Notice is hereby given that a Meeting of the Otautau Community Board will be held on:
Date: Time: Meeting Room: Venue:
|
Thursday, 28 January 2016 4pm Southland District Council Office |
Otautau Community Board Agenda
|
MEMBERSHIP
Chairperson |
Andre' Bekhuis |
|
Deputy Chairperson |
Tony Vincent |
|
Members |
Ken Davidson |
|
|
Peter Gutsell |
|
|
Peter Herrick |
|
|
Amber Joyce |
|
|
|
|
Councillor |
Stuart Baird |
|
IN ATTENDANCE
Area Engineer |
Greg Erskine |
|
Area Officer |
Kelly Tagg |
|
|
Contact Telephone: 0800 732 732 Postal Address: PO Box 903, Invercargill 9840 Email: emailsdc@southlanddc.govt.nz Website: www.southlanddc.govt.nz
Full agendas are available on Council’s Website |
|
Terms of Reference for Community Boards
This Community Board is a statutory body with delegated responsibility from Southland District Council. The board members are elected to represent their community and advocate on behalf of their community.
It can make decisions on:
· Tenders for leases of land and buildings within its area up to $10,000. For tenders above that value, the board can make a recommendation to either the Group Manager Services and Assets or Council’s Activities Performance Audit Committee.
· Managing local halls and cemeteries
· Managing reserves, plantings, drainage, footpaths, street lighting, camping grounds, wharves, jetties, lakeshores and slipways, litter control
· Stewart Island – governance of the Stewart Island Electrical Supply Authority
· Te Anau – management of the Te Anau Airport Manapouri
It can make recommendations to Council on:
· Estimates, traffic management, roading, recreation, elderly persons’ housing, noxious plants control, pest destruction control, temporary road closures, local civil defence, local welfare, waste management, economic development, resource consent applications which are referred to the board for feedback, toilets and local assets.
Otautau Community Board 28 January 2016 |
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 5
Reports
7.1 Action Sheet 13
7.2 Works and Finance Report to Otautau Community Board for the period ended 31 December 2015 21
7.3 Otautau Courthouse Gardens 29
8.1 Local Liaison Person Report
The following is a list of portfolios held by each Member;
· Works Member Davidson
· Parks & Reserves Member Herrick
· Cemeteries Member Gutsell
· Hall Member Gutsell
· Community Housing Member Vincent
· Emergency Management Member Vincent
· Promotions Member Joyce
· Alex McKenzie Arboretum Trust Member Davidson
8.2 Chairman's Report
The Chairman, Member Bekhuis, to report on matters with which he has been involved since the Board’s last meeting.
8.3 Councillor's Report
Councillor Baird to report on matters from the District Council table.
1 Apologies
At the close of the agenda no apologies had been received.
2 Leave of absence
At the close of the agenda no requests for leave of absence had been received.
3 Conflict of Interest
Board Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.
4 Public Forum
Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.
· Mr B Stearne wishes to address the meeting concerning derelict housing
5 Extraordinary/Urgent Items
To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.
Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:
(i) The reason why the item was not on the Agenda, and
(ii) The reason why the discussion of this item cannot be delayed until a subsequent meeting.
Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:
“Where an item is not on the agenda for a meeting,-
(a) That item may be discussed at that meeting if-
(i) That item is a minor matter relating to the general business of the local authority; and
(ii) the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but
(b) no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”
6 Confirmation of Minutes
6.1 Meeting minutes of Otautau Community Board, 10 December 2015
Otautau Community Board
OPEN MINUTES
|
Minutes of a meeting of Otautau Community Board held in the SDC Office Otautau on Thursday, 10 December 2015 at 2pm.
present
Chairperson |
Andre' Bekhuis |
|
Deputy Chairperson |
Tony Vincent |
|
Members |
Stuart Baird |
|
|
Ken Davidson |
|
|
Peter Gutsell |
|
|
Peter Herrick |
|
|
Amber Joyce |
|
IN ATTENDANCE
Area Engineer |
Greg Erskine |
|
Area Officer |
Kelly Tagg |
|
Community Development Planner |
Kathryn Cowie |
|
1 Apologies
There were no apologies.
