Agenda of Ohai Railway Fund Committee

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Ohai Railway Fund Committee

OPEN MINUTES

Minutes of a meeting of Ohai Railway Fund Committee held in the Nightcaps Town Hall, 13 Johnston Road, Nightcaps on Friday, 12 August 2016 at 2.05pm.

present

Chairperson	Sue Adams

Members	Bruce Allan
	Rodney Dobson
	Caroline Reed
	Ivan Smith

IN ATTENDANCE

Committee Advisor	Alyson Hamilton
Team Leader, Governance	Chris Dolan
Community Partnership Leader	Kelly Tagg

1 Apologies

Moved Chairperson Adams, seconded Cr Dobson and resolved:

That the Ohai Railway Fund Committee accept the apologies lodged by Councillors Baird and Harpur.

2 Leave of absence

There were no requests for leave of absence.

3 Conflict of Interest

There were no conflicts of interest declared.

4 Public Forum

Moved Cr Dobson, seconded Member Allan and resolved:

That the Ohai Railway Fund Committee go into public forum to allow members of the public to speak.

Jane Hazeldine

Mrs Hazeldine introduced herself to the Committee advising she is the past president of the Takitimu Community Development Committee Incorporated and wished to address the Committee in regards to a funding application lodged in the amount of $13,000 to provide for a community worker and drop in service for residents of the Ohai Nightcaps and wider community area.

Mrs Hazeldine explained the Ministry of Social Development (MSD) has changed their funding criteria and whilst their funding has rolled over for one further financial year there is a possibility that the (MSD) will advise that alternate funding options are to be sought by Committees such as there’s in the near future.

Mrs Hazeldine added the (MSD) funds are not sufficient to cover the cost of a community worker hence the approach to the Ohai Railway Fund Committee for support.

Mrs Hazeldine responded to Mrs Adams query regarding the $6,000 Mentoring costs shown on the balance sheet advising this expenditure related to costs involving strategic planning.

Marilyn Smith

Mrs Smith introduced herself to the Committee advising she is the current Community Worker for the Ohai and Nightcaps Townships incorporating the wider Takitimu rural community.

Mrs Smith outlined her role and involvement in the community advising she is paid for 25 hours per week with extra administration work undertaken at home in her own time.

The Committee noted referrals from Medical Centres are not covered by (MSD).

Mrs Adams expressed appreciation to Mrs Hazeldine and Mrs Smith for their attendance at the meeting.

Karl Barclay

Mr Barclay introduced himself to the Committee advising he wished to address the meeting on the issue relating to the former Ohai Railway Board Building/Assets situated in Wairio.

Mr Barclay advised of upcoming celebrations to be held in Wairio Township to celebrate 100-years of the former Ohai Railway Board and queried whether the Committee is prepared to commit fund monies to this project or whether the Committee has any strategy in relation to restoring or retaining assets at Wairio.

Mr Dolan explained to the meeting that a thorough investigation was undertaken on the rolling stock and assets of the Ohai Railway buildings in Wairio sometime ago but no consensus from the Ohai or Nightcaps CDA’s was forthcoming. Mr Dolan advised the buildings are owned by KiwiRail who have yet to decide the future of these assets.

The meeting was informed the stock belongs to Council and that Council has approved the stock being leased out and will be moved on in due course.

In regard to Mr Barclay’s request for funding Mr Dolan advised an application to the Ohai Railway Fund will be given due consideration by the Committee when received.

Further to this Mr Barclay suggested meeting dates for the Ohai Railway Fund Committee meetings be advertised in local newsletters to make the public aware of the upcoming meetings.

Mr Dolan confirmed staff can arrange for advertising in local newsletters to be undertaken.

Mrs Adams expressed appreciation to Mr Barclay for his presentation to the meeting.

Moved Chairperson Adams, seconded Cr Dobson and resolved:

That the Ohai Railway Fund Committee moves out of public forum.

