Agenda of Maniototo Community Board meeting - Thursday, 17 February 2022

Maniototo Community Board Agenda

17 February 2022

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, 18 November 2021 commencing AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor) (via Microsoft Teams), S Righarts (Chief Advisor), L Macdonald (Executive Manager – Corporate Services), M Tohill (Communications Advisor), R Williams (Governance Manager) and W McEnteer (Governance Support Officer)

1 Public Forum

Roy Noble (Project Manager) – Transpower

Mr Noble gave an update on the Clutha and Upper Waitaki Lines Project before responding to questions.

2 Apologies

There were no apologies.

3 Condolences

The Chair referred to the deaths of Moreen Price, Ian Smith, Les Gill, Keith Edwards and Josephine Steele. Members stood for a moment’s silence as a mark of respect.

4 Confirmation of Minutes

Committee Resolution

Moved: Umbers

Seconded: Helm

That the public minutes of the Maniototo Community Board Meeting held on 14 October 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

21.8.2 Maniototo Financial Report for the Period Ending 30 September 2021

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

Committee Resolution

Moved: Helm

Seconded: Harris

That the report be received.

Carried

7 Mayor’s Report

21.8.3 Mayor's Report

His Worship the Mayor reported on his activities since the last meeting:

· Attended Coffee and Chat sessions in the Maniototo.

· Attended a meeting in Cambrians with representatives of AWS Legal regarding potential impacts of the Water Services Act.

· Attended a site visit in Naseby regarding possible water sources for Naseby.

· Attended and MC’d the Eden Hore Central Otago event at the Orchard Garden. Noted that it was a very successful event.

· Attended the 100 year anniversary of the Hayes Family homestead.

· Gave an update on COVID-19 vaccination rates in the Maniototo.

· Business a business breakfast in Ranfurly.

· Noted the upcoming Maniototo Curling Incorporated meeting.

· Gave an update to Members about current issues in the Three Waters space.

Committee Resolution

Moved: Duncan

Seconded: Umbers

That the Maniototo Community Board receives the report.

Carried

8 Chair's Report

21.8.4 Chair's Report

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

· Noted the pit off Goff Road, Ranfurly that is used for dirt fill. He commented that it needed to be tidied and that there could be some possible options for future use of the area.

· Noted the work on the plans to replace the John Street playground. Also noted that the flying fox for Naseby had been ordered.

· Attended a water meeting at Maniototo Stadium.

· Noted the open letter on Three Waters sent to Minister Mahuta by the Council Members.

· Noted that the swimming dam in Naseby would be filled shortly.

· Noted a trip to Naseby to look at options for other water supplies there.

· Noted the gravel that had been washed out from under the Idaburn bridge. Noted there were no detour options for trucks should there be a problem with it in the future.

· Noted that the Ranfurly pool was set to open shortly, but that a part for the heat pump was needed that needed to be shipped from Auckland.

Committee Resolution

Moved: Hazlett

Seconded: Duncan

That the report be received.

Carried

9 Members' Reports

21.8.5 Members' Reports

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

Ms Umbers reported on the following:

· Noted that the entrance to the Ranfurly cemetery had stone pillars to fit a gate, but that a gate had never been fitted

· Noted the fire at the old school house in Patearoa.

Mr Harris had nothing to report.

Mr Helm reported on the following:

· Noted that there was a lot of Broom in bloom at the moment.

Councillor Duncan reported on the following:

· Commented on a recent trip to Falls Dam to look at the Hawkdun scheme.

· Attended a meeting at Taumata Arowai.

· Attended a Council meeting. Gave an update to Members on some items discussed

· Noted the opening of the Eden Hore collection at the Orchard Garden.

· Noted a visit to the Idaburn bridge and mentioned that there was a lot of gravel that had come out from underneath the bridge.

· Noted an upcoming pre-agenda meeting for Council.

Note: Councillor Duncan left the meeting at 2.54 pm.

Committee Resolution

Moved: Harris

Seconded: Helm

That the report be received.

Carried

10 Status Reports

21.8.6 November 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: Harris

That the report be received.

Carried

Note: Councillor Duncan returned to the meeting at 2.55 pm.

11 Date of the Next Meeting

The date of the next scheduled meeting is 17 February 2022.

