MEETING OF THE
WEST OTAGO COMMUNITY BOARD
Wednesday, 3 March 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, 3 March 2021, commencing at 10.30 am.
Steve Hill CHIEF EXECUTIVE
Board Members
Barbara Hanna (Chair) Antony Robertson Cecil Crawford Bruce Robertson John Herbert Linda Roulston Sue Wink (Deputy Chair)
3 West Otago Community Board Item for CONFIRMATION
Report West Otago Community Board Minutes Meeting Date 3 March 2021 Item Number 1 Prepared By Julie Gardner – Service Delivery Administrator File Reference 509202
REPORT SUMMARY Attached are the minutes of the meeting of the West Otago Community Board held on 27 January 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 27 January 2021.
West Otago Community Board West Otago Community Board – 3 March 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 27 January 2021, commencing at 10.34am.
Present Barbara Hanna (Chairperson), Cecil Crawford, Councillor John Herbert, Bruce Robertson, Linda Roulston and Sue Wink.
In Attendance Jules Witt (Group Manager Service Delivery) and Julie Gardner (Service Delivery Administrator).
Apologies His Worship the Mayor Bryan Cadogan, Antony Robertson
Moved Councillor Herbert/Linda Roulston and Resolved:
“That the apologies be sustained.”
The Chairperson welcomed everyone to the first meeting of 2021.
WOCB By-election candidates Gabrielle Mills and Lloyd McCall were in attendance to observe the meeting.
LATE ITEMS • Roadside Spraying • Northumberland Street section
1 WEST OTAGO COMMUNITY BOARD MINUTES The minutes of the meeting of the West Otago Community Board held on 11 November 2020 were presented for the Board’s confirmation.
Moved Councillor Herbert/Sue Wink and Resolved:
“That the West Otago Community Board confirms as a true and correct record the minutes of the meeting held on 11 November 2020.”
2 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.
West Otago Community Board – 27 January 2021 Minutes 5
2.1 Projects 2.1.1 Christmas Tree
This item is to stay on the work in progress.
Enquiries have been made to other Councils regarding artificial trees as these could be an option instead of a real tree.
Community Board members raised concerns about the tree beside the Seasons shop, noting that there is a huge dead branch that they consider is a safety issue. An arborist report will be obtained before a decision is made on either removing/retaining the tree, with a decision to be made at the next meeting.
If removed the tree will be replaced with a more suitable specimen.
2.1.2 Cell phone Tower Booster
Mayor Cadogan advised he has organised MP Joseph Mooney to attend the WOCB meeting on 3 March 2021.
Linda Roulston will try and arrange for Joe Stringer (Yrless) to attend as well.
2.2 Irresponsible Camping The Freedom Camping Bylaw was adopted at the Council meeting on 10 December 2020.
2.3 50km signs at Tapanui – item to be renamed ‘Duncan Road Intersection’ Signs have been shifted and reinstalled.
School signage has not been reviewed yet.
The WOCB have expressed further concerns about the Duncan Road intersection as there has been a recent accident involving a local. CDC staff will arrange for another review of this area.
2.4 Nut Trees at Tapanui Cemetery This item can be removed from the WIP.
2.5 Tapanui Water Supply See Service Delivery report for an update on progress with the Water Conservation sign.
2.6 Items to stay on WIP 2.6.1 Kelso Triangle
This item is to stay on the Work in Progress Report until it has been completed. Still being mowed.
West Otago Community Board – 27 January 2021 Minutes
6
2.6.2 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 – (this item was added to the WIP on 10 July 2019).
2.6.3 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.
2.7 Road Signs & Barriers See Service Delivery Update report.
2.8 Aitchison Runs Road Grade Adjustment See Service Delivery Update report.
2.9 Whisky Gully This item can be removed from the WIP.
2.10 Carpark Lighting The light was installed prior to Christmas. Further maintenance will be undertaken as required.
Moved Linda Roulston/Bruce Robertson and Resolved:
“That the West Otago Community Board receives the Work in Progress Update report.”
3 SERVICE DELIVERY UPDATE The Group Manager Service Delivery submitted a report of activities in respect to the Service Delivery Department.
The rainfall event at New Year highlighted the need for physical barriers at Wooded Hill, Ardmore Road and Greenvale Road with placement of these still to be decided.
There is still a concern that NZTA don’t have updated road information on their site, with local roads not included and this is frustrating the WOCB. The Detour signage highlighted that there needs to be advance warning of any barriers as there were still some people that chose to drive around these.
