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Notice is hereby given that a Meeting of the Te Anau Community Board will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 6 July 2016

2.00pm

Turnbull Room, Distinction Hotel & Villas, 64 Lakefront Drive, Te Anau

 

Te Anau Community Board Agenda

 

OPEN

 

 

MEMBERSHIP

 

Chairperson

Ann Carran

 

Deputy Chairperson

Rachel Cockburn

 

Members

Mark Deaker

 

 

Sarah Greaney

 

 

Kara Matheson

 

 

Tony O'Loughlin

 

 

Councilllor Ebel Kremer

 

 

IN ATTENDANCE

 

Committee Advisor

Jenny Labruyere

 

Community Engineer

Nick Lewis

 

 

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference for Community Boards

 

This Community Board is a statutory body with delegated responsibility from Southland District Council. The board members are elected to represent their community and advocate on behalf of their community.

 

It can make decisions on:

 

·                     Tenders for leases of land and buildings within its area up to $10,000. For tenders above that value, the board can make a recommendation to either the Group Manager Services and Assets or Council’s Activities Performance Audit Committee.

·                     Managing local halls and cemeteries

·                     Managing reserves, plantings, drainage, footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and slipways, litter control

·                     Stewart Island – governance of the Stewart Island Electrical Supply Authority

·                     Te Anau – management of the Te Anau Airport Manapouri

 

It can make recommendations to Council on:

 

·                     Estimates, traffic management, roading, recreation, elderly persons’ housing, noxious plants control, pest destruction control, temporary road closures, local civil defence, local welfare, waste management, economic development, resource consent applications which are referred to the board for feedback, toilets and local assets.

 


Te Anau Community Board

06 July 2016

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TABLE OF CONTENTS

ITEM                                                                                                                                   PAGE

Procedural

1          Apologies                                                                                                                        5

2          Leave of absence                                                                                                           5

3          Conflict of Interest                                                                                                         5

4          Public Forum                                                                                                                  5

5          Extraordinary/Urgent Items                                                                                          5

6          Confirmation of Minutes                                                                                               5

Reports

7.1       Action Sheet - July 2016                                                                                             19

7.2       Works and Finance Report to Te Anau Community Board for the period ended 31 May 2016                                                                                                                               25

7.3       Appointment of Subcommittee for Approval of Recommendation to the Activities Performance and Audit Committee                                                                           35

7.4       Elected Members' Expense Reimbursements and Allowances                             37

7.5       Te Anau Airport Manapouri Works and Finance Report - May 2016                    53

7.6       Te Anau Airport Manapouri Manager's Report - May 2016                                    55

Committee Reports

8.1       Update Reports

8.1  Committee Report

·   Works                                                   Members Deaker, O’Loughlin

·   Parks & Reserves                                Members Deaker, O’Loughlin

·   Resource Consents                              Members Carran, Cockburn

·   Rural                                                     Members Cockburn, Deaker

·   Tourism/Events Liaison                        Member Matheson, Greaney

·   Milford Community Trust                     Councillor Kremer

·   Community Events Centre                   Member Greaney, O’Loughlin

·   Fiordland Trails Trust                            Member Cockburn

·   Community Housing for the Elderly     Member Greaney

 

8.2  Chairperson’s Report

The Chairperson, Member Carran, to report on matters with which she has been involved since the Board’s last meeting.

 

8.3  Councillor’s Report

          Councillor to report on matters from the District Council table.

 

Councillor's Report  

Public Excluded

Procedural motion to exclude the public                                                                              59

C10.1  Te Anau Airport Customer Engagement Process                                                   59

 


1          Apologies

 

At the close of the agenda no apologies had been received.

 

2          Leave of absence

 

At the close of the agenda no requests for leave of absence had been received.

 

3          Conflict of Interest

 

Community Board Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4          Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5          Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)    the reason why the item was not on the Agenda, and

(ii)        the reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)   that item may be discussed at that meeting if-

(i)         that item is a minor matter relating to the general business of the local authority; and

(ii)        the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)          no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

6          Confirmation of Minutes

6.1         Meeting minutes of Te Anau Community Board, 25 May 2016


 

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Te Anau Community Board

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Te Anau Community Board held in the Turnbull Room, Distinction Hotel & Villas, 64 Lakefront Drive, Te Anau on Wednesday, 25 May 2016 at 2.00pm.

 

present

 

Deputy Chairperson

Rachel Cockburn

 

Members

Mark Deaker

 

 

Sarah Greaney

 

 

Kara Matheson

 

Councillor

Ebel  Kremer

 

 

IN ATTENDANCE

 

Mayor Tong

 

 

Manager, Community & Environment

Rex Capil

 

Strategic Manager, Property

Kevin McNaught

 

Committee Advisor

Jenny Labruyère

 

Community Engineer

Nick Lewis

 

Community Partnership Leader

Simon Moran

 

Group Manager Customer Support

Trudie Hurst

 

 


1          Apologies

 

Apologies for non-attendance were lodged by Members Carran and O’Loughlin.

 

Moved Member Matheson, seconded Member Deaker and resolved:

That the Te Anau Community Board accept the apologies for non-attendance from Members Carran and O’Loughlin.

 

2          Leave of absence

 

At the close of the agenda no requests for leave of absence had been received.

 

3          Conflict of Interest

 

Member Matheson declared a conflict of interest in respective of the public excluded report entitled “Rent Review – Real Journey’s Licence to Occupy Road Reserve, Te Anau.”

 

4          Public Forum

 

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Cr Kremer, seconded Member Deaker 

That the Te Anau Community Board confirms the minutes of the meeting, held on 13 April 2016.

 

Reports

 

 

7.1

Action Sheet - May 2016

Record No:         R/16/5/7158

 

Action sheet issues affecting the Te Anau Community Board were tabled.

 

Issues arising from the action sheet included;

 

Pontoon

 

Community Engineer advised he is expecting further information in the near future which he will forward to the Board for discussion.

 

 

 

Lakefront Bluegums

 

Community Engineer advised some of the smaller trees marked for removal are currently being attended to by the township contractor.

 

Members discussed the Dowling Report relating to the lakefront bluegums and agreed for the immediate removal of priority one, and priority two trees.  In regard to priority three trees these be removed as identified in the report.  It was also agreed priority four and five trees, as identified for maintenance work in the report, be on a staged managed basis.

 

The Board agreed further that $50,000 be set aside for the removal of priority one, two and three trees due to the urgency from a health and safety aspect, and these funds be  a charge against the Board’s reserves account.

 

Following further discussion the Board requested a further workshop to discuss a foreshore management plan for replanting, maintenance, view shafts, landscaping and beautification and that this management plan be given priority in order that a concept plan for the lakefront be put in place prior to June 2017 so as funding can be allocated for on-going works in the Annual and Long Term Plans.

 

Resolution

Moved Member Greaney, seconded Member Matheson

resolved that Te Anau Community Board

 

a)    Agrees for the removal of those trees as identified as priority one and priority two as outlined in the consultant’s report entitled “Te Anau Waterfront Trees”,  with immediate effect.

