Agenda of Maniototo Community Board meeting

Maniototo Community Board Agenda

12 May 2022

MINUTES OF A meeting of the
Maniototo Community Board
HELD IN THE Microsoft Teams and Live Streamed
ON Thursday, 31 March 2022 commencing AT 2.01 pm

PRESENT: Mr R Hazlett (Chair), Mr M Harris (Deputy Chair), Cr S Duncan, 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), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), J McCallum (Roading Manager), G Bailey (Parks and Recreation Manager), N Aaron (Parks Officer – Strategy), J Remnant (Property and Facilities Officer – Māniatoto), D McKewen (Accountant) R Williams (Community Development Advisor), W McEnteer (Governance Manager)

1 Apologies

Apology

Committee Resolution

Moved: Harris

Seconded: Umbers

That the apology received from Mr Helm be accepted.

Carried

2 Public forum

There was no public forum.

3 condolences

The chair referred to the death of Eleanor A’Court. Members stood for a moment’s silence as a mark of respect.

4 Confirmation of Minutes

It was noted in the condolences that there was an error in the spelling of Gavin Weir.

Committee Resolution

Moved: Harris

Seconded: Umbers

That, subject to the amendment above, the public minutes of the Maniototo Community Board Meeting held on 17 February 2022 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

22.2.2 Maniototo Financial Report for the Period Ending 31 December 2021

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

Committee Resolution

Moved: Duncan

Seconded: Harris

That the report be received.

Carried

7 Mayor’s Report

22.2.3 Mayor's Report

His Worship the Mayor gave an update of his recent activities in the Maniototo ward. He also gave an update to Members on current issues in the Three Waters space.

Committee Resolution

Moved: Umbers

Seconded: Duncan

That the Maniototo Community Board receives the report.

Carried

8 Chair's Report

22.2.4 Chair's Report

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

· Noted that Eden Hore Central Otago exhibit was now at Wedderburn.

· Noted the gates at the cemetery were near being installed

· Received an email Civil Defence regarding the locating of a generator in the Maniototo.

· Discussed bridges in the Maniototo and which might need to be fixed first.

· Noted that the dog inspector was coming to Ranfurly to address stray dogs in town.

· Noted the build up of cars in John Street, Ranfurly.

· Noted the speed limit consultation that was currently ongoing.

· Noted the feedback on the transfer station, in particular its opening hours on Saturday.

Committee Resolution

Moved: Hazlett

Seconded: Umbers

That the report be received.

Carried

9 Members' Reports

22.2.5 Members' Reports

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

Ms Umbers reported on the following:

· Enquired about the timeline for refurbishment of the service centre in Ranfurly.

· Mentioned the trees at Welcome Inn Hill at the entrance to Naseby and noted that they currently hang out over the road on the bend. It was noted that staff would investigate.

· Mentioned the public toilets in Naseby, specifically about the frequency that they were cleaned. It was noted that staff would investigate.

· Noted the repair of the dump station for caravans in Ranfurly.

Mr Harris had nothing to report.

Councillor Duncan reported on the following:

· Mentioned a recent meeting regarding the grading of the road between Patearoa and Waipiata.

· Noted the local fire station had received an award as part of the merger between Fire Emergency New Zealand and Rural Fire.

· Noted current issues in the Three Waters space.

· Attended fire training the previous weekend, which was focussed around fire behaviour. Noted Naseby and the dry conditions there.

· Noted the current struggle of South Otago and Southland farmers with drought.

· Appeared on the TVNZ Breakfast programme.

· Mentioned that the Eden Hore Central Otago collection was now at Wedderburn. He congratulated members and staff that had been involved in the project.

· Noted current issues in the Covid-19 space.

· Noted the road works and reticulation project after a recent trip to Clyde.

Committee Resolution

Moved: Duncan

Seconded: Umbers

That the report be received.

Carried

10 Status Reports

22.2.6 March 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: Duncan

Seconded: Harris

That the report be received.

Carried

11 Date of the Next Meeting

The date of the next scheduled meeting is 12 May 2022.

