Agenda of Lumsden Community Development Area Subcommittee

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Lumsden Community Development Area Subcommittee

OPEN MINUTES

Minutes of a meeting of Lumsden Community Development Area Subcommittee held in the SDC Office, Lumsden on Monday, 13 June 2016 at 6pm.

present

Chairperson	Robin Scott
Deputy Chairperson	Karen Blakemore
Members	Evan Hankey
	Chris Palmer
Councillor	Colin Walker John Douglas

IN ATTENDANCE

Committee Advisor

Rose Knowles

Community Engineer

Community Partnership Leader

Manager, Environment Health

Bruce Miller

Kelly Tagg

Michael Sarfaiti

PUBLIC GALLERY Brian Ross

1 Apologies

Moved Member Blakemore, seconded Member Walker and resolved;

That the apology for non-attendance lodged by Member Maclean 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 Councillor Douglas, seconded Member Hankey

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

Mr B Ross tabled correspondence regarding his concerns at the Freedom Camping in the Railway precinct in Lumsden.

Issues raised included;

· Unhappy with the Freedom Campers in tents by the trees in front of his premises.

· No future for local development.

· Lack of enforcement of the rules (tents being left up).

· Increased numbers predicted for next year.

· Consideration of our views and move them away from in front of the Motels.

· Closeness to the playground.

· No freedom camping in other countries.

· Campers playing loud music.

· Not against freedom camping, tenters only problem

The Chairman expressed appreciation to Mr Ross for his attendance at the meeting and presentation to the subcommittee.

Moved Member Walker, seconded Member Hankey

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 Blakemore, seconded Member Palmer

That the minutes of Lumsden Community Development Area Subcommittee meeting held on 11 April 2016, be confirmed.

Reports

7.1

Lumsden Community Development Area Subcommittee - Action Sheet 13 June 2016

Record No: R/16/6/8644

The Action sheet was circulated for Members information.

Issues arising included the following;

The new playground equipment has been ordered and the Plunket Society are contributing 50% of the costs.
Investigation continuing with Flag Trax regarding the new street flags.
Southroads have commenced work on the Meadow Street, drainage project.
Investigating different options with a new product to seal the dump station area at the former Railway Station.

Resolution

Moved Member Hankey, seconded Member Walker

That the Lumsden Community Development Area Subcommittee:

a) Receives the report titled “Lumsden Community Development Area Subcommittee - Action Sheet 13 June 2016” dated 8 June 2016.

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

7.2

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

Record No: R/16/5/7740

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

Issues noted by the subcommittee included;

The new playground equipment will be constructed where the swings are, Members to decide where swings to be moved to.
Subcommittee need to decide on projects for the next estimates meeting in December.
Quotes being sort for the sealing of around the former Railway Station.

Resolution

Moved Member Blakemore, seconded Member Hankey

That the Lumsden Community Development Area Subcommittee:

a) Receives the report titled “Works and Finance Report to Lumsden Community Development Area Subcommittee for the period ended 30 April 2016” dated 7 June 2016.

7.3

Bylaw Review Process

Record No: R/16/4/5197

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 Walker, seconded Member Hankey

That the Lumsden 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/16/4/5650

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.

Recommendation

Moved Member Blakemore, seconded Member Hankey

That the Lumsden Community Development Area Subcommittee:

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) 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

Endowment Land Occupation, Lumsden

Record No: R/16/5/6978

1 Report by Mrs Virginia Dillon (Property Office) to consider a recommendation that grazing of stock on the municipal endowment land located at 8 Vaga Street, 4 Juno Street and 21 Athol Five Rivers Road be approved to the adjoining landowners, was tabled.

2 The subcommittee note that the lands at 8 Vaga Street, 4 Juno Street and 21 Lumsden Five Rivers Road are municipal endowment land that is currently grazed by Willy Menlove (8 Vaga Street) and Andrew and Tracy Sinclair (balance lands).

4 The current rental payable is $100.00 plus GST per annum per parcel with both parties indicating that they wish to continue grazing stock on the land.

