|
Grant Smith (Mayor)
|
|
Tangi Utikere
(Deputy Mayor)
|
|
Brent Barrett
|
Leonie Hapeta
|
|
Susan Baty
|
Jim Jefferies
|
|
Rachel Bowen
|
Lorna Johnson
|
|
Adrian Broad
|
Duncan McCann
|
|
Gabrielle
Bundy-Cooke
|
Karen Naylor
|
|
Vaughan
Dennison
|
Bruno
Petrenas
|
|
Lew Findlay
QSM
|
Aleisha
Rutherford
|
PALMERSTON NORTH CITY
COUNCIL
Council MEETING
19 December 2016
Order of Business
1. Apologies
2. Confirmation of
Agenda and Urgent items
Pursuant to Sections 46A(7) and 46A(7A)
of the Local Government Official Information and Meetings Act 1987, to receive
the Chairperson’s explanation that specified item(s), which do not appear
on the Agenda of this meeting and/or the meeting to be held with the public
excluded, will be discussed.
Any additions in accordance with
Section 46A(7) must be approved by resolution with an explanation as to why
they cannot be delayed until a future meeting.
Any additions in accordance with
Section 46A(7A) may be received or referred to a subsequent meeting for further
discussion. No resolution, decision or recommendation can be made in
respect of a minor item.
3. Confirmation
of Minutes Page 9
“That the
minutes of the extraordinary council meeting of 14 November 2016 Part I Public
be confirmed as a true and correct record.”
Reports
4. Winter
Tattoo - Financial Delegated Authority Page 18
Memorandum,
dated 12 December 2016 from the Manager - Community Engagement, Ian
Littleworth.
5. Begging
in the CBD - Extension of MASH Trust contract Page 20
Memorandum,
dated 12 December 2016 from the Manager - Community Engagement, Ian
Littleworth.
6. Governance
Statement 2016/2019 Page 22
Memorandum,
dated 15 November 2016 from the Governance & Support Team Leader, Kyle
Whitfield.
7. Re-establishment
of the Manawatu District / Palmerston North City Joint Strategic Planning
Committee Page 58
Memorandum,
dated 30 November 2016 from the Governance & Support Team Leader, Kyle
Whitfield.
8. Live
Streaming of Council/Committee Meetings Page 60
Memorandum,
dated 30 November 2016 from the Governance & Support Team Leader, Kyle
Whitfield and the Legal Counsel, John Annabell.
9. Amendment
to the Annual Meeting Calendar 2017 Page 65
Memorandum,
dated 1 December 2016 from the Governance & Support Team Leader, Kyle
Whitfield.
10. Conference
Opportunity - University of Otago, Wellington Summer School - Active
Transport/Green Space Page 69
Memorandum,
dated 9 December 2016 from the Governance & Support Team Leader, Kyle
Whitfield.
Recommendations from
Committee Meetings
11. Presentation
of the Part I Public Planning and Strategy Committee Recommendations from its
21 November 2016 Meeting Page 73
“That the
Committee’s recommendations be adopted or otherwise dealt with.”
12. Presentation
of the Part I Public Finance and Performance Committee Recommendations from its
28 November 2016 Meeting Page 75
“That the
Committee’s recommendations be adopted or otherwise dealt with.”
13. Presentation
of the Part I Public Audit and Risk Committee Recommendations from its 28
November 2016 Meeting Page 77
“That the
Committee’s recommendations be adopted or otherwise dealt with.”
14. Presentation
of the Part I Public Economic Development Committee Recommendations from its 5
December 2016 Meeting Page 79
“That the
Committee’s recommendations be adopted or otherwise dealt with.”
15. Presentation
of the Part I Public Sport and Recreation Committee Recommendations from its 5
December 2016 Meeting Page 81
“That the
Committee’s recommendations be adopted or otherwise dealt with.”
16. Presentation
of the Part I Public Arts, Culture and Heritage Committee Recommendations from
its 12 December 2016 Meeting Page 85
“That the
Committee’s recommendations be adopted or otherwise dealt with.”
17. Presentation
of the Part I Public Community Development Committee Recommendations from its
12 December 2016 Meeting Page 87
“That the
Committee’s recommendations be adopted or otherwise dealt with.”
18. Exclusion
of Public
|
|
To be moved:
“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
|
|
19.
|
Minutes of the extraordinary meeting - Part II
Confidential - 14 November 2016
|
For the reasons setout in the extraordinary
minutes of 14 November 2016, held in public present.
|
|
20.
|
Appointments to the District Licensing Committee
|
Privacy
|
s7(2)(a)
|
|
21.
|
Palmerston North Skate Park Extension
|
Negotiations
|
s7(2)(i)
|
|
22.
|
Renewal of Annual Road Maintenance Contract
|
Commercial Activities
|
s7(2)(h)
|
|
23.
|
Presentation of the Part II Confidential Economic
Development Committee Recommendations from its 5 December 2016 Meeting
|
Negotiations
|
s7(2)(i)
|
|
24.
|
Chief Executive Recruitment Process 2017 [Limited
circulation]
|
Privacy
|
s7(2)(a)
|
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 his knowledge and ability to provide the meeting
with legal and procedural advice.
Governance and
Support Team Leader (Kyle Whitfield) and Committee Administrators (Penny
Odell and Rachel Corser), because of their knowledge and ability to provide
the meeting with procedural advice and record the proceedings of the meeting.
Jason Pilkington
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 relates to his
respective report.
