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

 

Date:

Time:

Meeting Room:

Venue:

 

Friday, 6 November 2020

10am

Southland District Council Otautau Office
176 Main Street, Otautau

 

Ohai Railway Fund Committee Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Sue Adams

 

Deputy Chairperson

Bill Mather

 

Members

Shane Robertson

 

 

Kevin Dixon

 

 

Councillor George Harpur

 

 

Councillor Don Byars

 

 

Councillor Margie Ruddenklau

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

Community Liaison Officer

Kathryn Cowie

 

 

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 Committee

 

TYPE OF COMMITTEE

Committee

SUBORDINATE TO

Relationship with Wallace Takitimu Community Board

LEGISLATIVE BASIS

Subcommittees delegated powers by Council as per schedule 7, clause 32, LGA 2002.

MEMBERSHIP

The Ohai Railway Fund Committee comprises the following members:

            three representatives who are appointed by Council

            four local representatives whom are elected at the committee’s triennial meeting.

QUORUM

NA

FREQUENCY OF MEETINGS

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

SCOPE OF ACTIVITIES

The purpose of the fund is to provide grant(s) for the benefit of the “residents” of the former “Ohai Railway Board Area” as legally described in the New Zealand Gazette Notice, page 1671 of 11 May 1916.  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.

DELEGATIONS

Power to Act

The Ohai Railway Fund Committee shall have the following delegated powers:

            making decisions regarding funding applications to the Ohai Railway Fund.

 


Ohai Railway Fund Committee

06 November 2020

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                5

2             Leave of absence                                                                                                                                                5

3             Conflict of Interest                                                                                                                                             5

4             Public Forum                                                                                                                                                         5

5             Extraordinary/Urgent Items                                                                                                                        5

6             Confirmation of Minutes                                                                                                                               6

Reports

7.1         Financial Report to 30 September 2020                                                                                             21

7.2         Organisation Application Summary - September 2020 Round                                            25

7.3         Tertiary Application Summary - September 2020 Round                                                        32

7.4         Ohai Railway Fund Grants Schedule                                                                                                     32


 

                Apologies

 

At the close of the agenda no apologies had been received.

 

1             Leave of absence

 

At the close of the agenda no requests for leave of absence had been received.

 

2             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.

 

3             Public Forum

Notification to speak is required by 12noon at least one clear day before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

4             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.”

 

5             Confirmation of Minutes

6.1             Meeting minutes of Ohai Railway Fund Committee, 05 June 2020


 

Ohai Railway Fund Committee

 

OPEN MINUTES

 

 

Minutes of a meeting of Ohai Railway Fund Committee held in the Southland District Council Otautau Office, 176 Main Street, Otautau on Friday, 5 June 2020 at 10am.

 

present

 

Members

Sue Adams

 

 

Kevin Dixon

 

 

Bill Mather

 

 

Shane Robertson

 

 

Councillor George Harpur

 

 

Councillor Margie Ruddenklau

 

 

 

APOLOGIES

 

Councillor Don Byars

 

 

 

IN ATTENDANCE

 

Group Manager, Community and Futures

Rex Capil

Financial Accountant

Sheree Marrah

Committee Advisor

Alyson Hamilton

 


1             Welcome and Apologies

 

Councillor Harpur opened the meeting and welcomed the Members to the Inaugural meeting of the Ohai Railway Fund Committee for the 2019 - 2022 triennium.

 

Councillor Harpur congratulated the Members present on being elected to the Ohai Railway Fund Committee for the ensuing three year term.

 

Councillor Harpur advised an apology has been received from Councillor Byars.

 

Moved Kevin Dixon, seconded Bill Mather and resolved:

That the Ohai Railway Fund Committee accept the apology.

 

 

7.1

Election of Chair and Deputy Chair

Record No: R/20/5/11979

 

Councillor Harpur called for nominations for the position of Chairperson of the Ohai Railway Fund Committee.

 

Nominee                                            Moved                                             Seconded

 

Sue Adams                                          Kevin Dixon                                   Bill Mather

 

There were no further nominations.

 

The nomination of Sue Adams for Chairperson of the Ohai Railway Fund Committee for the 2019-2022 term was PUT and declared CARRIED.