12 Resolution to Exclude the Public

Committee Resolution

Moved: Umbers

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
22.2.7 - March 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 2.55 pm the meeting closed at 3.00 pm.

12 May 2022

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6 Reports

22.3.2 2022-23 Annual Plan Budget and Fees and Charges Schedule

Doc ID: 577257

1. Purpose of Report

To approve the budgets for inclusion in Council’s Annual Plan 2022-23 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 final Māniatoto ward 2022-23 Annual Plan budget and recommend to Council for inclusion in the 2022-23 Annual Plan.

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

2. Background

The 2022-23 final budgets for the Māniatoto ward have been prepared on Council’s request to keep the 2021-22 Long-term Plan (year two) budgets relatively unchanged. The draft budget was presented to the Community Board in February 2022.

At the time of presenting the budgets, the overall Council average annual rates increase was projected be 7.7%, down from 7.8% as adopted for year two of the 2021-31 Long-term Plan. The Māniatoto ward’s average rates decrease, excluding district wide rates and metered water, was projected to be around 1.2%.

When presenting the budget in February, a few minor changes were identified. These have since been corrected and has resulted in the average rates decrease for the Māniatoto ward reduced to 0.4% decrease. This excludes district-wide rates and metered water. The slight change is due to a slight increase in elected member costs and movements in the general reserves in Māniatoto. Council rates, while still being finalised with Council is also projected to be less than the initially reported 7.7%.

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

3. Discussion

Council staff presented draft budgets to each community board for consideration at their February meetings. Staff identified a couple changes needed, particularly with reserve balances, depreciation and the calculation of interest costs.

This final version of the Māniatoto ward annual budget now needs to be incorporated into the all-of-Council annual budget as part of the 2022-23 Annual Plan, scheduled to be adopted 01 June 2022.

Appendix 1 shows the cost centres that are funded by Māniatoto Community Ward Rates and outlines the changes made between the current year and 2022-23. The ward rate is specific to rateable units in the ward and is not the district wide rate, or metered water.

4. Financial Considerations

Targeted rating decrease of $4.1k, equating to 0.4%% decrease, compared to the 2021-31 Long-term Plan (Year 1)

5. Options

Option 1 - (recommended)

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

Advantages:

· Meets statutory requirements

· Provides transparent expenditure management

· The Māniatoto 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

· 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 final 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 ratepayers 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)

· Reliance on financial reserves through not reflecting the true cost of activities, and therefore not rating accurately.

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, and the 2022-23 Annual Plan is closely aligned to year two of the 2021-31 Long-term Plan.
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.

7. Next Steps

Once this report is accepted and changes made where necessary, it will be submitted to Council for recommendation to be included in the final 2022-23 Annual Plan scheduled to be adopted 1 June 2022.

A complete schedule of the fees and charges has been submitted to each of the relevant community boards for approval. Once approved, the total suite of fees and charges will also 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 - Māniatoto Rates Summary ⇩

Appendix 2 - Fees and Charges 2022-23 ⇩

Report author:	Reviewed and authorised by:

Kim McCulloch	Leanne Macdonald
Management Accountant	Executive Manager - Corporate Services
18/01/2022	18/01/2022

12 May 2022

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22.3.3 March 2022 Promotions Grants Applications

Doc ID: 577899

1. Purpose of Report

To consider the March 2022 community and promotions grant applications to the Maniototo Community Board.

Recommendations

That the Maniototo Community Board

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

B. Decides the grants to be allocated to the applicants of the Promotions Grants.

2. Background

The Central Otago District Council contributes to the social, economic, environmental and cultural well-being of the local community through the contestable grants process.

The objectives of the grants process are:

· Enhance well-being in the district (social, economic, environmental and cultural)

· Empower local communities

· Facilitate the delivery of community outcomes

· Promote our regional identity: Central Otago A World of Difference.

There are two types of grants that can be applied for, community grants and promotions grants. Each are funded using different targeted rates, which means that one pool cannot subsidise the other. Each application must be considered on its own merit and its fit with the relevant grant criteria and available budget.

