Ohai Railway Fund Committee

OPEN MINUTES

Minutes of a meeting of Ohai Railway Fund Committee held in the SDC Office, Otautau on Monday, 19 October 2015 at 10am.

present

Chairperson	Sue Adams
Members	Bruce Allan
	Caroline Reed
	Ivan Smith
	Councillor Stuart Baird
	Councillor Rodney Dobson
	Councillor George Harpur

IN ATTENDANCE

Manager, Area Offices	Chris Dolan
Area Officer	Kelly Tagg

Ohai Railway Fund Committee 19 October 2015

1          Apologies

There were no apologies.

2          Leave of absence

No requests for leave of absence were received.

3          Conflict of Interest

There were no conflicts of interest declared.

4          Public Forum

There were no members of the public seeking speaking rights.

5          Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6          Confirmation of Minutes

Resolution

Moved Cr Dobson, seconded Member Smith

Confirms the minutes of Ohai Railway Fund Committee, held on 17 October 2014.

Reports

7.1	Financial Report to 30 September 2015 Record No:         R/15/10/18019
	The financial report prepared by Ben Du Mez for the period ending 30 September 2015, was tabled. The meeting was informed that $72,219 in interest is projected to be earned to 30 June 2016.  $5,100 in grants from the March 2015 has been allocated leaving $67,119 available for distribution.  The projected equity as at 30 September 2015 is $1,900,087.
	Resolution Moved Cr Harpur, seconded Cr Baird That the Ohai Railway Fund Committee: a)         Receives the report titled “Financial Report to 30 September 2015” dated 12 October 2015.

7.2	Approval of Grants - March 2015 Record No:         R/15/10/18190
	1        Report requesting the committee confirm the payment of tertiary grants from the March 2015 funding round, was tabled. The meeting was reminded that the meeting to consider these applications was cancelled due to only educational applications being lodged.  The committee was informed that the applications were preapproved providing the application complied with the committees policy regarding educational applications.  The committee was also requested to confirm approval of the application lodged by the Ohai Nightcaps RSA for a grant to assist with the costs associated with catering for the Anzac Day centenary commemorations.  All Members were contacted by phone to seek verbal approval of a grant of up to $1,100 being made to the Ohai Nightcaps RSA; members noted an invoice was later submitted in the amount of $1,020.
	Resolution Moved Member Adams, seconded Councillor Dobson That the Ohai Railway Fund Committee: a)         Receives the report titled “Approval of Grants - March 2015” dated 13 October 2015. 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)         Confirms the payment of a grant of $1,020 to the Ohai Nightcaps RSA to assist with the catering costs of the Anzac Day centenary commemorations.  e)         Confirms the payment of a tertiary study grant of $300 to Rebecca Bulmer. f)          Declines the payment of a grant for travel costs to music classes to Sam Carr as travel does not meet the eligible purposes criteria of the Ohai Railway Fund Policy Manual. g)         Confirms the payment of a tertiary study grant of $700 to Benjamin Cooke. h)         Confirms the payment of a tertiary study grant of $700 to Mitchell Hogg. i)          Confirms the payment of a tertiary study grant of $700 to James Hyslop j)          Confirms the payment of a tertiary study grant of $1,000 to Kurt Knarston k)         Confirms the payment of a tertiary study grant of $700 to Victoria Menlove l)          Confirms the payment of a tertiary study grant of $700 to Morgana Pope m)        Declines the payment of a grant to Georgia Pringle due to residential ineligibility n)         Declines the payment of a grant to Karen Simpson due to residential ineligibility o)         Confirms the payment of a tertiary study grant of $300 to Aimee Stodart

7.3	Post-secondary school/adult education applications Record No:         R/15/10/18168
	Applications for educational grants from six individuals were considered at this point.
	Resolution Moved Cr Harpur, seconded Cr Baird That the Ohai Railway Fund Committee: a)         Receives the report titled “Post-secondary school/adult education applications” dated 13 October 2015. b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter. d)         Agrees to allocate the following grants subject to receipts for course fees being produced by all applicants prior to the funds being released; · Martha Ann Nicola Broughton - $1,000.00 · Caitlin Rose Cook - $300.00 · Tanya Jan Miller - $700.00 · Cassidy Jan Robertson - $1,000 · Jamie Richard Stevens - $700.00 · Bernadette Therese Tamati - $300.00

