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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, 16 February 2017

2pm

Southland District Council Office

176 Main Street, Otautau

 

Otautau Community Board Agenda

 

OPEN

 

 

 

MEMBERSHIP

 

Chairperson

Andre' Bekhuis

 

Deputy Chairperson

Peter Gutsell

 

Members

David Cowie

 

 

Maureen Johnston

 

 

Amber Joyce

 

 

Bill Marshall

 

 

Councillor Stuart Baird

 

 

IN ATTENDANCE

 

Committee Advisor

Alyson Hamilton

 

Community Partnership Leader

Kelly Tagg

 

 

 

 

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

16 February 2017

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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       Venture Southland Report to Otautau Community Board regarding proposed Otautau Skate Park                                                                                                      15

7.2       Council Report                                                                                                             17

7.3       Southland Internet and Mobile Services - Information update for Otautau Community Board                                                                                                                             27

7.4       Dog Control at the Alex McKenzie Memorial Arboretum                                       39

7.5       Request for Letter of Support - Otautau New Life Church                                    45  

 

UPDATES

 

8.1       Chairperson’s Report

 

            The Chairperson, Member Bekhuis to report on activities with which he has been involved since the Board’s last meeting.

8.2       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, 24 November 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, 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.

 

 

 

 

 


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:...................................................

 

 


Otautau Community Board

16 February 2017

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Venture Southland Report to Otautau Community Board regarding proposed Otautau Skate Park

Record No:        R/17/1/1652

Author:                 Kathryn Cowie, Community Development Planner

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        The purpose of this report is to provide information and background to the Otautau Community Board regarding a potential project to construct a skate park in the Otautau township.

 

Background

2        Venture Southland was approached in September 2016 by a group in Otautau interested in setting up a skate park in the town. They requested information and advice regarding how to operate their group and how to access community funding. The group consists of three members of the Otautau community who from talking to various others in the community feel that the addition of a small skate park would be a popular and well used asset for Otautau. Information was given to the group regarding setting up as a legal entity and the various community funding agencies available for this type of project.

 

Location

3        The proposed location of the skate park would be adjacent to the BMX track on Main Street.

 

Design and Cost

4        The proposed facility is based on replicating the current Lumsden skate park. The total project cost is estimated at $20,333 (including GST).

 

Options moving forward

5        Now that the committee have established the total project costs for the proposed skate park, they now have several options to consider. As they are not currently set up as a legal entity (e.g. charitable trust), at present the only community funding they could access would be from the Southland District Council Community Initiatives Fund. This fund has two rounds which close at the end of March and September each year, and the most they could expect to receive would be between $1,000 and $2,000. The rest of the project costs would need to be met through fundraising efforts.

6        In order to access any other community funding such as the Community Trust of Southland, Lotteries Regional Facilities or The Southern Trust, they would need to either set themselves up as a legal entity (by establishing a trust deed, registering with Charities Services and filing annual returns), or they would need to approach another organisation/legal entity who would act as the applicant organisation on their behalf.

7        Another option would be to approach the Otautau Community Board at a more appropriate time during the year for financial assistance towards the project.

8        Any successful community project needs to have significant commitment (including financial commitment) from the group driving it. I have advised the Otautau Skate Park Committee to make an application to the SDC Community Initiatives Fund in March, and also spend the next few months concentrating on fundraising efforts for the project. Depending on the outcome of their fundraising, it may be appropriate after that to approach the Otautau Community Board formally for financial assistance towards this project.

 

Recommendation

That the Otautau Community Board:

a)         Receives the report titled “Venture Southland Report to Otautau Community Board regarding proposed Otautau Skate Park ” dated 7 February 2017.

 

 

Attachments

There are no attachments for this report. 

 


Otautau Community Board

16 February 2017

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Council Report

Record No:        R/17/1/1757

Author:                 Kelly Tagg, Community Partnership Leader

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Chief Executive

Southland Regional Development Strategy (SoRDs)

1        One of the key attributes of the SoRDS work to date has been the desire to ensure that a ‘whole of Southland’ or Southland Inc approach is adopted to the development of the region. This approach requires that public, private and volunteer sections of the Southland community come together to drive the development of the region as a whole. Unless a united approach is pursued then there is a very real risk that the changes needed to achieve the goals set through the SoRDS Strategy will not be achieved. 

