Agenda of Nightcaps Community Development Area Subcommittee

Nightcaps Community Development Area Subcommittee

09 August 2016

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TABLE OF CONTENTS

ITEM PAGE

Procedural

1 Apologies 4

2 Leave of absence 4

3 Conflict of Interest 4

4 Public Forum 4

5 Extraordinary/Urgent Items 4

6 Confirmation of Minutes 4

Reports

7.1 Action Sheet 11

7.2 Works and Finance to Nightcaps Community Development Area Subcommittee for the period ended 30 June 2016 13

7.3 Elected Members' Expense Reimbursements and Allowances 19

7.4 Venture Southland Update on Community Initiatives 33

7.5 Response from Ministry of Social Development 37

UPDATES

8.1 Local Liaison Persons Report

• Township Works – Wayne Williams, Jamie Shepherd, Bev Evans

• Parks & Reserves – Bill Brown, Annette Blackler, Mark Marnane

• Community Housing – Bev Evans, Annette Blackler

• Hall – Jamie Shepherd, Bev Evans, Wayne Williams

• Ohai/Nightcaps/Wairio Water Supply – Bill Brown, Mark Marnane

• Ohai/Nightcaps & Districts Doctors House & Surgery Committee – Bev Evans

• Library – Bev Evans

• Mines – Mark Marnane, Wayne Williams, Bev Evans

8.2 Chairperson’s Report

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

8.3 Councillor’s Report

Councillor Baird to report on activities from the District Council table.

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 Nightcaps Community Development Area Subcommittee, 10 May 2016

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Nightcaps Community Development Area Subcommittee

OPEN MINUTES

Minutes of a meeting of Nightcaps Community Development Area Subcommittee held in the Nightcaps Hall, Johnston Road, Nightcaps on Tuesday, 10 May 2016 at 5.40pm.

present

Chairperson	Bev Evans
Members	Annette Blackler
	Bill Brown
Councillor	Stuart Baird

IN ATTENDANCE

Community Engineer	Leighton Hare
Team Leader, Governance	Chris Dolan
Community Partner Leader	Kelly Tagg
Committee Advisor	Alyson Hamilton

1 Apologies

Moved Member Blackler, seconded Member Brown and resolved:

That the Nightcaps Community Development Area subcommittee accept the apologies lodged by Members Williams and Shepherd.

2 Leave of absence

There were no requests for leave of absence received.

3 Conflict of Interest

There were no conflicts of interest declared.

4 Public Forum

There were no members of the public seeking speaking rights in the Public Forum section of the meeting.

5 Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6 Confirmation of Minutes

Resolution

Moved Member Evans, seconded Member Brown and resolved:

That the minutes of Nightcaps Community Development Area Subcommittee meeting held on 16 February 2016 be confirmed as a true and correct record.

Reports

7.1	Works and Finance Report to Nightcaps Community Development Area Subcommittee for the period ended 31 March 2016 Record No: R/16/4/5817
	The Works and Finance Report for the period ended 31 March 2016, was tabled. Items drawn to the attention of the subcommittee included; Repainting work undertaken to ANZAC gate Replacement of lock on public toilet door Request for staff to ascertain heritage brochure costings; funding was received from the Heritage Fund.
	Resolution Moved Member Blackler, seconded Cr Baird and resolved: That the Nightcaps Community Development Area Subcommittee: a) Receives the report titled “Works and Finance to Nightcaps Community Development Area Subcommittee for the period ended 31 March 2016”.
7.2	Bylaw Review Process Record No: R/16/4/5201
	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 to consultation and review proposed. 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 Evans, seconded Member Blackler and resolved: That the Nightcaps Community Development Area Subcommittee: a) Receives the report titled “Bylaw Review Process” dated 12 April 2016.

7.3	Draft Unmanned Aerial Vehicles Policy Record No: R/16/4/5652
	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 feedback is sought from the Board regarding local areas that should be considered for prohibition or restriction of unmanned aerial vehicle use. In discussing the report members considered areas that could be affected by the use of unmanned aerial vehicles and felt there were none affecting the Nightcaps area.

	Resolution Moved Chairperson Evans, seconded Member Brown and resolved: That the Nightcaps 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) 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.

NOTE: Chris Dolan left the meeting at this point.

7.4

Community Partnership Leader - Overview of role

Record No: R/16/5/6279

Report by Kelly Tagg, Community Partnership Leader, Northern and Western Southland, providing an update on the newly established Community Partnership positions and the role they will have in the community, was tabled.

Mrs Tagg gave an overview of her role highlighting the areas with which she will be involved and clarifying how her role will lead Community Boards and CDA’s into a broader scope of community involvement and align community initiatives to a district and regional approach.

