Notice is hereby given that a Meeting of the Ohai Railway Fund Subcommittee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Friday, 12 April 2019

9.30am

Southland District Council, Otautau Office
176 Main Street, Otautau

 

Ohai Railway Fund Subcommittee Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Sue Adams

 

Deputy Chairperson

Bill Mather

 

Members

Kevin Dixon

 

 

Caroline Reed

 

 

Stuart Baird

 

 

George Harpur

 

 

Nick Perham

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

Community Partnership Leader

Kelly Tagg

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


 

Terms of Reference – Ohai Railway Fund Subcommittee

 

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 Terms of Reference and is legally described in the New Zealand Gazette Notice, page 1671 of 11 May 1916 that is also attached to this Terms of Reference.  

 

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 Subcommittee to be held in 2017, the reference in the above subclause to the year ‘1999’ shall read as a reference to ‘2011’, and on the date of each subsequent Triennial election of members of the Subcommittee shall be amended by the addition of a further three years to that reference.”

 

General Information

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

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

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

 

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 Subcommittee.

 

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.

 

Membership

The Ohai Railway Fund Subcommittee comprises the following members:

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

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

 

Triennial Meeting

The Triennial meeting of the Subcommittee 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 Subcommittee.

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

 

Eligibility of Local Representatives

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

DEFINITIONA “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 Subcommittee to be held in 2017, the reference above to the year ‘1999’ shall read as a reference to ‘2011’.  On the date of each subsequent Triennial Election of members of the Subcommittee the closing year shall be amended by the addition of a further three years to that reference ie: Triennial Election in 2017 - the applicable years will be amended to read “1960 to 2005 (inclusive)”.

 

Election of Local Representatives

The election of the four local representatives to the Subcommittee 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.

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.

 

 

 

 

Voting Rights at the Triennial Meeting

Persons entitled 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 period of three years.

 

Election of Chairperson and Deputy Chairperson

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

 

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 Subcommittee 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 $1,500.

•           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 $1,000.

•           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 Subcommittee 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 Subcommittee, 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 Subcommittee has the right to consider same.

 

International Opportunities

For those undertaking a recognised overseas opportunity the following terms of reference 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 $1,500.

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

•           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.

Applicants who qualify for international opportunities grants are entitled to one grant only and cannot re-apply for similar type applications.

 

Community Education and Training Fund

This Subcommittee 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 $1,500.

Applicants who qualify for community education and training fund grants are entitled to one grant only and cannot re-apply for similar type applications.

 

Loans

This Subcommittee agree to have loans included as part of its terms of reference with each loan application treated on its own merits.

This Subcommittee has the right to place a caveat on the title of any 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 Subcommittee.

 

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 Subcommittee on either a quarterly, six monthly or an annual basis.  The basis for reporting will be at the discretion of the Subcommittee.

 

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.

 

Declaration of Interest

If a Subcommittee 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.

 

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 Subcommittee determines there is a special case that requires consideration.

 


Ohai Railway Fund Subcommittee

12 April 2019

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                8

2             Leave of absence                                                                                                                                                8

3             Conflict of Interest                                                                                                                                             8

4             Public Forum                                                                                                                                                         8

5             Extraordinary/Urgent Items                                                                                                                        8

6             Confirmation of Minutes                                                                                                                               8

Reports

7.1         Financial Report to 28 February 2019                                                                                                  15

7.2         Tertiary Application Summary - March 2019                                                                                   19

7.3         Organisation Application Summary - March 2019                                                                       35

7.4         Grants Schedule                                                                                                                                             133

 

   


 

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 Ohai Railway Fund Subcommittee, 31 October 2018


 

Ohai Railway Fund Subcommittee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Ohai Railway Fund Subcommittee held in the Southland District Council Otautau Office, 176 Main Street, Otautau on Wednesday, 31 October 2018 at 11am.

 

present

 

Chairperson

Sue Adams

 

Deputy Chairperson

Bill Mather

 

Members

Kevin Dixon

 

 

Caroline Reed

 

 

Councillor Stuart Baird

 

 

Councillor George Harpur

 

 

APOLOGIES

 

Councillor Perham

 

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

Community Partnership Leader

Kelly Tagg

 


1             Apologies

 

There was an apology from Councillor Perham.

 

Moved Chairperson Adams, seconded Councillor Baird and resolved:

That the Ohai Railway Fund Subcommittee accept the apology.

