Agenda of Maniototo Community Board meeting - Thursday, 15 September 2022

Maniototo Community Board Agenda

15 September 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, 23 June 2022 commencing AT 2.01 pm

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

IN ATTENDANCE: T Cadogan (Mayor), L Macdonald (Executive Manager - Corporate Services), Q Penniall (Infrastructure Manager), W McEnteer (Governance Manager) and J Harris (Governance Support Officer)

1 APOLOGIES

Apology

Committee Resolution

Moved: Harris

Seconded: Duncan

That the apology received from Cr Helm be accepted.

Carried

2 Condolences

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

3 Public Forum

There was no public forum.

4 Confirmation of Minutes

Committee Resolution

Moved: Umbers

Seconded: Duncan

That the public minutes of the Maniototo Community Board Meeting held on 12 May 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

22.4.2 Māniatoto Financial Report for the Period Ending 31 March 2022

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

Committee Resolution

Moved: Harris

Seconded: Umbers

That the report be received.

Carried

7 Mayor’s Report

22.4.3 Mayor's Report

His Worship the Mayor updated members on his current activities and issues of interest in the ward.

Committee Resolution

Moved: Duncan

Seconded: Harris

That the Maniototo Community Board receives the report.

Carried

8 Chair's Report

22.4.4 Chair's Report

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

· Attended a community meeting in Oturehua.

· Attended a meeting with a walking group in Ranfurly regarding possible walking tracks in the area.

· Noted discussions regarding the sundial on the Rail Trail.

· Noted a number of people that had mentioned the recent spelling changes.

· Enquired about the opening of the flying fox at Naseby.

· Noted the recent bridge report at the June Council meeting and discussed several bridges in the Māniatoto and their state of repair.

Committee Resolution

Moved: Hazlett

Seconded: Duncan

That the report be received.

Carried

9 Members' Reports

22.4.5 Members' Reports

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

Ms Umbers reported on the following:

· Received Community feedback regarding the spelling of Māniatoto.

· Enquired about rubbish bin replacements for several people in Ranfurly. Staff advised that affected people could put in a service request for a new one.

Mr Harris reported on the following:

· Observed that there was a quietness now as the election period was about to get underway.

Cr Duncan reported on the following:

· Chaired the Speed Limit Bylaw hearing.

· Attended the June Council meeting and noted that bridges were discussed.

· Noted an informal meeting with Kelvin Davis on infrastructure developments in the region and employment.

· Attended a Ranfurly Business Breakfast meeting.

· Attended a Fire Brigade meeting.

Committee Resolution

Moved: Umbers

Seconded: Harris

That the report be received.

Carried

10 Status Reports

22.4.6 June 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: Umbers

That the report be received.

Carried

11 Date of the Next Meeting

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

12 Resolution to Exclude the Public

Committee Resolution

Moved: Duncan

Seconded: Harris

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

Carried

The public were excluded at 3.17 pm and the meeting closed at 4.02 pm.

15 September 2022

6 Reports

22.5.2 2022/23 Community and Promotions Grants Applications

Doc ID: 589843

1. Purpose of Report

To consider the first round of the community and promotions grants applications for the 2022/23 financial year.

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 Community and 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. One application was received in this round that meets the criteria for both funds, that has been considered as a promotions grant.

The Board considers grant applications in two rounds annually. Applications for the first round closed at the end of July 2022 for a decision at this meeting. Any funds remaining, will be made available for a second round, with applications closing on the 19^th of March 2023 for a decision in May 2023.

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.

3. Discussion

Community Grants

One community grant application has been received in this round, requesting $8,300. There is $15,000 to distribute. The details are provided in the table below:

No	Name of Organisation	Name of project / service	Purpose of funding	When does the project start	Total costs	Amount requested
1	Maniototo Early Settlers Association Inc	Annual operating costs	Annual operating costs	1/08/2022	$20,744	$8,300

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

Promotion Grants

One promotions grant application was received in this round, requesting $4,000. There is $5,000 to distribute. The details are provided in the table below:

No	Name of Organisation	Name of project / service	Purpose of funding	When does the project start	Total costs	Amount requested
1	Naseby Information and Craft Inc	Annual Expenses	Power, Insurance, Phone etc.	1/04/2022 to 31/03/2023	$8,930	$4,000

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 $15,000 to distribute for the 2022/23 Community Grants and $5,000 to distribute for the 2022/23 Promotion Grants. The Board has 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.

Should the Board support the applications as requested in full, then this would leave $6,700 for the second round of the community grants and $1,000 for the second round of the promotions grants.

Any funds remaining, will be made available for a second funding round, closing on the 19th of March 2023 for a decision in May 2023.

