Community and Finance Committee - Marlborough...11. Rates Report as at 30 October 2015.....36 12. Decision to Conduct Business with the Public Excluded .....42 Public Excluded 13

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11 November 2015Record No: 15221125File Ref: D050-001-C01Ask For: Nicole Chauval

Notice of Community and Finance Committee Meeting – Tuesday, 17 November 2015

A meeting of the Committee will be held in the Council Chambers, 15 Seymour Street, Blenheim on Tuesday, 17 November 2015 commencing at 9.00 am.

BUSINESS

As per Agenda attached.

ANDREW BESLEYCHIEF EXECUTIVE

Meeting of the COMMUNITY AND FINANCE COMMITTEE

to be held in the Council Chambers, 15 Seymour Street, Blenheim on TUESDAY, 17 November 2015, commencing at 9.00 am

Committee Clr J C Leggett (Chairman) Clr J L AndrewsClr J P BaggeClr G S BarsantiClr B G DawsonClr D D OddieClr L M ShenfieldClr T M SloanMayor A T Sowman

Apology Clr C J Brooks

Department Head Mr D G Heiford (Manager, Support Services Department)

Staff N Chauval (Committee Secretary)

In PublicPage

1. Destination Marlborough Trust Inc – Trustee Fees....................................................................... 1

2. Destination Marlborough – Annual Report .................................................................................... 3

3. Marlborough Rural Broadband Project Update ............................................................................. 4

4. Marlborough District Libraries Activity Report - September / October 2015 ............................... 11

5. Audit & Risk Sub-Committee....................................................................................................... 15

6. Sister City Sub-Committee .......................................................................................................... 20

7. Commercial Events Fund Sub-committee................................................................................... 23

8. Treasury Management Report – Period Ended 30 September 2015.......................................... 25

9. Financial Report for Council – Period Ended 30 September 2015 ............................................. 28

10. Debtor’s Overdue Report as at 30 September 2015 and 31 October 2015................................ 33

11. Rates Report as at 30 October 2015........................................................................................... 36

12. Decision to Conduct Business with the Public Excluded ............................................................ 42

Public Excluded

13. Debtor’s Overdue Reports as at 30 September 2015 and 31 October 2015 43

14. Notification Issues ....................................................................................................................... 52

15. Investigations 2015...................................................................................................................... 55

16. Audit & Risk Sub-Committee....................................................................................................... 56

17. Community and Commercial Events Review .............................................................................. 57

1. Destination Marlborough Trust Inc – Trustee Fees(Clr Leggett) (Report prepared by Nigel Gould, Chairman, Destination Marlborough Trust)

E100-004-01

Purpose1. To present for Council consideration the recommended increase of Trustee fees for Destination

Marlborough Trust Inc. (DM).

Background2. Currently Destination Marlborough Trust Inc. Trustees receive $1,500 per annum and the

Chairman receives $4,000 per annum as Trustee fees. These fees have been unchanged since records tracked back to 1997, a period of 18 years.

3. In October 2014 the Board directed the GM and Chair to review RTO Board remuneration levels across New Zealand and come up with a recommendation on remuneration for Destination Marlborough Trust Inc.

4. A paper was prepared on this issue to provide benchmark information from the latest RTONZ Benchmarking Survey which is completed every two years.

5. This paper has been brought to Council as the Destination Marlborough Trust Inc. Trust Deed Clause 14.1 states: The Trustees may, with the prior approval of the Settlor, resolve to pay themselves or any of them reasonable remuneration for their services as Trustees. Marlborough District Council is the Settlor.

Benchmarks6. The following table is extracted from the NZ RTO Benchmark Survey y/e 2014

Governance Budgets

Chair Remuneration

Board Member Remuneration

(Ave)Board Admin

Expenses Total Board Cost

Total $364,960 $180,237 $115,250 $1,321,410

Average, all RTOs $13,517 $6,675 $4,410 $45,836

Highest $81,000 $55,333 $40,000 $418,000

Tier 1 Average $31,100 $15,490 $9,000 $127,200

Tier 2 Average $14,357 $7,344 $4,629 $46,486

Tier 3 Average $11,610 $5,008 $2,133 $35,060

Tier 4 Average $7,260 $3,554 $5,400 $23,867

Tier 5 Average $750 $0 $863 $1,613

Note: Marlborough is a Tier 3 RTO – Tiers are defined based on total RTO income before i-SITEs sales revenue

Community and Finance Committee - 17 November 2015 - Page 1

Discussion7. The average remuneration in Tier 3 including DM is sitting at $11,610 for the Chair and $5,008 for

a Trustee. Current Destination Marlborough Trust Inc. remuneration is less than half of the average remuneration.

8. In reviewing the benchmark data the Trustees considered the affordability of the Trust to take on increased expenditure.

9. As Trustees are asked to contribute their skills and expertise, remuneration must take into account recognising their value and responsibilities as a Trustee.

10. Recruitment of skilled and experienced Trustees in the future could be compromised by the remuneration currently offered.

Summary11. After discussion it was resolved by the Board at the May 2015 Board meeting to propose an

increase in Trustee fees to $7,500 per annum for the Chair and $3,000 per annum for each Trustee with effect from 1 July 2015. The Destination Marlborough 2015/16 budget is projecting a small surplus after including provision for this increase.

12. As per the Trust Deed the next step is to obtain approval from the Settlor. Therefore the increase would apply as soon as it has been approved.

RECOMMENDEDNo recommendation pending discussion by the Committee.


2. Destination Marlborough – Annual Report(also refer to separate attachment)

(Clr Leggett) (Report prepared by Martin Fletcher) E100-004-01

Purpose1. For Destination Marlborough to present their –

2014/15 report on Audited Financial Statement. (Refer separately attached report)

2. Nigel Gould, Chairman of Destination Marlborough Trust will present the report and answer any questions the Committee may have.

Background3. The Destination Marlborough Trust is required, as per the Funding Deed it has with Council, to

provide within 90 days of the end of each financial year, a copy of the Trust’s audited annual accounts.

Comments4. During the course of the audit some changes in accounting treatment were requested by the

auditors which have resulted in the final accounts being different in a number of areas to the draft account previously provided to Council. These changes are identified in the attached letter from the Chair Audit Committee, Destination Marlborough Trust Inc, Thomas Davis.

5. Attached is a copy of the audited financial accounts for the year ended 30 June 2015.

RECOMMENDEDThat Destination Marlborough Trust’s audited financial accounts for the year ended 30 June 2015 be received.


3. Marlborough Rural Broadband Project Update(Mayor/Clr Evans) (Report prepared by Dean Heiford) C150-002-005-01, C315-15-43

Purpose1. The purpose of this report is to update Council on progress with the Rural Broadband 2 (RBI2),

Ultrafast Broadband 2 (UFB2), mobile blackspots bids and other community connectedness projects.

Background2. In March, Communications Minister Amy Adams confirmed Government would provide an

additional $210M in second-round funding for Ultrafast Broadband (fibre) deployment (UFB2), a further $100M for the Rural Broadband Initiative (RBI2) and $50M for a Mobile Black Spot Fund.

3. The Government asked councils to lead a community engagement process and also to identify what could be contributed by way of any infrastructure, facilitation, resource consent processes or investment capital. This was to be submitted as a registration of interest (ROI).

4. Council formed a Steering Committee which included representatives from the Kaikoura MP’s office, the Marlborough Chamber of Commerce, an IT specialist, Clr Geoff Evans and advisers. A survey of broadband and cellular coverage attracted nearly 1,000 responses, mostly from people who were dissatisfied with their current reception or lack of it. Two public forums attracted nearly 100 attendees and there were meetings with community groups.

5. This input fed into the ROI which identified a number of priority areas across Marlborough for any infrastructural spend that improved broadband and mobile coverage. Other factors included population, tourism and business growth potential, and health and safety considerations.

6. The ROI identified Picton, Renwick and Spring Creek/Grovetown as the priorities for UFB2. (MBIEhad already included Picton as a likely candidate town and it has subsequently also identified Renwick).

7. For RBI2, the ROI nominated Rai Valley, Linkwater/Anakiwa/Grove Arm, Onamalutu, Wakamarina, Waihopai Valley, Mahau/Kenepuru Sounds and Port Underwood as the priority areas. For the Mobile Black Spot Fund, the ROI identified Rai Valley and environs, Awatere Valley, Wakamarina, Onamalutu and Waihopai Valley as the priorities.

8. The ROI has recently been released to those who attended the community forums or provided other input. It has also been put on Council’s website. Council has consistently made clear that whatever share of Government funding Marlborough secures, this will not enable every community to become seamlessly connected. The ROI process has, however, already stimulated interest in at least two Marlborough communities (Onamalutu and Wakamarina) towards developing their own connectivity solutions and discussions are taking place in other communities.

9. Having all Marlborough communities and businesses able to connect consistently at high speed is part of Council’s vision under the Smart and Connected strategy.

10. This was strongly reflected in a second required document, the Digital Enablement Plan (DEP), which was developed and submitted to MBIE in September. Whereas the ROI focusses on Government funding for new infrastructure, together with mechanisms suggested to achieve the desired result for Marlborough with appropriate Council input and governance, the DEP identifies how Council and other interested parties can help foster and encourage increasing use of technology by communities and businesses. This supports the approach and delivery mechanisms proposed as a part of the ROI response.


