Minutes of Council - 14 November 2016

Palmerston North City Council

Minutes of the Extraordinary Council Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 14 November 2016, commencing at 9.00am

Members

Present:

The Mayor (Grant Smith) (in the Chair) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Reports

148-16

Council Scholarships and Prizes

Memorandum, dated 13 October 2016, from the Policy Analyst, Lili Kato.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the information be received.

Clause 148.1 above was carried 16 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

149-16

Establishment of CCNZ/Arts Culture Fund and Committee

Memorandum, dated 19 October 2016, from the Committee Administrator, Penny Odell.

Moved Rachel Bowen, seconded Aleisha Rutherford.

RESOLVED

1. That a CCNZ/Arts and Culture Fund Committee for the 2016-2019 term of Council be established and the terms of reference be confirmed as follows:

- The purpose of the CCNZ/Arts and Culture Fund Committee is to assist the Council in the administration of the Council’s Arts and Culture Fund and the Creative Communities New Zealand Scheme.

2. That the Council approve the Constitution of the committee as follows:

- Two elected members (one to become Chairperson)

- Two community representatives

- Two Tangata Whenua representatives

- One Pasifika representative

- One Multicultural Council representative

- One Youth Council representative

- One Community Arts Palmerston North representative

3. That Council appoint Councillors Rachel Bowen and Duncan McCann to the CCNZ Arts and Culture Committee.

4. That relevant community organisations be invited to forward nominations for membership to the Committee, and for those registrations to be forwarded to Rachel Corser, Committee Administrator by 5pm 21 December 2016.

5. That members of the wider community be invited to submit applications for membership to the Committee, and for those registrations to be forwarded to Rachel Corser, Committee Administrator by 5pm 21 December 2016.

6. That a selection panel be established to consider all applications for membership and to make recommendations to a Council meeting at which final appointments will be made.

- The selection panel to comprise the Mayor or Deputy Mayor, the Chairperson or Deputy Chairperson of the Arts Culture and Heritage Committee and two other Councillors who have not registered an interest in becoming a member of the Committee.

- That the selection panel, once decided, convene a meeting as soon as possible, to determine the membership of the Committee.

- That a report be presented to the February 2017 Council meeting, putting forward the names of those recommended to make up the CCNZ/Arts and Culture Fund Committee, including a recommendation concerning the Chairpersonship of the Committee.

7. That the CCNZ/Arts and Culture Fund be delegated:

- The power to determine applications provided Creative Communities New Zealand Criteria are met.

- The power to approve, administer and monitor such tasks as are integral to the allocation of funds under the combined Council’s Arts and Culture Fund and Creative Communities New Zealand’s Local Authorities Arts Scheme.

Clause 149-16 above was carried 16 votes to 0, the voting being as follows:

For:

150-16

Re-establishment of the MD/PNC Joint Strategic Planning Committee

Memorandum, dated 4 November 2016, from the Governance & Support Team Leader, Kyle Whitfield.

Moved Vaughan Dennison, seconded Lorna Johnson.

RESOLVED

1. That the Chief Executive be authorised to prepare and sign an agreement with Manawatu District Council to re-establish the Manawatu District / Palmerston North City Joint Strategic Planning Committee, based on the previous agreement dated 20 October 2015 and updates agreed in March 2016.

Clause 150.1 above was carried 16 votes to 0, the voting being as follows:

For:

151-16

Voting System for Certain Appointments

Memorandum, dated 7 November 2016, from the Governance & Support Team Leader, Kyle Whitfield.

Moved Vaughan Dennison, seconded Aleisha Rutherford.

RESOLVED

1. That Council resolve to adopt System A as the voting system for all appointments made by the current Council, its committees and subcommittees to which Clause 25 of Schedule 7 of the Local Government Act 2002 applies, noting that this resolution would not apply to any appointment made by the Mayor pursuant to Section 41A of the Local Government Act 2002.

Clause 151.1 above was carried 16 votes to 0, the voting being as follows:

For:

152-16

Confirmation of Minutes 26 October 2016

Moved Grant Smith, seconded Duncan McCann.

RESOLVED

1. That the minutes of the Inaugural Meeting of 26 October 2016 Part I Public be confirmed as a true and correct record.

Clause 152.1 above was carried 16 votes to 0, the voting being as follows:

For:

153-16

Safe Drinking Water Supplies – Understanding Your Risks and Responsibilities – Workshop

Memorandum, dated 9 November 2016, from the Governance & Support Team Leader, Kyle Whitfield.

Moved Aleisha Rutherford, seconded Susan Baty.

RESOLVED

1. That all elected members be invited to attend, with expenses paid, the Safe Drinking Water Supplies – Understanding Your Risks and Responsibilities – Workshop – 29 November 2016 being held in Palmerston North.

2. That, in the event the Council approves the attendance of an elected member or members at the above training, then registrations of interest be invited from elected members wishing to attend, with expenses paid, and advise the Governance and Support Team Leader, Kyle Whitfield, by 12 noon Friday 18 November 2016.

Clause 153-16 above was carried 16 votes to 0, the voting being as follows:

For:

154-16

Acknowledgement of Service of Retiring Councillor – Billy Meehan

The Mayor acknowledged the retirement of Billy Meehan and made a presentation.

In his reply, Billy commented that he had enjoyed his time on Council and conveyed his congratulations to newly elected members. Billy also acknowledged the support of staff during his term.

The meeting adjourned at 9.53am

The meeting resumed at 11.04am

155-16

Annual Meeting Calendar 2017

Memorandum, dated 31 October 2016, from the Governance & Support Team Leader, Kyle Whitfield.

Moved Grant Smith, seconded Aleisha Rutherford.