2        Work is being progressed via the Mayoral Forum to look at the structures that might be used to drive implementation of the Action Plan. The results of this work will be reported to each of the four Southland Councils and the other entities that need to be formally involved in the new structures over the next few months. There will also be a need for a public consultation process to be completed to enable the proposed model to be implemented. In the interim it is appropriate that Council move to formally endorse the Action Plan. The latter is the subject of separate order paper item.

Rural Fire

3        The Fire and Emergency Management Bill, which provides for the establishment of Fire and Emergency Management NZ (FENZ) from 1 July 2017, continues to progress through the parliamentary legislative process with it being reported back from the Select Committee prior to the Christmas break.

4        The FENZ Bill provides for the merger of Rural Fire Authorities, which have traditionally been a responsibility of local authorities, and the NZ Fire Service into the new FENZ entity. As such it signals a significant change for local authority responsibilities in this area. Important changes proposed through the Bill include:

·    The transfer of Rural Fire Authority responsibilities to FENZ from 1 July 2017. This includes the assets and operating capability within the Southern Rural Fire Authority

·    The repeal, from 1 July 2018, of territorial authorities’ fire prevention and risk reduction powers under the Local Government Act 2002

·    The repeal, from 1 July 2017 of territorial authority specific bylaw making power for preventing the spread of fires.

Fluoridation of Drinking Water

5        The Health (Fluoridation of Drinking Water) Amendment Bill is currently before the Health Select Committee with submissions closing on 2 February. The intent of the Bill is to transfer responsibility for making decisions on fluoridation of water supplies from local authorities to District Health Boards (DHBs).

6        The Bill as currently drafted allows, but does not require, DHBs to determine whether they should direct local authorities to either fluoridate, or not, community drinking water supplies.

7        Under the Bill the cost of fluoridating water would be carried by the local authority concerned. Officers do not see a need for this Council to lodge a submission on the Bill.

Local Government Survey

8        Local Government NZ (LGNZ) will be repeating, in March 2017, the New Zealand Local Government Survey that was initially undertaken in 2014. The survey will again be undertaken by Colmar Brunton and cover some 3,000 citizens and businesses across New Zealand. Findings from the 2014 survey included that:

·      public and business satisfaction with local government services is generally good

·      there is low awareness of the wide range of services local government provides – and the services tend to be under-valued, especially as they affect our daily lives

·      local government is seen to play an important role in developing the prosperity and wellbeing of New Zealand, although there is a sense that local government can achieve more than it does

·      local government performance factors such as financial management and community leadership are viewed as current weaknesses, although local engagement is generally working

·      local government does not enjoy a strong reputation with the public and businesses. On a comparable basis, New Zealand local government service satisfaction is rated similarly to countries such as the United Kingdom and Australia.

9        There is clearly work that the sector as a whole, as well as individual local authorities, can and need to do to enhance their performance and reputation. The findings from the survey will be used to inform the work that is being undertaken in this area.

Local Government Minister

10      Following the change in Prime Minister and subsequent Cabinet changes there has been a change in the Minister of Local Government. The Hon Anne Tolley now assumes responsibility for the portfolio taking over from the Hon Peseta Sam Lotu-Iiga.

11      With the change in Minister it can be expected that central government will continue to place a strong focus on sector reform and lifting the performance of local government in relation to the provision of core infrastructure.

 

Customer Support

Library Services

12      In December, the refurbished Stewart Island Library and Area Office was opened.  With increased hours for the community, the library now catalogued and a self-issue machine in place, a great space for the community has been created.  Feedback from residents at the opening was positive with around 50 people coming through on the day.

13      The District Library was pleased to receive funding to help complete the Vince Boyle Collection to be housed at the Winton Library.  An opening is being planned with members of the Boyle family invited to share in this historic resource they have donated.

14      Te Anau Library hours have changed with no late nights, a longer Saturday and being open on Monday mornings.  Feedback has been positive and customers are enjoying the longer access on Saturdays.  Hours across all libraries will be reviewed in 2017. 


