Agenda of Ohai Community Development Area Subcommittee

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Ohai Community Development Area Subcommittee

OPEN MINUTES

Minutes of a meeting of Ohai Community Development Area Subcommittee held in the Ohai Hall, Richmond Street, Ohai on Tuesday, 24 November 2015 at 6pm.

present

Acting Chairperson	Ivan Sunde
Members	Peter Emtage
	Christopher Mangion

Councillor	Stuart Baird

IN ATTENDANCE

Group Manager, Policy & Community	Rex Capil
Area Engineer	Leighton Hare
Area Officer	Kelly Tagg

1 Apologies

Apologies were received from Member Malcolm and Member Wishart.

Moved Member Mangion, seconded Member Emtage and resolved that the Ohai Community Development Area Subcommittee accept the apologies.

2 Leave of absence

No requests for leave of absence were received.

3 Conflict of Interest

There were no conflicts of interest declared.

4 Public Forum

Moved Member Emtage, seconded Member Mangion and resolved that the Ohai Community Development Area Subcommittee go into public forum to allow members of the public to speak.

Lesley Smith addressed the meeting on behalf of the Ohai Senior Citizens Group and the Ohai Bowling Club concerning the Ohai Hall.

Mrs Smith advised she has noticed a marked deterioration of the Ohai Hall, particularly the toilets and kitchen, over the last 18 months. Mrs Smith believes this is due to the Hall not having a custodian to ensure the hall is kept clean.

Mrs Smith added she was very concerned and would like something done about the management of the Hall and suggested that a Hall Committee be formed.

Moved Member Mangion, seconded Cr Baird and resolved that the Ohai Community Development Area Subcommittee moves out of public forum.

5 Extraordinary/Urgent Items

There were no Extraordinary/Urgent items.

6 Confirmation of Minutes

Resolution

Moved Member Mangion, seconded Cr Baird

Confirms the minutes of Ohai Community Development Area Subcommittee meeting held on 11 August 2015.

Reports

7.1

Action Sheet

Record No: R/15/11/20931

The Action Sheet from the subcommittee’s previous meetings, was tabled.

Item’s arising from the Action Sheet included;

Hall

Council’s Property Officer advised it is not worth patching the windowsills and that the subcommittee would be better to replace the windows requiring repair with aluminium joinery. Member Emtage advised that house lots of aluminium joinery are available from Christchurch; Member Emtage to provide further information to the Area Officer to pass onto Council’s Property Officer.

At this point Councillor Baird suggested the subcommittee consider investigating further a project to upgrade the Hall; namely the kitchen, windows and toilets and then look at funding options such as the Ohai Railway Fund and Ward Reserves.

Diesel Heater

The meeting was informed that a diesel heater has been purchased for use in the Hall.

Ohai Bowling Club – request for rates relief

The meeting was informed that the Ohai Bowling Club already receive a remission for the non-service charges portion of their rates and are currently only charged for two sewerage and one water connection each year. The cost for 2015/16 is $1,175.68. In addition the Bowling Club pays an annual rental of $124.20 for their lease of part of the Ohai Recreation Reserve.

The subcommittee was advised that the Ohai CDA previously approved a grant of 50% of the rental, water and sewerage charges for the 2011/12 year and this was to be reviewed for the 2012/13 year. However, lengthy discussions were held at the 2012/13 Estimates meeting in November 2011 and no conclusion was reached. The matter was "left on the table" and has not been revisited since.

Resolution

Moved Member Mangion, seconded Member Emtage

That the Ohai Community Development Area Subcommittee:

a) Receives the report titled “Action Sheet” dated 19 November 2015.

7.2

Works and Finance Report to Ohai Community Development Area Subcommittee for the period ended 30 September 2015

Record No: R/15/11/20015

The Works and Finance report for the period ended 30 September, 2015, was tabled.

The Area Engineer advised as follows;

Activities around the town have been confined to routine maintenance works.
Pre reseal repairs have been completed and sites released to the sealing contractor, Fulton Hogan.
The first round of town spraying has been completed by Southroads with Ivan Sunde carrying out additional areas not covered by the contract.
A collapses stormwater main in Hastings Street has been repaired.
An infrared oil heater was purchased for the Hal as a cost and time effective alternative to the coal heater.

Resolution

Moved Member Mangion, seconded Member Emtage

That the Ohai Community Development Area Subcommittee:

a) Receives the report titled “Works and Finance Report to Ohai Community Development Area Subcommittee for the period ended 30 September 2015” dated 19 November 2015.

7.3

Unaudited Annual Accounts Report to Ohai Community Development Area Subcommittee for the year ended 30 June 2015

Record No: R/15/8/15132

The Unaudited Annual Accounts for the Ohai Community Development Area Subcommittee for the year ended 30 June 2015, were tabled.

The meeting was informed that $8,084 was transferred to reserves due to an underspend in the stormwater budget. A surplus of $2,805 was also transferred to the Hall Reserve for the 2014/15 year.

The subcommittee was advised that as at 30 June, 2015, the total funds held in reserves are $263,631 which is made up as follows;

· Local Reserve $121,443

Stormwater Reserve $136,292
Hall $ 5,896

Resolution

Moved Member Mangion, seconded Member Emtage

That the Ohai Community Development Area Subcommittee:

a) Receives the report titled “Unaudited Annual Accounts Report to Ohai Community Development Area Subcommittee for the year ended 30 June 2015” dated 15 September 2015.

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.

7.4

Community Governance Report

Record No: R/15/11/19490

Report by Mr Rex Capil, (Group Manager, Policy & Community), advising Council has committed to undertake a Community Governance Review Project to assist in preparation for the Representation Review scheduled for 2017, was tabled.

Mr Capil outlined the steps in the process completed to date and advised the next stage of the project is to develop the concept design further, prepare a consultation document and deliver on an agreed implementation and engagement approach.

Mr Capil commented that an important process in developing this project is to ensure that there is significant engagement during the project design and development stages which will involve ensuring there is the opportunity for public participation throughout the project development.