7.4	Nightcaps Hall Committee funding application Record No:         R/15/10/18006
	The Nightcaps Hall Committee wishes to apply for funding in the amount of $10,000 to assist with the costs associated with the refurbishment of the Nightcaps Hall. 2        The meeting was informed that the Nightcaps Hall has not had any major refurbishment work undertaken for approximately 30 years and that the Hall Committee wishes to carry out the refurbishment in order to improve the facility for current users and to make it more attractive to future users. 4        The committee noted the Hall is an important facility in Nightcaps as it provides a place for residents of the township and surrounding areas to meet for events such as weddings, funerals, sport and recreation, artistic activities and other social gatherings.  The Hall is also used regularly by the Nightcaps CDA and other groups for community meetings. 5        It is envisaged that the project will start once funding has been secured; the anticipated length of the project is 2 – 4 weeks. 6        The Committee noted the building is owned by the Southland District Council and is used regularly by the local schools, the netball and rugby clubs, senior citizens, a fitness group and members of the public for various private functions. 7        The estimated cost (excl. GST) of the refurbishment project is $14,666 based on the preferred quotes from S Excell ($2,580) for building work and J Dempster ($12,086) for painting and decorating services. The Committee was advised that the Nightcaps CDA plans to contribute $3,166 towards this project, additionally a grant of $1,500 from the SDC Community Initiatives fund was approved in May 2015. Member Smith moved that the Ohai Railway Fund Committee grant $6,000 in funding towards this project on the condition that the Hall Committee apply to other funding agencies for the balance of funds needed to complete this project.  Member Reed seconded this motion.  This motion lapsed as it was not carried by the majority. Kathryn Cowie (Venture Southland Community Development Planner) advised that it was difficult for the Hall Committee (Nightcaps CDA) to apply to other funding agencies because the Hall was owned by Southland District Council. Member Reed stated that if the Hall was owned by Council then it should be maintained by Council as well. At this point, Councillor Harpur moved an amendment to the motion that the Nightcaps Hall Committee be granted $10,000 in funding.  This motion was seconded by Councillor Dobson and carried by four votes to three.  Members Allan, Reed and Smith opposed the motion.
	Resolution Moved Cr Harpur, seconded Cr Dobson That the Ohai Railway Fund Committee: a)         Receives the report titled “Nightcaps Hall Committee funding application” dated 12 October 2015. 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 Nightcaps Hall Committee (Nightcaps CDA) to assist with the costs associated with the refurbishment of the Nightcaps Hall.

7.5	Nightcaps Playgroup funding application Record No:         R/15/10/18045
	1        The Nightcaps Playgroup wishes to apply for a grant in the amount of $1,072.50 to assist with the purchase of children’s play equipment; this equipment will help to  create a better learning environment for the children in the local community. 3        The meeting was informed that the Playgroup wishes to make the transition towards becoming a Playcentre in the near future and felt that receiving a successful grant application outcome would improve the current learning opportunities within the centre. 4        The Committee was informed the purchase of this equipment will allow the organisation the opportunity to bring math and science learning into the centre which is a priority. 5        The Committee noted the Playgroup currently has a membership of 13 children and nine adults all of whom reside in the Ohai Railway Fund area.
	Resolution Moved Cr Baird, seconded Member Smith That the Ohai Railway Fund Committee: a)         Receives the report titled “Nightcaps Playgroup funding application” dated 12 October 2015. b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter. d)         Approves a grant of $1,100 to the Nightcaps Playgroup to assist with the purchase of children’s play equipment.             Note: Member Allan wished his vote against the motion be recorded.
7.6	Nightcaps Squash Club funding application Record No:         R/15/10/18055
	1        The Nightcaps Squash Club is seeking funding in the amount of $6,200 to assist with completing the remainder of the Clubrooms refurbishment project which includes painting the hallway and changing rooms. 2        The committee noted that over the last three years the Club has been working to update and refurbish the clubrooms.  Work completed to date includes painting the main club area both upstairs and downstairs and purchasing new equipment and blinds. The Committee was informed the Squash Club, as owners of the building, wish to complete this project as the Clubrooms are an important facility for the Nightcaps community.  The Club is used regularly by the Squash Club, Ohai-Nightcaps Rugby Club and Takitimu School. It was noted the Club currently has 32 members, 30 of which reside in the Ohai Railway Fund area. The Committee was advised the preferred quote of $7,500 including GST has been supplied by Mr John Dempster.  The Club has budgeted to contribute $1,300 towards this project which is made up as follows; · Sponsorship                $300.00 · Fundraising                 $500.00 · Cash savings              $500.00 Member Reed was not supportive of granting the amount requested ($6,200) as she noted that the Club did have cash savings.  Member Smith suggested the Squash Club could arrange the working bee to complete the painting.  Representatives from the Squash Club advised that due to time constraints on members and pending health and safety changes this was not an option.
	Resolution Moved Member Reed, seconded Cr Dobson That the Ohai Railway Fund Committee: a)         Receives the report titled “Nightcaps Squash Club funding application ” dated 12 October 2015. 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 $4,000 to assist with the planned refurbishment of the Nightcaps Squash Club.

