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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, 16 February 2017 at 2pm.

 

present

 

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

 

Dog Control Officer

Jill Munro

 

 

PUBLIC GALLERY

 

Peter Morris

 

 

Graeme Carran

 

 

Nathan Surendran

 

 

 

 

 

 

 


Otautau Community Board

16 February 2017

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1          Apologies

 

There were no apologies received.

 

2          Leave of absence

 

There were no requests for leave of absence received.

 

3          Conflict of Interest

 

There were no conflicts of interest declared.

 

4          Public Forum

 

Moved Member Johnston, seconded Member Gutsell and resolved:

That the Otautau Community Board go into public forum to allow members of the public to speak.

 

Peter Morris

 

Mr Morris addressed the meeting seeking Board support for the Otautau Sports Complex Incorporated to considered as the Community Centre for Otautau.

 

Mr Morris advised he has previously addressed this Board seeking support as to how the Otautau Combined Sports Complex can become the Community Centre for Otautau and expressed disappointment at the lack of feedback from the Board.

                                                                                                                                            The Chair responded that it had been explained at that meeting that the Board would require a formal approach (in writing) advising of a name change for the facility and further the Board would need to be satisfied that the operating guise of the premises provided a benefit to the wider community and this would likely require a change to the Society’s constitution. 

 

Mr Morris advised that since the closure of the town hall the complex has already been filling the void created to cater for social gatherings, seminars meetings, weddings, funerals, fundraisers and school functions.

 

Mr Morris queried whether the Board had investigated the suitability of the New Life Church project of becoming the Community Hub as he felt the development does not cater to the wider community i.e. the consumption of alcohol would not be permitted.

 

Mr Morris acknowledged that a change to the constitution is required and the society are currently in the process of setting up meetings with lawyers and council staff to progress this action.

 

Mr Morris outlined the benefits of the complex, including the number of persons the complex can hold and advised discussions have taken place on proposed extensions to the building to accommodate extra meeting rooms.

 

Mr Morris further commented that he felt a public meeting of the community should be held to gauge local resident support in what the community actually want as a community centre.

 

Graeme Carran

 

Mr Carran introduced himself to the Board advising he is currently the President of the Otautau Rugby Football Club and supports the concept of the Otautau Sports Complex becoming the community centre for Otautau.

 

Mr Carran advised that whilst the complex was built as a sporting facility discussions have taken place within the Society for changes for it to become a community centre facility.

 

Mr Carran reiterated Mr Morris comments in regards to a public meeting being held to discuss the wants of the community.

 

The Chair expressed appreciation to Mr Morris and Mr Carran for their presentation to the Board.

 

Moved Member Cowie, seconded Member Marshall and resolved:

That the Otautau Community Board moves out of public forum.

 

5          Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

6          Confirmation of Minutes

 

Resolution

Moved Member Johnston, seconded Member Joyce  and resolved:

That the minutes of Otautau Community Board meeting held on 24 November 2016 be confirmed as a true and correct record.

 

Reports

 

7.4

Dog Control at the Alex McKenzie Memorial Arboretum

Record No:         R/17/2/2155

 

Jill Munro (Animal Control Officer) spoke to this report.

 

Mrs Munro advised the purpose of the report follows a request from the Chair, Member Bekhuis, in regards to a possible amendment to the dog access rules in the Dog Control Bylaw 2015 for Otautau due to an approach being made by members of the public for a secure area to exercise dogs off the leash and a suggestion was made for the Arboretum, in particular the area across the creek, being a suitable area.

 

Members were informed the Arboretum (both sides of the creek), is designated as a dogs on-leash area which was agreed to by the Board during the 2015 dog control review.

 

Mrs Munro advised the current designated dog exercise area within the Otautau township is two strips of Railway reserve land which Mrs Munro pointed out has road access on either side of the strip and could be a possible safety issue for children and dogs running out on the road.

Mrs Munro explained for the area across the bridge at the Arboretum to be designated as a dog exercise area the fencing must be deemed adequate, owners must have verbal control of their dogs at all times, and signage indicating ‘pick-up-poop” and “dogs must be under control at all times” to be erected in appropriate sites.

 

Mrs Munro added that an amendment may either be completed by delegated authority to staff, or need to be considered by Council and then go through the special consultative process, which would provide an opportunity for public submissions.

 

Following discussion on this issue members felt that the arboretum (across the creek) is a more suitable area as a dog exercise area as it is a secure contained area and large enough for dogs to run around.

 

The Board requested staff take the necessary action for the dog access rules in the Dog Control Bylaw 2015 for Otautau to be altered.

 

 

Resolution

Moved Member Joyce, seconded Member Johnston  and resolved:

That the Otautau Community Board:

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

b)         Requests Environmental Services staff be approached seeking an amendment to the dog access rules in the Dog Control Bylaw 2015 for Otautau that the area across the bridge at the Arboretum to be designated a dog exercise area.

 

7.1

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

Record No:         R/17/1/1652

 

Kelly Tagg (Community Partnership Leader) presented this report.

 

Mrs Tagg advised the purpose of the 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.