 

b)    Agrees for priority three tree be removed as identified in the report immediately.

 

c)    Agrees for priority four and five trees as identified in the report being maintained on a staged managed process.

 

d)    Recommends to Council that up to $50,000 be set aside for the removal of priority one, two and three, and these funds be a charge against the Board’s reserve account.

 

e)    Request staff convene a workshop for the Board to discuss the lakefront management plan for replanting, maintenance and landscaping of the lakefront with the object that such plan for landscaping, beautification and maintenance be put in place prior to June 2017.

 

Recycle/Refuse Bins

 

In discussing the town centre recycle/refuse bins the Community Engineer commented that he believes more and larger bins be placed in the supermarket area rather than a skip bin concept.  The Board agree with this suggestion.

 

Board members also requested to trial two refuse bins one at each end of Steamers Beach area for the coming summer season (i.e. in place before Labour Weekend).

 

In regards to style and costings for replacement bins it was agreed the Community Engineer prepare a report for the Board’s July meeting.

 

Ivon Wilson Park

 

The Board was advised that any issues involving the park users to be dealt with by the Council staff who will advise on Council’s stance for compliance and use of Ivon Wilson Park.

 

Lion Park Toilets

 

Mr McNaught advised  the new tokens process is underway, and arrangements with major operators whose clients use the toilets to operate a token system, will be put in place.

 

 

Resolution

Moved Cr Kremer, seconded Member Greaney  

Resolved that the Te Anau Community Board:

 

a)         Receives the report titled “Action Sheet - May 2016” dated 17 May 2016.

 

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)         Agrees for additional larger bins be located in the supermarket area.

 

f)             Requests staff to install two refuse bins,  one at  each end of Steamers Beach.

 

g)            Requests the Community Engineer prepare a report on style and costings for replacement bins, such report to be available for the Board’s July meeting.

 

 

 

7.2

Works and Finance Report to Te Anau Community Board for the period ended 30 April 2016

Record No:         R/16/4/6026

 

The Works and Finance report for the period ended 30 April 2016, prepared by N Lewis (Community Engineer), was tabled.

 

The Board noted Stormwater sump and kerb clean-up works have begun with the onset of leaf fall.

 

 

Resolution

Moved Member Matheson, seconded Cr Kremer 

That the Te Anau Community Board:

a)         Receives the report titled “Works and Finance Report to Te Anau Community Board for the period ended 30 April 2016” dated 17 May 2016.

 

 

 

7.3

Pedestrian Crossing

Record No:         R/16/5/6387

 

Communication from Mr Allan Youldon requesting the Board to support the installation of a raised pedestrian crossing on Lakefront Drive, adjacent the Kingsgate Hotel area, was tabled.

 

The Board noted Mr Youldon considers there is a large amount of foot traffic crossing the road in this particular area and vehicles travel above the speed limit.  He suggested a raised pedestrian crossing may assist in slowing down the traffic speed.

 

In discussing the request members believed this matter be considered in conjunction with the development of the lakefront beautification plan so that it can tie in with cycling and walkway changes that may form part of the concept plan.

 

 

Resolution

Moved Deputy Chairperson Cockburn, seconded Member Matheson 

That the Te Anau Community Board:

a)         Receives the communication titled “Pedestrian Crossing” dated 3 May 2016.

 

b)         Requests staff respond to Mr Youldon advising of the Board’s decision to incorporate the request of a pedestrian crossing on Lakefront Drive when developing the lakefront beautification concept pan.

 

 

7.4

Land at 28 Pop Andrew Drive for Fiordland Retirement Housing Trust

Record No:         R/16/4/5849

 

1          Report by Mr K McNaught (Strategic Manager, Property), following the request from the Fiordland Retirement Housing Trust to have a 99 year lease on the land at 28 Pop Andrew Drive, was tabled.

2          Mr McNaught advised the Board that;

       The land at 28 Pop Andrew Drive which is adjacent to the Te Anau Medical Centre, has been retained by the Board and Council, with the intention of it being used for some form of retirement housing.

 

1              The Trust has written requesting a 99 year lease of the land.

2               

3              The Board noted that staff recommended that a lease option not be pursued, rather a freehold transfer of the land to the Trust for $1.00 be considered the best option on the conditions:

·                      That a business case for the Trust’s operations be approved by Council.

·                      That the land can only be transferred to other Trust’s with similar or like purposes including; and

·                      That a disposal of the land other than to a Trust with similar or like purposes must be subject to Council approval which if given may be subject to any conditions that Council considers appropriate in the circumstances.

4              Mr McNaught pointed out to the Board that the main issue with the request as presented, is that Council would always be party to the operations of the Trust, and any occupation arrangements, simply because Council would be the owner of the land.  It is considered that this is not in the best interest of Council, the Trust or any third party.

Mr McNaught added of a much less issue for all parties, would be the freehold transfer of the land to the Trust as that makes it the landowner, and all Council would be concerned with, would be compliance with the conditions of the transfer being complied with.  This type of arrangement is not unprecedented, as Council has a similar one with the Fiordland Health Trust which was put in place when the land was transferred to them for the new medical centre and ambulance bay.

 

Mr McNaught outlined three options for the Board to consider with the preferred option being that the land be transferred to the Trust freehold for $1.00 subject to conditions, and the next steps be that staff meet with the Trust to relay the Board’s preferred position and discuss agreeable conditions.

 

The Board was advised that the Retirement Housing Trust is awaiting the outcome of a feasibility study which will determine the Trust’s progress.

 

Resolution

Moved Cr Kremer, seconded Member Greaney 

That the Te Anau Community Board:

a)         Receives the report titled “Land at 28 Pop Andrew Drive for Fiordland Retirement Housing Trust” dated 26 April 2016.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Resolves not to lease the land at 28 Pop Andrew Drive being Lot 2, DP 377140 to the Fiordland Retirement Trust for 99 years at a peppercorn rental as requested.

e)         Resolves that the Board’s preference is to transfer the freehold title to the land to the Trust for $1.00 on specific conditions including approval of a sustainable business case for the Trust’s operations and an appropriate offer back clause to Council in the event that the Trust were to dispose of the property in the future.

f)          Resolves to request the Strategic Property Manager to meet with the Fiordland Retirement Trust to discuss the Board’s preference and to report back on what would be agreeable conditions to the Trust for a freehold transfer for $1.00 consideration.

 

 

7.5

Venture Southland Report re Pump Track Te Anau - Funding Considerations

Record No:         R/16/5/6656

 

Report by Ms D Zadravec (Community Development Planner) following the Board’s request to further develop the recreational area around the skatepark in Te Anau by developing a new pumptrack and improving the rest area by providing shade, a water fountain and more seating, was tabled.

 

The Board noted the Area Engineer has been working with community members on the development of this project and that one quote has been obtained so far with the total project costs of the pump track and the rest area estimated at $74,580 + GST (excluding project management, contingencies and fees).

It was reported that while reserve funding has been set aside for this project, the Board also requested that Venture Southland staff assist with applications for public funding.