The subcommittee was advised an Elected Representative Working Group - including Councillors, Community Board and CDA representatives is to be established and will operate for the duration of this project. Furthermore, stakeholder engagement is to be undertaken with individual Community Board and CDA subcommittees and various other regional and national agencies with the intent that this engagement be completed by July 2016.

It was noted Community engagement is to be undertaken with local community organisations and residents by way of public forums with the intent that this engagement will be completed by July 2016.

Mr Capil advised a Community Governance Proposal - Final Draft is to be prepared for approval for consideration as part of informing the Representation Review process by February 2017 and it is intended a Representation Review is to be undertaken and completed by June 2017.

During his report, Mr Capil spoke of pressure from Central Government for Local Government to “do more for less” and the importance of a shared services across the four local Councils.

Mr Capil informed the meeting that Council was also looking at the levels of service required in the Area Offices and also considering whether the current office locations are still appropriate.

In his report Mr Capil included a Paper entitled “Community Governance and Planning”, which covered the following;

• Context

• Community Governance

• Civic Leadership

• Alignment to Community Planning

• Our Partners-Linking communities with partnering agencies

• Community Planning

• Framework – A wider perspective

• Purpose and Goal

• Next steps for consideration

• Process to Success – A path to the future

In summarising the paper, Mr Capil informed that the objective is to outline the engagement process to develop the best approach going forward in relation to future representation in particular the lead up to the 2017 Representation Review so as to ensure Council understands the needs of the community.

Resolution

Moved Member Emtage, seconded Member Mangion

That the Ohai Community Development Area Subcommittee:

a) Receives the report titled “Community Governance Report” dated 2 November 2015.

7.5

Annual Plan 2016/17 - Draft Estimates Report

Record No: R/15/10/19237

Tabled before the subcommittee was a report which provided an overview of the forecasted services for the Ohai Community Development Area Subcommittee in 2016/17.

Staff advised that;

1. Council has streamlined its 2016/17 Annual Plan process and as a result the subcommittee is only required to review the estimates for significant changes. In addition, consideration should be given to funding any significant changes from reserves where appropriate.

2. The draft estimates will be incorporated into the Council’s Draft Annual Plan which will be released for consultation in February 2016. Once the plan is finalised (and subject to any changes resulting from submissions), the estimates shown for 2016/17 will be used to set rates for the year beginning 1 July 2016.

The subcommittee was advised that there are no key variances from what was originally included in year two of the LTP and what is planned now.

The meeting was informed that a planned project to upgrade sewerage pumps is planned for 2016/17 at an estimated cost of $18,192; due to Council’s clubbing arrangement, this project will be district funded.

At this point Mr Hare informed the meeting that the local Ohai CDA Rate will increase by 2.53% to be $213.80 per household for 2016/2017 and the hall rate will increase 2.62% to be $57.30 per household for 2016/17.

The subcommittee discussed the future of the Ohai Hall and agreed that some remedial works need to be carried out to ensure the future of the Hall. The meeting agreed to add in an Ohai Hall upgrade project for 2016/17 and agreed that $26,000 of reserve funds be included in the estimates for this upgrade; $6,000 from the Community Centre Reserves and $20,000 from the Ohai General Reserve.

At this point Member Sunde raised for discussion the possibility of making a grant to the Ohai Bowing Club to assist with operational costs for the 2016/17 year in the amount of $650.00.

Members spent time discussing this matter and a division was called for, voting on which was as follows:

For

Member Mangion

Member Sunde

Councillor Baird

Against

Member P Emtage

Abstained

The motion was declared carried by 3 votes to 1.

Resolution

Moved Member Sunde, seconded Member Mangion

That the Ohai Community Development Area Subcommittee approve a one-off grant of $650.00 to the Ohai Bowling Club to assist with operational costs for the 2016/17 year, such grant to be made from the Ohai General Reserve.

Resolution

Moved Member Mangion, seconded Member Emtage

That the Ohai Community Development Area Subcommittee:

a) Receives the report titled “Annual Plan 2016/17 - Draft Estimates Report” dated 18 November 2015.

b) Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

d) Adopts the Estimates for the year commencing 1 July 2016 be adopted for inclusion in the Council’s Draft Annual Plan subject to the following amendments made at the meeting;

· Ohai Hall Upgrade with a budget of $26,000 to be funded from reserves ($6,000 from Ohai Community Centre Reserve and $20,000 from Ohai General Reserve)

e) Requests the levy of the following rates and charges (including GST) for the year commencing 1 July 2016 based on the approved estimates in (e) above.

Rate Description Rate (GST incl)

Ohai CDA Rate $41,477

Ohai Hall Rate $11,746

f) Requests the setting of the hall fees and charges (including GST) for the year commencing 1 July 2016 to be $8.65/hour including GST.

g) Identifies the following key highlights for the local area for 2016/17;

· Ohai Hall upgrade

Updates

8.1

Local Liaison Persons Report

Several service request issues were identified by Members for follow up by the Area Engineer.

With regards to the Ohai Hall, the subcommittee agreed that a new custodian should be hired to look after the hall. The Area Officer was requested to contact the Property Officer in order to progress this matter.

The meeting was also informed that a new Takitimu Heritage Trail brochure is in the process of being printed; a copy of which will be circulated to the members.

