Agenda of Maniototo Community Board meeting

Maniototo Community Board Agenda

31 March 2022

MINUTES OF A meeting of the Maniototo Community Board
HELD VIA MICROSOFT TEAMS AND LIVE STREAMED
ON Thursday, 17 February 2022 commencing AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), J Muir (Executive Manager - Infrastructure Services), G Bailey (Parks and Recreation Manager), A McDowall (Finance Manager), K McCulloch (Corporate Accountant), J Remnant (Property and Facilities Officer – Ranfurly), M De Cort (Communications Coordinator), R Williams (Governance Manager) and W McEnteer (Governance Support Officer)

1 Apologies

There were no apologies.

2 Public forum

Roy Noble (Project Manager) – Transpower

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

3 condolences

The Chair referred to the deaths of Geoff Foster, Barry Burrows, Gavin Wier, Beryl Reid, Bruce Wheeler, Betty Foley, Murray Brasell and Beverly Flamank. Members stood and observed a moments 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 18 November 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

22.1.2 Appointments to External Bodies

To consider the Board’s appointments to external organisations.

Committee Resolution

Moved: Harris

Seconded: Duncan

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.

Carried

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

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.

Committee Resolution

Moved: Duncan

Seconded: Harris

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.

Carried

7 Mayor’s Report

22.1.4 MAYOR'S REPORT

His Worship the Mayor gave an overview of his recent activities in the Maniototo before responding to questions.

Committee Resolution

Moved: Helm

Seconded: Duncan

That the Maniototo Community Board receives the report.

Carried

8 Chair's Report

22.1.5 Chair's Report

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

· Attended two meetings of the Otuehua Community Group meetings. Updated members of the group’s activities.

· Noted a recent drive through Danseys Pass regarding the need to regravel the road and to look at damaged culverts on the road.

· Noted the recent Otago Daily Times article regarding the Ranfurly Pool and its limited hours.

· Noted a recent discussion with Councillor Duncan regarding a damaged culvert.

· Noted a visit to Naseby to look at the new water clarifier there.

· Queried the timelines for reinstating roads after they had been resealed. Staff responded that it depended on the road, but there was a shift to leave the seal as long as could be allowed.

· Noted the current discussions around Three Waters. His Worship gave an update to members on recent developments in this space.

· Noted a recent incident at the Ranfurly library where a man was trespassed from the building.

Committee Resolution

Moved: Duncan

Seconded: Helm

That the report be received.

Carried

9 Members' Reports

22.1.6 Members' Reports

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

Ms Umbers reported on the following:

· Discussed recent issues at the Ranfurly pool

· Raised the issue of roaming dogs in Ranfurly and mentioned that a number had been seen on the streets recently.

· Made enquiries about the status of the upgrade of the John Street playground. Staff responded that there will be community feedback in late March

Mr Helm reported on the following:

· Lamented the cancellation of the A&P Show.

· Spoke of the issue of roaming dogs around Ranfurly. Staff would follow up.

Mr Harris reported on the following:

· Queried whether a speed sign could be placed at the sharp bend on Bypass Road, Ranfurly. Staff would follow up with Roading Team.

Councillor Duncan reported on the following:

· Attended the Ranfurly business breakfast and updated members on topics discussed.

· Attended a Road to Zero Zoom meeting with Waka Kotahi.

· Noted that he had received several complaints directed at Council on a range of issues.

· Noted the Roading pre-agenda meeting that was approaching next week.

· Noted current issues raised regarding the Ranfurly Pool.

· Noted that the Eden Hore Central Otago exhibition was moving to Wedderburn at the beginning of April.

· Noted current issues in farming and reflected on the current vulnerable state of the tourism sector.

Committee Resolution

Moved: Harris

Seconded: Umbers

That the report be received.

Carried

10 Status Reports

22.1.7 February 2022 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: Helm

Seconded: Harris

That the report be received.

Carried

11 Date of the Next Meeting

The date of the next scheduled meeting is 31 March 2022.

12 Resolution to Exclude the Public

Committee Resolution

Moved: Harris

Seconded: Umbers

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
22.1.8 - February 2022 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 3.08 pm and the meeting closed at 3.13 pm.

31 March 2022

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6 Reports

22.2.2 Maniototo Financial Report for the Period Ending 31 December 2021

Doc ID: 568280

1. Purpose

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

Recommendations

That the report be received.

2. Discussion

The operating statement for the three months ending 31 December 2021 shows a favourable variance of $83k against the revised budget.