Concerns were also raised about the lack of staffing at the Service Centre over the Christmas-New Year Break and this will be discussed with the Emergency Management Officer.
Communications between SouthRoads and the local councillor ensured that everyone was kept informed and up-to-date and the written report was also appreciated by Board members. WOCB members thanked the SouthRoads staff for the promptness with which the signs were erected considering that some came back from holiday early to deal with the situation.
West Otago Community Board – 27 January 2021 Minutes
7
The Conserve Water sign is being manufactured with the site still to be confirmed. Barbara Hanna has spoken to the owner of 4-Square, but approval is required from Foodstuffs. It is anticipated that the sign will be up from November-April each year.
Changes to recycling come into effect from 1 February. Workshops will be held to encourage recycling/waste minimisation.
Moved Linda Roulston/Sue Wink and Resolved:
“That the West Otago Community Board receives the Service Delivery Update Report.”
4 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 31 December 2020.
Moved Councillor Herbert/Linda Roulston and Resolved:
“That the West Otago Community Board receives the Revenue and Expenditure report.”
5 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 Bruce Robertson/Cecil Crawford and Resolved:
“That the West Otago Community Board receives the Corporate Services Report.”
6 BUILDING REPORT The Regulatory Administrator submitted a report on building consents for October, November and December 2020.
Moved Councillor Herbert/Linda Roulston and Resolved:
“That the West Otago Community Board receives the Building Consent Statistics for October, November and December 2020 report.”
7 ADDITIONAL ITEMS/LATE ITEMS Possible Land Purchase
Discussion about potential sites for development in Tapanui as the current subdivision is filling up and there may be the option to purchase land for a future subdivision. If this item is to be progressed further the landowners will need to be contacted.
Roadside Spraying Concern raised that some grasses/weeds are becoming immune to the spray currently being used, however there are restrictions on certain types of sprays due to runoff etc. Any areas of concern should be dealt with by lodging a service request.
West Otago Community Board – 27 January 2021 Minutes
8
Northumberland Street section The WOCB have received a number of calls about the containers on this section. Barbara Hanna has spoken to the owner who advised that he is planning to beautify the section, but it will be a work in progress. No consent is currently required for the containers.
Zone 6 Community Boards Conference Being held in April 2021 at Gore. No further details yet but will be sent out once these have been received.
The meeting closed at 11.43am.
Confirmed
Barbara Hanna CHAIRPERSON
West Otago Community Board – 27 January 2021 Minutes
9
West Otago Community Board Item for INFORMATION
Report Work in Progress Update Meeting Date 3 March 2021 Item Number 2 Prepared By Julie Gardner – Service Delivery Administrator File Reference 509204
REPORT SUMMARY The report updates the Community Board on progress in relation to issues that have been raised at previous meetings.
RECOMMENDATION
1. That the West Otago Community Board receives the Work in Progress Update report.
West Otago Community Board – 3 March 2021 Work In Progress Update 10 WEST OTAGO COMMUNITY BOARD WORK IN PROGRESS UPDATE FOR THE MEETING 3 MARCH 2021 Issue Comments Projects • Christmas Tree for centre of Tapanui. Christmas Tree continues to be a WIP. Concern raised about tree in triangle by Seasons shop. The WOCB are waiting on an arborist report before any decision is made.
• Cellphone Tower booster MP Joseph Mooney is attending the WOCB meeting on 3 March 2021.
Linda Roulston is to invite Joe Stringer (Yrless) to this meeting as well. Duncan Road/Station Road Intersection • Concerns about the intersection after a Council staff are reviewing options for this recent near miss. intersection.
This is a WIP. Tapanui Water Supply • Concern about the low water levels The water conservation sign is being and the high consumption by Tapanui manufactured and will be installed once the residents. preferred site has been confirmed.
The sign will be up from November-April each year. Items to stay on WIP: • Kelso Triangle Maintenance of this area to be completed.
• Hancox Park added (10 July 2019). Decision on future use to be made before lease is Lease renewal 31 August 2021. renewed in 12 months’ time.
• Land around Sewerage Pond – lease renewal 31 October 2021.
Kelso Bridge Flooding • Concerns expressed re bridge during Confirmation of exact locations is required and a flood events. plan of this has been drawn up for discussion with local owners and transport operators.