 

Customer Service Delivery

15      The Customer Support team are completing a review of the most common customer inquiries through Council and analysing how we could make these as simple and easy for customers through a variety of channels.  Changing an address has come through as the number one Request for Service across the District.  As a result, a project is in progress to look at how we can streamline this process for customers and staff.  We are aiming to have a potential solution ready to trial internally in February 2017.

16        Customer Support have enlisted the Community Partnership Leaders to prepare a report on what and how our residents want to access Council Services across the District.    This will involve market research across the District so we have a clear understanding of what our customers want, combined with our data on how customers choose to interact with us today.    The report is anticipated to be completed by June 2017.  Since we had been investigating the possibility of moving the Wyndham Library and Area Office to the Wyndham Memorial Hall, we will put this project on hold so as to ensure a consistent approach to the District as a whole.

 

Environmental Services

Animal Control

17      The Environmental Health team is preparing for the introduction of Dog registration fee discounts in July this year. There will be a communications programme developed to raise awareness of the changes. The programme will include promotion on Council’s website, First Edition articles, and reviewing online registration. 

18      Work has also been progressed with a research exercise looking at dog attacks in the District over the last few years to determine whether there are trends or other offence patterns that can be identified to help reduce future attacks. The findings will be reported to the Regulatory Committee in the near future.

Food Act 2014

19      The new Food Act 2014 came into effect from 1 March 2016.

20      Food businesses have to transition to the new Food Act 2014 according to a schedule set by the Ministry for Primary Industries.  In this District the most significant group of businesses that have to transition in the first year (by 31 March 2017) are those with alcohol on-licenses.  Most of these businesses have already transitioned. Officers will continue to encourage the small number remaining to transition by the required date.

Freedom Camping

21      Freedom Camping has continued to be a topical issue right across the country over the holiday period. In Southland District there has been a considerable amount of freedom camping activity in some parts of the District such as Lumsden, the South Catlins and Clifden Bridge.

22      At the time of writing there have been few significant problems or issues and a generally positive response to Council’s more proactive approach to liaison with campers in some of these areas. However, Council is also closely watching legislative developments in this area, with a strong push from some parts of the country for a more consistent approach to bylaws and/or a stronger approach to regulating freedom camping, particularly non self-contained vehicles and tents.


 

Fencing of Swimming Pools

23      The Building (Pools) Amendment Act 2016 came into effect on 1 January 2017. The Act repealed the Fencing of Swimming Pools Act 1987 and included new pool safety provisions in the Building Act 2004 including:

·      A requirement for three-yearly inspections of all swimming pools. Officers are currently assessing the impact of this change.

·      Allowing safety covers to be used as barriers for spa pools and hot tubs.

·      Introducing additional enforcement tools for territorial authorities, including notices to fix.

24      The amendments place more emphasis on the home owner taking responsibility for their pools. The swimming pool register will need to be updated to remove all pools under 5 m sq. The traditional spa pool which made up the bulk of the register is no longer covered by the legalisation.  As yet there is no acceptable solution in place to assess barriers as being compliant but the Government has been consulting on options which might assist in this regard.

Earthquake Prone Buildings

25      The Earthquake Prone Buildings legalisation has also been updated via an amendment to the Building Act 2004 that was passed into law last year. The new framework draws on lessons learned from the Canterbury earthquakes, the findings of the subsequent Royal Commission, and public submissions. It aims to:

·      establish a more effective and nationally consistent framework for identifying and remediating earthquake-prone buildings

·      better target those districts, buildings and parts of buildings that pose the greatest risk

·      provide improved information for territorial authorities (e.g. local councils), building owners, engineers and the public

·      strike an appropriate balance between protecting people from harm in an earthquake, the cost of strengthening or removing earthquake-prone buildings and impacts on heritage.

26      The Southland District Council is the only District in the country to have all three earthquake zones in the one District. All of the earthquake prone buildings in the District have been identified and are recorded on a register, and are being identified on LIMs. Council will need to identify buildings of high seismic risk and ensure these are assessed by engineers within the specified time period.

Building Consents

27      Building consent numbers for December 2016 are down by 5.33%, the average residential cost and size is approximately the same from those of the corresponding 2015 period. Half way through the year and consent numbers are up slightly but the value is back 16.62%.