Ms Zadravec stated The Board previously stated that it wished to undertake this project in winter 2016. The decision to apply for public funding will impact the timeframes for this project. It is generally recommended not to commence a project before the outcomes of all funding applications have been received. Following the above fundraising plan this would mean that the project would not be able to commence before December 2016.

However, with the exception of events, Ms Zadravec advised funders generally do allow the applicant to commence the project once the application has been submitted. The risk exists that the application(s) would be declined however as the Board has sufficient reserves this risk may be acceptable. It should be noted that projects that have been commenced or completed prior to an application being heard can sometimes be considered a lower priority by funders. The specific requirements of individual funders were outlined to the Board.

At this point Ms Zadravec outlined comments relating to how the shortfall will be covered.  This included;

       All funders ask how the shortfall will be covered should they not approve the grant, and a credible answer has to be provided to this question that demonstrates the need for funding but also shows that the project won’t be doomed without the grant in question. The suggested response to this question is:

       The Board holds reserves that were tagged for the development of this recreational area, including the development of a new pump track, improvements to the rest area and the extension of the existing skatepark. Should there be a shortfall the pump track and rest area will be prioritised; all available funding will be applied to the completion of these elements of the project and the skatepark extension will be postponed and other funding sought for it.

Staff sought a direction from the Board on the above.

Ms Zadravec recommended that an application to the Community Trust of Southland is made as soon as possible, no later than early June. Notwithstanding the implications for Lottery funding, this would allow the project to commence early in winter as is the Board’s wish. Having the outcome of this application would be very helpful in the preparation of other applications as it will remove the guesswork about the level of funding still required. Upon receiving the outcome from the Community Trust, the Board has the option to reconsider the funding situation and possibly decide to forgo further funding applications and fund the shortfall from reserves in order to complete the project before spring.

It was further noted Venture Southland staff are available to make the application to the Community Trust of Southland once the alternative quote(s) have been obtained by the Board.

In discussing the report members enquired as to the number of quotations that have been received.  The Community Engineer advised one quotation has been received, and one company would only consider the work if they could quote for the whole job which would not include any donated materials or labour, and the remaining company has never replied to the invitation to quote.

Members requested this information be formally advised to Venture Southland staff for inclusion in any funding application.

Members considered the Meridian Manapouri Community Fund be applied for as it is the Board’s desire to pursue all funding options for the pumptrack and skatepark upgrade, however would be prepared to underwrite the pumptrack if there was a need for such.

 

 

Resolution

Moved Member Matheson, seconded Member Deaker 

That the Te Anau Community Board:

a)    Receives the report titled “Venture Southland report re pump track Te Anau - funding considerations” dated 11 May 2016.

 

b)    Provides direction on how to address the question about the funding shortfall as per point 16 in the report.

 

c)    Confirms that Venture Southland is to prepare and submit an application to the Community Trust of Southland  and the Meridian Manapouri Community Fund as suggested in points 21/22 in the report.

 

d)         Requests the Community Engineer to provide to the Community Development Planner written confirmation in regard to quotations sought by potential providers including the lack of response to same.

 

 

 

 

 

7.6

Bylaw Review Process

Record No:         R/16/4/5211

 

Report by T Dytor (Policy Analyst) outlining that in 2016, the Cemetery Bylaw 2006, the Keeping of Animals, Poultry and Bees Bylaw 2010, and the Control of Advertising Signs Bylaw 2008 will be reviewed, was tabled. 

 

Ms Dytor outlined the approach that will be taken in relation to consultation and the review proposed.

 

The Board noted the submission period is 9 to 30 June 2016 and that community views will be considered during formal consultation and during pre-consultation engagement.

 

Ms Dytor added that Community Boards are asked to make submissions during the consultation period and individual members can engage during pre-consultation sessions in May.                                                                                                             

 

 

Resolution

Moved Member Greaney, seconded Cr Kremer 

That the Te Anau Community Board:

a)         Receives the report titled “Bylaw Review Process” dated 12 April 2016.

 

 

7.7

Draft Unmanned Aerial Vehicles Policy

Record No:         R/16/4/5660

 

Report by T Dytor (Policy Analyst) outlining the draft Use of Unmanned Aerial Vehicles Policy, was tabled.

In her report Ms Dytor advised that under new rules introduced by the Civil Aviation Authority (CAA), Council can grant or decline consent for the use of Unmanned Aerial Vehicles (UAVs) on property that it owns or controls. The draft Unmanned Aerial Vehicle Policy sets a framework to allow Council to do this.

Ms Dytor advised a recommendation is sought from the Board regarding local areas that should be considered for restriction or prohibition of unmanned aerial vehicle use.

In discussing the report members considered areas of the lakefront that could be affected by the use of unmanned vehicles however it was felt that the Policy covers any possible  affected areas in the Te Anau township.

 

 

 

Resolution

Moved Cr Kremer, seconded Member Deaker 

That the Te Anau Community Board:

a)    Receives the report titled “Draft Unmanned Aerial Vehicles Policy” dated 19 April 2016.

 

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)         Advises that it considers there are no local areas that should be considered as restricted or prohibited areas for the use of unmanned aerial vehicles.

 

 

7.8

Remuneration for Chairs and Members of Community Boards

Record No:         R/16/5/6277

 

Report by S Marrah (Finance Manager), setting out rates of remuneration that apply for Community Board chairs and members from 1 July 2016 until 30 June 2017, was tabled.

 

Ms Marrah outlined that the amount payable to Council’s Community Board members and chairs is determined by the Remuneration Authority (the Authority).    This year, the Authority has applied the same approach that was developed in 2013, basing remuneration rates on job size.

 

Ms Marrah advised that at the Council meeting on 27 August 2016, Council has approved the Authorities proposed remuneration rates for all elected members, including Community Board chairs and members and as a result, remuneration levels  are proposed to increase by 2.5% for all Southland District Council elected members from 1 July 2016.

 

 

Resolution

Moved Member Greaney, seconded Cr Kremer 

That the Te Anau Community Board:

a)         Receives the report titled “Remuneration for Chairs and Members of Community Boards” dated 2 May 2016.

 

 

 

8.1

Update Reports

Record No:         R/16/5/7185

 

Tourism and Events

 

       Preparations underway for the anticipated growth for next tourist season.

       Haast Hollyford Highway public meeting.

 

 

 

 

Fiordland Trails Trust

 

       Official opening 26 June 2016 for legs one and two of stage one.

       Formation of Cycle Fiordland Group to establish connectivity and signage for the town and area as a whole.

       Cycle Fiordland group wish to seek clarification as to the $10,000 funding i.e. when it becomes available, how to access it and purpose for use of these funds.  Community Engineer to investigate this matter.

 

8.2              

Councillors Report

 

Councillor Kremer reported on activities from the District Council tabled;

 

       Community Conversations meeting

       Te Anau Wastewater Discharge Project Committee site visit to Wanaka

       Memorandum of Understanding between Te Anau Wastewater Discharge Project Committee and Fiordland Sewerage Options Inc developed prior to mediation which is scheduled to be held in June.