12 Resolution to Exclude the Public

Committee Resolution

Moved: Umbers

Seconded: Helm

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
21.8.7 - November 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 2.55pm and the meeting closed at 2.58 pm.

17 February 2022

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6 Reports

22.1.2 Appointments to External Bodies

Doc ID: 565250

1. Purpose of Report

To consider the Board’s appointments to external organisations.

Recommendations

That the Maniototo Community Board

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

B. Agrees that all appointments to external organisations are liaison roles.

C. Agrees that the Board’s role on the Patearoa Water Scheme Liaison Committee be investigated, with a view to removing it from the list, if possible.

D. Agrees that the Design and Location of the Sun for the Interplanetary Cycle Trail Working Group and the Maniototo Promotions Group be removed from the list of external organisations.

E. That the Board’s role on the Maniototo Community Arts Council and the Maniototo Ice Rink Committee be liaison positions.

2. Background

Section 52 of the Local Government Act sets out the role of community boards, part of which is to “represent, and act as an advocate for, the interest of its community; and … to communicate with community organisations and special interest groups within the community”. To help facilitate this, community boards form relationships with external organisations. Many of these relationships are informal, others are on an ‘as required’ basis and others are formalised.

At the beginning of each triennium, each community board appoints members to external committees and organisations where the relationship has been formalised. These appointments vary from appointing the chairperson and trustees through to liaison positions.

This report follows on from a workshop held with the Board in 2021 and provides an opportunity to consider what appointments are made to external organisations, including the type of appointment.

Conflicts of Interest

The Office of the Auditor-General has provided good practice guidelines called “Managing conflicts of interest: A guide for the public sector.”

In this, the Office of the Auditor-General notes that there are different types of conflicts:

· Financial conflict of interest

· Non-financial conflicts of interest

· Conflicts of roles

· Pre-determination

The guide states that the public need to be confident that decisions of public entities (which includes community boards):

· are made impartially and for the right reasons; and

· are not influenced by personal interests or ulterior motives.

This means that the Board, and its members, need to identify and manage any conflicts of interest for each decision made.

Liaison vs Representative Positions

Liaison positions provide a formal contact from community boards to external organisations. However, the function is that of liaison only. This means that the role does not have voting rights on the external organisation and although the role may attend some meetings of the external group, it is not a requirement to attend them all unless both parties consider it to be mutually beneficial. Liaison positions can generally participate in discussions and vote on topics relevant to the external organisation at community board meetings without creating a conflict of interest, however members should monitor this and not participate in any item where they think a conflict may exist.

Representative positions are a formal member of the governing body of the external organisation. This means that the role should attend all meetings of the external body and has voting rights. It also means that the individual would have very limited opportunity to participate in discussions and voting relating to the external organisation at community board meetings, without creating a conflict of interest.

Existing Appointments

At the beginning of the 2019-2022 triennium, the Maniototo Community Board made the following appointments to external organisations:

· Design and Location of the Sun for the Interplanetary Cycle Trail Working Group – 1 representative

· Maniototo Community Arts Council – 1 representative

· Maniototo Ice Rink Committee – 1 representative

· Patearoa Water Scheme Liaison Committee – 1 representative

3. Discussion

The Community Board has relationships with a number of external organisations and special interest groups. Over time, the Board has formalised the relationship with some of these organisations through appointing liaison or representative positions to the external organisation.

Given the potential for creating conflict of interests during decision making at community boards, it is recommended that appointments to external organisations are liaison positions, rather than formal representatives. This would allow the formal relationships to continue, while minimising the risk of creating a conflict.

During discussion at the workshop it was noted that the Design and Location of the Sun for the Interplanetary Cycle Trail Working Group is no longer operating and should be removed from the list. It was also suggested that the Maniototo Promotions Group, which is listed in the Delegations Register, be removed.

The Board’s role on the Patearoa Water Scheme Liaison Committee was questioned at the workshop and it is recommended that this is investigated further, with a view to removing it from the list.

The Community Board agreed that the roles on the Maniototo Community Arts Council and the Maniototo Ice Rink Committee be liaison positions.

4. Financial Considerations

There are no financial considerations arising from this report.

