commencing at 10.30 am st john ambulance rooms suffolk ......2021/04/14 · 2.8 zone 6 community...

MEETING OF THE

WEST OTAGO COMMUNITY BOARD

Wednesday, 14 April 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,

14 April 2021, commencing at 10.30 am.

Steve Hill CHIEF EXECUTIVE

Board Members

Barbara Hanna (Chair) Antony Robertson Cecil Crawford Bruce Robertson John Herbert Lloyd McCall

Linda Roulston Sue Wink (Deputy Chair)

West Otago Community Board – 14 April 2021 Tapanui Commonage Income

West Otago Community Board Item for DECISION

Report Tapanui Commonage Income

Meeting Date 14 April 2021

Item Number 1

Prepared By Jules Witt – Group Manager Service Delivery

File Reference 508922

REPORT SUMMARY

The report advises of the Tapanui Commonage Income and asks the Board to confirm the allocation of the income for the 2021/22, 2022/23 and 2023/24 years and residual funds.

RECOMMENDATIONS

1. That the West Otago Community Board receives the Tapanui Commonage Incomereport.

2. That the West Otago Community Board agrees/amends/does not agree to annualoperation grants of $15,000 and $5,000 for the West Otago Community Centre andthe West Otago Swimming Pool respectively, with these to be reviewed on a three-yearly basis.

3. That the West Otago Community Board agrees/amends/does not agree to provide anannual operation grant of $15,000 to the West Otago Health Trust, to be reviewed ona three-yearly basis.

4. That the West Otago Community Board considers projects and/or other uses for the$63,000 Commonage Land Income to the end of 2021/22.

REPORT

1. Background

The Board has previously allocated $47,000 per annum from the Tapanui CommonageIncome since about 2012 and has made allocations as set out overleaf for the past fouryears. The provision of a loan (funded from commonage income) to support the capitalupgrade of the West Otago Swimming Pool was included in a previous Annual Plan butdue to the great fundraising effort of the Pool Committee, this loan was not required tobe drawn down.

Significant upgrades have been identified recently to the West Otago CommunityCentre, however details of specific funding for this project are not known at the time ofwriting the report.

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Year Recipient/s Amount 2017/18 West Otago Community Centre

West Otago Swimming Pool

$15,000 $ 5,000

2018/19 West Otago Community Centre West Otago Swimming Pool

$15,000 $ 5,000

2019/20 West Otago Community Centre West Otago Swimming Pool West Otago Health Trust

$15,000 $ 5,000 $15,000

2020/21 West Otago Community Centre West Otago Swimming Pool

$15,000 $ 5,000

2. Available Balance

After allocating funds to the West Otago Community Centre and Tapanui Pool respectively for 2020/2021 there is an additional $63,000 available for allocation to the end of this financial year as shown in the table below.

The Board is therefore asked to consider how it will allocate the existing available funds and the Tapanui Commonage Land income for the 2021/22, 2022/23 and 2022/24 years.

It is recommended that the Community Board consider the allocation of funds before the start of the financial year, so they are available for use during the year.

3. West Otago Health Trust Operational Funding Assistance

The West Otago Health trust has previously requested assistance with annual operating costs

4. West Otago Health Trust Loan Repayments

The projected balance of the West Otago Health Loan Trust loan as at 1 July 2021 is about $659,680. This is being repaid currently at the rate of about $54,700+GST per annum for interest and principal repayments. These have dropped compared to previous years due to a reduction in interest rates. As such, if interest rates increase in the future then these repayments will also increase. This loan has 13 years left after this year before it will be fully repaid.

Category 2012 2013 2014 2015 2016 2017 2018 2019 2020 2021 Total

Rental Income 47,952 48,529 49,084 50,446 54,061 58,229 59,069 59,779 59,989 59,989 (est.)

PaymentsWOCC 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 15,000 Tapanui Pool (WO Pool) 5,000 5,000 5,000 32,000 32,000 32,000 5,000 114,933 5,000 5,000 WOHT 15,000 27,000 27,000 15,000 WOHT 6,437 Valuation Expenses 2,094

Total Payments 41,437 47,000 47,000 47,000 47,000 47,000 20,000 129,933 35,000 22,094

Residual Balance 6,515 1,529 2,084 3,446 7,061 11,229 39,069 70,154- 24,989 37,895 63,663

West Otago Commonage Money

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In the past the Community Board has considered paying off the principal of this loan with commonage money to enable the loan term to be reduced or the annual repayments to be reduced. This is also an option for the use of unallocated Commonage money.

