Otautau Community Board





Minutes of a meeting of Otautau Community Board held in the Southland District Council Otautau Office, 176 Main Street, Otautau on Friday, 9 February 2018 at 2pm.





André Bekhuis


Deputy Chairperson

Peter Gutsell



David Cowie



Maureen Johnston



Amber Joyce



Bill Marshall





Committee Advisor

Alyson Hamilton


Community Partnership Leader

Kelly Tagg



Otautau Community Board

09 February 2018


1             Apologies


Moved Member Cowie, seconded Member Joyce and resolved:

That the Otautau Community Board accept the apology for non-attendance from Councillor Baird.



2             Leave of absence


There were no requests for leave of absence.



3             Conflict of Interest


There were no conflicts of interest declared.



4             Public Forum


Roger Scott


Mr Scott addressed the meeting expressing disappointment at not having received any response from the Board regarding his presentation and correspondence to the June 2017 meeting where he requested the Board consider a targeted rate from the Otautau Community Board for ongoing costs to maintain the Former Courthouse building.


Mr Scott advised a fund raising activity of producing telephone listings of Otautau Businesses which raises approximately $6,000 for the Heritage Trust may soon end due to an increase in social media and easy internet access to phone numbers which Mr Scott explained will considerably lower the Trust’s income.


Members queried if the Trust has applied to the Southland District Heritage Fund or made an approach to other funding agencies for funding assistance.   Mr Scott responded the Trust is to pursue these funding avenues.


The Chair commented that whilst the Board is not in favour of setting a targeted rate toward the Otautau Heritage Trust it may, depending on the criteria support a funding application for a specific project at the Courthouse building.


Mr Scott was then advised that the matter will be discussed in the formal part of the meeting.


The Chair expressed appreciation to Mr Scott for his attendance at the meeting and presentation to the Board.



5             Extraordinary/Urgent Items


Moved Chairperson Bekhuis, seconded Member Gutsell and resolved:

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

Item 1: Otautau Heritage Trust


6             Confirmation of Minutes



Moved Member Johnston, seconded Member Joyce  and resolved:

That the minutes of Otautau Community Board meeting held on 7 December 2017 be confirmed as a true and correct record.






Council Report

Record No: R/18/1/1844


Kelly Tagg (Community Partnership Leader) presented the 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 informed the report highlighted various issues of interest including;


§  Central Government update

§  Southern Tourism Workshop

§  Health and Safety Policy update

§  Welcome Ambassador project update

§  Milford Opportunities Project

§  Long Term Plan 2018 - 2028

§  Dog Registration Amnesty

§  Proposed District Plan 2012 - Operative 22 January 2018

§  Fluoridation of Drinking Water

§  Appointment of Group Manager, Services and Assets (Mr Matt Russell)

§  Appointment of Steve Manaena as Team Leader Community Engineers

§  Community Conversations update

§  Community Leadership Plan - Stage 2 update


§  Community Engineer update

Mrs Tagg informed that following repair work to major water leaks in the township there was a significant reduction to water consumption.


Mrs Tagg advised of a review to be undertaken of stop signs over railway crossings.

§  Otautau Wreys Bush Road renewal programme

§  Update on LED streetlight replacement programme


Mrs Tagg advised the general income for the Otautau Community Board is within the expected budget range year to date.


The meeting noted overall expenditure is below budget year to date, with one business unit, “Streetworks - Otautau” being over budget for the full year due to the higher than anticipated cost of the picnic table project. A transfer from reserves will be undertaken as part of the end of year balancing process.


Mrs Tagg informed capital expenditure remains under budget year to date which is largely due to scope of the work for the Holt Park camping ground upgrade being changed.





Moved Member Joyce, seconded Member Cowie  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Council Report ” dated 27 January 2018.


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.




Chairperson's Report


The Chair, Member Bekhuis, reported on activities with which he has been involved since the Board’s last meeting.   This included the following:

§  Attendance at Representation Review Workshop

§  Information received from Chorus regarding art designs to be placed on telephone boxes in townships

Members provided updates on their respective portfolios as follows;


Members Marshall and Gutsell provided an update on activities they have been involved in the township advising a meeting is to be arranged with Steve Manaena (Team Leader Community Engineers) to identify the scope of maintenance required to insure the safety of visitors to the Holt Park Camping Ground Facility.


Parks and Reserves

Member Johnston advised repair work is to be undertaken to the seating at Holt Park.


Member Johnston added there is a wasp issue at the Park with at least 16 nests being located and eradicated.


Community Housing

Member Cowie informed of one vacant flat.  Staff are currently ascertaining interest from persons on the waiting list.


Member Cowie further advised current flat occupiers have reported of no concerns.


Emergency Management

Member Cowie gave an update on Emergency Management activities advising of monitoring of rivers following heavy rain warnings.


Otautau Promotions

Member Joyce informed of a successful street party advising a letter seeking funding assistance from the Board is to be forwarded to the Board in retrospect of this activity.



Extraordinary/Urgent Items


Otautau Heritage Trust

Record No: R/17/6/13649


Communication from Otautau Heritage Trust seeking Board consideration for a targeted rate from the Otautau Community Board of approximately $3.00 - $5.00 per rateable property, per annum, to be retained by the Community Board for distribution to the Otautau Heritage Trust as required for ongoing building maintenance.


In discussing this issue the Board took into consideration the presentation by Mr Roger Scott in the public forum section of the meeting.


Following a lengthy discussion the Board agreed that the request for setting a targeted rate for the Otautau Heritage Trust be declined due to the potential of setting a precedent with other local organisations in Otautau to make the same application to the Board.


It was further agreed that Mr Scott be advised to liaise with the Community Development Planner (Kathryn Cowie) at Venture Southland to investigate funding avenues.




Moved Chairperson Bekhuis, seconded Member Gutsell   and resolved:

That the Otautau Community Board:

a)            Receives the communication titled “Otautau Heritage Trust” dated 27 January 2018.


b)           Declines to support the Otautau Heritage Trust application for a targeted rate from within the Otautau Community Board rating boundary for the purpose of ongoing building maintenance to the Former Courthouse Building.


c)            Requests staff respond to the Otautau Heritage Trust accordingly.





The meeting concluded at 2.52pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON FRIDAY, 9 FEBRUARY 2018.