The number of consents being lodged remains high, these are predominately from the Te Anau area.  

Edendale Bypass

28      The notice of requirement for the State Highway Bypass in Edendale is expected to be lodged with Council prior to the end of January. The New Zealand Transport Agency have requested that the application be publicly notified and have indicated that they will be requesting that a Commissioner is appointed to make the decision.

District Plan

29      Mediation is being scheduled for the remaining appeals on the Proposed Southland District Plan. It is likely that mediation will occur in the first few months of 2017. There are five remaining appeals as four have already been resolved through previous mediation. It is likely that mediation will occur during February.

30      The Resource Management policy planners are in the process of preparing Variation 3 to the Proposed District Plan 2012. The list of amendments in the variation is still being prepared for approval by the Regulatory and Consents Committee. Once approved by the Committee the variation will be publicly notified and follow the normal Schedule 1 process.

 

Community and Futures

2017/2018 Annual Plan

31      Significant progress has been made on the preparation of the draft Annual Plan and associated consultation document.

32      Local estimates meetings have been completed and staff are preparing the consultation document in line with the feedback and direction provided by Councillors at the workshop in December 2016. Given that the draft plan is largely in line with what the 10 Year Plan forecasted for the 2017/18 year, the consultation document is more of an update on the 10 Year Plan story about how the Council is progressing with the plan.

33      The Consultation Document will be used to inform and update the community about the key changes from the LTP and highlight some of the projects/programmes scheduled for the 2017/18 year and advise readers how they can provide feedback to Council about the plan.  The draft of the consultation document and supporting documents will be considered by Council in February before being released for public comment.

Strategic Planning Workshop

34      Significant work has been put into preparing for the Strategic Planning workshop which was held in early February.

35      The workshop provided an opportunity for Councillors to set their goals for the current triennium and the overall strategic framework within which the 2018-2028 10 Year Plan will be developed.

Community Board/CDA Planning

36      Leadership Planning and goal setting workshops will be run throughout the District for Community Boards and CDA’s during April 2017. The workshops, which are to be run in groups of 3-5 Boards/CDA’s per workshop are intended to help each Board develop a Community Leadership Plan outlining the goals and strategic priorities that they have for their community in the current triennium and beyond.

37      It will be important that the Plans developed for each community reflect Council’s overall priorities for the District as a whole. In this way Council can ensure that Community Boards/CDAs are moving in a direction that is consistent with its goals for the district and that resources are prioritised between different areas in a way that reflects the resources available to Council as a whole.

The Leadership Planning and goal setting workshop for the Otautau Community Board is scheduled for 6 April at 6pm, directly following the Community Board meeting.  Food will be provided and the workshop will include elected representatives from the Ohai & Nightcaps Community Development Area Subcommittees.

Community Organisation & Volunteer Sector Project

38      Council have commissioned Venture Southland to undertake this project on its behalf.  Council have requested face-to-face interviews be conducted with a representative sample of community organisations to help determine future needs and the level of service throughout the District.  This project will be completed by Venture Southland in February 2017, and analysis and recommendations made by the Community Partnership Leader to the Councils Executive Leadership Team in May 2017.

Stewart Island Community Facilities Project

39      Council have commissioned Venture Southland to undertake this project on its behalf.  Council have requested research to help determine the current and future use of community facilities on the Island.  This project will be completed by Venture Southland in March 2017, and analysis and recommendations made by the Community Partnership Leader to the Stewart Island Community Board in June 2017.

Stewart Island Wharfing Infrastructure Project

40      Council have tendered for registrations of interest to undertake a Community and Stakeholder Engagement process, and Business Operational Plan on Stewart Island wharfing infrastructure.  Council currently own 5 of the 7 wharves on the Island, and have been offered opportunity to take over Golden Bay wharf, being divested by Southport NZ.  Council identified the need to take a more strategic view of the current and future wharfing infrastructure on the Island, and the importance of the community and stakeholder needs, tourism to the Island and aquaculture, which may have local, district, regional and national implications. Tenders close at the end of February, and the Community and Stakeholder engagement will begin in March 2017.

