Agenda of Teviot Valley Community Board meeting

Teviot Valley Community Board Agenda

7 September 2023

MINUTES OF A mEETING OF THE
Teviot Valley Community Board
HELD IN THE Roxburgh Service Centre, 120 Scotland Street, Roxburgh
AND LIVE STREAMED VIA MICROSOFT TEAMS ON Thursday, 15 June 2023 COMMENCING AT 2.01 pm

PRESENT: Mr M Jessop (Chair), Cr S Feinerman, Ms G Booth, Mr R Read

IN ATTENDANCE: T Cadogan (Mayor), D Rushbrook (Interim Chief Executive Officer), L Fleck (General Manager - People and Culture), N McLeod (Acting Group Manager - Business Support), L Webster (Acting Group Manager – Planning and Infrastructure), A Longman (Acting Group Manager – Community Vision), D Scoones (Group Manager - Community Experience), W McEnteer (Governance Manager), S Reynolds (Governance Support Officer)

1 Apologies

Committee Resolution

Moved: Jessop

Seconded: Feinerman

That apologies from Mr Dalley be received and accepted.

Carried

2 Public Forum

There was no public forum.

3 Confirmation of Minutes

Committee Resolution

Moved: Jessop

Seconded: Read

That the public minutes of the Teviot Valley Community Board Meeting held on 4 May 2023 be confirmed as a true and correct record.

Carried

4 Declarations of Interest

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

5 Reports

23.4.2 Community Outcomes and Community Ideas for the draft 2024-34 Long-term Plan

To consider the comments received through early community engagement for the 2024-34 Long-term Plan for the Teviot Valley ward and note the Community Outcomes that will be used in the drafting of the 2024-34 Long-term Plan.

After discussion it was agreed that if there was a community need for the provision of a dog park this could be reviewed as part of the ongoing scheduled Dog Control Policy review.

Recommendations

That the Teviot Valley Community Board

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

B. Notes Council has approved using the existing Community Outcomes will be used in the development of the draft 2024-34 Long-term Plan.

C. Agrees that the suggestion of a dog park would be reviewed as part of the scheduled Dog Control Policy in 2025.

23.4.3 Teviot Valley Financial Report for the Period Ending 31 March 2023

To consider the financial performance overview as at 31 March 2023.

Committee Resolution

Moved: Jessop

Seconded: Feinerman

That the report be received.

Carried

6 Mayor’s Report

23.4.4 Mayor's Report

His Worship the Mayor gave an update on his activities since the last meeting;-

· Noted the selection process of the new CEO. He was enthusiastic about Peter Kelly’s start on 11^th September.

· Observed that Roxburgh was very busy with visitors over Kings Birthday weekend. He congratulated local businesses on their product and their diligence at being open on a public holiday.

· Attended the Millers Flat Coffee Group.

Committee Resolution

Moved: Jessop

Seconded: Feinerman

That the Teviot Valley Community Board receives the report.

Carried

7 Chair's Report

23.4.5 Chair's Report

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

· Attended the Millers Flat Coffee Group.

· Attended a Teviot’s Prospects Trust meeting.

· Attended the end of season meeting for the Millers Flat swimming pool.

· Attended the Millers Flat water supply AGM.

· Is attending the Museum committee AGM this evening.

· Noted generally good feedback on the bin changes.

Committee Resolution

Moved: Jessop

Seconded: Booth

That the report be received.

Carried

8 Members' Reports

23.4.6 Members' Reports

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

Cr Feinerman reported on the following:

· Attended an update with MBIE regarding the status of the Battery Project.

· Attended a Business Breakfast. Discussion focussed around cycle trails and a possible new bridge at Ettrick, and the requirement for better signage at the end of the Roxburgh Gorge.

· Attended a Teviot Walkways meeting, they are looking to recruit new committee members.

· Attended a Teviot Prospects Trust meeting, planning is underway for a Garden Tour in the Spring.

· Met with staff to scope work for a new bike and walking track to Horse Shoe Bend Bridge.

