Noted the good repair of roads in the district and thanked staff for their work.

· Spoke on current issues in the Three Waters space.

· Noted the current COVID-19 situation.

· Noted the new owner of the Wedderburn pub.

Committee Resolution

Moved: Umbers

Seconded: Harris

That the report be received.

Carried

10 Status Reports

21.7.9 October 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: Helm

That the report be received.

Carried

11 Date of the Next Meeting

The date of the next scheduled meeting is 18 November 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
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
21.7.10 - October 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 3.22 pm and the Meeting closed at 3.23 pm.

18 November 2021

6 Reports

21.8.2 Maniototo Financial Report for the Period Ending 30 September 2021

Doc ID: 557115

1. Purpose

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

Recommendations

That the report be received.

2. Discussion

The operating statement for the three months ending 30 September 2021 shows a favourable variance of $40k against the revised budget.

2021/22	3 MONTHS ENDING 30 SEPTEMBER 2021					2021/22
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$'000		$'000	$'000	$'000		$'000
	Income:
189	User Fees and Other Income	40	41	(1)	˜	186
28	Internal Interest Revenue	5	7	(2)	˜	28
938	Rates	153	162	(9)	˜	938
-	Reserves Contributions	5	-	5	˜	-
-	External Interest & Dividends	-	-	-	˜	-
2	Other capital contributions	-	2	(2)	˜	2
1,157	Total Income	203	212	(9)	˜	1,154

	Expenditure
39	Rates Expense	39	39	-	˜	39
57	Other Costs	4	10	6	˜	57
75	Staff	12	3	(9)	˜	75
258	Contracts	33	58	25	˜	258
24	Grants	2	1	(1)	˜	24
51	Fuel and Energy	10	13	3	˜	51
24	Building Repairs and Mtce.	5	6	1	˜	27
198	Cost Allocations	48	48	-	˜	198
15	Internal Interest Expense	3	4	1	˜	15
94	Professional fees	-	23	23	˜	94
249	Depreciation	62	62	-	˜	249
18	Members Remuneration	4	4	-	˜	18
1,102	Total Expenses	222	271	49	˜	1,105
55	Operating Surplus / (Deficit)	(19)	(59)	40		49
	This table has rounding (=/-1)

Income for period ending 30 September 2021:

Operating income reflects an insignificant unfavourable variance to the revised budget of ($9k).

· Internal interest revenue is trending lower than budget due to low market interest rates.

· Rates variance is being driven by timing of the end-of-year processes, which include the use of reserves adjustment.

· Reserves contributions have a favourable variance of $5k. These are not budgeted for as it is hard to gauge the contributions year to year.

Expenditure for period ending 30 September 2021:

Expenditure has a favourable variance of $49k compared to the revised budget. The revised budget variances are detailed below.

· Staff has an unfavourable variance of ($9k). This is due to the budget lagging behind the actuals.

· Contracts at $25k and professional fees at $23k 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 September 2021 reflects that CAPEX spending is $15k behind the revised budget. The actual capital spent ended at 4% of the total revised budget.

2021/22	3 MONTHS ENDING 30 SEPTEMBER 2021					2021/22
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$'000		$'000	$'000	$'000		$'000
	Parks & Reserves:
143	Other Reserves	-	9	9	˜	151
-	Taieri Lake Reserve	-	3	3	˜	3
12	Ranfurly Pool	9	-	(9)	˜	12
7	Naseby Dam Reserve	-	-	-	˜	7
19	Oturehua Domain	2	2	-	˜	19
9	Cemeteries	-	1	1	˜	19
190	Total Parks & Reserves:	11	15	4		211

	Property:				˜
10	Property General	-	5	5	˜	10
12	Community Halls	3	8	5	˜	12
40	Maniototo Stadium	-	-	-	˜	50
4	Naseby Hall	-	1	1	˜	6
6	Ranfurly Hall	-	-	-	˜	6
7	Centennial Milk Bar	-	-	-	˜	7
18	Ranfurly Arts Centre	-	-	-	˜	21
97	Total Property:	3	14	11		112
287	Total Capital Expenditure	14	29	15		323
	This table has rounding (=/-1)

The significant variances are:

Parks and Reserves have an overall favourable variance of $4k.

· The installation of the Ranfurly pool cubicle dividers project has spent $9k year to date. The budget for this project is scheduled for later in the financial year.

Property has an overall favourable variance of $11k.

· Patearoa and Waipiata Hall oven replacements are complete.

Reserve Funds table for Maniototo Ward

· As of 30 June 2021, the Maniototo Ward had an audited closing balance in the Reserve Funds of $813k. This is the ward-specific reserves and does not factor in the district-wide reserves which are in deficit at ($16.7M). Refer to Appendix 1.

· Taking the 2020-21 unaudited Annual Report closing balance and adding 2021-22 income and expenditure, carry forwards and resolutions, the Maniototo Ward is projected to end the 2021-22 financial year with a closing balance of $935k.

3. Attachments

Appendix 1 - Maniototo Community Board Reserves 2021-22 ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
26/10/2021	28/10/2021

Maniototo Community Board meeting

18 November 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, 18 November 2021
Date:	Thursday, 18 November 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.
Louise van der Voort Acting 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	Louise van der Voort
Governance Support Officer	Acting Chief Executive Officer
2/11/2021	8/11/2021

Meeting	Report Title	Resolution No	Resolution	Officer	Status
14/10/2021	Promotion Grant Applications 2021 - 22 First Round	21.7.2	That the Maniototo Community Board A. Receives the report and accepts the level of significance. B. Declines 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	Media and Marketing Manager	26 Oct 2021 Action memo sent to the Media and Marketing Manager and to Finance. 03 Nov 2021 Applicant advised of Board decline requested grant. MATTER CLOSED
14/10/2021	Maniototo Community Board Community Grant Applications 2021-24 Financial Year	21.7.3	That the Maniototo Community Board A. Receives the report and accepts the level of significance. B. Approves a community grant for the following applications: i. Ida Valley Pool Trust towards a permanent pool roof 2021/22 Requested: $10,000 Approve: $2,500 ii. Maniototo Early Settlers Association Inc towards operational costs 2021/22 Requested: $10,000 Approve: $8,332 2022/23 Requested: $10,000 Decline: $0 2023/24 Requested: $10,000 Decline: $0 iii. Naseby Information and Craft Inc towards operational costs 2021/22 Requested: $4,000 Approve: $4,000 2022/23 Requested: $4,000 Decline: $0 2023/24 Requested: $4,000 Decline: $0	Community Development Officer	26 Oct 2021 Action memo sent to the Community Development Officer and to Finance. 03 Nov 2021 All applicants notified of the outcome of their application along with instructions for uplifting the grant. All successful applicants have sent through invoices for processing. CLOSED.
14/10/2021	2022 Meeting Schedule	21.7.5	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.	Governance Manager	26 Oct 2021 Action memo sent to the Governance Manager. 03 Nov 2021 2022 meeting dates have been adopted by the Community Board MATTER CLOSED