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 - Maniototo Early Settlers Association Grant Assessment (under separate cover) ⇨

Appendix 2 - Maniototo Early Settlers Association Grant Application (under separate cover) ⇨

Appendix 3 - Maniototo Early Settlers Association Supporting Documentation (under separate cover) ⇨

Appendix 4 - Naseby Information and Craft Grant Assessment (under separate cover) ⇨

Appendix 5 - Naseby Information and Craft Grant Application (under separate cover) ⇨

Appendix 6 - Naseby Information and Craft Supporting Documentation (under separate cover) ⇨

Report authors:

Alison Mason
Media and Marketing Manager
	Reviewed and authorised by:

Rebecca Williams	Sanchia Jacobs
Community Development Advisor	Chief Executive Officer
24/08/2022	29/08/2022

15 September 2022

22.5.3 Māniatoto Interim Financial Report for the Period Ending 30 June 2022

Doc ID: 588782

1. Purpose

To consider the financial performance overview as at 30 June 2022.

Recommendations

That the report be received.

2. Discussion

These statements are designed to give an overview on the end of financial year performance. It is important to note that as the Annual Report to the 30 June 2022 is compiled, that the figures below may change as required.

The operating statement for the twelve months ending 30 June 2022 shows a favourable variance of $257k against the revised budget.

2021/22	12 MONTHS ENDING 30 JUNE 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	194	191	3	˜	191
28	Internal Interest Revenue	16	29	(13)	˜	29
938	Rates	970	938	32	˜	938
-	Reserves Contributions	14	12	2	˜	12
-	External Interest & Dividends	1	1	-	˜	1
2	Other capital contributions	-	2	(2)	˜	2
1,157	Total Income	1,195	1,173	22	˜	1,173

	Expenditure
39	Rates Expense	41	43	2	˜	43
57	Other Costs	36	60	24	˜	60
75	Staff	112	85	(27)	˜	85
258	Contracts	230	264	34	˜	264
24	Grants	21	25	4	˜	25
51	Fuel and Energy	43	51	8	˜	51
24	Building Repairs and Mtce	37	30	(7)	˜	30
198	Cost Allocations	195	198	3	˜	198
15	Internal Interest Expense	6	17	11	˜	17
94	Professional fees	-	94	94	˜	94
249	Depreciation	164	253	89	˜	253
18	Members Remuneration	18	18	-	˜	18
1,102	Total Expenses	903	1,138	235	˜	1,138
55	Operating Surplus / (Deficit)	292	35	257	˜	35

This table has rounding (+/-1)

Income for period ending 30 June 2022

Operating income reflects a favourable variance to the revised budget of $22k.

· User fees and other income has a favourable variance of $3k. This is because the invoicing for rental and hires has been up to date and thus in line with budget.

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

· Rates shows a favourable variance of $32k. This is due to a year to date of Targeted Rates being in line with revised budget.

Expenditure for period ending 30 June 2022

Expenditure has a favourable variance of $235k compared to the revised budget. The revised budget variances are detailed below.

· Staff has an unfavourable variance of ($27k). 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 $24k, contracts at $34k and professional fees at $94k 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 which 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 $89k. This is due to year to date favourable variances in parks and reserves of $111k. This is offset by the Ranfurly pool’s depreciation of ($18k). 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 30 June 2022 reflects that CAPEX spending is $122k behind the revised budget. The actual capital spent ended at 62% of the total revised budget.

Managers are currently working through their carry forward projects from the 2021/22 financial year.

2021/22	12 MONTHS ENDING 30 JUNE 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	50	151	101	˜	151
-	Taieri Lake Reserve	-	3	3	˜	3
12	Ranfurly Pool	25	25	-	˜	25
7	Naseby Dam Reserve	6	7	1	˜	7
19	Oturehua Domain	2	6	4	˜	6
9	Cemeteries	9	19	10	˜	19
190	Total Parks & Reserves	92	211	119	˜	211

	Property:
10	Property General	9	10	1	˜	10
12	Community Halls	12	12	-	˜	12
40	Maniototo Stadium	50	50	-	˜	50
4	Naseby Hall	5	6	1	˜	6
6	Ranfurly Hall	6	7	1	˜	7
7	Centennial Milk Bar	7	7	-	˜	7
-	Ranfurly Railway Station	-	-	-	˜	-
18	Ranfurly Arts Centre	21	21	-	˜	21
97	Total Property	110	113	3	˜	113
287	Total Capital Expenditure	202	324	122	˜	324
	This table has rounding (+/-1)

The significant variances are:

Parks and Reserves have an overall favourable variance of $119k

· Other reserves has a favourable variance of $101k. 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.

· Cemeteries has a favourable variance of $10k. COVID-19 has caused the Ministry of Health to outline a series of measures to prevent the spread of the virus, hence reducing rate of death.

Property has an overall favourable variance of $3k.

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

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 - Maniototo Ward Reserves 2021/2022 ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Ann McDowall
Accountant	Finance Manager
24/08/2022	25/08/2022

Maniototo Community Board meeting

15 September 2022

Meeting

Report Title

Resolution No

Resolution

Officer

Status

12/09/2019

Ex Patearoa School Building - Consent to Sublease (PRO 64-5111-L1)

19.5.9

A. RESOLVED that the report be received and the level of significance accepted.

B. RESOLVED that the Board consent to the Patearoa Community Trust Incorporated subleasing the school building to Dairy Farm Partnership for a term expiring 31 December 2021, subject to the Chief Executive Officer being satisfied with the sublease agreement.

