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Ohai Railway Fund Subcommittee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Ohai Railway Fund Subcommittee held in the SDC Office, Otautau on Friday, 2 December 2016 at 2.30pm.

 

 

present

 

Chairperson

Sue Adams

 

Members

Bruce Allan

 

 

Caroline Reed

 

 

Ivan Smith

 

 

Councillor Stuart Baird

 

 

IN ATTENDANCE

 

Mayor Gary Tong, Sheree Marrah, (Financial Accountant), Kelly Tagg, (Community Partnership Leader) and Alyson Hamilton, (Committee Advisor).

 

 

 

 

 

 

 

 

 


Ohai Railway Fund Committee

02 December 2016

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1          Apologies

 

Moved Cr Baird, seconded Chairperson Adams and resolved:

That the Ohai Railway Fund Subcommittee accept the apologies lodged by Councillors Harpur and Perham.

 

2          Leave of absence

 

There were no requests for leave of absence.

 

3          Conflict of Interest

 

Chairperson Adams declared an interest; Item 7.9 – tertiary application relating to Rebecca Adams.

 

4          Public Forum

 

There were no members of the public seeking speaking rights.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Member Smith, seconded Member Allan  and resolved:

That the minutes of Ohai Railway Fund Subcommittee meeting held on 12 August 2016 be confirmed as true and correct record.

 

Reports

 

7.1

Financial Report to 31 October 2016

Record No:         R/16/11/18367

 

Financial Report prepared by Ben Du Mez, Graduate Accountant, for the period ending 31 October 2016, was tabled.

 

The Committee was informed that interest income on the fund is currently projected at $59,218 for the full financial year based on the average Reserve Bank of New Zealand.  The reserve fund at 30 June 2017 is projected to sit at $1,886,418.

 

Mrs Marrah confirmed $59,218 is available for distribution, however stated this amount is distributed between this funding round and the March funding.

 

Members queried expenditure relating to advertisement and meeting costs and whether copies of the invoices are available for the subcommittee to view.

 

Mrs Marrah responded staff has delegated authority to pay accounts on behalf of the subcommittee and clarified the content of the invoice amounts shown in the report relating to meeting advertisements, catering of meetings and Members honorarium.

 

Resolution

Moved Chairperson Adams, seconded Member Reed  and resolved:

That the Ohai Railway Fund Subcommittee:

a)         Receives the report titled “Financial Report to 31 October 2016” dated 22 November 2016.

 

7.2

Post-secondary school/adult education applications

Record No:         R/16/11/18048

 

Applications for educational grants from six individuals were considered at this point.

 

 

Resolution

Moved Member Reed, seconded Member Smith  and resolved:

That the Ohai Railway Fund Subcommittee:

a)         Receives the report titled “Post-secondary school/adult education applications” 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)         Agrees to allocate the following grants subject to receipts for course fees being produced by all applicants prior to the funds being released;

 

§  Shelley Margaret Mitchell    $700.00

§  Regan David McNaught       $700.00

§  Emma Joy Peterson             $300.00

 

7.3

Southern REAP - NZEA4U

Record No:         R/16/11/18079

 

1          The subcommittee considered an application from Southern REAP for funding in the amount of $8,000 to assist with the costs of a Western Southland NCEA4U programme being based at Nightcaps.

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3          The subcommittee was informed Southern REAP is providing an opportunity for parents and caregivers who have not achieved NCEA Levels 1, 2 or 3 and who are in need of support to complete these NCEA levels in order to partake in further learning and employment possibilities.

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3        The subcommittee noted funding is being sought to cover the cost of the NZEA4U programme which includes tutors, venues, and the provision of quality childcare for the duration of the classes, where children are supported in their learning and parents in their parenting.

 

5          Members were informed the programme provides for 1 x 2.5 hour sessions per week with a total of up to 100 supervised learning hours per student per centre per year.

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5        It was noted the total budget for this project is $34,218.91; Southern REAP is contributing $26,218.91 towards the cost.

 

 

 

Resolution

Moved Chairperson Adams, seconded Member Reed  and resolved:

That the Ohai Railway Fund Subcommittee:

a)         Receives the report titled “Southern REAP - NZEA4U - 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)         Approves a grant of $10,000 to the Southern REAP NZEA4U project to assist with the project fees for 10 students @ $1,000 per student.

 

e)         Requests that the application be treated as an educational application with the names of the students being provided to the subcommittee and that applicants fit the necessary criteria.

 

7.4

Southern REAP - Kowowai Weaving Wananga

Record No:         R/16/11/19088

 

The subcommittee considered an application from Southern REAP for funding in the amount of $1,228.04 to assist with a Kowowai Weaving Wananga workshop to be held over the weekend of 9-11 March 2017.

 

The subcommittee was informed Southern REAP wishes to educate the community in the art of korowai weaving to ensure these skills are not lost.

 

The subcommittee noted funding is being sought to reduce the cost of the programme to learners and support funding will ensure that learners who may not have been able to attend due to financial difficulty, will have the opportunity to attend.

 

Members were informed Southern REAPs kaupapa is to encourage a creative community – not just for their learners but for all the members of their community.

 

 

Resolution

Moved Member Smith, seconded Member Allan  and resolved:

That the Ohai Railway Fund Subcommittee:

a)            Receives the report titled “Southern REAP - Kowowai Weaving Wananga - 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)         Approves a grant of $1,200 to assist with a Kowowai Weaving Wananga workshop.