RBI2 and DEP Process11. In July, Council submitted a Registration of Interest (ROI) to the Ministry of Business, Innovation

and Employment. The Government is now in discussions with telecommunications providers with decisions on new infrastructure projects expected in 2016. It has always been evident that any funding Marlborough receives would only partly address the region’s needs for improved broadband and mobile coverage. In September, Council submitted to MBIE, a second required document, a Digital Enablement Plan.

12. Delivering a Smart and Connected Community: A Digital Enablement Plan (DEP) for Marlborough complements the ROI by identifying projects which can increase the use of the Internet in our region. It is considered that further work is needed to build the DEP into a digital development programme of work. The DEP envisages some commitment of funds from Council as part of delivering a Smart and Connected Marlborough.

Delivering a Smart and Connected Community: A Digital Enablement Plan for Marlborough13. An initial workshop of industry representatives and the input provided fed into the creation of a

Digital Vision for Marlborough.

Our Digital Vision

A Smart and Connected Marlborough

Smart and Connected Marlborough will use advanced digital infrastructure to create a sustainable future that embraces change, supports innovation and experimentation and is deeply connected.

Smart and Connected Marlburians will have access to skills, knowledge and technology enabling them to compete on global stages, delivering unique Marlborough products, services and experiences.

Living in a Smart and Connected Marlborough will be enhanced by the use of digital technology to create an environment that is safer, cleaner, more energy efficient and which is delivering sustainable, high-income opportunities for all our people.

Investors and migrants are attracted to Smart and Connected Marlborough because of its digital infrastructure, its skilled and entrepreneurial workforce and its proven track record of digital innovation in all of its key sectors.

14. In accordance with MBIE’s outline, the Marlborough DEP identified three Community Enablement projects and three Business Growth projects. After Steering Committee input, the DEP has also included a third category - Rural Development - with three identified projects reflecting the strong demand for improved connectivity in Marlborough’s rural communities.

15. In an addendum to the DEP, five longer-term projects were included.

Community Enablement Projects

Digital Awareness Programme 16. Four sub-projects were identified to assist with lifting digital skills across our community.

• Better promoting what is already available - Council website, library displays, weekly Council newsletter in local newspapers, creating stories for local media.

• Computers in Homes is a not for profit trust that works to provide IT training to parents and the provision of a computer in their homes. Computers in Homes has established in Marlborough this year. Council would offer to assist with promoting Computers in Homes to


a wider range of parents and encourage local IT providers to help with services and the provision of reconditioned computers to the economically disadvantaged.

• Creating a Code Club for school-age children to develop their skills in code-writing, software development, gaming and web design. Council would work to identify a Marlborough school with teachers who could lead such a programme.

• Teen Tech Angels. Getting college students helping senior citizens, migrants and parents with tech help. Council proposes to work with our three colleges to develop a programme where students can provide assistance as volunteers and/or part of Technology studies.

Access to improved video-link facilities in Marlborough17. There is currently no public video-link facility in Marlborough. A link offering a large-screen format

with very high resolution can offer an ‘almost like being there’ experience. It is proposed that Council would look to develop its own video-conferencing links and support the establishment of high-speed video conferencing facilities open for public and business use at locations such as the new Blenheim library and Marlborough’s new theatre.

Digital Advocacy as part of Council’s Economic Development outcomes18. The DEP identified the need for Digital Advocacy to identify, nurture and progress projects that

advance our Smart and Connected future. There is also the need for Council to align its policies to better reflect the Smart and Connected framework. Council is currently creating a new position within its Economic Development team with a particular focus on assisting smaller communities. Given that much of Marlborough’s most pressing need for enablement is in smaller and rural communities, a Digital Advocacy role would sit well within the position’s job description. Alternatively this could be a separate contract role; there is also the potential this role could become aligned with a cooperative top of the South approach to digital development.

Business Growth Projects

The Social Network 19. The DEP workshop heard that many Marlborough SMEs struggle to keep up with emerging

technology. Conversely, there are few people here with the IT skills to assist and limited opportunities for the IT community to engage with each other. In recent months, Marlborough’s consultants’ community has commenced holding regular breakfasts and other social events to allow consultants to network and share information. Council will work to find a sponsor to establish a website for the Marlborough IT community and encourage a regular social event for the community to meet.

The Smart and Connected Showhome 20. Blenheim already has the highest uptake of Chorus-provided UFB in the country but there is no

place where the benefits of being on fibre are on display. Council will work with a local developer/home builder to create Marlborough’s first Smart showhome, connected to UFB and fully wired so as state-of-the art security, heating, sensors and other technology can operate. It will show the energy-saving efficiency and productivity benefits of a home which has been future-proofed. Council will work to broaden the messaging, so that existing home owners are also able to see some of the benefits of connecting to fibre.

Marlborough’s first Digital Monitor farm and vineyard21. Establishing both a Marlborough Digital Monitor farm and vineyard with access to fibre bandwidth

would allow a range of technology to be used showing major improvements to farm and vineyard productivity. Council now requires new water off-takes to provide constant monitoring of usage. Council will work with Federated Farmers, Plant and Food, Wine Marlborough and the Marlborough Wine Research Centre to establish benchmarks and then develop both a Digital Monitor Farm and Digital Monitor Vineyard, supported by regular industry visits.


Rural Development Projects

Develop applications of benefit to rural dwellers 22. Last summer’s fire in Onamalutu Valley exposed the risks presented by poor cell phone and

broadband coverage and underlined the importance of having good Civil Defence alerts/advisories available (e.g; for fires, earthquake and flood events). Council will work with Emergency Management and the newly-established Rural Advisory Group to ensure rural dwellers have better alert and advisory systems in place.

Support rural dwellers to learn teleworking/remote collaboration skills23. Many rural dwellers need to develop their IT skills; often they don’t have sufficient connectivity to

do this on-line and/or prefer personal engagement. The Rural Advisory Group, REAP and/or Rural Women NZ would be asked to help coordinate a programme in rural centres and halls where tutoring is provided. These support sessions will also provide the opportunity to promote new applications such as Civil Defence alerts and emerging services of benefit to rural dwellers such as the NMDHB Telehealth initiative.

Work with the NMDHB to implement its Telehealth project24. One of the supporting documents for the ROI was from the Nelson Marlborough District Health

Board, outlining its Telehealth initiative. Telehealth could assist Marlborough rural communities with remote mental health counselling, on-line GP and specialist consultations, the monitoring of patients with diseases such as diabetes. Council will work with the NMDHB to promote increasing use of Telehealth services as broadband and cellular infrastructure improves the capacity to deliver such services.

Rural Wi-fi spots25. Council would work with infrastructure providers to install wi-fi spots at rural locations to assist local

people with no connectivity and travellers, including Council and government staff working in remote locations.

Supporting a trial of cellular boosting technology, eg; WeBoost26. This technology may considerably boost cellular reception in remote locations. A pilot project in a

Marlborough (farm) location with poor connectivity would test its local effectiveness.

Commissioning a Drive-test of actual broadband and cellular coverage27. Venture Southland, for Southland’s ROI, commissioned a drive-test to assess real broadband and

cellular coverage across the region. The results do not always align with the claims of telecommunications companies. Similar results are likely here and could be used to reinforce the needs of particularly disadvantaged rural Marlborough communities.

Developing an MDC standard for community/farmer deployed conduit/fibre28. Farmers are often opening trenches for drains and other purposes; that creates the potential to lay

conduit (for later fibre installation). Communities are sometimes willing to lay fibre if assists with their connectivity. Currently there is no Council standard for laying conduit or fibre.

Identifying all potential wireless sites and develop an access covenant 29. The ROI process saw strong indications from landowners, forestry representatives, DOC, the

Harbourmaster, Port Marlborough and other organisations about a preparedness to open up sites for wireless deployment. A master covenant outlining the potential suite of responsibilities and restrictions would make the process faster.


Projected cost30. The DEP included an estimate of likely costs for the nine first-year projects. In short, the total

projected cost for these nine projects would be of the high-end order of $95,000. However, there is considerable potential for cost-sharing with Tasman District (although it should be noted that the scope and cost may increase in this scenario) and for other sources of funding.

Potential for Top of the South cooperation31. There is a history of Marlborough cooperating with Nelson/Tasman on broadband projects.

32. Last month, Tasman District Council called a meeting at which Marlborough and Nelson councils were represented. This discussed the potential for sharing resources across the Digital Enablement Plans.

33. A part-time Digital Coordinator’s position has now been partly funded by TDC to help deliver Tasman district’s DEP projects. Tasman has agreed that information and programmes generated by their Digital Coordinator will be shared with Marlborough. An early first step would be establishing a Top of the South website as a guide and support for local Digital Enablement projects. This would be a mutual exchange if our Digital Advocacy role is confirmed.

34. Given DEP projects have community benefits at their core, both of these positions could potentially benefit from third-party funding from entities such as from the Rata Foundation (previously Canterbury Community Trust). Moreover, given DEPs are designed to drive infrastructure use –from which telecommunications providers would benefit - there is also the prospect of support from providers such as Spark, Vodafone and a range of others.

Blenheim/Picton CBD CCTV and Wi-fi systems35. Council has funded the installation and operation of the Blenheim and Picton CCTV and public wi-fi

systems.

36. The CCTV systems are accessed by the NZ Police and have proved very effective at deterring and solving crime. There are 22 cameras in Blenheim and 10 in Picton. The cameras are also accessible by specific Council staff for surveillance of specific reserves and other Council properties.

37. The NZ Police have other areas they would like to have covered by the CCTV system. The current budget does not have the capacity to extend the system without further funding. These are under a full maintenance lease for 10 years.

