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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
176 Main Street, Otautau

 

Otautau Community Board Agenda

 

OPEN

 

 

 

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

www.southlanddc.govt.nz

 

 

 


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

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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                                                                                               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  

UPDATES

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


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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;

 

  • Environment Southland has completed work on the stopbank on Slaughterhouse Road; Members are advised that this site will no longer be available for green waste disposal and alternatives are being investigated.  
  • KiwiRail has upgraded the rail crossings on Hulme Street and the Otautau Tuatapere Road.
  • It is proposed to have the playground extension beside the Plunket area in place prior to Christmas.

 

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;

 

  • Attendance at Community Board Chair’s workshop in Christchurch
  • Attendance at Community Governance Elected Members workshop meeting
  • Attendance at Community Board/CDA Chair’s meetings
  • Attendance at Mayors Christmas function

 

 

 

 

 

 

 

 

 

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;

  • Quotable Value valuation figures have recently been recently; Otautau property values have increased 18% in the last three years.
  • Adoption of Freedom Camping Bylaw.

 

 

   

 

 

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

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Action Sheet

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.

 

 

Recommendation

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.

 

Attachments

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

 

Action Sheet

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

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


Otautau Community Board

28 January 2016

 

 

Otautau Community Board Action Sheet

 

 

 

 

 

 

Open Action Items

 

 

 

 

 

 

Author

Due Date

Subject

Notes

Greg Erskine

Andre Bekhuis

03/03/2016

Holt Park Camping Ground Upgrade

Venture Southland will add anecdotal information to the report regarding the estimated current income of the camping ground and potential income for the township from blueberry pickers at the Otautau Blueberry Country Farm. A maintenance plan for the upgraded camping ground facilities should be done by the area engineer.

Additional information has been provided by Venture Southland.  Area Engineer to complete maintenance plan.

The Chairman is working to finalise the tender documentation before inviting tenders.

Greg Erskine

22/01/2016

Action Sheet

Area Engineer to arrange for the "no parking" yellow lines to be re-sprayed along Kendall Street, Otautau.

 

Request has been forwarded to the roading team.

Greg Erskine

22/01/2016

Action Sheet

Area Engineer to arrange for the removal of four of the six garden plots on Main Street, Otautau.  The plots to be removed are the first four when heading south on Main Street from the intersection of Main and Chester Streets.

 

Work is planned for February 2016.

Greg Erskine

22/01/2016

Action Sheet

Area Engineer to obtain quotes for the trimming of the forestry block.

 

A local mill has removed 12 trees for a special project.  Member Gutsell and the Area Engineer have been liaising with them.

Greg Erskine

22/01/2016

Action Sheet

The Area Engineer was requested to investigate extending the floodbank walkways from the footbridge to George Street and also to investigate the possibility of extending the footpath on Main Street to the Arboretum.

 

No progress to date on this matter.

 

Roy Clearwater

01/03/2016

Request from Otautau School - Pedestrian Crossing

A meeting with representatives from Otautau School and the Roading Department will be held when School recommences for the year.


Mr McCallum from the Roading Team and the Area Engineer met with representatives of the school regarding the Main Street pedestrian crossing.  He is going to investigate rules around flashing warning lights and other warning devices that may be useful.


Mr McCallum advises the Roading Department has been approached by several schools wanting variable speed limits within the Southland District.  Staff are working towards putting a plan together regarding speed limits for school zones located within the District. 


A prioritisation chart to compare Southland schools based upon roll count, speed, road classification etc has been completed.  From this chart
Rimu School ranked highest which was backed up from a site visit and active warning school signs were installed at Rimu School as a 'trial'.   The signs have now been up a couple of months and their effect on traffic and behaviour is being measured.  The Road Department wishes to have some measurable data/statistics to help justify installing additional signs in the future at other schools (eg like Otautau.

 From the prioritisation chart that was prepared Otautau School is actually ranked 3rd on the list however, from an engineering point of view it is probably the next highest risk.

 

The current active school signs will be monitored to ensure they are infact effective and not a hazard in their own right.  Once Council has gathered the above evidence to support installing Active Warning School Signs - then the Roading Engineers will be back out to Otautau school to investigate this site further.

 

Board Members

22/01/2016

BMX Track

The Board agrees to consider any potential changes to the Otautau BMX Track at the Estimates meeting scheduled for 5 November 2015.
The Chairman will raise the matter of establishing a BMX Track/Centennial Park Upgrade Subcommittee as part of the Chairman's Report.

 

A subcommittee consisting of Members Bekhuis, Gutsell, Joyce and Vincent has been established and the first meeting has been held.  Plans for the redevelopment are being prepared for consideration by the Board.

Symons Contracting has been requested to carry out some ground work at the site to clear the existing track.  

 

Symons Contracting have now finished work on the new track; next steps include sewing grass, applying crusher dust on the track and planting tussocks on the banks of the track.

Greg Erskine

Andre Bekhuis

28/01/2016

Dog “on leash” signs on Floodbank walkway

The Board requests signage be installed on the floodbank walkways advising that dogs are to be "on-leash" at all times.

 

Signs will be installed this week.

Kevin McNaught

03/09/2015

Otautau Town Hall disposal

The Board requests that the Strategic Property Manager provide an update on progress concerning the disposal of the Otautau Town Hall.

 

A draft document has been prepared and will be presented to the Board in due course.

A meeting has been organised with Board Chairman to confirm the tender documents.

 

The documentation has been completed for disposal to commence.

Greg Erskine

15/10/2015

Footpath repairs

The Board accepted Central Western Roading’s contract price of $100 per square metre to carry out footpath repairs in the Otautau Township to a maximum of $15,000.

 

Work has not commenced to date.

 

 

 

 

 

 

 

 

Recently Closed Action Items

 

 

 

 

 

 

 

Author

Completion Date

Subject

Notes

Kelly Tagg

24/12/2015

No parking reminder

Area Officer to remind members of the public not to park along the road verge of Kendall Street during events.

 

Notice included in February “News & Views”

 

 


Otautau Community Board

28 January 2016

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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.

 

Recommendation

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.

 

Attachments

a         Otautau, Project List and Financial Reports, 31 December 2015 View    

 


Otautau Community Board

28 January 2016

 

Project List

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

 

 

   

 


Otautau Community Board

28 January 2016

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Otautau Courthouse Gardens

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.

 

 

Recommendation

That the Otautau Community Board:

a)         Receives the report titled “Otautau Courthouse Gardens” dated 25 January 2016.

 

b)         Considers the request and directs accordingly.

 

 

 

Attachments

a         Letter from Otautau Heritage Trust concerning maintenance and planting of the Courthouse garden View    

 


Otautau Community Board

28 January 2016

 


Otautau Community Board

28 January 2016