Milford Opportunities Project

41      With the funding announcement made for the Milford Opportunities Project at the launch of SoRDS, work has been underway to set up the Governance Group so that we can get the project underway. The following points outline the intended process:

·    Have a Governance Group (GG) appointed and a meeting in place for March. The GG to be made up of an Independent Chair, and one representative from each of the following - Council, DoC, Iwi, Business, and MBIE. Approaches, including a letter formally requesting a representative from these organisations, will be made shortly.

·    Council are likely to receive the funding from MBIE although we will continue working closely with DoC on the project

·    The Government’s $250,000 will be spent on scoping the project including any remuneration required for the GG, the contractor writing the investment proposal, the project manager if the investment proposal gets the go ahead.

·    The GG to be a ‘voluntarily’ formed group (i.e. not a formal committee of DoC or Council) that will make recommendations to DoC and Council.

·    The GG will discuss and finalise the Terms of Reference (ToR) and approve the advertising of the contract to prepare the Investment Proposal – it will be proposed that there is a delegation made to DoC and Council to appoint the contractor so that we can get on with the project

·    Initial ToR to include a 9 month time frame for its existence with a decision point milestone on whether or how the project proceeds by September 2017.

·    If it proceeds, then the ToR will need to be reviewed to reflect the timeframes for undertaking and reporting on the projects that have been scoped in the Investment Proposal

·    Concurrently, with the Investment Proposal work the Project Management Team can be set up and an Expressions of Interest process run to identify potential project manager candidates.

Venture Southland

42      The SDC Holiday Programme was recently held again in rural Southland communities, with a 23% growth in the number of participants overall.  The programme was run in Otautau and there were 39 participants.  Feedback has once again been positive.

43      Southland tourism will be at its busiest over the next couple of months. Western Southland can expect increases in tourists and vehicles, related to Chinese New Year.

44      Venture Southland staff are currently working with the Otautau Flowers, Quilts and Crafts Day organisers, assisting with their event planning and funding for the event (25th February 2017).

45      Venture Southland staff have also been working with the Otautau Museum Trust on funding applications for repairs to the museum roof.

 

Services and Assets

Roading Contracts

46      Tender documents for the Alternative Coastal Route Improvement Project in the Catlins area and the three Maintenance Alliance contracts were finalised and released in December 2016.

47      The release of these tender documents represent an important milestone in what are all sizeable projects/contracts for Council. As a result there has been significant work involved in reaching this stage of the process. The four tenders close in mid-February and will be subjected to a tender evaluation process prior to recommendations being made to Council.

NZTA Liaison

48      Having a close working relationship with the Planning and Investment division of the NZ Transport Agency (NZTA) is important for both organisations given the size of investment that they make in Southland transport networks.

49      In recent months good progress has been made in developing a strong working relationship with our NZTA liaison person. Unfortunately, the relationship that we are developing could be affected by a reorganisation which we understand may be occurring in the near future. This situation creates a risk to the Council that we will not receive the most effective or appropriate level of support.

Te Anau Wastewater

50      In December 2016, Council reached a settlement agreement with Fiordland Sewage Options (FSO) in relation to their appeal against the resource consents granted for the wastewater disposal system proposed for the Kepler block.

51      The agreement provides for Council agreeing to investigate the potential to develop a disposal system at an alternative site known as the Smith Block, located in Sinclair Road Te Anau, in return for FSO withdrawing the appeal. The agreement has a series of steps in it with Council retaining the right to exercise the Kepler consent should the investigations indicate that the Smith block is not viable at any stage.

52      Work is being progressed to ‘map out’ the tasks that need to be completed and the timelines for them. An outline of the project plan will be bought through to Council and the Te Anau Wastewater Project Committee once finalised. There will also be a need for regular consultation with key stakeholders and affected parties. A Consultation Plan is currently being developed. Making progress on the key tasks will be a priority for the start of 2017.

 

People and Capability

Recruitment

53      There are a number of positions being advertised currently, of particular interest to Council would be the Democracy and Governance Manager, Strategy and Development Manager and Team Leader Customer Support – Contact Centre.  There has been interest in all the positions.