<add third parties, e.g. authors of third party reports being
considered>, because of their knowledge and ability to assist the meeting in
speaking to their report/s [or other matters as specified] and answering
questions, noting that such person/s will be present at the meeting only for
the items that relate to their respective report/s [or matters as specified].
|
PALMERSTON NORTH CITY
COUNCIL
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:
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.
|
|
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:
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.
|
|
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:
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.
|
|
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:
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.
|
|
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:
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.
|
|
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:
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.
|
|
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 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.
|
The public part of the meeting finished at 11.34am.
Confirmed 19 December 2016
Deputy Mayor
PALMERSTON NORTH CITY
COUNCIL
Memorandum
TO: Council
MEETING DATE: 19 December 2016
TITLE: Winter Tattoo - Financial Delegated Authority
DATE: 12 December 2016
AUTHOR/S: Ian
Littleworth, Manager - Community Engagement, Libraries and Community Services
|
RECOMMENDATION(S) TO Council
1. That
Council Officers be given financial delegated
authority to spend funding of up to $50,000 received through grants and
sponsorships for the 2017 Winter Festival.
|
1. ISSUE
Should funding
be received from grants and sponsorship for the 2017 Winter Festival there is
no financial delegated authority for Council Officers to spend this funding.
2. BACKGROUND
At the 5
December 2016 Sport and Recreation Committee meeting Council Officers reported
on progress of planning for the 2017 Winter Festival.
The report
outlined that funding of $50,000 from Programme 1280 and $35,000 from the Core
Council Events budgets is allocated to the Festival. Approval for this
expenditure falls within current delegated authorities.
Additional
funding of $35,000 is required to meet the current festival budget and it is
proposed that this is sourced from grants and sponsorships.
On the
assumption that funding is successfully sourced Council approval is now sought
for financial delegated authority to spend grants and sponsorship funding on
the delivery of the 2017 Winter Festival.
The report
recommendation has included delegated authority of up to $50,000 in case
additional grant and sponsorship funding is received beyond the required
$35,000.
3. NEXT
STEPS
Council
Officers will continue to source grants and sponsorships funding the 2017
Winter Festival
Attachments
Nil
|
Ian Littleworth
Manager - Community Engagement
|
|
|
PALMERSTON NORTH CITY
COUNCIL
Memorandum
TO: Council
MEETING DATE: 19 December 2016
TITLE: Begging in the CBD - Extension of MASH Trust contract
DATE: 12 December 2016
AUTHOR/S: Ian
Littleworth, Manager - Community Engagement, Libraries and Community Services
|
RECOMMENDATION(S) TO Council
1. That
the MASH Trust contract to deliver targeted
services supporting beggars in the CBD be extended to 24 March 2017
|
1. ISSUE
The three
month trial with the MASH Trust to deliver targeted services supporting beggars
in the CBD is due to finish on the 24th of January 2017.
Due to the
timing of the 2017 Council Committee meetings the results of the trial will not
be reported to Council prior to the conclusion of the contract. Consequently
there will be a gap between the end of the trial and Council being able to make
a decision on the future of this service.
To ensure that
there is a continuity of service delivery it is proposed to extend the trial
for a further two months to allow time for a report to be presented for Council
consideration.
2. BACKGROUND
Funding is
available through existing Council Unit budgets to extend the MASH Trust
contract for another two months.
The cost of
this will be no more than $6,000 per month.
3. NEXT
STEPS
Council
Officers will arrange an extension to the MASH Trust contract
Attachments
Nil
|
Ian Littleworth
Manager - Community Engagement
|
|
|
PALMERSTON NORTH CITY
COUNCIL
Memorandum
TO: Council
MEETING DATE: 19 December 2016
TITLE: Governance Statement 2016/2019
DATE: 15 November 2016
AUTHOR/S: Kyle
Whitfield, Governance & Support Team Leader, City Corporate
|
RECOMMENDATION(S) TO Council
1. That the
Local Governance Statement, attached to this memorandum, be approved
and the Chief Executive be authorised to make amendments to the Local
Governance Statement to keep it up to date.
|
1. ISSUE
Approval
of a Local Governance Statement for Palmerston North City Council, for the
2016-2019 term, is required in accordance with section 40 of the Local
Government Act 2002 (“the LGA”).
2. BACKGROUND
Section
40 of the LGA requires all local authorities to prepare and make publicly
available a local governance statement that includes information on:
(1)
A local authority must prepare and make publicly available, following the
triennial general election of members, a local governance statement that includes
information on—
a) the functions,
responsibilities, and activities of the local authority; and
b) any local
legislation that confers powers on the local authority; and
ba) the bylaws
of the local authority, including for each bylaw, its title, a general
description of it, when it was made, and, if applicable, the date of its last
review under section 158 or 159; and
c) the
electoral system and the opportunity to change it; and
d) representation
arrangements, including the option of establishing Māori wards or
constituencies, and the opportunity to change them; and
e) members’
roles and conduct (with specific reference to the applicable statutory
requirements and code of conduct); and
f) governance
structures and processes, membership, and delegations; and
g) meeting
processes (with specific reference to the applicable provisions of the Local Government Official Information and Meetings Act
1987 and standing orders); and
h) consultation
policies; and
i) policies
for liaising with, and memoranda or agreements with, Māori; and
j) the
management structure and the relationship between management and elected
members; and
ja) the remuneration and
employment policy, if adopted; and
k) equal
employment opportunities policy; and
l) key
approved planning and policy documents and the process for their development
and review; and
m) systems for public
access to it and its elected members; and
n) processes
for requests for official information.