 

 

 

Public Excluded

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

Resolution

Moved Cr Kremer, seconded Member Greaney 

That the public be excluded from the following part(s) of the proceedings of this meeting.

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:

 

 

C10.1  Rent Review - Real Journeys Licence to Occupy Road Reserve, Te Anau

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

Rent Review - Real Journeys Licence to Occupy Road Reserve, Te Anau

s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person.

 

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

 

That the public conduct of the whole or 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.

 

That the staff be permitted to remain at this meeting, after the public has been excluded, because of their knowledge of the items Mayor Tong, R Capil, K McNaught, S Moran, T Hurst, N Lewis, J Labruyère because of their knowledge on Real Journey’s rent review.  This knowledge, which will be of assistance in relation to the matters to be discussed, is relevant to those matters because of their knowledge on the issues discussed and meeting procedure.

 

The public were excluded at 3.25pm

 

RETURN TO OPEN MEETING.

 

The Board returned to Open Meeting at this point.

 

 

3.30pm                                               The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Te Anau Community Board HELD ON 25 MAY 2016.

 

DATE:...................................................................

 

 

 

CHAIRPERSON:...................................................

 

 


Te Anau Community Board

6 July 2016

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Action Sheet - July 2016

Record No:        R/16/6/9773

Author:                 Jenny Labruyere, Committee Advisor

Approved by:       Jenny Labruyere, Committee Advisor

 

  Decision                             Recommendation                        Information

 

  

 

1        The Action Sheet from the Board’s previous meetings is circulated for member’s information.

 

Recommendation

That the Te Anau Community Board:

a)         Receives the report titled “Action Sheet - July 2016” dated 29 June 2016.

 

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

 

Attachments

a         Te Anau Community Board - Action Sheet  6 July 2016 View    

 


Te Anau Community Board

06 July 2016

 

 

Te Anau Community Board Action Sheet - Including Public Excluded

 

 

 

 

 

 

Open Action Items

 

 

 

 

 

 

Author

Due Date

Subject

Notes

Nick Lewis

27/6/2016

Pumptrack/Skatepark

Community Engineer to progress plans and scope for pumptrack along with seeking funding through Venture Southland for seating/shade sail/drinking fountain and bollard lighting at skatepark.

 

Venture to progress this application and also to confirm total funds required.

 

Members Carran and Greaney to act as signatories for such applications.

Board requests the Community Engineer to provide to the Community Development Planner written confirmation in regard to quotations sought by potential providers (including the lack of response to same).

Diana Zadravec

27/06/2016

Pumptrack - funding

Staff to provide direction on how to address the question how the funding shortfall be covered as per point 16 in the report.
Board confirms that Venture Southland is to prepare and submit a funding application to the Community Trust of Southland  and the Meridian Manapouri Community Fund as suggested in points 21/22 in the report.

Diana Zadravec

27/06/2016

Te Anau Kepler Lions' request for assistance with the installation of a community BBQ in Lions Park

Board agreed to contribute $11,439.00 excluding GST for the proposed installation of a BBQ and shelter for community use in Lions Park in addition to the previously committed funds towards the installation of water connection to the site, such expenditure to be a charge against the reserves contribution account.

Board resolves to commit funds for the ongoing operation and maintenance of this amenity.

 

Council approved expenditure of $11,439 exclusive GST to be funded from general reserves as the Board’s share of the joint public BBQ project with the Te Anau Kepler Lions Club.

 

Community Engineer to progress purchasing and installation of BBQ.

Nick Lewis

27/06/2016

Pontoon

Area Engineer to investigate progress design concept for pontoon adjacent Bluegum Point.

 

Onsite meeting with Emtech occurred Friday 15 January.

Emtech to provide a report advising options available to Board including fixed or floating structure.

 

Engineer has contacted Emtech however is still awaiting a response.

 

Chair requests Engineer to access concept plans from Emtech to move this project forward.

Ian Marshall

27/06/2016

Te Anau Airport Manapouri

Board request to be kept updated in relation to the airport sewerage treatment operations.

 

Board requests an update on the Airport Development Group.

 

Nick Lewis

27/06/2016

Lions Park Playground

Community Engineer to pursue options (on a smaller scale) for playground equipment as put in place at the Margaret Mahy playground in Christchurch.

 

Engineer has sent options for the Board’s information, awaiting further responses.

 

Engineer to provide a report of equipment options and monies available to progress this project.

 

Jenny Labruyere

27/06/2016

Pedestrian Crossing

Requests staff respond to Mr Youldon advising of the Board’s decision to incorporate the request of a pedestrian crossing on Lakefront Drive when developing the lakefront beautification concept pan.

Reply sent to Mr Youldon2 June 16.

Nick Lewis

27/06/2016

Lakefront Bluegum Trees

a) Board agrees for the removal of those trees as identified as priority one and priority two as outlined in the consultant’s report entitled “Te Anau Waterfront Trees” with immediate effect

b) Board agrees for priority three tree be removed as identified in the report immediately
c) Board agrees for priority four and five trees as identified in the report being maintained on a staged managed process.
d) Board recommends to Council that up to $50,000 be set aside for the removal of priority one two and three trees and these funds be a charge against the Board’s reserve account

e) Board request staff convene a workshop for the Board to discuss the lakefront management plan for replanting, maintenance and landscaping of the lakefront with the object that such plan for landscaping beautification and maintenance be put in place prior to June 2017.

 

Nick Lewis

27/06/2016

Recycle/Rubbish Bins

Board agrees for additional larger bins be located in the supermarket area. Board requests staff to install two refuse bins one at each end of Steamers Beach prior to Labour Weekend.

Board requests the Community Engineer prepare a report on style and costings for replacement bins such report to be available for the Board’s July meeting.

Kevin McNaught

27/06/2016

Fiordland Retirement Housing Trust

Board resolves not to lease the land at 28 Pop Andrew Drive to the Fiordland Retirement Trust for 99 years at a peppercorn rental as requested by Trust.
Board’s preference is to transfer the freehold title to the land to the Trust for $1.00 on specific conditions including approval of a sustainable business case for the Trust’s operations and an appropriate offer back clause to Council in the event that the Trust were to dispose of the property in the future.
Board resolves to request the Strategic Property Manager to meet with the Fiordland Retirement Trust to discuss the Board’s preference and to report back on what would be agreeable conditions to the Trust for a freehold transfer for $1.00 consideration.

Nick Lewis

27/06/2016

Traffic Control - Te Anau Lakefront Parking

Area Engineer to investigate possible improvements to issues relating to angle parking spaces along the foreshore. 

 

Community Engineer to investigate funding options, with all costing options to be presented to the Board’s July meeting.

Nick Lewis

27/06/2016

Town Centre Contract

Engineer to review scope and level of service for members input prior to the contract going out for tender.

Engineer to convene a workshop with Members Deaker & O’Loughlin to review prior to going out to tender.

Ian Marshall

27/06/2016

NZMCA Contributions

Group Manager, (Services & Assets) to investigate consent conditions applicable to land owned by NZMCA in Te Anau to review fees & charges contributions for water & wastewater services.

