Agenda of Orepuki Community Development Area Subcommittee

Orepuki Community Development Area Subcommittee

04 August 2016

sdclogo

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 Report to Orepuki Community Development Area Subcommittee for the period ended 30 June 2016 15

7.3 Venture Southland Update on Community Development Initiatives in Orepuki and Waiau Aparima Ward 21

7.4 Draft Unmanned Aerial Vehicles Policy 25

7.5 Bylaw Review Process 35

7.6 Elected Members' Expense Reimbursements and Allowances 37

7.7 Submissions from the Annual Plan 2016 2017 51

UPDATES

8.1 Chairperson’s Report

The Chairperson, Member McGrath, to report on matters with which he has been involved since the Subcommittee’s last meeting.

8.2 Councillor’s Report

Councillor Dobson to report on matters 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 Orepuki Community Development Area Subcommittee, 08 March 2016

sdclogo

Orepuki Community Development Area Subcommittee

OPEN MINUTES

Minutes of a meeting of Orepuki Community Development Area Subcommittee held in the Orepuki Hall, 30 Oldham Street, Orepuki on Tuesday, 8 March 2016 at 6.05pm.

present

Chairperson	Brian McGrath
Members	Martin Forde
	Alastair McCracken
	Marg McCullough
	Jeanette Sellwood
Councillor	Rodney Dobson

IN ATTENDANCE

Community Engineer	Greg Erskine
Committee Advisor	Alyson Hamilton

1 Apologies

Moved Member Forde, seconded Member McCracken and resolved:

That the apology for non-attendance lodged by Member Black be accepted.

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 McGrath, seconded Member McCullough and resolved:

That the minutes of Orepuki Community Development Area Subcommittee held on 10 November 2015 be confirmed as a true and correct record.

7 Reports

7.1

Action Sheet

Record No: R/16/2/2999

The Action Sheet from the subcommittee’s previous meetings was circulated for Members information.

The subcommittee was informed as follows;

Information Kiosk

The meeting was informed Kay Rowan, author of the recently released Orepuki township booklet, has agreed to assist with collating of information required for the Kiosk.

Following discussion it was agreed to progress this project at an informal meeting to be held prior to the next meeting of the subcommittee, such meeting to include the graphics staff involved with this project with the view of collating and finalising the information so this project can be completed.

Hirstfield Reserve

Member McCullough raised the issue of the Hirstfield Reserve Committee.

Mrs McCullough explained that in her role as secretary to the Reserve committee correspondence has been received from Council Property staff seeking confirmation from the committee regarding the usage of the Sports Field in particular the mowing of the common area between the bowling club and the sports field, which is currently being mown by the council contractor and funded by the CDA.

Member McCullough advised an informal meeting of the Hirstfield Reserve Committee resulted in that Committee agreeing that the contractor be retained to mow the area and that a donation from the Hirstfield committee be forwarded to the CDA to cover this cost.

It was agreed the Community Engineer forward this costing to Mrs McCullough and that staff arrange an invoice be forwarded annually to the Hirstfield Committee.

Resolution

Moved Member Sellwood, seconded Member McCracken and resolved:

That the Orepuki Community Development Area Subcommittee:

a) Receives the report titled “Action Sheet” dated 1 March 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) Requests staff forward costings of mowing the sports field situated at the Hirstfield Reserve to the Hirstfield Reserve Committee and that an annual invoice be generated to same.

7.2

Works and Finance Report to Orepuki Community Development Area Subcommittee for the period ended 31 January 2016

Record No: R/16/2/2452

The Works and Finance report for the period ended 30 September 2015, was tabled.

The subcommittee was informed as follows;

§ The Orepuki Township had a successful sesquicentennial celebration during the week of 16-22 November 2015.

§ Additional signage has been placed at the entrance/exit at Gemstone beach and New Zealand Transport Agency has confirmed this intersection has been included in their safety improvement programme. The date of this work is yet to be confirmed by the Agency.