Aitchison Runs Road Grade Adjustment Grade improvements are underway. Carpark Lighting The light was installed prior to Christmas.
Further maintenance will be undertaken as required.
West Otago Community Board – 3 March 2021 Work In Progress Update
11 Issue Comments Zone 6 Community Boards Conference Gore – Early Bird registrations close 1 March 2021. 22-24 April 2021
West Otago Community Board – 3 March 2021 Work In Progress Update
12 West Otago Community Board Item for INFORMATION
Report Service Delivery Update Meeting Date 3 March 2021 Item Number 3 Prepared By Jules Witt – Group Manager Service Delivery File Reference 509207
REPORT SUMMARY The report advises the West Otago Community Board of activities in respect to the Service Delivery Department.
RECOMMENDATIONS
1 That the West Otago Community Board receives the Service Delivery Update report.
REPORT
1 Roading
1.1 Grading and Metalling The Clutha District Council’s Service Delivery - Roading staff are working towards getting greater alignment of activities across the district. An example of this is a change to the grading methodology that has been used in the northern part of the district for several years.
This is to change from cleaning metal road water tables by using the grader rather than using a digger, where possible. This is a more cost-effective method of keeping the water tables clear but it can result in some teething issues during the changeover, such as clumps of grass and/or mud being brough back on to the road or soft spots. These can be addressed with spot metalling and the grader drivers taking particular care when doing the work.
We encourage any issues to be captured through our service request system and these will be addressed by our contractors.
This will be a more efficient method of maintaining adequate water channels on our roads in the southern area once the initial changeover period is complete. The other improvement is that we are using material that is on the side of the road and reusing that, rather than carting in new material.
West Otago Community Board – 3 March 2021 Service Delivery Update 13 1.2 Aitchison Runs Road – Grade Improvements Aitchison Runs Road grade improvements are under way and the timing of these will be co-ordinated with local landowners.
1.3 Pomahaka River Permanent Flood Warning Signs The exact locations for the gates are to be confirmed before the gates are manufactured and installed.
1.4 Road Safety Coming up in the Tapanui & Lawrence Region, we had the Road Safety Truck in Tapanui on 24 February 2021 for Blue Mountain College, Waikoikoi, Heriot and Tapanui Schools and Lawrence on 25 February 2021 for Lawrence Area School and Waitahuna.
Seniors Staying Safe courses are being held on 22 April 2021 in Tapanui and 23 April 2021 in Lawrence and we also have a huge Fatigue Stop on Good Friday in Lawrence involving Plunket, Police and FENZ.
1.5 Bushyhill York Street Kerb and Channel Replacement kerb and channel to reduce the flooding risk on this intersection will commence in early March.
2 Greenspace
2.1 Beech Tree Beside Seasons An arborist has inspected the beech tree in the paved area beside Seasons. David Glenn works for Delta and is a very experienced arborist and has undertaken this type of work for Council for many years. His e-mail back on the beech tree is below:
“The tree was inspected on 20 February 2021 which is of course a southern beech was Nothofagus now Fuscospora. We inspected the tree in the last inspection round and noted the dieback and subsequent dead wood and we certainly did not mention felling or removal.
Its not uncommon for the Southern beech to die back and I don’t think this tree is in danger of dying it would be useful for the tree to have the dead and dying wood removed to help it recover.
The leaves look a bit pale and clearly the tree has lost some vigour and may need a little bit of watering in this dry spell. They are very suspectable to weed killer damage and I would trust no one is spraying the wood chips surround in it?
It’s clearly not 100 hundred years old but I assume that it is kind of a memorial tree to Dr Snow by default of the fact it is by his memorial.
I would remove the dead wood and reduce the tree slightly to allow it a chance to recover.”
West Otago Community Board – 3 March 2021 Service Delivery Update
14 As such, maintenance will be programmed for this tree in accordance with the recommendation of the arborist unless the WOCB want to suggest another course of action.
3 Three Waters
3.1 Water Conservation Measures The water conservation sign board has been made and will be installed once the site has been confirmed. A local builder is being engaged for the installation work.
3.2 Moa Flat Water Treatment Plant Upgrade Further design has been undertaken by Filtec for the upgrade of the Moa Flat Water Treatment Plant. The final cost will be expected to be received by end of February. This information will be presented to the Moa Flat Rural Water Scheme Committee.
3.3 Glenkenich Water Treatment Plant Upgrade The contract has been awarded to Pall Marshall Water Consortium. Detailed design work is in progress and construction is expected to commence by June 2021.