5. Other projects or worthy causes

As mentioned previously, there may be a need to support the West Otago Community Centre with capital works or retain funds for upcoming projects associated with the West Otago Community plan process. There may also be other worthy projects in the community that may benefit from assistance and the WOCB may want to retain some commonage funding to enable these projects to be supported as they are confirmed.

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West Otago Community Board – 14 April 2021 West Otago Community Board Minutes

West Otago Community Board Item for CONFIRMATION

Report West Otago Community Board Minutes


Item Number 2

Prepared By Julie Gardner – Service Delivery Administrator


REPORT SUMMARY

Attached are the minutes of the meeting of the West Otago Community Board held on 3 March 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 3 March 2021.

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West Otago Community Board – 3 March 2021 Minutes

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 3 March 2021, commencing at 10.31am.

Present Barbara Hanna (Chairperson), Cecil Crawford, Councillor John Herbert, Bruce Robertson, Linda Roulston and Sue Wink.

In Attendance His Worship the Mayor Bryan Cadogan, Steve Hill (Chief Executive) and Karen Piercy (Corporate Services Administrator). Joseph Mooney MP and Gabrielle Mills (West Otago Community Board by-election candidate).

Apologies Antony Robertson

Moved L Roulston/C Crawford and Resolved:

“That the apologies be sustained.”

Mayor Cadogan and S Wink arrived 10.32am.

LATE ITEMS There were no late items.

1 WEST OTAGO COMMUNITY BOARD MINUTES

The minutes of the meeting of the West Otago Community Board held on 27 January 2021 were presented for the Board’s confirmation.

Moved Councillor Herbert/B Robertson and Resolved:

“That the West Otago Community Board confirms as a true and correct record the minutes of the meeting held on 27 January 2021.”

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.

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2.1 Projects

2.1.1 Christmas Tree

This item is to stay on the work in progress.

2.1.2 Cell phone Tower Booster

MP Joseph Mooney was in attendance. Linda Roulston outlined the progress on the cell phone booster project to date and expressed concern that cell phone connectivity was still lacking in rural areas.

Mr Mooney advised that he is very keen to push this issue. He has spoken to a supplier in Gore who advised the issue is not just about money but also about spectrum. A lot of spectrum (licences) have been bought up by bigger operators and now smaller operators can’t buy in.

He needs to work with National’s Communications spokesperson on this issue and has been in talks with Great South (Southland Regional Development Agency), who have very good resources and networks available.

The Community Board commented that much of the rural industry and emergency services rely on good cell phone coverage which is lacking at present.

2.2 Duncan Road/Station Road Intersection

To remain on the work in progress report.

2.3 Tapanui Water Supply

There are still people flouting the water restrictions. Hopefully the sign will help rectify this problem.

2.4 Items to stay on WIP

2.4.1 Kelso Triangle

This item is to stay on the Work in Progress Report until it has been completed. It has been mown. Long term it needs to go on the mowing schedule.

2.4.2 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.

2.4.3 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.

2.5 Road Signs & Barriers

A meeting needs to be arranged with farm owners in the vicinity to gain approval on the placement of barriers before they are installed.

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2.6 Aitchison Runs Road Grade Adjustment

Referred to in the Service Delivery Update report.

2.7 Carpark Lighting

The light was installed prior to Christmas; however, it is still not working.

2.8 Zone 6 Community Boards Conference Gore – 22-24 April 2021

The Chairperson asked for expressions of interests.

Moved L Roulston/Councillor Herbert 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.

3.1 Aitchisons Runs Road

Some work has been completed with some depth taken off the road, but not enough. The water tables have been cleared but the road is deteriorating as the metal is turning to dust. Bruce to get Henri to look at it.

3.2 Beech Tree

The Beech tree has been trimmed by an arborist. There are wires attached to the tree which will need to be removed by an electrician.

3.3 Water Signage

The Four Square has agreed to install the conserve water sign on the side of their building.

Moved Councillor Herbert/B Robertson 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 January 2021.

Mayor Cadogan left the meeting at 11.16 am.

There was discussion on the work required to be completed to repair the roof of the West Otago Community Centre. A work schedule has been completed by the community centre committee. The Chairman, Hans Van der Linden, is to be invited to the next community board meeting to provide an outline of work.

