Agenda of Otautau Community Board

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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, 10 March 2016

2pm

Southland District Council Office
176 Main Street, Otautau

Otautau Community Board Agenda

OPEN

MEMBERSHIP

Chairperson	Andre' Bekhuis
Deputy Chairperson	Tony Vincent
Members	Stuart Baird
	Ken Davidson
	Peter Gutsell
	Peter Herrick
	Amber Joyce

IN ATTENDANCE

Area Engineer	Greg Erskine
Governance Team Leader	Chris Dolan

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

Otautau Community Board

10 March 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 11

7.2 Works and Finance Report to Otautau Community Board for the period ended 31 January 2016 17

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.

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, 28 January 2016

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Otautau Community Board

OPEN MINUTES

Minutes of a meeting of Otautau Community Board held in the Southland District Council Office , 176 Main Street, Otautau, on Thursday, 28 January 2016 at 4pm.

present

Chairperson	Andre' Bekhuis
Deputy Chairperson	Tony Vincent
Members	Ken Davidson
	Peter Gutsell
	Amber Joyce

IN ATTENDANCE

Area Engineer	Greg Erskine
Committee Advisor	Kelly Tagg

1 Apologies

Apologies for non-attendance were lodged by Councillor Baird and Member Herrick.

Moved Member Davidson, seconded Member Vincent and resolved that the Otautau Community Board accept the 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

Moved Deputy Chairperson Vincent, seconded Member Davidson and resolved that the Otautau Community Board go into public forum to allow members of the public to speak.

At this point Mr Brent Stearne addressed the meeting in order to express his concern at the poor state of several properties within the Township and to enquire if anything can be done to rectify this situation.

The Chairman advised that the Board is aware of the situation and it is expected that the issue will be investigated in coming months.

Moved Member Vincent, seconded Member Joyce 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 Gutsell, seconded Member Joyce

Confirms the minutes of Otautau Community Board meeting held on 10 December 2015.

Reports

7.1

Action Sheet

Record No: R/16/1/1049

The Action Sheet from the Board’s previous meetings was tabled.

Members were provided with the following updates;

The installation of the new playground equipment at Centennial Park is now complete
The new street light at the Lindsay-Calcium corner has been installed
The Chairman is working to finalise the tender documentation before inviting tenders for the Holt Park Camping Ground upgrade
The Area Engineer has requested that the “no parking” lines be re-painted along Kendall Street adjacent the sports complex
The garden plots on Main Street will be removed in February
IFS have been requested to source quotes for the trimming of the forestry block
Symons Contracting have finished work on the new BMX track; the sewing of grass seed is to take place on 11 December.
The Strategic Property Manager advises that the documentation has been completed concerning the disposal of the Otautau Town Hall.

Resolution

Moved Member Davidson, seconded Member Vincent

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.

7.2

Works and Finance Report to Otautau Community Board for the period ended 31 December 2015

Record No: R/16/1/396

The Works and Finance Report for the period ending 31 December 2015, was tabled and the following discussions took place;

The Area Engineer suggested the Board approach the Water and Waste department for a grant from district funds to assist with the sewerage upgrade at Holt Park. Board Members were in agreeance; the Area Engineer and the Area Officer to make the request on behalf of the Board.
The meeting agreed to shift part of the fence between the floodbank and the BMX track to allow easier access for the mowing contractor; the Area Engineer to arrange for this work to be completed.
Member Davidson queried the September pump usage for Otautau as detailed in the latest Downers report; Area Engineer to follow up and report back to the Board.
Member Davidson suggested for budgeting purposes that the BMX track be combined with Centennial Park
The Area Engineer advised that roading repairs on Main Street are expected to start the following week.
The Area Engineer informed the meeting that he will arrange train warning signs for the railway crossings in Otautau.

Resolution

Moved Member Gutsell, seconded Member Joyce

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.

7.3

Otautau Courthouse Gardens

Record No: R/16/1/1052

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, was tabled.

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.

The Area Engineer informed the meeting that he intends to review the current gardening contract with a view to revisiting same and that he also intends to catch up with the local person responsible for the plantings in front of the Council building.