2021/22	6 MONTHS ENDING 31 DECEMBER 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	93	94	(1)	˜	186
28	Internal Interest Revenue	8	14	(6)	˜	28
938	Rates	414	433	(19)	˜	938
-	Reserves Contributions	7	-	7	˜	-
-	External Interest & Dividends	1	-	1	˜	-
2	Other capital contributions	-	2	(2)	˜	2
1,157	Total Income	523	543	(20)	˜	1,154

	Expenditure
39	Rates Expense	41	39	(2)	˜	39
57	Other Costs	14	26	12	˜	57
75	Staff	37	19	(18)	˜	75
258	Contracts	78	120	42	˜	258
24	Grants	16	13	(3)	˜	24
51	Fuel and Energy	24	26	2	˜	51
24	Building Repairs and Mtce	20	13	(7)	˜	27
198	Cost Allocations	103	103	-	˜	198
15	Internal Interest Expense	4	8	4	˜	15
94	Professional fees	-	31	31	˜	94
249	Depreciation	82	124	42	˜	249
18	Members Remuneration	9	9	-	˜	18
1,102	Total Expenses	428	531	103	˜	1,105
55	Operating Surplus / (Deficit)	95	12	83		49

Income for period ending 31 December 2021:

Operating income reflects an insignificant unfavourable variance to the revised budget of ($20k).

· 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 $7k. These are not budgeted for as it is hard to gauge the contributions year to year.

Expenditure for period ending 31 December 2021:

Expenditure has a favourable variance of $103k compared to the revised budget. The revised budget variances are detailed below.

· Staff has an unfavourable variance of ($18k). This is due to the budget lagging behind the actuals. Seasonal pool staffing costs are the main factor for this.

· Other costs at $12k, contracts at $42k and professional fees at $31k have favourable variances. These expenses are more needs-based and will vary against budget from time to time.

· Depreciation has a favourable variance of $42k. Parks and reserves depreciation is lower than expected by $56k. This is offset by the Ranfurly pool’s depreciation of ($11k). The districts pools were revalued as at 30 June 2020 in the parks and reserves valuation. After the pool values increased significantly, Council elected to phase the increased depreciation over the next three years to reduce the impact of rates.

Capital Expenditure:

Capital expenditure for the period ending 31 December 2021 reflects that CAPEX spending is $147k behind the revised budget. The actual capital spent ended at 10% of the total revised budget.

2021/22	6 MONTHS ENDING 31 DECEMBER 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	-	70	70	˜	151
-	Taieri Lake Reserve	-	3	3	˜	3
12	Ranfurly Pool	10	12	2	˜	12
7	Naseby Dam Reserve	6	7	1	˜	7
19	Oturehua Domain	2	19	17	˜	19
9	Cemeteries	-	7	7	˜	19
190	Total Parks & Reserves:	18	118	100		211

	Property:				˜
10	Property General	5	5	-	˜	10
12	Community Halls	7	12	5	˜	12
40	Maniototo Stadium	2	14	12	˜	50
4	Naseby Hall	-	6	6	˜	6
6	Ranfurly Hall	-	6	6	˜	6
7	Centennial Milk Bar	-	7	7	˜	7
18	Ranfurly Arts Centre	-	11	11	˜	21
97	Total Property:	14	61	47		112
287	Total Capital Expenditure	32	179	147		323

The significant variances are:

Parks and Reserves have an overall favourable variance of $100k.

· Other reserves have a favourable variance of $70k. The installation of irrigation at Maniototo Park is due to commence in March. The Naseby flying fox equipment has arrived in New Zealand, with installation due to commence in May. The John Street playground timber fort renewal project is still in the planning stages with the procurement plan being drafted.

· The Oturehua Domain has a favourable variance of $17k. This is due to a technical error of $12.8k in the budget being incorrectly allocated to the Oturehua Domain. This budget relates to sliding door replacements at the Ranfurly Pool and will be amended in the revised budget when the forecast is complete.

Property has an overall favourable variance of $47k.

· The Maniototo Stadium entrance and Naseby Hall ceiling fan and pathway projects are due for completion in February.

· The Arts Centre window replacements project is waiting for all quotes to be received and with manufacturing dates means project is likely to carry forward into 2022/23.

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 audited 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 $914k.

3. Attachments

Appendix 1 - 202112 Maniototo Reserves 2021-22.pdf ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Leanne Macdonald
Accountant	Executive Manager - Corporate Services
3/03/2022	3/03/2022


AGENDA Maniototo Community Board Meeting Thursday, 31 March 2022
Date:	Thursday, 31 March 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 in 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
16/03/2022	18/03/2022