Otautau Community Board






Minutes of a meeting of Otautau Community Board held in the Southland District Council Office, 176 Main Street, Otautau on Thursday, 25 August 2016 at 2pm.





Andre' Bekhuis


Deputy Chairperson

Tony Vincent



Ken Davidson



Peter Gutsell



Peter Herrick



Amber Joyce



Stuart Baird





Committee Advisor

Alyson Hamilton


Team Leader, Governance

Chris Dolan


Community Partnership Leader

Kelly Tagg


Community Engineer

Greg Erskine





Peter Morris

Maureen Johnston



Otautau Community Board

25 August 2016



1          Apologies


There were no apologies received.


2          Leave of absence


Member Amber Joyce requested a leave of absence for the Board’s meeting scheduled for 6 October 2016.


Moved Member Davidson, seconded Member Gutsell and resolved:

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


3          Conflict of Interest


Member Bekhuis and Member Herrick declared a conflict of interest in regards to item 9.1 –Otautau New Life Church Extensions.


4          Public Forum


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


Peter Morris


Mr Morris introduced himself to the Board advising he is the President of the Otautau Combined Sports Complex and wished to address the Board on issues relating to;


    Proposed Community Centre

    Ownership of Combined Sports Complex

    McIvor Trust


Dealing with each of the above separately;


Proposed Community Centre


Mr Morris advised that since the closure of the Town Hall there is the lack of a community centre within the township and it is proposed by the Otautau Complex Committee Incorporated that the Complex be considered as the Otautau Community Centre for use by the public for various sporting / community activities. Mr Morris sought direction from the Board on how to proceed.


Mr Morris advised the Society is aware there will be a need for a change in the Society’s constitution and possible name change, however he felt that these are issues that can be addressed.


Mr Morris explained that he felt it is also important for the Otautau community to have input in this decision and it is intended to hold a public meeting to ascertain the public opinion and support for this suggestion in due course.


Mr Dolan (Team Leader, Governance) responded to Mr Morris advising that for the Society to become a Community Centre it will require a formal approach to be made to Council advising of a name change and that the constitution of the organisation would need to be that the objects of the organisation is for the facility to be available for community use at all times.


Further to this Mr Morris queried Council charging rates plus lease and rental fees as well as the various licencing fees and inspection fees required, which he felt are excessive.


In regard to the rentals being paid by the Society Mr Dolan explained the rental is a decision of the Board however in other areas where a community centre is situated on Council property a lease is entered into at a peppercorn rental and suggested contact with the Finance Department querying the rentals and negotiating same.


Ownership of Combined Sports Complex


Mr Morris raised the issue of ownership of the Otautau Complex and felt that there has been a change of name of the complex to the Southland District Council stating this action was not a request from the Society and queried the reasoning behind this.


Mr Dolan responded to Mr Morris advising that the Property Manager has confirmed the whilst Council own the land ownership remains with the Otautau Sports Complex Incorporated.


McIvor Trust


Mr Morris expressed concern at the lack of information in regards to the McIvor Trust and how funding from this Trust can be obtained.


Mr Dolan explained the history of the McIvor Trust advising that funds are held with Perpetual Guardian and all applications have to be endorsed by the Otautau Community Board and subsequently forwarded back to Perpetual Guardian for their consideration.


The Chair expressed appreciation to Mr Morris for his presentation to the Board.


Moved Member Herrick, seconded Member Vincent and resolved:

That the Otautau Community Board moves out of public forum.


5          Extraordinary/Urgent Items


Moved Member Herrick, seconded Member Vincent and resolved:

That the Otautau Community Board consider the following item as a matter of urgent business in order that a decision can be made before the next ordinary meeting, subject to Section 46A of the Local Government Official Information and Meetings Act 1987

Item 1: Otautau New Life Church Extensions


6          Confirmation of Minutes



Moved Member Joyce, seconded Member Herrick  and resolved:

That the minutes of Otautau Community Board meeting held on 14 July 2016 be confirmed as a true and correct record.





Action Sheet

Record No:         R/16/8/13410


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


Issues arising from the Action Sheet included;


Otautau Town Hall disposal


The meeting was informed the tender documentation has been publically advertised with the closing date of tenders being Friday, 2 September 2016. A report is to be presented to the Board in due course summarising tenders received.


Members queried where the Community Hall rate will be directed following the Hall sale.


The Board was advised the Hall rate will continue for the 2016/2017 financial year with any surplus monies being placed in the Otautau Hall reserves.


Tennis Courts – Holt Park


The Community Engineer advised the Tennis Club is to liaise directly with SouthRoads to discuss repair work options.




Moved Member Davidson, seconded Member Joyce  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Action Sheet” dated 16 August 2016.



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

Record No:         R/16/7/10785


The Works and Finance Report prepared by Mr Greg Erskine (Community Engineer) for the period ended 30 June 2016, was tabled.


Walking track


The Community Engineer reported on a recent meeting with the Chair, Members Davidson and Gutsell on a walkover of a possible walking/cycling route to the Alex McKenzie Park and Arboretum.


Mr Erskine advised the first issue was obtaining access from the corner of the existing footpath and up and onto the area. Discussion about walkway ramps, poles, safety of users in both directions, access to the adjacent land and possible costs to provide the minimum safe route was undertaken.

