AGENDA

 

Maniototo Community Board Meeting

Thursday, 23 June 2022

 

Date:

Thursday, 23 June 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

 


Maniototo Community Board Agenda

23 June 2022

 

Notice is hereby given that a meeting of the Maniototo Community Board will be held in Ranfurly Service Centre, 15 Pery Street, Ranfurly and live streamed via Microsoft Teams on Thursday, 23 June 2022 at 2.00 pm. The link to the live stream will be available on the Central Otago District Council’s website.

Order Of Business

1         Apologies. 5

2         Public Forum.. 5

3         Condolences. 5

4         Confirmation of Minutes. 5

Maniototo Community Board meeting Meeting - 12 May 2022. 7

5         Declaration of Interest 12

22.4.1          Declarations of Interest Register 12

6         Reports. 14

22.4.2          Māniatoto Financial Report for the Period Ending 31 March 2022. 14

7         Mayor’s Report 18

22.4.3          Mayor's Report 18

8         Chair's Report 19

22.4.4          Chair's Report 19

9         Members' Reports. 20

22.4.5          Members' Reports. 20

10      Status Reports. 21

22.4.6          June 2022 Governance Report 21

11      Date of the Next Meeting. 26

12      Resolution to Exclude the Public. 27

22.4.7          Lease of the Ranfurly Lucerne Paddocks - Preferred Proposal 27

22.4.8          June 2022 Confidential Governance Report 27

 

 


Members          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), L van der Voort (Executive Manager - Planning and Environment), S Righarts (Chief Advisor), W McEnteer (Governance Manager), J Harris (Governance Support Officer)

 

1               Apologies

2               Public Forum

3               Condolences

4               Confirmation of Minutes

Maniototo Community Board meeting - 12 May 2022


Maniototo Community Board Agenda

23 June 2022

 

MINUTES OF A meeting of the Maniototo Community Board
HELD IN THE
Ranfurly Service Centre, 15 Pery Street, Ranfurly and live streamed via microsoft teams
ON
Thursday, 12 May 2022 commencing AT 2.01 pm

 

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

IN ATTENDANCE: S Jacobs (Chief Executive Officer), J Muir (Executive Manager - Infrastructure Services), L van der Voort (Executive Manager - Planning and Environment), A McDowall (Finance Manager) (via Microsoft Teams, K McCulloch (Corporate Accountant) (via Microsoft Teams), A Mason (Media and Marketing Manager), M Potter (TCO Marketing and Event Support), J Remnant (Property and Facilities Officer – Māniatoto), W McEnteer (Governance Manager), J Harris (Governance Support Officer)

 

1               Apologies

There were no apologies.

2               Condolences

The Chair referred to the death of Murray Simpson. Members stood for a moment’s silence as a mark of respect.

3               Public Forum

Karen Munro – Rural Art Deco Maniototo Incorporated

Ms Munro spoke to the grant application for Rural Art Deco Maniototo Incorporated before responding to questions.

James Patterson – Halls Ford Bridge

Mr Patterson spoke to the current situation with the Halls Ford bridge in the Māniatoto. He enquired when a decision would be made on the future of the bridge. He then responded to questions from the Board.

4               Confirmation of Minutes

Committee Resolution 

Moved:                Umbers

Seconded:          Duncan

That the public minutes of the Maniototo Community Board Meeting held on 31 March 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

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

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

Committee Resolution 

Moved:                Helm

Seconded:          Umbers

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.

Carried

 

22.3.3         March 2022 Promotions Grants Applications

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

Committee Resolution 

Moved:                Duncan

Seconded:          Harris

That the Maniototo Community Board

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

B.      Allocates the grants as follows:

 

Applicant

Grant Amount

1

Rural Art Deco Maniototo Inc for brochures

$711.57

 

Carried

 

7               Mayor’s Report

22.3.4         Mayor's Report

His Worship the Mayor was not present at this meeting.

 

8               Chair's Report

22.3.5         Chair's Report

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

·     Noted a meeting with Stuart Patterson regarding the demolition of the old hospital.

·     Noted that the trees have been removed as planned from Patearoa.

·     Received an email from Raylene Hanson regarding the repair of the tables and chairs in the hall. It was noted that staff would follow up this enquiry.

·     Attended a Zoom seminar regarding current gun laws.

·     Noted that the swimming pool had been shut towards to the end of the season due to a lack of staff.

Committee Resolution 

Moved:                Hazlett

Seconded:          Umbers

That the report be received.

Carried

 

9               Members' Reports

22.3.6         Members' Reports

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

Ms Umbers reported on the following:

·     Attended the ANZAC Day dawn service and noted the turnout at the event.