Health and Safety

54      There was a vehicle accident involving a staff member on the 21st January.  The staff member suffered a broken arm and was admitted to hospital, and is expected to make a full recovery. The vehicle was badly damaged and is an insurance write-off.  Worksafe have been notified as this is a notifiable event under the Health and Safety Legislation and a full and thorough investigation is underway. 

Finance

55      Income and expenditure are on track year to date.  There are several capital expenditure projects forecast for this financial year which have not yet commenced which include the Holt Park Camping Ground upgrade, re-sealing of the Otautau Combined Sports Complex Carpark, driveways in Mary Street and kerb and channel in Alderley Street.   The Community Engineer anticipates this work will be completed by the end of March.

 

 

Recommendation

That the Otautau Community Board:

a)         Receives the report titled “Council Report” dated 8 February 2017.

 

 

Attachments

There are no attachments for this report.  

 


Otautau Community Board

16 February 2017

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Southland Internet and Mobile Services - Information update for Otautau Community Board

Record No:        R/17/2/2065

Author:                 Rhiannon Suter, Enterprise Projects Co-ordinator

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Background

1        Venture Southland is leading work for the region to advocate for improved internet and mobile services for Southland’s rural communities. 

2        The process (determined by the Ministry of Business Innovation and Employment) and achievements to date include:

3        Mar 2015    Region wide consultation with over 1000 responses from individuals and businesses.

4        May 2015   Technical review of mobile phone service on state highways and key routes through the region.

5        July 2015   Venture Southland Submission for proposed network improvements to MBIE as part of their prescribed Ultrafast Broadband (UFB2), Rural Broadband (RBI2) and Mobile Blackspot Fund (MBF)

6        Secondary submission for a whole of community solution advocating for fibre (Ultrafast broadband) and LTE (4G Mobile services) for everyone in Southland.

7        Nov 2015   MBIE announced longlist for towns to receive fibre (UFB2) and delays to the rural broadband (RBI2) and mobile blackspot programmes (MBF).

8        Aug 2016    New contracts were announced for existing rural broadband customers (RBI1).  This improved minimum contractual standards for 4G customers to 30Mbps. (Note: RBI1 services are provided by Vodafone on a mix of 3G and 4G towers transmitting wireless internet).

9        Oct 2016    Crown Fibre Holdings announced as lead agency for the remainder of the fibre (UFB2), rural broadband (RBI2) and Mobile Blackspot Fund (MBF) procurement process. 

10      Nov 2016   Update community consultation undertaken with over 200 responses from around Southland and internet speed tests undertaken. 

11      Dec 2016   Rural Broadband (RBI2) Submission made to Crown Fibre Holdings made by Venture Southland.

12      Jan 2017    Government announcement made that Winton, Te Anau, Riverton West, Bluff and Otatara will receive fibre.

13      Apr 2017    Telecommunication service provider Rural Broadband (RBI2) solutions proposals due to Crown Fibre Holdings.

 

Latest Announcements

14      The Government has set aspirational targets that by 2025, 99% of New Zealanders will have access to broadband of at least 50 Mbps and 100% of New Zealanders will have access to broadband of at least 10 Mbps.

15      However, research undertaken by Venture Southland shows that many Southlanders are not yet receiving anywhere near these standards and that the proposed improvements are unlikely to achieve the goals intended.

16      Significant research has been undertaken and submissions made as part of the process being led by Crown Fibre Holdings Ltd, on behalf of the Government, to implement the second round of the Rural Broadband programme (RBI2), the Ultrafast Broadband programme (UFB2) and the Mobile Blackspot Fund (MBF), which is a new fund designed to improve mobile coverage on key tourism routes.

17      Venture Southland’s work was instrumental in the announcement made on 26 January 2017 that Southland will receive $13.3 million to connect key communities with fibre under the UFB2 programme. Accordingly, Winton, Te Anau, Riverton West, Bluff and Otatara have just been announced as locations which will receive fibre between July 2017 and December 2024. A timetable for each location is expected to be published in 90 days. Priority is being given to completion of UFB1 (within Southland that includes Gore and Mataura, which are not scheduled for completion until 2019).

