Agenda of Teviot Valley Community Board meeting

Teviot Valley Community Board Agenda

5 May 2022

MINUTES OF A mEETING OF THE
Teviot Valley Community Board
HELD IN THE Microsoft Teams and Live Streamed
ON Thursday, 24 March 2022 COMMENCING AT 2.03 pm

PRESENT: Mr R Gunn (Chair), Ms S Feinerman (Deputy Chair), Ms C Aitchison, Mr N Dalley, Cr S Jeffery

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), L Macdonald (Executive Manager - Corporate Services), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), G Bailey (Parks and Recreation Manager), Kim McCulloch (Corporate Accountant), L Stronach (Team Leader – Statutory Property), M Tohill (Communications Support), R Williams (Community Development Officer), W McEnteer (Governance Manager)

1 Apologies

There were no apologies.

2 Public Forum

Anne Todd – Banners in Scotland Street, Roxburgh

Ms Todd spoke to replacing the banners in Scotland Street, Roxburgh and replacing them with more colourful options, which could showcase different produce from the Teviot Valley. She then responded to questions.

3 Confirmation of Minutes

Committee Resolution

Moved: Feinerman

Seconded: Dalley

That the public minutes of the Teviot Valley Community Board Meeting held on 3 February 2022 be confirmed as a true and correct record.

Carried

4 Declaration of Interest

Members were reminded of their obligations in respect of declaring any interests. There were no further declarations of interest.

5 Reports

22.2.2 Application to Lease Local Purpose Reserve Land (PRO: 65-7027-00)

To consider an application to lease part of Part Section 142 Block I Teviot Survey District being the Roxburgh Local Purpose (Public Utility) Reserve.

After discussion it was agreed that the frequency of rent reviews should be added to the terms and conditions of the lease.

Committee Resolution

Moved: Jeffery

Seconded: Gunn

That the Teviot Valley Community Board

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

B. Approves the granting of a lease over approximately 2 hectares of Part Section 142 Block I Teviot Survey District (as shown in figure 1), being Local Purpose (Public Utility) Reserve, to Roxburgh Excavation, on the following terms and conditions:

- Term: Five (5) Years

- Rights of Renewal: Two (2) of Five (5) Years

- Commencement Date: 01 April 2022

- Rental: $2,000 per annum plus GST plus outgoings

- Rent Review Methodology: Market Rental

- Rent Review Frequency: On Renewal

- Final Expiry: 31 March 2037

- Permitted Use: Industrial/Agricultural Storage Yard

Subject to:

- The Applicant deer fencing the perimeter of the demised area.

- Ownership of the fencing (and any gates) transferring to Council on cancellation, expiry, or determination.

- The provisions of the Reserves Act 1977.

C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution.

Carried

22.2.3 Application for Easement over Local Purpose (Public Utility) Reserve

To consider granting an easement in gross over Part Section 142 Block I Teviot Survey District being Local Purpose (Public Utility) Reserve.

Committee Resolution

Moved: Feinerman

Seconded: Aitchison

That the Teviot Valley Community Board

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

B. Agrees to grant an easement (in gross) to Aurora Energy Limited containing the right to convey electricity over Part Section 142 Block I Teviot Survey District for $1, subject to:

- Aurora Energy Limited (or their agents) obtaining all consents, permits, and other rights associated with installing the cable between the existing transformer and the new Point of Supply.

- The final easement plan being approved by the Chief Executive Officer.

- The Minister of Conservation’s consent.

C. Authorises the Chief Executive to do all that is necessary to give effect to the resolution.

Carried

22.2.4 Teviot Valley Financial Report for the Period Ending 31 December 2021

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

Committee Resolution

Moved: Jeffery

Seconded: Aitchison

That the report be received.

Carried

6 Mayor’s Report

22.2.5 MAYOR'S REPORT

His Worship the Mayor updated members on items of interest in the Teviot Valley and gave an update on current issues in the Three Waters space. He then responded to questions from members.

Committee Resolution

Moved: Gunn

Seconded: Feinerman

That the Teviot Valley Community Board receives the report.

Carried

7 Chair's Report

22.2.6 Chair's Report

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

· Attended a meeting of the Ida McDonald Trust

· Attended the farewell for Dr Leon Dittrich.

· Attended a meeting with Nick Taylor from Nick Taylor and Associates regarding the proposed Lake Onslow project.

· Attended a NZ Battery Project Technical Reference Group meeting.

· Attended two Roxburgh Medical Services Trust meetings.

· Attended a meeting of the Roxburgh Pool Committee.

· Attended a meeting of the Teviot Valley Watercare group.