Tamara Dytor

08/06/2016

Draft Unmanned Aerial Vehicles Policy

Staff are advised the Te Anau Community Board consider there are no areas as that should be considered or prohibited areas for use of unmanned aerial vehicles.

Noted and will be considered as the draft policy is progressed.

 

Jenny Labruyere

June 16

Pedestrian Crossing

Staff to respond to Mr Youldon advising this matter to be included in the Lakefront Beautification Plan

 

 

 

 

 

 

Recently Closed Action Items

 

 

 

 

 

 

 

Author

Completion Date

Subject

Notes

 

 


Te Anau Community Board

6 July 2016

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Works and Finance Report to Te Anau Community Board for the period ended 31 May 2016

Record No:        R/16/5/7883

Author:                 Nick Lewis, Community Engineer

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                             Recommendation                        Information

 

  

 

Community  Engineer’s Report

1        The second public BBQ unit for the Kepler Lions group is estimated to arrive mid-June and once received the group will progress with the project to install at Lions Park.

2        Some of the trees along the Lakefront have been removed or trimmed as per the recommendations provided in the Te Anau Waterfront Trees report.  Further works to these trees to continue.

3        SDC have had a push on accessway inspections due to outstanding bonds being held. 

Water and Waste Engineer’s Report

4        The monthly operations reports from Downer are provided to the Committee Advisor as they are published.  They include data on Downer’s district-wide operations activities which are presented on a town by town basis. 

5        For the year to date, there has been no unplanned expenditure exceeding the
$5,000 threshold.

Financial Consideration

Development and Financial Contributions

6        The table below outlines the balances of Development and Financial contributions for your community to date.  Spending of these funds is considered by Council staff when projects are in the planning stage.  Once identified as a potential funding source for a project, confirmation from the Group Manager Services and Assets is sought before undertaking the project to ensure that the relevant policy and legislative requirements are met.

Te Anau

 

Reserves Contributions

$120,805

Roading Contributions

$210,103

Sewerage Contributions

$354,734

Water Contributions

$  64,887

Te Anau Ward

 

Reserves Contributions

$     1,534

Loans

7       The table below outlines the community loans as at 30 June 2015.  The interest rate applicable on these loans for the 2015/2016 year is 6.25%.

 

Business Unit

Balance June 2015

Years Remaining

Sandy Brown Road (1006)

26879

$54,040

4

 

 

Recommendation

That the Te Anau Community Board:

a)         Receives the report titled “Works and Finance Report to Te Anau Community Board for the period ended 31 May 2016” dated 29 June 2016.

 

Attachments

a         Te Anau Project List and Financial Report, 31 May 2016 View    

 


Te Anau Community Board

06 July 2016

 

Project List

The table below shows all of the projects that were planned for Te Anau in 2015/2016.  Items in bold and italics are carried over from previous financial years.

 

Activity

Project

Type

Year

Budget

Status

Officer’s Comments

Council Buildings/Property

Upgrade project at Te Anau Library

LOS

14/15

$8,600

In Progress - Construction

Agreed to not undertake construction during the busy part of the year.  Part to be completed before 1 December with balance to be completed by 30 June.

Library Services

Upgrade Lighting to LED

LOS

14/15

$30,710

In Progress - Construction

Installation underway.

Library Services

Reconfigure and refurbish building

LOS

14/15

$32,500

In Progress - Construction

Under construction.

Library Services

Furniture and Fittings

 

14/15

$6,142

In Progress - Construction

Awaiting completion.

Parks and Reserves

Cycle Trail new - Ivon Wilson Park

DEM

15/16

$20,000

In Progress - Construction

Work in construction

Parks and Reserves

Skate Park upgrade

LOS

15/16

$80,000

In Progress - Design

Awaiting concept plans from designer/ builder and costings. Designer/ builder coming to site March/ April with plans following current engagement

Parks and Reserves

Water Park - New Track

DEM

15/16

$30,000

In Progress - Investigation

Awaiting price quotes from contractors

Parks and Reserves

Lions Park - New slide

REN

15/16

$30,000

In Progress - Investigation

Possible equipment options are being considered currently.

Parks and Reserves

Lions Park Playground Improvements

DEM

14/15

$21,054

Not Started

 

Public Conveniences

Te Anau Boat Harbour Dump Station

REN

15/16

$5,300

Deferred

Discussions with NZMCA regarding funding, scope of works will be over that budgeted.

Roading and Transport

Street Lighting

REN

15/16

$20,500

Not started

On hold, Roading investigating possible subsidy from NZTA for LED streetlights

Roading and Transport

Footpath Renewals

REN

15/16

$10,000

In Progress - Investigation

Various repairs patch awaiting contractor availability. Roading developing footpath condition rating criteria for reporting.

Roading and Transport

Kerb & Channelling renewals

REN

15/16

$10,250

In Progress - Investigation

As above

Roading and Transport

Street Lighting

REN

13/14

$34,056

Not Started

To be planned with above project.

Sewerage

Lateral replacements

REN

15/16

$124,761

Deferred

Delayed until 2016-2017 as previously advised.

Sewerage

Oxidation Pond

REN

15/16

$789,121

In Progress - Construction

Screens complete - Desludging of ponds nearing completion - Increased storage on hold pending Peer review.

Sewerage

Glade Pump Station Upgrade

REN

15/16

$35,000

Completed

Completed.

Sewerage

Interim upgrade of existing Oxy Pond

LOS

13/14

$474,033

In Progress - Construction

In conjunction with Oxidation Pond.

Water Supply

Contact Tanks

REN

15/16

$66,430

Deferred

Delayed until 2016-2017 as previously advised. Budget will require additional adjustment.

   

  

 

 


Te Anau Community Board

6 July 2016

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Appointment of Subcommittee for Approval of Recommendation to the Activities Performance and Audit Committee

Record No:        R/16/6/9725

Author:                 Nick Lewis, Community Engineer

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                             Recommendation                        Information

 

  

 

Purpose

1        To request that the Te Anau Community Board appoint and delegate to a Subcommittee to consider staff recommendations of the Te Anau Township Maintenance Contract 16/16 and make recommendation to Council’s Activities Performance Audit Committee (APAC).

 

Background

2        Due to the timing of the Te Anau Community Board meeting, APAC meeting and the tendering process for the Te Anau Township Maintenance Contract 16/16, staff request that the Te Anau Community Board resolve to appoint and delegate to a Subcommittee to review the recommendations from staff as to the preferred tenderer once tender submissions have been received and evaluated, and the Subcommittee given power to act outside of the normal Community Board meeting cycle to make recommendation to APAC.

3        The timing of events in this particular situation is as follows;

·        Closing of Tenders for Contract 16/16:                                          18th July 2016

·        Closing date for reports for APAC agenda:                                    23rd August 2016

·        Tenders Report considered by APAC:                                           7th September 2016

·        Date of scheduled Te Anau Community Board meeting:              31st August 2016.

 

 

Recommendation

That the Te Anau Community Board:

a)         Receives the report titled “Appointment of Subcommittee for Approval of Recommendation to the Activities Performance and Audit Committee” dated 30 June 2016.