 

Sue Adams was duly elected Chair of the Ohai Railway Fund Committee for the 2019-2022 term.

 

Councillor Harpur then called for nominations for the Deputy Chairperson of Ohai Railway Fund Committee

 

Nominee                                             Moved                                             Seconded

 

Bill Mather                                          Kevin Dixon                                   Sue Adams

 

There were no further nominations.

 

The nomination of Bill Mather for Deputy Chairperson of the Ohai Railway Fund Committee for the 2019-2022 term was PUT and declared CARRIED.

 

Bill Mather was duly elected Deputy Chairperson of the Ohai Railway Fund Committee for the 2019-2022 term.

 

 

 

 

Resolution

Moved Cr Harpur, seconded Cr Ruddenklau  and resolved:

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Election of Chair and Deputy Chair” dated 27 May 2020.

 

b)           Determines that this matter or decision be recognised 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 use system A for the election of the chair and deputy chair.

 

e)            Elects Sue Adams to the chair of the committee for the 2019/2022 triennium.

f)             Elects Bill Mather as deputy chair of the committee for the 2019/2022 triennium.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

Bill Mather declared a conflict of interest on the funding application item 7.7 in regards the Ohai Nightcaps Lions Club applications for the Children’s Christmas Party and the Guy Fawkes Event and took no part in discussion or voting on these items.

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 


 

6             Confirmation of Minutes

 

Resolution

Moved Bill Mather, seconded Cr Harpur  and resolved:

That the minutes of Ohai Railway Fund Committee meeting held on 10 October 2019 and the Ohai Railway Fund Triennial meeting held 18 March 2020 be confirmed as a true and correct record of those meetings.

 

Reports

 

 

7.2

General Explanation from Chief Executive

Record No: R/20/5/12459

 

Committee Advisor, Alyson Hamilton was in attendance for this item..

 

Mrs Hamilton advised that Clause 21(5) of Schedule 7 of the Local Government Act 2002 requires the Chief Executive Officer to provide an explanation to elected members on certain legislation which controls the way in which the Council’s business may be conducted and the laws affecting elected members.

 

The committee noted the contents of the report and Mrs Hamilton explained the various parts of the legislation that Members of the Ohai Railway Fund Committee need be aware of.

 

 

 

 

Resolution

Moved Cr Ruddenklau, seconded Shane Robertson  and resolved:

That the Ohai Railway Fund Committee:

a)            Receives the report titled “General Explanation from Chief Executive” dated 28 May 2020.

 

b)           Determines that this matter or decision be recognised 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.

 

 


 

7.3

Terms of Reference and Delegations 2019 - 2022 Governance Structure

Record No: R/20/5/12465

 

Committee Advisor, Alyson Hamilton was in attendance for this item.

 

1          Mrs Hamilton advised the purpose of the report is to advise the Committee of the Terms of Reference and Delegations for Southland District Council Committees for the 2019/2022 Triennium which were approved by Council at its meeting on Friday 1 November 2019.

 

 

 

Resolution

Moved Kevin Dixon, seconded Cr Ruddenklau  and resolved:

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Terms of Reference and Delegations 2019 - 2022 Governance Structure” dated 27 May 2020.

 

b)           Determines that this matter or decision be recognised 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)           Notes that the Delegations Manual containing terms of reference and delegations for the governance structure including Committees was adopted by Council at its meeting on Friday 1 November 2019.

 

 

 

7.4

Elected Members Code of Conduct

Record No: R/20/5/12464

 

Committee Advisor, Alyson Hamilton was in attendance for this item.

 

Mrs Hamilton advised that the Elected Members Code of Conduct (the Code) was adopted by the Southland District Council at its meeting on 1 November 2019.

 

The committee noted that the Code acts as a guide to ensure a standard of behaviour that is expected by all elected members (Councillors, Committees and Community Boards when they are acting under Council delegations.

 

 

 

Resolution

Moved Bill Mather, seconded Shane Robertson  and resolved:

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Elected Members Code of Conduct” dated 27 May 2020.

 

b)           Determines that this matter or decision be recognised 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)           Notes the Elected Members Code of Conduct agreed to by Council at its meeting on 1 November 2019 for the Mayor and Councillors and members of the Community Boards, all Committees and Subcommittees of the Southland District Council.

