Otautau Community Board






Minutes of a meeting of Otautau Community Board held in the Southland District Council Office, 176 Main Street, Otautau on Thursday, 20 April 2017 at 2pm.





Andre' Bekhuis


Deputy Chairperson

Peter Gutsell



David Cowie



Maureen Johnston



Amber Joyce



Bill Marshall



Stuart Baird





Group Manager, Community and Futures

Rex Capil


Governance and Democracy Manager

Clare Sullivan


Committee Advisor

Alyson Hamilton


Community Partnership Leader

Kelly Tagg


Otautau Community Board

20 April 2017



1          Apologies


There were no apologies.


2          Leave of absence


There were no requests for leave of absence had been received.


3          Conflict of Interest


There were no conflicts of interest declared.


4          Public Forum


Vic Keen


Mr Keen addressed the meeting advising that as a former Civil Defence officer he had concerns whether the Board have processes in place to deal with a civil defence emergency in Otautau in particular a potential flooding with the main area of concern being at the main bridge, which he advised history can tell this has happened on previous occasions.


Mr Keen queried location of existing civil defence equipment and whether this equipment has been maintained and whether it is readily available in the event of a disaster.  He also queried the availability of sandbags and filling.


Mr Keen further queried if the necessary training of an Emergency Management team in Otautau has been undertaken by the new Board as he felt that with the earthquakes in Christchurch, Kaikoura and Wellington it is essential for Otautau to have a Standard Operating Procedure in the event of a disaster.


The Chair, Member Bekhuis expressed appreciation to Mr Keen for his attendance at the meeting advising his comments and concerns are noted and that it is intended to reactivate the Emergency Management Group in Otautau with meetings already being undertaken in conjunction with the local Police Force.


5          Extraordinary/Urgent Items


There were no Extraordinary/Urgent items.


6          Confirmation of Minutes



Moved Member Johnston, seconded Member Gutsell  and resolved:

That the minutes of Otautau Community Board, held on 16 February 2017 be confirmed as a true and correct record.






New Triennium 2016-2019 - New Approach

Record No:         R/17/3/4148


Rex Capil (Group Manager, Community and Policy) presented the report.


Mr Capil advised the purpose of the report was to advise the Board that Council has been undertaking some significant changes over the past two years.


Mr Capil explained Council has utilized the new triennium 2016-2019 and the October 2016 elections to introduce a number of changes that have a greater external focus, involving the interface with communities and the Council’s own community governance structures.




Moved Member Joyce, seconded Member Marshall  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “New Triennium 2016-2019 - New Approach” dated 11 April 2017.




Council Report

Record No:              R/17/3/5908


Kelly Tagg, Community Partnership Leader, presented the report.


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


Mrs Tagg informed the report highlighted various issues of interest.  Particular highlights included:


×          Animal Control

×          Information Management - Dashboards

×          Resource Management - Council approved a resource consent for a carpark for the proposed New Life Church

×          Community Governance Project and Representation Review

×          Venture Southland - Community Development Update


1          Mrs Tagg advised several streets have been sealed in Otautau as part of Council’s annual sealing programme.


The Board was advised a letter was received questioning why driveways had not been re-sealed at the same time as per the Otautau Community Board’s policy.  The Community Engineer advised that Otautau is the only township in the district that has a policy of sealing private driveways to the boundary and that this practice will continue.  Members noted some of the driveways have now been re-sealed however, several will need to be completed next season due to their poor condition at present.



Mrs Tagg informed a local architectural firm has been requested to re-draw the plans for the Otautau Camping Ground upgrade following the Board’s decision to work within the existing footprint and not extend the building as previously planned. 


Mrs Tagg added once the plans have been received a building consent will be lodged.  It is still intended that work on this project will commence in this financial year i.e prior to 30 June 2017.  


Mrs Tagg advised in regards to the finance report income is slightly down on budget year to date which is largely due to a lower than expected number of interments in the Otautau cemetery. 


Mrs Tagg explained expenditure is sitting at 71% of the year to date budget due to under expenditure (i.e no maintenance projects occurring) in streetworks and stormwater drainage year to date.  Members noted other business units that are under budget year to date include the Hall (which has been disposed of) and the swimming pool (funds will be transferred to the pool reserve if not used).


The Board was advised capital expenditure is well below year to date due to the camping ground upgrade work not having commenced.  The Otautau Combined Sports Complex car park has recently been sealing and the other capital expenditure projects planned for this financial year in Mary Street and Alderly Street are programmed to be finished mid-May.



Moved Member Gutsell, seconded Member Cowie  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Council Report” dated 10 April 2017.



Recently Adopted Policies

Record No:         R/17/3/3804


Kelly Tagg (community Partnerships Leader) presented the report.


Mrs Tagg advised that the report was to inform the Board of policies that had been adopted by the Southland District Council.




Moved Member Johnston, seconded Member Gutsell  

That the Otautau Community Board:

a)         Receives the report titled “Recently Adopted Policies” dated 14 March 2017.

b)         Notes that the Easter Sunday Shop Trading Policy and the Stewart Island/Rakiura Visitor Levy Policy came into effect on 23 February 2017.


c)         Notes that the Remission and Postponement of Rates on Maori Freehold Land Policy will come into effect on 1 July 2017.




Community Liaison Persons

Record No:         R/17/3/4177


Alyson Hamilton (Committee Advisor) presented the report.


Mrs Hamilton advised that the purpose of the report was to appoint Otautau Community Board members as liaison persons to various entities in the Otautau community.




Moved Member Joyce, seconded Member Johnston  and resolved:

That the Otautau Community Board:

a)         Receives the report titled “Community Liaison Persons” dated 10 April 2017.


b)         Agrees to appoint Member Cowie as the Community Housing liaison person for Otautau for the 2016/2019 triennium.


c)         Agrees to appoint Board members for the 2016/2019 triennium as liaison persons for the following:


§  Works                                              Members Gutsell / Marshall

§ Cemeteries                                     Members Marshall / Gutsell

§ Parks and Reserves                      Member Johnston

§ Emergency Management              Member Cowie

§ Promotions/Young Achievers      Member Joyce

§ Alex McKenzie Arboretum           Members Gutsell / Marshall



Chairperson's Report


Member Cowie gave an update on policing activities within the western area advising meetings have been held in regards to Civil Defence activities and with the Community Patrol Group.


Member Cowie advised of thirty seven new police to be assigned to the Southland and Otago area and explained how this increase will affect the Western area.


Member Cowie advised currently Otautau is a two-man station however the second officer is being transferred to Ohai.  Member Cowie added it is envisaged a second officer is to be assigned to Otautau in due course.



Councillors Report


Councillor Baird reported on activities from the District Council table. These included:

§  Update on Te Anau waste water project

§  Update on Community Governance Project and Representation Review

§  Annual Plan submissions - 6 oral submitters







The meeting concluded at 3.17pm                CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON THURSDAY, 20 APRIL 2017.