 

 

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

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Cr Harpur, seconded Member Mather  and resolved:

That the minutes of Ohai Railway Fund Subcommittee meeting held on 30 April 2018 be confirmed as a true and correct record of that meeting.

 

Reports

 

 

7.1

Financial Report to 30 September 2018

Record No: R/18/9/22661

 

Community Partnership Leader, Kelly Tagg presented the report.

 

Mrs Tagg advised the report provides a summary of the Ohai Railway Fund’s financial position as at 30 September 2018.

 

Members noted funds available to be allocated is forecast to be $55,000 for the remainder of the year to 30 June 2019.

Mrs Tagg further advised the report included the final financial results for the year ended 30 June 2018.

 

It was noted there was a $29,809 surplus for the year ended 30 June 2018 as a result of less grants being awarded than budgeted.   These results were recently reviewed by Audit New Zealand as part of the Council’s audit for the year ended 30 June 2018.

 

 

Resolution

Moved Member Dixon, seconded Chairperson Adams  and resolved:

That the Ohai Railway Fund Subcommittee:

a)            Receives the report titled “Financial Report to 30 September 2018” dated 15 October 2018.

 

 

7.2

Organisations Application Summary

Record No: R/18/10/24300

 

Committee Advisor Alyson Hamilton presented the report.

 

Mrs Hamilton advised applications from four organisations have been lodged seeking grants to assist with community projects, and requests the subcommittee consider the applications and direct accordingly.

 

The applications to be considered include the following:

 

Ø  Epilepsy Association of New Zealand

Ø  Nightcaps Community Development Area Subcommittee

Ø  Southland Life Education Trust

Ø  St Patrick’s School, Nightcaps

 

Moved Chairperson Adams, seconded Cr Baird  recommendations a to c.

 

The motion was put and declared CARRIED.

 

Moved Member Dixon, seconded Cr Harpur recommendation d the application from Epilepsy Association of New Zealand and resolved:

 

That the Ohai Railway Fund Subcommittee:

d)           Agrees to fund the application from Epilepsy Association of New Zealand - $650.

 

The motion was put and declared CARRIED.

 

Moved Member Mather, seconded Member Reed  recommendation d the application from Nightcaps Community Development Area Subcommittee and resolved:

 

That the Ohai Railway Fund Subcommittee:

d)           Agrees to fund the application from Nightcaps Community Development Area Subcommittee - $1,400.

 

The motion was put and declared CARRIED.

 

Moved Member Dixon, seconded Cr Harpur recommendation d the application from Southland Life Education Community Trust and resolved:

 

That the Ohai Railway Fund Subcommittee:

d)           Agrees to fund the application from Southland Life Education Community Trust - $2,500 with the following conditions/tag:

i)      that funds cover fees for children from Takitimu School, St Patricks School and Nightcaps Playcentre.

 

The motion was put and declared CARRIED.

 

Moved Member Mather, seconded Member Dixon recommendation d the application from St Patrick's School, Nightcaps.

 

That the Ohai Railway Fund Subcommittee:

d)           Agrees to fund the application from St Patrick's School (Nightcaps) - $2,920 with the following conditions/tag:

i)      subject to the applicant providing a full set of audited accounts for the most recent financial year and a building maintenance plan for the school.  This information is to be forwarded to the Committee prior to the end of the 2018 school year.

 

The motion was put and declared CARRIED.

 

 

Resolution

That the Ohai Railway Fund Subcommittee:

a)            Receives the report titled “Organisation Application Summary” dated 23 October 2018.

 

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 fund applications as follows:

§  Epilepsy Association of New Zealand - $650

§  Nightcaps Community Development Area Subcommittee - $1,400

§  Southland Life Education Community Trust - $2,500 with the following conditions/tag:

i)          that funds cover fees for children attending Takitimu School, St Patricks School and Nightcaps Playcentre.

 

§  St Patrick's School (Nightcaps) - $2,920 with the following conditions/tag:

i)          subject to the applicant providing a full set of audited accounts for the most recent financial year and a building maintenance plan for the school.  This information is to be forwarded to the Committee prior to the end of the 2018 school year.

 

 

 

7.3

Tertiary Application Summary

Record No: R/18/10/24374

 

Committee Advisor Alyson Hamilton presented the report.

