Agenda of Vincent Community Board - Monday, 10 June 2024

10 June 2024

24.6.3 Local Government New Zealand Community Board Conference 2024

Doc ID: 1825119

Report Author:	Sarah Reynolds, Governance Support Officer
Reviewed and authorised by:	Saskia Righarts, Group Manager - Business Support

1. Purpose of Report

To consider whether the Board would like to send a representative to the Local Government New Zealand Community Board conference to be held in Wellington, 21 to 23 August 2024.

Recommendations

That the Vincent Community Board

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

B. Approves a Vincent Community Board member to attend the Local Government New Zealand Community Board conference in Wellington, 21 to 23 August 2024.

C. Nominate one Vincent Community Board member to attend.

2. Background

The LGNZ Community Board Conference is typically held biennially, but the most recent one took place in Gore in 2021, and there has been a break in the event since then.

3. Discussion

The objective of the conference is to give elected members the opportunity to connect with decision-makers from local and central government and to accelerate professional development.

This year the conference is in Wellington and will focus on Localism, inspiring attendees to use local knowledge and power to tackle unique challenges and opportunities.

Early bird registrations are open until Friday 12^th July 2024 and the cost for registration is $995 for LGNZ members for a 2-day pass.

More information on the conference programme can be found via this link:

Home | LGNZ Conference

4. Financial Considerations

The budget for 2024/25 is still being finalised as part of the Annual Plan, with the aim to send one member from each community board. This will be confirmed once the Annual Plan is adopted.

5. Options

Option 1 – (Recommended)

Send a community board member to the conference.

Advantages:

· An opportunity to learn more about the challenges facing community boards now and in the future.

· An opportunity to meet community board members from other parts of New Zealand and share ideas.

Disadvantages:

· None.

Option 2

Decline to send a community board member to the conference.

Advantages:

· None

Disadvantages:

· The opportunities to learn and to network would be lost.

6. Compliance

Local Government Act 2002 Purpose Provisions	This decision enables democratic local decision making and action by, and on behalf of communities by The LGA purpose provisions (s10) states, “The purpose of local government is to enable democratic local decision-making and action by, and on behalf of, communities”. Attendance at the conference is a useful learning experience and it will strengthen the ability to perform that role of the community board member who attends. If that member then shares what they learned with the rest of the board, then it will enhance the whole board’s ability to support their communities.
Decision consistent with other Council plans and policies? Such as the District Plan, Economic Development Strategy etc.	There are no plans of policies that relate directly to this topic
Considerations as to sustainability, the environment and climate change impacts	There are minor implications to sustainability, environmental and climate change.
Risks Analysis	There are no risks associated with this decision.
Significance, Consultation and Engagement (internal and external)	In terms of the Council’s Significance and Engagement Policy, this decision does not meet any of the thresholds for consultation identified in item 2.1. Therefore, it is not necessary to consult with the public on this matter.

7. Next Steps

The Governance Support Officer will make the necessary travel arrangements for the nominated Members.

8. Attachments

Nil

10 June 2024

24.6.4 Vincent Financial Report for the Period Ending 31 March 2024

Doc ID: 1510879

1. Purpose

To consider the financial performance overview as at 31 March 2024.

Recommendations

That the report be received.

2. Background

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

The operating statement for the nine months ending 31 March 2024 shows a favourable variance of $162k against the revised budget.