8.2	Chairperson’s Report
	Due to the absence of the Chairperson, there was no Chairperson’s report.

8.3

Councillor's Report

Councillor Baird reported on matters from the District Council table, this included the following;

Council’s Annual Report has been released
Building consents are down on previous years

7.50 CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Ohai Community Development Area Subcommittee HELD ON 24 NOVEMBER 2015

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

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

Ohai Community Development Area Subcommittee

16 February 2016

Action Sheet

Ohai Community Development Area

Ohai Community Development Area, 01-Feb-2011
13.02.7.0 Hall	Names:	Dates:
The Area Officer will discuss the paint flaking on the window sills of the Hall with the Property Officer and report back to the Sub-committee. Officer’s Comment The Property Officer advised that the window in the kitchen can be bogged and repainted and likewise the external window sills can also be sanded and re-painted. The Property Officer can arrange to provide quotes for new windows depending on what the CDA’s requirements are. Updated 13 August 2013 Council’s Property Officer to provide quotes for the repair and repainting of windows in the kitchen and meeting room of the Ohai Hall. Quotes for new joinery (for windows that can’t be repaired) to also be provided to the Sub-Committee for consideration. Updated 6 November 2013 Repeated attempts by Council’s Property Officer to arrange for a local tradesman to price this job have been unsuccessful, this project has now been referred to Taskforce. Updated 17 February 2014 Quotes for replacement windows will be tabled at the next meeting scheduled for 6 May 2014. Updated 6 May 2014 A quote in the amount of $6,400 to replace selected windows in the Ohai Hall was tabled. The CDA was not in favour of accepting the quote and asked Council’s Property Officer to arrange for a tradesman to inspect the windows and ascertain if they can be repaired rather than replaced. Updated 20 June 2014 Council’s Property Officer and SDC’s Carpenter inspected the wooden windows on the west facing wall of the hall and were of the opinion that it would be best long term to replace the windows. Furthermore, any remedial repairs (estimated cost is $2,700) would only extend the life of the windows by a few years and the windows are in a current state where only a few open. The Property Officer also advised there are rotten sections which will require a lot of preparation work prior to any painting. Updated 15 August 2014 CDA Members are encouraged to hold an informal meeting prior to the CDA meeting on 21 August to discuss the options for the hall and create a “wishlist” of repairs and maintenance projects for the Hall. Updated 12 May 2015 Four CDA Members met recently to discuss the window sills in the hall. The Chairman, Member Wishart, advised he would speak with local builders and painters about the possibility of repairing the sills. At this point, Mr Hare advised the pending Health and Safety Reform Bill will require Council to adhere to strict guidelines with regards to approved contractors and that any local tradesmen will need to go through the approval process prior to commencing work for Council. Mr Hare suggested the Chairman contact Council’s Property Officer to discuss this further. Updated 9 February 2016 The Community Development Planner will arrange a meeting with the CDA in order to progress this matter.	Hall Cttee	Response 01/02/16
Ohai Community Development Area, 23-Aug-2013	Names:	Dates:
13.03.7.0 Fire doors – Ohai Hall The meeting queried the progress on repairing the fire doors at the Hall; the Area Officer to follow-up with the Property Officer and report back to the Sub-committee. Officer’s Comment As above, Council’s Property Office has made repeated attempts to contact a local tradesman in order to arrange for a quote to be prepared for this work. Updated 17 February 2013 A temporary fix on the doors was carried out prior to Christmas. A quote from Taskforce in the amount of $1283.50 to fully repair the doors was circulated to the Subcommittee for their consideration. Updated 25 February 2014 Mr Sunde suggested that he could repair the doors more cost effectively and the Subcommittee agreed to give him the opportunity to quote for the work. Updated 6 May 2014 Quotes from Taskforce, NuLook Southland and Ivan Sunde to either repair or replace the existing doors were tabled. The Subcommittee resolved that Mr Sunde’s quote of $469.00 to repair the doors be accepted. Updated 11 November 2014 SDC Allocations Committee granted $470.00 to cover the cost of repairs to the Hall Fire Doors. Updated 18 November 2014 Mr Sunde to repair hall fire doors prior to Christmas. It was suggested that the some of the higher windows may be able to be boarded up instead of replaced. The Chairman to arrange a meeting with Council’s Property Officer and Mr Mangion to investigate further. Updated 17 February 2015 Mr Sunde informed the meeting he has now repaired the external fire doors and he advised that the doors now require re-painting. The Area Officer to inform the Property Officer. Updated 12 May 2015 Member Sunde to contact Council’s Property Officer for a purchase order so that he may attend to the painting of the doors. Updated 8 February 2016 The Hall fire door repairs have now been completed.	Hall , G Hall Cttee Sunde, I	Response 01/02/16

Ohai Community Development Area Subcommittee

16 February 2016

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Works and Finance Report to Ohai Community Development Area Subcommittee for the period ended 31 December 2015

Record No: R/16/1/882

Author: Leighton Hare, Area Engineer

Approved by: Ian Marshall, GM - Services and Assets

☐ Decision ☐ Recommendation ☒ Information

Area Engineer’s Report

1 Activities around the town have been confined to routine maintenance works.

2 Water leak on Birchwood Road near playground - Downer will repair but have had to obtain a permit from KiwiRail due to the proximity to the rail line.

Area Engineer’s Financial Comments

Code	Cost Centre	Comment
25500	Administration	On budget.
25502	Operating Costs	Over budget due to large amount for one-off rates. Incorrect coding of stormwater maintenance of $750 to this business unit. This will be journaled to the correct code.
25507	Street Works	Tracking well.
25528	Beautification	Tracking well.
25546	Playground	Tracking well.
25550	Hall	Main costs being Rates $1,953 Insurance $2,150 Electricity $1,671 Cleaning $369 Internal maintenance $1,231.
25513	Stormwater Drainage	Showing under budget YTD due to incorrect coding - see operating cost comments.
25515	Toilets	District budget.
General Comment: No concern at this point with how overall budget is tracking.

Water and Waste Engineer’s Report

3 The monthly operations reports from Downer are provided to the Subcommittee Secretary as they are published. They include data on Downer’s district-wide operations activities which is presented on a town by town basis.

4 For the year to date, there has been no unplanned expenditure exceeding the $5,000 threshold.

Financial Considerations

Reserves

5 Please find the reserves report attached.

Project List

6 The table below shows all of the projects that are currently planned for Ohai in 2015/2016:

Activity	Project Name	Type	Year	Budget	Status	Comments
Sewerage	In ground reticulation - early replacement Milton Street	REN	1516	$10,000	Complete	Completed in July.