· Updated members on discussions at last month’s Council meeting. Discussed the recruitment of the new CEO and the recent visit to the Ōtākou Marae and the Otago Museum.

· Attended an Audit and Risk meeting on 2 June.

· Met with the new Welcoming Communities Officer to work on connecting various volunteer groups in the district.

Mr Read reported on the following:

· Noted a request for the reinstatement of some seating by the river opposite Selkirk Place, Roxburgh. Also requested for the area to be added to the mowing schedule.

· Noted the Community Garden is going well with a good number of active members.

Ms Booth reported on the following:

· Attended a Medical Services Trust meeting.

· Noted a quieter period in the Winter and some sickness.

Committee Resolution

Moved: Jessop

Seconded: Feinerman

That the reports be received.

Carried

9 Status Reports

23.4.7 June 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: Jessop

Seconded: Booth

That the report be received.

Carried

10 Date of The Next Meeting

The date of the next scheduled meeting is 27 July 2023.

The meeting closed at 2.48 pm.

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

CHAIR / /

7 September 2023

23.5.3 2023/24 Community and Promotions Grants Applications - 1st Funding Round

Doc ID: 662971

1. Purpose of Report

To consider the first round of the community and promotions grant applications for the 2023/24 financial year.

Recommendations

That the Teviot Valley 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 fit with the relevant grant criteria and available budget.

The Board considers grant applications in two rounds annually. This is the first round of funding for the 2023/24 financial year. Applications for this funding round closed on the 23^rd of July 2023 for a decision at this meeting.

The Teviot Valley Community Board is delegated the authority to consider applications for activities and projects within its boundaries.

Annually, there is $5,000 to distribute in the Teviot Valley community grants scheme and $2,000 to distribute in the promotions grants scheme.

3. Discussion

Community Grants

Two community grant applications have been received in the current round requesting a total of $2,273.76. There is a total of $5,000 for community grants to distribute for both this initial round and the scheduled second round of funding in the first half of 2024.

The details of this round’s applications are provided in the table below:

	Name of Organisation	Name of project / service	Purpose of funding	When does the project start	Total costs	Amount requested
1	Roxburgh Pioneer Energy Brass Band	Operational Costs	Contribution towards power, rates and insurance	1/07/2023	$7,763	$2,000
2	Dunstan Kāhui Ako	Dunstan Kāhui Ako Festival of the Arts	Transport costs for Millers Flat School	20/10/2023	$273.76	$273.76

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

Promotion Grants

One promotion grant application has been received in the current round requesting a total of $960 from the current financial year. There is $2,000 to distribute for this round and the second round in the first half of 2024. The details are provided in the table below:

	Name of Organisation	Name of project / service	Purpose of funding	When does the project start	Total costs	Amount requested
3	Roxburgh Entertainment Centre and Promotions Inc	New Signage	Roxburgh Cinema Signage	29 Sep 2023	$960	$960

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 $5,000 to distribute for the 2023/24 Community Grants round and $2,000 for the 2023/24 Promotions 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. 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 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, though some applications may have a positive environmental impact.
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 are 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 - Roxburgh Pioneer Energy Brass Band Grant Assessment (under separate cover) ⇨

Appendix 2 - Roxburgh Pioneer Energy Brass Band Grant Application (under separate cover) ⇨

Appendix 3 - Roxburgh Pioneer Energy Brass Band Support Documents (under separate cover) ⇨

Appendix 4 - Kahui Ako Grant Assessment - Millers Flat School (under separate cover) ⇨

Appendix 5 - Kahui Ako Grant Application - Millers Flat School (under separate cover) ⇨

Appendix 6 - Kahui Ako Grant Supporting Documents - Millers Flat School (under separate cover) ⇨

Appendix 7 - Roxburgh Entertainment Centre Grant Assessment (under separate cover) ⇨

Appendix 8 - Roxburgh Entertainment Centre_Grant Application (under separate cover) ⇨

