Otautau Community Board

 

OPEN MINUTES

 

 

Minutes of a meeting of Otautau Community Board held in the Southland District Council Otautau Office, 176 Main Street, Otautau on Thursday, 31 May 2018 at 2pm.

 

present

 

Chairperson

André Bekhuis

 

Deputy Chairperson

Peter Gutsell

 

Members

David Cowie

 

 

Maureen Johnston

 

 

Amber Joyce

 

 

Bill Marshall

 

 

Councillor Stuart Baird

 

 

IN ATTENDANCE

 

 

Councillor Ebel Kremer

Committee Advisor

Alyson Hamilton

Community Partnership Leader

Kelly Tagg

 


Otautau Community Board

31 May 2018

 

1             Apologies

 

There were no apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

The Chair, Member Bekhuis declared an interest in relation to agenda item 8.2 submission from the Otautau Community Board to the Southland District Council Initial Proposal for the Representation Review and advised that he would not take part in discussions or voting on this matter.

 

 

4             Public Forum

 

Libby Carran and Maddison Weck addressed the meeting expressing appreciation to the Board for the Board’s contribution toward funding of the new School Road Patrol Crossing signage.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Member Johnston, seconded Member Cowie  and resolved:

That the minutes of Otautau Community Board meeting held on 5 April 2018 be confirmed as a true and correct record.

 

Reports for Recommendation

 

 

7.1

Unbudgeted Expenditure for Otautau Community Pool - Upgrade Project

Record No: R/18/5/11833

 

Community Partnership Leader, Kelly Tagg presented the report.

Mrs Tagg advised the purpose of this report is to provide the Board with information concerning the request from the Otautau Community Pool Incorporated for monies towards the heating system, painting and replacement of the roof at the pool complex.

 

 

 

Resolution

Moved Deputy Chairperson Gutsell, seconded Member Johnston  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Unbudgeted Expenditure for Otautau Community Pool - Upgrade Project” dated 28 May 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.

 

d)           Agrees to make a grant to the Otautau Community Pool Inc of $61,547 (excl GST, if any) for the upgrade of the heating system, painting and the replacement of the facility roof, subject to relevant consenting being obtained, Council approval and Council receiving copies of related supporting invoices to this value.

 

e)            Recommends to Council to approve unbudgeted expenditure of $61,547 (excl GST, if any) to enable a grant to be made to the Otautau Community Pool Inc for the heating of the pool, painting and replacement of the facility roof to be funded from the Otautau Baths reserve.

 

Reports

 

 

8.1

Council Report

Record No: R/18/5/10559

 

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:

 

§  Tourism Infrastructure Fund

§  LED streetlight replacement programme

§  Representation Review - submissions due 6 June 2018

§  Catchment Groups meetings

§  Community Organisation and Volunteer Sector Shared Services Pilots

§  Otautau Community Centre Reserve

§  Review of Solid Waste Contract Arrangements

 

§  Otautau Community Centre Reserve

Mrs Tagg advised the distribution of the $25,000 in the Hall reserve will be on the recommendation of the Community Board, possibly with Council approval if the Board are considering using the funds for a different purpose other than contributing to a community centre.

 

The Board noted that depending on what that purpose is may depend on whether consultation with the community is needed or a resolution from Council.

 

At this point Members queried the status of the Otautau Sports Complex who made an approach to the Board seeking support for the Complex to be considered as the Community Centre for Otautau.

 

Mrs Tagg responded that the Complex requires a change to its constitution to enable it to change from a sporting complex to a community centre and this has yet to be actioned.

 

Mrs Tagg further advised that Council finance staff are currently working through the legal ramifications of changes in use in where the monies can be spent and suggested the Board await a response.

 

§  Holt Park forestry

The Board queried the delay with the thinning and cutting of eucalyptus trees still to be undertaken at Holt Park. - staff to discuss with the Community Engineer why work not completed.

 

§  Camping ground upgrade

Mrs Tagg advised one quote has been obtained but two more quotes are required as part of Council’s procurement policy. Staff are awaiting these additional quotes and a report will be presented to the Board at an extraordinary meeting.

 

 

 

Resolution

Moved Member Joyce, seconded Member Johnston  and resolved:

That the Otautau Community Board: 

a)            Receives the report titled “Council Report” dated 23 April 2018.

 

 

Chairperson Bekhuis withdrew from the meeting and Deputy Chairperson Gutsell assumed the Chair.

 

 

8.2

Submission from the Otautau Community Board to the Southland District Council Initial Proposal for the Representation Review

Record No: R/18/5/11051

 

Deputy Chair Gutsell addressed the members on the Board’s submission to the Southland District Council Initial Proposal for the Representation Review.

 

The Board discussed the content of their submission that was circulated with the agenda and agreed no amendment was required.

 

 

Resolution

Moved Member Johnston, seconded Member Marshall  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Submission from the Otautau Community Board to the Southland District Council Initial Proposal for the Representation Review” dated 25 May 2018.

 

b)           Endorses the submission of the Otautau Community Board to the Southland District Council initial proposal for the Representation Review.

 

 

Following conclusion of discussion on this item Chairperson Bekhuis resumed chairing the meeting.

 

 

9.1

Chairperson's Report

 

The Chairperson, Member Bekhuis, reported on matters with which he has been involved with since the Board’s last meeting. this included the following:

§  Advice of attendance at Representation Review meetings

§  Attendance at ANZAC day parade

Members provided updates on their respective portfolios as follows:

Works

Members Gutsell and Marshall provided an update on activities they have been involved in the township.  These included:

§  bridge repaint has been completed and is looking good

§  new lessee of the Settlers Cemetery is making a good job looking after the grounds

§  encouraged members to use Council’s Request for Service system via the 0800 732 732 number

§  Complaint from Board members regarding a local resident parking derelict vehicles on the road and roadside.  It was noted that the Local Police have been ticketing the property owner accordingly.

 

Councillor Kremer suggested the Board implement an Abandoned Vehicle Bylaw pertaining to Otautau to prevent residents accumulating multiple vehicles on their properties.  Staff to follow-up.

 

Otautau Promotions

Member Joyce reported of a proposed fun run being organised by the Promotions Group.

Parks and Reserves

Member Johnstone reported that painting of the toilets at Holt Park is currently underway.

Constable Dave Cowie - Otautau Police

Member Cowie in his role as Constable provided an update of happenings in the wider Otautau community advising that lower rentals on properties in the township was attracting a lower socio economic profile of persons to the area.

9.2

Councillor's Report

 

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

§  Information panels to be erected at the Wairio Cemetery

§  Proposed information board to be placed at the Otautau Cemetery

§  Community Board reserves

§  Freedom Camping issues

 

 

 

The meeting concluded at 3.17pm                       CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON THURSDAY, 31 MAY 2018.

 

 

 

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

 

 

 

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