3.4 Wastewater Treatment As part of the stimulus funding, the design and procurement works has been kick started for the following:
• Inlet Screen to the Oxidation Pond; • Baffling in the Pond to increase the residence time; • Fencing around the Pond.
4 Service Requests There have been 6 service requests lodged by Community Board members since the last meeting on 11 November 2020.
These were for Roading (3), Footpaths (1), Stormwater (1) and Water (1) and all have been completed.
West Otago Community Board – 3 March 2021 Service Delivery Update
15 West Otago Community Board Item for INFORMATION
Report Revenue & Expenditure Report Meeting Date 3 March 2021 Item Number 4 Prepared By Greg Bowie – Management Accountant File Reference 509209
REPORT SUMMARY
Attached is a copy of the Revenue and Expenditure Statement for the West Otago Community Board’s area for the period 1 July 2020 to 31 January 2021.
RECOMMENDATIONS
1 That the West Otago Community Board receives the Revenue and Expenditure Report.
Clutha District Council West Otago Community Board
2020/21 FINANCIAL YEAR TO DATE FROM 1 JULY 2020 - 31 JANUARY 2021
2020/21 YTD Actual YTD Est Act / Est Budget
Revenue Rates Income 72,778 54,580 42,454 12,126 Income - NZ Motorhome Assn 0 1,427 0 1,427 Income - Hire 0 0 0 0 72,778 56,007 42,454 13,553 Expenditure Remuneration 23,724 14,878 13,839 1,039 Meeting Expenses 410 155 239 -84 Cafeteria Expenses 62 50 36 14 Community Board Levy 0 275 0 275 Advertising 103 0 60 -60 Printing & Stationery 645 0 376 -376 Project Funds 17,425 8,572 10,165 -1,593 Food Bank 0 0 0 0 General Expenses 0 0 0 0 Share of Overheads 30,409 17,739 17,739 0 72,778 41,669 42,454 -785
Transfer to Special Funds 0 0 0 0
Surplus / (Deficit) 0 14,338 0 14,338
West Otago Community Board – 3 March 2021 Revenue & Expenditure Report 16
WOCB Project Funds Carry Forward from 2019/20 71,313 Project Fund 2019/20 15,872 NZ Motorhome Assn Income 5,816 93,001 Less Spent Year to Date Stuff Ltd - Advertising - Tapanui Christmas parade 874 Central Power Installation - Carpark Lighting 7,698 8,572
Less Funds Committed Current Year Community Centre Carpark Lighting 5,000 5,000
Less Funds Committed Previous Year Kelso Dairy Factory Restoration Group - materials to repair factory 3,000 Kelso monument veterans name list 240 3,240
Available Funds 2020/21 76,189
West Otago Commonage Balance 01/07/20 25,768
Plus Projected Lease Income for year 59,989
Less Commonage Funding paid West Otago Community Centre Society Incorporated 15,000 West Otago Swimming Pool Management Committee 5,000 20,000 Less Other Expenditure Valuation Expenses* 2,094 2,094
Less Committed Funding 0 0
Available Funds 2020/21 63,663
* Valuations were completed by Telfer Young for D J Wilson and Tapanui Racing Club - neither have increased in value.
West Otago Community Board – 3 March 2021 Revenue & Expenditure Report
17 West Otago Community Board Item for INFORMATION
Report Correspondence Meeting Date 3 March 2021 Item Number 5 Prepared By Julie Gardner – Service Delivery Administrator File Reference 509210
REPORT SUMMARY The report provides copies of correspondence since the last Community Board meeting.
RECOMMENDATIONS
1 That the West Otago Community Board receives the correspondence.
REPORT
1 Inwards Correspondence • None received
2 Outwards Correspondence • NZTA – Thank You letter re speed signage
West Otago Community Board – 3 March 2021 Correspondence 18 CLUTHA DISTRICT COUNCIL
Address all correspondence to: Our Reference The Chief Executive 508986
1 February 2021
Haylee TeWhaiti-Donaldson CONOC – Customer & Stakeholder Manager Downer
Dear Haylee
Tapanui Speed Signage
On behalf of the West Otago Community Board and the residents of Tapanui, I am writing to express our thanks regarding the installation of the speed signage at either end of Tapanui.