38. The public wi-fi covers both the Blenheim CBD and the Picton CBD and foreshore. The same system is in place at Marlborough Airport. The first hour is free and then the public can choose to purchase further access – there is one hour free every 24 hours for individuals. There is very limited uptake of the pay as you go access.

39. The public wi-fi could be extended in both time and coverage if the budgets were increased.

40. It is proposed that a paper be developed for the 2016/17 budget process to consider increasing the budgets for the CCTV and wi-fi systems.

Summary41. Council has supported the development and submission of a Registration of Interest seeking

Marlborough’s share of new Government funding for broadband and mobile coverage expansion.

42. This is expected to see some improvements in telecommunications infrastructure from next year onwards. Any funding will not, however, meet all of Marlborough’s demand for improvements in connectivity.


43. Delivering a Smart and Connected Community: A Digital Enablement Plan for Marlborough is the complementary document which focuses on building capacity to make the best use of IT infrastructure and emerging technology. The DEP proposes nine initiatives – three Community, three Business Growth and three Rural Development in its first year and some additional longer-term projects.

44. There is considerable potential for cost-sharing with Tasman District Council as the two regions implement their DEPs and more widely, opportunities for funding from other sources including seeking independent investment funding for necessary broadband delivery infrastructure, and the establishment of joint venture opportunities with telecommunications providers.

45. It is proposed that a paper be developed for the 2016/17 budget process to consider a budget for the DEP implementation and increasing the budgets for the CCTV and wi-fi systems.

RECOMMENDEDThat;

1. The report be received.

2. A report be developed for the 2016/17 budget process to outline the funding required to support the delivery and implementation planning necessary to Delivering a Smart and Connected Community: A Digital Enablement Plan for Marlborough and aligned project work.

3. A report be developed for the 2016/17 budget process outlining the funding required to extend and enhance the CCTV and free wi-fi systems in the Blenheim and Picton CBD.


Appendix 1

Summary Table of Preliminary DEP Projects

Project Key action/who Est.cost * Likelihood 1-5**

Comm/Bus

Digital Awareness Programme

o Better promotion existing training

MDC Low 5 Community

o Promote Computers in Homes

MDC Low/nil 4 Community

o Create a Code Club

MDC/school Low 3 Community

o Tech Teen Angels MDC/colleges Low 3 Community

Video-link facilities MDC/other Med/high 4 Community and Business

Digital Advocacy MDC/Network Tasman/other

Med/high 3 Community and Business

The Social Network MDC/Chamber of Commerce/IT provider

Low 3 Business

Smart and Connected showhome

MDC/developer/builder Med/high (though

recoverable business

costs)

4 Business

Digital Monitor farm and vineyard

MDC/Federated Farmers/CRIs/Wine Marlborough/MRC

Med/high (though mostly

recoverable business

costs)

4 Business

Support rural dwellers to learn teleworking

MDC/Federated Farmers/Rural Advisory Group/Rural Women NZ

Medium 4 Rural communities

Range of apps for rural dwellers

MDC/Civil Defence/Rural Advisory Group

Medium 3 Rural communities

Telehealth initiative MDC/NMDHB/Rural Advisory Group

Low 3 Rural communities

Low costs estimated at

$2-5k Medium = $5-15k

High = $15k+

1= lowest5= highest probability


4. Marlborough District Libraries Activity Report -September / October 2015

(Clrs Sloan/Brooks) (Report prepared by Glenn Webster) L300-018-001-02

Purpose1. The purpose of this report is to update Council on the operations of the Library services.

Stepping Up Programme 2. The Stepping Up programmes at both libraries continue to be popular with very positive feedback

given by those attending.

3. Courses run recently included: computer basics, newspapers online, Facebook, Word 2 (editing), Pinterest, using your Tablet and TradeMe.

4. Further courses are planned for November and December.

BookChat 5. BookChat is held on the second Wednesday of each month (March – November).

6. It runs for approximately one hour and is an opportunity to find out about happenings at the libraries, be introduced to books on a particular theme that you may not have come across, and view a selection of new acquisitions, and share a book with the group that you have recently enjoyed.

7. With the huge selection of fiction available, in many different genres, the October meeting was devoted to fiction.

8. Lois Henderson, a local author who has recently published a selection of short stories entitled, “The Punga Man and Other Stories”, attended the session to talk about her experiences of writing.

9. Lois has written for much of her life, and as part of her talk read one of her short stories.

10. There is something magical about an author reading their own work. Everyone sat engrossed as the story unfolded before coming to a conclusion.

Armed Hold-Up Training11. District and Picton Library staff, joined with Council CSO’s and staff from Maataa Waka to attend a

session on armed hold-up.

12. Staff were reminded in this re-fresher session how they need to protect themselves and their colleagues in the first instance. In their customer service roles, staff discussed how to recognise an escalating situation that might get out of control and how to approach and handle other circumstances that might arise.

Systems Thinking13. Staff continue to work through the process involved in purchasing a book/DVD/talking book that is

currently not held within the library’s collection. This process is called - “Purchase Request”.


14. After evaluating suppliers the decision was made to source all requested titles through one supplier, rather than through the specific publisher of the title. This provides a simplified, more efficient ordering method.

15. After the title is ordered it is added to the Library Management System making it visible on the catalogue. Others interested in the title can then reserve it and staff can identify it as a purchase request item when it arrives and can then make it a priority.

16. Getting the item shelf ready has been simplified by reducing or eliminating steps which are not of value to the customer, these include:

ceasing to use the processing stamp

ceasing to draw a blue dot on the bar code (this was used to identify the item was based in Picton but as our collections will eventually float between libraries we don’t need to do this)

modifying the catalogue record (based on the minimum catalogue standards and what customers can see, rather than what staff see)

including the year on the ownership stamp so it reads ‘Marlborough District Libraries 2015’ so staff don’t have to write the year on the barcode by hand.

17. The current turnaround time (ordering the title through to its collection by the customer) is between 14 – 28 days which is a significant improvement on 55 days which was the average before we started redesigning this process.

18. Staff are currently reviewing the process of how stock suggestions from customers are managed as part of the wider process of how library materials are acquired.

Little Free Library – Tirimoana and Anakiwa Community19. The Libraries Manager was invited to attend the opening of the Little Free Library on the Tirimoana

Reserve at Anakiwa.

20. The concept of the exchange library being – ‘Take a book, leave a book’

21. The project was driven by resident Glenyss Norton who was thankful to Council for allowing the library to be situated on the reserve.

22. The community got behind the project with building materials and local handyman Garry Beaumont offered his time to build the tiny library.

23. A good crowd of local residents turned out to attend the opening which was followed with morning tea.

School Holiday Activities24. Picton Library celebrated the school holidays with a selection of Maori craft, based on the

New Zealand Children’s Book Award winner entitled, “Maori art for kids”.


25. Stories, crafts and activities included:

Making your own poi-dancing ball, with an opportunity to be shown by a member of the kapa haka group how to swing it.

Hei-Tiki-Neck Pendant - Create a pendant using modelling clay and wear it with style.

Manu Tukutuku – make a kite to fly

26. The activities during the holidays at the District Library centred on the theme of “Spring”.

27. Stories, crafts and activities included:

A day that celebrated Grandparents

Spring bouquets

String pictures

Crafternoon sessions – these afternoon craft sessions were well attended with a mixture of children of different ages, along with parents assisting their children while they worked on the various crafts

New Picton Library and Service Centre28. The demolition of Picton Library and Service Centre’s neighbouring properties were watched with

great interest. The buildings came down quickly, along with the removal of the corner residential property. The vacant land is being prepared for car parking for the summer tourist season.

29. Athfield architect Nick Strachan visited Picton in October and met with Trust Board members of Te Atiawa, the Picton Smart & Connected Group and Library staff.

30. The meetings were reported to be very informative providing Nick with additional information about Picton’s rich history and what the various groups desired for the community in this new facility.

Community Law31. The Community Law Office continues to host fortnightly lunch time sessions in the District Library

to inform the public of their rights around matters of law.

32. Topics included: Criminal Law – Criminal Court proceedings and Restorative Justice.

33. Renting and Tenancy – The responsibility of landlords and tenants and tenancy agreements andwhen tenancy goes wrong and the role of the Tenancy Tribunal.

34. The sessions usually attract people who have an interest in the particular field being discussed.


Usage Statistics35. October 2015 Statistics

Checkouts Reference Enquiries

Door Count (Visits)

Holds (Reserves) Placed

District Library, Blenheim 31,859 960 19,875 visits 1,310 holds

Branch Library, Picton

4,813 758 4,976 visits 585 holds

E-Resources 790TOTAL 37,462 1,718 24,851 visits 1,895 holds

Issues36. The checkout (issue) statistics recorded in October were down by 2,338 on those recorded in

October 2014.

37. Annual statistics recorded (July – October 2015) were down by 2,787 issues on the same period in 2014.

Membership38. The number of members who joined the libraries in October was:

District Library, Blenheim 120Branch Library, Picton 18TOTAL 138

Website Site Hits - www.marlboroughlibraries.govt.nz39. During the one month period (1 October – 31 October 2015) the libraries website recorded 2,237

unique visitors accessing the website, with 8,679 pages viewed.

Internet Usage – Aotearoa People’s Network Kaharoa (APNK)40. The number of in-library computer sessions recorded in October 2015 were: –

District Library, Blenheim 2,414Branch Library, Picton 942Total 3,356

Wi-Fi Usage – The total number of Wi-Fi user/device sessions in October were: –

District Library, Blenheim 2,250Branch Library, Picton 815Total 3,065

RECOMMENDEDThat the report be received.