Resolution

Member Blakemore, seconded Member Palmer

That the Lumsden Community Development Area Subcommittee:

a) Receives the report titled “Endowment Land Occupation, Lumsden” dated 8 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.

d) Resolves that the occupancy for grazing of Section 1, Block XXVII, Town of Lumsden located at 8 Vaga Street, Lumsden be offered to William Edward Menlove for a term of two years from 1 August 2016 at an annual rental of $100.00 plus GST.

e) Resolves that the occupancy for grazing of Section 1, Block XXVI, Town of Lumsden located at 4 Juno Street, Lumsden and Section 1, Block XXVIII, Town of Lumsden located at 21 Lumsden Fiver Rivers Road, Lumsden be offered to Andrew and Trudy Sinclair for a term of two years from 1 August 2016 at an annual rental of $100.00 plus GST per parcel.

8.0 Updates

8.1 Chairperson’s Report

The Chairman, Rob Scott, reported on matters with which he has been involved since the subcommittee’s last meeting.

· Meeting at Recreation Grounds with Area Engineer and Property Manager

· Lumsden Cricket Club request to use the Recreation Grounds and rooms

· Funding from Meridian for $3000 to cover project at the Memorial Hall

· Attendance at the St Johns Op Shop opening

· Lumsden Heritage Trust proposal to get carriages lease extended

8.2 Committee Reports

Community Housing - Member Palmer advised that he is resigning from his position as Liaison Person for Community Housing. Member Walker will continue as the local liaison person.

Information Centre – Member Palmer advised that the heat pump has been repaired.

Hall – Member Hankey advised that the plumber will be upgrading the plumbing system soon and that a verandah is to be constructed over the kitchen doors.

8.3 Councillor’s Report

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

· Cycle trail update

· Community Conversations Meeting

· Chatham Island Visit

· Local Government Elections

· Haast Road update

The meeting concluded at

7.50pm 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 Lumsden Community Development Area Subcommittee HELD ON 13 JUNE 2016.

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

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

Activity	Project	Type	Year	Budget	Status	Officer’s Comments
Community Centres	Exterior repaint	MAINT PLAN	1516	$19,000.00	Design	In progress - weather dependent.
Roading and Transport	Footpath replacement	LOS	1516	$68,000.00	Design	This job will begin at the end of March.
Sewerage	Install guide rails to pump station	LOS	1516	$40,000.00	Completed	Completed.
Sewerage	New manhole at pump station	LOS	1516	$24,000.00	Deleted	Not required - Alternative methodologies adopted to repair wet well.
Sewerage	Pumps	REN	1516	$8,763.00	Completed	Completed.
Stormwater	Investigation studies in relation to reticulation renewal	LOS	1516	$20,000.00	Investigation	Bonish engaged for survey and options - expected expenditure $9,000.

Lumsden Community Development Area Subcommittee

15 August 2016

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Elected Members' Expense Reimbursements and Allowances

Record No: R/16/7/10215

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 Lumsden Community Development Area Subcommittee:

a) Receives the report titled “Elected Members' Expense Reimbursements and Allowances” dated 10 August 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

Lumsden Community Development Area Subcommittee

15 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.

Lumsden Community Development Area Subcommittee

15 August 2016

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Report to Lumsden Community Development Area Subcommittee - 15 August 2016 - Venture Southland Update on Community Initiatives

Record No: R/16/7/11799

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 in a Community Development Planner capacity. Other planner’s areas of responsibility are as follows:

Tina Harvey – Waihopai/ToeToes and Winton

Diana Zadravec – Tuatapere, Te Anau and Manapouri

Kathryn Cowie – Waiau/Aparima and Wallacetown

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.

Lumsden Hall

In April 2016 Venture Southland assisted Lumsden CDA with an application to the Meridian Energy White Hill Fund, for funding towards the Lumsden Hall upgrade. This funding application was successful and $3000 was secured for 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.

Northern Southland Town Map

The Around the Mountains Cycle Trail map has proved to be very popular with visitors to the area, although anecdotal information has advised that some use of the map has been for navigating around the Northern Southland town centres, not necessarily for cycle trail information.

To meet the need of visitors navigating around the Northern Southland town centres, Venture Southland have developed a complimentary map. This map is smaller in size and details the town centres for Mossburn, Lumsden, Athol, Garston and Five Rivers.

This new map is in the final design stages.

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

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, which 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.

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 ensure 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 Lumsden Community Development Area Subcommittee:

a) Receives the report titled “Report to Lumsden Community Development Area Subcommittee - 15 August 2016 - Venture Southland Update on Community Initiatives” dated 27 July 2016.

Attachments

There are no attachments for this report.

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

Sewerage	$29,989
Water	$5,489