18      Venture Southland is continuing to work closely with Crown Fibre Holdings and with local Internet operators to seek improved coverage for rural areas under RBI2. The rural broadband wireless coverage maps which have been published as a guide for RBI2 submissions show Southland as having almost complete coverage, yet feedback from communities reveals this is not the case. Venture Southland has submitted the results of internet speed tests and the Southland Internet and Mobile Surveys (over 1000 responses were received to these surveys in 2015 and 2016) to MBIE and Crown Fibre Holdings. Crown Fibre Holdings is currently working to assess areas currently receiving less than 20 Mbps (Category 2 users).

19      Assessment of mobile signal coverage on the Southland road network is also being undertaken by Venture Southland. A copy of the submission made to Crown Fibre Holdings is attached for those interested in the detail.

What does this mean for Otautau and environs?

20      Fibre (UFB2): Otautau did not meet the population criteria to receive fibre under the UFB2 programme and the Government has no plans to install fibre for Otautau.

21      Wireless Broadband Internet (RBI):

22      Two areas north of Otautau are on the Crown Fibre Holdings list of areas not yet covered by RBI1 (receiving less than 5 Mpbs – known as Category 1 end-users).  However, it should be noted that Venture Southland is disputing the accuracy of this map as it does not accord with feedback from the region, which suggests that problems with coverage are much broader. Eleven people responded to the 2016 Southland Internet and Mobile Survey from Western Southland – 28% had significant problems with their internet and 45% said it was slow but effective.  Three people in the Otautau area took part in the 2016 Internet Speed Test, all of whom had speeds between 5 Mbps (the existing minimum 3G RBI contractual standard) and 20 Mbps (the coverage required for Category 2 end users).

23      Existing minimum 4G RBI contractual standards introduced in August 2016 require 30 Mbps minimum for 4G RBI customers. There are four towers in the Otautau area which are all 4G RBI and so theoretically all consumers being served by these towers should be receiving 30 Mbps minimum speeds. Individuals or businesses having problems with their service should contact Venture Southland (see below).

24      Mobile Coverage (MBF): No locations near Otautau are on the Mobile Blackspot Fund longlist.  This fund is intended primarily to improve connectivity on key tourist routes.  

25      The submission made to Crown Fibre Holdings by Venture Southland is attached for those interested in the detail.

Consultation and Assistance.

26      Up to date feedback from the community is essential to enable Venture Southland to continue advocacy on behalf of the region.  Navarre Campbell, Digital Enablement Coordinator, is available to discuss communities and individuals concerns with their internet and mobile services.  He can be reached on 03 211 1400 and navarre@venturesouthland.co.nz.  Venture Southland is available to come and speak with the Otautau Community Board if this is of interest. 

 

 

Recommendation

That the Otautau Community Board:

a)         Receives the report titled “Southland Internet and Mobile Services - Information update for Otautau Community Board” dated 7 February 2017.

 

 

Attachments

a         Southland Submission to Crown Fibre Dec 2016 - Summary    

 


Otautau Community Board

16 February 2017

 


 


 


 


 


 


 


 


Otautau Community Board

16 February 2017

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Dog Control at the Alex McKenzie Memorial Arboretum

Record No:        R/17/2/2155

Author:                 Michael Sarfaiti, Environmental Health Manager

Approved by:       Bruce Halligan, Group Manager Environmental Services

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        I have been requested by the Board Secretary to present a report about dog control rules at the Otautau Arboretum.

2       The Secretary has been advised by the Board Chair that he wishes to have this matter discussed during the meeting.

Dog Control Rules at the Arboretum

3        The Board considered the dog access rules for Otautau at its meeting on 16 April 2015, as part of the Dog Control Bylaw review.  The Board agreed to the status quo concerning the Arboretum, that is, that dogs are required to be on a leash at the Arboretum. 
The previous Dog Control Bylaw 2010 had the same.

4       The current dog access rules in the Dog Control Bylaw for the Otautau area are in Attachment A

The four types of dog access rules

5       There are four types of dog access rule that may apply to a township:

1.         prohibited - eg playgrounds, sports grounds, and some main streets. 

2.         on-leash only - eg urban zones, roads and road margins, popular beaches.