2023/24	AS AT 31 MARCH 2024					2023/24
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Income:
813	User fees & Other	700	610	90	˜	813
-	Other capital contributions	50	-	50	˜	-
767	Govt grants & subsidies	790	1,078	(289)	˜	1,110
3,808	Rates	2,854	2,865	(11)	˜	3,808
-	Reserves Contributions	276	-	276	˜	-
222	Internal Interest Revenue	397	168	230	˜	222
-	Land Sales	1,333	-	1,333	˜	-
5,610	Total Income	6,401	4,721	1,680	˜	5,952

	Expenditure
95	Rates expense	125	81	(44)	˜	95
163	Grants	535	522	(13)	˜	563
302	Other Costs	119	212	93	˜	282
856	Cost Allocations	643	641	(2)	˜	856
-	Cost of Sales	1,620	-	(1,620)	˜	-
710	Staff	622	533	(89)	˜	710
221	Fuel & Energy	145	166	21	˜	221
1,060	Contracts	600	799	200	˜	1,066
13	Administrative Expenses	7	10	3	˜	13
200	Building Repairs and Mtce	155	150	(5)	˜	200
27	Professional Fees	87	24	(64)	˜	31
136	Internal Interest Expense	114	102	(13)	˜	136
63	Members Remuneration	25	47	22	˜	63
1,072	Depreciation	811	804	(7)	˜	1,072
4,917	Total Expenses	5,608	4,090	(1,518)	˜	5,309
692	Operating Surplus / (Deficit)	792	631	162	˜	644

This table has rounding (+/- 1)

Income for period ending 31 March 2024

Operating income shows a favourable variance of $1.68M.

· Government grants and subsidies has an unfavourable variance of ($289k). This variance relates to the timing of Better off Funding for the Alexandra Community Centre project. Other grant funding includes: New Zealand Lotteries funding for Alexandra Community Centre $298k, Alexandra Riverpark funding $125k and Better off Funding for re-lining of Alexandra pool $95k has been received.

· Reserves contributions has a favourable variance of $276k. This is due to the development in Clyde. These are difficult to gauge when setting budgets as they are dependent on developers’ timeframes.

· Internal interest revenue has a favourable variance of $230k. Interest revenue is higher than budget due to market term deposit interest rates increasing. An increase in reserves balances from the Dunstan Park subdivision sales has assisted increasing the interest revenue.

· Land sales has a favourable variance of $1.33M. Dunstan Park subdivision stage 3 is complete.

2023/24	User Fees and Other Income					2023/24
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
86	Camping Grounds	123	65	58	˜	86
270	Pool / Swim School	198	203	(5)	˜	270
320	Rentals & Hires	218	240	(22)	˜	320
45	Cemeteries	41	34	6	˜	45
91	Other Misc Income	121	68	53	˜	91
813	Total User Fees Income	700	610	90		813

This table has rounding (+/-1)

Expenditure for period ending 31 March 2024

Expenditure shows an unfavourable variance of ($1.51M). These variances are detailed below:

· Rates expense have an unfavourable variance of ($44k). The annual rates expense is higher by $30k than the annual budget of $95k. This variance will remain for the rest of the year. The rates expense has increased due to the October 2022 QV rateable property valuation increases, along with the Central Otago District Councils own rates increase and a further increase to the Otago Regional Council rates increase. A re-set will be put in place for the 2024/25 Annual Plan.

· Contracts has a favourable variance of $200k. These expenses are more needs-based and will vary against budget from time-to-time. This variance is being driven by the timing of maintenance programme for the Clyde Museum, Alexandra Community Centre and Tarbet street properties.

· Professional fees has an unfavourable variance of ($64k). This relates to the disposal of the Muttontown road wastewater treatment site.

· Other costs have a favourable variance of $93k. This includes water charges $52k, compliance schedules $15k, and weed control of $9k. Water meter charges are due in April and May 2024.

· Cost of sales has an unfavourable variance of ($1.62M). This is due to development costs for the Dunstan Park subdivision stage 3. Cost of sales is linked to the land sales mentioned earlier and reflect the development costs for subdivisions.

Capital Expenditure

Capital expenditure (CAPEX) for the period ending 31 March 2024 reflects a favourable variance of $644k against the revised budget. The actual CAPEX spent to 31 March 2024 is 60% of the total revised budget.