 

 

 

7.5

Schedule of Meetings up to October 2022

Record No: R/20/5/12133

 

Committee Advisor, Alyson Hamilton was in attendance for this item.

 

Mrs Hamilton advised the purpose of the report is to approve a schedule of meeting dates for up to October 2022 so that meetings can be publicly notified in accordance with the requirements set by the Local Government Official Information and Meetings Act 1987.

 

 

 

Resolution

Moved Cr Ruddenklau, seconded Bill Mather  and resolved:

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Schedule of Meetings up to October 2022” dated 28 May 2020.

 

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 meet at the Southland District Council Otautau office, 176 Main Street, at 10am on the following dates up to October 2022:

·    Friday, 6 November 2020

·    Friday, 7 May 2021

·    Friday, 5 November 2021

·   Friday, 6 May 2022

 

 

 

7.6

Financial Report to 30 April 2020

Record No: R/20/5/12131

 

Financial Accountant Sheree Marrah was in attendance for this item.

 

Mrs Marrah advised the purpose of the report is to provide a summary of the Ohai Railway Fund’s financial position as at 30 April 2020.

 

 

Resolution

Moved Kevin Dixon, seconded Bill Mather  and resolved:

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Financial Report to 30 April 2020” dated 28 May 2020.

 

 

 

7.7

Organisation Application Summary - May 2020

Record No: R/20/5/12156

 

Community Liaison Officer, Kathryn Cowie was in attendance for this item.

1          Mrs Cowie advised the purpose of the report is for the committee to consider applications from three organisations, seeking grants to assist with community projects. It is requested the committee consider the applications and direct accordingly.

2          The applications to be considered include the following:

1)    Wallace Takitimu Community Board

2)    Ohai Nightcaps Lions Club (Christmas Party)

3)    Ohai Nightcaps Lions Club (Guy Fawkes Event)

 

Moved Kevin Dixon, seconded Cr Ruddenklau recommendations a to c.

 

The motion was put and declared CARRIED.

 

Moved Bill Mather, seconded Kevin Dixon recommendation d - the application from the Wallace Takitimu Community Board (Ohai Hall) and resolved:

 

That the Ohai Railway Fund Committee:

 

d)          Approves a grant of $10,000 to the Wallace Takitimu Community Board to assist towards costs associated with new equipment for the Ohai hall.

 

The motion was put and declared CARRIED.

 

Bill Mather declared a conflict of interest on the application - Ohai Nightcaps Lions Club (Children’s Christmas Party) and took no part in discussion or voting on this item.

 

Moved Shane Robertson, seconded Cr Ruddenklau recommendation e - Ohai Nightcaps Lions Club (Children’s Christmas Party) and resolved:

 

That the Ohai Railway Fund Committee

 

e)          Approves a grant of $1,239 to the Ohai Nightcaps Lions Club to assist towards costs associated with the Children’s Christmas Party.

 

The motion was put and declared CARRIED.

 

Bill Mather declared a conflict of interest on the application - Ohai Nightcaps Lions Club (Guy Fawkes event) and took no part in discussion or voting on this item.

 

Moved Kevin Dixon, seconded Shane Robertson recommendation f - Ohai Nightcaps Lions Club (Guy Fawkes event) and resolved:

 

That the Ohai Railway Fund Committee

 

f)           Approves a grant of $3,745 $3,279 to the Ohai Nightcaps Lions Club to assist towards costs associated with the Guy Fawkes event held at McGregor Park.

 

The motion was put and declared CARRIED.

 

Moved Kevin Dixon, seconded Cr Ruddenklau new recommendations g and h as indicated, which were put and declared CARRIED.

 

g)          Acknowledges that by approving the funding applications in, e, f above, the funds available for distribution for the year to 30 June 2020 will be over committed.

 

h)           Approves the use of the Ohai Railway Fund’s capital to fund any additional committed grants.

 

 

Final Resolution

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Organisation Application Summary - May 2020” dated 27 May 2020.

 

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 Wallace Takitimu Community Board to assist toward costs associated with new equipment for the Ohai hall.