5 Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6 Confirmation of Minutes

Resolution

Moved Member Allan, seconded Member Smith and resolved:

That the minutes of Ohai Railway Fund Committee meeting held on 9 May 2016 be confirmed as a true and correct record.

Reports

7.1

Financial Report to 30 June 2016

Record No: R/16/7/11901

Financial Report prepared by Ben Du Mez, Graduate Accountant, for the period ending 30 June 2016, was tabled.

The meeting was informed that this report provides a summary of the Ohai Railway Fund’s financial position as at 30 June 2016.

Members noted these accounts are unaudited. Council’s annual audit will be undertaken in September 2016.

Members were advised interest income for the year is $59,775 (3.32%) based on the average RBNZ six month term deposit rate for the 12 months prior to 30 June 2016.

The Committee noted in the previous financial report (March 2016), interest income had been forecast at 3.52% ($64,520) to 30 June 2016. The decrease in the interest rate is as a result of a further reduction in market interest rates during the latter part of the year.

Expenditure for the year to date includes $61,279 of grant funds allocated at the October and May meetings.

The meeting was informed that overall the fund incurred a $5,257 deficit for the financial year ended 30 June 2016 due to its income being less than its expenditure for the year.

Members were advised the reserve fund sits at $1,831,411 (2015, $1,832,968).

Resolution

Moved Cr Dobson, seconded Chairperson Adams and resolved:

That the Ohai Railway Fund Committee:

a) Receives the report titled “Financial Report to 30 June 2016” dated 1 August 2016.

7.2	Takitimu Community Development Committee Incorporated Record No: R/16/7/11870
	Report by Alyson Hamilton, Committee Advisor, advising the Takitimu Community Development Committee Incorporated wishes to apply for funding in the amount of $13,000 to provide funding for a community worker and drop in service for residents of the Ohai Railway Fund area, was tabled. The Committee was advised the Community Worker provides information, referral to other services/agencies, linkage to local and other clubs, arranges programmes and activities requested by the residents. In addition the Community Worker visits people who are alone and recovering from ill health; follows up when requested by medical, social workers and faith workers. The meeting was advised the Ministry of Social Development (MSD) has changed their funding criteria and will from 1 July 2016 only fund services to vulnerable children and families. Mrs Hamilton explained vulnerable is defined at those who are victims of or are seriously at risk of domestic/family violence. This means that around 45-50% of current clients cannot receive a service from 1 July 2016. It is envisaged that the project will start once funding has been secured; the anticipated commencement date of the project is 1 July 2016. The meeting noted a grant of $3,000 from the Community Trust of Southland was received by the Society over a three year period ending this year. Mrs Hamilton advised the Ohai Railway Fund Committee considered the application at the Committee meeting held on 9 May 2016 where it was resolved; “to defer consideration of the application pending confirmation of funding Ministry of Social Development will allocate the Takitimu Community Development Committee Inc from 1 July 2016” The meeting was informed the Ministry funding from 1 July 2016 will not be sufficient to cover the services that the community expects and relies on. A letter from the Society outlying the situation from 1 July 2016 was circulated to Committee members. Mrs Hamilton explained the Ohai Railway Fund Committee is now requested to revisit the application from the Takitimu Community Development Committee Inc who are seeking $13,000 to provide the community worker with funds in order to carry out the community development services for the Takitimu area. In discussing this issue Members commented on the actual work undertaken by the community worker stating there is a need for this service for children requiring medical assistance, foodbank, the elderly, however this is only a small proportion of the community, noting the (MSD) funding only services vulnerable children and families. Mrs Tagg advised Otautau Medical Trust has recently applied to Whānau Ora an organisation whose core goal is to support families within the community. Mrs Tagg advised Whānau Ora is a government work programme that places families/whānau at the centre of service delivery requiring the integration of health, education and social services. The meeting noted that this application lodged by the Trust sought funding for the community worker wages. The Chair commented that this Committee has a policy whereby grant monies are not allocated to cover the cost of wages for any applicants. Mrs Adams suggested the Society liaise with Venture Southland staff to assist and advise of suitable funding agencies whom to apply to support the Community Worker.

