Agenda of Maniototo Community Board meeting

Maniototo Community Board Agenda

1 December 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 Tuesday, 1 November 2022 commencing AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), S Jacobs (Chief Executive Officer), Q Penniall (Infrastructure Manager), S Righarts (Group Manager - Business Support), L Fleck (General Manager - People and Culture), M Tohill (Communications Support), W McEnteer (Governance Manager), J Harris (Governance Support Officer)

Note: The Chief Executive Officer assumed to Chair to begin the meeting.

1 Apologies

There were no apologies.

The Chief Executive Officer welcomed everyone to the first meeting of the triennium.

2 Reports

22.6.1 Declaration of Office

The Chief Executive Officer asked His Worship the Mayor to invite members to give their declaration of office. Each member then made their declaration of office.

22.6.2 Appointment of Chair and Deputy Chair

To select a voting system and to appoint the Chair and Deputy Chair.

Committee Resolution

Moved: Duncan

Seconded: Helm

That the Maniototo Community Board

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

B. Selects System B for the appointment of the Chair and Deputy Chair of the Board, or a representative of the Board.

Carried

Mr Hazlett was nominated for Chair by Cr Duncan and seconded by Mr Harris. There were no other nominations and Mr Hazlett was confirmed as Chair.

Note: Mr Hazlett assumed the Chair.

Mr Harris was nominated for Deputy Chair by Mr Helm and seconded by Cr Duncan. There were no other nominations and Mr Harris was confirmed as Deputy Chair.

22.6.3 Statutory Advice and Code of Conduct

To provide advice concerning legislation relevant to the role of members and to adopt a code of conduct.

Members were provided with information on the legislative framework for members and their responsibilities as members when they are acting in their official capacity.

Committee Resolution

Moved: Harris

Seconded: Helm

That the Maniototo Community Board

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

B. Notes the advice given on relevant legislation.

C. Adopts the Code of Conduct.

Carried

22.6.4 Adoption of Standing Orders

To adopt a revised version of Standing Orders.

Committee Resolution

Moved: Helm

Seconded: Duncan

That the Maniototo Community Board

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

B. Adopts the revised Local Government New Zealand Standing Orders with the following amendments:

i. Enable provisions for meetings by audio visual link

ii. Enable a casting vote for the chairperson

iii. Endorse option C (informal) as the default for speaking and moving motions.

Carried

22.6.5 Council Organisations and Policy on Appointment of Directors

To advise of the effect of appointing members to serve on its behalf in outside organisations and to receive the Policy on Appointment and Remuneration of Directors to Council Controlled Organisations and Council Organisations.

Committee Resolution

Moved: Duncan

Seconded: Harris

That the Maniototo Community Board

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

B. Makes appointments as recommended elsewhere in the agenda in light of the contents of this report.

C. Receives the Policy on Appointment and Remuneration of Directors to Council Controlled Organisations and Council Organisations.

Carried

22.6.6 Community Board Expenditure

To inform members of their responsibilities in relation to incurring expenditure on behalf of the Board.

Committee Resolution

Moved: Duncan

Seconded: Helm

That the report be received.

Carried

22.6.7 Appointments to Sub-committees and Other Community Organisations

For the Board to appoint community board representatives to sub-committees and other community organisations where necessary.

Committee Resolution

Moved: Duncan

Seconded: Harris

That the Maniototo Community Board

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

B. Appoints representatives to community sub-committees as follows:

• Patearoa Recreation Reserve Committee – Mr Harris

• Taieri Lake Recreation Reserve Committee – Mr Hazlett

C. Appoints representatives to community organisations as follows:

• Maniototo Community Arts Council – Ms McAuley

• Maniototo Ice Rink Committee – Cr Duncan

Carried

22.6.8 Proposed Meeting Schedule for the Remainder of 2022 and 2023

To approve a schedule of meetings for the remainder of 2022 and 2023.

Committee Resolution

Moved: McAuley

Seconded: Helm

That the Maniototo Community Board

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

B. Adopts the proposed meeting schedule.

Carried

3 Date of the Next Meeting

The date of the next scheduled meeting is 1 December 2022.

The Meeting closed at 2.29 pm.

...................................................

CHAIR / /

1 December 2022

6 Reports

22.7.2 Review of Māniatoto Trust Fund Guidelines

Doc ID: 594131

1. Purpose of Report

To consider the administrative guidelines for the Māniatoto Trust Fund.

Recommendations

That the Maniototo Community Board

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

B. Agrees to amend clause 9 in the Guidelines Māniatoto Trust Fund to read:

“The above guidelines will operate until the end of 2025, when the future usage of the Māniatoto Trust Fund will be reviewed.”

2. Background

The Māniatoto Trust Fund (MTF) investment account is held by Central Otago District Council (the Council). The capital funds were derived from the sale of the Otago Central Electric Power Board shares following the electricity reforms in 1999.