 

e)            Approves a grant of $1,239 to the Ohai Nightcaps Lions Club to assist toward costs associated with the Children’s Christmas Party.

 

f)             Approves a grant of $3,279 to the Ohai Nightcaps Lions Club to assist toward the costs associated with the Guy Fawkes event held biennial at McGregor Park.

 

g)          Acknowledges that by approving the funding applications in, d, e, f above, the funds available for distribution for the year to 30 June 2020 will be over committed.

 

h)            Approves the use of the Ohai Railway Fund’s capital to fund any additional committed grants.

 

 

 

7.8

Tertiary Application Summary - May 2020

Record No: R/20/5/12158

 

Committee Advisor, Alyson Hamilton, was in attendance for this item.

Mrs Hamilton advised the purpose of this report is for the Ohai Railway Fund Committee to consider applications from 10 individuals seeking grants to assist with tertiary study.  The committee is requested to consider the applications and direct accordingly.

Moved Kevin Dixon, seconded Bill Mather recommendations a to c.

 

The motion was put and declared CARRIED.

 

Moved Bill Mather, seconded Kevin Dixon recommendation d-1 - the application from Renee Katarina Lumsden and resolved:

 

That the Ohai Railway Fund Committee:

 

d-1)     Approves a grant of $1,000 $675.00 to Renee Katarina Lumsden, subject to confirmation that funding has not been sourced elsewhere.

 

The motion was put and declared CARRIED.

 

Moved Sue Adams, seconded Bill Mather recommendation d-2 - the application from Kirsty Ellen Knarston and resolved:

That the Ohai Railway Fund Committee:

 

d-2)     Declines the second application received from Kirsty Ellen Knarston due to the Policy stating applicants can only apply once to the Ohai Railway Fund.

 

The motion was put and declared CARRIED.

 

Moved Kevin Dixon, seconded Bill Mather recommendation d-3 - the application from Hannah Church and resolved:

 

That the Ohai Railway Fund Committee:

 

d-3)     Approves a grant of $1,000 to Hannah Church.

 

The motion was put and declared CARRIED.

 

Moved Kevin Dixon, seconded Bill Mather recommendation d-4 - the application from Jorjah Kate Hamilton and resolved:

 

That the Ohai Railway Fund Committee:

 

d-4)     Approves a grant of $1,000 to Jorjay Kate Hamilton.

 

The motion was put and declared CARRIED.

 

Moved Kevin Dixon, seconded Cr Ruddenklau recommendation d-5 - the application from Damien Joseph Mitchell and resolved:

 

That the Ohai Railway Fund Committee:

 

d-5)     Approves a grant of $1,000 to Damien Joseph Mitchell.

 

The motion was put and declared CARRIED.

 

Moved Sue Adams, seconded Shane Robertson recommendation d-6 - the application from Sophia Le Lievre and resolved:

 

That the Ohai Railway Fund Committee:

 

d-6)     Approves a grant of $1,000 to Sophia Le Lievre.

 

The motion was put and declared CARRIED.

 

Moved Bill Mather, seconded Kevin Dixon recommendation d-7 - the application from Harrison Logan Campbell and resolved:

 

That the Ohai Railway Fund Committee:

 

d-7)     Approves a grant of $1,000 to Harrison Logan Campbell.

 

The motion was put and declared CARRIED.

 

Moved Sue Adams, seconded Bill Mather recommendation d-8 - the application from Kane Pickett and resolved:

 

That the Ohai Railway Fund Committee:

 

d-8)     Approves a grant of $700 to Kane Pickett.

 

The motion was put and declared CARRIED.

 

Moved Kevin Dixon, seconded Sue Adams recommendation d-9 - the application from Zoe Le Lievre and resolved:

 

That the Ohai Railway Fund Committee:

 

d-9)     Approves a grant of $700 to Zoe Le Lievre subject to the applicant being aware that the policy states an applicant is eligible for one grant only post-secondary a grant of $1,000 or the Outward Bound Course $700.

 

The motion was put and declared CARRIED.

 

Moved Cr Ruddenklau, seconded Shane Robertson recommendation d-10 - the application from Millie Mae Grace Wallace and resolved:

 

That the Ohai Railway Fund Committee:

 

d-10)   Approves a grant of $1,000 to Millie Mae Grace Wallace.