Resolution

Moved Member Evans, seconded Cr Baird and resolved:

That the Nightcaps Community Development Area Subcommittee:

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

Updates

8.1

Local Liaison Persons Report

Township works - gutters being swept, water leaks have been reported and town looking tidy

Parks and Reserves - flax has been trimmed back at the reserve, some spraying work to be undertaken to gorse/broom.

Dr Woods Memorial Park hedge looking untidy; Community Engineer to undertake a follow-up inspection.

Community Housing - minor maintenance work has been undertaken at the flats, some shrubbery has been removed to be replaced with rhododendron kindly donated by Member Blackler.

The Chair expressed appreciation to Member Blackler for her kind donation.

Water Supply - Member Brown reported staff are checking historic agreements between farmers and Council in regards to rural property connections to the town water scheme.

Ohai/Nightcaps and Districts Doctors House and Surgery Committee - Member Evans expressed disappointment at the cancellation of a recent meeting due to members unavailability.

Library – The Chair expressed concern at the lack of heating in the school library whilst the Council librarian and library users are in attendance. The heating is turned off at the end of the school day. The subcommittee requested staff write to the Board of Trustees requesting consideration be given that the heating be left on in the library from 3.15pm to 5.00pm on library days.

Moved Member Evans, seconded Member Blackler and resolved:

That the Nightcaps Community Development Area Subcommittee:

a) Requests that staff forward a letter to the Takitimu Primary School requesting consideration be given that the heating be left on in the library for the period that the library is open.

8.2	Chairperson's Report
	The Chairperson, Member Evans reported on matters with which she has been involved since the subcommittee’s last meeting. This included the following; § Attendance at meeting with the mines § Apology for non-attendance at the recent NZ Community Boards Executive Committee workshop § Township looking good – appreciation to the contractors involved § Concern at vehicles parking on grass verges and causing damage § Aged dishwasher being removed from the Hall – to be given away Request for staff to write to Ohai Nightcaps Lions Club in regards to a project to install an information kiosk at the Wairio Cemetery and seeking their assistance for a check of the headstones at the Cemetery to ensure correct information is placed on the kiosk. The meeting agreed to a donation of $200 toward the Lions Group. Member Evans raised the issue of a resource consent application that has been lodged with Council by Wendy Renton to allow horses to be grazed within the Nightcaps township which Member Evans advised under the current “Keeping of Animals, Poultry and Bees Bylaw 2010” is not a permitted activity. The meeting felt that due to previous issues with horses being grazed within the township i.e. lack of feed, upkeep of water and removal of waste, which is offensive to adjoining property owners that the Chair liaise with the Resource Planning Officer to express her concerns.
	Moved Member Evans, seconded Member Brown and resolved: That the Nightcaps Community Development Area Subcommittee: a) Requests that staff forward a letter to the Ohai Nightcaps Lions Club advising of a project to install an information kiosk at the Wairio Cemetery and seeking their assistance with a check of the headstones to ensure correct information placed on the kiosk.
8.3	Councillor's Report
	Councillor Baird reported on matters from the District Council table which included the following; § Community conversations meetings § Dog Registration fees; status quo § Riverton water supply upgrade to be completed in June 2016 § Attendance at Ohai Railway Fund Committee meeting § Update on the Ohai Railway Rolling Stock sale

The meeting concluded at 7.00pm. CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Nightcaps Community Development Area Subcommittee HELD ON TUESDAY, 10 MAY 2016.

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

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

Nightcaps Community Development Area Subcommittee

9 August 2016

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Works and Finance to Nightcaps Community Development Area Subcommittee for the period ended 30 June 2016

Record No: R/16/7/10767

Author: Leighton Hare, Community Engineer

Approved by: Ian Marshall, Group Manager Services and Assets

☐ Decision ☐ Recommendation ☒ Information

Community Engineer’s Report.

1 Nothing to report other than routine maintenance requirements carried out as and when required.

Code	Cost Centre	Comment
25300	Administration	On target
25301	Library	Not CDA budget
25302	Operating Costs	On Target
25307	Street Works	Overspent due to slip repairs “Upstairs Downstairs”. Offset by NZTA contribution - see income.
25328	Beautification	No regular gardening routine - services used as required.
25332	McGregor Park	Under budget. Less maintenance carried out than planned.
25333	Dr Woods	No budget - maintenance budget combined with McGregor Park.
25350	Hall	Project - Hall maintenance brought forward.
25313	Stormwater	“Blind budget“ only used what was required.
25315	Toilet	Not CDA budget.
General Comment: No surprises. Bottom line - expenditure over budget but offset by increased budgeted income.

