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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, 24 November 2016 at 1pm.

 

present

 

Members

Andre' Bekhuis

 

 

David Cowie

 

 

Peter Gutsell

 

 

Maureen Johnston

 

 

Amber Joyce

 

 

Bill Marshall

 

 

Councillor Stuart Baird

 

 

IN ATTENDANCE

 

Mayor Gary Tong, Chief Executive – Steve Ruru, Group Manager, Community and Futures – Rex Capil, Committee Advisor – Alyson Hamilton and Community Partnerships Leader – Kelly Tagg.

 

 

 

 

 


Otautau Community Board

24 November 2016

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1          Apologies and Welcome

 

Mayor Tong opened the meeting and welcomed the Members to the Inaugural meeting of the Otautau Community Board for the 2016 – 2019 triennium.

 

Mayor Tong congratulated the Members present on being elected to the Otautau Community Board for the ensuing three year term and advised that the role is one of governance and management.  Mayor Tong added that the Southland District Council had appointed Councillor Baird to the Board

 

Mayor Tong advised that there were no apologies.

 

2

Making and Attesting of Members' Declarations

Record No:         R/16/11/18752

 

Mayor Tong proceeded to have each member read the required declaration under the Local Government Act, and the Mayor witnessed each declaration.

 

Members, as follows, read their declaration;

 

§  Andre John Henry Bekhuis                              Attested by Mayor Tong

§  David Aaron Cowie                                          Attested by Mayor Tong

§  Peter Fordyce Gutsell                                      Attested by Mayor Tong

§  Maureen Threase Johnston                    Attested by Mayor Tong

§  Amber Leonie Joyce                                        Attested by Mayor Tong

§  William Stuart Marshall                                    Attested by Mayor Tong

 

 

Resolution

Moved Mayor Tong, seconded Cr Baird  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Making and Attesting of Members' Declarations” dated 15 November 2016.

 

b)         Notes that the Mayor has received and witnessed the declaration of the Community Board Members.

 

3

Election of Chair and Deputy Chair

Record No:         R/16/11/18392

 

Mayor Tong called for nominations for the position of Chairperson of the Otautau Community Board.

 

Nominee                                          1st Nominator                          2nd Nominator

 

Member Bekhuis                             Member Johnston                  Member Gutsell

 

There were no further nominations.

 

The nomination of Member Bekhuis for Chairperson of the Otautau Community Board for the 2016-2019 term was PUT and declared CARRIED.

 

Member Bekhuis was duly elected Chair of the Otautau Community Board.

Mayor Tong then called for nominations for the Deputy Chairperson of Otautau Community Board.

 

Nominee                                          1st Nominator                          2nd Nominator

 

Member Gutsell                               Member Bekhuis                    Member Marshall

 

There were no further nominations.

 

The nomination of Member Gutsell for Deputy Chairperson of the Otautau Community Board for the 2016-2019 term was PUT and declared CARRIED.

 

Member Gutsell was duly elected Deputy Chairperson of the Otautau Community Board.

 

 

Resolution

Moved Cr Baird, seconded Member Joyce  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Election of Chair and Deputy Chair” dated 10 November 2016.

 

b)         Elects Member Bekhuis to be Chair of the Community Board for the 2016/2019 Triennium.

 

c)         Elects Member Gutsell to be Deputy Chair of the Community Board for the 2016/2019 Triennium.

 

Mayor Tong vacated the seat and the Chair, Member Bekhuis proceeded to chair the meeting from this point.

 

4          Leave of absence

 

There were no requests for leave of absence.

 

5          Conflict of Interest

 

There were no conflicts of interest declared.

 

6          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

7          Public Forum

 

There were no persons seeking speaking rights in Public Forum.

 


 

8

General Explanation from Chief Executive

Record No:         R/16/10/17638

 

Chief Executive – Steve Ruru presented this report.

 

Mr Ruru advised that Clause 21(5) of Schedule 7 of the Local Government Act 2002 requires the Chief Executive Officer to provide an explanation to elected members on certain legislation which controls the way in which the Council’s business may be conducted and the laws affecting elected members.

 

The Board noted the contents of the report and Mr Ruru explained the various parts of the legislation that Members of the Otautau Community Board need be aware of.

 

 

Resolution

Moved Member Johnston, seconded Member Gutsell  and resolved:

That the Otautau Community Board:

a)             Receives the report titled “General Explanation from Chief Executive” dated 27 October 2016.

 

9

Terms of Reference and Delegations 2016/2019

Record No:         R/16/11/18593

 

Chief Executive (Steve Ruru) and Group Manager – Community and Futures (Rex Capil) were present for this item…The report was presented by Mr Capil.

 

Mr Capil advised that the Terms of Reference and Delegations that were before the Board for noting had been approved by Southland District Council at its meeting on Wednesday 26 October 2016.

 

The Board noted that there were some changes and that they appreciated the explanation from Mr Capil.

 

 

Resolution

Moved Member Joyce, seconded Member Marshall  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Terms of Reference and Delegations 2016/2019” dated 15 November 2016.

 

b)         Note the Terms of Reference and Delegations for Community Boards approved by Council at its meeting on Wednesday 26 October 2016.

 

10

Schedule of Meetings for 2017

Record No:         R/16/11/18632

 

Committee Advisor (Alyson Hamilton) presented this report.