5. Audit & Risk Sub-Committee(Clr Leggett) D050-001-A05

1. The Minutes of the Audit & Risk Sub-Committee meeting held on 28 September 2015 are attached for ratification by the Committee.

RECOMMENDEDThat the Minutes of the Audit & Risk City Sub-Committee meeting held on 28 September 2015 be ratified.


Report and Minutes of a Meeting of the AUDIT & RISK SUB-COMMITTEE

held in the Committee Room, 15 Seymour Street, Blenheim on MONDAY 28 SEPTEMBER 2015 commencing at 10.00 am

Present:Clr J C Leggett (Chairperson), Mr I Marshall and Mayor A T Sowman.

In Attendance:Messrs A R Besley (Chief Executive), M S Wheeler (Deputy Chief Executive/Manager, Assets and Services Department), M F Fletcher (Manager, Corporate Finance Department), G W Townsend (Risk Manager/Contracts Coordinator) and M J Porter (Democratic Services Manager), and Ms S L Young (Chief Information Officer).

1. Previous Minutes D050-001-A05Clr Leggett/Mayor Sowman:That the minutes of the Audit and Risk Sub-Committee held on 18 May 2015 be received.

Carried

2. Risk Policy and Profile Documents C500-009-002-011-15Staff reported that the purpose of the report was for the Sub-Committee to be aware of and to consider the Council policy and operational documents Risk Strategy and Tools, Risk Profile Development Overview Table, Executive Risk Profile, Information Management – Cyber and Security Risk Profile, Information Management (IM), IM-LIMS, IM-Records, IT-Application, and IT-Infrastructure (separately attached as appendices 2a, 2b, 2c, 2d, 2ei, 2eii, 2eiii, 2eiv and 2ev respectively to the agenda).

Members noted that Council is a public organisation which has accepted the need to operate in a manner which is informed by sound risk management practice. The current policy document was first developed in 2001 by Council’s Risk Management Steering Committee. The introduction of risk thinking and process into Council operations has been a long term project with, over time, the approach settling into one of pragmatic long term integration rather than seeking short term less sustainable results. Originally based on AS/NZS4360 and updated in line with AS/NZS31000 in 2010, the policy document is reviewed at least annually.

It was further reported that various operational risk profiles have been developed by staff following the guidance provided in the policy document. One-off project profiles are also generated and maintained for the life of the project. Generally, project profiles will be developed using different criteria to that used for operational profiles. Risk Profiles are also reviewed annually at minimum with both development and subsequent reviews recorded in the overview table. Council has gradually developed and refined risk profiling over a number of years and at the same time has been developing a “risk aware” rather than the less preferred “risk averse” culture within staff at all levels. The current operating culture within Council is aimed at supporting this preferred approach.

The role of the risk manager is to work with staff to develop the initial risk profiles and to review the profiles annually with managers or delegated staff. The risk manager also provides advice and assistance to managers and staff, together with regular updates on risk-related developments nationally and internationally. The management of risks and associated controls rests predominantly with operational managers and staff as they are the ones best placed to manage operational risk effectively. Exceptions to this are “Council-wide” controls such as insurance and other controls mandated by policy or necessity.

The use of risk profiles as a management tool is recognised by staff, management and external auditors. Insurers, audit and other agencies also recognise the benefits of sound and mature risk thinking as promoted and practiced by Council.


It was agreed that there would be an annual report back on this issue to the Sub-Committee.

The Mayor/Clr Leggett:That the report be received.

Carried

3. Insurance Renewal Report and Draft Insurance Evaluation and Decision Policy Documents

C500-009-002-001-15Staff reported that the purpose of the report was for the Sub-Committee to be aware of and to consider the report to Council’s Community and Finance Committee August meeting covering the 2015 Insurance Renewal and Risk Financing Update and the new draft document titled Insurable Assets – Insurance Evaluation and Decision Policy (appended as 3a and 3b respectively to the agenda).

Members noted that staff report insurance renewal and related information to Council annually, generally at the first available Community and Finance meeting following completion of the annual insurance renewal process. The purpose of the report is to outline insurance arrangements confirmed in place and their cost together with providing information relating to funding infrastructural asset damage repairs following a significant disaster event. The infrastructure aspects of the report relate predominantly to underground reticulation and river protection works which are not directly insured through standard commercial arrangements.

Staff further reported that at the last Sub-Committee meeting it was agreed staff would draft a policy which provided guidance and assistance when deciding whether or not assets should be insured. The first draft of the new policy has now been completed. It has also been reviewed by Council’s external insurance advisors, JLT.

It was noted that staff will review for inclusion in the insurance programme those self-insured assets valued at $48 million.

Clr Leggett/The Mayor:That the Insurance Renewal and Risk Financing Update Report and the draft Insurable Assets –Insurance Evaluation & Decision Policy be received.

Carried

4. Procurement Policy C315-ADM-04-15Staff reported that the purpose of the report was for the Sub-Committee to consider Council’s Procurement Policy document (appended as 4a to the agenda) together with the guidance it provides to managers and staff.

It was further reported that Council developed and adopted a formal Procurement Strategy and Tools document in 2010. The document was updated to the new policy template in 2015. The Policy is used by Council’s Risk Manager/Contracts Coordinator as a tool to assist and guide managers and staff involved in procurement undertaken on Council’s behalf. It is also available to all staff as well as the public via Council’s website. When first drafted the aim of the Policy was for it to be brief, readable, useful, practical and meet the requirements of the Office of the Auditor General (OAG).

Internal feedback to date together with the scrutiny of successive Audit NZ audits would indicate that these aims have been achieved. The policy is reviewed annually to ensure currency and also to consider possible improvements. The Policy sits alongside other useful tools such as Council’s Contract Guide, contract and tender templates, all of which are developed by Council in consultation with an external legal expert.

Clr Leggett/Mr Marshall:That Council’s Procurement Policy document be received.

Carried


5. Annual Legal Compliance Review C500-009-002-16-14Staff reported that the purpose of the report was for the Sub-Committee to consider the following documents relating to the 2014 audit: the Legal Compliance Review Tracking Sheet; audit documents for one example audit (Health and Safety); and the email summary report sent to staff and managers (appended as 5a, 5b and 5c respectively to the agenda).

Members noted that Council’s Risk Manager undertakes internal audits towards the end of each year. The audits are restricted to the areas covered by the Society of Local Government Managers (SOLGM) LG Sector Good Toolkit.

It was further reported that there has been a form of audit in place for over 10 years, with an upgrade seven years’ ago to a more evidence based methodology, aligned to the SOLGM Toolkit with targeted topics for each module chosen on a rotational basis each year. Findings are relayed to staff at the time of audit then discussed with an internal moderation group prior to being finalised and reported to management. Audit NZ auditors have endorsed this internal audit process over successive years and inevitably request a copy of the annual results together with a verbal summary of the process each year.

The Mayor/Clr Leggett:That the annual legal compliance audit process be noted and the annual legal compliance audit results be received.

Carried

6. Proposal for Tax Governance Support ServicesF280-007-09

Staff reported that the purpose of the report was to present to the Sub-Committee a proposal from TaxTeam, Council’s Tax Agent and Advisors, for Tax Governance and Tax Risk Management support, and to inform the Sub-Committee that Marlborough Airport Limited (MAL) is currently the subject of a limited scope Tax Review by the IRD.

Members noted that the terms of reference of this Sub-Committee refer, in part, to its objective of assisting Council to fulfil its corporate governance responsibilities in respect to maintaining and enhancing compliance with legislative management requirements and financial management practices.

It was further reported that the broad area of Tax Compliance has been identified as falling within these objectives, with the higher level aspect of Tax Governance being of special relevance. Council has very limited Income Tax responsibility but accounts for significant GST, PAYE and other payroll related taxes. The Council Group has some more complex Income Tax processes that ultimately benefit Council.

TaxTeam is an independent tax advisory practice offering specialist tax risk management services. TaxTeam provides a full range of tax services to corporate clients as well as the majority of Local Government, Central Government, and health and tertiary institutions. TaxTeam have been Council’s Tax Agents and Advisors for a number of years and are currently taking over this role for MAL and MDC Holdings, as well as managing MAL’s response to the recent IRD request for information.

Staff reported that a letter has been received from TaxTeam (appended as 6a to the agenda) that introduces the three part governance framework that they have relatively recently developed for their Public Sector clients. Also received was a sample package (appended as 6b, 6c and 6d to the agenda). It was noted that it is the “Tax Governance Framework” which would be tailored to identify levels of delegation and responsibility at Council and to define reporting to this Sub-Committee which would enable it to monitor high level compliance.

Staff further reported that now that MDC Holdings and MAL have established a relationship with TaxTeam, staff will request a similar proposal to present to their Board. Any implications for Port Marlborough could also be considered but currently they are very happy with the services provided by PWC as their Tax Agent and advisors.

The Sub-Committee agreed that this issue should be added to the annual legal compliance review.


The Mayor/Mr Marshall:That the Sub-Committee request staff to engage TaxTeam to produce a draft “Tax governance framework” and “Operational tax risk management strategy” tailored to MDC and to be submitted to this sub-committee.

Carried

7. Interim Audit Management Letter F275-A15-01Staff reported that the purpose of the report was to brief the Sub-Committee on the Audit Management letter provided by Audit NZ following their interim audit of Council.

