Agenda of Otautau Community Board

Otautau Community Board

25 August 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

Susie Burnett will be in attendance to address the meeting in regards to a donation of apple trees to the township.

5 Extraordinary/Urgent Items 5

6 Confirmation of Minutes 5

Reports

7.1 Action Sheet 15

7.2 Works and Finance Report to Otautau Community Board for the period ended 30 June 2016 19

7.3 Toilet at Alex McKenzie Park 27

UPDATES

8.1 Areas of Responsibilities

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 with which he has been involved since the Board’s last meeting.

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

Committee 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

Susie Burnett will be in attendance to address the meeting in regards to a donation of apple trees to the township.

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, 14 July 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, 14 July 2016 at 2pm.

present

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

IN ATTENDANCE

Community Engineer	Greg Erskine
Committee Advisor	Alyson Hamilton
Community Partnership Leader	Kelly Tagg

PUBLIC GALLERY

Anita De Wolde, Peter Morris, Peter Johnstone

1 Apologies

There were no apologies received.

2 Leave of absence

There were no requests for leave of absence.

3 Conflict of Interest

There were 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.

Anita DeWolde

Mrs DeWolde introduced herself to the Board advising she is a Trustee of the Otautau New Life Church Charitable Trust and proceeded to address the meeting in relation to the proposed additions to the current Church facilities located on the corner of Chester and Queen Streets, Otautau.

Mrs DeWolde outlined the scope of the project, advising that it is envisaged that the building will double as a home for its congregation and as a community building.

Mrs DeWolde advised the building costs are estimated at $850,000 (excluding chairs, sound system, projector and further outfitting).

Mrs DeWolde confirmed the Church has approximately $200,000 set aside toward this project and believes it can raise additional funds via grants, applications to Lotteries, the Community Trust of Southland and by fundraising.

Mrs DeWolde added a feasibility study is currently being undertaken in support of the funding applications.

Mrs DeWolde confirmed that if not all funding is obtained the options are a bank loan or a reduction to the proposed extensions will occur.

Mrs DeWolde responded to queries from the Board relating to carparking, costings involved for the proposed nine toilets, possibility of alcohol allowed at functions, possibility of the purchase of the Town Hall mitigating car parking issues, and a targeted opening date.

The Chair expressed appreciation to Mrs DeWolde for her presentation to the Board.

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 and resolved:

That the minutes of Otautau Community Board meeting held on 2 June 2016 be confirmed.

Reports

7.1	Action Sheet Record No: R/16/7/10350
	The Action Sheet from the Board’s previous meetings was circulated for members information. Issues arising from the Action Sheet included; Holt Park Camping Ground Upgrade The meeting was advised that the Chair is to liaise with the Community Engineer, Bruce Miller, to discuss plans and costings for the project moving forward. Transfer Station – Open Day The Community Engineer sought Board approval from the Board to reschedule the planned Open Day at the Otautau transfer station from late July/early August 2016 to late September 2016 due to a delay in the necessary advertisements. Members agreed to support the Community Engineer request. Alex McKenzie Park Arboretum. The meeting was informed there is background information currently being researched in regards to the toilet block situated at the Arboretum being classified as a district–wide funded toilet. Members requested a definite date for the report to be presented to the Board. Walkways The Community Engineer requested a subcommittee comprising of the Chair, Members Gutsell and Davidson to assist Mr Erskine in the progress of this project. It was agreed an onsite meeting be undertaken to view the proposed area for the walkway. The Community Engineer to liaise with the subcommittee to arrange a suitable date for the meeting.
	Resolution Moved Member Vincent, seconded Member Gutsell and resolved: That the Otautau Community Board: a) Receives the report titled “Action Sheet” dated 6 July 2016.
7.2	Works and Finance Report to Otautau Community Board for the period ended 31 May 2016 Record No: R/16/5/7867
	The Works and Finance Report prepared by Mr Greg Erskine (Community Engineer) for the period ended 31 May 2016, was tabled. Issues reported to the Board included; ICC Parks Team have pruned the large trees south of the railway line on Main Street. The team has also removed the overgrown plants from the garden plot at the corner of Hulme and King Street. The work undertaken by the local gardener is looking good. All the surplus material has been removed from the hall and the building is now available for purchase via the tender process. The Chair expressed appreciation to Member Gutsell for the removal of the plaque situated on the Town Hall wall. Member Herrick queried where the Community Hall rate will be directed once the tender documentation is made available to the public. The Community Engineer responded the Hall rate will continue for the 2016/2017 financial year with any surplus monies being placed in the Otautau Hall reserves. KiwiRail has placed “stop/giveway” signage and reflectors at railway crossings. Council Roading team are liaising with KiwiRail to discuss the removal of the “stop” signage which is not applicable on some council roads.
	Resolution Moved Member Gutsell, seconded Member Joyce 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 May 2016” dated 7 July 2016.