Recommendation

That the Ohai Community Development Area Subcommittee:

a) Receives the report titled “Works and Finance Report to Ohai Community Development Area Subcommittee for the period ended 31 December 2015” dated 21 January 2016.

Attachments

a Ohai Financial Reports, 31 December 2015 View

Ohai Community Development Area Subcommittee

16 February 2016

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Ohai Railway Rolling Stock

Record No: R/16/1/1124

Author: Ian Marshall, GM - Services and Assets

Approved by: Ian Marshall, GM - Services and Assets

☐ Decision ☐ Recommendation ☒ Information

Ohai Railway Rolling Stock

1 The future of the old rolling stock from the Ohai Railway needs to be dealt with.

Background

2 The old rolling stock from the Ohai Railway is still sitting in storage in the KiwiRail sheds at Wairio. The history and heritage of the rolling stock in question is discussed in detail in a report prepared by Yvette Patterson in May 2014. A copy of this report is attached. (r/14/3/3401).

3 To date the shunter two carriages and one guards/plough van have remained in storage in KiwiRail sheds at Wairio. This arrangement is purely at the pleasure of KiwiRail. KiwiRail now require the sheds to be vacated. This is understandable given the length of time the Council has utilised KiwiRail’s generosity.

4 Attempts were made to find a suitable home for the rolling stock in the Ohai/Nightcaps area but no viable proposal has been developed or proposed.

5 The Council has to find a long term viable option for these railway assets now.

Heritage Value

6 The assets with the highest heritage value are described in the table below, with the highest value item at the top:

Guards and Plough Van - wooden, blue	F11
Carriage - wooden, clerestory roof, tongue and groove sides, seats running lengthways in each section of the carriages, blue	A294
Carriage - wooden, clerestory roof, tongue and groove sides, seats running lengthways in each section of the carriages, blue	A525
DSB Mitsubishi Locomotive (Diesel Shunter) 1967 - Yellow	ORB No. 1

7 It is these four items that need to be housed in a suitable manner to protect their value. Simplistically:

(a) The shunter could be on display in the open but preferably undercover.

(b) The carriages need to be undercover as a minimum but preferably in a fully enclosed display.

8 Along with protecting the heritage value of the assets it is highly desirable to retain the assets within the Southland District so that the history of the Ohai Railway Board can be told in conjunction with the display in such a way as to be relevant to the Ohai Nightcaps area.

9 A location with high numbers of passing visitors is desirable to maximise the exposure of the train and so maximise the opportunity for the history of the Ohai Nightcaps area to be told to as many people as possible. This would help promote the Ohai and Nightcaps area.

10 The exception to this is the guards van. It is recognised that the heritage value of this van is nationally significant. Consequently, it should be on display in one of the large national railway museums.

Proposal

11 It is proposed to call for public interest in long term leasing of the railway assets.
Conditions will be set down in the lease that ensures the assets are maintained in the appropriate condition and that they are used on display in a manner that promotes the history of the Ohai Railway Board and the Ohai and Nightcaps area history.

12 There will also be requirements for the assets to be rejuvenated so they are protected into the future.

13 The lease/s will also be of a set timeframe so as to allow the potential for the assets to be relocated in the future to new sites where a new proposal will rejuvenate interest. The timeframe will need to be long enough though to allow the leases a chance to gain value from their investment in the cost of moving and rejuvenating the assets. It is likely the initial leases would be at least five years and maybe even 10 years.

Conclusion

14 The train assets have to be moved out of the Wairio sheds. They need to be undercover or housed to protect the heritage values of the aging equipment.

15 The train components should be on display in Southland to enable the history of the
Ohai Railway Board to be used as an attraction in the Southland District somewhere.

16 A public application process will allow for a transparent allocation of the assets under a formal leasing process.

Recommendation

That the Ohai Community Development Area Subcommittee:

a) Receives the report titled “Ohai Railway Rolling Stock” dated 9 February 2016.

Attachments

a Report on the Ohai Railway Board Asset Inventory - March 2014 (updated May 2014) - Full Report View

Ohai Community Development Area Subcommittee

16 February 2016

Assets at Wairio

3 Assets at Wairio

The assets at Wairio fall into three groups - those owned by Southland District Council (SDC), those owned by KiwiRail and managed by
Rail Heritage Trust NZ (RHT), and those owned by or donated to the Ohai Railway Board Heritage Trust (ORBHT).

Below is an inventory of all the assets at Wairio taken on 25 February 2014 by myself, Bruce Shalders (Rail Heritage Trust NZ South Island Field Officer) and Mark Burton (KiwiRail). This includes a description of the assets, their classification number (if applicable), ownership, a brief assessment of condition and the heritage value of rolling stock.

A map of the site showing the location of each building is included at the end of this report, as well as diagrams showing the placement of assets within each building. Building names have been taken from the official Building description given to New Zealand Railways during the sale of the buildings, land and rail line in 1992, although these buildings have been given numerous names by different parties over the years.

Note that the land and buildings (including the ORB office building and other sheds) are owned by KiwiRail.