7.7	Waiau Health Trust funding application Record No:         R/15/10/18065
	1        The Waiau Health Trust is seeking funding in the amount of $2,666 to assist with the installation of building insulation in the ceiling and under the floor at the Ohai Medical Clinic.  The meeting was informed that the Trust wishes to insulate the building in order to make it more sustainable into the future so that vital medical services can continue to be offered in the region. 3        The Committee noted the Ohai Medical Clinic building is owned by the Tuatapere Community Medical Services Trust in trust for the Ohai Community. 4        The committee was advised that the building is used two days per week to provide medical, physiotherapy and district nursing support to the community.  5        A grant of $1,000 towards the cost of this work has been approved by the Ohai-Nightcaps Lions Club contingent on the Trust securing the remaining funding for the project. 6        The Committee noted a quote of $3,666.80 plus GST has been received from Awarua Synergy to complete this work. The meeting was informed that only one quote has been secured due to the following reasons; · It is difficult to get tradespeople to quote on jobs in Ohai · A similar upgrade was recently performed at the Tuatapere Hospital, three quotes were received and Awarua Synergy was considerably cheaper than the two other quotes. · Awarua Synergy completed the work at the Tuatapere Hospital, their work was extremely professional, efficient, installed to a high quality and they sent their own quality inspector.
	Resolution Moved Cr Baird, seconded Cr Baird That the Ohai Railway Fund Committee: a)         Receives the report titled “Waiau Health Trust funding application” dated 12 October 2015. b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter. d)         Approves a grant of $2,666 to the Waiau Health Trust to assist with the costs of installing insulation at the Trust’s Ohai Medical Clinic.

7.8	Otautau St John Area Committee funding application Record No:         R/15/10/18102
	The Otautau St John Area Committee is seeking $14,000 in funding to assist with the purchase of a new health shuttle vehicle.  The committee was advised that the  current Western Southland Health Shuttle is 15 years old and has travelled 150,000 km. The Committee was informed that the Otautau St Johns Western Southland Health Shuttle has been in operation for five years.  During that time it has proved to be a much needed service in Ohai, Nightcaps, Otautau and Tuatapere. The Committee noted that in 2014, the shuttle transported a total of 156 people to Kew Hospital and other medical centres for a variety of health related appointments.  Of the 156 people transported, 36 were from Ohai, 22 from Nightcaps, 45 from Tuatapere and 53 from Otautau. Members noted the service relies on donations from clientele, Ministry of Health travel reimbursements and various other donations; in 2014 there was a loss of close to $3,000.  This loss was covered by the St John Otautau Area Committee; as of July 2015 the committee is facing a 270% increase in Regional levies (currently $3,479 and increasing to $12,885). The Committee was advised the preferred quote of $45,351 (incl. GST) to replace the van is from Macaulay Motors.     Members were informed the Otautau St John Area Committee is planning to contribute $8,351 towards this project and has received confirmation of a $10,000 grant from the Community Trust of Southland.  The Committee is also planning to apply to four other funding agencies in the hopes of receiving an additional $13,000.
	Resolution Moved Member Reed, seconded Member Allan That the Ohai Railway Fund Committee: a)         Receives the report titled “Otautau St John Area Committee funding application” dated 12 October 2015. 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 $14,000 to Otautau St John to assist with the purchase of a new Western Southland Health Shuttle.

7.9	Southern REAP funding application Record No:         R/15/10/18113
	1        Southern REAP is applying for funding in the amount of $986.38 to assist with the costs of a family “Fun Day” for Ohai and Nightcaps families.  The meeting was informed that Southern REAP along with Ohai and Nightcaps early childhood groups and other providers from throughout Southland have worked together previously to run two successful fun days to support and encourage participation in early childhood services and to support parents.  3        The committee noted that it was hoped that in attending this fun day that families will feel supported and happy in their role as first teachers of their children and that they will appreciate the value of participating in early childhood education. 4        The meeting was advised that the total budget for this project is $3,795.68; Southern REAP is contributing $2,809.30 towards the cost.
	Resolution Moved Member Smith, seconded Member Reed That the Ohai Railway Fund Committee: a)         Receives the report titled “Southern REAP funding application” dated 12 October 2015. b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter. d)         Approves a grant of $1,000 to Southern REAP to assist with the cost of organising a “Family Fun Day” for Ohai and Nightcaps families.