7.3

Elected Members' Expense Reimbursements and Allowances

Record No: R/16/7/10228

Report by Sheree Marrah, Finance Manager, regarding Elected Members’ Expense Reimbursements and allowances, was tabled.

Mrs Marrah advised the purpose of the report is to inform Community Boards and Community Development Area Subcommittees of the recent changes to Council’s Elected Members’ Remuneration and Reimbursements Policy and the associated impact on them.

Members noted the revised policy amendments were adopted by Council on 8 June 2016 and are effective from 1 July 2016.

1 The Board was advised that the Remuneration Authority (RA) sets the framework for the remuneration and reimbursement of local government elected members, namely the Mayor, Councillors and Community Board members.

2 Mrs Marrah informed Council recently reviewed its Elected Members’ Remuneration and Reimbursements Policy as a result of some minor changes required by the RA to mileage and travel time allowances.

4 Mrs Marrah explained Council staff recommended a number of additional amendments to the policy to allow reimbursement of expenses and the payment of allowances to Community Board members and Council Subcommittee members.

6 The Board noted the revised policy includes the provision of mileage and travel time allowances as well as expenditure reimbursements for Community Board and Subcommittee members, in line with Councillors.

7 Mrs Marrah advised that the specific provisions relevant to Community Boards and Council Subcommittees incorporated into the revised policy are as follows:

· Mileage allowance, can be claimed in line with Councillors, where travel exceeds 30 kilometres within a day.

· The mileage allowance will be paid to elected members at a rate of 74 cents per kilometre (consistent with the IRD rates) for the first 5,000 kilometres.

· The rate for travel in excess of 5,000 kilometres will remain at 37 cents per kilometre. The 30 kilometre round trip threshold (ie, 15 kilometres each way) applies to visits to Council offices (or other regular meeting venues deemed to be a Council office for the purpose of this policy). For other Council requested travel by elected members, no threshold will apply.

· Travel time allowance, can be claimed in line with Councillors, at a rate of $37.50 per hour, where travel time exceeds 1 hour within a day.

· The policy states that where Community Board or Subcommittee meetings are held at a regular venue other than a Council office, this location will be deemed to be a Council office for the purposes of mileage and travel time allowances.

· Reimbursement for costs can be claimed for courses, seminars and training associated with the role of an elected member. Associated travel and accommodation costs may also be reimbursed if in accordance with the policy.

· Community Board and Council Subcommittee members will not be eligible to claim the communication allowance stated in the policy.

In regard to the funding of any such claims the Board was informed although the revised change in mileage and travel time allowances for Community Board and Council Subcommittee members has not specifically been budgeted for in 2016/2017.

Mrs Marrah advised it is anticipated that this will not be a significant cost to the communities as the majority of elected members live within 15 kilometres of their nearest Council office and travel less than one hour to attend meetings.

The Board noted payment of allowances and reimbursements will be funded from local operating budgets of the relevant Community Board or Subcommittee.

The Chair queried the methodology used for the varying amounts of reimbursement to Community Board Chairpersons and Members stating that he felt that it should be the same amount irrespective of population or area.

Mr Bekhuis sought a response from staff in regard to how this rate is set.

Resolution

Moved Member Davidson, seconded Member Vincent and resolved:

That the Otautau Community Board:

a) Receives the report titled “Elected Members' Expense Reimbursements and Allowances” dated 4 July 2016.

b) Requests staff advise the methodology used to set the remuneration amounts for Community Board Chairperson and Members.