3.         dog exercise area - these are designated locally and should be areas that are of low intensity public use, significant size with clearly marked boundaries and good sight lanes. 

4.         default access rule - it is proposed to continue with the default access rule of effective control which permits a dog to be off-leash. 

Considerations

6       The following should be considered in regard to making changes to dog access rules:

a)         the need to minimise danger, distress, and nuisance to the community generally; and

b)         the need to avoid the inherent danger in allowing dogs to have uncontrolled access to public places that are frequented by children, whether or not the children are accompanied by adults; and

c)         the importance of enabling, to the extent that is practicable, the public (including families) to use streets and public amenities without fear of attack or intimidation by dogs; and

d)         the exercise and recreational needs of dogs and their owners.

 

Issues

7       Due to time constraints I was unable to enquire into the issues that are relevant to this matter, however I am indirectly aware of the following:

·          A party expressing concern about their ability to run around the area without fear of dog attack.

·          Dog owners expressing desire to exercise their dogs in the area, and concerns with the suitability of the dog exercise areas in the Town.

·          Some concerns from neighbouring property owners about the potential threat to their stock from dogs.

·          Part of the Arboretum is designated freedom camping site, see Attachment 2.  This designated area cannot be designated as a dog exercise area.

8       Also, the Board will recall that during the 2015 dog control review, it gave strong consideration to giving the Arboretum two dog control designations – the area beside the Highway being designated as on-leash, and the remainder being designated as a dog exercise area, with the delineation line between the two following the creek.  If the Board wishes to make changes, then this option would be a good starting point. 

 

Process

9       Should the Board resolve to seek changes to the dog access rules at the Otautau Arboretum, then it should make a resolution requesting the Secretary to write a letter to the Group Manager Environmental Services with the following content:

1.         request that Council amends the dog access rules in the Dog Control Bylaw 2015;

2.         advising what modifications to the dog control map in Attachment A that it is seeking;

3.         the reasons for this request;

4.         the level of community support or opposition that it believes the change may be subject to.

 

10     The amendment may be able to be completed by delegated authority to staff, however I do not have enough information to confirm whether this is the case.  If this cannot be completed by delegated staff authority, then the amendment may need to be considered by Council and then go through the special consultative process, which would provide an opportunity for public submission. 

 

 

Recommendation

That the Otautau Community Board:

a)         Receives the report titled “Dog Control at the Alex McKenzie Memorial Arboretum” dated 9 February 2017.

b)         Receives the report as information.

 

 

Attachments

a         Otautau Dog Control Map

b         Freedom Camping Maps for Otautau     


Otautau Community Board

16 February 2017

 


Otautau Community Board

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Otautau Community Board

16 February 2017

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Request for Letter of Support - Otautau New Life Church

Record No:        R/17/2/2335

Author:                 Alyson Hamilton, Committee Advisor

Approved by:       Rex Capil, Group Manager Community and Futures

 

  Decision                              Recommendation                         Information

 

  

 

Purpose

1        The purpose of the report is to circulate a request from the Otautau New Life Church for the Board to give further consideration to the Church’s request for a letter of support to be used in their funding applications for their Community Hub project.

Executive Summary

2        The Church first approached the Board in August 2016 advising of their project and sought a letter of support to accompany their funding applications for grant monies from the Lotteries Commission and Community Trust of Southland.

3        The Board was supportive of their original project which was a building extension to their existing premises in Chester Street, Otautau, but requested the results of the survey carried out by the organisation plus any relevant data that would assist the Board in its deliberations.

4        The Church has now purchased the former Otautau Town Hall and plans to demolish same and build their new community hub at this site.

5        Board Members have been provided with a copy of the feasibility study carried out by the Southern Institute of Technology which contains the survey of households and clubs in the Otautau township and surrounding district, information regarding the proposed development and the capital and operating budget.

 

Recommendation

That the Otautau Community Board:

a)         Receives the report titled “Request for Letter of Support - Otautau New Life Church” dated 10 February 2017.

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)         Provides a letter of endorsement to the Otautau New Life Church for funding applications.

 

Attachments

a         Further information supplied from the New Life Church in relation to funding for development of a new building    

 


Otautau Community Board

16 February 2017