2 Leave of absence
No requests for leave of absence were received.
3 Conflict of Interest
No conflicts of interest declared.
4 Public Forum
Moved Member Herrick, seconded Member Davidson and resolved that the Otautau Community Board go into public forum to allow members of the public to speak. |
Constable Dave Cowie – Otautau Police
Constable Cowie addressed the Board in order to provide an update on happenings in the wider Otautau community which included a request to remove some trees behind Vet South on Main Street, Otautau in order to assist with visibility of oncoming trains at the rail crossing adjacent Otautau School.
At this point the Board also discussed the issue event parking at Holt Park and the Sports Complex as Members noted that the public parked on the grass verge adjacent Holt Park and also along the footpath on Kendall Street which made the accessway quite narrow to the point that tractors travelling up and down Slaughterhouse Road would not be able to get through.
The Area Officer was requested to place a reminder about parking in the next community newsletter and the Area Engineer was requested to have the “no parking” lines repainted along Kendall St.
Moved Deputy Chairperson Vincent, seconded Member Herrick and resolved that the Otautau Community Board moves out of public forum. |
5 Extraordinary/Urgent Items
There were no Extraordinary/Urgent items.
6 Confirmation of Minutes
Resolution Moved Member Davidson, seconded Member Herrick Confirms the minutes of Otautau Community Board meeting held on 5 November 2015. |
Reports
7.1 |
Action Sheet Record No: R/15/12/21902 |
|
The Action Sheet from the Board’s previous meetings was tabled.
Issues arising from the Action Sheet included;
Playground Equipment – Centennial Park
The new equipment has been installed; the woodchips are expected to be delivered in the next week.
Streetlighting
The new light for installation at the Lindsay-Calcium corner has arrived in Southland and is expected to be installed soon.
Otautau BMX Track Upgrade
The meeting was advised that Symons Contracting has been requested to carry out some ground work to clear the existing track and commence work on the new track outline.
Dog signs on Floodbank walkways
Mr Erskine advised that the “dog on lead” signs have arrived and will be installed soon.
Otautau Town Hall Disposal
The Board was informed that tender documents for the disposal of the Otautau Town Hall will be released in late January 2016.
Footpath Repairs, Otautau Township
Members noted that the planned footpath repair work had not yet commenced; the Area Engineer advised the works will be completed by the Board’s second scheduled meeting in 2016.
Removal of four garden plots on Main Street, Otautau
Board Members discussed the issue of whether or not to retain the garden plots on Main Street, Otautau after receiving a request from a member of the public to retain them.
In discussing this item, Members agreed that the four garden plots situated adjacent the Main Street Café and Millar Plumbing have been subjected to continual damage, caused interference with parking for the two local businesses and further, impeded driveway access for surrounding homeowners.
Members agreed that the two southern-most garden plots on Main Street be retained and that the four plots closest to the intersection of Main and Chester streets be removed.
|
|
Resolution Moved Member Herrick, seconded Member Gutsell and resolved that the Otautau Community Board approves the removal of four garden plots situated adjacent the Main Street Café and Millar Plumbing on Main Street, Otautau.
|
|
Resolution Moved Member Joyce, seconded Member Gutsell That the Otautau Community Board: a) Receives the report titled “Action Sheet” dated 4 December 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. |
7.2 |
Works and Finance Report to Otautau Community Board for the period ended 31 October 2015 Record No: R/15/11/21222 |
|
The Works and Finance Report prepared by Mr Greg Erskine (Area Engineer) for the period ended 31 October 2015, was tabled.
Mr Erskine informed the meeting of the following;
The meeting noted that the upgraded event sign on Main Street at Centennial Park is now in place.
