Agenda of Maniototo Community Board meeting

Maniototo Community Board Agenda

11 May 2023

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, 16 March 2023 commencing AT 2.00 pm

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

IN ATTENDANCE: T Cadogan (Mayor), L van der Voort (Acting Chief Executive Officer), Q Penniall (Infrastructure Manager), D Scoones (Group Manager - Community Experience), G Bailey (Parks and Recreation Manager), S Finlay (Chief Financial Officer), F Yeboah (Accountant), J Remnant (Asset Management – Team Leader), P Fleet (Roading Manager), L Stronach (Team Leader – Statutory Property), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

There were no apologies for this meeting.

2 Condolences

the chair referred to the deaths of Dawn Graham, Owen Claridge and Pat O’Neill. Members stood for a moment’s silence as a mark of respect.

3 Public Forum

Amie Pont – Scott Lane Bridge

Ms Pont spoke to the current situation with the Scott Lane Bridge in the Māniatoto. She enquired when a decision would be made on the future of the bridge and asked that they could be involved and communicated with throughout this process. She then responded to questions.

4 Confirmation of Minutes

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the public minutes of the Maniototo Community Board Meeting held on 1 December 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

23.1.2 2023-24 Annual Plan Budget and Fees and Charges Schedule

For the Maniototo Community Board to approve the draft budgets for inclusion in Council’s Annual Plan 2023-24 process and the 2023-24 fees and charges schedule.

Committee Resolution

Moved: Duncan

Seconded: Harris

That the Maniototo Community Board

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

B. Agrees the draft Maniototo Ward 2023-24 Annual Plan budget and recommend to Council for inclusion in the 2023-24 Annual Plan.

C. Agrees to accept the Maniototo Ward 2023-24 fees and charges schedule and recommend to Council for inclusion in the 2023-24 Annual Plan.

Carried

Note: With permission of the meeting Item 23.1.7 was moved forward.

7 Mayor’s Report

23.1.7 Mayor's Report

His Worship the Mayor gave an overview of his recent activities in the Māniatoto before responding to questions.

Committee Resolution

Moved: Duncan

Seconded: Helm

Carried

23.1.3 Application to lease part of the Naseby Recreation Reserve (PRO: 5037 L1)

To consider an application to lease part of the Naseby Recreation Reserve for grazing purposes.

Committee Resolution

Moved: Duncan

Seconded: Helm

That the Maniototo Community Board

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

B. Agrees to grant the Applicants a lease over 12 hectares (more or less) of the Naseby Recreation Reserve as shown in figure 3, being Sections 1, 3, and part Section 2 Survey Office Plan 370699 and Section 145 Block I Naseby Survey District, on the following terms and conditions:

o Commencement 01 July 2022

o Term Five (5) Years

o Right of Renewal One (1) of Five (5) Years

o Rent $760 per annum plus GST

o Rent Review Dates 01 July 2025, 2028, and 2031

o Rent Review Methodology Adjustment by CPI

Subject to:

- Public access to the irrigation dam (on Crown Land) being maintained.

- The Applicants paying all costs associated with the public advertising.

- The lease complying with the provisions of the Reserves Act 1977.

- The Minister of Conservation’s consent.

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

Carried

23.1.4 Request to Fill the Former Ranfurly Ice Rink with Water

To enable the Maniototo Community Board to consider a submission request to the 2021/31 Long-term Plan to fill the former Ranfurly Ice Rink with water, add plantings and create walkways around the site..

Committee Resolution

Moved: Harris

Seconded: McAuley

That the Maniototo Community Board

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

B. Declines the request for filling the former Ranfurly Ice Rink with water, add plantings and create walkways around the site.

C. The Maniototo Rugby Club is approached to determine their interest in leasing the site for additional cropping.

Carried

23.1.5 Māniatoto Financial Report for the Period Ending 31 December 2022

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

Committee Resolution

Moved: Duncan

Seconded: Harris

That the report be received.

Carried

Note: With the permission of the meeting Item 23.1.8 was moved forward.

8 Chair's Report

23.1.8 Chair's Report

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

· Attended a walk-round of the developments at the school.

· Attended the Māniatoto A&P Show.

· Noted calls received regarding the new rubbish bins.

· Noted the need for more rubbish bins in the town, the current amount don’t seem to be sufficient.

· Attended meeting with Otago Regional Council with Cr. Duncan.

· Met with Scott Liddell from Otago Regional Council about the issue of debris blocking culverts and bridges.

· Had met with contractors at the Hospital.