(2)
A local authority must comply with subsection (1) within 6 months after each
triennial general election of members of the local authority.
(3)
A local authority must update its governance statement as it considers
appropriate.
The
attached draft statement complies with the above requirements. The Local
Governance Statement must be prepared and made publicly available within six
months after each triennial general election of members of the local
authority. For this term of Council, the last date for compliance is 8
April 2017.
3. NEXT
STEPS
Once
approved, our Local Governance Statement will be published on the Palmerston
North City Council’s website.
Pursuant
to section 40(3) of the LGA, Council is required to keep its governance
statement up to date. Authorisation is therefore sought for the Chief Executive
to make amendments to the Local Governance Statement as appropriate, to ensure
the publicly available version of the document is as up-to-date as possible,
incorporating, for example, any changes in Council policy, structure,
personnel, and elected members’ contact details.
Attachments
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1.
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Governance Statement 2016/2019 ⇩ 
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Kyle Whitfield
Governance & Support Team Leader
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PALMERSTON NORTH CITY
COUNCIL
Memorandum
TO: Council
MEETING DATE: 19 December 2016
TITLE: Re-establishment of the Manawatu District / Palmerston North City
Joint Strategic Planning Committee
DATE: 30 November 2016
AUTHOR/S: Kyle
Whitfield, Governance & Support Team Leader, City Corporate
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RECOMMENDATION(S) TO Council
1. That the Council
re-establish the Manawatu District / Palmerston North City Joint
Strategic
Planning Committee, with terms of reference as outlined in the agreement to
form the Manawatu District / Palmerston North City Joint Strategic Planning
Committee dated 16 November 2016.
2. That meetings of the
Manawatu District / Palmerston North City Joint Strategic Planning
Committee be held on the following dates:
• 22 February 2017
• 31 May 2017
• 23 August 2017
• 22 November 2017
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1. ISSUE
To
re-establish the Manawatu District / Palmerston North City Joint Strategic
Planning Committee, and set meeting dates for 2017.
2. BACKGROUND
In
August 2014, changes to the Local Government Act 2002 were made by the Local
Government
Act 2002 Amendment Act 2014. These changes mean that under Schedule 7(30A) all
joint committees must have an agreement that all committee members have entered
into that covers all the requirements set out in the amended legislation. This
agreement is required to be negotiated and signed prior to the joint committee
being formed.
At
its meeting held 14 November 2016, the Palmerston North City Council passed a
resolution:
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.”
The
Manawatu
District Council passed a similar resolution and accordingly an updated agreement was
signed by the Chief Executives of the two Councils.
Now
that the agreement for re-establishing the Manawatu District / Palmerston North
City Joint Strategic Planning Committee has been signed by the two Chief
Executives on behalf of their Councils, both Councils are now asked to
separately pass further resolutions establishing the Joint Committee, and
setting dates for the committee to meet in 2017.
As
set out in the Terms of Reference contained in the agreement to re-establish
the Joint Committee, the membership of the Joint Committee comprises ten
members, made up of the Mayor and four Councillors from each Council.
The
Joint Committee will appoint its Chairperson and Deputy Chairperson at its
first
meeting,
one of whom will be the Mayor or a Councillor of Manawatu District Council and
the other the Mayor or a Councillor of Palmerston North City Council.
The
Terms of Reference set out that meetings of the Joint Committee will be held at
intervals
of three months, with other meetings being held as and when required. It is
proposed
that a similar meeting schedule to prior years be followed, with meetings held
on a Wednesday in the months of February, May, August and November. The venue
for the meetings will be the Council Chamber at Manawatu District Council.
Attachments
Nil
|
Kyle Whitfield
Governance & Support Team Leader
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PALMERSTON NORTH CITY
COUNCIL
Memorandum
TO: Council
MEETING DATE: 19 December 2016
TITLE: Live Streaming of Council/Committee Meetings
DATE: 30 November 2016
AUTHOR/S: Kyle
Whitfield, Governance & Support Team Leader, City Corporate
John Annabell,
Legal Counsel, City Corporate
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RECOMMENDATION(S) TO Council
1. That
Council conduct a three month trial of Live
Streaming all Council and Committee meetings.
2. That
new capital expenditure up to $55,000 be approved to facilitate the trial.
3. That
new operational expenditure up to $20,000 be approved to facilitate the
trial.
4. That
the Chief Executive be instructed to implement this trail.
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1. ISSUE
A request from
Elected Members has been received to look into conducting a live streaming
trial of Council/Committee meetings.
2. BACKGROUND
A growing wish shared by local government bodies is to be more
transparent with their ratepayers. This move to an open and accessible
democracy has the huge advantage of helping members of the community understand
local government processes and systems and follow decision-making on issues
that are of importance to them.
By live streaming/webcasting all council meetings and making them
accessible and then recording that stream to create an online video library for
later viewing as and when suits, you actually prevent a skewed view of events
from becoming established. People can access all content at a time and place
that suits them. The live streaming of council/committee meetings also means
that media didn’t feel the need to attend meetings as they can watch the
proceedings live online.
Meetings are streamed and presented without bias and are able to be
viewed online in the same way as someone would be able to receive information
if they had actually attending the meetings. When a part of the meeting has to
be held in private it’s quite simple to turn off the cameras and
microphones, in a similar way that the council chamber is emptied of the public
when it goes into Part II [Confidential].