Resolution

Moved Member McCracken, seconded Member Forde and resolved:

That the Orepuki Community Development Area Subcommittee:

a) Receives the report titled “Works and Finance Report to Orepuki Community Development Area Subcommittee for the period ended 31 January 2016” dated 3 March 2016.

8 Updates

8.1	Chairperson's Report
	The Chairperson, Member McGrath, presented a verbal report highlighting the following issues; Draft Variation to the District Plan The Chair informed submissions to the above variation are due by Friday, 11 March 2016 and suggested a submission be forwarded by the subcommittee in support of the variation. Following discussion the meeting agreed that a submission be forwarded by the subcommittee by the due date with content to be decided at an informal meeting scheduled to be held at the conclusion of this meeting. Orepuki CDA Rating Boundary The Chair presented to the subcommittee maps prepared by staff highlighting an extended area of the rating boundary as proposed by the subcommittee and also as proposed by staff. The meeting agreed that further discussion on the council proposal is required with the community, and requested staff arrange and attend a public meeting to discuss the reasoning of the staff proposed rating boundary and to give the residents clarity on the proposal. It was further agreed that in the first instance Finance staff attend the next meeting of the subcommittee and discuss the proposed boundary change as highlighted on the maps. School Bus Route The meeting was informed of a change in the school bus route advising it is intended for the bus to stop at the Monkey Island corner and not enter the township. The Community Engineer expressed concern at the lack of area for the school bus to turn at this corner and advised this has the potential to be a safety issue. The meeting requested Mr Erskine liaise with Member McCracken and investigate this matter and report back to the subcommittee. Gemstone Beach The Chair advised of on-going erosion issues at Gemstone Beach.
8.2	Councillor's Report
	Councillor Dobson reported on matters from the District Council table. These being:- § Resource Management Hearing set down for Friday, 18 March 2016 § Around the Mountain Cycle Trail – Environment Court Hearing § Annual Plan Submissions closed – Hearing scheduled April 2016

The meeting concluded at 7.45pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Orepuki Community Development Area Subcommittee HELD ON 8 MARCH 2016.

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

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

Orepuki Community Development Area Subcommittee

04 August 2016

Orepuki Community Development Area Subcommittee Action Sheet - Excluding Public Excluded

Open Action Items

Author	Due Date	Subject	Notes
Brian McGrath	04/08/2016	Information Kiosk	Requests that all information relating to the Information Kiosk be forwarded to Graphic Team. The Chair to give an update on progress of this project.
Kevin McNaught	04/08/2016	Hirstfield Recreation Reserve	Requests staff proceed with the formal agreement for "Use of the Sports Field" between the Hirstfield Reserve Committee and the Orepuki CDA. Letter has be sent to Hirstfield Committee confirming arrangements as set out in letter of 26 February 2013
Greg Erskine	04/08/2016	Sportsfield	Requests staff arrange for the sportsfield be included in the mowing contractor schedule with costings to be funded by the CDA. Mowing of the sportsfield is included in the contractor schedule.
Greg Erskine	04/08/2016	Historic Shale Tank	Requests the Area Engineer liaise with Member McCracken in regards to placement of the Historic Shale Tank plaque.
Greg Erskine	04/08/2016	Township stormwater	Requests the Area Engineer presents an update in regards to the investigations of the stormwater system in Orepuki at the next meeting of the subcommittee. A sign with detail of the shale works and a picture will be provided at the meeting for placement at the tank.
Greg Erskine	04/08/2016	Hirstfield Reserve Committee	Requests staff forward costings of mowing the sports field situated at the Hirstfield Reserve to the Hirstfield Reserve Committee and that an annual invoice be generated to same. The stormwater has been inspected by Water staff. A plan has been drawn with the available information. A new culvert has been placed on Dover Street West as the first part of the project.
Shelley De Llana	04/08/2016	Rating Boundary	Finance staff will be in attendance to discuss and clarify the suggested rating boundary change as highlighted on the maps presented at the previous meeting.