· Noted the picnic table on Cheviot Street, Roxburgh that had been removed, but never put back. Staff would investigate.

Committee Resolution

Moved: Dalley

Seconded: Aitchison

That the report be received.

Carried

8 Members' Reports

22.2.7 Members' Reports

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

Ms Feinerman reported on the following:

· Attended a Welcoming Communities meeting.

· Attended two fruit growers meetings with the Ministry of Primary Industries.

· Attended a not for profit governance workshop in Cromwell.

· Attended a meeting of the Tuapeka Bursury committee. Noted the quality of the applications from the Teviot Valley.

· Attended a meeting of the Walkways Committee. Noted the upgrades planned for the river track.

· Attended a meeting of the Roxburgh Swimming Pool Meeting. Noted that the committee is close to signing a contract for construction.

Ms Aitchison reported on the following:

· Gave an update on the Roxburgh Entertainment Committee.

· Attended two sessions of the Dinner Club.

· Attended a Lions meeting.

· Attended a meeting of the Roxburgh Museum. Noted a survey the museum is currently holding regarding whether there was interest in a yearly subscription for the museum.

· Noted a letter from Cliff Parker regarding the loss of a doctor at the medical centre. It was noted that the Medical Services Trust was working through those issues.

· Noted a Roxburgh Museum meeting following this meeting.

Councillor Jeffery reported on the following:

· Noted communication with Cliff Parker regarding doctors at the medical centre.

· Attended a meeting of the Hearings Panel.

· Attended the business breakfast meeting in Roxburgh. Reported that numbers were down on previous meetings.

· Attended a debrief with Horticulture and Viticulture Central Otago Labour Survey funders.

· Spoke at a plaque opening for an Eion Edgar memorial.

· Attended a fruit growers meeting with the Ministry of Primary Industries.

· Attended the farewell for Dr Leon Dittrich.

· Attended an Audit and risk meeting.

· Attended an update on Three Waters.

· Attended a meeting of the Executive Committee.

· Attended a meeting of the Hearings Panel.

· Attended the March Council meeting.

· Attended a Regional Labour Market meeting.

· Attended a meeting of the Roxburgh Medical Services Trust.

· Mentioned the Contact Energy toilet in lake Roxburgh village and noted that this issue with the closed toilets had been going on for two years.

Mr Dalley had nothing to report.

Committee Resolution

Moved: Aitchison

Seconded: Gunn

That the report be received.

Carried

9 Status Reports

22.2.8 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: Feinerman

Seconded: Jeffery

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 5 May 2022.

The meeting closed at 3.26 pm.

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CHAIR / /

5 May 2022

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5 Reports

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

Doc ID: 577258

1. Purpose of Report

To approve the final budgets for the Teviot Valley ward for inclusion in Council’s Annual Plan 2022-23 process and the 2022-23 fees and charges schedule.

Recommendations

That the Teviot Valley Community Board

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

B. Agrees to accept the Teviot Valley ward final 2022-23 Annual Plan budgets and recommend to Council for inclusion in the 2022-23 Annual Plan.

C. Agrees to accept the Teviot Valley 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 Teviot Valley 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 Teviot Valley ward’s average rates increase, excluding district-wide rates and metered water, was projected to be around 6.9% ($34k).

When presenting the budget in February, a few errors were identified, these have since been corrected and has resulted in the average rates increase for the Teviot Valley ward decreasing to an average rate increase of 5.2% ($26k). This excludes district-wide rates and metered water. The overall 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 of changes that were required.

This final version of the Teviot Valley ward’s 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 Teviot Valley 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

If adopted by Council, there will be an overall rating increase of $26k (5.2%).

The main variances are:

· Cost of the Roxburgh Pool being principal plus interest on the loan, and reduced reserve balances from the use of reserves.

· Changes in the asset database (Teviot Valley walkway and Roxburgh Entertainment Centre) which impacts on the cost of reserves and depreciation.

5. Options

Option 1 - (recommended)

To accept the final Teviot Valley ward 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 Teviot Valley Ward’s budget will feed into Council’s Annual Plan budget for 2022-23

· Meets the ratepayers’ expectations

· Allows changes to reflect 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 final Teviot Valley ward 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 missing 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 and collect, the required rates to fund 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 - Teviot Valley 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
11/04/2022	12/04/2022


AGENDA Teviot Valley Community Board Meeting Thursday, 5 May 2022
Date:	Thursday, 5 May 2022
Time:	2.00 pm
Location:	Roxburgh Service Centre, 120 Scotland Street, Roxburgh (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:

Julie Harris	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
21/04/2022	26/04/2022