Otautau Community Board





Minutes of a meeting of Otautau Community Board held in the Southland District Council Otautau Office, 176 Main Street, Otautau on Thursday, 4 October 2018 at 2pm.





André Bekhuis


Deputy Chairperson

Peter Gutsell



Maureen Johnston



Amber Joyce

arrived @ 2.07pm


Bill Marshall



Councillor Stuart Baird






David Cowie




Group Manager, Community and Futures

Rex Capil

Committee Advisor

Alyson Hamilton

Community Partnership Leader

Simon Moran

Community Partnership Leader

Karen Purdue

Community Engineer

Greg Erskine


Otautau Community Board

04 October 2018


1             Apologies


There was an apology from Member Cowie.



Moved Member Marshall, seconded Member Johnston  and resolved:

That the Otautau Community Board accept the apology.



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


There was no public forum.



5             Extraordinary/Urgent Items


There were no Extraordinary/Urgent items.



6             Confirmation of Minutes



Moved Member Marshall, seconded Deputy Chairperson Gutsell  and resolved:

That the minutes of Otautau Community Board meeting held on 2 August 2018 be confirmed as a true and correct record of that meeting.






Financial Report for the year ended 30 June 2018

Record No: R/18/7/17596


Community Engineer, Greg Erskine presented the report.


Mr Erskine advised the purpose of the report is to provide the Board with the financial results for the year ended 30 June 2018.


The Board noted the Otautau Baths grant of $10,663 was not uplifted by the baths committee, these funds were subsequently transferred to the Otautau Baths Reserve.


Member Joyce arrived at 2.07pm during discussions of the report.




Moved Member Johnston, seconded Deputy Chairperson Gutsell  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Financial Report for the year ended 30 June 2018” dated 21 September 2018.




Council Report

Record No: R/18/9/22109


Community Partnership Leader, Simon Moran presented the report.


The Board was 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.


Members noted the report highlighted various issues of interest including:


§  Central Government Three Waters Review

§  Central Government establishment of a new Infrastructure Commission

§  Southland Regional Development Agency

§  Library information update


§  Representation Review

Mr Moran advised that when Council adopted the Final Proposal, one of the resolutions it passed was to recommend to the incoming Council, that following the elections in October 2019, reserves held by community boards and community development area subcommittees be ring fenced for a period of up to three years when the Revenue and Financing Policy is reviewed.


§  Community Governance Elected Representative Working Group

The Meeting was advised that matters the group will consider include the introduction of new standing orders, role of members, code of conduct, induction and training for members, reporting to the community, reporting to Council and the relationship with Council and protocols relating to groups operating in their local community.


§  BERL - Stage 3 - working towards positive southland community futures

§  Policy and Bylaw Updates

§  Milford Opportunities Project

§  Tourism Infrastructure Fund

§  Southland Museum Consultation - Our Tale Project

§  Land and Water Plan Implementation

§  LED street light conversion

§  Finance

Mr Moran provided an update on finances relating to the Otautau Community Board



Moved Member Joyce, seconded Member Johnston  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Council Report” dated 25 September 2018.




Chairperson’s Report


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


§  attendance at a workshop with BERL consultant Mark Cox.


Members provided updates on their respective portfolios as follows;



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


§  update on maintenance undertaken to the Holt Park Hill

§  concern at possible water main leak on the Main Street causing water wastage, staff to follow-up and undertake onsite investigation

§  concern that local newsletter ‘News and Views” currently being circulated monthly is to change to bi-monthly, request for staff to report back on responsibilities and costings of circulating of newsletter with the view of the community taking ownership of the production

§  update on Aparima Catchment Group activities, suggestion of representative from the Board or Community attend the meetings

§  advice of planting of fruit trees has been undertaken at the skate park and are looking good


Alex McKenzie Memorial Arboretum

Member Marshall advised of ongoing maintenance being undertaken in this area and that the area is looking very tidy.


Otautau Promotions

Member Joyce provided an update on progress of the township signage.


Member Joyce advised of a proposed project of a spotlight to be placed in the area of the Plunket rooms/toilet block for the Christmas period and is to liaise with the Community Engineer on placement, health and safety and funding requirements.


Parks and Reserves

Member Johnston queried when Holt Park toilets are to be painted. The Chair confirmed completion of work is to occur prior to Christmas.




Councillor’s Report


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

§  advice of proposed Ward contribution to Otautau RSA for the upcoming Armistice Day commemoration service in Otautau


§  adoption of annual report


§  proposed changes to the Stewart Island/Rakiura visitor levy


§  attendance at a recent function with the guest speaker being the Acting Prime Minister, the Right Honourable Winston Peters


§  Representation Review update


§  suggestion that townships within the Southland District work together to provide Council controlled freedom camping sites which would include toilet and shower amenities with the view of encouraging Campers to these areas and prevent freedom camping in prohibited areas..




The meeting concluded at 3.23pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON THURSDAY, 4 OCTOBER 2018.