Water and Waste Engineer’s Report

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

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

Financial Considerations

Development and Financial Contributions

4 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.

Sewerage

$7,475

Reserves

5 Please find the reserves report attached.

Project List

6 The table below shows all of the projects that are currently planned for Nightcaps in 2015/2016 including carry forwards from previous years with an update on their progress. Carry forwards are identified in the following table as bold and italic.

Activity	Project Name	Type	Year	Budget	Status	Officer’s Comment
Community Centres	Interior Painting and New Cupboard Doors	O&M	16/17	$14,666	Construction	Finalising dates to complete the work.
*Stormwater*	*Dryfe Street Repairs*	*REN*	*15/16*	*$130,055*	*Completed.*	*Completed.*

Recommendation

That the Nightcaps Community Development Area Subcommittee:

a) Receives the report titled “Works and Finance to Nightcaps Community Development Area Subcommittee for the period ended 30 June 2016” dated 21 July 2016.

Attachments

a Nightcaps Financial Reports, 30 June 2016 View

Nightcaps Community Development Area Subcommittee

9 August 2016

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Elected Members' Expense Reimbursements and Allowances

Record No: R/16/7/10224

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 Nightcaps 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

Nightcaps Community Development Area Subcommittee

09 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.

Nightcaps Community Development Area Subcommittee

9 August 2016

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Venture Southland Update on Community Initiatives

Record No: R/16/7/10800

Author: Kathryn Cowie, Community Development Planner

Approved by: Rex Capil, Group Manager Community and Futures

☐ Decision ☐ Recommendation ☒ Information

Community Development Update

1 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 Waiau Aparima ward, and more specifically Nightcaps.

Staff Changes

2 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

Steven Watson – Mararoa/Waimea

Kathryn Cowie – Waiau/Aparima and Wallacetown

Local Initiatives

3 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.

Nightcaps Hall

4 In September 2015 Venture Southland assisted the Nightcaps CDA with a funding application to the Ohai Railway Fund for costs associated with painting the interior of the Nightcaps Hall and upgrading the kitchen. $10,000 was received towards this project.

Nightcaps Squash Club

5 Following on from their application to the Ohai Railway Fund for costs associated with painting the interior of their clubrooms, Venture Southland assisted the squash club with another application to the Southland District Council Community Initiatives Fund for this project. $750 was received from this fund for the squash club.

Community Futures Forum

6 Venture Southland facilitated Natalie Jackson’s visit and population research and is looking forward to continuing to work alongside the Southland District Council Community Futures team on the next steps. I attended both the public and community stakeholders forums in February and March this year, and will assist the Community Futures team where required.

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

Otautau St Johns Health Shuttle

8 Towards the end of 2015 Venture Southland assisted the Otautau St Johns with several funding applications for the purchase of a new health shuttle. Their health shuttle provides a vital service for residents of Otautau, Ohai, Nightcaps, Tuatapere and Riverton transporting people to medical appointments. Without this service many would have no way of attending these appointments. Along with other funds raised and donated to the group, $21,000 was secured from these funding applications for the new vehicle, which has meant that they are now in a position to purchase a brand new shuttle.

Regional Initiatives

Health & Safety Workshops for Volunteers & Community Groups

9 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.

10 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 Sector Research

11 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

12 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 Nightcaps Community Development Area Subcommittee:

a) Receives the report titled “Report to Nightcaps Community Development Area Subcommittee - 9th August 2016 - Venture Southland Update on Community Initiatives” dated 25 July 2016.

Attachments

There are no attachments for this report.

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

Tamara Dytor	09/08/2016	Draft Unmanned Aerial Vehicles Policy	Action Completed by Tamara Dytor: Noted – that the Subcommittee 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.
Alyson Hamilton	09/08/2016	Library Heating	Action Completed by Alyson Hamilton: Letter forwarded to Takitimu Primary School requesting consideration be given that the Heating be left on in the library for the period that the library is open.
Alyson Hamilton	09/08/2016	Information Kiosk	Action Completed by Alyson Hamilton: Letter forwarded to the Ohai Nightcaps Lions Club seeking their assistance with a check of the headstones to ensure correct information placed on kiosk.
Alyson Hamilton	09/08/2016	Resource Consent – Wendy Renton	Action Completed by Alyson Hamilton: Submission expressing CDA opposition in regards to a resource consent application lodged by Wendy Renton for the keeping of horses in the township has been forwarded to Resource Management.

Chairperson	Bev Evans
Deputy Chairperson	Wayne Williams
Members	Annette Blackler
	Bill Brown
	Mark Marnane
	Jamie Shepherd
Councillor	Stuart Baird