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Moved Councillor Herbert/L Roulston and Resolved:

“That the West Otago Community Board receives the Revenue and Expenditure report.”

5 CORRESPONDENCE

The Service Delivery Administrator presented correspondence received and sent since the last Community Board meeting.

Outwards Correspondence

• Waka Kotahi NZTA – Thank you letter re installation of speed signage.

Moved S Wink/L Roulston and Resolved:

“That the Correspondence report be received.”

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 L Roulston/S Wink 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 January 2021.

Mayor Cadogan returned at 11.20am.

Moved Councillor Herbert/S Wink and Resolved:

“That the West Otago Community Board receives the Building Consent Statistics for January 2021 report.”

8 MAYORAL UPDATE

His Worship the Mayor Bryan Cadogan gave a verbal update on the following –

• Disparity in valuations which will affect rates. • Three Waters review. • Soap box sessions. • Jobbortunities. • Meet the candidates evening.

9 ADDITIONAL ITEMS/LATE ITEMS

There were no additional or late items.

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The meeting closed at 11.37am.

Confirmed

Barbara Hanna CHAIRPERSON

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West Otago Community Board – 14 April 2021 Work In Progress Update

Report Work in Progress Update


Item Number 3

Prepared By Julie Gardner – Service Delivery Administrator


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 Item for INFORMATION

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WEST OTAGO COMMUNITY BOARD WORK IN PROGRESS UPDATE

FOR THE MEETING 14 APRIL 2021 Issue Comments

Projects • Christmas Tree for centre of Tapanui.

• Cellphone Tower booster

Christmas Tree continues to be a WIP. The Beech Tree has been trimmed and the wires have been removed by a local electrician. MP Joseph Mooney attended the meeting and advised that he will continue to progress this with National’s Communications spokesperson and Great South.

Duncan Road/Station Road Intersection • Concerns about the intersection after a

recent near miss.

Council staff are reviewing options for this intersection. This will be ongoing.

Tapanui Water Supply • Concern about the low water levels

and the high consumption by Tapanui residents.

The water conservation sign has been made and delivered to Tapanui. Installation will be done once final approval has been received from Foodstuffs, however it is unlikely to be installed before water restrictions are lifted. Low levels in the Pomahaka River have meant that Council has issued a conserve water notice for the Tapanui Water Supply but at this stage level 1 Restrictions are still in place.

Items to stay on WIP: • Kelso Triangle

• Hancox Park added (10 July 2019). Lease renewal 31 August 2021.

• Land around Sewerage Pond – lease renewal 31 October 2021.

This area will now be added to the mowing schedule. Decision on future use to be made before lease is renewed in 12 months’ time.

Road Signs & Barriers • Concerns expressed re bridge during

flood events.

Approval from farm owners is required on the barrier placements before they are installed.

Aitchison Runs Road Grade Adjustment Grade improvements have been completed and these will be monitored over the winter months. There has been a further on-site discussion regarding the extent of works and it was agreed

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Issue Comments that this may need to be revisited next spring.

Carpark Lighting The light was installed prior to Christmas and was ‘switched on’ on 12 March 2021. The light works on a motion sensor that may not be activate in all corners of the car park. This can be adjusted of it is not sensitive enough – the contractor has said that he will come back and adjust it if required.

Zone 6 Community Boards Conference Gore – 22-24 April 2021

Early Bird registrations closed 1 March 2021.

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West Otago Community Board – 14 April 2021 Service Delivery Update


Report Service Delivery Update


Item Number 4

Prepared By Jules Witt – Group Manager Service Delivery


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 metalling and grading of the network is a priority at the moment in preparation for the winter. The aim is to have the right amount of metal on the roads to have enough bearing capacity and not to get slushy and slippery. The cleaning of water tables and drains is also part of the activities ongoing at the moment.

1.2 Aitchison Runs Road – Grade Improvements

Aitchison Runs Road grade improvements have been undertaken. A site meeting was held and it was decided to monitor the condition of the road over the winter.

1.3 Pomahaka River Permanent Flood Warning Signs

Feedback is sought for the exact locations for the gates before the gates are manufactured and installed.

1.4 Road Safety

Seniors Staying Safe courses are being held on 22 April 2021 in Tapanui and 23 April 2021 in Lawrence and we also had a huge Fatigue Stop on Good Friday in Lawrence involving Plunket, Police and FENZ.

