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Meeting of the West Otago Community Board Will Be Held in the St John Ambulance Rooms, Suffolk Street, Tapanui on Wednesday, 26 May 2021, Commencing at 10.30 Am

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Meeting of the West Otago Community Board Will Be Held in the St John Ambulance Rooms, Suffolk Street, Tapanui on Wednesday, 26 May 2021, Commencing at 10.30 Am MEETING OF THE WEST OTAGO COMMUNITY BOARD Wednesday, 26 May 2021 commencing at 10.30 am St John Ambulance Rooms Suffolk Street TAPANUI CLUTHA DISTRICT COUNCIL WEST OTAGO COMMUNITY BOARD Notice is hereby given that a Meeting of the West Otago Community Board will be held in the St John Ambulance Rooms, Suffolk Street, Tapanui on Wednesday, 26 May 2021, commencing at 10.30 am. Steve Hill CHIEF EXECUTIVE Board Members Barbara Hanna (Chair) Bruce Robertson Cecil Crawford Linda Roulston John Herbert Sue Wink (Deputy Lloyd McCall Chair) Antony Robertson 3 West Otago Community Board Item for CONFIRMATION Report West Otago Community Board Minutes Meeting Date 26 May 2021 Item Number 1 Prepared By Julie Gardner – Service Delivery Administrator File Reference 518307 REPORT SUMMARY Attached are the minutes of the meeting of the West Otago Community Board held on 14 April 2021. RECOMMENDATIONS 1 That the West Otago Community Board confirms as a true and correct record the minutes of the meeting of the West Otago Community Board, held on 14 April 2021. West Otago Community Board West Otago Community Board – 26 May 2021 Minutes 4 West Otago Community Board Minutes of the meeting of West Otago Community Board held in the West Otago Community Centre, Sussex Street, Tapanui on Wednesday 14 April 2021, commencing at 10.31am. Present Barbara Hanna (Chairperson), Cecil Crawford, Councillor John Herbert, Councillor Lloyd McCall, Antony Robertson, Linda Roulston and Sue Wink. In Attendance His Worship the Mayor Bryan Cadogan, Jules Witt (Group Manager Service Delivery) and Julie Gardner (Service Delivery Administrator). Apologies Bruce Robertson Moved L Roulston/C Crawford and Resolved: “That the apology be sustained.” Welcomed Lloyd to his first meeting. LATE ITEMS • Black Gully – ongoing management PUBLIC FORUM Peter McPherson spoke to the Board regarding the following: • Water – concerned about water leaks that are being reported but not being fixed. Leak outside his property had leaked for 6 weeks before something was done about it. Concerned about contract supervision regarding these issues. The Group Manager Service Delivery advised that the contractor is being monitored with reports going to the Service Delivery Committee on a 6-weekly basis. He also advised that discussions are ongoing through the contractual obligations of the contract. • Commonage Land sold near Raes Junction to buy more land at Hillend – this subsequently got sold when CDC divested of its forestry blocks. If commonage property is sold, then the money should have been reinvested for the benefit of Tapanui residents as per the endowment terms of the commonage agreement set out during the amalgamation process in 1989. West Otago Community Board – 14 April 2021 Minutes 5 Mayor Cadogan advised that this money was ringfenced and reinvested in the Nikko Fund, however agreed that Council staff would investigate this further and provide feedback. 1 TAPANUI COMMONAGE INCOME The Group Manager Service Delivery submitted a report advising the Board of the Tapanui Commonage Income and asked them to confirm the allocation of the income for the 2021/22, 2022/23 and 2023/24 years and residual funds. The WOCB agreed to support all recommendations and increase the Pool grant to reflect that their costs had increased with the opening of the new complex. They also agreed to retain the balance of the Commonage Fund for any future projects that may arise. Moved Councillor Herbert/S Wink and Resolved: “That the West Otago Community Board receives the Tapanui Commonage Income report. That the West Otago Community Board agrees to annual operation grants of $15,000 and $7,500 for the West Otago Community Centre and the West Otago Swimming Pool respectively, with these to be reviewed on a three-yearly basis. That the West Otago Community Board agrees to provide an annual operation grant of $15,000 to the West Otago Health Trust, to be reviewed on a three-yearly basis. That the West Otago Community Board retains the balance of the Commonage Land Income for future projects.” 2 WEST OTAGO COMMUNITY BOARD MINUTES The minutes of the meeting of the West Otago Community Board held on 3 March 2021 were presented for the Board’s confirmation. Moved Councillor Herbert/L Roulston and Resolved: “That the West Otago Community Board confirms as a true and correct record the minutes of the meeting held on 3 March 2021.” 3 WORK IN PROGRESS UPDATE The Service Delivery Administrator submitted a report that updated the Community Board on progress in relation to issues that had been raised at previous meetings. 