5. Options

Option 1 – (Recommended)

That all appointments made by the Maniototo Community Board to external organisations are liaison positions. That the Board’s role on the Patearoa Water Scheme Liaison Committee be investigated, with a view to removing it from the list. That the Design and Location of the Sun for the Interplanetary Cycle Trail Working Group and the Maniototo Promotions Group be removed. That the Board’s role on the Maniototo Community Arts Council and the Maniototo Ice Rink Committee be liaison positions.

Advantages:

· These changes would reduce the potential of creating conflicts of interest and would be more in line with the Office of the Auditor-General guidelines.

· Relationships with external organisations would be maintained in an appropriate manner.

Disadvantages:

· There is the potential for organisations to see the proposed changes as a “downgrading” of their relationship with the Board.

Option 2

Make no changes.

Advantages:

· Relationships would continue as they have in the past.

Disadvantages:

· Known conflicts of interest would continue to exist and require ongoing careful management.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by ensuring the Community Board fulfills its role set out in s52 of the Local Government Act. AND This decision promotes the social/cultural/economic/environmental wellbeing of communities, in the present and for the future by forming appropriate relationships with organisations that work to enhance the wellbeing of the District.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	The recommended option is consistent with all other Council plans and policies.
Considerations as to sustainability, the environment and climate change impacts	There are no implications created by the recommended option.
Risks Analysis	The recommended option aims to minimise the risk to Council of poorly managed conflicts of interest, whilst maintaining strong relationships with external organisations.
Significance, Consultation and Engagement (internal and external)	The recommended option does not meet the threshold of the Significance and Engagement Policy. If the Board agrees with the recommended option, discussion with the affected external organisations will take place.

7. Next Steps

Once a decision has been made, discussion will take place with the external organisations where changes are proposed. The list of appointments to external organisations will be updated for the new triennium.

8. Attachments

Nil

Report author:	Reviewed and authorised by:

Rebecca Williams	Sanchia Jacobs
Governance Manager	Chief Executive Officer
1/02/2022	4/02/2022

17 February 2022

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22.1.3 2022-23 Annual Plan Budget and Fees and Charges Schedule

Doc ID: 565540

1. Purpose of Report

For the Maniototo Community Board to approve the draft budgets for inclusion in Council’s Annual Plan 2022-23 process and the 2022-23 fees and charges schedule.

Recommendations

That the Maniototo Community Board

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

B. Agrees the draft Maniototo ward 2022-23 Annual Plan budget and recommend to Council for inclusion in the 2022-23 Annual Plan.

C. Agrees to accept the Maniototo ward 2022-23 fees and charges schedule and recommend to Council for inclusion in the 2022-23 Annual Plan.

2. Background

The 2022-23 draft budgets for the Maniototo Ward have been prepared on Council’s request to keep the Long-term Plan (year two) budgets relatively unchanged. The year two budgets proposed an average rate increase across the district of 7.8%. This is including the impact of growth which was anticipated to be 1.9%. Currently the average increase across the district is 7.7%, after adjusting for actual growth of 2.4%, up from the projected growth factor of 1.9%.

The 2022-23 Annual Plan draft budget figures result in a total increase to the Maniototo Ward rates of $249k or 4.7%. This includes the district-wide rates collected within the Maniototo Ward and is adjusted for the impact of growth in the ratepayer base. Looking at the Maniototo Ward specific rates, which excludes district wide rates and metered water rates, and excludes any provision for growth, the rate decreases by $11k which equates to a decrease of 1.2%.

In addition to adopting the annual plan and striking the rates for the new year, Council also adopts the annual fees and charges. A complete copy of the Fees and Charges Schedule is attached for information. There are minimal changes to fees and charges from year one of the Long-term Plan to the proposed 2022-23 Annual Plan.

3. Discussion

Council staff are presenting draft budgets to each community board for consideration at their February meetings. Once accepted, the community board budgets will be provided to Council to consider including in the 2022-23 Annual Plan.

As part of the preparing the 2021-31 Long-term Plan, the Council prepares a Financial Strategy. That strategy includes a council-imposed rating increase cap set for the district at average rate increase of 6.9%, including growth in rating units. As adopted in the 2021-31 Long-term Plan, years two and three were approved to exceed this 6.9% cap at 7.8 and 7.6% respectively. As mentioned, the proposed 2022-23 Annual Plan is currently sitting at 7.7% after allowing for actual growth of 2.4%, up from the projected growth factor of 1.9%.

