Agenda of Maniototo Community Board - Thursday, 26 October 2023

Maniototo Community Board Agenda

26 October 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, 14 September 2023 commencing AT 2.01 pm

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

IN ATTENDANCE: T Cadogan (Mayor), P Kelly (Chief Executive Officer), N McLeod (Acting Group Manager - Business Support), D Rushbrook (Group Manager - Community Vision), D Scoones (Group Manager - Community Experience), S Finlay (Chief Financial Officer), P Penno (Community and Engagement Manager), A Mason (Media and Marketing Manager), W McEnteer (Governance Manager)

1 Apologies

There were no apologies.

2 Condolences

The chair referred to the deaths of Malcolm MacPherson, Graeme Corfield, Rae Paterson and Wally Harrison. Members stood for a moment’s silence as a mark of respect.

3 Public Forum

Hazel Harrison (Naseby Information and Craft Inc) – Community Grant Application and Road Renaming

Ms Harrison spoke in support of the grant application for Naseby Information and Craft Inc. She also spoke in support of the road re-naming application for Earne Street, Naseby. She noted that her research suggested that the naming came from a Scottish loch and that had no “e” on the end of the name. She then responded to questions.

Eric Swinborne (Naseby Vision) – Promotions Grant Application

Mr Swinbourne spoke in support of the grant application from Naseby Vision for new signage that showed a map of the town. He then responded to questions.

Adrian Hood – Royal Hotel, Naseby – Renaming of Earne Road.

Mr Hood spoke against the proposed name change of Earne Street, Naseby. He noted that either of the names could be wrong and for that reason and the time that had lapsed between the naming, now made the change unnecessary. He also noted that it affected his business as he would need to replace any items that had a street address on them. He then responded to questions.

4 Confirmation of Minutes

Committee Resolution

Moved: McAuley

Seconded: Helm

That the public minutes of the Maniototo Community Board Meeting held on 3 August 2023 be confirmed as a true and correct record.

Carried

5 Declarations of Interest

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

6 Reports

23.4.2 2023/24 Community and Promotions Grants Applications - 1st Funding Round

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

After discussion it was agreed that some money should remain in the promotions budget for any possible applications that might be lodged in the second round of grants.

Committee Resolution

Moved: Duncan

Seconded: Harris

That the Maniototo Community Board:

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

B. Allocates $8,300 to the Maniototo Early Settlers Association Inc. towards annual operating costs from the 2023/24 community grants budget.

C. Allocates $4,000 to the Naseby Information and Craft Inc. towards annual expenses from the 2023/24 community grants budget.

D. Allocated $2,500 to Naseby Vision Inc toward a new information map in Naseby from the 2023/24 promotions grant budget.

Carried

23.4.3 Road Renaming Approval Report - Earne Street, Naseby

To consider a request to rename Earne Street in Naseby to Earn Street.

After discussion it was agreed that significant time had lapsed and that the change was unnecessary at this stage.

Committee Resolution

Moved: Duncan

Seconded: Harris

That the Maniototo Community Board

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

B. Declines the renaming of Earne Street, Naseby.

Carried

7 Mayor’s Report

23.4.4 Mayor's Report

His Worship the Mayor reported on items and issues of interest to the Māniatoto. In particular he noted his attendance at the opening of the Maniototo Area School and mentioned the Governor-General was present at its opening. He also mentioned his membership of a working group examining the Future for Local Government Panel’s recommendations.

Committee Resolution

Moved: Harris

Seconded: Duncan

That the Maniototo Community Board receives the report.

Carried

8 Chair's Report

23.4.5 Chair's Report

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

· Gave a welcome to Peter Kelly, the new Chief Executive Officer of the Council.

· Attended the opening at Maniototo Area School and noted that the Governor-General was present.

· Attended the reinterment of graves at Drybread Cemetery.

· Noted that the house in Derwent Street, Naseby had been moved to another section in town.

· Noted a drive to Falls Dam and a culvert that needed to be replaced.

· Noted the desire for a turf at Maniototo Area School.

· Spoke with Christina Wills for the 125^th anniversary for Ranfurly, in particular the signage at the entrances to the town. Noted she had some names of people to possibly assist with signage at Waka Kotahi.

· Noted that the mountain bike trails in Naseby were being tidied in time for the summer season.

· Noted the uncertainty around Three Waters arrangements at the moments.