7.4	Otautau Cemetery Grazing Record No: R/16/6/9068
	1 Report by Virginia Dillon, Property Officer, regarding the Otautau Cemetery Grazing Licence, was tabled. 2 3 Mrs Dillon advised the licence to graze the Otautau Cemetery issued to Michael Manson expired on 1 July 2016. 4 Mrs Dillon sought consideration from the Board that the grazing be offered to Mr Manson for a term of five years from 1 July 2016 at an annual rental of $1. Mrs Dillon explained the grazing of the Otautau cemetery has been held by Michael Manson for several years and he has expressed an interest in entering into a new licence. The Board was informed the rental charge of $1.00 per annum is set in recognition of the Licensee’s expenses in undertaking the fencing and the reduced pasturage resulting as a consequence of recent silviculture thinning of the trees. Following discussion Members agreed to the issuing of a licence to Mr Manson to graze the Otautau Cemetery for a term of five years commencing 1 July 2016 at an annual rental of $1.

	Resolution Moved Member Herrick, seconded Member Gutsell and resolved: That the Otautau Community Board: a) Receives the report titled “Otautau New Cemetery Grazing” dated 5 July 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) Resolves to issue Michael Joseph Manson with a licence over part of the Otautau Cemetery property located at 18 Bayswater Road, Otautau described as part of Section 34 and part of Part Section 35, Town of Hodgkinson and contains 2.5 hectares for a term of five years from 1 July 2016 at an annual rental of $1.

7.5

Otautau New Life Church

Record No: R/16/6/9769

Report by Kelly Tagg, Community Partnership Leader, providing the Otautau Community Board with background information concerning the proposed building project by the Otautau New Life Church, was tabled.

In discussing this report Members took into consideration the presentation made by Mrs De Wolde in the Public Forum section of the meeting.

Members noted that at this stage no formal request has been made to the Board from the New Life Church Group in regards to the proposed building project and that the report is for information purposes only.

Resolution

Moved Member Vincent, seconded Member Gutsell and resolved:

That the Otautau Community Board:

a) Receives the report titled “Otautau New Life Church ” dated 6 July 2016.

Updates

8.1

Areas of Responsibilities

Works

Member Davidson reported on the following matters;

Forestry work completed at Holt Park

Macrocarpa hedge cut back along George Street

Parks and Reserves

Member Herrick reported the safety rail to the clock tower at Holt Park is work in progress and is due for installation prior to the next meeting of the Board.

Hall

Member Gutsell reported the drapes from the Hall are currently in storage and suggested they be donated to the Otautau Sports Complex for their use. Members concurred with Member Gutsell’s suggestion and requested he make the necessary arrangements.

8.2

Chairman's Report

The Chair, Member Bekhuis, reported on matters with which he has been involved since the Board’s last meeting. These included;

Circulation of the 2016 Triennial Election timetable

Attendance at Community Board/CDA Chairperson’s meeting – it was noted that Chairs to canvass their members for Township projects with the view of using up reserves.

The Chair reported on a meeting with the Chief Executive, Steve Ruru and Mayor Tong along with Member Gutsell and Member Vincent to express displeasure and frustration at the lengthy timeframe to progress the Holt Park Camping Ground project.

It was noted this project is being managed by Bruce Miller (Community Engineer) who is to liaise with the Chair.

8.3

Councillor's Report

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

Haast-Hollyford Road

Community Housing survey

Around the Mountain Cycle Trail update

Southland District Council 2016/2017 resurfacing contracts let to Fulton Hogan (Eastern Area) and Downers (Western Area)

The meeting concluded at 3.35pm CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON THURSDAY, 14 JULY 2016.

