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Balfour Community Development Area Subcommittee

UNCONFIRMED

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Balfour Community Development Area Subcommittee held in the Balfour Hall, Queen Street, Balfour on Wednesday, 24 August 2016 at 8pm.

 

present

 

Chairperson

Ruby Baird

 

Deputy Chairperson

John Turner

 

Members

Darryl Black

 

 

Stephen  Black

 

 

Reg Dawson

 

 

 

Councillor

Paul Eaton

 

Brian Dillon

 

 

IN ATTENDANCE

 

Committee Advisor

Rose Knowles

 

Community Engineer

Community Partnership Leader

Bruce Miller

 

Kelly Tagg

 

 


Balfour Community Development Area Subcommittee

24 August 2016

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1          Apologies

 

There were no apologies received.

 

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

 

There were no persons seeking speaking rights at this meeting.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

Resolution

Moved Member Turner, seconded Member Dawson

That the minutes of Balfour Community Development Area Subcommittee meeting held on 25 May 2016, be confirmed.

 

Reports

 

7.1

Action Sheet

Record No:         R/16/8/13406

The Action sheet was circulated for Members information.

Issues arising included the following:

·         Ongoing investigations into LED lighting for Christmas and the Anzac Memorial.

·         Waiting on other areas to decide on quantities to complete a bulk order for the rubbish bins.

·         Balfour sign on former Railway Shed – awaiting for lettering from Canvart.

 

 

 

 

Resolution

Moved Member Dawson, seconded Member Turner

That the Balfour Community Development Area Subcommittee:

a)    Receives the report titled “Action Sheet” dated 16 August 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 June 2016

Record No:         R/16/7/10668

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

Issues noted by the subcommittee included;

·         The footpath outside the engineering shop is not a trip hazard and should be addressed when replacement is due. This area was cracked prior to crossing reinstatements.

 

·         New company that supplies lighting for townships been sourced, and they have 12 metre strings available.

 

·         Quotes for the rubbish bins included in the report with photos.

 

The subcommittee requested the Community Engineer to purchase 3 strings of the lights and order 8 new rubbish bins for the township.

 

 

 

Resolution

Moved Member Eaton, seconded Member Turner

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 June 2016” dated 19 August 2016.  

 

b)         Requests the Community Engineer to purchase 3 strings of lighting for the main street of Balfour and 8 new rubbish bins for the township. 

 

 

7.3

Elected Members' Expense Reimbursements and Allowances

Record No:         R/16/7/10229

Report by Sheree Marrah, Finance Manager, regarding Elected Members’ Expense Reimbursements and allowances, was tabled.

 

Mrs Marrah advised the purpose of the 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.

 

Members noted the revised policy amendments were adopted by Council on 8 June 2016 and are effective from 1 July 2016.  The subcommittee was advised that 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.

 

Mrs Marrah informed 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.

Mrs Marrah explained 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.

 

The subcommittee noted 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.

 

Mrs Marrah advised that 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.

 

In regard to the funding of any such claims the subcommittee was informed 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.

 

Mrs Marrah advised 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.

 

The subcommittee noted payment of allowances and reimbursements will be funded from local operating budgets of the relevant Community Board or Subcommittee.

 

 

 

 

 

 

 

Resolution

Moved Member Black, seconded Member Turner

That the Balfour Community Development Area Subcommittee:

a)      Receives the report titled “Elected Members' Expense Reimbursements and Allowances” dated 4 July 2016.

 

 

 

7.4

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

Record No:         R/16/7/11821

Report by Steven Watson, Community Development Planner, on Community Development update, was tabled.

Issues noted by the subcommittee included;

·         Staff changes at Venture Southland

·         Balfour Plunket Rooms report

·         Health & Safety Workshops

·         Community Organisation and Volunteer Futures Project

·         Southland Cycling Strategy

 

 

 

Resolution

Moved Member Dawson, Seconded Member S Black

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.

 

 

8.0     Updates

 

8.1     Chairperson’s Report

 

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

 

·      Balfour School Walk Run event in February 2017

·      Trimming of park trees

·      Chairs meeting in Invercargill

·      Balfour Plunket rooms

·      Community Conversation meeting in Riversdale

 

 

8.2     Local Liaison Person’s Report

 

          Sports Ground

Member S Black advised that the mower will be renewed in 2017 and that they are investigating diesel heating for the building and options for the old pavilion.

 

          Cemetery

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

 

 

 

 

 

 

 

8.3     Councillor’s Report

 

          Councillor Dillon reported on matters from the District Council table. These included;

 

·         Otago/Southland Regional Transport meeting

·         Road Safety Group

·         Forestry update

·         Cycletrail update

·         Te Anau Wastewater issues

·         Meeting with Waikaia residents and Venture Southland to investigate a cycletrail in their area

·         Local Government Elections

 

 

 

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 24 AUGUST 2016

 

 

 

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

 

 

 

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