Member Davidson enquired if Mr Erskine had obtained quotations for the trimming of the forestry block; Mr Erskine responded he had not but would ensure the work was completed prior to the end of the current financial year.
|
|
Resolution Moved Member Gutsell, seconded Deputy Chairperson Vincent That the Otautau Community Board: a) Receives the report titled “Works and Finance Report to Otautau Community Board for the period ended 31 October 2015” dated 3 December 2015.
|
Updates
8.1 |
Local Liaison Person Report Record No: R/15/12/21796 |
|
Works
Member Davidson requested the Area Engineer investigate extending the Main Street footpath to the Alex McKenzie Arboretum on the Riverton-Otautau Road. Member Davidson also requested the Area Engineer investigate extending the floodbank walkway from the footbridge up to George Street.
The Area Engineer was also informed of some minor works issues in Queen, Alderly and Clitheroe Streets requiring action.
Hall
The meeting was informed that four of the Hall chairs have been retrieved by the Police and returned to Council; some of the Hall trestle tables appear to be missing and it was agreed that going forward, the tables and chairs be kept at the Council office. |
|
|
8.2 |
Chairman's Report Record No: R/15/12/21797 |
|
The Chairman, Member Bekhuis, reported on activities with which he has been involved since the Board’s last meeting; this included;
|
8.3 |
Councillor's Report Record No: R/15/12/21798 |
|
Councillor Baird reported on matters from the District Council table which included the following;
|
|
|
3.07pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON 10 DECEMBER 2015.
DATE:...................................................................
CHAIRPERSON:...................................................
Otautau Community Board 28 January 2016 |
Record No: R/16/1/1049
Author: Kelly Tagg, Otautau Area Officer
Approved by: Kelly Tagg, Otautau Area Officer
☐ Decision ☐ Recommendation ☒ Information
1 The Action Sheet from the Board’s last meeting is circulated for Members’ information.
That the Otautau Community Board: a) Receives the report titled “Action Sheet” dated 25 January 2016. b) Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002. c) Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter. |
a Otautau Community Board Action Sheet - 28 January 2016 View
b Otautau Community Board InfoCouncil Action Sheet - 28 January 2016 View
Otautau Community Board |
28 January 2016 |
Otautau Community Board
Wallace Community Board, 31-Jan-2013
|
|
|
13.01.4.0 Otautau Sewerage Connections |
Name(s): |
Dates: |
The Board queried the sewerage connection status of several Otautau properties.
Officer’s comment
Updated 30 October 2014 Council prosecuted the owner of a property on the Otautau Wreys Bush Road for failing to connect to the sewerage scheme in the Invercargill District Court on 24 October 2014. The defendants did not appear and were both convicted and fined.
Updated 4 December 2014 The Board is advised that the above property owner has informed Council he is trying to save money to connect; the owner has been advised that to avoid further Court action and costs he should arrange for a building consent for the sewer connection as soon as possible.
Updated 25 February 2015 Building consent was issued for a property on the Otautau Wreys Bush Road on 22 January 2015.
Updated 28 May 2015 The Board enquired if Council would consider connecting the property on the Otautau Wreys Bush Road and adding the charges onto the owner’s rates or place a caveat over the title. Staff to investigate and report back to the Board.
Updated 8 June 2015 The Finance Manager advises that in relation to setting up an informal loan arrangement and registering a charge against the title, that Council has set up such arrangements in the past and these typically haven’t worked in Council’s favour with the debts still being outstanding 5+ years later and Council’s only option being to incur legal costs to seek judgement (which may still not see payment being made promptly), or wait until the property is sold (which is often not likely in these type of cases).
The Finance Manager confirmed that this responsibility falls on the ratepayer and that Council is unable to assist in this instance.