 

7.5

Southland Life Education Community Trust funding application

Record No:         R/16/11/18076

 

The subcommittee considered an application from The Southland Life Education Community Trust who seek 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 subcommittee was informed the Southland Life Education Community Trust is a non-profit organisation with one paid employee, eight volunteer trustees and one co-opted member.

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The Subcommittee noted 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.

 

The Trust advised that it is envisaged the cost to provide this education to the children is $2,877.60 which is calculated based on 120 pupils @ $23.98/child.

 

The subcommittee was advised 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

 

 

 

Resolution

Moved Member Allan, seconded Chairperson Adams  and resolved:

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)         Approves a grant of $2,000 to the Southland Life Education Trust to assist with the provision of health based learning modules for children in the Ohai and Nightcaps via their mobile classroom.

 

7.6

Project Litefoot Trust

Record No:         R/16/11/18081

 

The subcommittee considered an application from the Project Litefoot Trust who seek 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.

 

The subcommittee was advised that 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.

 

The meeting was informed 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.

 

The subcommittee noted the Litefoot 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.

 

The total budget of this project is $11,606.

 

The subcommittee was informed that the Trust advised that the following groups are eligible;

 

§  Ohai/Nightcaps Rugby Club

§  Ohai Bowling Club

§  Ohai Golf Club

§  Nightcaps Squash Club

§  Nightcaps Golf & Bowling Club

 

In discussing this issue members commented that the application does not stipulate if an actual approach has been made to these clubs by the Project Litefoot Trust as most of these clubs listed no longer exist or if those that do are in actual need of the Trust’s services.

 

Members commented that whilst the application had merit they felt that most sporting groups are becoming more energy efficient and environmentally aware in ways of saving power.

 

 

 

Resolution

Moved Cr Baird, seconded Member Reed  and resolved:

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.

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 Project Litefoot Trust as the Subcommittee felt that sporting bodies are becoming more energy efficient and environmentally aware in ways of saving power.

 

7.7

Shareholders ORF

Record No:         R/16/11/18084

 

The Subcommittee considered an application from the Shareholder Group who sought a grant of $30,000 to engage a forensic accountant to investigate the Ohai Railway Fund.

 

The subcommittee was advised the group is seeking a grant to assist with the cost of carrying out an audit of the Fund. This audit is to ascertain a legal opinion on the discrepancies of the sale of the assets, which contributed to the Ohai Railway Fund.

 

Members were informed it is unclear from the application lodged if they also intend to use the funds to upgrade the former Ohai Railway Board premises at Wairio.

 

The subcommittee was advised that the Group has indicated that Council has misappropriated funds and held back information from members.

 

In discussing this issue members commented that the application has not shown any written evidence highlighting Council discrepancies and suggested that any concerns raised by the group be referred to the Council’s Chief Executive for investigation.

 

Chairperson Adams commented that the application is incomplete and doesn’t meet the criteria of the fund.

 

Members acknowledged that the Group’s spokesperson Ms Barrett presented well but her evidence was lacking factual information and based on the Funds criteria that this application be declined.

 

 

 

Resolution

Moved Cr Baird, seconded Member Smith  and resolved:

That the Ohai Railway Fund Subcommittee:

a)         Receives the report titled “Shareholders ORF” 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)         Declines the application lodged by Shareholder ORF as this Subcommittee felt the application was incomplete and does not meet the criteria of the fund.

 

7.8

Grants schedule

Record No:         R/16/11/18106

 

1        Report outlining a schedule of Ohai Railway Fund grant monies allocated since October 1993,was tabled.

 

 

 

Resolution

Moved Chairperson Adams, seconded Member Allan  and resolved:

That the Ohai Railway Fund Subcommittee:

a)         Receives the report titled “Grants schedule” dated 22 November 2016.

 

7.9

Ohai Railway Fund - Tertiary Applications

Record No:         R/16/11/19340

 

Chairperson Adams declared an interest on the item relating to Rebecca Adams and took no part in discussion or voting on this matter.

 

Resolution

Moved Member Allan, seconded Member Reed  and resolved:

That the Ohai Railway Fund Subcommittee:

a)         Nominate Councillor Baird as Chair for this item.

Chairperson Adams withdrew from the table at this point and left the room.

 

Cr Baird assumed the chair.

 

Applications for educational grants from two individuals were considered at this point.

 

At the conclusion of discussion on this item Councillor Baird vacated the chair and Member Adams resumed the chair.

 

 

Resolution

Moved Member Reed, seconded Member Smith  and resolved:

That the Ohai Railway Fund Subcommittee:

a)         Receives the report titled “Ohai Railway Fund - Further Tertiary Applications” dated 24 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)         Agrees to allocate the following grants subject to receipts for course fees being produced by all applicants prior to the funds being released;

 

§  Rebecca Sarah Adams         $700.00

 

e)         Declined the payment of a grant for travel costs to boxing classes to Jake Johns as travel does not meet the eligible purposes criteria of the Ohai Railway Fund Policy Manual and suggest he approach other funding avenues.

 

 

 

The meeting concluded at 3.35pm 

 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Ohai Railway Fund Subcommittee HELD ON FRIDAY, 2 DECEMBER 2016

 

 

 

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

 

 

 

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