One reason that is often given for not live
streaming is that only one man and his dog will watch. While sometimes that
might be true, other Councils which we have consulted with have found that
viewer numbers very much depend on how the council in question promotes the
live stream and what is on the agenda. If the local body records the live
stream and creates a video library so that viewers can watch recordings at a
time that suits them (a process known as time-shifted viewing), this greatly
increases the viewer numbers. By allowing the viewer to share video through
their social network, total viewing numbers are greatly increased.
There are a small number of companies in New
Zealand who specialise in this type activity. If the above recommendations are
approved we would be conducting a request for proposals from some of these
companies.
The anticipated cost of the trial is likely
to be in the vicinity of $44,330 to $73,850. This includes the purchase of
equipment, a website for streaming, installation of equipment and software, and
also includes a person who manages the live streaming.
The process will be managed in three phases:
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Phase
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Description
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Estimated Cost (excl GST)
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One
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Obtain full brief, scope chambers, work
with IT staff
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$5,750
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Two
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Manage and oversee the installation,
purchase of equipment
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$15,000 to $35,000
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Streaming Website
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$10,000
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Three
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Supplied Crew who manages live streaming,
project management
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$720-$1,400 per day
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Management Fees
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$3,500
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Total Estimated Range
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$44,330 to $73,850
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Phase two costs can vary due to what has
occurred in the planning process of phase one. The final costs depend entirely
on the final requirements, equipment purchased (which can varies greatly) and
the complexity of the building for installation of cameras, the number of
cameras and type. These planning and final requirements will be worked through
with the preferred provider.
Phase three costs includes all editing
(pre/during/post meeting) of videos into agenda items and archived onto the
specialised website.
3. LEGAL
There are some potential legal issues associated with the live
streaming of Council and Committee meetings. These arise mainly from the
possibility of defamation claims and from possible breaches of the Privacy Act
1993.
In relation to defamation, if meetings are live streamed and/or made
available for viewing after the meeting has been completed, the risk arises
from the established principle that claims can be brought not just against the
person making the statement complained of, but also against those persons or
organisations who have participated in the publication of the relevant
statements.
However, some measure of protection is afforded by defences that
might be available that include truth, honest opinion and qualified privilege.
Probably the most relevant defence is that of qualified privilege which has a
basis in both common law and in legislation, the latter in the Defamation Act
1992 through the inclusion of fair and accurate reports of local authority and
committee meetings as publications protected by qualified privilege. Section 53
of LGOIMA 1987 also confers qualified privilege for oral statements made at
local authority meetings, but it appears that this defence would be available
only to the maker of the statement in the meeting setting, and would not be
available for any subsequent republication, whether live or recorded.
The defence of qualified privilege is limited by the restrictions
placed on it. In particular, this defence will fail if the plaintiff is able to
prove that the publisher of the statement(s) complained of:
(a) Was
predominantly motivated by ill will towards the plaintiff, or
(b) Otherwise
took improper advantage of the occasion of publication.
We consider that the above requirements place a reasonably high
threshold on the part of the plaintiff to succeed. It would be difficult for a
plaintiff to allege that the Council was motivated by ill will against the
plaintiff, or otherwise took improper advantage of publication, when the
Council’s role has simply been to simultaneously re-broadcast the
complained of words as they have been spoken, without having any real
opportunity to prevent their publication. However, should there be a sustained
attack on the reputation on the plaintiff at the meeting, the Chairperson
should intervene at the time and, if possible, the Council should edit out the
words from any delayed broadcast of the meeting.
The nature and permanence of a publication might be relevant.
Information published on the Council’s website for viewing after the
live-streaming would be freely accessible for all to view, download and
disseminate, and may remain accessible elsewhere even when removed by the
Council. If the statements made were highly damaging, the Council should take
care to establish their accuracy before continuing publication of them.
Otherwise it might be said that the Council had taken improper advantage of the
occasion and therefore should not be able to rely on a defence based on
qualified privilege. In other words, while a live broadcast may be protected by
qualified privilege, this might not be the case for longer term website
records.
In investigating setting up of a live streaming system, it might be
appropriate to establish whether or not there is ability for a live stream to
either be halted at the time or at least the sound muted, so as to prevent the
sustained publication of supposedly defamatory remarks.
In relation to the Privacy Act 1993, there is a risk that members of
the public might be aggrieved if their photographs or statements made by them
to the meeting are broadcast. Such complaints would be on the basis that
the Council has collected and disclosed information in a manner inconsistent
with the Information Privacy Principles set out in section 6 of the Privacy Act.
This risk could be mitigated to some extent if the Council adopts the
webcasting protocols set out in the revised Standing Orders recently released
by Local Government New Zealand. Relevant provisions in those webcasting
protocols include:
(a) The
default shot will be on the chairperson or a wide-angle shot of the meeting
room.
(b) Cameras
will cover a member who is addressing the meeting. Cameras will also
cover other key participants in a meeting, including staff when giving advice
and members of the public when addressing the meeting during the public input
time.
(c) Shots
unrelated to the proceedings, or not in the public interest, are not permitted.
(d) If
there is a general disorder or a disturbance from the public gallery, coverage
will revert to the chairperson.
(e) Appropriate
signage will be displayed in the meeting room alerting people present that the
proceedings are being web cast.