 

Mrs Hamilton advised the purpose of the report is to seek Board approval of a schedule of meeting dates for 2017 so that meetings can be publicly notified in accordance with the requirements set by the Local Government Official Information and Meetings Act 1987.

The Board noted the Local Government Act 2002 requires that following the Triennial Elections the first meeting or the adoption of a schedule meetings must be approved.

 

 

 

Resolution

Moved Member Johnston, seconded Member Marshall  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Schedule of Meetings for 2017” dated 15 November 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)         Agrees to meet at the Southland District Council Office, 176 Main Street, Otautau at 2.00pm on the following dates in 2017:

 

§ Thursday, 16 February 2017

§ Thursday, 20 April 2017

§ Thursday, 15 June 2017

§ Thursday, 17 August 2017

§ Thursday, 19 October 2017

§ Thursday, 7 December 2017

 

11

Standing Orders

Record No:         R/16/10/17796

 

Chief Executive – Steve Ruru presented this report.

 

Mr Ruru advised that the purpose of the report was to inform the Community Board that the Southland District Council adopted Standing Orders at its meeting on Wednesday 26 October 2016.

 

The Board noted the Standing Orders have been adopted for use at all meetings of the Council, Committees, Subcommittees and Community Boards and Community Development Area Subcommittees.

 

 

Resolution

Moved Member Gutsell, seconded Member Cowie  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Standing Orders” dated 29 October 2016.

 

b)         Note that Southland District Council at its meeting on Wednesday 26 October 2016 adopted Standing Orders for use at all Council, Committee, Subcommittee, Community Board and Community Development Area Subcommittee meetings of the Southland District Council and that it is required to operate in accordance with the Standing Orders so adopted.

 

12

Elected Members Code of Conduct

Record No:         R/16/11/18384

 

Chief Executive – Steve Ruru was present for this item.

 

Mr Ruru advised that the Elected Members Code of Conduct (the Code) was adopted by the Southland District Council at its meeting on Wednesday 26 October 2016.

 

The Board noted that the Code acts as a guide to ensure a standard of behaviour that is expected by all elected members (Councillors, Community Board and Community Development Area Subcommittees) when they are acting under Council delegations.

 

 

Resolution

Moved Member Johnston, seconded Member Joyce  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Elected Members Code of Conduct” dated 15 November 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)         Notes the Elected Members Code of Conduct for Councillors and members of the Community Boards and Community Development Area Subcommittees of the Southland District Council which was adopted by Council at its meeting on 26 October 2016.

 

e)         Adopts the Elected Members Code of Conduct when acting under its statutory powers as provided for in the Local Government Act 2002.

 

f)          Notes that the Elected Members Code of Conduct must be complied with when the Board is acting under its delegations approved by Council at its meeting on 26 October 2016.

 

13

Annual Plan 2017/2018 - Confirmation of Budgets

Record No:         R/16/10/17857

 

Community Partnerships Leader – Kelly Tagg presented this report.

Mrs Tagg advised that the report provides an overview of the forecasted services for the Otautau Community Board in 2017/2018. 

 

The Board noted it includes any variations from what was forecasted in year three of the 10 Year Plan 2015-2025. 

Mrs Tagg advised Council has streamlined its 2017/2018 Annual Plan process and as a result the Community Board is only required to review its budgets for significant changes and that consideration should be given to funding any significant changes from reserves where appropriate.

The Board was advised the draft budgets will be incorporated into the Council’s Draft Annual Plan.  If consultation is required, this will occur in February 2017 and March 2017.  Once the plan is finalised (and subject to any changes resulting from submissions), the budgets shown for 2017/2018 will be used to set rates for the year beginning 1 July 2017.

 

The Board discussed the requirement of a stormwater budget due to possible pipework issues within the township in later years.  It was agreed that the Community Partnership Leader discuss this issue with Water & Waste Services staff with the view of revisiting this issue at the next annual plan meeting of the Board.

 

Members discussed the need of a local reserve for attendance at community board conferences.  The Board agreed it is not required and requested staff transfer the balance as at the end of the financial year to the general reserve.

 

 

 

Resolution

Moved Member Gutsell, seconded Member Marshall  and resolved:

That the Otautau Community Board:

a)      Receives the report titled “Annual Plan 2017/2018 Confirmation of Budgets” dated 21 November 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)      Approves variations in the Otautau Community Board budgets from year three of the 10 Year Plan.

e)     Adopt the budgets for the year commencing 1 July 2017 for inclusion in the Council’s Draft Annual Plan subject to the Otautau Community Board Conference local reserve balance as at 30 June 2018 being transferred to the Otautau general reserve.

 

f)       Requests the levy of the following rates and charges (including GST) for the year commencing 1 July 2017 based on the approved budgets in (e) above.

Rate Description                                                                  Rate (GST Incl)

Otautau Community Board Commercial Rate                               $57,600

Otautau Community Board Residential Rate                              $121,299

Otautau Community Board Rural Rate                                            $8,185

Otautau Pool Rate                                                                             $13,640

Otautau Hall Rate                                                                                    $Nil

g)      Identifies the key highlight for the local area as follows;

 

    Footpath upgrade work

 

 

The meeting concluded at 1.45pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON THURSDAY 24 NOVEMBER 2016.

 

 

 

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

 

 

 

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