 

b)         Appoint a Te Anau Township Maintenance Contract 16/16 Subcommittee to consider and recommend to Activities Performance and Audit Committee the staff recommendation of preferred tenderer to contract 16/16, Te Anau Township Maintenance Contract.

 

c)         Appoint members of the Community Board to the Te Anau Township Maintenance Contract 16/16 Subcommittee (with a quorum of 3) with the following terms of reference/delegations:

(i)      To review the recommendations from staff as to the preferred tenderer once tender submissions have been received and evaluated, and the Subcommittee given power to act outside of the normal Community Board meeting cycle to make recommendation to Activities Performance and Audit Committee at its meeting of 7 September 2016.

 

d)        Notes that this Subcommittee will cease to exist once their report is made to the Activities Performance and Audit Committee at its meeting on 7 September 2016.

 

 

Attachments

There are no attachments for this report. 

 


Te Anau Community Board

6 July 2016

sdclogo

 

Elected Members' Expense Reimbursements and Allowances

Record No:        R/16/6/9428

Author:                 Sheree Marrah, Finance Manager

Approved by:       Anne Robson, Chief Financial Officer

 

  Decision                             Recommendation                        Information

 

  

 

Purpose

1        The purpose of this report is to inform Community Boards and Community Development Area Subcommittees of the recent changes to Council’s Elected Members’ Remuneration and Reimbursements Policy and the associated impact on them.  The revised policy amendments were adopted by Council on 8 June 2016 and are effective from 1 July 2016.

Executive Summary

2        The Remuneration Authority (RA) sets the framework for the remuneration and reimbursement of local government elected members, namely the Mayor, Councillors and Community Board members.  Council recently reviewed its Elected Members’ Remuneration and Reimbursements Policy as a result of some minor changes required by the RA to mileage and travel time allowances. 

3        In undertaking the review, Council staff recommended a number of additional amendments to the policy to allow reimbursement of expenses and the payment of allowances to Community Board members and Council Subcommittee members. 

4        The revised policy includes the provision of mileage and travel time allowances as well as expenditure reimbursements for Community Board and Subcommittee members, in line with Councillors. 

Background

5        The RA sets the framework for the remuneration and reimbursement of local government elected members, namely the Mayor, Councillors and Community Board members.  The RA sets the maximum level of expenses and allowances available to elected members.  Council’s policy is required to be in alignment with the maximum levels set by the RA.

6        The previous Council policy mistakenly excluded Community Board members from receiving allowances.  As Council had no other formal policy on reimbursement and allowances for Council Subcommittee members, it was recommended that Subcommittees also be included in this policy.

7        The specific provisions relevant to Community Boards and Council Subcommittees incorporated into the revised policy are as follows:

·                      Mileage allowance, can be claimed in line with Councillors, where travel exceeds 30 kilometres within a day.  The mileage allowance will be paid to elected members at a rate of 74 cents per kilometre (consistent with the IRD rates) for the first 5,000 kilometres.  The rate for travel in excess of 5,000 kilometres will remain at 37 cents per kilometre.  The 30 kilometre round trip threshold (ie, 15 kilometres each way) applies to visits to Council offices (or other regular meeting venues deemed to be a Council office for the purpose of this policy).  For other Council requested travel by elected members, no threshold will apply.

·                      Travel time allowance, can be claimed in line with Councillors, at a rate of $37.50 per hour, where travel time exceeds 1 hour within a day.

·                      The policy states that where Community Board or Subcommittee meetings are held at a regular venue other than a Council office, this location will be deemed to be a Council office for the purposes of mileage and travel time allowances.

·                      Reimbursement for costs can be claimed for courses, seminars and training associated with the role of an elected member.  Associated travel and accommodation costs may also be reimbursed if in accordance with the policy.

·                      Community Board and Council Subcommittee members will not be eligible to claim the communication allowance stated in the policy.

8        In order to claim an allowance a claim form will need to be completed by the elected member (see sample claim forms attached).  For reimbursements a claim form will need to be completed and supporting invoices/receipts attached.  Completed forms will be submitted to the relevant Committee Advisor to arrange for approval and payment.

Funding

9        Although the revised change in mileage and travel time allowances for Community Board and Council Subcommittee members has not specifically been budgeted for in 2016/2017, it is anticipated that this will not be a significant cost to the communities as the majority of elected members live within 15 kilometres of their nearest Council office and travel less than one hour to attend meetings.

10      Payment of allowances and reimbursements will be funded from local operating budgets of the relevant Community Board or sub-committee. 

Policy

11      A copy of the revised policy, effective from 1 July 2016, is included as attachment A to this report.

Recommendation

That the Te Anau Community Board:

a)      Receives the report titled “Elected Members' Expense Reimbursements and Allowances” dated 28 June 2016.

 

 

Attachments

a         FINAL Elected Members' Remuneration and Reimbursements Policy (effective 1 July 2016) View

b         Elected Member Allowance Claim Form View

c         Elected Member Expense Reimbursement Claim Form View    

 


Te Anau Community Board

06 July 2016

 

POLICY:                                             ELECTED MEMBERS’ REMUNERATION AND REIMBURSEMENTS POLICY

 

 

GROUP RESPONSIBLE:                 Financial Services

 

 

DATE APPROVED:                          25/6/08, 26/5/10, 26/1/11, 6/4/11, 29/6/11, 9/10/13, 16/4/14, 8/6/16

 

 

EFFECTIVE DATE:                           1 July 2016

 

 

FILE NO:                                            10/4/3/1, 18/1/6/4, 240/10/7/8, 240/10/1/5, 240/10/1/6

                                                            140/20/1/4, 240/10/7/8, R/16/5/7922

 

 

POLICY DETAIL:

 

 

1.0     SCOPE

 

1.1     This policy provides the framework for:

 

(a)   Remuneration of the Mayor and Councillors;

(b)        Expenditure reimbursement and allowances for the Mayor and Councillors;

(c)        The salary of Community Board members; and

(d)        Expenditure reimbursement and mileage and travel time allowances for Community Board members;

(e)        Expenditure reimbursement and mileage and travel time allowances for the elected members of Council subcommittees.

 

 

2.0       BACKGROUND

 

2.1       Remuneration for the Mayor, Councillors and Community Board members, and also the rules relating to allowances and expenses are determined by the Remuneration Authority and reviewed on an annual basis.  Southland District Council is required to respond to the authority regarding remuneration and its policy for allowances and expenses. 

 

2.2       The attached schedule (Appendix A) outlines the dollar amounts which will be paid.  This schedule may be updated from time to time to reflect the most recent determination and advice of the Remuneration Authority including inflation adjustments. 

 

2.3       The Elected Members’ Remuneration and Reimbursements Policy is intended to reflect the relevant period’s Local Government Elected Members Determination.
If inconsistencies arise between this policy and the determination in regards to remuneration and allowance rates, Council will make payments to elected members in accordance with the relevant Local Government Elected Members’ Determination.

 


 

 

3.0     DEFINITIONS

 

Actual means as evidenced by the original receipt attached to the claim form.