In addition to the above, a statement should be made by the
Chairperson at the start of the meeting advising that the proceedings will be
broadcast, including any statements made by members of the public during the
course of proceedings.
Despite the above protocols, it would
appear not to be possible to completely avoid pictures of members of the public
appearing in the background of members’ addressing the meeting. If a
member of the public wishes to address the meeting, but specifically wishes not
to have their statement broadcast, you might wish to consider how such a
request could or should be accommodated or refused.
4. NEXT
STEPS
Decide on the particulars on the trial (types and number of cameras,
how it is operated, only live streaming or storage facilities etc).
Purchase a market comparison of companies who offer this type of
service.
Attachments
Nil
|
Kyle Whitfield
Governance & Support Team Leader
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John Annabell
Legal Counsel
|
|
PALMERSTON NORTH CITY
COUNCIL
Memorandum
TO: Council
MEETING DATE: 19 December 2016
TITLE: Amendment to the Annual Meeting Calendar 2017
DATE: 1 December 2016
AUTHOR/S: Kyle
Whitfield, Governance & Support Team Leader, City Corporate
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RECOMMENDATION(S) TO Council
1. That
the Community Development Committee, Sport and
Recreation Committee and the Arts, Culture and Heritage Committee is to now
start at 9:00am instead of 1:00pm on their respected meeting dates.
2. That
the amended Palmerston North City Council Annual Meeting Calendar 2017
(attached) is adopted.
|
1. ISSUE
A request to
change the Community Development Committee, Sport and Recreation Committee and
the Arts, Culture and Heritage Committee to commence their meetings at 9:00am
on their respected dates instead of the previously approved 1:00pm start times.
2. NEXT
STEPS
Update the
Palmerston North City Council Annual Meeting Calendar 2017 as attached.
Attachments
|
1.
|
Annual Meeting Calendar 2017 ⇩ 
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|
|
Kyle Whitfield
Governance & Support Team Leader
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PALMERSTON NORTH CITY
COUNCIL
Memorandum
TO: Council
MEETING DATE: 19 December 2016
TITLE: Conference Opportunity - Unitvierty of Otago, Wellington Summer
School - Active Transport/Green Space
DATE: 9 December 2016
AUTHOR/S: Kyle
Whitfield, Governance & Support Team Leader, City Corporate
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RECOMMENDATION(S) TO Council
1. That
Council consider the appropriateness of sending an elected member or members
to attend, with expenses paid, to the Green Spaces in the Resilient City on
Thursday 16 February 2017.
2. That
Council consider the appropriateness of sending an elected member or members
to attend, with expenses paid, to the Signposting the routes to active
transport on Friday 17 February 2017.
3. That,
in the event that 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 22
December 2016.
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1. ISSUE
The elected members’
budget for conference attendance and training opportunities is $81,732. As at 9
December 2016 there remains $49,545 available
for the balance of the financial year ending 30 June 2017. This does not
include outstanding invoices that have been previously approved, but have yet
to be presented for payment.
Fees
for the conference for full registration will be $400.00 excluding GST per
person per course.
No financial provision is to be made for any spouse or
partner of an elected member attending any conference or training opportunity,
other than for the Mayor’s spouse or partner attending a conference in
association with the Mayor.
2. BACKGROUND
Green space in the resilient city – Thursday 16 February
2017
Most New Zealanders are fortunate in having good access to green
space, but do we take this for granted and could we do better in making the
benefits of green spaces access available to all? This course will provide an
enjoyable “talk and walk” examination of this important aspect of
urban form and function, drawing on authoritative knowledge and hands-on
experience of top academics, planners and local council managers. Participants
can expect to go home with inspiring ideas to apply to their own experience and
challenges, and having contributed to an agenda for further progress locally
and nationally.
Topics covered
1. Overview of
public and private urban green spaces (UGS) in NZ cities
2. Recent
international and NZ research on UGS values, contribution to health and
wellbeing and urban resilience
3. Interactions of
UGS values with other components of the Resilient Urban Futures programme, e.g.
health and wellbeing of urban communities, transport corridors, compact vs
dispersed residential areas, water and air quality, response to emergencies
4. City-focussed
guest presentations and case studies covering researchers’ and
practitioner’s experiences in a range of large and medium-sized New
Zealand and Australian cities
5. Field-based
examination and discussion of UGS management in Wellington City
6. Discussion on
developing an agenda for optimisation of UGS values in resilient New Zealand
cities
Style of course
Morning:
Presentations to group followed by case studies and discussion.
Afternoon: Walking and bus trip including: Newtown, Victoria University of
Wellington, Wellington Botanic Garden, CBD, Wellington Waterfront, with
concluding discussion.
Who should attend?
This
course will interest a wide range of planners, managers and researchers working
in health, recreation, transport, environment, etc, at local and central
levels, in the public and private sectors. Some walking during the afternoon
will be part of the programme.
Signposting the routes to active transport Friday 17 February
2017
Walking and cycling are great for health, the environment and
the economy. Yet our cities and countryside are dominated by cars and the roads
and parking spaces they require.
If your work involves cycling or walking support, transport
infrastructure, health promotion, active travel advocacy, children’s
health, community development, transport issues – whether in central or
local government, urban design, business, or community advocacy, this course
will be of interest.
Here’s a chance to catch up with the most recent research
and debates about active travel, and meet up with others working in related
fields.