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

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

Otautau Community Board

25 August 2016

Otautau Community Board Action Sheet - Excluding Public Excluded

Open Action Items

Author	Due Date	Subject	Notes
Bruce Millar	25/08/2016	Holt Park Camping Ground Upgrade	Business Plan has been completed provisional sign-off from Ian Marshall, Group Manager, Services & Assets. Plans with quantity surveyor for estimate and tender documents. Mr Millar advised a meeting with the Chairperson resulted in the following action; 1. Chair to re-submit the revised previous estimate for work, taking all associated work into account, an independent Quantity Surveyors estimate for the work was double that from the Community Board. 2. Once the estimate is received from the Community Board and is within the approved budget, three local contractors will be asked to submit quotes’ for the work. Mr Millar advised this procedure will follow Council’s procurement policy.
Greg Erskine	25/08/2016	Transfer Station - Open Day	Requests open-day be planned for late July/early August. The Community Engineer to arrange; § Central collection area being the railway yards – permission to be obtained from the owners § Arrange for availability of trucks for transferring refuse to the land-fill § Arrange a flyer drop advising the public of the date § Arrange for elderly residents being advised of their refuse pick-up § Arrange for local group to collect the elderly residents refuse Board approve this project be deferred to September 2016. Community Engineer in contact with Lions Club for support.
Kevin McNaught	25/08/2016	Alex McKenzie Park - Arboretum	Refer agenda item 7.3
Greg Erskine	25/08/2016	Walkways	Board requests costings of a proposed gravel pathway 1.5 metres wide extending from the Main Street to the Arboretum. Community Engineer met onsite with the Chair, Members Gutsell and Davidson to discuss the proposed walkway. Refer comments in the Works & Finance Report.
James McCallum	25/08/2016	Request from Otautau School - Pedestrian Crossing	Once Council has gathered 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	25/08/2016	Otautau Town Hall disposal	Documents being finalised, will be advertised in the coming weeks.
Greg Erskine	25/08/2016	Tennis Courts – Holt Park	Requests the Community Engineer liaise with Council’s contractor for a solution to repair work to the lines on the courts Community Engineer advises Tennis Club to liaise direct with SouthRoads to discuss repair work options.

Recently Closed Action Items

Author

Completion Date

Subject

Notes

Sheree Marrah

25/08/2016

Elected Members' Expense Reimbursements and Allowances

Action completed by: Sheree Marrah

Councillor and community board member remuneration levels are set by the Remuneration Authority (RA). Detail in relation to the methodology applied by the RA can be found at http://remauthority.govt.nz/local-government/remuneration-for-community-board-members/

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	1516	$240,000	Tender	Stage 1, new ablution block out to tender in August. Delays due to investigation and design. Construction to commence in the new financial year. Carry forward $220,000
Library Services	Otautau Library	REN	1516	$20,000	Completed	Completed Feb 2016
Library Services	Otautau Library	MAINT PLAN	1516	$7,000	Completed	Completed Feb 2016
*Parks and Reserves*	*Township Walking Tracks Project*	*LOS*	*1415*	*$5,294*	*Construction*	*KiwiRail work completed, fence being moved, new signs installed*
Roading and Transport	Footpaths Upgrade	REN	1516	$12,092	Completed	Completed April
*Roading and Transport*	*Footpaths Upgrade*	*REN*	*1415*	*$12,092*	*Completed*	*Completed March*

Otautau Community Board

25 August 2016

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Toilet at Alex McKenzie Park

Record No: R/16/8/12582

Author: Kevin McNaught, Strategic Manager Property

Approved by: Ian Marshall, Group Manager Services and Assets

☒ Decision ☐ Recommendation ☐ Information

Purpose

1 The purpose of this report is to respond to the action points created at the Board’s meeting in June regarding the toilet at the Alex McKenzie Park Arboretum.

Executive Summary

2 The Board at its 2016 June meeting considered the issue of the cleaning of the toilet at the Alex McKenzie Park Arboretum.

3 The resolutions to come out of the consideration, was to advise the Alex McKenzie Memorial Arboretum Charitable Trust Board (the Trust) who operate the park including the toilets, that the Board offers no objection to the cleaning of the toilets to be funded from the rates collected for park, and that staff are to investigate the possibility of the toilet becoming part of Council’s public toilets network.

4 Given the background to this property, Council staff would not support the toilet becoming part of Council’s public toilet network, and recommend it should remain the responsibility of the Trust as per the lease agreement.

5 That if the Board wish to increase any funding to the Trust to help offset the toilet cleaning costs, this should be by way of a contribution from a local rate.

