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AGENDA
Maniototo Community Board Meeting Thursday, 18 November 2021
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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 |
18 November 2021 |
Notice is hereby given that a meeting of the Maniototo Community Board
will be held in Ranfurly Service Centre,
15 Pery Street, Ranfurly on
Thursday, 18 November 2021 at 2.00 pm
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.
Maniototo Community Board meeting Meeting - 14 October 2021
21.8.1 Declarations of Interest Register
21.8.2 Maniototo Financial Report for the Period Ending 30 September 2021
21.8.6 November 2021 Governance Report
12 Resolution to Exclude the Public
21.8.7 November 2021 Confidential Governance Report
Members Mr R Hazlett (Chair), Mr M Harris (Deputy Chair), Cr S Duncan, Mr D Helm, Ms S Umbers
In Attendance T Cadogan (Mayor), L van der Voort (Acting Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services), L Webster (Acting Executive Manager - Planning and Environment), S Righarts (Chief Advisor), R Williams (Governance Manager), W McEnteer (Governance Support Officer)
Maniototo Community Board meeting - 14 October 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.
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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:
Carried |
The public were excluded at 3.22 pm and the Meeting closed at 3.23 pm.
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21.8.1 Declarations of Interest Register
Doc ID: 558601
1. Purpose
Members are reminded of the need to be vigilant to stand aside from decision making when a conflict arises between their role as a member and any private or other external interest they might have.
Appendix 1 - MCB Declarations of
Interest ⇩
Maniototo Community Board meeting |
18 November 2021 |
Member’s Declared Interests |
Spouse/Partner’s Declared Interests |
Council Appointments |
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Stuart Duncan |
Penvose Farms - Wedderburn Cottages and Farm at Wedderburn
(shareholder) |
Penvose Farms - Wedderburn Cottages and Farm at Wedderburn
(shareholder) |
Otago Regional Transport Committee |
Mark Harris |
Maniototo Lions (member) |
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Patearoa Water Scheme Liaison Committee |
Robert Hazlett |
D S Hazlett & Sons (Director) |
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Taieri Lake Recreation Reserve Committee |
Duncan Helm |
Maniototo Rugby Club (Life member) |
Nurse Manager at Maniototo Hospital |
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Sue Umbers |
Maniototo Health Services |
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Maniototo Community Arts Council |
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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.
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 |
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2021/22 |
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Full Year |
YTD |
YTD |
YTD |
Full Year |
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Annual Plan |
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Actual |
Revised Budget |
Variance |
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Revised Budget |
$'000 |
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$'000 |
$'000 |
$'000 |
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$'000 |
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Income: |
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189 |
User Fees and Other Income |
40 |
41 |
(1) |
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186 |
28 |
Internal Interest Revenue |
5 |
7 |
(2) |
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28 |
938 |
Rates |
153 |
162 |
(9) |
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938 |
- |
Reserves Contributions |
5 |
- |
5 |
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- |
- |
External Interest & Dividends |
- |
- |
- |
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- |
2 |
Other capital contributions |
- |
2 |
(2) |
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2 |
1,157 |
Total Income |
203 |
212 |
(9) |
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1,154 |
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Expenditure |
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39 |
Rates Expense |
39 |
39 |
- |
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39 |
57 |
Other Costs |
4 |
10 |
6 |
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57 |
75 |
Staff |
12 |
3 |
(9) |
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75 |
258 |
Contracts |
33 |
58 |
25 |
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258 |
24 |
Grants |
2 |
1 |
(1) |
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24 |
51 |
Fuel and Energy |
10 |
13 |
3 |
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51 |
24 |
Building Repairs and Mtce. |
5 |
6 |
1 |
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27 |
198 |
Cost Allocations |
48 |
48 |
- |
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198 |
15 |
Internal Interest Expense |
3 |
4 |
1 |
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15 |
94 |
Professional fees |
- |
23 |
23 |
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94 |
249 |
Depreciation |
62 |
62 |
- |
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249 |
18 |
Members Remuneration |
4 |
4 |
- |
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18 |
1,102 |
Total Expenses |
222 |
271 |
49 |
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1,105 |
55 |
Operating Surplus / (Deficit) |
(19) |
(59) |
40 |
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49 |
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This table has rounding (=/-1) |
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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 |
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2021/22 |
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Full Year |
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YTD |
YTD |
YTD |
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Full Year |
Annual Plan |
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Actual |
Revised Budget |
Variance |
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Revised Budget |
$'000 |
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$'000 |
$'000 |
$'000 |
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$'000 |
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Parks & Reserves: |
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143 |
Other Reserves |
- |
9 |
9 |
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151 |
- |
Taieri Lake Reserve |
- |
3 |
3 |
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3 |
12 |
Ranfurly Pool |
9 |
- |
(9) |
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12 |
7 |
Naseby Dam Reserve |
- |
- |
- |
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7 |
19 |
Oturehua Domain |
2 |
2 |
- |
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19 |
9 |
Cemeteries |
- |
1 |
1 |
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19 |
190 |
Total Parks & Reserves: |
11 |
15 |
4 |
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211 |
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Property: |
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10 |
Property General |
- |
5 |
5 |
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10 |
12 |
Community Halls |
3 |
8 |
5 |
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12 |
40 |
Maniototo Stadium |
- |
- |
- |
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50 |
4 |
Naseby Hall |
- |
1 |
1 |
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6 |
6 |
Ranfurly Hall |
- |
- |
- |
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6 |
7 |
Centennial Milk Bar |
- |
- |
- |
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7 |
18 |
Ranfurly Arts Centre |
- |
- |
- |
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21 |
97 |
Total Property: |
3 |
14 |
11 |
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112 |
287 |
Total Capital Expenditure |
14 |
29 |
15 |
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323 |
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This table has rounding (=/-1) |
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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.
Appendix 1 - Maniototo Community
Board Reserves 2021-22 ⇩
Report author: |
Reviewed and authorised by: |
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Donna McKewen |
Leanne Macdonald |
Accountant |
Executive Manager - Corporate Services |
26/10/2021 |
28/10/2021 |
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Doc ID: 558013
1. Purpose
To consider an update from His Worship the Mayor.
That the Maniototo Community Board receives the report.
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His Worship the Mayor will give a verbal update on activities and issues of interest since the last meeting.
Nil
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Doc ID: 558014
1. Purpose
The Chair will give an update on activities and issues since the last meeting.
That the report be received.
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Doc ID: 558015
1. Purpose
Members will give an update on activities and issues since the last meeting.
That the report be received.
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21.8.6 November 2021 Governance Report
Doc ID: 558016
1. Purpose
To report on items of general interest, receive minutes and updates from key organisations and consider the legacy and current status report updates.
That the report be received.
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2. Discussion
Status Reports
The status reports have been updated with any actions since the previous meeting (appendix 1).
Legacy Status Reports
The legacy status reports have been updated with any actions since the previous meeting (appendix 2).
Appendix 1 - MCB Status Report ⇩
Appendix 2 - MCB Legacy Status
Report ⇩
Report author: |
Reviewed and authorised by: |
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Wayne McEnteer |
Louise van der Voort |
Governance Support Officer |
Acting Chief Executive Officer |
2/11/2021 |
8/11/2021 |
Maniototo Community Board meeting |
18 November 2021 |
Report Title |
Resolution No |
Resolution |
Officer |
Status |
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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
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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.
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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 |
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
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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.
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18 November 2021 |
The date of the next scheduled meeting is 17 February 2022.
18 November 2021 |
12 Resolution to Exclude the Public
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:
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