C. RESOLVED that the Board consent to a variation of the lease between the Patearoa Community Trust Incorporated and Council by amending clause 3.2 to refer specifically to any future income from “a camping ground”, when the Trust income from the reserve is greater than operating costs.

Property and Facilities Officer (Māniatoto)

October 2019 – Action memo sent to the Property and Facilities Officer – Maniototo.

November 2019 – Council’s Property and Facilities Officer – Maniototo has followed up with the Patearoa Community Trust and is waiting to view the agreement between the Trust and Dairy Farm Partnership.

January 2020 - Patearoa Community Trust have advised that they are on hold with the proposed sub-lease with Dairy Farm Partnership.

March 2020 – As per the below. Resolution to be placed on hold until the agreement has been received.

May – July 2020 – No further progress to date.

September 2020 – Updates to resume once matter no longer on hold.

June 2021 - Letter sent to Patearoa Community Trust chairman (Hunter Stevenson), requesting a copy of the sub lease given it is understood Dairy Farm Partnership continue to occupy the school building on an exclusive, permanent basis for which the Trust is receiving payment. Letter copied to Max Paterson.

July 2021 – Formally emailed the Chair of the Patearoa Community Trust to progress matters, but have not yet received a reply.

August 2021 – No response from Chairman of the Patearoa Community Trust, the lease is up for review in 2022 with the process commencing in January 2022. On hold until lease is reviewed in 2022.

February 2022 – The Patearoa Community Trust have informally contacted staff regarding the lease. Discussions continue with the Trust. The January 2022 review is a rent review.

March 2022 – No further update at this time. ON HOLD

29 Apr 2022

No further update at this stage.

08 Jun 2022

No further update.

29 Aug 2022

The Patearoa Community Trust have passed back the lease of the Patearoa School Section to Council where the sub lease was to be issued. Dairy Farm Partnership entity no longer occupy the building. The Patearoa Community Trust will be issued with a variation of lease for the remaining section 66 Blk Upper Taieri SD (Tennis Pavilion and Courts), permitted use being not for profit recreational activities.

25/06/2020

Lease of Kyeburn Reserve

20.3.6

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

B. Agrees to formally acknowledge that the Kyeburn Hall is owned by the Kyeburn Hall Committee.

C. Agrees to recommend that Council grants the Committee a lease pursuant to Section 61 (2A) of the Reserves Act 1977, on the following terms:

1. Permitted use: Community Hall

2. Term: 33 years

3. Rights of Renewal: None

4. Land Description: Sec 20 Blk VII Maniototo SD

5. Area: 0.4837 hectares

6. Rent: $1.00 per annum if requested

Subject to the Kyeburn Hall Committee:

1. Becoming an Incorporated Society

2. Being responsible for all outgoings, including utilities, electricity telephone, rubbish collection, rates and ground maintenance.

Property and Facilities Officer (Māniatoto)

une 2020 – Action memo sent to Property and Facilities Officer - Ranfurly.

June 2020 – Kyeburn Hall Committee advised of Board’s resolution. Report for ratification of Lease going to Council on 15 July 2020.

July 2020 – Council ratified the lease. Waiting for confirmation from the Hall Committee of their Incorporated status to issue the lease.

February - April 2021 – Property and Facilities Officer - Ranfurly to meet Committee in May 2021 and discuss next steps.

May 2021 – due to delays, Property and Facilities Officer – Ranfurly to discuss next steps with Committee in June.

July 2021 – The Committee requested that the meeting be delayed until July, due to an illness.

August – On hold until meeting able to take place. ON HOLD

29 Apr 2022

No further update at this stage.

08 Jun 2022

On hold - no change.

29 Aug 2022

On hold. No change.

12/05/2022

2022-23 Annual Plan Budget and Fees and Charges Schedule

22.3.2

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.

Finance Manager

10 Jun 2022

Annual Plan was adopted by Council at their June meeting. MATTER CLOSED

12/05/2022

March 2022 Promotions Grants Applications

22.3.3

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

Media and Marketing Manager

20 May 2022

Action memo sent to Media Marketing Manager and to Finance

02 Jun 2022

Applicant advised of board decision and approval of grant. Details on when and how to uplift also supplied. Grant to be uplifted prior to 30 June 2022.

13 Jul 2022

Rural Art Deco grant uplifted. Staff to follow up to ensure report back is complete.

09 Sep 2022

Copy of invoice supplied confirming brochure printed as per resolution. MATTER CLOSED


AGENDA Maniototo Community Board Meeting Thursday, 15 September 2022
Date:	Thursday, 15 September 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:

Julie Harris	Sanchia Jacobs
Governance Support Officer	Chief Executive Officer
6/09/2022	6/09/2022