Recently Closed Action Items

Author

Completion Date

Subject

Notes

Activity	Project	Type	Year	Budget	Status	Officer’s Comment
Community Centres	Kitchen upgrade	LOS	1516	$8,500	Design	75% completed. Waiting on oven, Island bar and bench top. Waiting on further direction from the Committee.
Stormwater	Investigate existing networks	LOS	1516	$5,000	Completed.	Data gathering complete.
*Roading and Transport*	*Information kiosk*	*LOS*	*1112*	*$2,200*	*Construction*	*Graphics work to be designed and installed.*

Orepuki Community Development Area Subcommittee

4 August 2016

sdclogo

Venture Southland Update on Community Development Initiatives in Orepuki and Waiau Aparima Ward

Record No: R/16/6/9104

Author: Kathryn Cowie, Community Development Planner

Approved by: Bobbi Brown, Group Manager Tourism, Events and Community

☐ 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 Orepuki.

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.

Orepuki Hall

4 In November 2015 Venture Southland assisted the Orepuki CDA with funding applications to the Southland District Council Community Initiatives Fund for new tables for the community hall and also an upgrade to the hall kitchen. $750 and $1,000 were granted respectively for these two projects.

Orepuki 150 Year Jubilee

5 Also in November 2015 Venture Southland assisted members of the Orepuki Jubilee Committee (via the Orepuki CDA) with obtaining funding for the production of their Jubilee booklets for which $1,500 was granted from the Southland Regional Heritage Fund.

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

Kohi Kohi’s Cottage (Riverton)

7 This restoration project is now in its second stage (with Stage One being fully funded and the work now complete). Venture Southland has assisted with obtaining $12,500 of community funding for Stage Two in recent months, with further funding applications pending. The total cost for this part of the restoration is approximately $45,000.

Taramea Bay Soundshell

8 Venture Southland has assisted the Riverton Aparima Community Board to date with the process of demolishing the soundshell, facilitating the community survey which identified public opinion. Venture Southland has subsequently assisted the board with a funding application for the beautification project of Taramea Bay following the demolition.

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 55 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 55 attendees

Otautau Thursday 16^th June 41 registered (at the time this report was written)

Te Anau Thursday 23^rd June 35 registered (at the time this report was written)

Volunteers Futures Project (CONA)

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 Orepuki Community Development Area Subcommittee:

a) Receives the report titled “Report to Orepuki Community Development Area Subcommittee - 7 July 2016 - Venture Southland Update on Community Development Initiatives in Orepuki and Waiau Aparima Ward” dated 30 June 2016.

Attachments

There are no attachments for this report.

Orepuki Community Development Area Subcommittee

4 August 2016

sdclogo

Draft Unmanned Aerial Vehicles Policy

Record No: R/16/4/5654

Author: Tamara Dytor, Policy Analyst

Approved by: Rex Capil, Group Manager Community and Futures

☒ Decision ☐ Recommendation ☐ Information

Purpose

1 This report presents the draft Use of Unmanned Aerial Vehicles Policy. A recommendation is sought from Community Boards and Community Development Area Subcommittees regarding local areas that should be considered for restriction or prohibition of unmanned aerial vehicle use.

Executive Summary

2 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.

3 The draft Use of Unmanned Aerial Vehicle Policy contains broad conditions which would apply throughout the District. Feedback is requested from Community Boards and Community Development Area Subcommittees to determine whether Council should consider prohibition or restriction in specific local areas.

Recommendation

That the Orepuki Community Development Area Subcommittee:

a) Receives the report titled “Draft Unmanned Aerial Vehicles Policy” dated 30 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) Recommend any local areas that should be considered as restricted or prohibited areas for the use of unmanned aerial vehicles.

Content

Background

4 Rules introduced by the Civil Aviation Authority (CAA) came into effect on 1 August 2015. The rules require people to obtain Council approval to operate UAVs on public land.