Members noted that Audit NZ provides a “management letter” following the completion of each its audit engagements.

Staff further reported that to enable the timely completion of their audit of the Annual Report, it is usual for Audit NZ to undertake an “interim audit”, which primarily focuses on Council’s systems. The interim management letter (appended as 7a to the agenda) reported on Audit NZ’s findings, which in general were positive. Audit NZ made three recommendations.

Members noted that whilst none were identified as “urgent”, each recommendation has either been or is in the process of implementation.

An additional email from Audit New Zealand identifying amended wording on the payroll system management report item was circulated at the meeting. Members noted the changes which will be incorporated into the final management letter.

Clr Leggett/The Mayor:That the Sub-Committee receive the Audit Management letter provided by Audit NZ following their interim audit of Council.

Carried

8. Annual Report Approval Process F275-A15-01A verbal report on the Annual Report approval process was delivered by the Manager Corporate Finance.

Members noted that Mr Marshall has assisted with the process to ensure that Council are in a position to adopt the 2014-15 Annual Plan at its meeting on 29 October 2015.

It was noted that Audit New Zealand are to provide a written report on 21 October 2015 identifying areas to consider. This will be followed up by a conference call on 22 October 2015.

Clr Leggett/Mr Marshall:That those members that can attend the conference call to consider the adoption of the Annual Report be delegated authority to finalise recommendations to Council arising from the Audit New Zealand written report to be received on 21 October 2015.

Carried

The meeting closed at 11.30 am.


6. Sister City Sub-Committee(Clr Barsanti) D050-001-S02

1. The Minutes of the Sister City Sub-Committee meeting held on 28 October 2015 are attached for ratification by the Committee.

RECOMMENDEDThat the Minutes of the Sister City Sub-Committee meeting held on 28 October 2015 be ratified.


Minutes of a Meeting of the SISTER CITY SUB-COMMITTEE

held in the Kenepuru Room, 15 Seymour Street, Blenheimon WEDNESDAY 28 OCTOBER 2015 commencing at 4.00 pm

PresentClrs Graeme Barsanti (Chairperson) and Jamie Arbuckle, Jennie Hopkins, Chris Bamber, Jeff Sewell andStephen Doecke.

In AttendanceMike Porter.

ApologiesJennie Hopkins/Jamie Arbuckle:That the apologies from Mayor Alistair Sowman, Margaret Porteous and Margaret Western for absence be received and sustained.

Carried

1. Minutes of the Meeting held 16 September 2015D050-001-S01

The minutes of the meeting held on 16 September 2015 were received.

Jennie Hopkins/Jamie Arbuckle:That the minutes of the Sister City Sub-Committee meeting held on 16 September 2015 be received.

Carried

2. Matters Arising D050-001-S01 Marlborough UK Relationship – Mike Porter to follow up regarding the library books,

reciprocal sections in libraries and letter to the new Mayor of Marlborough. Any correspondence with Marlborough UK to be cc’d to Jeff Sewell.

Global Link – progressing. Potential Benefits from Developing Closer Links to China – Nothing further to report.

However it was noted that local Colleges have received funding from the New Zealand China Sister Schools Fund to help build relationships with schools in China.

2016 Education Exchange to Japan – Owing to a conflict of interest with an applicant Graeme Barsanti has replaced Jamie Arbuckle on the Interview Panel.

Hakuba High School – Advice has been received from Inasawa-san that Hakuba High School are still at the planning stage and are trying to get a budget from the City. It should also be noted that NMIT are being consulted with as well as the colleges.

Tendo Poster Competition – No feedback has been received at this point.

3. Sister City Correspondence E100-003-07An email from Inasawa-san was received on the morning of the meeting regarding the Otari student exchange programme and an update on Hakuba High School. An email from Tendo City Board of Education was received on 27 October regarding the student exchange in 2016. Both emails were discussed at the meeting.


4. Financial Report E100-003-05It was noted that $556.75 had been committed thus far in the 2015/16 financial year..

Jamie Arbuckle/Graeme Barsanti:That the financial report for the period ending 30 September 2015 be received.

Carried

5. 2016 Education Exchange to Japan E100-003-04It was agreed to interview all applicants (4 students and 3 teacher/adult role). Interviews are to be held on the afternoons of Friday 13 and Friday 20 November 2015 – Mike Porter to arrange.

6. 2016 Education Exchange from JapanE100-003-02, E100-003-03

It was noted that the Tendo Exchange arrive in Marlborough on Friday 18 March 2016 and leave on Thursday 24 March 2016; the students are yet to be selected.

It was noted that the Otari Exchange arrive in Marlborough around Tuesday 29 March for 7 days –exact dates are yet to be confirmed.

7. Marlborough USA E100-003-01The relationship is to be followed up.

8. Renwick Smart and Connected – Sister City ConnectionE100-003-01

Graeme Barsanti advised that he had been approached by the Renwick Smart and Connected Group regarding a sister city type connection with a French wine growing area. Graeme to advise the group to put a written proposal of what they wish to achieve for the Sub-Committee to discuss.

The meeting closed at 4.40 pm.

Record No: 15221281


7. Commercial Events Fund Sub-committee(Clr Hook) E100-002-006-01

1. The Minutes of the Commercial Events Fund Sub-committee meeting held on 21 October 2015 are attached for ratification by the Committee.

RECOMMENDEDThat the Minutes of the Commercial Events Fund Sub-Committee meeting held on 21 October 2015be ratified.


Report and Minutes of a Meeting of the COMMERCIAL EVENTS FUND SUB-COMMITTEE

held in the Picton Room, District Administration Building, Seymour Street, Blenheim on FRIDAY, 21 October 2015 commencing at 11.00 am

PresentCouncillors Trevor Hook (Chairperson), Jamie Arbuckle, Jenny Andrews, Mayor Alistair Sowman, Ms Tracy Johnston (Destination Marlborough)

In AttendanceSusie Witehira (Regional Events Strategy Coordinator)

ApologiesAn apology for non-attendance from Nigel Gould (Destination Marlborough) was received and sustained.

Commercial Events Allocation E100-002-006-01Council allocates $75,000 per annum for funding Commercial Events. The funds are allocated under specific criteria to Event Managers that run commercial events held within the Marlborough District Council boundaries.

There are two funding rounds per year and the following applications are being considered for Round 1 of the 2015/16 year with $75,000 available. Six applications were received totally $100,100.

Committee members discussed the Commercial Events Fund and reiterated that the fund must not just subsidise events but add value to each event and provide economic benefits to the Marlborough region.

Organisation Project Description Decision

1 Go Marlborough UCI World Amateur Cycling Qualifying Event – Half of the UCI licencing fee for a proposed new event.

On-Hold

2 The Grape Run Revelry – Subsidise catering to ensure growth in year two of the event.

15,000

3 Marlborough Barbershop

Marlborough Sounds Barbershop Festival – Marketing the event to attract maximum numbers via marketing materials.

Declined Refer to Arts and Heritage

Funding

4 Festival and Events Trust

Havelock Mussel and Seafood Festival – Promotional activities, attendance at Christchurch A&P Show and contribution to main stage act.

Declined Refer to Arts and Heritage

Funding

5 Marina2Marina Marina2Marina – Advertising and timing team. Declined

6 The Happy Collective Sweet As Sun Festival – Advertising and deposits for bands and flights.

Declined

Clrs Hook/Andrews:That the information be received.

Carried

The meeting closed at 12.30 pm.


8. Treasury Management Report – Period Ended 30 September 2015

(Clr Dawson) (Report prepared by Murray South) F290-006-15

Purpose1. The purpose of this report is to present the Treasury Management Report for the period ending

30 September 2015 to Council.

Attachment2. Attached are details of Council’s Treasury Management Report for the quarter ended

30 September 2015. Comparative details for the quarter ended 30 June 2015 are shown in italics and shaded.

Market Interest Rate Movements3. The Reserve Bank of New Zealand reduced the OCR to 2.75% in the September Monetary Policy

Statement.

4. Bancorp, Council’s fund managers, advise that during the September quarter short term interest rates fell in response to the two 25 basis point cuts by the Reserve Bank of New Zealand and medium and longer term interest rates fell due to falling yields in overseas bond markets. Refer Appendix 1‘Current Market Interest Rates’.

Investments5. Details of Council funds and investments are attached. Refer Appendix 1.

6. Council maintains an investment portfolio reported as securities in the Treasury Management Report:

Investments – short term $7,696,424Investments – long term $3,400,000Total Investments $11,096,424

7. The total investments average interest earnings rate of 5.12% is 0.09% lower than the June quarter due to the lower interest rate on the reinvested BNZ term deposit.

8. During the September quarter the following changes were made to the portfolio:

One BNZ term deposit matured, and was reinvested for 240 days at an interest rate of 3.83%. This rate is considerably lower than achieved previously, reflecting the fall in rates that occurred in the quarter.

Term deposits continue to provide higher yields than short term bonds.

9. Council maintains the investment portfolio considering:

Compliance with Council’s Treasury Management Policy investment parameters; and

The level of investment required to maintain an adequate disaster recovery reserve, as reported in the 25 August 2015 Insurance Renewal and Risk Financing Update Report.

10. Bancorp provide advice on reinvestment of securities and report quarterly on Treasury Management Policy for compliance and investment returns.


Compliance with Council Policy11. Council’s Treasury Management Policy sets criteria surrounding credit rating, maximum investment

allowed with any one institution and the maximum allowed to be invested with any type of institution.