The Maniototo Community Board (the Board) elected to invest the proceeds from the sale of the shares. Other Council community boards pooled their funds and passed the funds onto the Central Lakes Trust to administer and manage.

It is for this reason Central Lakes Trust funding is not available for projects within the Māniatoto.

The Board as trustees of the MTF administer the fund to distribute for capital projects within the Māniatoto. Guidelines for the administration of the investment fund are reviewed every three years after the local territorial triennial elections.

This allows the Board to reflect on how the fund is being administrated and managed and make any changes as it sees fit.

3. Discussion

Distribution of Funds

The Board as trustees of the MTF and the trustees of the Community Trust of Maniototo (CTM), an external Trust, work in a collaborative manner to invite applications and distribute funds.

This collaborative partnership meets a need in the community for groups or individuals to access funding for a wide variety of projects or events that have a clear benefit for the Māniatoto community. It gives the trustees an opportunity to hear from different groups within the community, what they are doing in the community or what they maybe in the process of planning.

The community can apply for funding from either or both Trusts on one application form which enables the trustees from both Trusts to consider the funding request. It also allows the applicants an opportunity to address both Trusts at the distribution meeting. The process is transparent and provides a fair and equitable process to all in the community when seeking funds from the Trusts. Successful applicants may get funding from one Trust or the other, or funding from both Trusts.

Each Trust separately holds their own funds and has their own guidelines or terms of reference. The main differences between the CTM’s Term of Reference and MTF Guidelines is that the MTF can only give grants for capital projects and to groups as per clause 2 and 4, see Appendix 1 - Maniototo Trust Fund Guidelines May 2020.doc.

In light of the local government review currently being undertaken, it has been suggested that the funds in the MTF investment account be handed over to the CTM to administer and manage. This suggestion while it may have some merit once the outcome of the review is known, is premature at this time.

A review of the guidelines can be done at any time at the request of the Board should the need arise. A formal public consultation process would need to be undertaken as Council would be gifting a significant amount of money to another funding organisation.

The collaborative partnership works well, and the Guidelines for the Māniatoto Trust Fund only need to be amended to reflect that they have been reviewed by the Board, see Appendix 2 - Māniatoto Trust Fund Guidelines Dec 2025.doc

4. Financial Considerations

As at 30 June 2022, the unaudited closing balance of the Māniatoto Trust Fund investment account is $261,381.

There are no financial considerations or implications to be considered relating to this report.

5. Options

Option 1 – (Recommended)

The Board amends section 9 by deleting “2022” and replaces with “2025”.

Advantages:

· This gives the Board as trustees of the MTF, the trustees of the CTM and the public a clear time frame of the guidelines of how the MTF is to be distributed.

· If it becomes apparent that a further review is required, it can be done earlier than 2025 at the Board’s request.

Disadvantages:

· The Board as trustees of the MTF are bound to operate according to the guidelines for each distribution meeting until the end of 2025.

Option 2

The Board declines to review and amend the guidelines.

Advantages:

· There are no clear advantages with this option.

Disadvantages:

· This option would result in there being no operational guidelines for the Board to follow when making grants from the MTF.

· This would clearly put the Boards’ decision as trustees of the MTF at risk for the next distribution meeting and may result in the MTF being challenged on decisions they may or may not make.

6. Compliance

Local Government Act 2002 Purpose Provisions	Section 10 requires democratic local decision making and action by, and on behalf of the community. This grant process assists to meet the current and future needs of communities for good local public services and provisions for community initiatives which promotes community wellbeing.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Distribution of funds from the Māniatoto Trust Fund is in accordance with the Grants Policy 2019. The purpose of this report is to have the Board review the Māniatoto Trust Fund Guidelines to allow them to be operative until the end of 2025.
Considerations as to sustainability, the environment and climate change impacts	There are no environmental sustainability nor climate change issues to be considered.
Risks Analysis	No risk analysis of impacts is deemed necessary.
Significance, Consultation and Engagement (internal and external)	The distribution of grants does not trigger the Significance and Engagement Policy as it is a procedural matter.

7. Next Steps

Guidelines Māniatoto Trust Fund be amended as per the Board’s resolutions and be the reference document for future grant funding until the end of 2025.

8. Attachments

Appendix 1 - Maniototo Trust Fund Guidelines May 2020.doc ⇩

Appendix 2 - Māniatoto Trust Fund Guidelines Dec 2025.doc ⇩

Report author:	Reviewed and authorised by:

Janice Remnant	Louise van der Voort
Property and Facilities Officer (Māniatoto)	Executive Manager - Planning and Environment
26/10/2022	15/11/2022

1 December 2022

22.7.3 Māniatoto Financial Report for the Period Ending 30 September 2022

Doc ID: 597718

1. Purpose

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

Recommendations

That the report be received.

2. Discussion

These statements are designed to give an overview on the end of financial year performance.

The operating statement for the three months ending 30 September 2022 shows a favourable variance of $3k against the revised budget.