2023/24	AS AT 31 MARCH 2024					2023/24
Full Year		YTD	YTD	YTD		Full Year
Annual Plan		Actual	Revised Budget	Variance		Revised Budget
$000		$000	$000	$000		$000
	Parks & Reserves
52	Camping Grounds	5	89	84	˜	118
26	Cemeteries	43	90	47	˜	120
528	Alexandra Pool	333	314	(19)	˜	346
64	Parks and Reserves	31	175	145	˜	233
131	Pioneer Park	112	190	78	˜	254
318	Alexandra Town Centre	11	591	580	˜	613
1,119	Total Parks & Reserves	535	1,449	915		1,684
	Property
-	Tarbert Street Building	-	91	91	˜	122
223	Clyde Community Centre	288	72	(216)	˜	279
585	Alexandra Community Centre	987	820	(167)	˜	898
57	Poolburn Hall	-	-	-	˜	-
1,380	Molyneux Stadium	55	76	21	˜	102
2,245	Total Property	1,330	1,059	(271)		1,401
3,364	Total Capital Expenditure	1,865	2,508	644		3,085

This table has rounding (+/- 1)

Total for Parks and Reserves shows an overall favourable variance of $915k

· Camping grounds has a favourable variance of $84k. Camping ground projects have not yet started. These include: Omakau recreation reserve cabins and playground and Clyde recreation reserve water line renewal.

· Cemeteries has a favourable variance of $47k. The Alexandra encroachment removal has been completed, with the new boundary fencing projects still to be started.

· Alexandra Pool has an unfavourable variance of ($19k). The Alexandra pool liner replacement project has been completed and will align with the budget at the end of the financial year. The Department of Internal Affairs has granted $217k to Better of Funding for the replacement of the main pool liner.

· Parks and reserves has a favourable variance of $145k. Projects completed include Molyneux Park $103k, fencing contributions $11k, Clyde Fraser Domain $3k and Other Reserves Alexandra $8k. The Molyneux Park Scooter track is has started in April.

· Pioneer Park has a favourable variance of $78k. Pioneer Park Electrical Infrastructure has been upgraded. The replacement of the surface on “The Rec area” will be carried out in spring.

· Alexandra Town Centre has a favourable variance of $580k. The Alexandra Riverside Park project is progressing with the tender being awarded, with the funding, procurement and agreements stages due to be completed by the end of June and an aim of the project to be completed in December 2024.

Total for Property has an overall unfavourable of ($271k)

· Clyde Community Centre has an unfavourable variance of ($216k). The kitchen and toilet project has now been complete.

· Alexandra Community Centre has an unfavourable variance ($167k). Alexandra Memorial Theatre stage upgrade and the earthquake strengthening Alexandra community centre projects is expected to be finished in May 2024.

· Molyneux Stadium has a favourable variance of $21k. Earthquake strengthening, building condition assessment and fire and accessibility reports are being undertaken before moving into the design stage, including quantity surveyor estimates.

· Tarbert Street building project will start in June and is part of the Alexandra Library refurbishment project.

Reserve Funds table for Vincent Ward

· As of 30 June 2023, the Vincent ward has an audited closing reserve funds balance of $7.69M. These are ward specific reserves and do not factor in the district-wide reserves which are in deficit at ($24.69M). Please refer to Appendix 1.

· Taking the 2022/23 audited Annual Report closing balance and adding 2023/24 income and expenditure, carry forwards and resolutions, the Vincent Ward is projected to end the 2023/24 financial year with a closing balance of $5.07M.

3. Attachments

Appendix 1 - Vincent Ward Reserves 2023-2024.pdf ⇩


AGENDA Vincent Community Board Meeting Monday, 10 June 2024
Date:	Monday, 10 June 2024
Time:	10.00 am
Location:	Ngā Hau e Whā, William Fraser Building, 1 Dunorling Street, Alexandra (A link to the live stream will be available on the Central Otago District Council's website.)
Peter Kelly Chief Executive Officer

Report Author:	Rebecca Williams, Community Development Advisor
Reviewed and authorised by:	Dylan Rushbrook, Group Manager - Community Vision