 

Mrs Tagg explained Venture Southland was approached in September 2016 by a group in Otautau interested in setting up a skate park in the town. The group requested information and advice regarding how to operate their group and how to access community funding.

 

Mrs Tagg advised the group consists of a number 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.

 

The Board was advised 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.

 

Members noted the proposed location of the skate park would be adjacent to the BMX track on Hulme Street.

 

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

 

Mrs Tagg advised as the project committee is not currently set up as a legal entity (e.g. charitable trust), the only community funding they could access would be from the Southland District Council Community Initiatives Fund 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.

Mrs Tagg explained in order to access any other community funding such as the Community Trust of Southland, Lotteries Regional Facilities or The Southern Trust, the project committee 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.

Members noted the comment of a possible approach to the Otautau Community Board at a more appropriate time during the year for financial assistance towards the project.

 

 

Resolution

Moved Member Gutsell, seconded Member Marshall  and resolved:

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.

 

7.2

Council Report

Record No:         R/17/1/1757

 

Kelly Tagg (Community Partnership Leader) presented this report.

 

Mrs Tagg advised the purpose of the report is to provide an overview of key issues across the Southland District, as well as high level local issues from various Council units. 

 

Mrs Tagg spoke to the report highlighting various issues of interest.  Particular highlights were the upcoming research to be undertaken on Council Services across the District to ensure that the Council has an understanding of what the customers want and how they choose to interact. 

 

Mrs Tagg advised Leadership Planning and Goal setting workshops are to be run throughout the District for Community Boards and CDA’s during April 2017.  Mrs Tagg explained the workshops are intended to help each Community Board/CDA develop a Community Leadership Plan outlining the goals and strategic priorities that they have for their communities in the current triennium and beyond.

 

The Board noted the leadership and goal setting workshop that is scheduled for Monday 6 April 2017 at the SDC Otautau office and includes attendance from members of the Ohai and Nightcaps Community Development Area Subcommittees.

 

 

 

Mrs Tagg advised in regards to the finance report, income and expenditure is on track year to date and there are several capital expenditure projects forecast for this financial year 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 work in Alderley Street.

 

 

Resolution

Moved Member Joyce, seconded Member Johnston  and resolved:

That the Otautau Community Board:

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

 

7.3

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

Record No:         R/17/2/2065

 

Kelly Tagg (Community Partnership Leader) presented this report.

 

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

 

Mrs Tagg explained the process (determined by the Ministry of Business Innovation and Employment) and the achievements from March 2015 to date.

 

Members noted that 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.

 

Mrs Tagg advised the Board has an opportunity to provide feedback to Venture Southland staff to discuss community and individual concerns with their internet and mobile services with the view of enabling Venture staff to continue advocacy on behalf of the region.

 

 

Resolution

Moved Member Cowie, seconded Member Gutsell  and resolved:

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.

 

7.5

Request for Letter of Support - Otautau New Life Church

Record No:         R/17/2/2335

 

Kelly Tagg (Community Partnership Leader) presented this report.

 

Mrs Tagg advised 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.

 

 

 

Mrs Tagg advised 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.

 

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

 

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

 

Mrs Tagg advised 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.

 

In discussing this issue the Board took into account the presentation from Mr Peter Morris and Mr Graeme Carran representing the Otautau Combined Sports Complex Incorporated in the Public Forum section of this meeting.

 

Following a lengthy discussion Members commented that they support the Group project as a church development agreeing that it will be a great facility for the organisation and certainly modernise Otautau Main Street, however Members felt they cannot support this project as a community hub as they felt this development does not cater to the wider community and could be a possible detriment to other groups with potential projects within the town which may also seek external funding at a later date.

 

Councillor Baird commented that Members do need to be mindful of other organisations seeking endorsement from the Board to accompany their funding applications for grant monies from the Lotteries Commission and Community Trust of Southland.

 

Further to this the Board discussed the possibility of a public meeting being held as was raised by Mr Morris and Mr Carran in the Public Forum section of the meeting to gauge local resident support in what the community actually want as a community centre.

 

Members agreed to this idea however felt the arrangements be deferred to a later date.

 

 

 

Resolution

Moved Member Cowie, seconded Member Gutsell  and resolved:

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)         Requests a letter be forwarded to the Otautau New Life Church advising the Board supports the Group project as a church development however are reluctant to give support as a community hub.

e)         Requests a letter be forwarded to the Otautau Combined Sports Complex Incorporated and Otautau Rugby Football Club clarifying as to how the Complex can become the community centre and outlining the current Otautau Hall rate.

 

8.1

Chairperson's Report

 

The Chairman, Member Bekhuis requested staff investigate the possibility of waterblasting and a repaint of the bridge situated on the main street.

 

8.2

Councillor's Report

 

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

×          Draft Annual Plan 2017/2018 and supporting documents released for public comment

×          Increase in Tourism numbers in Southland

×          Council Strategic Planning workshop held in Te Anau

×          Tender documentation for Edendale Town Hall has been released to the public

 

 

 

The meeting concluded at 4.15pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON THURSDAY, 16 FEBRUARY 2017.

 

 

 

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

 

 

 

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