	Resolution Moved Member Allan, seconded Cr Dobson and resolved: That the Ohai Railway Fund Committee: a) Receives the report titled “Takitimu Community Development Committee Incorporated” dated 1 August 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) Declines the application lodged by the Takitimu Community Development Incorporated as the Ohai Railway Fund Committee does not provide for wages and suggests the Group make an application to the Whānau Ora and Venture Southland staff to assist and advise of suitable funding agencies whom to apply to support the Community Worker.

The meeting concluded at 3.00pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Ohai Railway Fund Committee HELD ON FRIDAY, 12 AUGUST 2016.

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

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

Ohai Railway Fund Subcommittee

02 December 2016

Name

Course & Institution

Length of Course & Start Date

Resident (R), OR

Non Resident (N)

Short / Long Course

Residential Eligibility

(Relatives who have lived in the area in the defined time period)

Residential Eligibility

(Relatives who CURRENTLY live in the defined area)

MITCHELL, Shelley Margaret

39 Vogel Place

Invercargill 9810

Bachelor of Science

Otago University

3 years

Feb 2017

J Phair

(great grandfather)

FM & MM Phair

(grandparents)

MCNAUGHT, Regan David

120 Minerva Road

Makarewa

RD 6

Invercargill 9876

Health Science

Otago University

1 years

Feb 2017

Cyril & Laureen McNaught

(grandparents)

PETERSON, Emma Joy

44 Irvine Street

Wallacetown

Southland 9816

Bachelor of Medical Imaging

Eastern Institute of Technology

6 months

July 2016

WE & M Terry

(great grandparents)

Joy Margaret Peterson

(grandmother)

Terry Peterson

(Father)

Ohai Railway Fund Subcommittee

02 December 2016

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OHAI RAILWAY FUND

POLICY

1. Ohai Railway Fund Area

“The boundaries of the Ohai Railway Fund Area are generally defined as:-

East - the Aparima River and from the Hundred Line at Aparima North to Home Creek.

West - the Wairaki River from the Wairaki River bridge on the Clifden/Blackmount main highway north along its course into the Takitimu Mountains.

South - the Hundred Line from Aparima to Scotts Gap, along the Scotts Gap Feldwick Road to Feldwick, along the Clifden Gorge Road to Eastern Bush, and the Otahu - Eastern Bush Road to the Wairaki River Bridge.

North - Takitimu Mountains to Home Creek, then along its water course to the Aparima River.”

The boundary of the defined area is indicatively demonstrated on the map attached to this Policy Manual and is legally described in the New Zealand Gazette Notice, page 1671 of 11 May 1916 that is also attached to this Policy Manual.

2. Purpose of Fund

The purpose of the fund is to provide grant(s) for the benefit of the “residents” of the former “Ohai Railway Board Area” as defined on the attached map. A “resident” being a person or a descendant of a person whose name appeared on the Parliamentary Electoral Roll for a nine year period during the years 1960 to 1999, both years inclusive, and whose address at this time or times was within the area of the district of the former Board.

From the date of the Triennial elections of members of the Committee to be held in 2014, the reference in the above subclause to the year ‘1999’ shall read as a reference to ‘2008’, and on the date of each subsequent Triennial election of members of the Committee shall be amended by the addition of a further three years to that reference.”

3. General Information

The Ohai Railway Fund Committee has the discretion to change the level of grants allocated annually.

The Background Paper for the creation of the Ohai Railway Fund Committee is the Local Government Commission Determination on the former Ohai Railway Board 1993.

Ohai Railway Fund Committee, is a Committee of Southland District Council, and will be subject to Southland District Council’s Code of Conduct.

4. Eligible Purposes

Listed below is a summary of eligible purposes:

• The provision of bursaries for post-secondary school study or adult education.