 

Mrs Hamilton advised applications from six individuals seeking a grant to assist with tertiary study have been lodged.

 

 

Resolution

Moved Member Reed, seconded Member Dixon  and resolved.

That the Ohai Railway Fund Subcommittee:

a)            Receives the report titled “Tertiary Application Summary” dated 23 October 2018.

 

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 applicants prior to the funds being released.

 

§   Grace Church                               $1,500

§   Dianne Helen Griffiths                         declined

§   Benjamin John McMaster     $500

§   Joshua James Milne                 $500

§   Georgia Elizabeth Stevens   $1,000

 

 

 


7.4

Grants schedule

Record No: R/18/10/23987

 

Committee Advisor Alyson Hamilton presented the report.

 

Mrs Hamilton advised the purpose of the report is to provide an alphabetical schedule of Ohai Railway Fund grant monies allocated since October 1993 for Members’ information.

 

 

Resolution

Moved Member Mather, seconded Chairperson Adams  and resolved:

That the Ohai Railway Fund Subcommittee:

a)            Receives the report titled “Grants schedule” dated 19 October 2018.

 

 

 

The meeting concluded at 11.39am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Ohai Railway Fund Subcommittee HELD ON WEDNESDAY, 31 OCTOBER 2018.

 

 

 

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

 

 

 

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

 


Ohai Railway Fund Subcommittee

12 April 2019

 

Financial Report to 28 February 2019

Record No:             R/19/3/5924

Author:                      Brie Lepper, Graduate Accountant

Approved by:         Anne Robson, Chief Financial Officer

 

  Decision                                        Recommendation                                  Information

 

 

Financial Report

1        This report provides a summary of the Ohai Railway Fund’s financial performance and position as at 28 February 2019.

2        Interest income on the fund for the full financial year is currently projected at $60,710 (3.26%) based on the average Reserve Bank of New Zealand (RBNZ) six month term deposit rate for the 12 months prior to 28 February 2019. Actual interest at year end will be allocated based on the average RBNZ six month term deposit rate for the 12 months prior to 30 June 2019. There is a risk that the actual interest rate may differ from what is forecast (and consequently paid out as grants), however in the event that there is a shortfall, the Committee has sufficient reserve funds available to fund such a deficit.

3        For 2018/2019 year budgeted funds available to be allocated for grants is $55,000, however eight grants totalling $8,050 were awarded in the October 2018 allocation round. Of these grants, only one remains to be uplifted at the date of this report. This leaves $46,950 available for Round two allocations. If additional funds are required for Round two, there is an estimated additional $2,399 from forecast interest, as well as reserve funds as noted below.

4        Council staff regularly follow up funds that have not been uplifted within a timely manner, in order to minimise current liabilities. St Patricks School is in the process of providing some additional information.  Council staff have been unable to contact Ms Adams and will be seeking direction from the committee as to the next steps.

5        If grants and expenditure are incurred as forecast this year, the forecast reserve fund at 30 June 2019 would be approximately $1,893,046 (30 June 2018 actual: $1,890,647).

 

 

 


 

Recommendation

That the Ohai Railway Fund Subcommittee:

a)            Receives the report titled “Financial Report to 28 February 2019” dated 8 April 2019.

 

 

Attachments

There are no attachments for this report.  

 


Ohai Railway Fund Subcommittee

12 April 2019

 

Tertiary Application Summary - March 2019

Record No:             R/19/4/6452

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

Purpose

1        The purpose of the report is for the Ohai Railway Fund Subcommittee to consider applications from 2 individuals seeking grants to assist with tertiary study.  The subcommittee is requested to consider the applications and direct accordingly.

Executive Summary

2        The subcommittee is directed to sections 12 to 14 of the Ohai Railway Fund Subcommittee Terms of Reference approved by Council on 16 November 2016 and amended 6 September 2017 which sets out the criteria for individual applications.

3        A summary of the individual applications is attached for member’s information.

4        A copy of applicants supporting information is also attached to the report.

 

Recommendation

That the Ohai Railway Fund Subcommittee:

a)            Receives the report titled “Tertiary Application Summary - March 2019” dated 8 April 2019.

 

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 fund the tertiary applications received:

I.     Grace Cochrane        amount granted ?

II.    Kirsty Knarston         amount granted ?

 

 


 

Background

5        The purpose of the Ohai Railway Fund is to provide grant(s) for the benefit of the residents of the former Ohai Railway Board area.