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1.5 Bushyhill York Street Kerb and Channel

Replacement kerb and channel has been installed and restoration is now being completed.

2 Greenspace

The Beech Tree beside Seasons Shop has been trimmed by an arborist and the dead wood has been removed.

3 Three Waters

3.1 Water Conservation Measures

Water Conservation notice was issued for West Otago schemes due to Pomahaka river level being low. This is required as part of the water take consents. Water restrictions are generally lifted before the end of summer however due to continuous dry weather this has been delayed.

Water Restriction sign installation work was delayed due to Builder’s availability. Now we have the design for the frame which requires Foodstuffs review and approval, as this will be installed on the Four Square building.

3.2 Commercial Water Metering Project

Contractors have been undertaking a water meter installation project for the Tapanui township. Most of the works are expected to be completed before end of the financial year. During this process, as per the drinking water standards requirements properties are installed with backflow prevention devices. High users will be consulted prior to the installation.

3.3 Moa Flat Water Treatment Plant Upgrade

Further design has been completed by Filtec for the upgrade of the Moa Flat Water Treatment Plant. The final cost has been received and this information will be presented to the Moa Flat Rural Water Scheme Committee in mid-April.

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3.4 Glenkenich Water Treatment Plant Upgrade

The Pall Marshall Water Consortium are continuing their detailed design work. The order for the membrane units has been placed.

3.5 Wastewater Treatment

Tapanui Oxidation Pond fencing job was awarded to West Otago Fencing Limited and is due to start by May 2021.

ORC has conducted the annual site audits. The sites were maintained as per the requirements and ORC has provided positive comments.

4 Community Housing – Bernadette

The Community Housing units in Tapanui continue at 100% occupancy with no change in tenancies.

5 Service Requests

There have been 3 service requests lodged by Community Board members since the last meeting on 3 March 2021.

These were for Water and all have been scheduled.

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West Otago Community Board – 14 April 2021 Revenue & Expenditure Report


Report Revenue & Expenditure Report


Item Number 5

Prepared By Greg Bowie – Management Accountant


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 28 February 2021.

RECOMMENDATIONS

1 That the West Otago Community Board receives the Revenue and Expenditure Report.

2020/21 YTD Actual YTD Est Act / EstBudget

RevenueRates Income 72,778 54,580 48,519 6,061Income - NZ Motorhome Assn 0 1,427 0 1,427Income - Hire 0 0 0 0

72,778 56,007 48,519 7,488ExpenditureRemuneration 23,724 16,738 15,816 922Meeting Expenses 410 181 273 -92Cafeteria Expenses 62 50 41 9Community Board Levy 0 275 0 275Advertising 103 0 69 -69Printing & Stationery 645 0 430 -430Project Funds 17,425 12,920 11,617 1,303Food Bank 0 0 0 0General Expenses 0 0 0 0Share of Overheads 30,409 20,273 20,273 0

72,778 50,437 48,519 1,918

Transfer to Special Funds 0 0 0 0

Surplus / (Deficit) 0 5,570 0 5,570

Clutha District CouncilWest Otago Community Board

2020/21 FINANCIAL YEAR TO DATE FROM 1 JULY 2020 - 28 FEBRUARY 2021

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West Otago Community Board – 14 April 2021 Revenue & Expenditure Report

WOCB Project FundsCarry Forward from 2019/20 71,313Project Fund 2019/20 15,872NZ Motorhome Assn Income 1,468

88,653Less Spent Year to DateStuff Ltd - Advertising - Tapanui Christmas parade 874Central Power Installation - Carpark Lighting 7,698West Otago CC Society Inc. - NZ Motorhomes Assoc. Grant 4,348

12,920

Less Funds Committed Current Year 0

0

Less Funds Committed Previous Year Kelso Dairy Factory Restoration Group - materials to repair factory 3,000Kelso monument veterans name list 240

3,240

Available Funds 2020/21 72,493

West Otago CommonageBalance 01/07/20 25,768

Plus Projected Lease Income for year 59,989

Less Commonage Funding paidWest Otago Community Centre Society Incorporated 15,000West Otago Swimming Pool Management Committee 5,000

20,000Less Other ExpenditureValuation Expenses* 2,094

2,094

Less Committed Funding 00

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.

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West Otago Community Board – 14 April 2021 Corporate Services Report


Report Corporate Services Report


Item Number 6

Prepared By Karen Piercy – Corporate Services Administrator


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.