Topics covered
In
this symposium-style course, speakers present latest research on:
o the
intersection of transport and health
o the
state of cycling and walking in our cities
o what
works to increase cycling and walking
o children’s
travel to and from school
o the
built environment and active travel
o a
unique case report on walking to work.
o a panel
discussion about conflicts in shared spaces.
Style of course
Symposium
- Multi-speaker presentations and panel discussion in lecture theatre setting.
Expect time for questions, discussion and debate.
3. NEXT
STEPS
Council may choose whether any elected
members should attend the conference, and if so, how many, in which case the
Council could invite registrations of interest from elected members wishing to
attend.
Council may permit the attendance of elected
members at conference and training opportunities, with leave of absence and
appropriate expenses paid; the decision on such attendance to be reported back
to the Council by the Mayor.
If the Council decides to approve the
attendance of one or more elected members, registrations of interest will be
sought from elected members. At the closing date of registrations (12 noon on
Friday 22 December 2016), the Governance and Support Team Leader will advise
the Chairperson and Deputy Chairperson of the interest received, for them to
make a decision on the successful registrant(s).
Once the Chairperson and Deputy Chairperson
have advised the Governance and Support Team Leader of the successful
registrant(s), all further information regarding the workshop will then be
forwarded to that person or those persons direct.
Attachments
NIL
|
Kyle Whitfield
Governance & Support Team Leader
|
|
|
PALMERSTON NORTH CITY
COUNCIL
Recommendations
from Committee
TO: Council
MEETING DATE: 19 December 2016
TITLE: Presentation of the Part I Public Planning and Strategy Committee
Recommendations from its 21 November 2016 Meeting
Set out below are the recommendations only
from the Planning and Strategy Committee meeting Part I Public held on 21
November 2016. The Council may resolve to adopt, amend, receive, note or not
adopt any such recommendations. (SO 3.18.1)
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74-16
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Wastewater
BPO Project Review - Project Steering Group Establishment
Report,
dated 3 November 2016, from the Special Projects Manager, Phil Walker and the
Water & Waste Services Manager, Robert van Bentum.
The COMMITTEE
RECOMMENDS
1. That
Council approve the establishment of the Project Steering Group for the
Wastewater BPO review project as outlined in the report dated 3 November 2016
and entitled `Wastewater
BPO Project Review - Project Steering Group Establishment.’
2. That
the Chairperson and Deputy Chairperson of the Planning and Strategy Committee
be given approval to make minor amendments to the terms of reference.
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75-16
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Review
of Palmerston North Water Supply Security Post Havelock North Contamination
Report,
dated 3 October 2016, from the Water & Waste Services Manager, Robert van
Bentum and the Water Asset Engineer, Dora Luo.
The COMMITTEE
RECOMMENDS
1. That
Council support implementation of Actions 1, 2, 3, 4,
9, 10 and 13, of the report to further mitigate and
reduce water safety and security risks in relation to Palmerston North City
Council owned, operated and managed water supply schemes, on the basis and to
the extent that they can be funded by reprioritising existing operational
budgets.
2. That
Council approve implementation of Actions 6, 7, 11 and 12, of the report to
further mitigate and reduce water safety and security risks, at a cost of
$234,500 to be funded from the surplus in Capital New Programme 610 / 929 as
recommended to the 14th November 2016 Council meeting under the
Part 2 report entitled “Tender Award – Contract 3416”.
3. That
Council defer a decision on implementation of Actions 5, 8 and 14, of the
report to further mitigate and reduce water safety and security risks, which
require additional renewal funding of $246,000, until Officers have reported
back in early 2017 confirming any surplus or deferred renewal funding which
might be utilised.
4. That
programs 610 and 929 be reduced by $234,500 and a new program called `water
safety and security mitigation’ be implemented.
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Attachments
Nil
PALMERSTON NORTH CITY
COUNCIL
Recommendations
from Committee
TO: Council
MEETING DATE: 19 December 2016
TITLE: Presentation of the Part I Public Finance and Performance Committee
Recommendations from its 28 November 2016 Meeting
Set out below are the recommendations only
from the Finance and Performance Committee meeting Part I Public held on 28
November 2016. The Council may resolve to adopt, amend, receive, note or not
adopt any such recommendations. (SO 3.18.1)
|
93-16
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Quarterly
Performance and Finance Report - Period Ending 30 September 2016
Memorandum,
dated 11 November 2016 from the Financial Accountant, Keith Allan and the
Head of Community Planning, Andrew Boyle.
The COMMITTEE
RECOMMENDS
1. That the Committee receive the September
2016 Quarterly Performance and Financial Report and note:
a. the
October 2016 financial performance and September 2016 operating performance.
b. the
October 2016 capital expenditure programme progress together with those
programmes identified as unable to be completed this financial year. .
2.
That the Chief Executive be instructed to provide a report to the next
Finance and Performance Committee meeting with a breakdown of all electricity
costs of the past two years and where the costs have been apportioned.
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Attachments
Nil
PALMERSTON NORTH CITY
COUNCIL
Recommendations
from Committee
TO: Council
MEETING DATE: 19 December 2016
TITLE: Presentation of the Part I Public Audit and Risk Committee
Recommendations from its 28 November 2016 Meeting
Set out below are the recommendations only
from the Audit and Risk Committee meeting Part I Public held on 28 November
2016. The Council may resolve to adopt, amend, receive, note or not adopt any
such recommendations. (SO 3.18.1)
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29-16
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Management Agreed Audit Corrective
Actions - Timeline Missed
Memorandum,
dated 28 October 2016, from the Senior Internal Auditor, Vivian Watene.