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

7        The background paper for the creation of the Ohai Railway Fund Subcommittee is the Local Government Commission Determination on the former Ohai Railway Board 1993.

8        The Local Government Commission amended the scheme in 1993 following the sale of assets of the former Ohai Railway Board.

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

Issues

10      It is disappointing that so few tertiary applications were received. It is suggested a more targeted approach to promotion be made for the next funding round in September 2019.

Factors to Consider

Legal and Statutory Requirements

11      Aligns with Southland District Council’s Ohai Railway Fund Terms of Reference approved by Council on 16 November 2016 and amended 6 September 2017.

Community Views

12      Provides an opportunity for residents within the defined area of the former Ohai Railway Board to apply for grant monies to assist with tertiary studies.

Costs and Funding

13      Costs relating to Ohai Railway Fund grants are budgeted for annually.

Policy Implications

14      This process meets the current Southland District Council Terms of Reference relating to the Ohai Railway Fund Subcommittee.

Analysis

Options Considered

15      The options for consideration are to either approve the grant or decline the application.

Analysis of Options

 

Option 1 – Agrees to fund the September 2019 applications in accordance with the Terms of Reference.

Advantages

Disadvantages

·        consider applications and award monies in accordance with the Terms of Reference.

·        n/a

 

Option 2 – Declines the September 2019 applications

Advantages

Disadvantages

·        n/a

·        no funds awarded and the applicant could be hindered by lack of financial support.

 

Assessment of Significance

16      Not considered to be significant.

Recommended Option

17      Option 1 - agrees to grant the September 2019 tertiary applications in accordance with the Terms of Reference.

Next Steps

18      Advise successful applicants of their application.

 

Attachments

a             Ohai Railway Fund Tertiary Application Summary

b             Supporting papers - Grace Cochrane

c             Supporting papers - Kirsty Knarston    

 


Ohai Railway Fund Subcommittee

12 April 2019

 


Ohai Railway Fund Subcommittee

12 April 2019

 


 


 


 


 


 


Ohai Railway Fund Subcommittee

12 April 2019

 


 


 


 


 


 


Ohai Railway Fund Subcommittee

12 April 2019

 

Organisation Application Summary - March 2019

Record No:             R/19/4/6482

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

Purpose

1        The purpose of the report is for the subcommittee to consider applications from four organisations, seeking grants to assist with community projects and it is requested the subcommittee consider the applications and direct accordingly.

2        The applications to be considered include the following:

1)   Hospice Southland Charitable Trust

2)   Ohai Nightcaps Lions Club

3)   Takitimu Community Development Committee

4)   Takitimu Primary School

 

Executive Summary

Hospice Southland Charitable Trust

3        The Hospice Southland Charitable Trust wishes to apply for funding in the amount of $10,000 to assist toward the costs relating to providing specialist palliative care services to the Ohai and Nightcaps communities.

4        Hospice Southland receives approximately 48% of its funding from Government.  This leaves a shortfall of $2.4 million that needs to be raised this year to keep services free of charge.

5        The Ohai and Nightcaps communities will continue to receive full access to specialist palliative care services provided by the Hospice free of charge and ideally in the patients setting of choice.

6        The estimated cost of the project is $10,000 based on home visits x37 ($5,920) and clinical assessments x114 ($5,700).

7        The voluntary effort from the community included 300 volunteers providing more than 35,124 hours in 2017-2018.

8        Copies of the financial information relating to the Hospice Charitable Trust are attached to this report for Members information.

Ohai Nightcaps Lions Club

9        The Ohai Nightcaps Lions Club wishes to apply for funding in the amount of $5,500 to assist toward the costs of repairing and displaying an historic Duncan 4-wheel Farmers Wagon in Nightcaps.

10      The funding is required to create a display to promote the identity of the town which has a rich farming and mining history and will compliment other displays already in the township.

11      The total cost of the project is $18,285.00 with the contribution from other funding agencies including the Lions Club being $12,785.

 

Takitimu Community Development Committee

 

12      The Takitimu Community Development Committee wishes to apply for funding in the amount of $13,737.47 to install double glazed windows and doors at the Community Worker’s office in Ohai.

13      The funding is required to ensure the continued support from the community worker and a warm safe office in the area.