• To facilitate Employment Opportunities.

• The development of:

- Community facilities, reserves and resources.

- Recreational and leadership opportunities.

- Community programmes, activities, events and charitable purposes.

- Operating costs can be considered where they are incorporated into a specific project. NOTE: This is not to be interpreted as an offsetting of rates.

• Assistance may also be provided to individuals or groups taking part in events, which reflect credit or provide benefit to the community.

• Consideration may be given to projects aimed at providing public utilities.

• Loans

• Community Education and Training

• Transport - Transport Allowance may be considered for specific projects, but does not allow for transport to and from work or study.

• Assistance for other initiatives outside the above broad categories may be provided at the discretion of the Committee.

5. Fund Allocation Criteria

Priority is given to assisting new ventures and developments, particularly those that provide ongoing benefit.

The level of assistance should reflect the level of contribution from the applicant and the potential benefits.

Priority may be given to applications where there are limited alternative means of raising funds.

Priority will be given to supporting educational initiatives for applicants whose opportunities are limited by difficult circumstances.

Where projects are of equal merit levels of previous assistance may be considered when establishing priority.

6. Membership

The Ohai Railway Fund Committee comprises the following members:

• Three representatives whom are appointed by the Southland District Council.

• Four local representatives whom are elected at the Committee’s Triennial meeting.

7. Triennial Meeting

The Triennial meeting of the Committee is held within the first three months of the year following the Triennial elections of the Southland District Council.

The venue of the Triennial meeting is to alternate between Ohai, Nightcaps and Wairio.

The Triennial meeting is chaired by the current Chairperson of the Ohai Railway Fund Committee.

Advertisement of the Triennial Meeting to be placed in local and public newsletters and flyers placed in local communities.

8. Eligibility of Local Representatives

Persons who are entitled to stand as a local representative on the Ohai Railway Fund Committee must qualify as a ‘resident”, and must reside in the area for a minimum of nine (9) years

DEFINITION: A “resident” being a person, or a descendant of a person, whose name appeared on the Parliamentary Electoral Roll in any year from 1960 to 1999 (both years inclusive) and whose address at the time was within the area of the former Board.

From the date of the Triennial Elections of members of the Committee to be held in 2011, the reference above to the year ‘1999’ shall read as a reference to ‘2005’. On the date of each subsequent Triennial Election of members of the Committee the closing year shall be amended by the addition of a further three years to that reference ie: Triennial Election in 2011 - the applicable years will be amended to read “1960 to 2005 (inclusive)”.

9. Election of Local Representatives

The election of the four local representatives to the Committee is held at the Triennial meeting.

The successful candidates are the four nominees whom receive the highest number of votes at the Triennial meeting.

The election process is by way of nomination from “the floor” from members of the public attending the triennial election.

In the event of a local elected representative retiring during the three year term, the highest unsuccessful candidate is to fill the vacancy. If no vote was necessary at the Triennial meeting, then the Committee has the right to appoint.

Numbered voting papers are to be issued to eligible voters on their entrance to the Triennial meeting.

Following the Triennial election in 2017, in the event of a local elected representative retiring during the three year term, a new election will be held to appoint a replacement local representative.

10. Voting Rights at the Triennial Meeting

Persons entitle to voting rights at the triennial meeting:

• Must qualify as a ‘resident.’

· Must have resided within the defined area for a minimum period of three years immediately preceding the date of the triennial election; and

• Must be in attendance at the triennial meeting. Proxy votes at the triennial meeting are NOT ACCEPTED.

All persons must sign a declaration at the Triennial Meeting confirming their residency in the Ohai Railway Fund defined area for a minimum of three years.

11. Election of Chairperson and Deputy Chairperson

The Chairperson and Deputy Chairperson shall be elected at the first ordinary meeting of the Committee following the Triennial meeting, and are elected by the members of the Ohai Railway Fund Committee.

12. Applications

Any application submitted for building alterations or extensions to an existing building must have copies of plans, specifications and quotes attached.