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The COMMITTEE
RECOMMENDS
1. That
the Committee receive the Memorandum dated 28 October
2016 entitled ‘Management Agreed Audit Corrective Actions –
Timeline Missed’ for information.
2. That
the Chief Executive be instructed to report a Business Continuity Plan Status
Report to the next Audit and Risk Committee meeting in February 2017.
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Attachments
Nil
PALMERSTON NORTH CITY
COUNCIL
Recommendations
from Committee
TO: Council
MEETING DATE: 19 December 2016
TITLE: Presentation of the Part I Public Economic Development Committee
Recommendations from its 5 December 2016 Meeting
Set out below are the recommendations only
from the Economic Development Committee meeting Part I Public held on 5
December 2016. The Council may resolve to adopt, amend, receive, note or not
adopt any such recommendations. (SO 3.18.1)
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9-16
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Palmerston
North City Council Support to the Kaikoura District Council
Memorandum,
dated 5 December 2016 from the Mayor, Grant Smith.
The COMMITTEE
RECOMMENDS
1. That Palmerston North City Council support the
Kaikoura District Council. That we write to Mayor Gray and offer a $25,000
support package towards Earthquake damage and repairs.
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Attachments
Nil
PALMERSTON NORTH CITY
COUNCIL
Recommendations from Committee
TO: Council
MEETING DATE: 19 December 2016
TITLE: Presentation of the Part I Public Sport and Recreation Committee
Recommendations from its 5 December 2016 Meeting
Set out below are the recommendations only
from the Sport and Recreation Committee meeting Part I Public held on 5
December 2016. The Council may resolve to adopt, amend, receive, note or not
adopt any such recommendations. (SO 3.18.1)
|
26-16
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Sport
Manawatu 12 Month Report - 1 July 2015 to 30 June 2016
Report,
dated 9 November 2016 from the Senior Property & Parks Planner, Aaron
Phillips.
The COMMITTEE RECOMMENDS
1. That the Council receives
Sport Manawatu’s 12 month report for the period 1 July 2015 to 30 June
2016.
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|
28-16
|
Swimming
Pool Management of Lane Space and Opening Hours
Report,
dated 24 November 2016 from the Temporary Employee, Rob Bellad-Ellis.
The COMMITTEE
RECOMMENDS
1. That
Officers investigate options with other Pool owners with a view to either the
PNCC or private users obtaining the use of additional lane space at peak
times as described in Option 2 of the Report dated 24 November 2016 and
entitled “Swimming Pool Management of Lane Space and Opening
Hours”.
2. That
the Chief Executive be instructed to investigate options to increase
capacity within Council’s existing facilities including costings and potential
cost recovery and be brought back to Committee by March 2017.
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|
29-16
|
Dittmer
and Victoria Esplanade Reserves Powerco Easements
Report,
dated 1 November 2016 from the Leisure Assets Planner, Jason Pilkington.
The COMMITTEE
RECOMMENDS
1. That
Council resolves to grant an easement to Powerco for the installation of
electrical cables from the proposed new cycle/pedestrian bridge at the
Dittmer Reserve (legally described as Sec 1701 Town of Palmerston North
Gazette Notice 593626) as shown in Attachment 2 of the report titled
“Dittmer and Victoria Esplanade Reserves Powerco Easements”,
dated December 2016.
2. That
Council exercise the delegated authority of the Minister of Conservation to
grant an easement to Powerco for the installation of electrical cables from
the proposed new bridge at the Dittmer Reserve as shown in Attachment 2 of the report titled “Dittmer and Victoria Esplanade
Reserves Powerco Easements”, dated December 2016.
3. That
Council resolves to grant an easement to Powerco for the installation of
electrical cables at Victoria Esplanade along the southern side of the
boundary to Park Road (legally described as Sec 1536 Town of Palmerston
North) as shown in Attachment 3 of the report titled “Dittmer and Victoria
Esplanade Reserves Powerco Easements”, dated December 2016.
4. That
Council exercise the delegated authority of the Minister of Conservation to
grant an easement to Powerco for the installation of electrical cables at
Victoria Esplanade along the southern side of the boundary to Park Road as
shown in Attachment 3 of the report titled “Dittmer and Victoria
Esplanade Reserves Powerco Easements”, dated December 2016.
5. That
Council note that the requirements of Section 4 of the Conservation Act 1987
have been satisfied in relation to consultation with Iwi over granting an
easement over Dittmer Reserve and an easement over the Victoria Esplanade for
the installation of carrier pipes for electrical services.
6. That
Council note that the requirements of Sections 119 and 120 of the Reserves
Act 1977 have been satisfied in relation to public notification for the
granting of easements over Dittmer Reserve and an easement over the Victoria
Esplanade for the installation of carrier pipes for electrical services.
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30-16
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2017
Winter Festival
Memorandum,
dated 21 November 2016 from the Manager - Community Engagement, Ian
Littleworth.
The COMMITTEE
RESOLVED
1. That
the Memorandum, dated 21 November 2016, and entitled
“2017 Winter Festival”, be received.
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Attachments
Nil
PALMERSTON NORTH CITY
COUNCIL
Recommendations
from Committee
TO: Council
MEETING DATE: 19 December 2016
TITLE: Presentation of the Part I Public Arts, Culture and Heritage
Committee Recommendations from its 12 December 2016 Meeting
Set out below
are the recommendations only from the Arts, Culture and Heritage Committee
meeting Part I Public held on 12 December 2016. The Council may resolve to
adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)
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1-16
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Deputation - Public Sculpture Trust
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The COMMITTEE
RECOMMENDS
1. That the Arts, Culture and Heritage Committee receive the
deputation for information.