14      The total project cost is $13,737.47 with the amount requested being $13,737.47.

Takitimu Primary School

15      Takitimu Primary School is applying for $4,000 to assist with the cost of subsidising two upcoming school camps.

16      The year 5/6 student camp will be at Pounawea and the year 7/8 school camp will be at Camp Columba in Pukerau.  47 students are expected to participate in a range of activities including abseiling, kayaking and high ropes.

17      Funding to necessary to ensure that no families are disadvantaged by costs; further, it will ensure every student is given the same opportunity to challenges themselves and see the world.

18      The students will participate in a range of aimed at building confidence, self-esteem and leadership skills.  For many, it is an opportunity to gain life experiences that they will never get elsewhere.

19      The total cost of the project is $16,985.40 with the contribution from the Takitimu Primary School being $6,235.00.

20      Copies of the organisational applications are attached to this report.

 

Recommendation

That the Ohai Railway Fund Subcommittee:

a)            Receives the report titled “Organisation Application Summary - March 2019” dated 8 April 2019.

 

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 fund the Organisation Applications:

I.     Hospice Southland Charitable Trust                                      amount granted?

II.    Ohai Nightcaps Lions Club                                                           amount granted?

III.   Takitimu Community Development Committee             amount granted?

IV.  Takitimu Primary School                                                                            amount granted?

 

 


 

Background

21      The purpose of the Ohai Railway Fund is to provide grant(s) for the benefit of the residents of the former Ohai Railway Board Area.

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

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

24      The Local Government Commission amended the scheme in 1993 following the sale of assets of the former Ohai Railway Board.

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

Issues

26      It is disappointing that so few applications to the Organisation fund.   It is suggested a more targeted approach to promotion be made for the next funding round September 2019.

Factors to Consider

Legal and Statutory Requirements

27      Aligns with the Southland District Council’s Ohai Railway Fund Terms of Reference approved by Council on 16 November 2016 and amended 6 September 2017.

Community Views

28      Provides an opportunity for organisations within the defined area of the former Ohai Railway Board to apply for grant monies to assist with projects.

Costs and Funding

29      Costs relating to Ohai Railway Fund grants are budgeted for annually.

Policy Implications

30      This process meets the current Southland District Terms of Reference relating to the Ohai Railway Fund Subcommittee.

Analysis

Options Considered

31      The options for consideration are to either approve the grant or decline the application.

 

 

Analysis of Options

Option 1 – Allocate funds in accordance with the Terms of Reference.

Advantages

Disadvantages

·        Consider applications and award funds in accordance with the Terms of Reference.

·        N/A

 

Option 2 – Declines the application.

Advantages

Disadvantages

·        N/A

·        No funds awarded could hinder the progress of the applicant’s project due to lack of financial support.

 

Assessment of Significance

32      Not considered to be significant.

Recommended Option

33      Option 1 - to allocate funds in accordance with the Terms of Reference.

Next Steps

34      Advise organisations of their successful applications.

 

Attachments

a             Application - Hospice Southland Charitable Trust

b             Application - Ohai Nightcaps Lions Club

c             Application - Takitimu Community Development Committee

d            Application - Takitimu Primary School    

 


Ohai Railway Fund Subcommittee

12 April 2019

 


 


 


 


 


 


 


 


 


 


 


 


Ohai Railway Fund Subcommittee

12 April 2019

 


 


 


Ohai Railway Fund Subcommittee

12 April 2019

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Ohai Railway Fund Subcommittee

12 April 2019

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Ohai Railway Fund Subcommittee

12 April 2019

 


 


 


 


 


 


 


 


 


 


Ohai Railway Fund Subcommittee

12 April 2019

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Ohai Railway Fund Subcommittee

12 April 2019

 

Grants Schedule

Record No:             R/19/4/6448

Author:                      Alyson Hamilton, Committee Advisor

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        The purpose of the report is to provide the Ohai Railway Subcommittee with an alphabetical schedule of grant monies allocated since October 1993 for Members’ information.

 

 

Recommendation

That the Ohai Railway Fund Subcommittee:

a)            Receives the report titled “Grants Schedule” dated 5 April 2019.

 

 

Attachments

a             Ohai Railway Fund Approved Grants (Alpha) - updated September 2018    

 


Ohai Railway Fund Subcommittee

12 April 2019