5 The draft Use of Unmanned Aerial Vehicles Policy broadly allows for the use of unmanned aerial vehicles in the District, provided that users comply with conditions within the policy. These conditions exist in addition to those already imposed across New Zealand by the CAA.

6 The majority of UAV use is likely to occur in Council’s parks, reserves and open spaces.

What is an UAV?

The term UAV covers all electric powered remote controlled model aircraft of the type commonly referred to as “drones” that are capable of vertical take-off and landing and small hand-launched gliders less than a 1.5 metre wing span. It does not cover the following:

· Fixed wing electric-powered model aircraft greater than 1 metre wing span.

· All fixed - winged model aircraft that are internal combustion engine (petrol) powered.

· Gliders greater than a 1.5 metre wing span and bungee-launched gliders.

· Single rotor helicopters that are electric powered or internal combustion engine (petrol) powered.

· Jet powered models.

CAA Regulations

CAA rules apply to all UAV operators throughout New Zealand. CAA rules Part 101 require 12 key things from UAV operators. Operators must:

1. Not operate an UAV 25 kg or larger and always ensure that the UAV is safe to operate;

2. Take all practicable steps to minimise hazards to persons, property and other aircraft;

3. Fly only in daylight;

4. Give way to all crewed aircraft;

5. Be able to see the UAV with their own eyes;

6. Not fly higher than 120 metres (400 feet) (unless certain conditions are met);

7. Have knowledge of airspace restrictions;

8. Not fly closer than four kilometres from any aerodrome (unless certain conditions are met);

9. Obtain an air traffic control clearance issued by Airways (when flying in controlled airspace);

10. Not fly in special use airspace without the permission of the controlling authority of the area (eg, military operating areas, low flying zones, danger areas or restricted areas);

11. Have consent from anyone you want to fly above;

12. Have the consent of the property owner or person in charge of the area you want to fly above.

7 Rules are enforceable by the CAA and a breach could result in a fine, a written warning, or prosecution.

Issues

Approach taken in the draft Use of Unmanned Aerial Vehicles Policy

8 The draft policy nominates some circumstances in which UAV use is not permitted without specific approval from Council. These restrictions apply:

· Over a sports field if in use by others, or within 50 metres of any organised activity taking place in a reserve or Council controlled open space;

· Over or above Council owned or controlled cemeteries or formed roads;

· Over or within 50 metres of other users of open spaces;

· Over or within 50 metres of any building on Council land or any playground equipment, furniture, swimming pool, or track on a reserve;

· Within 50 metres of livestock, wildlife or sensitive wildlife habitats; and

· Within 50 metres of a reserve boundary where residential housing or stock farming adjoins.

9 In addition to these conditions, Community Boards and Community Area Subcommittees are being asked whether there are any local areas that should be considered for restriction or prohibition.

10 Council is keen to ensure that UAV use is appropriate to community needs. There is no benefit in allowing use where it is inappropriate or unsafe. Conversely, there is also no benefit in being unnecessarily restrictive in regards to this recreational activity.

11 Since the definition of an UAV includes model airplanes, it is important to consider the impact of this policy on existing clubs and associations.

Current use and incidents

12 The extent of UAV use in the Southland District is currently unknown. No complaints to Council regarding the use of UAVs were identified during the development of this report. However, across New Zealand the number of incidents reported to the CAA has grown significantly in recent years. The tables below detail the number of incidents across New Zealand by year and by incident type.

Total incidents annually

Year	Total incidents
2008	1
2009	0
2010	1
2011	4
2012	11
2013	10
2014	33
2015	120
Total	184

Number of incidents by incident type

Incident type*	Total incidents
Aviation-related concern	116
Airspace incident	61
Incident	5
Accident	2
Grand Total	184

*Incident definitions

Aviation-related concern: these are ‘concerns’ relating to aviation safety or securing, and include complaints and allegations about suspected rule breaches, etc.

Airspace incident: incidents that involve deviations from airspace rules and procedures (minimum distances for aircraft separation, for example).