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REPORT

1 Funding Schemes

1.1 Creative Communities New Zealand Funding Scheme

The third funding round closed on 1 March 2021. The committee met on 25 March to consider the ten applications received and awarded funding as follows:

One application was declined as it the project was not well enough developed. The applicant has been invited to apply to the next funding round closing 1 September 2021.

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.

NAME PROJECT FUNDING CRITERIA

AMOUNT REQUESTED

$

AMOUNT APPROVED

$ Anne Wai Chin Cheng

Lawrence Lantern Festival & Activities – Lion Dance Workshops 2021

Diversity 1,990.00

1,990.00

Jacqueline Eales Te Reo Maori Poi/Ukelele Workshops

Diversity 4,950.00 1,779.00

Corrina Laurie Limestone Carving Courses with Idea Services

Access and Participation

500.00 500.00

Jillian Penn Sand Mandala Diversity 3,650.00 3,461.00

Project Bruce Milton Student Street Art project

Young People 2,500.00 2,500.00

South Otago Theatrical Society

Dreams are Free Access and Participation

5,255.00 4,445.00

Tapanui Playcentre

To Matou Kainga. Create a living mural that represents our Playcentre and community.

Young People

1,473.00 1,473.00

West Otago Theatrical Society

Annie Young People 3,000.00 3,000.00

South Otago School of Bagpipes – Donald Wilson

To teach children to play the pipes and read music.

Music 3,000.00 3,000.00

Total

22,148.00

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2.1 Reimbursement of Fees and Charges

Since the last meeting, the following reimbursements have been made for Council fees and charges:

Organisation Reimbursement of Council fees and charges for: Amount $

Clutha Filipino Society

Reimbursement of rent for the hire of the Balclutha War Memorial Hall for the Christmas party held 19 December 2020.

310.00

Tokomairiro A&P Society

Reimbursement of marquee consent costs for the A&P show on 12 December 2020.

300.00

Bruce Community Facilities Trust

Reimbursement of rent for the hire of the Milton Coronation Hall for the City Forest Safe Start breakfast fundraiser held 12 January 2021.

200.00

Clutha Community Hub Charitable Trust

Reimbursement of rent for the hire of the Balclutha War Memorial Hall for the Last Dance held 16/12/20

385.00

The balance of the 2020-21 fund is $10,119.25.

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 1 April 2021 with comparative figures for a similar period last year.

Rate Rebates This Year Last Year Applications Received 476 493

Total amount of Rebates paid $267,164.61 $272,229.65

Average amount of Rebate $561.27 $552.19

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West Otago Community Board – 14 April 2021 Building Consents Statistics for February 2021


Report Building Consents Statistics for February 2021


Item Number 7

Prepared By Wendy Copeland – Regulatory Services Administrator


REPORT SUMMARY

Building Statistics for February 2021.

RECOMMENDATIONS

1 That the West Otago Community Board receives the report titled Building Consents Statistics for February 2021.

REPORT

February 2021

West Otago Ward Type Number Value

Accessory Buildings 0 0 Additions & Alterations 1 74,700 Commercial/Industrial 0 0 Farm Buildings 0 0 Heating Units 2 12,270 New Dwellings 1 382,000 Other 0 0 Plumbing & Drainage 0 0 Resited Buildings 0 0

Total 4 468,970

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West Otago Community Board – 14 April 2021

WEST OTAGO COMMUNITY BOARD AGENDA

14 April 2021 APOLOGIES There were no apologies at the time of printing this agenda. ADDITIONAL ITEMS Item Page # Title

1 3 Tapanui Commonage Income (For the Board’s Decision) The report advises of the balance of the Tapanui Commonage Income and requests the WOCB to confirm the allocation of the income and residual funds.

2 6 West Otago Community Board Minutes (For the Board’s Confirmation) Minutes of the meeting of the West Otago Community Board held on 3 March 2021.

3 12 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.

4 15 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.

5 18 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 28 February 2021.

6 20 Corporate Services Report

(For the Board’s Information) The report covers activities of the Corporate Services Department in the past period.

7 23 Building Consents for February 2021

(For the Board’s Information) The report updates the West Otago Community Board on Building Consent activity for February 2021.

8 Mayoral Update - verbal

(For the Board’s Information)

commencing at 10.30 am st john ambulance rooms suffolk ......2021/04/14 · 2.8 zone 6 community...

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