Agenda of Balfour Community Development Area Subcommittee

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

Committee 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 Balfour Community Development Area Subcommittee, 25

May 2016

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Balfour Community Development Area Subcommittee

OPEN MINUTES

Minutes of a meeting of Balfour Community Development Area Subcommittee held in the Balfour Hall on Wednesday, 25 May 2016 at 8pm.

present

Chairperson	Ruby Baird
Deputy Chairperson	John Turner
Members	Darryl Black
	Stephen Black
	Reg Dawson
	Paul Eaton

IN ATTENDANCE

Committee Advisor

Rose Knowles

Community Engineer

Community Partnership Leader

Bruce Miller

Kelly Tagg

PUBLIC GALLERY Hannah Blakely

1 Apologies

Moved Member Eaton, seconded Member Turner and resolved;

That the apology for non-attendance lodged by Councillor Dillon be accepted.

2 Leave of absence

There were no requests for leave of absence.

3 Conflict of Interest

There were no conflicts of interest declared.

4 Public Forum

Moved Member Dawson, seconded Member D Black

and resolved that the subcommittee go into Public Forum to allow members of the public to speak.

Mrs H Blakely addressed the meeting on Balfour Plunket issues which included the following;

· Southland Times requesting information on the Balfour Plunket Rooms being sold, which is not the case.

· Balfour Plunket operates on fundraising.

· The Rooms are in need of an upgrade and are very cold.

· The Committee are researching different options for leasing or selling of the rooms if required.

· Option of moving in with the Balfour Playcentre being investigated.

· The building belongs to Northern Southland Plunket and soon will be owned by Southland Plunket.

· Council are now paying for the use of the toilet for public use which has eased the Society’s financial pressures.

The Chairman expressed appreciation to Mrs Blakely for her attendance at the meeting and presentation to the subcommittee.

Moved Member Turner, seconded Member D Black

and resolved that the Public Forum be closed and the subcommittee return to the formal meeting.

5 Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6 Confirmation of Minutes

Resolution

Moved Member Dawson, seconded Member Turner

That the minutes of Balfour Community Development Area Subcommittee meeting held on 24 February 2016, be confirmed.

Reports

7.1

Action Sheet - Balfour CDA

Record No: R/16/5/7184

The Action sheet was circulated for Members information.

Issues arising included the following;

Railway Shed letters being produced by Canvart, Lumsden
Large tree in the Balfour park has been removed and used for firewood.
Lighting project for the Anzac Memorial options are being investigated.
Seven township rubbish bins need replacing. A district order will be placed as many township are in need of new bins. Southroads will install once received.

Resolution

Moved Member Eaton, seconded Member Turner

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Action Sheet - Balfour CDA” dated 16 May 2016.

b) Notes the responses from staff on the action sheet.

7.2

Works and Finance Report to Balfour Community Development Area Subcommittee for the period ended 30 April 2016

Record No: R/16/5/6460

Works and Finance report to Balfour Community Development Area Subcommittee for the period ended 30 April 2016, was tabled.

Issues noted by the subcommittee included;

The stop sign and the 50km sign at the Balfour School have been reported to the Safe Systems Roading Engineer.
Broken accessway at 81 Queen Street will be investigated.

Resolution

Moved Member Eaton, seconded Member S Black

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Works and Finance Report to Balfour Community Development Area Subcommittee for the period ended 30 April 2016” dated 16 May 2016.

7.3

Bylaw Review Process

Record No: R/16/4/5179

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.

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

The subcommittee 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 Development Area Subcommittees are asked to make submissions during the consultation period and individual members can engage during pre-consultation sessions in May.

Resolution

Moved Member S Black, seconded Member Turner

That the Balfour Community Development Area Subcommittee:

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

7.4

Draft Unmanned Aerial Vehicles Policy

Record No: R/16/4/5638

RepoReport 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 subcommittee regarding local areas that should be considered for restriction or prohibition of unmanned aerial vehicle use.

In discussing the report members considered there were no local areas that could be affected by the use of unmanned vehicles.