Mr Erskine advised costs of up to $20K could be spent in this area with ongoing maintenance even if a solution could be found.

The Board noted once on to the higher ground, it became obvious that the land on the inside of the fence would be far more suitable for a track than the land on the roadside.  The slope of the ground on the outside would require timber support on the outer edge of a new pathway along with significant undercutting to provide a solid base for the track surface.


Mr Erskine advised that walking south towards the gully the poor ground conditions on the road side of the fence continued with uneven ground, slopes, power poles and water table issues to deal with.


Mr Erskine explained once again the farm side of the fence was easier walking and discussion was undertaken of the possibility of having a second fence providing about a 2.0 m walking lane.  This would be a grass track that needed maintenance with mowing and weedspraying but was safely away from the road traffic.

The meeting noted long term agreement with landowners would be required to get this accepted.

Further to this the meeting was advised that from the house on the right a track could be built in the road reserve to the Arboretum with main issue being the wet ground from the Arboretum boundary to the road access.

Mr Erskine advised the corner is a major issue with the property owners John McKenzie and Murrell McDonald being the affected property owners.  It was agreed the Community Engineer liaise with both parties to ascertain their interest in a possible cycle/walking track in this area.

The Chair advised the meeting that the property owner Mr McKenzie is open to discussion on shifting the fenceline for the purpose of a walkway.


Cr Baird suggested to the meeting of the possibility of this project being run by a community group i.e. the Lions Club.




Moved Member Herrick, seconded Deputy Chairperson Vincent  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Works and Finance Report to Otautau Community Board for the period ended 30 June 2016” dated 17 August 2016.


b)           Requests the Community Engineer liaise with property owners Mr John McKenzie and Mr Murrell McDonald to ascertain their interest of shifting the fenceline for the purpose of a possible cycle/walking route to continue along the Main Street to the Alex McKenzie Park and Arboretum.




Toilet at Alex McKenzie Park

Record No:         R/16/8/12582


Report by Kevin McNaught, Strategic Manager, regarding the toilet situated at the Alex McKenzie Park and Arboretum, was tabled.


Mr McNaught advised the Board at its June 2016 meeting considered the issue of the cleaning of the toilet at the Alex McKenzie Park and Arboretum.

Mr McNaught informed the previous 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.

Mr McNaught explained 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.


The Board was informed 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.


Following discussion on this issue Members declined to contribute funding toward cleaning costs of the toilets and concurred with Mr McNaught’s comments regarding the cleaning of the toilets remain the responsibility of the Trust as per the lease agreement.





Moved Member Herrick, seconded Deputy Chairperson Vincent  and resolved:

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 and 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.




Areas of Responsibilities




Member Davidson reported of rhododendrons replaced outside the township. He added the gravel accessways along Mary Street to be resealed in due course.


Parks & Reserves


Member Herrick reported on an issue with drainage at Holt Park which has been fenced off to prevent vehicular access. Further work is to be undertaken in this area.


Member Herrick expressed concern at the number of dogs wondering around the park which is designated as on a leash only.  Member requested staff advise animal control to undertake extra patrols in this area.


Community Housing


Member Vincent reported on an issue with one of its tenants who has had to be reminded of the tenancy obligations.




Chairman's Report


The Chairman, Member Bekhuis reported on an approach from a young group proposing a skatepark for Otautau.


Member Bekhuis advised the group are to liaise with Venture Southland staff in regards to planning and funding of this project.



Councillor's Report


Councillor Dobson reported on issues from the Council table which included;


    Adoption of Annual Plan

    Cycle Trail Hearing

    Increase of rates for Otautau township

    Resignation of Chair Ohai CDA due to ill health

    Advised the members that Councillor Dobson will not be standing at the forthcoming elections


The Chair and Member Herrick declared an interest and vacated the room at this point.


Member Vincent (Deputy Chairperson) chaired the meeting from this point.


9.1       Extraordinary/Urgent Items



Otautau New Life Centre Extensions


Communication from Mr de Wolde seeking Board support by way of a letter of endorsement to accompany the New Life Church grant application to the Lotteries Commission and the Community Trust of Southland for extensions to the New Life Church and becoming a possible community hub, was tabled.

The Board was informed that whilst the New Life Church intended to lodge their funding application by Sunday, 28 August 2016; this date has now been deferred to March 2017.

The Board in discussing this issue felt that further information relating to a survey recently undertaken in the Otautau Township by Mr Peter Johnstone (Southland Institute Technology) be obtained prior to a decision being made.

Members agreed that this matter lie on the table pending the information requested by the Board being received and that Members arrange an informal meeting to discuss this issue further.



Moved Member Gutsell, seconded Member Vincent  and resolved:

a)    Receives the report titled “Otautau New Life Centre Extensions” dated 19 August 2016.


b)    Agrees that the communication lie on the table pending further information relating to the survey be presented to the Board at its next meeting scheduled Thursday, 6 October 2016.



The Chair and Member Herrick returned to the meeting at this point with Member Bekhuis resuming the Chairs position.



The meeting concluded at 4.10pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON THURSDAY, 25 AUGUST 2016.