 

Council shall mean the 13 elected members that form the governing body (Council) of the Southland District Council.

 

Chair shall mean the individual appointed the role of chairperson by formal resolution in the case of Council committees or elected to this role in the case of
community boards. 

 

Chief Executive shall mean the Chief Executive of Southland District Council.

 

Community Board Member shall mean any elected member of the eight community boards throughout the Southland District.  These are:  Edendale-Wyndham, Otautau, Riverton/Aparima, Stewart Island/Rakiura, Te Anau, Tuatapere, Wallacetown and Winton.

 

Subcommittee Member shall mean any elected member of a Council appointed subcommittee, including but not limited to the 9 Community Development Area (CDA) subcommittees throughout the Southland District.  The CDAs are:  Athol, Balfour, Browns, Centre Bush/Limehills, Colac Bay, Dipton, Garston, Gorge Road, Lumsden, Manapouri, Mossburn, Nightcaps, Ohai, Orepuki, Riversdale, Thornbury, Tokanui, Waikaia, Woodlands.

 

Council Business includes formal Council and community board meetings, committee meetings, workshops, seminars, statutory hearings, training courses, site visits and where required or invited by Council, meetings with staff, meetings with community groups or meetings with members of the public.  It does not include events where the primary focus is on social activity.

 

Councillor shall mean any of the 12 elected members of Council, including the Deputy Mayor, but excluding the Mayor.

 

Council office shall mean any of the seven Council offices throughout the Southland District.  These are: Invercargill, Wyndham, Riverton, Stewart Island, Te Anau, Otautau and Winton.  Where Community Board or subcommittee meetings are held at a regular venue other than a Council office, this location will be deemed to be a Council office for the purposes of this policy.

 

Elected member shall mean any of the Councillors, Community Board members, Community Development Area subcommittee members or other Council appointed subcommittee members.

 

Expenses means actual and reasonable expenses including but not limited to; accommodation, rental car, air travel, taxis, meals and refreshments, entertainment (hospitality), parking, sundry vehicle costs, alternative travel options and other such costs directly related to the business of Southland District Council.

 

Mayor shall mean the Mayor of Southland District Council.

 

Reasonable means that it is within the amount specified by this policy or as deemed reasonable by the Mayor and/or Chief Executive. 


 

Remuneration Authority is an independent body established by the Remuneration Authority Act 1977, with responsibilities under the Local Government Act 2002 to determine remuneration and expense/allowance rules for local authority members.

 

Southland District Council means the organisation established to administer Council affairs, conduct operations and bring effect to Council policy and strategies.

 

Travel includes journeys made by air and sea, travel by taxi and travel by hire vehicle or private vehicle.

 

Travel arrangements include accommodation, travel and seminar registration. 

 

 

4.0     REMUNERATION

4.1     Mayor and Councillors

 

4.1.1    The Mayor shall receive the full salary allowable by the determination of the Remuneration Authority, outlined in Appendix A.

 

4.1.2 In addition to the base salary, Councillors can receive extra remuneration for:

 

(a)        Positions of additional responsibility (including Deputy Mayor and Chair of various committees) and/or

(b)        Taking on significantly extra duties during the District Plan process. 

 

Additional remuneration will be made at the rates outlined below, which have been approved by the Remuneration Authority. 

 

Role

Additional amount

Deputy Mayor

+ 40% of a base councillor salary

Policy Review Committee chair

+ 20% of a base councillor salary

Venture Southland director

+ 15% of a base councillor salary

Activities Performance Audit Committee chair

+ 25% of a base councillor salary

 

4.1.3    In addition, 50% of a base councillor salary will be retained for allocation to members of the Resource Management Committee for District Plan review.  This will be payable to all members of the Resource Management Committee at the rate of $100 per day for District Plan review meetings. 

 

4.2     Community Board Members

 

4.2.1    Remuneration for Community Board members and chairs will be made at the full allowable rate determined by the Remuneration Authority, outlined in Appendix A

 

4.3     Subcommittee Members

 

4.3.1    No remuneration is payable to those appointed to subcommittees of Council.

 

 

5.0     EXPENDITURE REIMBURSEMENTS

5.1       Elected members will perform their roles in a manner that is most cost-effective for households and businesses.  Costs for expenses must have a justifiable business purpose, be moderate and conservative having regard to the circumstances, and be appropriate in all respects. 

 

5.2       Where possible, reimbursements will be based on actual incurred costs.  Where an allowance is made, this will be based on a fair and reasonable estimate consistent with the guidelines of the Remuneration Authority.

 

5.3       If applicable, where reimbursements are claimed it must be specified whether amounts are GST exclusive or GST inclusive. 

 

5.4       All actual reimbursements will be submitted on the appropriate form and supported by relevant invoices and/or documentation.

 

5.5       Expense claims will be approved as follows

           

Claim by the:

Approved by

Mayor

The Chair of the Activities Performance Audit Committee

Deputy Mayor

The Mayor

Councillors

The Mayor or Deputy Mayor

 

5.6       Expense claims for Community Board and Subcommittee members will be approved by the Mayor, Deputy Mayor or Chair of the Activities Performance Audit Committee.

 

5.7       No costs will be reimbursed where they are chargeable to others, including private companies.

 

5.8       Expenses for electioneering will not be reimbursed.

 

 

6.0     MILEAGE ALLOWANCE

6.1       The Mayor will be provided with a vehicle that will also be available for his/her private use.  A deduction will be made from his/her salary as determined by the Remuneration Authority.  The Mayor will not be able to claim for vehicle mileage. 

6.2       A mileage claim can be made where an elected member has been required or invited by Council to a meeting on Council business and is travelling in his/her own vehicle and is taking the most direct route reasonable in the circumstances. 

6.3       Where possible every effort should be made to share transport and reduce costs. 

6.4       Mileage claims are based on travel from the elected member’s normal residence to the meeting place. 

6.5       In accordance with the Remuneration Authority’s determination mileage allowance will be paid as follows:

            (a)        For travel to any Council office, mileage allowance will be paid for kilometres travelled beyond 15 km each way (ie, a 30 km round trip).  This distance is calculated from the elected member’s place of residence to the Council office. 

            (b)        For all other Council related travel, mileage allowance will be paid for the total kilometres travelled from the elected member’s place of residence.

6.6       For travel to any Council office where distance does not exceed 15 km each way (ie, a 30 km round trip), no mileage allowance will be paid.

6.7       The mileage rate will be paid at the full rate determined by the Remuneration Authority, outlined in Appendix A

 

 

 

 

7.0       TRAVEL TIME ALLOWANCE

 

7.1       Travel time will be paid to all elected members at the full allowable rate in accordance with the conditions outlined in the determination of the Remuneration Authority, outlined in Appendix A.

7.2       In accordance with the Remuneration Authority’s determination this allowance will only be paid where travel time exceeds 1 hour within a day.

7.3       In accordance with the Remuneration Authority’s determination, payment of travel time allowance will not be paid for positions which are considered to be full time.  Therefore, travel time allowance will not be paid to the Mayor. 