Applicants seeking funding in excess of $15,000 must be accompanied by a
Long-Term Management Plan.

In the event of an organisation winding up within five years of receiving grant monies that organisation must repay the Ohai Railway Fund Committee a portion of the funds allocated on a pro rata basis of 20% depreciation per annum.

Organisations seeking funding must submit their latest financial accounts with their application.

Grants for post-secondary school or adult education assistance are to be allocated as follows:

• Students who reside in the defined area up to $1,000.

• Non resident students who qualify for funds up to $1,000.

• Short courses (12 months or less) and reside in the defined area up to $700.

• Short courses (12 months or less) and the applicant is not a resident in the defined area up to $700.

Applicants who qualify for post-secondary school or adult education grants are entitled to one grant only and cannot re-apply for similar type applications.

NOTE: Only applications from residents’ children and grandchildren of the Ohai Railway Fund defined area will be considered, and those applicants who reside ‘outside the defined area’ with a parent or grandparent still residing in the area will be given priority, however the Committee has the discretion in respect of every application that is lodged.

Grant monies will not be released until confirmation is received of the project’s commencement date. Unless an extension is received by the Committee, in writing, and the said project has not commenced by six months from date of confirmation of successful grant application, the grant will become null and void.

Applications that are deemed to have commenced will be classed as retrospective and in normal circumstances will not be considered, however, in special circumstances the Committee has the right to consider same.

13. International Opportunities

For those undertaking a recognised overseas opportunity the following policy applies:

• Those who qualify under eligibility criteria, reside in the defined area, and the length of the exchange is a minimum of seven months are entitled up to $1,000.

• Those who qualify under eligibility criteria, reside in the defined area, and the length of the exchange is one-six months are entitled up to $500.

• Those who qualify under eligibility criteria but do not reside in the defined area and:

- the length of the exchange is for a minimum of seven months are entitled to a maximum figure of $1,000;

- the length of the exchange is between one-six months are entitled to a maximum figure of $500.

· Those allocated grant monies for international opportunities are not eligible to be considered for a post-secondary school or adult education grant.

14. Community Education and Training Fund

This Committee supports a community education and training fund for persons aged 15 years and older who wish to undertake non-traditional leadership or life skills education programmes, and such applicants must reside in the defined area of the Ohai Railway Fund, and the maximum amount available to any one applicant being $2,500 per annum.

Allocation of a Community Education and Training Fund Grant does preclude the applicant from applying for a post-secondary school or adult education grant.

15. Loans

This Committee agree to have loans included as part of its policies manual with each loan application treated on its own merits.

This Committee has the right to place a caveat on the title of the land and property of the applicant, or next of kin, and such caveat to have ‘first-call’ status.

Applications for loans by individuals or community groups shall include the following information:

• applicant’s details.

• the loan requirements.

• bank statements.

• an audited copy of the latest annual financial report (or a schedule of assets and liabilities for an application by an individual).

• income and expenditure details.

• details of security offered.

Applications for commercial loans shall include the following information:

• a company profile.

• a proposed summary.

• historical data.

• a business plan.

• certification by the applicant.

An independent consultant, with suitable qualifications in the relevant industry, shall assess applications for commercial loans and make a recommendation to the Committee.

The applicant shall meet all costs associated with the independent assessment. Such costs will be met from an initial non-refundable application fee of $500.

If costs are going to exceed the initial application fee the applicant will be asked to agree to the costs before any further work shall proceed.

Where loans have been advanced to a business, the company/partnership will be expected to submit financial reports to the committee on either a quarterly, six monthly or an annual basis. The basis for reporting will be at the discretion of the committee.

Loans are to be secured over the assets of the business in accordance with the provision of the land transfer act or the properties securities act 1999. The assets to be secured shall be determined on a case-by-case basis.

Recipients of loan monies will pay an interest rate calculated on a yearly basis (31 March) and based on the current weighted average rate of return of Southland District Council investments.