·     Noted that she was part of a group that placed poppies on the headstones of veterans at Ranfurly cemetery.

·     Enquired about the library and the details of their move to a new building. It was clarified that the building that the new library would be housed in would belong to Maniototo Area School and that the move was scheduled for January 2023.

·     Noted that the grass at the domain had been damaged by a car driving over it. She also noted that there were irrigation pods left in the long grass by the swimming dam. Staff would make enquiries about who owned them.

Mr Harris reported on the following:

·     Noted that the trees on the way in to Naseby had been trimmed.

Mr Helm reported on the following:

·     Reported that fire trucks had been hitting branches on the trees in the middle of John Street, Ranfurly. It was noted that a service request would be processed for the trees to be pruned.

·     Attended the ANZAC Day service.

 

Councillor Duncan reported on the following:

·     Attended the April Council meeting

·     Noted current issues in roading in the Māniatoto. Noted the idea of private / public partnerships for bridge construction.

·     Attended a Civil Defence Incident Management Level 4 session.

·     Attended a catch up with the local police in Ranfurly.

·     Noted a number of people coming through Wedderburn for duck shooting season.

Committee Resolution 

Moved:                Helm

Seconded:          Umbers

That the report be received.

Carried

 

10             Status Reports

22.3.7         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:                Umbers

Seconded:          Duncan

That the report be received.

Carried

 

11             Date of the Next Meeting

The date of the next scheduled meeting is 23 June 2022.

12             Resolution to Exclude the Public

Committee Resolution 

Moved:                Duncan

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

22.3.8 - 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

 

Carried

 

The public were excluded at 3.12 pm and the meeting closed at 3.17 pm.

 

 

 


23 June 2022

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5               Declaration of Interest

22.4.1         Declarations of Interest Register

Doc ID:      584488

 

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.

 

 

2.       Attachments

 

Appendix 1 - Declarations of Interest  

 


Maniototo Community Board meeting

23 June 2022

 


 


23 June 2022

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6               Reports

22.4.2         Māniatoto Financial Report for the Period Ending 31 March 2022

Doc ID:      581371

 

1.       Purpose

 

To consider the financial performance overview as at 31 March 2022.

 

Recommendations

That the report be received.

 

2.       Discussion

 

The operating statement for the three months ending 31 March 2022 shows a favourable variance of $50k against the revised budget.

 

2021/22

9 MONTHS ENDING 31 MARCH 2022

 

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

144

155

(11)

˜

191

28

Internal Interest Revenue

12

18

(6)

˜

29

938

Rates

650

668

(18)

˜

938

-

Reserves Contributions

13

12

1

˜

12

-

External Interest & Dividends

1

1

-

˜

1

2

Other capital contributions

-

1

(1)

˜

2

1,157

Total Income

820

855

(35)

˜

1,173

 

 

 

 

 

 

 

 

Expenditure

 

 

 

 

 

39

Rates Expense

41

42

1

˜

43

57

Other Costs

31

39

8

˜

60

75

Staff

91

72

(19)

˜

85

258

Contracts

124

143

19

˜

264

24

Grants

16

20

4

˜

25

51

Fuel and Energy

41

38

(3)

˜

51

24

Building Repairs and Mtce

28

26

(2)

˜

30

198

Cost Allocations

149

150

1

˜

198

15

Internal Interest Expense

5

9

4

˜

17

94

Professional fees

-

37

37

˜

94

249

Depreciation

123

158

35

˜

253

18

Members Remuneration

13

13

-

˜

18

1,102

Total Expenses

662

747

85

˜

1,138

55

Operating Surplus / (Deficit)

158

108

50

 

35

 

This table has rounding (+/- 1)

 

 

 

 

 

 

 

 

Income for period ending 31 March 2022

Operating income reflects an unfavourable variance to the revised budget of ($35k).

·     User fees and other income has an unfavourable variance of ($11k). This is due to the timing of invoicing for rentals and hires. These will catch-up with the budget in April 2022.

·     Internal interest revenue is trending lower than budget due to minimal market interest rates.

·     Rates variance is being driven by timing of the end-of-year processes, which include the use of reserves adjustment.

 

Expenditure for period ending 31 March 2022

Expenditure has a favourable variance of $85k compared to the revised budget. The revised budget variances are detailed below.

·     Staff has an unfavourable variance of ($19k). This is due to qualified staff from other pools being required to cover Ranfurly pool resulting from the COVID-19 restriction vaccine compliance and the need to have a double crew for safety requirements.

·     Other costs at $8k, contracts at $19k and professional fees at $37k are all favourable year-to-date. These expenses are more needs-based and will vary against budget from time-to-time. The professional fees variance is due to the timing of engineering fees. These are for detailed seismic assessments (to determine preliminary design work for earthquake strengthening and cost estimate for the physical work.