· Noted that the new pool cover is being installed at the Oturehua Pool.

· Enquired about the resource consents for the adventure park in Naseby. It was noted that they were being worked through now.

Committee Resolution

Moved: Hazlett

Seconded: Duncan

That the report be received.

Carried

9 Members' Reports

23.4.6 Members' Reports

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

Mr Harris reported on the following:

· Had received a complaint that there was not enough play equipment for under 5s at the new playground. It was noted that there would be a phase two of building there and that could be addressed then.

Ms McAuley reported on the following:

· Also noted comment about the playground.

· Noted that the gardens in the main street of Ranfurly were looking great at the moment.

· Noted Vet Ent was closing in Ranfurly.

· Noted the turf at Maniototo Area School. Reported that they would like to have it ready for next season and that grant applications had begun.

· Enquired about the painting at the Ranfurly swimming pool. It was noted that it was being repainted at this time ready for summer.

Mr Helm reported on the following:

· Noted that Vet Ent was closing in Ranfurly.

· Mentioned the 75^th jubilee of fire brigade in Ranfurly and noted that Ewen Mason had been part of 50 of those years.

· Noted that the ambulance had been offline recently.

· Noted that roads had been in generally good condition recently.

Cr Duncan reported on the following:

· Attended the opening at Maniototo Area School

· Noted attendance at the last Council meeting and noted that a bridge strategy and roading plan were discussed there.

· Welcomed Peter Kelly as the new Chief Executive Officer.

· Noted that gravelling was taking place at the Styx and the road was currently in good repair.

· Noted that the Naseby Forest was very dry at the moment.

· Noted current issues in farming.

Committee Resolution

Moved: Helm

Seconded: McAuley

That the report be received.

Carried

Note: Cr Duncan left the meeting at 3.14 pm.

10 Status Reports

23.4.7 September 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: Harris

That the report be received.

Carried

Note: Cr Duncan returned to the meeting at 3.15 pm.

11 Date of the Next Meeting

The date of the next scheduled meeting is 26 October 2023.

The meeting closed at 3.15 pm.

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

CHAIR / /

26 October 2023

6 Reports

23.5.2 Ranfurly Pool Opening Hours

Doc ID: 1201195

1. Purpose of Report

To consider amending the opening hours of the Ranfurly Pool for the 2023/24 season.

Recommendations

That the Maniototo Community Board

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

B. Notes the opening hours of the Ranfurly Pool for the 2023/24 season:

Monday - Friday

7.00am - 6.00pm

Saturday - Sunday

Saturday 10:00am – 5:00pm

Sunday 10:00am – 5:00pm.

C. Authorises an overspend of up to $5000 to cover additional staff costs.

2. Background

The opening hours of the Ranfurly Pool (the pool) have been discussed by the Maniototo Community Board over the last few months. The Board has requested a report on opening hour options for the coming summer season.

The pool opens typically from mid-November through to early April for its summer season.

Over the last few years, the pool has been open the following hours.

Lap Training 7am to 9am (includes non-season pass holders) Monday to Friday.

Aqua Club Monday, Wednesday and Friday 9am to 10am.

Public Supervised Sessions - 3.00pm to 8pm. School term weekdays.

Public Supervised Sessions - 1.30pm to 8pm School Holidays.

Saturday and Sunday

Lap Training 8.30am to 10.30am.

Public Supervised Sessions – 1.30pm to 8pm.

3. Discussion

In recent years, the pool has been open daily during the season. This has included long periods of the day when the pool is closed. This has resulted in staff having to work split shifts. It has been a struggle to attract the required number of staff that can be suitably trained as Pool Lifeguards to ensure the pool can open. Feedback received from staff has seen the large down time periods between shifts as one of the barriers to recruitment. In 2022 the pool did not open until mid-December due to recruitment and training delays.

Recruitment has already commenced for this season, unlike previous seasons there is some local interest, and it is anticipated the correct number of staff can be employed. The pool will require three full time and a minimum of three part time lifeguards this season.

To ensure the Ranfurly pool is operated safely and in line with the New Zealand Swimming Pool Standard, it is best practice is to have a minimum of 2 staff for each shift available for the season. It should be noted that the Ranfurly pool does not have Pool Safe accreditation due to its seasonal nature and other factors. However, it still needs to be operated safely.