12. All criteria have been met for the 30 September quarter.

External Borrowings13. As at 30 September 2015 Council has $29.94M ($29.89M as at 30 June 2015) of external borrowings,

of which $28M ($28M as at 30 June 2015) is hedged.

14. The following graph shows Council’s current Westpac and Local Government Funding Agency “LGFA” borrowings and fixed rate hedging or borrowings (fixed swaps) measured against Council Treasury Management Policy and hedging parameters (policy bands).

15. A Debt Policy paper included in the 21 April 2015 Committee agenda reported on the decision, following consultation with the Chairman and Bancorp to combine the existing swaps into one and extend it out to 2025. This provided greater long term certainty of Council’s debt costs and a significant reduction of margin costs but going outside policy for a short time.

16. MDC Holdings Limited’s borrowings as at 30 September 2015 were $57.48M ($55.98M as at 30 June 2015).

RECOMMENDEDThat Council receive the Treasury Management Report for the period ended 30 September 2015.


Appendix 1


MARLBOROUGH DISTRICT COUNCILQUARTERLY TREASURY MANAGEMENT REPORT

Current Market Interest Rates as at 30 Sept 2015

Term Rate quoted from - September 2015

August 2015

July 2015

June 2015

OCR Reserve Bank 2.75% 3.00% 3.00% 3.25%30 days Reserve Bank 2.84% 3.01% 3.13% 3.33%90 days Bank bills 2.84% 2.91% 3.10% 3.26%Maturity 12/17 NZ Government Bonds- yield 2.49% 2.51% 2.58% 2.84%Maturity 03/19 NZ Government Bonds- yield 2.60% 2.57% 2.63% 2.92%Maturity 04/23 NZ Government Bonds- yield 2.99% 2.90% 3.00% 3.27%Maturity 04/27 NZ Government Bonds- yield 3.32% 3.20% 3.35% 3.62%

Statement of MDC Cash, Investments and External Borrowings as at 30 Sept 2015

% FundsLast Quarter June 2015

Bank Current Accounts - BNZ Current Funds or (Overdraft) 18,856 0.17% $195,756

(allowing for unpresented cheques of $37,825)On Call Rating

- BNZ AA- 2.30% 10,034 0.09% $414,823Readily Available Funds 28,890 0.26% $610,578

Investments -short term (12 months or less)Banks - BNZ AA- 1yr (06/16) 4.10% 54,053 0.49% $54,053 - BNZ AA- 1yr (06/16) 4.30% 202,148 1.82% $199,990 - BNZ AA- 181 days (11/15) 4.31% 2,198,206 19.76% $2,198,206 - BNZ AA- 240 days (04/16) 3.83% 1,129,793 10.16% $1,104,253 - BNZ AA- 180 days (10/15) 4.51% 1,080,642 9.71% $1,080,642 - BNZ AA- 180 days (10/15) 4.51% 1,083,661 9.74% $1,083,661 - BNZ AA- 180 days (11/15) 4.32% 1,000,000 8.99% $1,000,000Securities - Rotorua District Council UR 8 years (04/16) 8.16% 947,921 8.52% $947,921

Investments Available within 1 year 4.77% $7,696,424 69.18% $7,668,726

Investments -long term (greater than 12 months)Securities - Auckland Council AA 7 years (09/17) 6.52% 500,000 4.49% $500,000 - ANZ/National BBB+ 5 years (04/18) 5.28% 1,000,000 8.99% $1,000,000 - BNZ AA- 7 years (12/18) 6.10% 1,400,000 12.58% $1,400,000 - Rabobank A+ 7 years (03/19) 6.10% 500,000 4.49% $500,000

Funds Available > 1 year 5.92% 3,400,000 30.56% $3,400,000

Total Funds Available 5.12% $11,125,314 100.00% $11,679,3045.21%

External Borrowings

Westpac- Loans less than 12 months 4.09% 1,500,000

1,500,000Local Government Funding Authority- Loans greater than 12 months 5.18% 28,000,000Total External Borrowings 29,500,000$

MDC Holdings Ltd- Current account (interest charged annually @ 90 day bank bill rate) 444,990Total Borrowings 29,944,990$

9. Financial Report for Council – Period Ended30 September 2015

(Clr Leggett) (Report prepared by Janette Somerville) F275-001-01

Purpose1. Attached is the financial report for Council for the first quarter ended 30 September 2015.

2. The Income and Expenditure Statement reports a deficit of $1.08M for the year to date. The change in presentation to reposition non cash/reserve income together with operational carryovers of $2.9M has resulted in an operating deficit for the year of $2.84M. The deficit to September is $0.89M more than the budgeted deficit of $0.18M.

Revenue3. Total Income for the September year to date is slower than budget by $0.36M (2%).

4. Comments are provided below on variances greater than $100,000:

a. Roads and footpaths is less than budget:

i. Slower than anticipated subdivision and development contributions together with development impact levies.

ii. Less than budgeted NZTA subsidies.

b. Sewerage revenue is less than budget because:

i. 1st quarter trade waste charges aren’t invoiced until October.

ii. Slower than anticipated development contributions as many were paid before 1 July to avoid the increased levies.

c. Regional Development is ahead of budget due to receipt of a ‘one-off’’ unbudgeted capital contribution for auxiliary water connections to the Southern Valleys’ irrigation scheme. Forecast has been updated.

Expenditure5. Total expenditure is greater than budget by $0.53M (2%). However, over the next month the

budget allocation will be reviewed to address timing issues, e.g; Insurance and Rates have already been paid, but the budgets are showing that they are spread on a monthly basis.

6. Comments are provided on variances greater than $100,000:

a. Community Support is ahead of budget due to higher than anticipated uptake of energy efficiency services, predominately the solar water heating scheme. Payments to service providers are included in the energy efficiency rate levied over 9 years to those ratepayers. Forecast has been updated to reflect latest estimate.

b. Community Facilities expenditure is greater than budget due to:

i. Two quarterly grants for the Aquatic Centre and Stadium of $209K were funded during the three months year to date.

ii. Insurance ahead of budget mainly due the budget spread but also an additional$16K due to re-insurance of community assets previously self-insured. (Change in Council policy from 1 July this year).


These unfavourable variances are offset by;

iii. Less than anticipated expenditure to date on projects primarily Horton Park.

c. Sewerage is slower than budget due to;

i. Lower treatment costs which are seasonal and we expect the majority of the variance to be corrected by May 2016.

ii. Less than budgeted internal loan interest as the budget was based on the 2014-15 capital expenditure budget. Actual 2014-15 expenditure was below budget which has flowed through to the 2015-16 financial year.

d. Solid Waste Management expenditure is less than budget due to:

i. Contract’s including landfill, transfer station, rubbish collection and recycling less than budgeted. These can be seasonal with the peak months running from November to March and we expect to be close to budget by the end of the financial year.

ii. Landfill ETS obligation less than budgeted with the payment for the 6 months to December due in January 2016. We expect to be close to budget by year end.

iii. Consultancy less than anticipated for the 3 months to date.

These favourable variances are offset by;

iv. Insurance and rates ahead of budget due to the budget spread.

e. Regional Development expenditure is ahead of budget due to;

i. Unbudgeted remedial works for the Alfred St car park building. Settlement proceeds received in 2014-15 cover the repair costs.

ii. Insurance and rates ahead of budget due to the budget spread.

Forecast has been updated to reflect the latest estimate.

f. External interest expense is lower than anticipated due to the savings, deferrals and delays in the 2014-15 capital expenditure programme. Forecast has been updated.

g. Property and other expenditure is ahead of budget due to;

i. Insurance and rates ahead of budget due to the budget spread.

ii. Unbudgeted contracts for the digitisation of legacy and current administration files.

Capital Expenditure7. Budgeted capital expenditure for the year is $71.04M including $19.72M of carryovers from the

2014/15 financial year.

Actual expenditure of $6.2M to the end of September is $3.75M less than the same period last year ($9.95M) and $7.94M less than expected for the year to date. An increase in expenditure is expected as we move out of the winter period.

8. At this stage it is too early to predict possible deferrals or carryovers to the 2016/17 financial year and we will report on this for the next meeting.