2022/23	3 MONTHS ENDING 30 SEPTEMBER 2022					2022/23
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Income
186	User Fees and Other Income	43	44	(1)	˜	194
41	Internal Interest Revenue	9	10	(1)	˜	41
934	Rates	232	233	(1)	˜	934
-	Reserves Contributions	6	-	6	˜	-
13	Other capital contributions	-	-	-	˜	13
1,174	Total Income	290	287	3	˜	1,182

	Expenditure
40	Rates Expense	40	10	(30)	˜	40
54	Other Costs	5	12	7	˜	61
77	Staff	14	8	(6)	˜	167
259	Contracts	18	39	21	˜	304
24	Grants	8	9	1	˜	21
51	Fuel and Energy	7	10	3	˜	51
24	Building Repairs and Mtce	4	6	2	˜	29
206	Cost Allocations	47	52	5	˜	206
15	Internal Interest Expense	3	4	1	˜	15
4	Professional fees	4	-	(4)	˜	96
257	Depreciation	64	64	-	˜	257
18	Members Remuneration	4	4	-	˜	18
1,029	Total Expenses	218	218	-	˜	1,265
145	Operating Surplus / (Deficit)	72	69	3		(83)

This table has rounding (+/-1)

Income for period ending 30 September 2022

Operating income reflects a favourable variance to the revised budget of $3k.

· Overall income is on track with budget. There are minimal variances in user fees and other income, internal interest and rates.

· Reserves contribution have a favourable variance of $6k. These are difficult to gauge when setting budget as they are dependent on developers’ timeframe.

Expenditure for period ending 30 September 2022

Expenditure during this quarter was in line with the revised budget. The below shows an explanation of how the expenditure equals revised budget for the period:

· Rates expense have an unfavourable variance of ($30k) against the revised budget. The main reason is that Central Otago District Council have paid in full the property annual rates for the entire 2022-23 financial year within this quarter. This will be aligned with the budget by the end of the financial year.

· Other costs at $7k and contracts at $21k are all favourable year-to-date. These expenses are more needs-based and therefore the variance is a timing issue only. The contracts variance relates to both planned maintenance at $19k and physical works contracts at $2k.

Capital Expenditure

Capital expenditure (CAPEX) for the period ending 30 September 2022 reflects that CAPEX spending is $13k favourable to the revised budget. The actual capital spent year to date is 10% of the total revised budget.

2022/23	3 MONTHS ENDING 30 SEPTEMBER 2022					2022/23
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Parks & Reserves
154	Other Reserves	39	53	14	˜	255
5	Taieri Lake Reserve	-	1	1	˜	5
3	Ranfurly Pool	-	-	-	˜	3
7	Naseby Dam Reserve	-	-	-	˜	7
2	Oturehua Domain	-	-	-	˜	5
-	Cemeteries	-	2	2	˜	10
171	Total Parks & Reserves	39	56	17		285

	Property				˜
15	Property General	-	-	-	˜	16
10	Community Halls	4	-	(4)	˜	10
97	Maniototo Stadium	-	-	-	˜	104
13	Naseby Hall	-	-	-	˜	13
5	Ranfurly Arts Centre	-	-	-	˜	5
140	Total Property	4	-	(4)	˜	148
311	Total Capital Expenditure	43	56	13		433
	This table has rounding (+/-1)

The significant variances are:

Parks and Reserves has an overall favourable variance of $17k

· Other reserves have a favourable variance of $14k. The installation works on Naseby flying fox equipment was completed in July 2022. The procurement plan for the John Street playground project has been submitted for approval, with the project expected to be completed in May 2023.

Property has an overall unfavourable variance of ($4k).

· The community halls show unfavourable variance of ($4k). This is mainly due to Waipiata Hall installation heat pump in the supper room project been completed.

Reserve Funds table for Māniatoto Ward

· As of 30 June 2022, the Māniatoto ward had an unaudited closing balance in the Reserve Funds of $1.067M. This is the ward-specific reserves and does not factor in the district-wide reserves which are in deficit at ($27.8M). Refer to Appendix 1.

· Taking the 2021/22 unaudited Annual Report closing balance and adding 2022/23 income and expenditure, carry forwards and resolutions, the Māniatoto ward is projected to end the 2022/23 financial year with a closing balance of $785k.

3. Attachments

Appendix 1 - Māniototo Reserves 2022-23 ⇩

Report author:	Reviewed and authorised by:

Frank Yeboah	Saskia Righarts
Accountant	Group Manager – Business Support
17/10/2022	15/11/2022


AGENDA Maniototo Community Board Meeting Thursday, 1 December 2022
Date:	Thursday, 1 December 2022
Time:	2.00 pm
Location:	Ranfurly Service Centre, 15 Pery Street, Ranfurly (A 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	Saskia Righarts
Governance Support Officer	Group Manager - Business Support
24/11/2022	24/11/2022