The Area Officer to inform the Heritage Trust that their comments have been noted.

Resolution

Moved Member Davidson, seconded Member Gutsell

That the Otautau Community Board:

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

b) Advises the Otautau Heritage Trust that their comments have been noted.

Updates

8.1

Local Liaison Person Report

Works

Member Davidson suggested an “Open Day” be held at the transfer station; the Area Engineer to investigate the costs associated and report back to the Board.

Member Davidson also advised the Area Engineer of the following projects requiring attention within the Township;

Trees to be trimmed
Accessway at Blueberry Country needs remedial work
Spraying in the Township is not up to standard
Holt Park needs to be mole ploughed after the Classic Car Show

Cemeteries

Member Gutsell advised that some trees have been felled at the Settlers Cemetery and that spraying for gorse and broom has been completed.

Hall

Member Gutsell advised that records from the Town Hall have been taken to Council’s archives department for cataloguing.

Promotions

The Christmas Street Party was held in December and positive feedback was received.

Alex McKenzie Memorial Arboretum Trust

Member Davidson advised that hay has been taken off the front paddock and that it has been ploughed ready for re-planting.

8.2	Chairman's Report
	The Chairman, Member Bekhuis, report on matters with which he has been involved since the Board’s last meeting which included attendance at Member Davidson’s Community Service Award Presentation ceremony.

8.3	Councillor's Report
	Due to the absence of Councillor Baird there was no Councillor’s Report.

5.45pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON 28 JANUARY 2016.

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

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

Otautau Community Board

10 March 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. Updated 3 February 2016 The building consent has been extended following communication with the property owner who has agreed to put aside money in order to connect to the scheme.	Marron, M	Response 01/03/16

Otautau Community Board

10 March 2016

Otautau Community Board Action Sheet

Open Action Items

Author	Due Date	Subject	Notes
Greg Erskine	04/03/2016	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. The tender documentation has been sent.
Greg Erskine	04/03/2016	Action Sheet	Area Engineer to arrange for the "no parking" yellow lines to be re-sprayed along Kendall Street, Otautau. The request has been forwarded to the roading team.
Greg Erskine	04/03/2016	Action Sheet	Area Engineer to obtain quotes for the trimming of the forestry block. IFS have been requested to sources quotes for the trimming of the forestry block.
Greg Erskine	04/03/2016	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 at this time.
Kelly Tagg	31/10/2015	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 Roading 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.
Kevin McNaught	04/03/2016	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 completed for disposal to commence. The Board invited the Strategic Property Manager to attend the Board’s next meeting but due to other commitments he is unable to attend. The process has been delayed due to the staff involvement with another large project.

Recently Closed Action Items

Author	Completion Date	Subject	Notes
Greg Erskine	04/03/2016	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 planned for February. The plots have been removed.
Greg Erskine	04/03/2016	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 to commence in November. Central Western Roading was unable to complete the work and the footpath repairs have since been completed by another contractor.
Kelly Tagg	04/03/2016	Otautau 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 have been requested to carry out some ground work at the site to clear the existing track. A draft plan of the entire site will be tabled at the Board's next meeting. The grass has now been sown and stage 1 of the project is now complete.
Kelly Tagg	04/03/2016	Otautau Courthouse Gardens	Area Officer to acknowledge receipt of the communication from the Otautau Heritage Trust and advise that a review of the current gardening contract is planned. Letter sent

Otautau Community Board

10 March 2016

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Works and Finance Report to Otautau Community Board for the period ended 31 January 2016

Record No: R/16/2/2455

Author: Greg Erskine, Community Engineer

Approved by: Ian Marshall, GM - Services and Assets

☐ Decision ☐ Recommendation ☒ Information

Area Engineer’s Report

1 Area engineer will provide an update on projects and financials 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 January 2016” dated 7 March 2016.

Attachments

a Otautau Project List and Financial Reports, 31 January 2016 View

Otautau Community Board

10 March 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	Design	Consultant has been doing scoping work to finalise the design.
Roading and Transport	Footpaths Upgrade	REN	15/16	$12,092	Not Started	Has been discussed at board level.
*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*