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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, 10 March 2016 at 2pm.

 

present

 

Chairperson

Andre' Bekhuis

 

Members

Ken Davidson

 

 

Peter Gutsell

 

 

Peter Herrick

 

 

Amber Joyce

 

Councillor

Stuart Baird

 

 

IN ATTENDANCE

 

Community Engineer

Greg Erskine

 

Team Leader, Governance

Chris Dolan

 

 


Otautau Community Board

10 March 2016

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1          Apologies

 

Apology for non-attendance was lodged by Member Vincent.

 

Moved Member Davidson, seconded Member Gutsell and resolved:

That the apology for non-attendance lodged by Member Vincent be sustained.

 

2          Leave of absence

 

Member Amber Joyce informed the Board on the impending birth of her child during the month of April.

 

It was noted that the next Board meeting is scheduled for 21 April 2016.

 

Moved Member Davidson, seconded Member Gutsell and resolved:

That leave of absence be granted to Member Joyce for the Board’s April meeting.

 

3          Conflict of Interest

 

Chairman Bekhuis advised of a declaration of an interest in the Holt Park Camping Ground Upgrade project.

 

4          Public Forum

 

There were no persons seeking speaking rights in the Public Forum section of the meeting.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Member Gutsell, seconded Member Joyce  and resolved:

That the minutes of Otautau Community Board, held on 28 January 2016 be confirmed as a true and correct record subject to the following correction;

8.1 Cemeteries….the words “Settlers Cemetery” should read “The RSA Section of the Otautau Cemetery.

 

7          Reports

 

7.1

Action Sheet

Record No:         R/16/2/2662

 

The Action Sheet from the Board’s previous meetings was circulated for Members’ information.

 

 

Issues arising from the Action Sheet included:

 

Otautau Sewerage Connections

 

Building Control Officer, Michael Marron, advised that 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.

 

Holt Park Camping Ground Upgrade

 

Note: Chairman Bekhuis declared an interest on this matter.

 

It was reported that the job specifications have been released to local contractors giving such contractors the opportunity to lodge questions for the project.

 

The Board was informed that quotations close on 31 March 2016.

 

Holt Park Forestry

 

Tabled before the Board was an e-mail communication from the Forestry Manager for IFS who advised that due to extreme weed hindrance, low tree stocking and contractor capacity – this block would be least preferred for pruning. If it was pruned the cost involved would not be economic compared to other options.

 

The Foresry Manger advised ideally the block would be better suited to a structural regime (what Rayonier use to 100% of their estate now) that is grow for quantity of unpruned saw-logs at harvest. This only requires a single thinning operation at about age 12 (2021) to 500 sph. Budget for this is approximately $10K.

 

Taking into consideration the information outlined in the e-mail from the Forestry Manager the Board had reservations at the options outlined and request the Community Engineer arrange an onsite meeting with members of the Board to discuss this further.

 

Floodbanks Walkways

 

The Community Engineer was requested to provide to the next meeting aerial photos of that area from the Arboretum to the entrance to the Township in order for the Board to consider possible development of a walkway in this particular area.

 

Pedestrian Crossing Adjacent Otautau School

 

Board request the Roading department update the Board on the request from the School for a plan regarding speed limits for school zones within the District.

 

Otautau Town Hall Disposal

 

The Board request the Strategic Manager Property choose a date to meet with the Board to update the members relating to the disposal of the Hall.

 

Transfer Station – Open Day

 

The Community Engineer was requested to investigate costs associated with an Open Day at the Transfer station and report on such costs to the Board at its next meeting.

 

Resolution

Moved Member Herrick, seconded Member Joyce  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Action Sheet” dated 7 March 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.

d)         Requests the Community Engineer to report to the Board on costs             associated with an Open Day at the Transfer Station; costs to be             available at the April 2016 meeting.

 

7.2

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

Record No:         R/16/2/2455

 

The Works and Finance Report prepared by Mr Greg Erskine (Community Engineer) for the period ending 31 January 2016, was tabled.

 

Issues arising included;

 

Community Engineer to liaise with the Chairman concerning stage 2 of the BMX Track project.

 

 

Resolution

Moved Member Herrick, seconded Member Davidson  and resolved:

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.

 

8        Updates

 

8.1

Local Liaison Person

 

Works

    Community Engineer to contact Powernet concerning the power pole at the foot of Slaughterhouse Road that was recently the scene of an accident.

 

    Consideration be given to the provision of angle parking opposite the Otautau Four Square Supermarket.

 

    Community Engineer to investigate the need for the cleaning of Yellowbluff bridge.

 

    Spraying requires to be carried out at the Bowing Club carpark and the walking track.

 

    Community Engineer to investigate the state of the roadlines in the Township in particular the edgelines.

 

Parks & Reserves

    Parks & Reserves Committee to “step out” distances with the possibility of extending the fence between the rugby ground and the camping ground.

 

Gardening Contract

 

Following discussion on the gardening contract, Members agreed;

 

    That approval be given to extending of the gardening contract for another year with ICC.

 

    To retain T Dahlenburg with his maintaining of certain gardens within the Township (eg garden plots/museum garden).

 

 

Moved Member Herrick, seconded Member Gutsell  and resolved:

That the Otautau Community Board:

a)            Approves the extending of the gardening contract for twelve months with ICC.

 

b)         Requests the Community Engineer investigate the possibility of angle             parking opposite the Four Square Supermarket and report back to the             Board at its April 2016 meeting.

 

c)         Requests the Community Engineer arrange spraying of the Bowling Club             carpark and the walking track.

 

d)         Requests the Community Engineer investigate state of the roadlines in the Township in particular the edgelines.

 

8.2

Chairman's Report

 

Chairman Bekhuis reported on activities with which he has been involved since the Board’s last meeting. These included;

§  Upcoming Chairs meeting on 5 April 2016.

 

8.3

Councillor's Report

 

Councillor Baird reported on matters from the District Council table. These included;

§  Resource Consent application lodged by Farmlands

§  Environment Court Hearing re the Cycle Trail

§  Freedom Camping Issues

§  Elections 2016

§  Food Act

§  Annual Plan Submissions

 

 

The meeting concluded at 3.48pm.               CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON 10 MARCH 2016.

 

 

 

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

 

 

 

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