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Ohai Community Development
Area Subcommittee
9 August 2016
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Elected Members' Expense Reimbursements and Allowances
Record No: R/16/7/10225
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.
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Recommendation
That the Ohai
Community Development Area Subcommittee:
a) Receives
the report titled “Elected Members' Expense Reimbursements and
Allowances” dated 4 July 2016.
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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
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Ohai Community
Development Area Subcommittee
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09 August 2016
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POLICY: ELECTED
MEMBERS’ REMUNERATION AND REIMBURSEMENTS POLICY
GROUP RESPONSIBLE: Financial
Services
DATE APPROVED: 25/6/08,
26/5/10, 26/1/11, 6/4/11, 29/6/11, 9/10/13, 16/4/14, 8/6/16
EFFECTIVE DATE: 1
July 2016
FILE NO: 10/4/3/1,
18/1/6/4, 240/10/7/8, 240/10/1/5, 240/10/1/6
140/20/1/4,
240/10/7/8, R/16/5/7922
POLICY DETAIL:
1.0 SCOPE
1.1 This
policy provides the framework for:
(a) Remuneration
of the Mayor and Councillors;
(b) Expenditure reimbursement and allowances for the Mayor
and Councillors;
(c) The
salary of Community Board members; and
(d) Expenditure
reimbursement and mileage and travel time allowances for Community Board
members;
(e) Expenditure
reimbursement and mileage and travel time allowances for the elected members of
Council subcommittees.
2.0 BACKGROUND
2.1 Remuneration
for the Mayor, Councillors and Community Board members, and also the rules
relating to allowances and expenses are determined by the Remuneration
Authority and reviewed on an annual basis. Southland District Council
is required to respond to the authority regarding remuneration and its policy
for allowances and expenses.
2.2 The
attached schedule (Appendix A) outlines the dollar amounts which will be
paid. This schedule may be updated from time to time to reflect the most
recent determination and advice of the Remuneration Authority including
inflation adjustments.
2.3 The
Elected Members’ Remuneration and Reimbursements Policy is intended to
reflect the relevant period’s Local Government Elected Members
Determination.
If inconsistencies arise between this policy and the determination in regards
to remuneration and allowance rates, Council will make payments to elected
members in accordance with the relevant Local Government Elected Members’
Determination.
3.0 DEFINITIONS
Actual means as evidenced
by the original receipt attached to the claim form.
Council shall mean the 13
elected members that form the governing body (Council) of the Southland
District Council.
Chair shall mean the
individual appointed the role of chairperson by formal resolution in the case
of Council committees or elected to this role in the case of
community boards.
Chief
Executive shall mean the Chief Executive of Southland District Council.
Community Board Member shall
mean any elected member of the eight community boards throughout the Southland
District. These are: Edendale-Wyndham, Otautau,
Riverton/Aparima, Stewart Island/Rakiura, Te Anau, Tuatapere, Wallacetown
and Winton.
Subcommittee Member shall
mean any elected member of a Council appointed subcommittee, including but not
limited to the 9 Community Development Area (CDA) subcommittees throughout the
Southland District. The CDAs are: Athol, Balfour, Browns, Centre
Bush/Limehills, Colac Bay, Dipton, Garston, Gorge Road, Lumsden, Manapouri,
Mossburn, Nightcaps, Ohai, Orepuki, Riversdale, Thornbury, Tokanui, Waikaia,
Woodlands.
Council Business includes
formal Council and community board meetings, committee meetings, workshops,
seminars, statutory hearings, training courses, site visits and where required
or invited by Council, meetings with staff, meetings with community groups or
meetings with members of the public. It does not include events where the
primary focus is on social activity.
Councillor shall mean any
of the 12 elected members of Council, including the Deputy Mayor, but excluding
the Mayor.
Council office shall mean
any of the seven Council offices throughout the Southland District. These
are: Invercargill, Wyndham, Riverton, Stewart Island, Te Anau, Otautau and
Winton. Where Community Board or subcommittee meetings are held at a
regular venue other than a Council office, this location will be deemed to be a
Council office for the purposes of this policy.