Recommendation

That the Otautau Community Board:

a) Receives the report titled “Toilet at Alex McKenzie Park” dated 10 August 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) Determines not to pursue the inclusion of the toilet at the Alex McKenzie Park Arboretum as part of Council’s public toilet network

e) Determines that the resolution of 2 June 2016 is still appropriate, in that the Board has no objection to the toilet cleaning costs being funded from the rates collected for the operation of the park.

Content

Background

6 At the Community Board’s June 2016 meeting, the issue of the cleaning costs for the toilet at the Alex McKenzie Park Arboretum was discussed.

7 The Board resolved to advise the Trust that it had no objection to the cleaning costs being funded from the rates collected for the operation of the park and also requested staff to look at the possibility of this toilet being included in Council’s district wide network of public toilets.

8 This report will primarily focus on the investigations relating to inclusion of this toilet in the district wide public toilet network.

Issues

9 Council has an assessment matrix which is used when requests are being considered for new toilets as part of the district wide network. This matrix is designed for situations where no toilet currently exists, so is not relevant in this situation. This situation must therefore be assessed in terms of the factors below.

Factors to Consider

Legal and Statutory Requirements

10 The only legal issue relates to the lease of the park by the Trust. The lease agreement clearly sets out that the cleaning of the toilet is part of the basis for the lease rental.
The toilets are a specific clause in the lease document, therefore they were specifically considered.

Community Views

11 Given the funding details set out below, decisions in relation to this park should be that of Council and the Councillors, even though it is situated within the boundary of the Otautau Community Board.

12 My understanding from the Trust is that they would be happy if the cleaning was able to be funded from the current rate funding for the park’s operation.

Costs and Funding

13 This property was purchased in 2003 for $162,000 plus GST and was funded from Council’s General Reserve.

14 In 2006, Council accepted an offer from the Wallace Community Board to fund half of the purchase cost, but there is no record of any fund transfer or loan being taken out by the Community Board to fund this. Therefore at this current point in time, Council has funded the property purchase in its entirety.

15 The current rates collected for the operations of the park, currently approximately $7,600 plus GST per annum, are funded equally from the district and Waiau Aparima ward rates.

16 The Otautau Community Board therefore is not currently funding directly any operational costs, nor has directly funded any part of the initial purchase of the property.

Policy Implications

17 Council’s Asset Management Plan for public toilets sets out in its performance criteria that sufficient toilets means no further apart than 65 km or 45 minutes travel time on main travel routes. Appropriate means where location, demand or any other relevant considerations warrant the placement of a toilet facility.

18 In terms of sufficient there is already public toilets at Otautau, Thornbury and Riverton which are all within 65 km or 45 minutes travel time.

19 While it may be argued that the campers may make the appropriate definition fit, there are many other sites in the district where camping also happens without public toilets.

20 Even if the appropriate definition was accepted the following question should be considered. Is it reasonable to add the ongoing costs of this toilet to the district, where the district ratepayers, at the request of the local Otautau community, purchased the site and also pay half the operating costs, and the other half is from the ward?

Analysis

Options Considered

21 The options are to leave the status quo, try and peruse the district toilet option or make a contribution from the Otautau local rate, to increase the rate funding towards the parks operations.

Analysis of Options

Option 1 - Status Quo

Advantages	Disadvantages
· No change to operations or rate funding required.	· None identified given the Trust are happy to carry on if the rates funding can be used towards the toilet cleaning.

Option 2 - Inclusion in District Toilets

Advantages

Disadvantages

· None identified for Council.

· Additional costs to Council by adding an additional toilet.

· Council may cut or stop the district portion of the operational grant, to help offset the additional costs.

· Council may require an increased property to help offset the additional costs to be placed on the district ratepayers

Option 3 - Make a contribution from the Otautau local rate to fund additional operating costs incurred by the Trust

Advantages	Disadvantages
· Will help the Trust fund its operations.	· Additional cost to the local Otautau ratepayers.

Assessment of Significance

22 Not considered significant.

Recommended Option

23 Retention of the status quo and advise the Trust that the Board has no objection to the toilet cleaning being funded from the rates collected towards the properties operations.

Next Steps

24 Advise decision of Board to the Trust.

Attachments

There are no attachments for this report.

Sewerage	$29,989
Water	$5,489