RECOMMENDEDThat the financial report for the period ended 30 September 2015 be received.



actual budget forecast budgetRates 14,839,208 14,790,638 48,570 0% 60,181,703 60,124,812 56,891 0%-less remissions (271,007) (270,000) (1,007) 0% (530,000) (530,000) - -Rates 14,568,201 14,520,638 47,563 1% 59,651,703 59,594,812 56,891 0%

Rates penalty income 115,681 86,250 29,431 34% 374,431 345,000 29,431 9%Total Rates 14,683,882 14,606,888 76,994 1% 60,026,134 59,939,812 86,322 0%

Other IncomeDividends 600,000 600,000 - - 850,000 850,000 - -Interest Revenue (external) 104,664 202,000 (97,336) -48% 710,664 808,000 (97,336) -12%Petroleum Tax 85,571 91,750 (6,179) -7% 367,000 367,000 0 0%Gain on Sale of Fixed Assets 516,492 525,000 (8,508) -2% 2,569,221 2,569,221 - -Marlborough Regional Forestry 265,500 265,500 - - 1,770,000 1,770,000 - -Property and Other Revenue 736,798 642,126 94,672 15% 2,328,504 2,328,504 - -

Total Other Income 2,309,026 2,326,376 (17,350) -42% 8,595,389 8,692,725 (97,336) -12%

Activity IncomeDemocratic Process 365 420 (55) -13% 1,625 1,680 (55) -3%Culture and Heritage 179 - 179 - 179 - 179 -Community Housing 293,446 281,497 11,949 4% 1,137,936 1,125,987 11,949 1%Community Safety 57,255 30,275 26,980 89% 148,080 121,100 26,980 22%Community Support 72,230 59,840 12,390 21% 251,750 239,360 12,390 5%Library Services 33,871 39,750 (5,879) -15% 153,121 159,000 (5,879) -4%Emergency Management 15,340 18,280 (2,940) -16% 70,180 73,120 (2,940) -4%Community Facilities 313,286 277,682 35,604 13% 1,146,332 1,110,728 35,604 3%Roads and footpaths 1,610,692 1,742,464 (131,772) -8% 4a 8,830,262 8,868,855 (38,593) -0%Flood protection and control works 938,711 897,606 41,104 5% 3,211,530 3,163,759 47,771 2%Sewerage 84,285 614,998 (530,713) -86% 4b 2,535,030 2,519,994 15,037 1%Stormwater drainage 15,168 19,000 (3,832) -20% 272,168 276,000 (3,832) -1%Water Supply 23,860 107,375 (83,515) -78% 543,022 624,500 (81,478) -13%Solid Waste Management 1,162,428 1,186,059 (23,631) -2% 5,466,419 5,520,551 (54,132) -1%Environmental Policy - 18,750 (18,750) -100% 56,250 75,000 (18,750) -25%Environmental Science and Monitoring 28,899 1,250 27,649 2212% 32,649 5,000 27,649 553%Resource Consents 299,638 363,750 (64,112) -18% 1,390,889 1,455,000 (64,112) -4%Building Control 554,071 608,500 (54,429) -9% 2,379,571 2,434,000 (54,429) -2%Compliance 701,738 693,822 7,916 1% 950,207 930,653 19,554 2%Biosecurity (Pest Management) 10,857 8,000 2,857 36% 34,857 32,000 2,857 9%Harbours 11,627 66,594 (54,968) -83% 442,086 497,054 (54,968) -11%Regional Development 653,454 474,861 178,593 38% 4c 2,953,039 2,774,446 178,593 6%

Total Activity Income 6,881,399 7,510,775 (629,375) -8% 32,007,182 32,007,787 (605) -0%

Total MDC Income 23,874,307 24,444,039 (569,732) -2% 100,628,705 100,640,324 (11,619) -0% Total revenue which is non-cash or tied to a reserve or to fund capex (1,273,362) (1,483,605) 210,243 -14% (8,675,455) (8,966,958) 291,503 -3%

Total MDC Operating Income 22,600,946 22,960,434 (359,489) -2% 91,953,250 91,673,366 279,884 0%

30 September 2015

Income year to date whole yearvariance variance

Income and Expenditure Statement

-

5,000

10,000

15,000

20,000

25,000

30,000

35,000

Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Jun

$000's 2015-16 YTD Activity Income

budget actual forecast

actual budget forecast budgetActivity Expenditure

Democratic Process 647,624 704,267 56,643 8% 2,760,425 2,817,069 56,643 2%Culture and Heritage 529,996 533,477 3,481 1% 862,282 857,970 (4,312) -1%Community Housing 387,299 356,844 (30,455) -9% 1,427,379 1,427,379 (0) -0%Community Safety 60,355 61,584 1,230 2% 245,107 246,337 1,230 0%Community Support 603,761 490,126 (113,635) -23% 6a 2,089,141 1,588,636 (500,505) -32%Library Services 564,559 535,116 (29,443) -6% 1,971,667 1,941,465 (30,202) -2%Emergency Management 204,212 255,506 51,294 20% 799,719 875,013 75,294 9%Community Facilities 2,623,108 2,462,380 (160,728) -7% 6b 9,343,999 9,343,999 0 0%Roads and footpaths 4,432,753 4,509,841 77,088 2% 20,505,118 20,488,798 (16,320) -0%Flood protection and control works 1,113,450 1,151,595 38,145 3% 4,818,234 4,856,379 38,145 1%Sewerage 2,365,286 2,654,914 289,628 11% 6c 10,567,979 10,619,661 51,682 0%Stormwater drainage 542,550 596,377 53,827 9% 2,328,591 2,385,504 56,913 2%Water Supply 2,142,332 2,109,388 (32,944) -2% 8,469,975 8,437,553 (32,423) -0%Solid Waste Management 1,591,955 1,862,300 270,345 15% 6d 7,461,648 7,559,220 97,572 1%Environmental Policy 278,835 345,574 66,739 19% 1,491,768 1,487,300 (4,468) -0%Environmental Science and Monitoring 681,498 728,815 47,317 6% 3,251,952 3,294,248 42,296 1%Resource Consents 696,264 628,956 (67,308) -11% 2,515,631 2,515,824 192 0%Building Control 705,076 746,673 41,597 6% 2,903,093 2,986,689 83,596 3%Compliance 582,250 626,518 44,268 7% 2,750,407 2,796,077 45,670 2%Biosecurity (Pest Management) 311,612 339,992 28,381 8% 1,366,374 1,389,973 23,599 2%Harbours 340,823 413,524 72,701 18% 1,830,253 1,884,168 53,915 3%Regional Development 1,878,410 1,440,557 (437,852) -30% 6e 7,406,722 6,939,431 (467,291) -7%

Total Activity Expenditure 23,284,008 23,554,326 270,318 1% 97,167,467 96,738,694 (428,772) -0%Includes Internal Interest 1,647,651 2,015,854 368,203 18% 7,695,212 8,063,415 368,203 5%

21,636,357 21,538,472 (97,885) -0% 89,472,254 88,675,279 (796,975) -1%

Other expenditureInterest expense (external) 402,057 883,750 481,693 55% 6f 2,900,233 3,535,000 634,767 18%Property and other expenditure 1,639,298 720,799 (918,500) -127% 6g 2,360,358 2,307,071 (53,287) -2%

Total other expenditure 2,041,355 1,604,549 (436,807) -27% 5,260,591 5,842,071 581,479 10%

Total MDC expenditure 23,677,712 23,143,021 (534,692) -2% 94,732,846 94,517,350 (215,496) -0%

Operating DEFICIT (1,076,767) (182,586) (894,180) 490% (2,779,596) (2,843,984) (227,115) 8%

Expenditure year to date whole yearvariance variance

Income and Expenditure Statement30 September 2015

-

20,000

40,000

60,000

80,000

100,000

120,000


$000's 2015-16 YTD Activity Expenditure




Net capital expenditureactual budget forecast budget

Democratic Process - - - - - - - -Culture and Heritage - - - - - - - -Community Housing - 170,625 170,625 100% 1,215,000 1,215,000 - -Community Support 24,692 80,000 55,308 69% 324,692 320,000 (4,692) -1%Library Services 1,513,605 1,629,613 116,008 7% 3,560,611 3,560,611 - -Emergency Management 24,974 14,575 (10,399) -71% 65,455 58,295 (7,160) -12%Community Facilities 522,057 1,559,806 1,037,749 67% 5,498,210 5,498,210 - -Roads and footpaths 1,632,679 3,203,644 1,570,965 49% 12,545,632 13,292,082 746,450 6%Flood protection and control works 108,527 563,900 455,373 81% 2,304,159 2,290,600 (13,559) -1%Sewerage 572,335 1,916,701 1,344,365 70% 17,385,670 16,895,670 (490,000) -3%Stormwater drainage 5,280 415,030 409,750 99% 1,635,494 1,739,118 103,624 6%Water Supply 844,261 1,568,401 724,140 46% 10,315,275 10,303,496 (11,779) -0%Solid Waste Management 240,647 942,762 702,115 74% 5,884,044 5,884,044 (0) -0%Environmental Science and Monitoring 30,006 75,000 44,994 60% 300,000 300,000 - -Consents and Compliance - 1,625 1,625 100% 6,500 6,500 - -Harbour Control 76,889 124,726 47,837 38% 818,900 818,900 - -Regional Development 1,172 237,842 236,670 100% 2,261,369 2,261,369 (0) -0%Investment activities (28,665) 863,000 891,665 103% 3,452,000 3,452,000 - -Corporate Overheads 634,926 779,016 144,090 18% 3,142,564 3,142,564 - -

Total Net Capital Expenditure 6,203,387 14,146,266 7,942,879 56% 70,715,577 71,038,459 322,883 0%

30 September 2015

year to date whole yearvariance variance

Capital Expenditure Statement

-

10,000

20,000

30,000

40,000

50,000

60,000

70,000

80,000


$000's 2015-16 YTD Net Capital Expenditure


10. Debtor’s Overdue Report as at 30 September 2015and 31 October 2015

(Clr Leggett) (Report prepared by Sonya Greenhill) F220-002-020-15

Purpose1. To present the Debtors report as at 31 October 2015 and the Property Leases and Licences

Debtors report as at 30 September 2015.

Background2. This report reports on the levels of debt relating in the main to the following revenue streams:

Building Consents

Resource Consents

Development Contributions

Licences

Tradewaste

Water and Sewerage Connections

3. The Debtors Report as at 31 October 2015 is attached for Councillors' information.

4. The Current Balance includes an annual invoice of $322,000 for harbour levies to Port Marlborough Limited and the first quarter invoicing ($486,111) and the annual invoicing ($119,083) of Tradewaste totalling $605,194. (October 2014: $689,783)

5. The 90 Days balance has decreased as a long standing debt in dispute has been resolved and was settled with payment received on 30 October 2015.