RESOLVED

1. That Council adopt the 2017 Annual Meeting Calendar subject to the below amendments:

a. The Finance and Performance Committee meeting on 18 April 2017 be moved to 19 April 2017.

b. The Planning and Strategy meetings be moved from 7 February 2017 to 8 February 2017, and 6 June 2017 moved to 7 June 2017.

c. The Sport and Recreation Committee meeting dates be 6 March 2017, 7 June 2017, 4 September 2017 and 4 December 2017.

2. That Council note dates for the Manawatu District/Palmerston North City Joint Strategic Planning Committee meetings were yet to be confirmed with Manawatu District Council who run the meetings this triennial.

Clause 155-16 above was carried 16 votes to 0, the voting being as follows:

For:

156-16	Elected Member Remuneration Memorandum, dated 31 October 2016, from the Governance & Support Team Leader, Kyle Whitfield.
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 1. That Council make the following recommendations to the Remuneration Authority regarding extra pay for Councillor positions/roles of responsibility, from 26 October 2016 which will not exceed the maximum amount of $87,108: a. The annual salary for the Deputy Mayor to include an additional annual payment of $13,066. b. The annual salary for the Chairs of the Planning and Strategy Committee, Economic Development Committee and Finance and Performance Committee or equivalent positions to include an additional annual payment of $6,533 for each position. c. The annual salary for the Deputy Chairs of the Planning and Strategy Committee, Economic Development Committee and Finance and Performance Committee or equivalent positions to include an additional annual payment of $3,267 for each position. d. The annual salary for the Chairs of the Audit and Risk Committee, Sport and Recreation Committee, Arts, Culture and Heritage Committee, Community Development and Hearings Committee, or equivalent positions to include an additional annual payment of $3,267 for each position. e. The annual salary for the Deputy Chairs of the Audit and Risk Committee, Sport and Recreation Committee, Arts, Culture and Heritage Committee, Community Development and Hearings Committee, or equivalent positions to include an additional annual payment of $1,307 for each position. f. The annual salary for the Chair of the CEO Performance Panel, or equivalent position to include an additional annual payment of $3,267. g. The annual salary for the Deputy Chair of the CEO Performance Panel, or equivalent position to include an additional annual payment of $1,307. h. Those Councillors who participate in hearings associated with the on-going review of the District Plan, either as a Commissioner or as a member of the Hearings Committee, to receive an additional annual payment which is to be assessed at the end of each financial year. The total collective sum of such payments for all Councillors involved will not exceed $17,198 per annum, subject to sub-clauses (i) and (j) below. This amount will be apportioned amongst the Councillors concerned directly in proportion to the time that each Councillor has been involved in attending hearings and in preparing for them. The attendance or hearing time for each hearing will be assessed on the same basis as for a resource consent hearing, but preparation time will be deemed to be the same as hearing time. i. In determining additional payments under sub-clause (h) above, the maximum permitted amount for each Councillor, when assessed as an hourly rate, based on hearing and deemed preparation time, will not exceed 80% of the hourly rate payable to members of resource consent hearing panels. j. The above payments are to be in addition to the base Councillor annual salary of $43,554. k. A Councillor may receive additional payments for any of the positions listed above in sub-clause (a) to (h) if they have been appointed to such positions. 2. That the Chief Executive be authorised to complete the required information and forward it to the Remuneration Authority as soon as possible, and that he also be authorised to complete and amend, if necessary, the information set out in the Appendix of the report dated 31 October 2016 entitled “Elected Member Remuneration”, relating to the positions of additional responsibility.
	Clause 156-16 above was carried 14 votes to 1, with 1 abstention, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillor Karen Naylor. Abstained: Councillor Lew Findlay QSM.
	Note: On a motion that: the proposed recommendations to the Remuneration authority be amended to reflect a 10% reduction in the supplementary base salary, the motion was lost 3 votes to 12, with 1 abstention, the voting being as follows: For: Councillors Brent Barrett, Jim Jefferies and Karen Naylor. Against: The Mayor (Grant Smith) and Councillors Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Leonie Hapeta, Lorna Johnson, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Abstained: Councillor Lew Findlay QSM.

Exclusion of Public

157-16

Recommendation to Exclude Public

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

“That the public be excluded from the following parts of the proceedings of this meeting listed in the table below.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered		Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution
1.	Appointment of Trustee for the Regent Theatre Trust Board	Privacy	s7(2)(a)
2.	Tender Award - Contract 3416 Aokautere Reservoir Design and Construct	Gain Advantage	s7(2)(j)

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as stated in the above table.

Also that the persons listed below be permitted to remain after the public has been excluded for the reasons stated.

Chief Executive (Paddy Clifford), Chief Financial Officer (Grant Elliott), General Manager, City Enterprises (Ray McIndoe), General Manager, City Future (Sheryl Bryant), General Manager, City Networks (Ray Swadel), General Manager, Customer Services (Peter Eathorne), General Manager, Libraries and Community Services (Debbie Duncan), Human Resources Manager (Wayne Wilson) and Strategic Communications Manager (Mark Torley) because of their knowledge and ability to provide the meeting with advice on matters both from an organisation-wide context (being members of the Council’s Management Team) and also from their specific role within the Council.

Legal Counsel (John Annabell), because of their knowledge and ability to provide the meeting with legal and procedural advice.

Committee Administrators (Penny Odell and Rachel Corser), Governance and Support Team Leader (Kyle Whitfield) because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting.

Robert Van Bentum because of his knowledge and ability to assist the meeting in speaking to his report and answering questions, noting that he will be present at the meeting only for the item that relate to his report.

Clause 157.1 above was carried 16 votes to 0, the voting being as follows:

For:

The public part of the meeting finished at 11.34am.

Confirmed 19 December 2016

Deputy Mayor