Elected member shall mean
any of the Councillors, Community Board members, Community Development Area
subcommittee members or other Council appointed subcommittee members.
Expenses means
actual and reasonable expenses including but not limited to; accommodation,
rental car, air travel, taxis, meals and refreshments, entertainment
(hospitality), parking, sundry vehicle costs, alternative travel options and
other such costs directly related to the business of Southland District
Council.
Mayor shall
mean the Mayor of Southland District Council.
Reasonable means that it
is within the amount specified by this policy or as deemed reasonable by the
Mayor and/or Chief Executive.
Remuneration Authority is
an independent body established by the Remuneration Authority Act 1977, with
responsibilities under the Local Government Act 2002 to determine remuneration
and expense/allowance rules for local authority members.
Southland
District Council means the organisation established to administer Council
affairs, conduct operations and bring effect to Council policy and strategies.
Travel includes
journeys made by air and sea, travel by taxi and travel by hire vehicle or
private vehicle.
Travel
arrangements include accommodation, travel and seminar registration.
4.0 REMUNERATION
4.1 Mayor
and Councillors
4.1.1 The Mayor shall receive the full salary allowable by
the determination of the Remuneration Authority, outlined in Appendix A.
4.1.2 In addition to the base
salary, Councillors can receive extra remuneration for:
(a) Positions
of additional responsibility (including Deputy Mayor and Chair of various
committees) and/or
(b) Taking on significantly
extra duties during the District Plan process.
Additional
remuneration will be made at the rates outlined below, which have been approved
by the Remuneration Authority.
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Role
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Additional amount
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Deputy Mayor
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+ 40% of a base councillor
salary
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Policy Review Committee chair
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+ 20% of a base councillor
salary
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Venture Southland director
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+ 15% of a base councillor
salary
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Activities Performance Audit
Committee chair
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+ 25% of a base councillor
salary
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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
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Claim by the:
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Approved by
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Mayor
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The Chair of the Activities Performance Audit Committee
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Deputy Mayor
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The Mayor
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Councillors
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The Mayor or Deputy Mayor
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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
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Chairperson
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Member
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Edendale/Wyndham Community Board
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$4,510
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$2,255
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Otautau Community Board
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$7,175
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$3,588
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Riverton/Aparima Community Board
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$6,355
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$3,178
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Stewart Island/Rakiura Community Board
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$2,665
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$1,333
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Te Anau Community Board
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$10,250
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$5,125
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Tuatapere Community Board
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$4,305
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$2,153
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Wallacetown Community Board
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$2,665
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$1,333
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Winton Community Board
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$8,815
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$4,408
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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.
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Ohai Community
Development Area Subcommittee
9 August 2016
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Venture Southland Update on Community Initiatives
Record No: R/16/7/11007
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 Ohai.
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.
Ohai Hall
4 Venture
Southland will work with the Ohai CDA and Southland District Council staff over
the coming months on funding applications for upgrade work to be done on the
Ohai Hall.
Community Futures Forum
5 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.
6 In
the wider areas surrounding Ohai the following are some of the major projects
that Venture Southland has assisted with:
Otautau St Johns Health Shuttle
7 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
8 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.
9 There
were several workshops held throughout the district, which were very well
attended:
Invercargill Monday
23rd May 45
attendees
Gore Thursday
2nd June 34
attendees
Lumsden Tuesday
7th June 22
attendees
Wyndham Wednesday
8th June 35
attendees
Winton Tuesday
14th June 46
attendees
Otautau Thursday
16th June 36
attendees
Te Anau Thursday
23rd June 40
attendees
Community Organisation and
Volunteer Futures Sector Research
10 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
11 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.
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Recommendation
That the Ohai
Community Development Area Subcommittee:
a) Receives
the report titled “Venture Southland Update on Community
Initiatives” dated 2 August 2016.
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Attachments
There are no attachments for
this report.