Incident: a general incident category that covers situations where there is a risk of harm occurring but this does not eventuate.

13 There have been four incidents involving UAVs in the Southland region, one of which was in the Southland District. Three of these were aviation-related concerns, one was an airspace incident. The details of each are in the table below:

Date	Description	Location
30-Oct-13	Concern UAV flying on farms and potentially causing a hazard to other aircraft in the area.	Otama Hill Road, Gore
13-Jun-14	Concern about UAV flying near an airliner and a low flying area. Referred to the Regulatory Investigations Unit.	Invercargill
14-Apr-15	Concern that a UAV was flown in close proximity to the airport.	Invercargill
11-Nov-15	Unauthorised UAV operations 100 metres from the airport. The operators were two foreign nationals.	Milford Sound

14 To date, 10 enforcement actions have been undertaken by the CAA’s Regulatory Investigations Unit in relation to UAV operations. Five of these have been written warnings, and five have been infringement notices with fines ranging from $500 to $3,500.

15 At this stage staff have not identified any complaints to Council regarding the use of UAVs in the Southland District. To balance the fact that there is not a current significant issue with UAVs and the likelihood of risks in the future, a moderate and proportionate response to manage this issue would be appropriate. Council also needs to be mindful of existing UAV users such as the Fiordland Cloudbusters Model Aircraft Club, who have operated UAVs to date without any issues.

Enforcement

16 The CAA has the power to regulate UAV use through mechanisms ranging from warnings to prosecution, depending on the nature of incidents.

17 CAA officers have indicated that if reported issues are of a serious nature involving the endangerment of people or property or reckless use of UAVs, an investigation with a view towards prosecution would be likely to occur. For less serious breaches, warnings or infringements are more likely to be considered.

18 In the event of a breach of the policy, Council staff would report any incident to the CAA. The incident would be recorded so that the CAA can gather a realistic picture of issues relating to drones and of any operators who breach the rules on multiple occasions. In the opinion of staff in the CAA investigations team, a Council bylaw would be an unnecessary duplication of existing powers under the CAA Regulatory Enforcement Policy.

Factors to Consider

Legal and Statutory Requirements

19 Council is empowered to adopt a position by CAA rules. The CAA has power to enforce its rules (including permission and conditions of land owners) using mechanisms ranging from warnings and infringements to prosecutions.

20 Since there is currently insufficient evidence of a serious issue relating to UAV use in the Southland District a bylaw is not a proportionate response. Also, enforcement powers of a bylaw largely duplicate enforcement that could be undertaken through CAA legislation. While Council could state its position through guidelines, staff recommend a policy approach to ensure clarity.

Community Views

21 This report is part of the process of gathering community views and forming a policy that meets local needs.

Costs and Funding

22 There are no costs associated with implementing an Use of Unmanned Aerial Vehicles Policy, other than those associated with advertising and consultation. This is because any enforcement action would be referred to the CAA.

Policy Implications

23 If an Use of Unmanned Aerial Vehicles Policy is adopted, it will be referred to in Council’s Reserves Management Policy.

Analysis

Options Considered

24 Community Boards and Community Development Area Subcommittees could:

· Option 1: Nominate local areas that should be considered for inclusion in the policy as restricted or prohibited areas; or

· Option 2: Not nominate local areas that should be considered for inclusion in the policy as restricted or prohibited areas.

Analysis of Options

Option 1 – Nominate local areas that should be considered for inclusion in the policy as restricted or prohibited areas.

Advantages	Disadvantages
· Responds to any circumstances or requirements specific to local communities.	· It is important for recommendations not to be unnecessarily restrictive because Council’s general proposed approach is broadly permissive.

Option 2 – Not nominate local areas that should be considered for inclusion in the policy as restricted or prohibited areas.

Advantages	Disadvantages
· Provides a clear, fair and consistent approach across the District.	· The broad approach may or may not meet local needs and match local circumstances.