Asset description	Classification number	Owner (SDC, ORBHT or KiwiRail)	Condition	Location	Heritage value (rolling stock only)	Comments	Rolling stock/ other assets
Carriage - Wooden, clerestory roof, tongue and groove sides, seats running lengthways in each section of the carriages, blue	A294	SDC	Complete and in fair condition. Minor repairs needed including broken window on one of the doors, seats inside need reupholstered. Minor damage to the buffer coupling.	Maintenance workshop	Very high	Lathe parts are being stored inside carriage.	Rolling stock
Carriage - Wooden, clerestory roof, tongue and groove sides, seats running lengthways in each section of the carriages, blue	A525	SDC	Complete although condition not as good as A294. A lot of broken windows on side and end. Seats need reupholstered. Damage to canvas roof. Bottom panel of one end door damaged.	Goods shed (part of major workshop building)	Very high	Vandalism an issue - a lot of broken windows.	Rolling stock
Guards and Plough Van - wooden, blue	F11	SDC	Good condition. Nothing broken.	Major Workshop building.	Very high	Jimcrow (ORBHT asset) is being stored inside. It is possible the valve handle on the workshop floor belongs to the van.	Rolling stock
DSB Mitsubishi Locomotive (Diesel Shunter) 1967 - Yellow	ORB No. 1	SDC	Good condition. No motor, torque converter, radiator or air tanks. These items are in the workshop beside the shunter.	Major Workshop building, in front of Guards Van.	Moderate.	DSB is the class of engine. DS stands for Diesel shunting and the B indicates that engines of this class weighed 38 tonnes.	Rolling stock
Air filter to go with ORB No. 1 (yellow cylinder)	N/A	SDC	Good condition?	Next to ORB No. 1 and DS Loco on west side of Major Workshop Building.	-	-	Other assets
Radiators to go on ORB No. 1	N/A	SDC	One good, one falling apart.	Sitting on end of Van F11 in the major workshop building.	-	-	Other assets
Torque convertor for ORB No.1	1154750	SDC	Complete	Next to DS201, south side of Major Workshop Building.	-	Goes with ORB No. 1. Purchased by ORBHT for ORB No. 1	Other assets
Radiator grill for ORB1	N/A	SDC	Good condition.	Storage building, on top of an old coal mining trolley	-	-	Other assets
Board room table	N/A	SDC	Good condition	Board room in Railway Board office building.	-	Original ORB table. This was sold to Rugby Southland who then donated it back to the ORBHT in later years for the Wairio museum project. Rugby Southland has confirmed that they do not want the table to be returned and Council can regain ownership of it.	Other assets
Board room chairs x 5	N/A	SDC	Poor - need to be restored, upholstered.	Boardroom in Railway Board office building.	-	-	Other assets
Two red chairs - not original ORB	N/A	SDC	Good	Board room in Railway Board office building.	-	Donated item Rugby Southland to ORBHT. See comment above for Boardroom table.	Other assets
Caterpillar Engine (goes with ORB No.1)	D343 engine, model 4L3791	SDC?	Needs overhauling	Beside ORB No. 1 in the Major Workshop Building	-	The two caterpillars were going to be used to make one functioning engine by the ORBHT. Were donated from an unknown source. It is still to be confirmed whether these are now owned by the Southland District Council.	Other assets
Spare Caterpillar Engine (goes with ORB No.1)	D343 engine, model 4L3791	SDC?	Needs overhauling	Beside ORB No. 1 in the Major Workshop Building	-	As above.	Other assets
Valve handle	N/A	SDC?	Good	Beside the first ORB No. 1 caterpillar engine in the Major Workshop Building.	-	May belong to the Van F11. It is not on the ORBHT asset register or donated items register.	Other assets
8 wheeled steam engine underframe - from river at Branxholme	?	ORBHT	Derelict	North of water vat.	Low	-	Rolling stock
Box wagon body	Xa2583	ORBHT	Poor condition. No wheels. Complete rebuild required.	Southside of goods shed (part of the Major Workshop Building).	Low	-	Rolling stock
DS Locomotive (Diesel Shunter) - Yellow	DS201	ORBHT	Fair condition, needs overhaul.	In front of ORB No. 1 in the Major Workshop Building.	Moderate	Has been sold to a private individual in Dunedin by the ORBHT. Former NZR shunting loco once used at Alliance freezing works.	Rolling stock
Steam loco underframe ex river bed	?	ORBHT	Scrap	Outside major workshop building, next to store shed.	Low	-	Rolling stock
P class steam locomotive ex Oreti river bed at Branxholme	P60 or P133	ORBHT	Scrap, display only	Behind the Railway Board offices	Low	Has been sold by the ORBHT.	Rolling stock
Flat deck material trolley	No number	ORBHT	Good condition	In track maintenance shed.	Moderate.	Donated item to ORBHT	Rolling stock
Lathe - Kendall & Gent Manchester	3309	ORBHT	Functional	Maintenance workshop	-	Parts are stored in Carriage A294. Donated to ORBHT by HGM Enterprises, Kawerau	Other assets
Semeaphore signal post	N/A	ORBHT	Fair	Across the top of the Lb7114 (also named SH438) wagon.	-	-	Other assets
Leyland 5288 Diesel Engine, possibly ex sawmill.	5288	ORBHT	Needs overhaul and radiator	In front of spare caterpillar locomotive engine, beside DS201, in the major workshop building	-		Other assets
Shearing machine	No.5	ORBHT	Working condition	South wall of Major Workshop Building next to DS201	-	-	Other assets
Old safe	N/A	ORBHT	Fair	South wall of Major Workshop Building next to DS201	-	No key visible.	Other assets
Old coal mining trolley wheels and tubs	N/A	ORBHT	Poor	Storage shed	-	On top of this is the radiator grill for ORB No.1	Other assets
Switch board from an Ohai mine	?	ORBHT	Good	Storage shed	-	-	Other assets
Mercury platform tractor - for towing luggage trolleys	TT2007	ORBHT	Complete	Storage shed	-	-	Other assets
Pulley wheels	N/A	ORBHT	Corroded	Storage shed	-	-	Other assets
Scales - originally from South Port, not ORB.	?	ORBHT	Good	Inside Railway Board office building	-	-	Other assets
Copy of ORB Archive	N/A	ORBHT	Intact	Stored in walk-in safe in Boardroom of Railway Board office building	-	SDC has the originals stored at its Archives building in Invercargill.	Other assets
Jim crow for bending rail	N/A	ORBHT	Excellent	Inside the Guards van in the major workshop building	-	Donated item to ORBHT.	Other assets
UB Wagon	2981	KiwiRail	Complete and in fair condition.	Maintenance workshop	Moderate	A Lathe is sitting on top of the wagon.	Rolling stock
LPF open top four wheel wagon	LPF388	KiwiRail	Complete	Outside water vat	Moderate	-	Rolling stock
Open top four wheel wagon	LB7114 (labelled as SH438)	KiwiRail	Poor condition. End has been pushed out.	Outside beside LPF388 wagon	Moderate	Scrap stored inside which is owned by ORBHT (wire etc). Semeaphore signal post across the top of the wagon is also ORBHT owned.	Rolling stock
Open top four wheel wagon	LPS351	KiwiRail	Poor condition. Sunk in ground from an aborted lifting operation.	Outside, north side of the LPF388 wagon.	Moderate	-	Rolling stock
Large steel Bogie box wagon	ZP15069	KiwiRail	Complete and in fair condition.	Next to the LPS351 wagon.	Moderate	-	Rolling stock
Drop pit ram	N/A	KiwiRail	Good	Outside, beside Goods shed (part of Major Workshop Building)	-	Rare, are not made anymore. Should not be scrap.	Other assets
Sundry track fittings and lights	N/A	KiwiRail	Average	Storage shed	-	-	Other assets
Weighbridge	N/A	KiwiRail	Good	Outside, behind Railway Board offices	-	The weighbridge was an important part of the operation at Wairio as every wagon of coal coming in from Ohai and Nightcaps was weighed prior to being handed over to the NZ Railways.	Other assets
Counter	N/A	KiwiRail	Good	Attached to wall inside Railway Board office building	-	-	Other assets
Plan draws - steel cabinet with plans included.	N/A	KiwiRail	Good	Inside Railway Board office building	-	-	Other assets
Turntable - 16.5m	N/A	KiwiRail	Good	Outside by Dorby street	-	-	Other assets
David Brown Tractor	880	Ian Ward	Good	Goods shed (part of Major Workshop Building), in front of Carriage A525	-	Owned by farmer Ian Ward	Other assets
Land cruiser	?	Ian Ward	Broken front window	Goods shed (part of Major Workshop Building), beside Carriage A525	-	Owned by farmer Ian Ward. Being vandalised.	Other assets