7.10	Southland Life Education Community Trust Record No:         R/15/10/18115
	1        The Southland Life Education Community Trust is applying for funding in the amount of $2,000 to assist with the provision of health-based learning modules to children in Ohai and Nightcaps via their mobile classroom. 2        The committee noted that the Southland Life Education Community Trust is a non-profit organisation with one paid employee, five volunteer trustees and two co-opted members and that the Trust does not seek government funding and is fully funded by applying for grants, donations from corporate and service groups, school fees and in-kind benefactors in order to meet their annual operating cost of approximately $100,000. The meeting was advised that the outcomes of the learning modules are that children have a stronger sense of self-esteem, better body and nutrition knowledge, an awareness and ability to make informed decisions when hitting puberty especially in the areas of drug and alcohol awareness.  Each pupil is encouraged to understand that they are unique and special. 5        The cost to provide this education to the children of Ohai and Nightcaps is $2,997.50 which is calculated based on 125 pupils @ $23.98/child.  6        The Trust is contributing $804.00 towards the total cost which is calculated as follows; · Contribution from pupils (125 @ $4 each)       $500.00 · Fundraising, selling chocolates etc                  $146.00 · Ohai/Nightcaps share of SDC donation           $158.00
	Resolution Moved Member Smith, seconded Cr Dobson That the Ohai Railway Fund Committee: a)         Receives the report titled “Southland Life Education Community Trust” dated 12 October 2015. b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter. d)         Approves a grant of $2,000 to the Southland Life Education Trust to assist with the provision of health-based learning modules to children in Ohai and Nightcaps via their mobile classroom.

7.11	Takitimu Primary School funding application Record No:         R/15/10/18121
	1        Takitimu Primary School is applying for $2,000 to assist with the cost of subsidising two upcoming school camps.  The committee was advised that the year 5/6 student camp will be at Pounawea and the year 7/8 school camp will be at Camp Columba in Pukerau.  50 students are expected to participate in a range of activities including abseiling, kayaking and high ropes. 3        The meeting was informed that funding is 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. 4        The committee was advised that 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. 5        The budget for the two camps is calculated as follows; · Accommodation         $  3,313.15 · Activities                    $  1,124.50 · Instructors                   $  3,135.60 · Fees                            $     150.00 · Food                           $  2,900.00 · Transport                    $     600.00 Total                             $11,223.25 6        Income to offset the cost of the game has been generated as follows; · Fundraising (disco/chocolates)      $   200.00 · Southern Trust grant                      $2,500.00 · PTA contribution                            $4,000.00 Total                                               $6,700.00
	Resolution Moved Member Smith, seconded Member Reed That the Ohai Railway Fund Committee: a)         Receives the report titled “Takitimu Primary School funding application” dated 13 October 2015. b)         Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. c)         Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter. d)         Approves a grant of $2,000 to Takitimu Primary School to assist with the cost of subsidising two upcoming school camps.

7.12	Walter Guttery funding application Record No:         R/15/10/18120
	Walter Guttery is applying for funding to assist with the production costs of his book “In the Shadow of the Takitimus”.  The committee was advised that the book covers the story of the earliest mines in the Ohai area, the background history and growth of the Ohai Railway Board and the growth of the Ohai Township and community.  The book is approximately 200 pages and contains resident’s names from the 1920s, 1930s, 1940s and 1950s, it also contains 30 photographs. 3        The total production cost based on a quote of $3,750 plus GST for 200 copies. 4        The Committee was informed Mr Guttery is planning to sell copies of the book for $40 and, as he does not wish to personally gain from the sale of the book, he will return any profits to the Ohai Railway Fund Committee. 5        The meeting noted Mr Guttery is a former resident of Ohai and Nightcaps (1945 – 1969) who has produced two other written works on family history.  Furthermore, he has completed a 20 year professional career working in the archives industry. 6        In discussing this application Members were supportive of Mr Guttery’s request and agreed that the committee would meet the full cost of production of the book being $4,312.50 (incl. GST). The committee also stipulated the following; · A request that the Ohai Railway Fund’s contribution to the printing cost be noted in the book. · That the committee have the opportunity to be involved with the launch of the book locally. · That the author donate say six books for local libraries in the District · That the author does not need to return any profits to the Ohai Railway Fund.
	Resolution Moved Member Allan, seconded Member Smith That the Ohai Railway Fund Committee: a)         Receives the report titled “Walter Guttery funding application” dated 12 October 2015. 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 $4,312.50 (incl. GST) to Mr Water Guttery to assist with the publication of his book “In the Shadow of the Takitimus”. e)         Requests that the Ohai Railway Fund’s contribution to the printing cost be noted in the book. f)          Requests that Members of the local Ohai Railway Fund Committee be given the opportunity to be involved with the launch of the book locally. f)          Requests that the author donate six copies of the book to local libraries within the District.

7.13	Grants schedule Record No:         R/15/10/18251
	The alphabetical schedule of Ohai Railway Fund grant monies allocated since October 1993, was tabled.
	Resolution Moved Member Smith, seconded Member Adams That the Ohai Railway Fund Committee: a)         Receives the report titled “Grants schedule” dated 13 October 2015.

The meeting concluded at 2.07pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Ohai Railway Fund Committee HELD ON 19 OCTOBER 2015.

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

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