The Board considers grant applications in two rounds annually. Applications for the first round closed at the end of August 2021 for a decision in September, with the second round closing at the end of March 2022 for a decision in May 2022.

A comprehensive review of the grants policy took place in August 2019 with further reviews undertaken in June 2021 and January 2022. These reviews were to streamline the process and improve the community experience in using the policy.

The Maniototo Community Board is delegated the authority to consider applications for activities and projects within its boundaries.

Annually, there is $15,000 to distribute in the Maniototo community grants scheme and $5,000 to distribute in the promotions grants scheme. The following table illustrates the commitments already made and the amounts left to distribute.

Type of grant	2021/22 FY	2022/23 FY
Community Grants Budget	15,000	15,000
Less distributed 1^st Round	14,832
Plus returned grants	0
Less committed from previous rounds	0
Balance left to distribute	168
Promotions Grants Budget	5,000	5,000
Less distributed 1^st Round	0
Plus returned grants	0
Less committed from previous rounds	0
Balance left to distribute	5,000

3. Discussion

Community Grants

There are no applications to Community Grants received in this round.

Promotion Grants

One promotion grant application was received in the current round requesting a total of $711.57 from the 2021-2022 financial year. No applications were received for funding in the 2022-2023 year.

There is $5,000 to distribute in the 2021/2022 financial year.

Name of Organisation

Name of project / service

Purpose of funding

When does the project start

Total costs

Amount requested

Rural Art Deco Maniototo

Brochure Ranfurly Art Deco Museum and Town Walk

Print 5,000 brochures

23/03/2022

$711.57

Copies of the applications, supporting documentation and staff assessments are provided to Board members under separate cover.

4. Financial Considerations

As detailed above, the Board has $5,000 to distribute for the 2021/22 Promotion Grants. Boards have the delegated authority to spend within this budget. Any recommendations above these amounts would fall outside of that delegation and would need to be by way of a recommendation to Council.

For this funding round, organisations were able to apply for the remainder of the 2021/22 financial year grants budgets, or for the 2022/23 financial year, for projects that take place in that financial year. No applications are being considered for the 2022/23 year.

5. Options

The Board is asked to consider each application and determine the appropriate level of funding. There are no other options as the Board has the delegation to allocate grants from the contestable funds.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the social, cultural, economic and environmental wellbeing of communities, in the present and for the future by providing a contestable funding pool that enables projects to be delivered in the community that enhance wellbeing.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Yes, this decision is consistent with the Grants Policy, and other plans and policies that may be impacted by any of the individual grant applications.
Considerations as to sustainability, the environment and climate change impacts	There is no direct impact, some applications may have a positive environmental impact from time to time.
Risks Analysis	No risks have been identified in the funding applications.
Significance, Consultation and Engagement (internal and external)	The funding rounds were advertised in the local newspaper, Council’s website and Facebook page, and through combined agency community funding clinics. Discussions with departments of Council have taken place where there impacts arising from the application.

7. Next Steps

Once the Board has made a decision on the level of funding for each organisation, this will be communicated to each applicant and payments made.

8. Attachments

Appendix 1 - Rural Art Deco Maniototo Inc Staff Assessment (under separate cover) ⇨

Appendix 2 - Rural Art Deco Maniototo Inc Grant Application (under separate cover) ⇨

Appendix 3 - Rural Art Deco Maniototo Inc Supporting Documentation (under separate cover) ⇨

Report authors:	Reviewed and authorised by:

Alison Mason	Sanchia Jacobs
Media and Marketing Manager	Chief Executive Officer
14/04/2022	20/04/2022

Maniototo Community Board Agenda

12 May 2022

12 Resolution to Exclude the Public

Recommendations

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

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
22.3.8 - Appointment of Trustees to Community Trust of Maniototo	s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons	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
22.3.9 - March 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


AGENDA Maniototo Community Board Meeting Thursday, 12 May 2022
Date:	Thursday, 12 May 2022
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 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 Manager	Chief Executive Officer
2/05/2022	2/05/2022