 

 

8.0     COMMUNICATIONS ALLOWANCE

 

8.1       An allowance will be paid to Councillors where they supply their own hardware for use in Council business.  No allowance is payable in respect of items provided by Southland District Council. 

 

8.2       The allowance for communications and technology will be paid at the full allowable rate determined by the Remuneration Authority, outlined in Appendix A.  The Mayor shall be provided with a mobile phone, laptop or tablet and accessories, and a broadband connection in lieu of the allowance.

 

8.3       No communications allowance is payable to Community Board members and members of Council subcommittees.

 

9.0     CONFERENCES, SEMINARS AND TRAINING

 

9.1       Conferences, courses, seminars or training events must contribute to the elected members’ ability to carry out council business. 

 

9.2       All elected members are entitled to payment of actual and reasonable registration, travel, accommodation, meal and related incidental expenses (including travel insurance) incurred in attendance at conferences, courses, seminars or training events, held both within New Zealand and overseas, subject to:

 

(a)        Related expenditure being accommodated within existing budgets, and

(b)        The appropriate approvals as outlined in this policy.

 

9.3       In respect of the Mayor, prior approval of the Deputy Mayor or Chair of Activities Performance Audit Committee is required for travel within New Zealand for Council business; attendance at conferences, courses, training events, seminars or other purposes associated with the position of Mayor. 

 

9.4       In respect of Councillors; attendance at these events when held in New Zealand must be approved by the Mayor and either the Deputy Mayor or Chair of Activities Performance Audit Committee.

 

9.5       In respect of Community Board and Community Development Area Subcommittee members; attendance at these events when held in New Zealand, prior approval must be obtained from the Mayor, Deputy Mayor or Chair of Activities Performance Audit Committee.

 

9.6       Attendance at conferences, courses, seminars or training events held overseas must be approved by the Council.

10.0     TRAVEL AND ACCOMMODATION

 

10.1     Where possible all travel arrangements will be made through the Executive Assistant to the Mayor. 

 

10.2     Where possible costs will be charged to Council; otherwise all fair and reasonable costs will be reimbursed.

 

10.3     Travel will be arranged in a manner that represents public value in consideration of location, timing and cost.  As appropriate, Council may choose to arrange air travel, travel by hire vehicle, travel by sea, travel by taxi or travel by bus. 

 

10.4     Taxi chits issued for travel to approved meetings or conferences will be used only for business purposes of Council.  Where a taxi chit has been obtained for purposes other than travel to approved meetings and conferences, any claim must be accompanied by appropriate documentation and reasons for the claim.

 

10.5     Unless otherwise approved, all international air travel will be economy class.  Stopovers during international air travel will be approved on a case-by-case basis.

 

10.6     Frequent flyer points earned by elected members on Council business may be used for private travel.

 

10.7     Due to the significant amount of air travel undertaken by the Mayor, Council will pay for membership of an Airline Club (such as the Koru Club).

 

10.8     Private accommodation may be used on occasions where it is considered appropriate and is approved by the Mayor, Deputy Mayor or Chair of Activities Performance Audit Committee.  If private accommodation is used, reimbursement will be fair and reasonable and will not exceed the cost of obtaining accommodation or meals from another source such as a motel or hotel.

 

10.9     Where Council approves the attendance of the spouse/partner of the Mayor or any Councillor at conferences or meetings, fair and reasonable actual costs will be reimbursed.


 

APPENDIX A

SCHEDULE OF REMUNERATION AND REIMBURSEMENT AMOUNTS

 

 

Remuneration of the Mayor and Councillors

Mayor                                                                                    $104,301[1]

Deputy Mayor                                                                         $36,019

Policy Review Committee Chair                                             $30,874

Venture Southland Director                                                     $29,587

Activities Performance Audit Committee Chair                      $32,160

Councillor                                                                                $25,728

 

Available to Resource Management Committee during the District Plan, 50% of a Councillor salary, paid $100 per day.

 

Expenditure Reimbursement for the Mayor and Councillors

Mileage Rate (first 5,000 km per annum)                           0.74 per km

Mileage Rate (above 5,000 km per annum)                       0.37 per km

 

Personal Computer                                                       $150 per annum

Electronic Tablet                                                           $150 per annum

Printer                                                                             $40 per annum

Telephone                                                                       $60 per annum

Internet Connection (maximum)                                  $250 per annum

Telephone/Mobile Phone Calls (maximum)                 $400 per annum

 

Salary of Community Boards

 

Chairperson

Member

Edendale/Wyndham Community Board

$4,510

$2,255

Otautau Community Board

$7,175

$3,588

Riverton/Aparima Community Board

$6,355

$3,178

Stewart Island/Rakiura Community Board

$2,665

$1,333

Te Anau Community Board

$10,250

$5,125

Tuatapere Community Board

$4,305

$2,153

Wallacetown Community Board

$2,665

$1,333

Winton Community Board

$8,815

$4,408

 

Travel time allowance is paid at a rate of $37.50 per hour for travel that exceeds one hour per day.  Travel time is payable to elected members who are not considered to be full time and is only payable for travel relating to Southland District Council business.  Travel time allowance is payable in respect of the quickest form of transport reasonable in the circumstances.

 


Te Anau Community Board

06 July 2016

 


 


Te Anau Community Board

06 July 2016

 


 


Te Anau Community Board

6 July 2016

sdclogo

 

Te Anau Airport Manapouri Works and Finance Report - May 2016

Record No:        R/16/6/9245

Author:                 Ian Marshall, Group Manager Services and Assets

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                             Recommendation                        Information

 

  

 

1        Attached is the Te Anau Airport Manapouri Works and Finance report for May 2016.

 

Recommendation

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Manapouri Works and Finance Report - May 2016” dated 17 June 2016.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

Attachments

a         Te Anau Airport Manapouri Works and Finance Report - May 2016 View    

 


Te Anau Community Board

06 July 2016

 


Te Anau Community Board

6 July 2016

sdclogo

 

Te Anau Airport Manapouri Manager's Report - May 2016

Record No:        R/16/6/9228

Author:                 Ian Marshall, Group Manager Services and Assets

Approved by:       Ian Marshall, Group Manager Services and Assets

 

  Decision                             Recommendation                        Information

 

  

 

1        The Airport Manager’s report discusses operational issues, aircraft movements, operator changes and management matters.

2        The Airport Manager’s report is attached.

 

Recommendation

That the Te Anau Community Board:

a)         Receives the report titled “Te Anau Airport Manapouri Manager's Report - May 2016” dated 15 June 2016.

b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

Attachments

a         Te Anau Airport Manapouri Manager's Report - May 2016 View    

 


Te Anau Community Board

06 July 2016

 


 

   

 


Te Anau Community Board

06 July 2016

sdclogo

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

 

Recommendation

 

That the public be excluded from the following part(s) of the proceedings of this meeting.

C10.1 Te Anau Airport Customer Engagement Process

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

Te Anau Airport Customer Engagement Process

s7(2)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information.

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

That the public conduct of the whole or 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.

 



[1]       Before adjustment for private use of motor vehicle of $4,247.