As you are aware, the Board has lobbied for a very long time to have the 50km/hr speed sign at the Gore end of Tapanui shifted so you can only imagine our delight when not only was this shifted, but a flashing speed sign installed as well.
Feedback from our residents has been extremely positive so once again, thank you on behalf of the West Otago Community Board.
Yours sincerely
Barbara Hanna Chairperson West Otago Community Board
1 Rosebank Terrace P O Box 25, Balclutha 9240, New Zealand Telephone + 64 3 4190200 Fax + 64 3 4183185 Email [email protected] Website www.cluthadc.govt.nz 19 West Otago Community Board Item for INFORMATION
Report Corporate Services Report Meeting Date 3 March 2021 Item Number 6 Prepared By Karen Piercy – Corporate Services Administrator File Reference 509211
REPORT SUMMARY The report covers including funding scheme payments and rates rebates since the last meeting.
RECOMMENDATION That the West Otago Community Board receives the Corporate Services Report.
West Otago Community Board – 3 March 2021 Corporate Services Report 20 REPORT
1 Funding Schemes
1.1 Creative Communities New Zealand Funding Scheme
The third funding round will close 1 March 2021. Advertising is underway and three applications had been received as at the time of writing this report.
1.2 Tuapeka Bursary The 2021 Tuapeka Bursary fund has closed. Ten applications were received, and the Trustees will meet on 3 March 2021 to decide the recipients.
In 2020 a total of $2,000.00 was awarded to two recipients.
2 General Grant Allocation Council provides general grants to assist organisations providing projects/activities which benefit the residents of communities within the Clutha District. General grants are limited to the following categories:
Reimbursement of Council fees and charges. Reimbursement of rents for properties leased from Council. Reimbursement of hire charges for community centres and community halls.
2.1 Reimbursement of Fees and Charges
No reimbursements have been made since the last meeting.
The balance of the 2020-21 fund is $11,314.25.
2.2 Reimbursement of Rent or Lease No rent reimbursements have been made since the last meeting.
2.3 Rates Rebate Scheme Listed below are details of applications received for the rates rebate scheme for the period 1 July 2020 to 19 February 2021 with comparative figures for a similar period last year.
Rate Rebates This Year Last Year Applications Received 458 493
Total amount of Rebates paid $257,864.32 $254,969.17
Average amount of Rebate $563.02 $517.18
West Otago Community Board – 3 March 2021 Corporate Services Report
21 West Otago Community Board Item for INFORMATION
Report Building Consents Statistics for January 2021 Meeting Date 3 March 2021 Item Number 7 Prepared By Wendy Copeland – Regulatory Services Administrator File Reference 509213
REPORT SUMMARY Building Statistics for January 2021.
RECOMMENDATIONS
1 That the West Otago Community Board receives the report titled Building Consents Statistics for January 2021.
REPORT
January 2021
West Otago Ward Type Number Value Accessory Buildings 0 0 Additions & Alterations 1 1,000 Commercial/Industrial 0 0 Farm Buildings 0 0 Heating Units 1 3,000 New Dwellings 0 0 Other 0 0 Plumbing & Drainage 0 0 Resited Buildings 0 0 Total 2 4,000
Building Consents Statistics for West Otago Community Board – 3 March 2021 January 2021 WEST OTAGO COMMUNITY BOARD AGENDA 3 March 2021
APOLOGIES There were no apologies at the time of printing this agenda.
ADDITIONAL ITEMS
Item Page # Title 1 3 West Otago Community Board Minutes (For the Board’s Confirmation) Minutes of the meeting of the West Otago Community Board held on 27 January 2021.
2 9 Work in Progress Update (For the Board’s Information) The report updates the Community Board on progress in relation to issues that have been raised at previous meetings.
3 12 Service Delivery Update (For the Board’s Information) The report updates the West Otago Community Board on activities in relation to the Service Delivery Department.
4 15 Revenue & Expenditure Report (For the Board’s Information) The report provides a copy of the Revenue and Expenditure Statement for the period from 1 July 2020 to 31 January 2021.
5 17 Correspondence (For the Board’s Information) The report provides copies of correspondence since the last Community Board meeting.
6 19 Corporate Services Report (For the Board’s Information) The report covers activities of the Corporate Services Department in the past period.
7 21 Building Consents for January 2021 (For the Board’s Information) The report updates the West Otago Community Board on Building Consent activity for January 2021.
8 Mayoral Update - verbal (For the Board’s Information)
West Otago Community Board – 3 March 2021