16. Declaration of Interest

If a Committee member has any connection to an application greater than that of the general public that member should declare an interest in the said application, prior to it being considered.

In such circumstances, the member affected shall still be entitled to speaking and voting rights, unless that member has a pecuniary interest in said application.

17. Applications Received After Closing Date

Applications lodged but received after the closing date for applications are decreed to be out of time and not to be considered for allocation of grant monies, unless the Committee determines there is a special case that requires consideration.

Ohai Railway Fund Committee

2 December 2016

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Southland Life Education Community Trust funding application

Record No: R/16/11/18076

Author: Alyson Hamilton, Committee Advisor

Approved by: Rex Capil, Group Manager Community and Futures

☒ Decision ☐ Recommendation ☐ Information

Purpose

1 Community Trust wishes to apply for funding in the amount of $2,000 to assist with the provision of health based learning modules to children in the Ohai and Nightcaps via their mobile classroom. The Southland Life Education

Summary

2 The Southland Life Education Community Trust is a non-profit organisation with one paid employee, eight volunteer trustees and one co-opted member.

3 The Southland Life Education Community Trust does not receive or seek government funding however relies on funding through grants, donations from corporate and service groups, school fees or in-kind benefactors to meet the annual operating costs of $100,000.

4 The outcomes of the learning modules is that the children have a stronger sense of self-esteem; better body and nutrition knowledge, an awareness and ability to make informed decisions when hitting the puberty especially in the areas of drug and alcohol awareness. Each pupil is encouraged to understand that they are unique and special.

5 The cost to provide this education to the children (copy attached) is $2,877.60 which is calculated based on 120 pupils @ $23.98/child.

6 The Trust is contributing $784.00 toward the total cost which is calculated as follows;

§ Contribution from pupils (120 @ $4each) $480.00

§ Fundraising, selling chocolates etc $146.00

§ Ohai/Nightcaps share of SDC donation $158.00

7 Copies of the Annual General Meeting 2016 and Annual Report are circulated for Members information.

Recommendation

That the Ohai Railway Fund Subcommittee:

a) Receives the report titled “Southland Life Education Community Trust funding application” dated 22 November 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) Considers the application and directs accordingly.

Attachments

a Ohai Railway Fund Application - Southland Life Education Community Trust ⇩

Ohai Railway Fund Committee

2 December 2016

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Project Litefoot Trust

Record No: R/16/11/18081

Author: Alyson Hamilton, Committee Advisor

Approved by: Rex Capil, Group Manager Community and Futures

☐ Decision ☐ Recommendation ☐ Information

Purpose

1 The Project Litefoot Trust wishes to apply for funding in the amount of $3,488 to assist community sports clubs in Ohai and Nightcaps to reduce their environmental impact with the view of saving monies for sporting activities.

Summary

2 Project Litefoot is a charitable trust working between sport and the environment and is designed to help community sports clubs identify and implement power saving technology.

3 Community sports clubs are facing difficult financial times due to membership decline, decreasing profits from bar facilities and gaming trust monies being more difficult to secure whilst club operating costs, for example electricity are rising.

4 The LiteClub programme is intended to benefit community sport in that it is helping community funding and club membership fees stretch further by reducing clubs’ operating expenditure.

5 The total budget of this project (copy attached) is $11,606.

6 The Trust advises that the following groups are eligible;

· Ohai/Nightcaps Rugby Club

· Ohai Bowling Club

· Ohai Golf Club

· Nightcaps Squash Club

· Nightcaps Golf & Bowling Club

7 The application does not stipulate if an approach has been made to these clubs by the Project Litefoot Trust or if they are in need of the Trust’s services.

Recommendation

That the Ohai Railway Fund Subcommittee:

a) Receives the report titled “Project Litefoot Trust” dated 22 November 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) Considers the application and directs accordingly.

Attachments

a Ohai Railway Fund Application - Project Litefoot Trust ⇩