To work as a pool lifeguard in New Zealand, staff need to hold a nationally recognised qualification. The Pool Lifeguard Practising Certificate (PLPC) is the minimum qualification. All Council lifeguards hold this qualification to ensure Council is following best practice for operating its pools. Training is undertaken in-house by suitably qualified Council based assessors.

Prior to February 2023 the scheduled morning lap training session was only open to season pass holders. A trial was undertaken from February until the pool season closed in April, allowing this session to be available for casual pool users as well. This resulted in eleven additional casual swims being purchased.

This season the availability of this option will be promoted to try and increase the numbers of swimmers taking advantage of this option.

In 2021 Council pool admission software Envibe was installed in Ranfurly, this has allowed accurate statistics to be recorded on admissions and sales. A full statistical report detailing the comparisons from 2021 – 2023 can be found in Appendix 1.

The Comparison table – people count per hour of day 2022/23 shows the cumulative numbers of pool users for the corresponding opening hours of the pool. This can be used as a guide to determine most popular times for opening.

The most popular sessions are the morning from 7am to 9am and again from 1pm until 6 pm.

Currently the pool is open a total of 55 hours during school term and 62.5 hours during the holidays. The 3 - 5-hour break when the pool is closed in the middle of the day is not ideal to attract and retain staff.

Staff are paid and additional 30 minutes prior to the pool opening to remove pool covers undertake pool water tests etc and an additional 30 minutes after the pool closes to put the pools covers on and clean-up.

It is proposed to align the pool opening hours to consolidate opening times, but still provide adequate opportunities for most pool users to use the facility. This will also provide an improved continuous, safe, staffing roster. The proposal will see the pool open 69 hours per week.

Staff should be able to have uninterrupted break time and not be disturbed as they are not being paid at this time. For the past few seasons this has not been happening. This season’s rosters have been developed to allow this to happen.

There will be bookings such as School and learn to swim lessons when the pool will need to be closed to the public for short periods. These closures will be advertised in advance.

To align the pool opening hours to ensure consistency in rostered shifts for Lifeguards and provide a wider choice of hours to the public it is proposed to implement the following opening hours for the 2023/24 season.

Monday - Friday

7.00am - 6.00pm

Saturday - Sunday

Saturday 10:00am – 5:00pm

Sunday 10:00am – 5:00pm.

With this proposal there will always be at least two lifeguards on duty. Staff can take breaks undisturbed. Staff have regular hours to work rather than split shifts.

Saturday - Sunday

· Saturday and Sunday 10:00am – 5:00pm. Like the other shifts during the week, staff will be rostered on 30 minutes before open and 30 minutes after closing.

· Two lifeguards will be on duty from open to close.

· A part time lifeguard will be rostered to facilitate breaks and cleaning.

To staff the proposed opening hours will require 3 full time and 3 part time lifeguards. The roster will rotate within full time and part time roles to even out the hours for all staff.

4. Financial Considerations

The last two years expenditure budget for the Ranfurly pool is summarised below.

It is anticipated the changes suggested for this season will exceed the personnel costs budget by $5,000. It is anticipated that with the increase in opening hours there should be an increase in patronage and therefore revenue to offset this predicted overspend.

	2022/23 Budget	2022/23 Actuals June	2023/24 Full Year Budget
Expenses
Personnel Costs	$153,369	$85,884	$90,504
Depreciation and amortisation expense	$21,084	$44,631	$41,256
Other Expenses	$77,785	$74,580	$86,111
Total Expenses	$252,958	$205,095	$217,871

Due to the late opening date and lack of staff through the 2022/23 season the personal budget was underspent. Qualified lifeguards are paid the living wage and the 2023/24 budgets were prepared prior to the recent increase in the living wage.

5. Options

Option 1 – (Recommended)

Approve the following opening hours for the Ranfurly Pool for the 2023/24 season.

Monday - Friday

7.00am - 6.00pm

Saturday - Sunday

Saturday 10:00am – 5:00pm

Sunday 10:00am – 5:00pm.

Advantages:

· Pool customers experience consistent opening hours.

· The pool is available for an extended period of time.

· Opportunity to offer additional aqua programmes.

Disadvantages:

· Required staffing numbers may be unable to be employed to ensure desired opening hours.

· Additional budget will be required for staffing.

· Customer usage is low at certain opening times.

