Notice is hereby given that a Meeting of
the Ohai Railway Fund Committee will be held on:
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Date:
Time:
Meeting Room:
Venue:
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Friday, 6
November 2020
10am
Southland District Council Otautau Office
176 Main Street, Otautau
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Ohai Railway Fund Committee Agenda
OPEN
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MEMBERSHIP
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Chairperson
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Sue Adams
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Deputy Chairperson
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Bill Mather
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Members
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Shane Robertson
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Kevin Dixon
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Councillor George Harpur
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Councillor Don Byars
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Councillor Margie Ruddenklau
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IN ATTENDANCE
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Committee Advisor
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Alyson Hamilton
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Community Liaison Officer
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Kathryn Cowie
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TYPE OF COMMITTEE
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Committee
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SUBORDINATE TO
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Relationship with Wallace Takitimu Community Board
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LEGISLATIVE BASIS
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Subcommittees delegated powers by Council as per schedule
7, clause 32, LGA 2002.
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MEMBERSHIP
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The Ohai Railway Fund Committee comprises the following
members:
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three
representatives who are appointed by Council
•
four
local representatives whom are elected at the committee’s triennial
meeting.
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QUORUM
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NA
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FREQUENCY OF MEETINGS
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The triennial meeting of the subcommittee is
held within the first three months of the year following the triennial
elections of Southland District Council.
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SCOPE OF ACTIVITIES
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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.
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DELEGATIONS
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Power to Act
The
Ohai Railway Fund Committee shall have the following delegated powers:
•
making
decisions regarding funding applications to the Ohai Railway Fund.
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Ohai Railway
Fund Committee
06 November 2020
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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
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Ohai Railway Fund Committee
OPEN MINUTES
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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
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Members
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Sue Adams
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Kevin Dixon
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Bill Mather
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Shane Robertson
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Councillor George Harpur
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Councillor Margie Ruddenklau
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APOLOGIES
IN ATTENDANCE
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Group Manager, Community and Futures
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Rex Capil
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Financial Accountant
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Sheree Marrah
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Committee Advisor
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Alyson Hamilton
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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.
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Moved Kevin Dixon, seconded Bill Mather and resolved:
That the Ohai Railway Fund Committee accept the apology.
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7.1
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Election of Chair and Deputy Chair
Record No: R/20/5/11979
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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.
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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.
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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
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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.
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Reports
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7.2
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General Explanation from
Chief Executive
Record No: R/20/5/12459
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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.
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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.
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7.3
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Terms of Reference and Delegations
2019 - 2022 Governance Structure
Record No: R/20/5/12465
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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.
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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.
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7.4
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Elected Members Code of
Conduct
Record No: R/20/5/12464
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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.
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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.
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7.5
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Schedule of Meetings up
to October 2022
Record No: R/20/5/12133
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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.
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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
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7.6
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Financial Report to 30
April 2020
Record No: R/20/5/12131
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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.
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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.
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7.7
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Organisation Application
Summary - May 2020
Record No: R/20/5/12156
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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.
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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.
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7.8
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Tertiary Application
Summary - May 2020
Record No: R/20/5/12158
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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.
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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:
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1
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Renee
Katarina Lumsden
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$675
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2
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Kirsty
Ellen Knarston
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Declined
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3
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Hannah
Church
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$1,000
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4
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Jorjah
Kate Hamilton
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$1,000
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5
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Damian
Joseph Mitchell
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$1,000
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6
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Sophia
Le Lievre
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$1,000
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7
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Harrison
Logan Campbell
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$1,000
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8
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Kane
Pickett
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$700
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9
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Zoe
Le Lievre
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$700
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10
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Millie
Mae Grace Wallace
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$1,000
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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.
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7.9
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Grants Schedule
Record No: R/20/5/12154
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Committee
Advisor, Alyson Hamilton was in attendance for the item.
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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.
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7.10
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Overview and Operational
Protocols
Record No: R/20/5/12552
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Group
Manager, Community and Futures, Rex Capil and Committee Advisor, Alyson
Hamilton were in attendance for this item.
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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.
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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:........................................................................
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Ohai Railway
Fund Committee
6 November
2020
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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).
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Recommendation
That the Ohai
Railway Fund Committee:
a) Receives
the report titled “Financial Report to 30 September 2020” dated 29
October 2020.
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Attachments
There
are no attachments for this report.
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Ohai Railway
Fund Committee
6 November
2020
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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
|
|
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
|
|
Ohai Railway Fund
Committee
|
06 November 2020
|
|
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
|
