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, 13 December 2018 at 4pm.

 

present

 

Chairperson

André Bekhuis

 

Deputy Chairperson

Peter Gutsell

 

Members

David Cowie

 

 

Maureen Johnston

 

 

Amber Joyce

 

 

Bill Marshall

 

 

Councillor Stuart Baird

 

 

IN ATTENDANCE

 

Policy and Strategy Manager

Michelle Stevenson

Corporate Performance Lead

Chantelle Subritzky

Team Leader, Community Engineers

Steve Manaena

Community Partnership Leader

Kelly Tagg

Community Engineer

Greg Erskine

Committee Advisor

Alyson Hamilton

 


Otautau Community Board

13 December 2018

 

1             Apologies

 

There were no apologies received.

 

 

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 updating on Otautau Museum activities and highlighting various township issues.

 

The Chair expressed appreciation to Mr Scott for his attendance at the meeting and presentation to the Board suggesting that the township issues raised by Mr Scott should be recorded in the Councils Request For Service system.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Deputy Chairperson Gutsell, seconded Member Marshall  and resolved:

That the minutes of Otautau Community Board meeting held on 4 October 2018 be confirmed as a true correct record of that meeting.

 

Reports for Resolution

 

 

7.1

Schedule of Meetings up to October 2019

Record No: R/18/10/23827

 

Committee Advisor, Alyson Hamilton was in attendance for this item.

Mrs Hamilton advised the purpose of the report is to approve a schedule of meeting dates up to October 2019 so that meetings can be publicly notified in accordance with the requirements set by the Local Government Official Information and Meetings Act 1987.

 

Resolution

Moved Member Johnston, seconded Member Joyce  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Schedule of Meetings up to October 2019” dated 22 November 2018.

 

b)           Determines that this matter or decision be recognised not as 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)           Agree to meet at 2pm on the following dates in 2019:

 

·        Thursday, 14 February 2019

·        Thursday, 4 April 2019

·        Thursday, 20 June 2019

·        Thursday, 1 August 2019

 

 

Reports for Recommendation

 

 

8.1

Direction-setting for Annual Plan 2019/2020

Record No: R/18/10/24256

 

Corporate Performance Lead, Chantelle Subritzky, Strategy and Policy Manager, Michelle Stevenson and Community engineer, Greg Erskine were in attendance for this item.

 

Miss Subritzky advised that the purpose of the report was to confirm the direction determined for the 2nd year of the 2018-2028 Long Term Plan.

 

The Board were advised of an amendment required to appendices 1 and 3 in the officers report.  The correct appendices was provided at the meeting and reflected in the resolution below.

 

The Board noted that the report provided an overview of the forecasted projects and services for the Otautau Community Board in 2019/2020 and includes any variations from what was anticipated in year two of the Long Term Plan 2018-2028.

 

 

 

 

 

 

 

Resolution

Moved Member Cowie, seconded Deputy Chairperson Gutsell  recommendations a to e, f with changes (appendices 1 and 3) and amendments (as indicated with underline) g with changes (as indicated with strikethrough and underline) and new h (as indicated).

That the Otautau Community Board:

a)            Receives the report titled “Direction-setting for Annual Plan 2019/2020” dated 21 November 2018.

 

b)           Determines that this matter or decision be recognised 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)           Notes that any extraordinary projects for the local area have been included in the 2019/2020 Annual Plan, as identified through Council process in the project plan for extraordinary projects/activities/events project template completed by 21 September 2018.

 

e)            Approves minor variations in the Otautau Community Board plan from year two of the Long Term Plan 2018-2028. 

 

f)             Agrees the Budgets for the year commencing 1 July 2019 be adopted for inclusion in the Council’s Draft 2019/2020 Annual Plan with changes to appendices 1 and 3 (as below) and subject to the following amendments:

 

§  Centennial Park project, provision of new pump track for $70,000 currently funded by a loan to be funded from reserves.

 

§  Holt Park Extension, netball court resurfacing project for $27,514 to be moved to the 2020/2021 financial year.

 

§  Request for an increase to the Otautau pool rate for the 2019/2020 year to $23.00 per unit.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

g)           Requests the setting of the following rates and charges (including GST) for the year commencing 1 July 2019 based on the approved budgets in (e) above.

 

Rate Description     

Rate (GST Incl)

Otautau Community Board Rate

$192,079

$173,744

Otautau Pool Rate

13,759

$23.00 per unit

 

New h)  Request $40,000 toward stormwater work on the Main Street line to be included in the 2019/2020 budgets and to be funded from the stormwater reserve.

 

Reports

 

 

9.1

Council Report

Record No: R/18/11/27003

 

Councillor Baird and Community Partnership Leader, Kelly Tagg were in attendance for this item.

 

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.

 

Councillor Baird and Mrs Tagg highlighted various issues of interest including:

 

§  update on Representation Review advising thr Local Government Commission recently conducted the Hearing with a decision to be available by 10 April 2019

§  update on Local Government Elections 2019

§  BERL Stage 3

§  Mrs Tagg advised the specific purpose of the final stage 3 is to engage with individuals, organisations and businesses in the District to pinpoint what needs to be done to ensure that the District and its communities maintain and increase their levels of wellbeing

§  project update from Services and Assets Group Manager, Matt Russell

§  the Southern Scenic Route

§  alternative Coastal Route extension project

 

§  update on Otautau camping ground project

Mrs Tagg advised the current scope of works include the following;

1        Building Solutions Ltd is to engage with two or so builders, to work under Building Solutions Ltd wing to achieve the proposed Otautau Camping Ground amenities block alteration scope, based on the concept plan, revision A, dated 25/09/18.

 

2        Building Solutions Ltd to start detailing the working drawings for pricing, CP-Engineering design and fire report, and consent compliance purposes.

 

3        Hot water heating is to be supplied via individual electric califont type to each fixture in question, and based on timers, to control user time frames.

4        Council staff have confirmed the existing septic tank location, and also confirms that the tank requires upgrading to a pump chamber septic tank, and associated pumped line to SDC lateral on Kendal Street.

 

5        Building Solutions Ltd to include a verandah to the north, east and south of the building in the scope of planned works (to be quoted separately).

 

Members drew attention to of the power points situated at the Otautau Camping Ground, currently in use and are considered to be in an unsafe state and requested staff to undertake an immediate check/assessment and progress repair work if required.

 

 

Resolution

Moved Member Joyce, seconded Member Marshall  and resolved:

That the Otautau Community Board:

a)            Receives the report titled “Council Report” dated 6 December 2018.

 

 

10.1

Chairperson's Report

 

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

§  request for invitation to Venture Southland staff to attend next meeting of the Board to discuss options in attracting tourists/visitors to the Otautau area going forward.

 

 

10.2

Councillor's Report

 

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

§  update on the Stewart Island Rakiura Visitor Levy Policy and Bylaw 2019 hearings and submissions received

§  advice of attendance of staff from Quotable Value at a recent Council meeting providing an update on the recent District revaluations undertaken

 

§  advice of relocation of the Wild Bush/Waipango Memorial Gates to the Riverton Cemetery.

 

 

The Chair wished Board Members and staff a Merry Christmas and safe and Happy New Year.

 

 

 


 

 

 

 

The meeting concluded at 5.45pm.                      CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Otautau Community Board HELD ON THURSDAY, 13 DECEMBER 2018.

 

 

 

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

 

 

 

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