Resolution

Moved Chairman Baird, seconded Member Turner

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Draft Unmanned Aerial Vehicles Policy” dated 18 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) Advised that it considers there are no local areas that should be considered as restricted or prohibited areas for the use of unmanned aerial vehicles.

7.5

Balfour Plunket Rooms and Public Toilets Investigation

Record No: R/16/5/6642

Report by Steven Watson (Community Development Planner) outlining his findings of an investigation into the relationship between the Balfour Plunket Society and the Balfour CDA/Southland District Council in respect to the Balfour Plunket Rooms, was tabled.

The subcommittee noted that the land and buildings are registered in the name of the Royal New Zealand Plunket Society and that the toilets have always been available for public use and are serviced and maintained by the Southland District Council.

Resolution

Moved Chairman Baird, seconded Member Eaton

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Balfour Plunket Rooms and Public Toilets Investigation” dated 9 May 2016.

7.6

Community Partnership Leader - Overview of role

Record No: R/16/5/6280

The Community Partnership Leader – Overview of Role report prepared by the

Community Partnership Leader Mrs Kelly Tagg, was tabled.

Mrs Kelly Tagg (Community Partnership Leader, Northern and Western Southland)

provided an update to the CDA on the newly established Community Partnership

Leader positions and the role they will have in the community going forward.

Resolution

Moved S Black, seconded Member Eaton

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Community Partnership Leader - Overview of role” dated 2 May 2016.

8.0 Updates

8.1 Chairperson’s Report

The Chairman, Ruby Baird, reported on matters with which she has been involved since the subcommittee’s last meeting.

· Chairs meeting in Invercargill

· Health and Safety

· Spraying Issues

· Untidy section in the township

· Monument at Recreation Grounds

8.2 Local Liaison Person’s Report

Water Supply - Member Eaton advised that water line plans through private properties needs update and is being investigated.

Cemetery – Member Dawson advised that a new information Kiosk is being investigated.

8.3 Councillor’s Report

Councillor Dillon was absent from the meeting, hence no Councillor’s report.

The meeting concluded at

9.40pm 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 Balfour Community Development Area Subcommittee HELD ON 25 MAY 2016

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

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

Balfour Community Development Area Subcommittee

24 August 2016

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Elected Members' Expense Reimbursements and Allowances

Record No: R/16/7/10193

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 Balfour Community Development Area Subcommittee:

a) Receives the report titled “Elected Members' Expense Reimbursements and Allowances” dated 4 July 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

Balfour Community Development Area Subcommittee

24 August 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;

(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.

Balfour Community Development Area Subcommittee

24 August 2016

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Report to Balfour Community Development Area Subcommittee - 24 August 2016 - Venture Southland Update on Community Initiatives

Record No: R/16/7/11821

Author: Steven Watson, Community Development Planner

Approved by: Rex Capil, Group Manager Community and Futures

☐ Decision ☐ Recommendation ☒ Information

1 Community Development Update

The purpose of this report is to provide an update on staff changes within the Venture Southland Community Development Team, and to report on community development initiatives and projects regionally, and within the Mararoa Waimea Ward.

2 Staff Changes

Nicola Wills has recently been appointed as Community Development Team Leader. She will also be looking after Stewart Island, Te Anau and Manapouri in a Community Development Planner capacity. Other planner’s areas of responsibility are as follows:

Tina Harvey – Waihopai/ToeToes and Winton

Kathryn Cowie – Waiau/Aparima, Wallacetown and Tuatapere

Steven Watson – Maraoa/Waimea

3 Local Initiatives

Venture Southland remains focussed on working alongside diverse local communities in rural Southland and undertakes local community planning to ensure priorities are identified and addressed. This supports the Southland District Council’s approach to community development and most importantly, supports community organisations to achieve their goals for the benefit of their local communities.

Balfour Plunket Rooms Report

In May 2016 the Balfour CDA requested Venture Southland to complete a report on the history of the Balfour Plunket Rooms and attached public toilets. The completed report has been presented to the Balfour CDA.