Asset description	Classification number	Owner (SDC, ORBHT or KiwiRail)	Condition	Location	Heritage value (rolling stock only)	Comments	Rolling stock/ other assets
La Coal wagon - steel	No number	SDC	Good condition.	Garston	Moderate	See page 17, 18 and 23 for further comment.	Rolling stock
Two x Yb Ballast wagons - steel	No number	SDC	Good condition.	Tuatapere	Moderate	As above.	Rolling stock

Ohai Community Development Area Subcommittee

16 February 2016

Southland District Council Owned Assets

6 Southland District Council Owned Assets

Below is more detailed information about the rolling stock and other significant assets currently owned by the Southland District Council. The assets include:

1. Guards and Plough Van (F11),

2. Carriage (A294),

3. Carriage (A525),

4. DSB Locomotive ORB No. 1 (Diesel Shunter) (and related parts),

5. La Wagon (no number),

6. Three YB Ballast Wagons (no numbers),

7. Boardroom table and five chairs.

8. Historic records.

· Guards and Plough Van (F11)

The four wheel guards van was built in 1883 and sold to the Board in November 1941. It is the one of the oldest vans still in existence. The van is the only one with an early ballast plough fitted, having a key role on the Ohai Railway both as guards van and plough van. It has a very high heritage value and enclosed under cover storage is recommended to prevent it from deteriorating. The van was loaned to Oamaru Steam and Rail Restoration Society by Council from 1990 and returned for the ORBHT's use in 2002. Currently the van is in good condition and nothing appears to be broken. The van has been stored inside at Wairio since coming back from Oamaru.

· Carriage (A294)

This carriage was built at Petone in 1892 and sold to ORB in August 1952. It is a rare survivor of its class and has a very high heritage value. Enclosed under cover storage is recommended to prevent this from deteriorating. The carriage was loaned to Oamaru Steam and Rail Restoration Society by Council from 1990 and returned for the ORBHT's use in 2002. Some restoration work was undertaken by Oamaru. Currently the carriage is in good condition with only minor repairs needed including a broken window on one of the doors, seats inside need re-upholstered and minor damage was reported by the ORBHT to the buffer coupling. The carriage was painted during the summer of 1974-75 with white roofs, blue bodies and black underframes.

· Carriage (A525)

This carriage was built at Addington in 1896 and sold to ORB in August 1952. It is a rare survivor of its class and has a very high heritage value. Enclosed under cover storage is recommended to prevent from deteriorating. The carriage was loaned to Oamaru Steam and Rail Restoration Society by Council from 1990 and returned for the ORBHT's use in 2002. Some restoration work was undertaken by Oamaru. Currently the carriage is complete but its condition is not as good as A294 due to vandalism occurring and being stored in a shed a little more open to the elements (deer fence at shed opening instead of a door). There are a lot of broken windows on side and end of carriage. The interior of the carriage has been untouched. As with A294 the seats need re-upholstered and the ORBHT reported damage to the canvas roof and bottom panel of one end door. The carriage was painted during the summer of 1974-75 with white roofs, blue bodies and black underframes.

· DSB Locomotive ORB No. 1 (Diesel Shunter)

ORB No. 1 is a shunter locomotive. Its design is standard as used by New Zealand Railways and others exist. It has moderate heritage value. Under cover storage is recommended to prevent from deteriorating. Currently it is in good condition. It is minus a motor however two caterpillar motors were donated to the ORBHT to make one good engine and these are currently beside ORB No. 1 in the workshop. It is still to be confirmed whether these are now owned by the Southland District Council. The torque converter, radiator and air tanks which belong to the shunter are also in the workshop beside the shunter. ORB No. 1 has been stored under cover at Wairio from the time that the former Board's assets were sold in 1992. It was retained by the Council (instead of sold) for a possible static display/museum piece.

· La Wagon (no number)

This is a former NZR coal wagon; now unusual, but not rare. It has a moderate heritage value. Currently it is in good condition. The wagon was loaned to Oamaru Steam and Rail Restoration Society in 1990 and returned in 2002. The wagon is now leased out to Colin Brown for a term of 33 years (from 1 November 2009) for a static display at Tuatapere however he has relocated it to Garston to be part of a Rail Heritage display set up by the Garston Community Development Area Subcommittee (CDA).