Assessment of Significance

25 This issue has not been assessed as significant because at this stage it is not affecting a large number of people or stakeholders or a specific community. Council’s ability to make decisions in relation to UAV use are established by CAA rules and the proposed approach is generally permissive.

Recommended Option

26 It is recommended that Community Boards and Community Development Area Subcommittees only propose restricted or prohibited areas for inclusion in the policy if this reflects community needs and local circumstances and if these areas are not already adequately managed through the existing broad conditions within the draft policy.

Next Steps

27 Following input from Community Boards and Community Development Area Subcommittees, this policy will be subject to public consultation.

Attachments

a Draft Use of Unmanned Aerial Vehicles Policy View

Orepuki Community Development Area Subcommittee

04 August 2016

USE OF UNMANNED AERIAL VEHICLES POLICY

1. PURPOSE

This policy sets out the conditions for use of Unmanned Aerial Vehicles (UAVs) on Council owned or controlled land.

2. DEFINITIONS AND ABBREVIATIONS

Term

Meaning

Unmanned Aerial Vehicle (UAV)

The term UAV covers all electric powered remote controlled model aircraft, including the type commonly referred to as “drones” that are capable of vertical take-off and landing and small hand-launched gliders less than 1.5 metre wing span.

UAVs are also known as drones, Remotely Piloted Aircraft Systems and Unmanned Aerial Systems.

The term UAV does not include the following:

· Fixed wing electric-powered model aircraft greater than 1 metre wing span.

· All fixed - winged model aircraft that are internal combustion engine (petrol) powered.

· Gliders greater than 1.5 metre wing span and bungee-launched gliders.

· Single rotor helicopters that are electric powered or internal combustion engine (petrol) powered.

· Jet powered models.

Civil Aviation Authority Rules / CAA rules

Civil Aviation Rules are set by the Minister of Transport. The rules are divided into parts. The two parts relevant to UAVs are:

· Part 101: Gyrogliders and Parasails, Unmanned Aircraft (including Balloons), Kites, and Rockets - Operating Rules, and

· Part 102: Unmanned Aircraft Operator Certification.

3 BACKGROUND

Under rules introduced by the Civil Aviation Authority (CAA) on 1 August 2015, Council can grant or decline consent for the use of UAVs on property that it owns or controls. This policy establishes criteria for UAV use over Council owned and controlled land in the Southland District.

4. POLICY DETAILS

4.1 General Criteria

In addition to CAA rules, the following criteria apply to the use of UAVs over land or property owned or controlled by Southland District Council. They do not apply to the use of UAVs by Southland District Council.

Operators of UAVs must:

· Comply with the Office of the Privacy Commissioner guidance on preserving peoples’ personal privacy by not flying over other people or adjoining private property without their consent.

· Be courteous of other park users, who often are there for the quiet enjoyment of Council’s parks, reserves and open spaces.

4.2 Restrictions

Operators must not use UAVs under the following conditions unless specific written approval has been granted by Council:

· If requested to cease by Council officers. Users must land their UAV immediately if requested by Council officers.

· Over a sports field if in use by others, or within 50 metres of any organised activity taking place in a reserve or Council controlled open space.

· Over or above Council owned or controlled cemeteries or formed roads.

· Over or within 50 metres of other users of open spaces. If another open space user moves within this range, the UAV user must immediately land their UAV.

· Over or within 50 metres of any building on Council land or any playground equipment, furniture, swimming pool, or track on a reserve.

· Within 50 metres of livestock, wildlife or sensitive wildlife habitats. If livestock or wildlife move within this range, the UAV user must immediately land their UAV.

· Within 50 metres of a reserve boundary where residential housing or stock farming adjoins.

Written Council approval must also be obtained for any organised event involving the use of UAVs.

Operators of UAVs must comply with any additional conditions of lease holders.

4.3 Prohibited Areas

There are some areas where the use of UAVs is prohibited unless written approval has been granted by Council. These areas are:

· Local areas will be determined by Council following feedback from Community Boards and Community Development Area Subcommittees.