In the wider areas surrounding Northern Southland the following are some of the projects that Venture Southland has assisted with:

Lumsden Hall

In April 2016 Venture Southland assisted the Lumsden CDA with an application to the Meridian Energy White Hill Fund and Community Initiatives Fund requesting funding towards the Lumsden Hall upgrade. Funding of $5000 has been secured towards the project.

Lumsden Heritage Trust

Venture Southland assisted the Lumsden Heritage Trust with their proposal to the Southland District Council for the lease of Railway Carriages from Wairio. Ongoing assistance will be provided to the Lumsden Heritage Trust as they progress with this project.

Northern Southland Development Trust

The purpose of the Northern Southland Development Trust is a collective approach towards the marketing of the Northern Southland region.

Venture Southland has assisted the Trust with funding applications to Southland Regional Heritage Fund, Northern Southland Development Fund and Community Initiatives Fund for the updating and printing of the Northern Southland Heritage Brochure. These funding applications were successful with $3250 received.

Venture Southland also assisted the Trust with their AGM in June.

Mossburn Information Kiosk

In April 2016 Venture Southland assisted the Mossburn CDA with their renovation of the Mossburn Information kiosk. A funding application to the Meridian Energy White Hill Fund was successful and the Mossburn CDA received $3600 towards the renovation. This complimented the existing funding received in September 2015 from Northern Southland Development Fund and Southland District Council Community Initiatives Fund.

Mossburn Rugby Club

Venture Southland has assisted the Mossburn Rugby Club with funding for the upgrade of the rugby grounds. Funding of $3000 was successfully secured from Northern Southland Development Trust and Community Initiatives Fund towards this project

Switzers Waikaia Museum Redevelopment

Venture Southland continues to work alongside the Switzers Waikaia Museum Committee to redevelop their museum. This partnership has been going for 15 years and it is exciting to see recent progress with construction of the new museum building. Venture Southland has performed varied roles including searching for, securing and accounting for funding as well overall project planning support etc.

4 Regional Initiatives

Health & Safety Workshops for Volunteers & Community Groups

Venture Southland, in partnership with the Southland Community Law Centre, has held a series of FREE informational workshops throughout the region on the new Health and Safety at Work law. Presented by Denise Lormans (Southland Community Law Centre Manager), these workshops were designed to enlighten and educate Not-for-Profit organisations and their volunteers, trustees and committees on the new legislation - using plain English - whilst also providing some practical guidelines. These workshops took participants through Hazard Risk Management and provided some ideas on how to write up a safety plan for their organisation. It also covered director / governance duties along with due diligence implications.

There were several workshops held throughout the district, which were very well attended:

Invercargill Monday 23^rd May 45 attendees

Gore Thursday 2^nd June 34 attendees

Lumsden Tuesday 7^th June 22 attendees

Wyndham Wednesday 8^th June 35 attendees

Winton Tuesday 14^th June 46 attendees

Otautau Thursday 16^th June 36 attendees

Te Anau Thursday 23^rd June 40 attendees

Community Organisation and Volunteer Futures Project

This will be an integral piece of work that Venture Southland will complete collaboratively with Southland District Council’s Community and Futures team. The brief is currently being developed, but will be associated with gaining an insight into the current state of community organisations and the volunteer sector in Southland. This information would provide baseline data which would then help inform decision making and ensure that the needs are understood from the community’s perspective and resource can be targeted appropriately. This research follows on/updates from the work that was facilitated by Venture Southland and the Community Trust of Southland on the volunteer sector in 2010.

Southland Cycling Strategy

There is a lot of interest in cycling at the moment and Venture Southland is facilitating the development of a joint strategy undertaken with the four Councils and key cycling organisations. This piece of work which has involved a range of community consultation will ensure that there is a regional perspective on cycling and the opportunities and challenges associated with it. The process is tracking according to schedule with the draft report due in August.

Recommendation

That the Balfour Community Development Area Subcommittee:

a) Receives the report titled “Report to Balfour Community Development Area Subcommittee - 24 August 2016 - Venture Southland Update on Community Initiatives ” dated 3 August 2016.

Attachments

There are no attachments for this report.

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