Appendix 1 shows the cost centres that are funded by Maniototo Community Ward Targeted Rates and outlines the changes made. Please note that the ward rate is specific to rateable units in the ward and is not the district wide rate and does not allow for increased growth.

4. Financial Considerations

Targeted rating decrease of $10.8k equating to 1.2% decrease, compared to the 2021-31 Long-term Plan (Year 1)

5. Options

To accept the draft 2022-23 budget and 2022-23 Fees and Charges Schedule for recommendation to Council for inclusion in the 2022-23 Annual Plan.

Option 1 - (recommended)

Advantages:

· Meets statutory requirements

· Provides transparent expenditure management

· The Maniototo budget will feed into Council’s Annual Plan budget for 2022-23

· Meets the ratepayers’ expectations

· Allows changes to reflect prior Council and Community Board decisions post setting of the 2021-31 Long-term Plan

· Allows for Fees and Charges to be updated to reflect the most accurate charges.

Disadvantages:

· Some members of the community may feel disadvantaged paying increased rates.

Option 2

Decline the draft 2022-23 budget and 2022-23 Fees and Charges Schedule for recommendation to Council for inclusion in the 2022-23 Annual Plan and do not recommend it to Council for inclusion in the 2022-23 Annual Plan process

Advantages:

· Status quo remains and rate payers do not incur increased rates.

Disadvantages:

· Delay in the annual plan process or the 2022-23 Annual Plan may not accurately reflect the Community Board’s prior decisions.

· Run the risk of delaying the annual plan process and therefore potentially miss the legislative deadlines

· May not reflect a fair distribution of costs to the rate payer

· Does not reflect the intention of the 2021-31 Long-term Plan (year two)

· Loss in revenue or a greater reliance on the ratepayer though not correctly the most up-to-date fees and charges.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of the community by involving community board members in robust and transparent financial decision making.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, consistent with all council plans and policies.
Considerations as to sustainability, the environment and climate change impacts	No implications, as this has been factored in the 2021-31 Long-term Plan and there have been no changes to these considerations and assumptions used to prepare the 2021-31 Long-term Plan.
Risks Analysis	The risk of not accepting this report is that Council will lose the ability to adopt the 2022-23 Annual Plan and set the rates for the income required to meet the activities Council is required to carry out. Council will not meet legislative requirements and may be exposed to legal challenges.
Significance, Consultation and Engagement (internal and external)	This is a significant step in the annual plan process, as it ensures the Community Board is across its ward-specific budget, and feedback to Council’s overall 2022-23 Annual Plan. Council is not consulting on the 2022-23 Annual Plan as there have been no significant changes since consulting on the 2021-31 Long-term Plan, including year two, being 2022-23.

7. Next Steps

Once this report is accepted and changes made where necessary, it will be submitted to Council for inclusion in the 2022-23 Annual Plan, which is planned to be adopted on 1 June 2022.

A complete schedule of the fees and charges will be submitted to each of the relevant community boards for approval. Once approved, the total suite of fees and charges will be presented to Council with the recommendation that Council adopt the proposed fees and charges as part of the adoption process when adopting the 2022-23 Annual Plan.

8. Attachments

Appendix 1 - Maniototo Rates Summary ⇩

Appendix 2 - Fees and Charges 2022-23 ⇩

Report author:	Reviewed and authorised by:

Ann McDowall	Leanne Macdonald
Finance Manager	Executive Manager - Corporate Services
18/01/2022	18/01/2022


AGENDA Maniototo Community Board Meeting Thursday, 17 February 2022
Date:	Thursday, 17 February 2022
Time:	2.00 pm
Location:	Microsoft Teams and Live Streamed (Unless there is a move from the current Red Alert level, in which case it may be held at Ranfurly Service Centre, 15 Pery Street, Ranfurly. In both cases, due to COVID-19 restrictions and limitations of the physical space, public access will be available through a live stream of the meeting. The link to the live stream will be available on the Central Otago District Council's website.)
Sanchia Jacobs Chief Executive Officer

Report author:	Reviewed and authorised by:

Wayne McEnteer	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
2/02/2022	8/02/2022