Appendix 9 - Roxburgh Entertainment Centre_Supporting Documents (under separate cover) ⇨

Report authors:

Alison Mason	Rebecca Williams
Media and Marketing Manager	Community Development Advisor
14/08/2023	14/08/2023
Reviewed and authorised by:	Reviewed and authorised by:

Paula Penno	Anthony Longman
Community and Development Manger	Acting Group Manager –Community Vision
14/08/2023	16/08/2023
Reviewed and authorised by:

Dylan Rushbrook
Interim Chief Executive Officer
28/08/2023

7 September 2023

23.5.4 Removal of Trees Cheviot Street Roxburgh

Doc ID: 1203873

1. Purpose

To update the Teviot Valley Community Board on the removal of Poplar trees on the unformed section of Cheviot Street.

Recommendations

That the report be received.

2. Discussion

During the construction phase of the New Roxburgh swimming pool a request was made to the previous Teviot Valley Community Board (the Board) to fell a group of Poplar trees on the unformed section of Cheviot Street. The trees are behind the Leitholm Street Pensioner flats.

The removal of the trees was requested to allow more sun into the pool and to ensure the solar heating panels being used to heat the pool had maximum sun exposure. The trees also shade the pensioner flats and other adjacent properties.

The trees are adjacent to the Roxburgh river track which is due to be upgraded this spring and it would be more cost effective to remove the trees before the track was upgraded.

At the time of the request there was no budget allocated for this work. The cost to remove the trees is $21,000.

At the end of the 2022/23fiancial year there were two capital projects that were not undertaken.

- Millers Flat Cenotaph repairs - $5,284.

- Roxburgh wilding pine control - $5,000.

The Millers Flat cenotaph work is not required at this time but will be reforecast for a later date through the 2024/34 Long-Term Plan.

The wilding pine budget was not required as there was no subsidised wilding conifer control programme developed for Teviot Valley last financial year. With the Government subsidy now ended it is unlikely there will be one.

The short fall of $10,000 will be funded from the proceeds from the felling of Grovers Hill forestry. It is anticipated that following the cost of pest control, planting and on-going maintenance there will be approximately a $30,000 surplus.

3. Attachments

Nil

Report author:	Reviewed and authorised by:

Gordon Bailey	David Scoones
Parks and Recreation Manager	Group Manager - Community Experience
17/08/2023	31/08/2023

7 September 2023

23.5.5 Interim Teviot Valley Financial Report for the Period Ending 30 June 2023

Doc ID: 662123

1. Purpose

To consider the financial performance overview as at 30 June 2023.

Recommendations

That the report be received.

2. Discussion

These statements are designed to give an overview of financial performance. It is important to note that as the Annual Report 30 June 2023 is not yet compiled that the figures below may change as required.

The operating statement for the twelve months ending 30 June 2023 shows an unfavourable variance of ($277k) against the revised budget.

2022/23	12 MONTHS ENDING 30 JUNE 2023					2022/23
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Income:
22	Internal Interest Revenue	35	22	13	˜	22
18	User Fees & Other	65	18	47	˜	18
-	Reserves Contributions	10	-	10	˜	-
529	Rates	535	529	6	˜	529
-	Govt Grants & Subsidies	108	-	108	˜	-
-	Other Capital Contributions	-	28	(28)	˜	-
569	Total Income	753	597	156	˜	569
	Expenditure
11	Rates Expense	12	11	(1)	˜	11
147	Cost Allocations	148	147	(1)	˜	147
47	Other Costs	40	91	51	˜	91
24	Building Repairs and Mtce	26	24	(2)		24
10	Staff	11	10	(1)	˜	10
13	Fuel & Energy	10	13	3	˜	13
137	Contracts	137	137	-	˜	137
42	Grants	539	42	(497)	˜	42
18	Members Remuneration	18	18	-	˜	18
6	Internal Interest Expense	-	6	6	˜	6
146	Depreciation	137	146	9	˜	146
601	Total Expenses	1,078	645	(433)	˜	645
(32)	Operating Surplus / (Deficit)	(325)	(48)	(277)		(76)

Income for period ending 30 June 2023

Operating income has a favourable variance of $156k to the revised budget.