·     Depreciation has a favourable variance of $35k. Parks and reserves depreciation is lower than expected by $44k. This is offset by the Ranfurly pool’s depreciation of ($7k). 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 (CAPEX) for the period ending 31 March 2022 reflects that CAPEX spending is $60k behind the revised budget. The actual capital spent ended at 21% of the total revised budget.

2021/22

9 MONTHS ENDING 31 MARCH 2022

 

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

1

61

60

˜

151

-

Taieri Lake Reserve

-

-

-

˜

3

12

Ranfurly Pool

10

10

-

˜

25

7

Naseby Dam Reserve

6

7

1

˜

7

19

Oturehua Domain

2

3

1

˜

6

9

Cemeteries

1

8

7

˜

19

190

Total Parks & Reserves:

20

89

69

 

211

 

Property:

 

 

 

˜

 

10

Property General

5

2

(3)

˜

10

12

Community Halls

7

8

1

˜

12

40

Maniototo Stadium

22

17

(5)

˜

50

4

Naseby Hall

5

6

1

˜

6

6

Ranfurly Hall

2

3

1

˜

7

7

Centennial Milk Bar

7

3

(4)

˜

7

18

Ranfurly Arts Centre

-

-

-

˜

21

97

Total Property:

48

39

(9)

 

113

287

Total Capital Expenditure

68

128

60

 

324

 

This table has rounding (+/- 1)

 

 

 

 

 

 

The significant variances are:

 

Parks and Reserves have an overall favourable variance of $69k

·     Other reserves have a favourable variance of $60k. The installation of irrigation at Maniototo Park has been completed in April 2022. The Naseby flying fox equipment has arrived in New Zealand, with installation due to commence in June 2022. The procurement plan for the John Street playground project has been submitted for approval at the time of writing this report, this project will be carried forward into the 2022-23 financial year.

Property has an overall unfavourable variance of ($9k)

·     The Maniototo Stadium entrance and Naseby Hall ceiling fan and pathway projects have been completed.

·     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 Māniatoto Ward

·     As of 30 June 2021, the Māniatoto 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 Māniatoto ward is projected to end the 2021-22 financial year with a closing balance of $898k.

 

 

3.       Attachments

 

Appendix 1 - Māniatoto Ward Reserves 2021-2022  

 

Report author:

Reviewed and authorised by:

 

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Donna McKewen

Leanne Macdonald

Accountant

Executive Manager - Corporate Services

16/06/2022

16/06/2022

 

 


Maniototo Community Board meeting

23 June 2022

 


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23 June 2022

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7               Mayor’s Report

22.4.3         Mayor's Report

Doc ID:      584159

 

1.       Purpose

 

To consider an update from His Worship the Mayor.

 

Recommendations

That the Maniototo Community Board receives the report.

 

 

 

 

 

2.       Attachments

 

Nil

 

Report author:

 

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Tim Cadogan

Mayor

17/06/2022

 

 


23 June 2022

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8               Chair's Report

22.4.4         Chair's Report

Doc ID:      584161

 

1.       Purpose

 

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

 

Recommendations

That the report be received.

 

 

2.       Attachments

 

Nil

 


23 June 2022

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9               Members' Reports

22.4.5         Members' Reports

Doc ID:      584162

 

1.       Purpose

 

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

 

Recommendations

That the report be received.

 

 

2.       Attachments

 

Nil

 


23 June 2022

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10             Status Reports

22.4.6         June 2022 Governance Report

Doc ID:      583706

 

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.

 

Recommendations

That the report be received.

 

 

2.       Discussion

 

Status Reports

The status reports have been updated with any actions since the previous meeting (appendix 1).

 

 

3.       Attachments

 

Appendix 1 - MCB Status Report  

 

Report author:

Reviewed and authorised by:

 

 

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Julie Harris

Sanchia Jacobs

Governance Support Officer

Chief Executive Officer

10/06/2022

13/06/2022

 

 


Maniototo Community Board meeting

23 June 2022

 





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Maniototo Community Board Agenda

23 June 2022

 

11             Date of the Next Meeting

The date of the next scheduled meeting is 4 August 2022.


Maniototo Community Board Agenda

23 June 2022

 

12             Resolution to Exclude the Public

Recommendations

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)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

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

22.4.7 - Lease of the Ranfurly Lucerne Paddocks - Preferred Proposal

s7(2)(b)(ii) - the withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information

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

22.4.8 - June 2022 Confidential Governance Report

s7(2)(a) - the withholding of the information is necessary to protect the privacy of natural persons, including that of deceased natural persons

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