· Three YB Ballast Wagons (no numbers)

These wagons were adapted from NZ Railways underframes. They have moderate heritage value. Currently they are in good condition although rusty. They will last a long time outdoors however a coat of protective paint would help to preserve them and would improve their appearance. These were loaned to Oamaru Steam and Rail Restoration Society in 1990 and returned in 2002. Two of the wagons are currently leased out to Colin Brown for a term of 33 years (from 1 November 2009) for a static display at Tuatapere. Colin Brown also took the third one when he removed the other two wagons. Two of the wagons are still at Tuatapere and one at Fairfax. Colin is putting a flat deck on the wagon at Fairfax and taking the gravel hopper off.

· Boardroom Table and Chairs

These are the original boardroom table and chairs used by the Ohai Railway Board. Five out of the nine original chairs are accounted for and are stored in the old Boardroom in the Ohai Railway Board office building. The table is in good condition and the chairs are in poor condition. Two red chairs used later by the Board are also in the room and are in good condition. The Boardroom table was initially retained by the Council after the railway, land and buildings were sold to NZ Railways but then later sold to Rugby Southland (year unknown). Rugby Southland donated the table back to the Ohai Railway Board Heritage Trust for their Museum project. As part of the dissolution of the ORBHT any donated items must be offered back to the donors however Rugby Southland have confirmed that they do not want the table to be returned and that Council can regain ownership of it.

· Historic records

All historic records of the Ohai Railway Board were kept by the Council and are held in the Council’s archives in Invercargill. Copies of the records are also kept in the Ohai Railway Board office building.

Preservation of Heritage Values

7 Preservation of Heritage Values

As previously mentioned Council’s rolling stock has generally been classified to have the following heritage values:

• Guards and Plough van (F11) - Very high,

• Carriage A294 - Very high,

• Carriage A525 - Very high,

• DSB Locomotive ORB No. 1 (Diesel Shunter) - Moderate,

• La Wagon - Moderate,

• Three Ballast wagons - Moderate.

There are standards for the protection and storage of the very high heritage value stock such as the van and carriages. Rail Heritage Trust of New Zealand advise that these should be stored in a fully enclosed building as they would rapidly deteriorate if exposed to the elements. These assets should also have a conservation/restoration plan, prepared by an approved conservation architect, which show the steps that will be taken to protect the heritage values of the assets. The assets would then need to be restored according to that plan. Major funding agencies such as the Lottery Grants Board require conservation plans to support funding applications for restoration.

The locomotive or wagons do not need conservation plans and do not need to be stored inside, however, their design should not be altered and they need to be looked after to maintain their condition and appearance (ie protective paint, shelter).

Ohai Community Development Area Subcommittee

16 February 2016

Issues

8 Issues

Storage Agreement

There is currently no lease agreement between KiwiRail and the Southland District Council for the storage of the former Ohai Railway Board rolling stock in the buildings at Wairio. KiwiRail has expressed concern that it cannot provide the level of security needed for the stock and that an agreement is needed to say who is liable if something does happen to it. KiwiRail National Lease Manager Neil Davies has said that if the plan was for the rolling stock to be removed within the next six months then an email or letter to him stating that the Council accepts all liability if something was to happen to the stock would suffice instead of a formal lease agreement. He also said that another option could be that Council take over the whole site (free licence) for a year but that this may not work if there are
non-Council assets also on-site.

A letter was written to Kiwirail in April 2014 requesting that the assets continue to be stored at Wairio until 1 December 2014 while the Council investigate options for the future of the assets. The letter also stated that the Council accepts liability if something was to happen to the assets (ie fire, damage from vandals), except in the instance where damage results from work undertaken on site by KiwiRail.

An e-mail of reply was received agreeing with the terms in the letter and confirming that the correspondence between Council and Kiwirail constituted as a storage agreement for the period up to 1 December 2014.

Vandalism

As previously mentioned carriage A525 is being targeted by vandals. A number of the windows have been smashed (occurring sometime between October 2013 and now) and although the vandals have not found their way into the carriage (the doors are locked) it may only be a matter of time before they find a way. Carriage A525 is stored in a shed with a David Brown tractor and landcruiser which has also had its windows smashed. The shed is secured by a deer fence which is locked (see photo below). There are a few options which could be explored to improve security including removing the carriage to another site until a new home for it is found (there is currently no room in any of the other sheds on the Wairio site) or try to improve the security at the entrance of the shed (blocking off the gap above the deer fence).

In the letter written to Kiwirail in April 2014 the Council also requested permission to improve the security at the entrance of the Goods shed where Carriage A525 is stored (at its own cost) to protect this carriage from further vandalism. Kiwirail agreed with this.

In May 2014 the Council’s work scheme staff inspected the entrance to the Goods shed and have made alterations to deter vandals from climbing the fence.

Lease to Colin Brown

There are a number of possible issues with the current lease of rolling stock to Colin Brown (who has lease of one LA coal wagon and two Yb ballast wagons).

1. Colin was only granted lease of two Yb ballast wagons however he removed all three ballast wagons from Wairio.

2. All of the wagons are not located in Tuatapere on the site stipulated in the lease. Colin Brown has donated the LA wagon to the Garston Railway Heritage project. The lease agreement says that ‘The Rolling Stock must be permanently situated on the land and shall not be removed from the land without the express written consent of the Council.’ It also says that ‘The Lessor may terminate the lease at any time by notice in writing on the happening of any of the following: (a) Removal of Rolling Stock from the Land.’

3. One of the Yb ballast wagons is also currently located in Fairfax undergoing alterations. A flat deck is being put on the wagon and the gravel hopper is being taken off. The lease states that the lessee ‘shall not make any alterations to it that are outside of the original specifications of those types of rolling stock without the express written permission of the Council.’ Rail Heritage Trust NZ has advised that altering the wagon will compromise the ORB heritage value.