 

The motion was put and declared CARRIED.

 

Moved Kevin Dixon, seconded Cr Ruddenklau new recommendations g and h as indicated, which were put and declared CARRIED.

 

g)          Acknowledges that by approving the funding applications in, e, f above, the funds available for distribution for the year to 30 June 2020 will be over committed.

 

h)           Approves the use of the Ohai Railway Fund’s capital to fund any additional committed grants.

 

 

 

Final Recommendation

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Tertiary Application Summary - May 2020” dated 27 May 2020.

 

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 funding for the following tertiary applications received:

1

Renee Katarina Lumsden

$675

2

Kirsty Ellen Knarston

Declined

3

Hannah Church

$1,000

4

Jorjah Kate Hamilton

$1,000

5

Damian Joseph Mitchell

$1,000

6

Sophia Le Lievre

$1,000

7

Harrison Logan Campbell

$1,000

8

Kane Pickett

$700

9

Zoe Le Lievre

$700

10

Millie Mae Grace Wallace

$1,000

 

g)          Acknowledges that by approving the funding applications in, d, 1-10 above, the funds available for distribution for the year to 30 June 2020 will be over committed.

 

h)            Approves the use of the Ohai Railway Fund’s capital to fund any additional committed grants.

 

 

7.9

Grants Schedule

Record No: R/20/5/12154

 

Committee Advisor, Alyson Hamilton was in attendance for the item.

 

 

Resolution

Moved Bill Mather, seconded Chairperson Adams  and resolved:

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Grants Schedule” dated 27 May 2020.

 

 

 

7.10

Overview and Operational Protocols

Record No: R/20/5/12552

 

Group Manager, Community and Futures, Rex Capil and Committee Advisor, Alyson Hamilton were in attendance for this item.

 

Resolution

Moved Bill Mather, seconded Kevin Dixon  and resolved:

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Overview and Operational Protocols” dated 28 May 2020.

 

 

 

 

The meeting concluded at 10.58am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Ohai Railway Fund Committee HELD ON FRIDAY 5 JUNE 2020

 

 

 

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

 

 

 

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

 


Ohai Railway Fund Committee

6 November 2020

 

Financial Report to 30 September 2020

Record No:             R/20/10/62784

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 position as at 30 September 2020.

2        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 2021. 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        Interest income on the fund for the full financial year is budgeted at $58,073, however if we apply the average Reserve Bank of New Zealand (RBNZ) six month term deposit rate for the 12 months prior to 30 September 2020, interest for the year is estimated to be $39,695.

4        In 2020/2021 $55,000 is budgeted to be allocated via grants.  As no grants have been allocated in the current financial year to date, the full $55,000 remains available to be allocated prior to 30 June 2021.

5        If interest, grants and expenditure are incurred as budgeted this year, the estimated reserve fund at 30 June 2021 will be $1,893,245 (30 June 2020 actual: $1,892,026).

 

 

 

 

 


 

 

Recommendation

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Financial Report to 30 September 2020” dated 29 October 2020.

 

 

Attachments

There are no attachments for this report.  

 


Ohai Railway Fund Committee

6 November 2020

 

Organisation Application Summary - September 2020 Round

Record No:             R/20/10/61466

Author:                      Kathryn Cowie, Community Liaison Officer

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                       Recommendation                                  Information

 

 

Purpose

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

2        The applications to be considered include the following:

1)    Waiau Health Trust

Executive Summary

3        The committee is directed to sections 12 to 14 of the Ohai Railway Fund Committee Terms of Reference approved by Council on 1 November 2019 which sets out the criteria for organisation applications.

4        A summary of the organisation applications is attached for member’s information.

5        A copy of organisation supporting information is also attached to the report.

 

Recommendation

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Organisation Application Summary - September 2020 Round” dated 20 October 2020.

 

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 $15,000 to the Waiau Health Trust to assist with upgrading the Ohai Medical Centre building, consultation beds and office equipment.

 


 

Background

3        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.

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

5        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.

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

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

Issues

8        No issues to consider.

Factors to Consider

Legal and Statutory Requirements

9        Aligns with the Southland District Council’s Ohai Railway Fund Terms of Reference approved by Council on 1 November 2020.