Option 2

Retain the existing Ranfurly Pool Opening hours for the 2023/24 season.

Advantages:

· Pool customers experience consistent opening hours to previous years.

· Existing budget provision for opening are maintained.

Disadvantages:

· Required staffing numbers are unable to be employed to ensure desired opening hours due to the split shifts required.

Option 3

Close the pool for two days per week – Monday and Tuesday.

Advantages:

· No additional budget will be required for staffing.

· It will be easier to staff the reduced opening hours proposed.

Disadvantages:

· Council may receive negative comments from customers.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision promotes the (social/cultural/economic/environmental) wellbeing of communities, in the present and for the future by ensuring the Ranfurly Pool operates to meet the needs of the community.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	Long-term Plan 2021 - 2031
Considerations as to sustainability, the environment and climate change impacts	Not relevant for this report.
Risks Analysis	There have been no risks identified that would trigger Councils Risk register.
Significance, Consultation and Engagement (internal and external)	Consultation is not required for this report.

7. Next Steps

The Ranfurly pool opening hours are confirmed and publicly promoted.

8. Attachments

Appendix 1 - Ranfurly Pool Useage Report 2022/23 ⇩

Report author:	Reviewed and authorised by:

Gordon Bailey	David Scoones
Parks and Recreation Manager	Group Manager - Community Experience
5/10/2023	10/10/2023

26 October 2023

23.5.3 2024 Meeting Schedule

Doc ID: 1217456

1. Purpose of Report

To approve a schedule of Maniototo Community Board meetings for 2024.

Recommendations

That the Maniototo Community Board

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

B. Adopts the proposed 2024 meeting schedule for the Maniototo Community Board.

2. Background

The Local Government Act 2002 Schedule 7 Clause 19 states that a local authority must hold the meetings that are necessary for the good government of its district. The Chief Executive must give notice in writing to each member of the time and place of a meeting not less than 14 days before the meeting or the local authority can adopt a schedule of meetings.

Council and the community boards have in the past adopted a schedule of meetings for the following year, as this provides certainty of dates to members and staff. Having a yearly schedule allows for good forward planning and significantly reduces the administrative workload of advising members for each meeting.

The meeting schedule reflects the terms of reference for committees, Council and boards as well as working towards legislative deadlines such as adopting the 2024-34 Long-term Plan. It also enables scheduling of meetings and workshops to progress significant pieces of work that have elected member input and oversight.

3. Discussion

The proposed meeting schedule continues with a six-weekly cycle of meetings where possible. A meeting schedule, once adopted, can be amended so there is still flexibility to respond to a change of circumstances.

4. Financial Considerations

There are no financial considerations for this decision.

5. Options

Option 1 – (Recommended)

Adopt the proposed 2024 meeting schedule.

Advantages:

· Elected members and staff have certainty of dates for meetings in 2024.

Disadvantages:

· None.

Option 2

Hold meetings on an ad hoc basis.

Advantages:

· High degree of flexibility.

Disadvantages:

· Does not facilitate forward planning.

· May impact on members’ ability to attend meetings at shorter notice.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by having a known schedule of meetings.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	This is a procedural decision and therefore has no impact on other plans and policies and is consistent with them.
Considerations as to sustainability, the environment and climate change impacts	There are no implications arising from this decision.
Risks Analysis	There are no risks arising from the recommended option.
Significance, Consultation and Engagement (internal and external)	The proposed meeting schedule was discussed with the various departments to ensure that the proposed dates accommodated different work plans.

7. Next Steps

Once the meeting schedule has been adopted, it will be published on the Central Otago District Council’s website and meetings will be publicly notified according to the Local Government Act 2002 and the Local Government Official Information and Meetings Act 1987.

8. Attachments

Appendix 1 - 2024 Proposed Meeting Schedule ⇩

Report author:	Reviewed and authorised by:

Wayne McEnteer	Saskia Righarts
Governance Manager	Group Manager - Business Support
14/09/2023	5/10/2023


AGENDA Maniototo Community Board Meeting Thursday, 26 October 2023
Date:	Thursday, 26 October 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.)
Peter Kelly Chief Executive Officer

Report author:	Reviewed and authorised by:

Sarah Reynolds	Saskia Righarts
Governance Support Officer	Group Manager - Business Support
10/10/2023	10/10/2023