6. The Property Leases and Licences Debtors Report as at 30 September 2015 is also attached for Councillors' information. Current and Total balances fluctuate monthly depending on individual leases and invoicing periods, e.g; monthly, quarterly, six monthly or annual.

RECOMMENDEDThat the information be received.


DEBTORS REPORT AS AT 31 OCTOBER 2015

Current Month Comparison for Previous 5 Months

Aged Analysis Report October September August July June May

Current 1,841,900.21 996,842.58 828,722.85 805,496.88 1,756,505.39 3,841,465.3530 - 90 Days 149,811.24 129,783.71 279,447.94 337,330.12 237,652.70 529,798.8990 Days 69,749.29 363,902.98 429,693.58 365,630.88 370,834.84 372,025.14

Outstanding Debtors Closing Balance 2,061,460.74 1,490,529.27 1,537,864.37 1,508,457.88 2,364,992.93 4,743,289.38

Debtors Action Report - Debtors over 90 days with Balance >$250

October September August July June May

With Receivables Management 7,663.56 7,663.56 7,663.56 8,351.52 7,514.44 7,905.44Paying by Arrangement 33,057.24 43,341.88 47,413.02 45,427.17 22,163.54 32,102.89Negotiating Payment Arrangement 8,005.35 5,673.76 7,207.64 9,972.02 10,207.71 1,530.71Debts in Dispute 18,796.26 297,162.40 297,162.40 297,162.40 307,046.47 306,212.61Payments since month end taken off above amounts 862.50 8,214.91 69,378.95 2,965.57 22,154.97 22,555.67Sub-Total 68,384.91 362,056.51 428,825.57 363,878.68 369,087.13 370,307.32Various Debtors with Balances <$250 1,364.38 1,846.47 868.01 1,752.20 1,747.71 1,717.82Over 90 days Outstanding Total 69,749.29 363,902.98 429,693.58 365,630.88 370,834.84 372,025.14


Property Leases and Licences Debtors Report as at 30 September 2015


Aged Analysis Report September August July June May April

Current 155,451.62 66,369.15 39,348.25 16,861.28 87,825.93 16,549.4630 Days 20,316.55 14,961.70 3,012.50 914.10 28,098.74 33,616.88

60 Days 9,669.83 1,618.13 2,069.16

(2,916.25) 3,666.73 442.3790 Days 14,636.21 13,893.73 14,285.22 20,075.07 18,826.52 19,839.35

Outstanding Debtors Closing Balance 200,074.21 96,842.71 58,715.13 34,934.20 138,417.92 70,448.06

60 and 90 days Overdue Balance 24,306.04 15,511.86 16,354.38 17,158.82 22,493.25 20,281.72


11. Rates Report as at 30 October 2015(Clr Leggett) (Report prepared by Wendy Williams) F270-28-14

Purpose1. To present the Rate Levies Status Report, Rate Arrears Aged Balance Report as at

30 October 2015 and the Water Billing Debtors Report as at 31 October 2015.

Rate Levies Status Report and Rate Arrears Aged Balance Report2. Attached for information are the Rate Levies Status Report and Rate Arrears Aged Balance

Report as at 30 October 2015.

3. We have collected 24.96% of the overall rates levied for 2015-2016 (inclusive of arrears) and this compares with 24.89% at this time last year.

4. Since 10 September, the final day for payment of rates instalment one, there were 771 (808) penalty letters posted due to non-payment. Of these 245 (283) required follow-up in October.

5. Debt Management - Attached for information are the Debt Management Report Properties with Registered Mortgages and the Debt Management Report Properties without Registered Mortgages. These reports provide a summary of action taken and results achieved so far this rating year.

6. Rates instalment two has been posted and is due for payment by 10 December 2015.

Water Billing Debtors Report7. Attached for information is the Water Billing Debtors Report as at 31 October 2015.

8. The current balance of $98,906 includes the four monthly water billing for Awatere.(October 2014: $87,113)

RECOMMENDEDThat the report be received.


Debt Management ReportProperties with Registered Mortgages

Arrears 2015281 Ratepayers being:

279 with arrears as at 30 June 2015and ;

2 brought forward from 2014

2014

(Carried forward to

2015 shown in

bold)

Oct 2015

Paid 239 80

Arrangement made for repayment 2 21

Notice of Default sent to Mortgagee 0 56

Notice of Demand sent to Mortgagee 1 0

No mortgage registered - Court action required (Refer Properties Without Registered Mortgages Report)

12 34

Action still to be taken 0 90

Mortgagee sale in progress 0 0

Still to pay (from above) 15 201

Total 254 281


Debt Management ReportProperties without Registered Mortgages

Unencumbered Properties 2015

53 Ratepayers being:

34 transferred from October 2015 on theprevious Properties with RegisteredMortgages report and;

19 brought forward from 2014

2014

(Carried forward to 2015

shown in bold)

Oct 2015

Paid following receipt of letter outlining the consequences of non-payment, letter giving notice of Court proceedings or as a result of Court action

16 0

Arrangement made for repayment 3 3

Awaiting response or further information required 0 0

Lodged with agent to commence recovery action through the Court after receiving no response to our letter advising Council will seek Judgment or our phone call where possible

0 6

Notice of Claim filed and/or served on the ratepayer 3 3

Enforcement of Judgment 2 2

To commence legal proceedings when debt becomes over three years old or more than $3,700

11 39

Still to pay (from above) 19 53

Total 35 53

Record No: 15216134


Rate Levies Status Report as at 30 October 2015

Financial Division

Balance B/Fwd

(01/07/15)Inst Levy

To Q1Arrears

PenInstal Pen Adjustments

Cash Received

(incl Paid in Advance)

Add back Paid in

Advance 30/10/2015

Balance 30/10/2015

Blenheim 139,764 8,388,559 24,216 15,808 (117,560) (10,084,241) 1,975,597 342,144

Blenheim Vicinity 69,349 3,250,908 8,672 6,076 (73,407) (3,753,078) 559,687 68,209

General Rural 177,744 2,611,305 18,389 10,728 (50,299) (3,090,223) 557,751 235,395

Picton 129,183 2,081,000 10,016 7,943 (55,328) (2,448,316) 458,869 183,367

Picton Vicinity 9,139 144,356 1,110 1,000 (1,254) (179,001) 39,055 14,405

Sounds Admin Rural 11,826 314,476 1,900 3,433 (14,281) (380,615) 110,620 47,359

Utilities Network - 5,106 - - - (18,768) 13,662 -

Current Year Totals 537,005 16,795,710 64,303 44,988 (312,128) (19,954,241) 3,715,242 890,879


Rate Arrears Aged Balance Report as at 30 October 2015

YearTotal

Outstanding (01/07/2015)

Cash Received (-)Total Arrears Outstanding 30/10/2015

Postponed Rates included in Total Arrears

30/06/20152014/15 871,514 494,835 376,678 12,823

2013/14 89,174 33,282 55,892 9,204

2012/13 31,944 8,762 23,182 2,934

2011/12 23,568 4,740 18,827 2,502

2010/11 12,757 3,883 8,873 2,531

Prior 2010 15,113 2,941 12,171 3,405

Total 1,044,068 548,444 495,624 33,399

Rates balance b/fwd 537,005Add back Paid in Advance 507,063 Paid in Advance

1/7/2014 497,196

Total Arrears Actual 1,044,068

Rates postponement is offered to ratepayers aged over 65 under Council’s Remission and Postponement Policy.


Water Billing Debtors Report as at 31 October 2015


Aged Analysis Report October September August July June May

Current 98,906.78 253,810.79 - (1,652.95) 781,257.37 97.9130 - 90 Days 30,993.49 (4,668.96) 9,967.09 103,268.75 - 14,403.9090 Days 3,726.10 19,101.09 3,971.73 5,587.48 8,894.01 10,609.98

Outstanding Debtors Closing Balance 133,626.37 268,242.92 13,938.82 107,203.28 790,151.38 25,111.79

Debtors Action Report - Debtors over 90 days Balance >$250

October September August July June May

Paying by Arrangement 5,124.05 5,124.05 3,104.18 2,908.82 5,011.00 -Negotiating Payment Arrangement 7,833.81 9,217.36 3,069.54 6,088.01 7,592.31 18,718.50Payments since month end taken off above amounts - 6,889.26 2,790.11 - - -Sub-Total 12,957.86 21,230.67 8,963.83 8,996.83 12,603.31 18,718.50Various Debtors with Balances <$250 or Credit Balances (9,231.76) (2,129.58) (4,992.10) (3,409.35) (3,709.30) (8,108.52)90 days Outstanding Total 3,726.10 19,101.09 3,971.73 5,587.48 8,894.01 10,609.98


12. Decision to Conduct Business with the Public Excluded

Decided: That the public be excluded from the following parts of the proceedings of this meeting, namely:

- Debtors’ Overdue Report- Notification Issues- Investigations 2015- Audit and Risk Sub-Committee- Community and Commercial Events Review

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General Subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under Section 48(1) for the passing of this resolution

Debtors Overdue Report

Notification Issues

Investigations 2015

Audit and Risk Sub-Committee

Community and Commercial Events Review

In order to protect the privacy of natural persons, as provided for under Section 7(2)(a).

That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under Section 7 of the Local Government Official Information and Meetings Act 1987.

Community and Commercial Events Review

To enable the Council, as holder of the information, to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations) as provided for under Section 7(2)(i).

That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under Section 7 of the Local Government Official Information and Meetings Act 1987.