Community Views

10      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

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

Policy Implications

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

Analysis

Options Considered

13      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

·        there are no disadvantages

Option 2 – Declines the application

Advantages

Disadvantages

·        there are no advantages

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

 

Assessment of Significance

14      Not considered to be significant.

Recommended Option

15      Option 1 - to allocate funds in accordance with the terms of reference as approved by Council on 1 November 2019.

Next Steps

16      Advise organisations of the outcome.

 

Attachments

a             Ohai Railway Fund Organisation Application Summary - September 2020

b             Waiau Health Trust - ORF Application (2) - September 2020    

 


Ohai Railway Fund Committee

06 November 2020

 

Ohai Railway Fund Organisation Application Summary

Name

Waiau Health Trust

Amount Requested

$15,000

Assistance towards an upgrade of the Ohai Medical Centre. The upgrade includes: new roof, double glazed windows, exterior painting, removal of fireplace and chimney, replacement of old water heater with gas heater, replacing joinery with clinical joinery, installing wheelchair access into waiting and consult rooms, electrical work, upgrade of alarm system, interior paint and wallpaper, new vinyl floor covering, update of consult beds and office furniture.

 


Ohai Railway Fund Committee

06 November 2020

 

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Ohai Railway Fund Committee

6 November 2020

 

Tertiary Application Summary - September 2020 Round

Record No:             R/20/10/61512

Author:                      Kathryn Cowie, Community Liaison Officer

Approved by:         Rex Capil, Group Manager Community and Futures

 

  Decision                                       Recommendation                                  Information

 

 

Purpose

1        The purpose of this report is for the Ohai Railway Fund Committee to consider applications from eight individuals seeking grants to assist with tertiary study.  The committee is requested to consider the applications and direct accordingly.

Executive Summary

2        The committee is directed to sections 12 to 14 of the Ohai Railway Fund Committee Terms of Reference approved by Council on 1 November 2019 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 Committee:

a)            Receives the report titled “Tertiary Application Summary - September 2020 Round” dated 29 October 2020.

 

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 funding for the following tertiary applications received:

 

1)    Lewis Boult-O’Neill                      $1,000

2)    Kaleigh Dempster                        $1,000

3)    Victoria Maloney                          $1,000

4)    Julie Marnane                                 $1,500

5)    Sarah McDonald                            $1,000

6)    Milly McLeod                                   $1,000

7)    Aria Roberts                                     $1,500

8)    Caitlin Van Miltenberg               $1,000

 

 

 

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 Committee has the discretion to change the level of grants allocated annually.

7        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.

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 Committee, is a committee of Southland District Council, and will be subject to Southland District Council’s Code of Conduct and Standing Orders.

Issues

10      There are no issues to consider.

Factors to Consider

Legal and Statutory Requirements

11      Aligns with Southland District Council’s Ohai Railway Fund Terms of Reference approved by Council on 1 November 2019.

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 Committee.

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 2020 applications in accordance with the Terms of Reference

Advantages

Disadvantages

·        consider applications and award monies in accordance with the terms of reference

·        there are no disadvantages

 

Option 2 – Declines the May 2020 applications

Advantages

Disadvantages

·        there are no advantages

·        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 May 2020 tertiary applications in accordance with the terms of reference approved by Council on 1 November 2019.

Next Steps

18      Advise applicants of the outcome of their application.

Attachments

a             Ohai Railway Individual Fund Application Summary

b             Supporting Papers - Individual Applications - September 2020    

 


Ohai Railway Fund Committee

06 November 2020

 

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Ohai Railway Fund Committee

06 November 2020

 

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Ohai Railway Fund Committee

6 November 2020

 

Ohai Railway Fund Grants Schedule

Record No:             R/20/10/61567

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 fund committee with an alphabetical schedule of grant monies allocated since October 1993 for Members’ information.

 

Recommendation

That the Ohai Railway Fund Committee:

a)            Receives the report titled “Ohai Railway Fund Grants Schedule” dated 22 October 2020.

 

 

Attachments

a             Ohai Railway Fund Approved Grants - updated May 2020    

 


Ohai Railway Fund Committee

06 November 2020

 

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