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2. That
the Chief Executive be instructed to provide a report to the Arts, Culture
and Heritage Committee on the Asset Management of Public Art (Excluding Te
Manawa collections) so that due regard can be given to maintenance and
conservation and a register is created.
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4-16
|
2019
Military Tattoo
Memorandum,
dated 25 November 2016 from the Manager - Community Engagement, Ian
Littleworth.
The COMMITTEE
RECOMMENDS
1. That
the report dated 25 November 2016 entitled `2019
Military Tattoo’ be received.
2. That
Council consider bringing forward the LTP funding for consideration in the
2017/18 Annual Plan and that consideration be given to seek external funding
towards the event.
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5-16
|
CCOs
Annual Report
Report,
dated 31 October 2016 from the Community Groups Advisor, Pascal Francois, the
Financial Accountant, Keith Allan and the Community Liaison Team Leader,
Peter Grey.
The COMMITTEE
RECOMMENDS
1. That
the 2015-2016 Annual Reports submitted by Caccia Birch Trust Board, Te Manawa
Museums Trust Board and Globe Theatre Trust board be received; and
2. That
the Council notes the performance achieved by each of the Council Controlled
Organisations; and
3. That
the Council thank Board members, staff and volunteers for their contributions
and commitment shown during the 2015-2016 year.
4.
That the Chief Executive
be instructed to consider further discussion with the Council Controlled
Organisation’s regarding joint marketing opportunities and this be
reported back to the next Committee meeting in February 2017 for
consideration.
5.
That the Chief Executive be instructed to explore options on how Palmerston
North City Council can further support the work of Caccia Birch to achieve
its objectives and KPI’s and report back to the Committee in June 2017.
6.
That the 2015-2016 Annual Reports submitted by The Regent Theatre
Trust board be received; and
7. That
the Council notes the performance achieved by The Regent Theatre Trust Board;
and
8. That
the Council thank Board members, staff and volunteers for their contributions
and commitment shown during the 2015-2016 year.
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Attachments
Nil
PALMERSTON NORTH CITY
COUNCIL
Recommendations
from Committee
TO: Council
MEETING DATE: 19 December 2016
TITLE: Presentation of the Part I Public Community Development Committee
Recommendations from its 12 December 2016 Meeting
Set out below are the recommendations only
from the Community Development Committee meeting Part I Public held on 12
December 2016. The Council may resolve to adopt, amend, receive, note or not
adopt any such recommendations. (SO 3.18.1)
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60-16
|
Safety
Advisory Board - Request for formal endorsement
Memorandum,
dated 27 November 2016 from the General Manager - Libraries and Community
Services, Debbie Duncan.
The COMMITTEE
RECOMMENDS
1. That
the report Safety Advisory Board – Request for
Formal Endorsement be received.
2. That
Council formally endorse the Safety Advisory Board and its continued focus on
the retention of the Palmerston Norths International Safe Communities Safe
City status.
3. That
Council agree that the Safety Advisory Board will be led by Palmerston North
City Council and chaired by either the Mayor, or his nominated representative
if so desired by the Safety Advisory Board.
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61-16
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Appointment
of Councillor to the Safety Advisory Board
Memorandum,
dated 28 November 2016 from the Governance & Support Team Leader, Kyle
Whitfield.
The COMMITTEE
RECOMMENDS
1. That
Council appoint the Portfolio holder for Safe City as the Council
Representative on the Safety Advisory Board.
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1-16
|
Notice of Motion - Social Housing
Strategy and
Social Housing Strategy -
Supplementary information
Memorandum, dated 30 November 2016 from
the General Manager - Libraries and Community Services, Debbie Duncan.
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The COMMITTEE RECOMMENDS
1. That the report, dated 22 October 2015 and entitled
“Social Housing Strategy Options for Delivery”, by Julie
Macdonald be lifted off the table.
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2. That the Social Housing Strategy be reviewed to:
a. Set rents
up to market value dependent on tenants ability
to pay;
b. Apply
changes to rentals to new tenants only;
c. Benchmark to the government standard for rental housing
as described in the Residential Tenancies Act, instead of the Otago Medical
School Warrant of Fitness Programme;
d. Undertake the phasing out of bedsits over a longer time
period to enable priority to be placed on increasing new housing;
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e. Deliver social housing in a financially sustainable
manner with a view to achieving cost neutrality.
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3. That the Chief Executive be instructed
to report on the implications of the proposed new direction for Social
Housing as directed by the Council before the Strategy is re-drafted by June
2017.
4. That the Chief Executive be instructed
to investigate a mixed-model of delivery that retains social housing under
Council control together with partnerships with other agencies/investors to
increase Council’s social housing stock, and report back to Council as
a matter of urgency.
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5. That Council approve the expenditure of $22,000 to
complete an initial scoping exercise to progress a mixed model for Delivery
of Social Housing.
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63-16
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Notice of Motion - Elected Member
Community Engagement Calendar
The COMMITTEE RECOMMENDS
1. That
the Chief Executive develop an elected member community engagement calendar
to ensure that the ‘Lets Talk’ annual KPI’s are met.
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Attachments
Nil