· Attended a visit around the water infrastructure with other board members.

Committee Resolution

Moved: Duncan

Seconded: Helm

That the report be received.

Carried

23.1.6 Plan Change 19 Update

To update the Community Board on the progress of Plan Change 19 including detailing the process and next stages.

Committee Resolution

Moved: Duncan

Seconded: McAuley

That the report be received.

Carried

9 Members' Reports

23.1.9 Members' Reports

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

Mr Harris reported on the following:

· Attended the Rodeo.

· Attended a walk around of the pipe infrastructure with other members.

· Noted a letter regarding the poor state of some roads in Ranfurly, especially on Fraser Avenue, Pery Street, Dungannon Street.

· Inspected Scott Lane Bridge with other members.

· Attended a visit around the water infrastructure with other board members.

Ms McAuley reported on the following:

· Attended a meeting with CODC with regards to the Ranfurly Swimming Pool. Positive developments around extending opening hours and encouraging more users.

· Attended Late Night Shopping Event in Ranfurly.

· Attended Naseby Fun Day.

· Attended the Big Bash Cricket.

· Attended the Māniatoto A&P Show.

· Attended the Rodeo.

· Attended a visit around the water infrastructure with other board members.

Mr Helm reported on the following:

· Attended the Māniatoto A&P Show.

· Attended the Rodeo.

Cr Duncan reported on the following:

· Attended the Māniatoto A&P Show.

· Attended the Otago Regional Council meeting.

· Attended the regional meeting with Waka Kotahi in Balclutha.

· Attended the Wānaka A&P Show .

· Noted that The Rail Trail is really busy.

· Noted that the farming climate is hard. Rural communities are under a lot of pressure

· Noted the recent resignation of the Chief Executive Officer. Mentioned that the process had begun to find a replacement.

· Heading up north next month to offer help in Hawkes Bay.

Committee Resolution

Moved: Harris

Seconded: Helm

That the report be received.

Carried

Note: Cr. Duncan left the meeting at 3.48pm

10 Status Reports

23.1.10 March 2023 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: McAuley

Seconded: Helm

That the report be received.

Carried

Note: Cr Duncan returned to the meeting at 3.49 pm.

11 Date of the Next Meeting

The date of the next scheduled meeting is 11 May 2023.

The Meeting closed at 3.50pm

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CHAIR / /

11 May 2023

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6 Reports

23.2.2 2022/23 Community and Promotions Grants Applications - 2nd Round

Doc ID: 622202

1. Purpose of Report

To consider the second 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.

The Board considers grant applications in two rounds annually. This is the second round of funding for the 2022/23 financial year. Applications closed on the 19^th of March 2023 for a decision at this meeting.

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

Community Grants	2022/23 FY
Total Budget for 2022/23	15,000
Plus returned grants	-
Less committed from previous rounds	8,300
Balance left to distribute	6,700

Promotions Grants
Total Budget for 2022/23	5,000
Plus returned grants	0
Less committed from previous rounds	4,000
Balance left to distribute	1,000

3. Discussion

Community Grants

One community grant application has been received in this round, requesting $2,000. There is $6,700 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 Business Breakfast Group	Ranfurly Christmas Tree	To purchase the tree	31/3/2023	$19,000	$2,000

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

Promotion Grants

No promotions grant applications were received in this round.

4. Financial Considerations

As detailed above, the Board has $6,700 left to distribute for the 2022/23 Community Grants and $1,000 left 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.

5. Options

The Board is asked to consider each application and determine the appropriate level of funding. No other options are presented here 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 well-being.
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 to be allocated, this will be communicated to the applicant and the payment will be made.

8. Attachments

Appendix 1 - Grant Assessment - Christmas Tree (under separate cover) ⇨

Appendix 2 - Grant Application - Christmas Tree (under separate cover) ⇨

Appendix 3 - Supporting Documentation - Christmas Tree (under separate cover) ⇨

Report authors:

Alison Mason
Media and Marketing Manager
	Reviewed and authorised by:

Rebecca Williams	Dylan Rushbrook
Community Development Advisor	Group Manager Community Vision
17/04/2023	21/04/2023


AGENDA Maniototo Community Board Meeting Thursday, 11 May 2023
Date:	Thursday, 11 May 2023
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.)
Louise van der Voort Interim Chief Executive Officer

Report author:	Reviewed and authorised by:

Sarah Reynolds	Saskia Righarts
Governance Support Officer	Group Manager - Business Support
1/05/2023	1/05/2023