A letter was written to Mr Brown at the beginning of April 2014 about these concerns. He was informed that Council was yet to discuss them however in the interim was told to stop making alterations to one of the Ballast wagons and was made aware that the third Yb wagon which is not currently under lease may be found a new home. He was also informed that the lease of the LA wagon may be removed from the lease.

ORB Office Building

Kiwirail would like to start discussions with Council about the future of the buildings on the Wairio site, which are owned by Kiwirail but have significance to the community. They have indicated that they see some merit that the administration building remains on site but believe it would need to involve Council in some capacity for it to work as a community project. Kiwirail’s future plans are to remove or demolish the remaining sheds on site.
They do not want to demolish the administration building if the community wants to keep it or do something with it and has the capacity to progress this as a project. If this is not possible then the building may well be re-located to another site for preservation purposes.

There have been some discussions between the Ohai and Nightcaps CDA members and the Councillor subcommittee about the administration building however the future of the ORB assets has been given priority. If the Council decides that the preferred option is to keep the assets in Ohai and Nightcaps and to build a facility to display them in, the administration building may be looked at as part of the project’s business plan.

Logistics of Removal

The logistics of moving some of the rolling stock may be an issue because there is no track available outside of the buildings. Also some stock is parked one behind the other so removal of some stock will depend on the removal of others.

This issue can be overcome with assistance from Kiwirail who are willing to help.

Ohai Community Development Area Subcommittee

16 February 2016

Interested Parties

9 Interested Parties

The following parties have written to Council expressing an interest in the former Ohai Railway Board Assets. Note there may also be other interested parties which are not listed below (who have not made formal contact with Council as yet). These are listed in alphabetical order:

· Colin Brown

Colin Brown currently has a lease of the LA wagon and two YB ballast wagons for
a static railway display at the railway station in Tuatapere. Colin is also particularly interested in the Guards van and has requested first preference to any other rolling stock that comes available. Council has not committed to this, saying that his interest is noted and will be considered with any other parties interested.

· Eaves Steam Sawmill Nightcaps Trust (Murray Beck)

The Eaves Steam Sawmill Nightcaps Trust is interested in the diesel Locomotive ORB1 and the two carriages. The Trust would like to see these preserved and kept in the area. They have said there is a large shed at Nightcaps in which to store the train and carriages and say a static display would add to their working steam display.

· Fiordland Vintage Machinery Museum (Inc), Te Anau

The Fiordland Vintage Machinery Museum wrote to Council in 1990 about their disappointment that the ORB carriages were to leave Southland and be loaned to the Oamaru Steam and Rail Restoration Society. In their letter they requested that if the carriages are to be disposed of in the future that they would like them to be offered to them. The Museum includes items such as tractors, trucks and farm equipment. They also used to have some old wagons, a carriage and small DSA (#592) locomotive housed at Wairio.

· Karl Barkley - Southern F Locomotive Trust

Karl Barkley was co-ordinating a re-establishment committee to take over the Wairio Railway Museum project in 2012. He and others were tidying up the grounds and showing people around the property until KiwiRail issued him with a trespass notice and changed the locks. Council has not had any recent contact from Mr Barkley with regard to the assets.

· John Cockroft

John Cockroft is part of a group who has been raising funds to save the original Clyde Railway Station and have the station as the official start/finish of the Central Otago rail trail. His group is interested in a carriage to place at this site.

· Lumsden Heritage Trust (John Titter)

The Lumsden Heritage Trust is primarily interested in the diesel Locomotive ORB No. 1 for a static display adjacent to the platform of the Lumsden Railway Station, which the Trust has funding for. Recently the Trust has also sent Council a proposal for the two carriages. The Trust has the aim of preserving heritage in a way that attracts visitors to the town, with the Around the Mountains Cycle Trail riders being one particular target market. The Trust is also planning to develop a Heritage Park with the option of using the old Craigpine building which the Trust proposes could house the carriages and other assets.

· Mark Dakin

Mark Dakin is a KiwiRail employee who is interested in the diesel Locomotive ORB No. 1 with a view of resurrecting it.

· National Railway Museum

The National Railway Museum which is being developed in Christchurch’s Ferrymead Heritage Park has expressed an interest in the Guards/Plough van as it would represent the only private railway under the Railways Act 1914 (currently the museum only has New Zealand Railway items).

· Otago Railway and Locomotive Society In (Ocean Beach Railway)

The Ocean Beach Railway is interested in restoring the diesel Locomotive ORB No. 1 to full working order. The Railway purchased the Ohai Railway Board’s first diesel locomotives in the 1980’s (Tr88) and has restored it to its original livery. The Railway has been involved in preserving, restoring and operating vintage trains for over 50 years.

· Waimea Plains Railway Trust (Colin Smith)

The Waimea Plains Railway Trust is developing a Rail heritage site at Mandeville, where an Aviation Heritage Centre has also been built. The objective of the Trust is to provide the public with an opportunity to experience a short rail journey in 1880s period carriages headed by one of the branch lines’ original steam locomotives. The Trust would like the carriages and guards/plough van, believing all three should be kept together as a set in Southland. The Trust has already secured a range of assets for this site and believe the ORB rolling stock would complement these. The Trust is willing to restore them.

RHT have suggested a number of possible organisations that may be interested in caring for the Locomotive, Carriages and Van, some of which are already listed above. These are:

Ocean Beach, Dunedin,

Oamaru Steam and Rail Restoration Society,

National Railway Museum,

Waimea Plains Railway Heritage Trust Board, Mandeville,

Pleasant Point Railway and Historical Society,

Plains Railway, Tinwald,

Canterbury Railway Society,

Weka Pas Railway, Waipara,

Taieri Gorge Railway,

Midland Rail Heritage Trust, Springfield,

MOTAT, Auckland.

Chairperson	Mark Wishart
Deputy Chairperson	Ivan Sunde
Members	Pamela Bennett
	Peter Emtage
	Christopher Mangion

Councillor	Stuart Baird

Area Engineer	Leighton Hare
Committee Advisor	Kelly Tagg