Updated 9 July 2015 The Board requests that this item remain on the Action Sheet. Further Court action may ensue if the property is not connected prior to the building consent lapsing in January 2016.
|
Marron, M
|
Response 01/03/16
|
Wallace Community Board, 22 August 2013
|
|
|
13.06.4.0 Playground Equipment – Centennial Park |
Name(s): |
Dates: |
Updated 19 January 2016 The installation of the new equipment is now complete.
|
Erskine, G Bekhuis, A |
Response 19/01/16 |
Otautau Community Board, 10 July 2014
|
|
|
14.06.6.3 Street lighting Updated 19 January 2016 The new street lamp at the Lindsay-Calcium corner has now been installed.
|
Name(s): Hare, H Marshall, I |
Dates: Response 19/01/16
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
|
28 January 2016 |
|
|
||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||
|
|
||||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||
|
|
|
|
||||||||||||||||||||||||||||||||||||||||||||
|
|
|
28 January 2016 |
Works and Finance Report to Otautau Community Board for the period ended 31 December 2015
Record No: R/16/1/396
Author: Greg Erskine, Area Engineer
Approved by: Ian Marshall, GM - Services and Assets
☐ Decision ☐ Recommendation ☒ Information
Area Engineer’s Report
1 Area Engineer will comment on the projects and finances at the meeting.
Water and Waste Engineer’s Report
2 The monthly operations reports from Downer are provided to the Board Secretary as they are published. They include data on Downer’s district-wide operations activities which is presented on a town by town basis.
3 For the year to date there has been no unplanned expenditure exceeding the $5,000 threshold.
Financial Considerations
Development and Financial Contributions
4 The table below outlines the balances of Development and Financial contributions for your community to date. Spending of these funds is considered by Council staff when projects are in the planning stage. Once identified as a potential funding source for a project, confirmation from the Group Manager Services and Assets is sought before undertaking the project to ensure that the relevant policy and legislative requirements are met.
Sewerage |
$29,989 |
Water |
$5,489 |
Reserves
5 Please find the Reserves Report attached.
That the Otautau Community Board: a) Receives the report titled “Works and Finance Report to Otautau Community Board for the period ended 31 December 2015” dated 12 January 2016. |
a Otautau, Project List and Financial Reports, 31 December 2015 View
Otautau Community Board |
28 January 2016 |
The table below shows all of the projects that are currently planned for Otautau in 2015/2016. Items in bold and italics are carried over from previous financial years:
Activity |
Project |
Type |
Year |
Budget |
Status |
Officer’s Comments |
Council Buildings/Property |
Upgrade camping ground - sewerage connection, new ablution block, new kitchen, new huts and chalets |
LOS |
15/16 |
$240,000 |
Not Started |
Has been discussed at Board level. |
Roading and Transport |
Footpaths Upgrade |
REN |
15/16 |
$12,092 |
Design |
Consultant has been doing scoping work to finalise the design. |
Roading and Transport |
Footpaths Upgrade |
REN |
14/15 |
$11,694 |
Not Started |
Been discussed at Board level. |
Parks and Reserves |
Township Walking Tracks Project |
LOS |
14/15 |
$5,294 |
Design |
Design complete but no physical work |
28 January 2016 |
Record No: R/16/1/1052
Author: Kelly Tagg, Otautau Area Officer
Approved by: Bruce Halligan, GM - Environment and Community
☐ Decision ☒ Recommendation ☐ Information
1 Communication from the Otautau Heritage Trust expressing concern at the lack of maintenance and plantings in the front garden outside the Courthouse on Main Street, Otautau, is circulated.
2 The Trust noted that the gardens outside the Council building have looked very colourful this summer and request that the Board bring the gardens at the Courthouse up to the same standard.
3 The Trust has requested that their letter be considered by the Board at its next meeting.
That the Otautau Community Board: a) Receives the report titled “Otautau Courthouse Gardens” dated 25 January 2016.
b) Considers the request and directs accordingly.
|
a Letter from Otautau Heritage Trust concerning maintenance and planting of the Courthouse garden View