· User fees and other income has a favourable of $47k. This is due to the final payment of $35k from the de-forestation of the Roxburgh Forest. This income will be available to contribute towards the replanting costs.

· Reserve contribution has a favourable variance of $10k. These are difficult to gauge when setting the budget as they are dependent on developer’s timeframe.

· Rates has a favourable variance of $6k. This is mainly due to the rates adjustment increasing depreciation reserves which happens at the end of the financial year.

· Government grants and subsidies has favourable variance of $108k. Better off funding received from the Department of Internal Affairs has been allocated towards Roxburgh pool fencing project.

Expenditure for period ending 30 June 2023

Expenditure has an unfavourable variance of ($433k) to revised budget.

· Other costs have a favourable variance of $51k. This includes compliance schedule $19k and engineers fees $23k. Engineers fees are tracking behind budget, this includes detailed seismic assessments for community halls, engineering fees for the Roxburgh Entertainment Centre and the redirection of budget for a conservation plan (resolution 23.2.3).

· Grants has an unfavourable variance of ($497k). This is due to the $500k capital contribution made towards the Roxburgh community pool upgrade. This is 50% loan and 50% reserve funded.

Capital Expenditure

Capital expenditure (CAPEX) for the period ending 30 June 2023 reflects that CAPEX expenditure has $630k favourable to revised budget. The actual capital spend year to date is 8% of the revised budget.

2022/23	12 MONTHS ENDING 30 JUNE 2023						2022/23
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Parks & Reserves
1	Roxburgh Reserves - Landscaping & Planting	4	3	(1)	˜	3
31	Roxburgh Reserves - Bins, Signs, Structures	7	46	39	˜	46
2	Millers Flat Recreation Reserve - Tennis Courts	-	6	6	˜	6
34	Total Parks & Reserves	11	55	44	˜	55
	Property
494	Roxburgh Town Hall	20	575	555	˜	575
	Millers Flat Hall	24	55	31		55
494	Total Property	44	630	586	˜	630
528	Total Capital Expenditure	55	685	630	˜	685

Parks and reserves – have an overall favourable variance of $44k

· Roxburgh reserves bins, signs, structures – the King George Park playground equipment (roundabout) replacement project is on hold pending reassessment due to budget restrictions.

Property – have an overall favourable variance of $586k

· Roxburgh entertainment centre fire upgrade project has a favourable variance $200k. The tender has been awarded and the building consent process is underway. Roxburgh entertainment centre earthquake project has a favourable variance of $362k. This project has been put on hold since Roxburgh entertainment centre no longer needs earthquake strengthening.

Reserve Funds table for Teviot Valley Ward

· As at 30 June 2022 the Teviot Valley Ward has an audited closing reserve funds balance of $1.496M. 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 audited Annual Report closing balance and adding 2022/23 income and expenditure, carry forwards and resolutions, the Teviot Valley Ward is projected to end the 2022/23 financial year with a closing balance of $393k.

3. Attachments

Appendix 1 - Teviot Valley Community Board Reserves Table 2022-23 ⇩

Report author:	Reviewed and authorised by:

Donna McKewen	Saskia Righarts
Accountant	Group Manager – Business Support
8/08/2023	25/08/2023


AGENDA Teviot Valley Community Board Meeting Thursday, 7 September 2023
Date:	Thursday, 7 September 2023
Time:	2.00 pm
Location:	Roxburgh Service Centre, 120 Scotland Street, Roxburgh (A link to the live stream will be available on the Central Otago District Council's website.)
Dylan Rushbrook Interim Chief Executive Officer

Report author:	Reviewed and authorised by:

Sarah Reynolds	Saskia Righarts
Governance Support Officer	Group Manager - Business Support
16/08/2023	16/08/2023