4.4 Reporting incidents and near misses

UAV users must report all incidents and near misses to Southland District Council. This obligation also extends to other reserve users involved in any incident or near miss relating to UAV use.

4.5 Enforcement

Any breach of the above conditions could result in termination of your permission to fly unmanned aircraft over Council land.

Council will report breaches to the Civil Aviation Authority, which may result in infringements or prosecution.

5. ASSOCIATED DOCUMENTS

• Civil Aviation Authority Rules and Guidelines: http://www.caa.govt.nz/rpas/

• Southland District Council District Reserves Management Policy

6. REVISION RECORD

Date	Version	Revision Description
«Type Date»	«Version»	«Revision»
«Type Date»	«Version»	«Revision»
«Type Date»	«Version»	«Revision»

Orepuki Community Development Area Subcommittee

4 August 2016

sdclogo

Bylaw Review Process

Record No: R/16/4/5203

Author: Tamara Dytor, Policy Analyst

Approved by: Rex Capil, Group Manager Community and Futures

☐ Decision ☐ Recommendation ☒ Information

Executive Summary

1 In 2016, Council will commence a review of the Cemetery Bylaw 2006, the Keeping of Animals, Poultry and Bees Bylaw 2010 and the Control of Advertising Signs Bylaw 2008. This report outlines the approach that will be taken to consultation and review.

Background

2 Council will be reviewing three bylaws in 2016. The drivers for each review are outlined below:

· The Cemetery Bylaw 2006 requires review in 2016 to remain current.

· A review of the Keeping of Animals, Poultry and Bees Bylaw 2010 is recommended to address local issues. This bylaw was reviewed in 2010 however, since this time additional issues have arisen. The keeping of animals in urban areas has become an area of contention in some communities.

· A review of the Control of Advertising Signs Bylaw 2008 is recommended to align with the District Plan. This will provide clarity for the public and address issues across the District relating to signage. The proposed bylaw review would address the placement of signs in the road reserve, for example sandwich boards on footpaths. Changes to the bylaw are intended to increase the ease of doing business with Council and provide clarity and consistency.

Timeline

3 The timeline below outlines key milestones in the process of review for the Cemetery Bylaw 2006 and the Control of Advertising Signs Bylaw 2008. It also details the approach to public engagement.

4 A review of the Keeping of Animals, Poultry and Bees Bylaw 2010 will commence in 2016 but will be undertaken over a longer time period. Updates will be provided once consultation periods have been determined. This is expected to occur in late 2016 or early 2017.

Date	Task
23 May - 13 June	Pre-consultation engagement through ‘Community Conversation’ sessions.
29 June	Council meeting to endorse draft bylaws for public consultation.
30 June	Notification given to Area Offices, Knowledge Management and customer services. Committee Advisors to liaise with CB and CDAs
30 June	Draft bylaws advertised
30 June – 21 July	Submission period
17 August	Council meeting (Submission Hearings)
7 September	Council meeting (Deliberations)
28 September	Council meeting (Adoption of bylaws)
October	Communication of adopted bylaws.
Nov – Dec	Present report to CBs and CDAs on new bylaws

Consultation and engagement

5 Community views will be considered during formal consultation and during pre-consultation engagement. The timeline above details when this will occur.

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

Recommendation

That the Orepuki Community Development Area Subcommittee:

a) Receives the report titled “Bylaw Review Process” dated 30 June 2016.

Attachments

There are no attachments for this report.

Orepuki Community Development Area Subcommittee

4 August 2016

sdclogo

Elected Members' Expense Reimbursements and Allowances

Record No: R/16/7/10227

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 Orepuki 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

Orepuki Community Development Area Subcommittee

04 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.

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

Chairperson	Brian McGrath
Deputy Chairperson	Peter Black
Members	Martin Forde
	Alastair McCracken
	Marg McCullough
	Jeanette Sellwood
Councillor	Rodney Dobson