3.1 Projects 3.1.1 Christmas Tree This item is to stay on the work in progress. West Otago Community Board – 14 April 2021 Minutes 6 3.1.2 Cell phone Tower Booster Waikaka Tower went live at the end of March, with coverage better than was expected. However, this now appears to be affecting other towers, as there is no longer reception in the Waikoikoi area. The Raes Junction Tower is due to go live soon. The question was asked if the tower supports all networks and Mayor Cadogan explained that there is a hierarchy system on the tower dependent on which network has installed it. Linda Roulston will follow this up. 3.2 Duncan Road/Station Road Intersection Two further near misses have been reported at this intersection even with all the signage and the reconfiguring of the intersection. The WOCB believes that this is now a police issue and will approach the local policeman to see if this can be progressed. 3.3 Tapanui Water Supply Referred to in the Service Delivery Update report. Pomahaka River levels are still currently below minimum flow thresholds, water conservation notices have been issued. 3.4 Items to stay on WIP 3.4.1 Kelso Triangle This item is now completed and has been added to the mowing schedule. 3.4.2 Hancox Park This item is to stay on the WIP so a decision can be made before the lease is renewed. This is due 31 August 2021. Council staff are trying to find history on Hancox Park before future use can be decided. 3.4.3 Land around Sewerage Pond This item is to stay on the WIP so a decision can be made before the lease is renewed which is due by 31 October 2021. 3.5 Road Signs & Barriers Successful meeting held with farm owners at Kelso, idea is to lock people out not in during flood events. Only 2 farm owners were not at the meeting but contact has since been made with them. Plan from council staff with improved advance warning signage prior to these barriers being erected as that is key to the success of the project, NZTA also needs to be involved to ensure that their website is updated with correct information. Current signage is also to be moved. Success of this will be determined by no-one turning up in front of the barriers. West Otago Community Board – 14 April 2021 Minutes 7 The 3 barriers are to be made by a local contractor. 3.6 Aitchison Runs Road Grade Adjustment Referred to in the Service Delivery Update report. 3.7 Carpark Lighting Still not working – Gerry to contact lighting contractor to reset the sensor area. 3.8 Zone 6 Community Boards Conference Gore – 22-24 April 2021 Barbara Hanna is attending this, Linda Roulston attending session on Friday. Moved A Robertson/S Wink and Resolved: “That the West Otago Community Board receives the Work in Progress Update report.” 4 SERVICE DELIVERY UPDATE The Group Manager Service Delivery submitted a report of activities in respect to the Service Delivery Department. 4.1 Beech Tree Tree has been trimmed although some dead branches still remain, electrical wires have been removed from the tree. Trailer load of mulch has been placed around the base of the tree which will hopefully give the tree a chance. 4.2 Water Signage Waiting on Foodstuffs approval, once this is received it will be installed at the start of November. 4.3 Commercial Water Metering Project This project is currently underway. 4.4 Rural Water Scheme Meetings Glenkenich had a positive meeting on Monday 12 April, with Moa Flat scheduled for Thursday 15 April. 4.5 Community Housing While there is a 100% occupancy in our units there is a shortage of accommodation for workers arriving in our district. Mayor Cadogan stated that this is why housing developments are so important and need to be considered in all areas of the district. The Chairperson advised that she had been in contact with a local family regarding a potential subdivision. This has not been discounted as an option at this stage. West Otago Community Board – 14 April 2021 Minutes 8 Moved Councillor Herbert/L Roulston and Resolved: “That the West Otago Community Board receives the Service Delivery Update Report.” 5 REVENUE & EXPENDITURE REPORT The Management Accountant submitted a copy of the Revenue and Expenditure Statement for the activities within the West Otago Community Board’s area for the period 1 July 2020 to 28 February 2021. Kelso Dairy Factory – still waiting on repairs to doors/windows, roof has been repaired but still a health and safety issue if people were to wander inside. Kelso Monument Veterans Name List – Councillor Herbert advised this should be completed by the end of the year. Moved S Wink/Councillor McCall and Resolved: “That the West Otago Community Board receives the Revenue and Expenditure report.” 6 CORPORATE SERVICES REPORT The Corporate Services Administrator submitted a report that covered activities of the Corporate Services Department in the past period including funding schemes. Moved Councillor Herbert/A Robertson and Resolved: “That the West Otago Community Board receives the Corporate Services Report.” 7 BUILDING REPORT The Regulatory Administrator submitted a report on building consents for February 2021.
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