Palmerston North City Council

Minutes of the Finance and Performance Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 20 March 2017, commencing at 9.00am

Members Present:

Councillor Susan Baty (in the Chair), The Mayor (Grant Smith) and Councillors Brent Barrett, 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.

13-17	Confirmation of Minutes
	Moved Aleisha Rutherford, seconded Rachel Bowen. The COMMITTEE RESOLVED 1. That the minutes of the Finance and Performance Committee meeting of 20 February 2017 Part I Public be confirmed as a true and correct record.

14-17	Library Refurbishment Project – Notice of Motion
	Moved Vaughan Dennison, seconded Jim Jefferies. The COMMITTEE RECOMMENDS 1.   That as part of the Library Refurbishment Project, the future access and use of the Heritage Staircase be assessed and restoration cost estimates be reported as part of the next Long Term Plan (LTP) review up to $40,000.

15-17	Palmerston North Airport Ltd - Interim Report for 6 months to 31 December 2016 Memorandum, dated 6 March 2017 from the Strategy Manager Finance, Steve Paterson.
	Moved Aleisha Rutherford, seconded Tangi Utikere. The COMMITTEE RECOMMENDS 1.   That the Interim Report and Financial Statements of Palmerston North Airport Ltd for the period ended 31 December 2016 be received.

16-17	Palmerston North Airport Ltd - Draft Statement of Intent for 2017/18 Memorandum, dated 6 March 2017 from the Strategy Manager Finance, Steve Paterson.
	Moved Leonie Hapeta, seconded Bruno Petrenas. The COMMITTEE RECOMMENDS 1.   That the Palmerston North Airport Ltd draft Statement of Intent for 2017/18 be received and its assumptions endorsed.
	Moved Brent Barrett, seconded Lorna Johnson. 2. That the Palmerston North Airport Ltd draft Statement of Intent for 2018/19 be updated to include scoping process, feasibility and value proposition of gaining carbon neutral certification.

17-17	New Programme for Infeed Conveyor Upgrade at Awapuni MRF Report, dated 23 February 2017 from the Water & Waste Services Manager, Robert van Bentum and the Rubbish and Recycling Engineer, Natasha Hickmott.
	Moved Susan Baty, seconded Aleisha Rutherford. The COMMITTEE RECOMMENDS 1.   That the Committee approve the creation of a new 2016/17 Capital New programme for $50,000 for the upgrade of the Infeed Conveyor at the Awapuni Materials Recycling Facility.

18-17

Central Energy Trust Wildbase Recovery - Establishing the Project Steering Group Report, dated 8 March 2017 from the Senior Property & Parks Planner, Aaron Phillips.

Moved Leonie Hapeta, seconded Aleisha Rutherford. The COMMITTEE RECOMMENDS 1.   That Council endorse the project management structure including establishment of a Project Steering Group as outlined in Figure One of the Report titled “Central Energy Trust Wildbase Recovery – Establishing the Project Steering Group” dated 8 March 2017. 2.   That the Chief Executive seek expressions of interest from Elected Members for two Central Energy Trust Wildbase Recovery Project Steering Group positions. 3.   That the Mayor, Deputy Mayor and Chair of the Finance and Performance Committee form a recruitment panel and make two Councillor appointments to the Central Energy Trust Wildbase Recovery Project Steering Group.

19-17	Urgent Replacement of Lift Pumps Maxwells Line Memorandum, dated 6 March 2017 from the Waste Water Asset Engineer, Phil Burt and the Water & Waste Services Manager, Robert van Bentum.
	Moved Susan Baty, seconded Karen Naylor. The COMMITTEE RECOMMENDS 1.   That the Committee approve the reallocation of $100,000 from Capital Renewal Programme 54 – Wastewater Mains Renewal to Capital Renewal Programme 65 – Wastewater Pump Station Renewal  to enable urgent replacement of two lift pumps at the Maxwell’s Line Wastewater Pump Station within the 2016/17 financial year.

20-17	Committee Work Schedule - March 2017 Committee Work Schedule, dated March 2017.
	Moved Susan Baty, seconded Leonie Hapeta. The COMMITTEE RESOLVES 1.   That the Finance and Performance Committee receive its Work Schedule dated March 2017.

Exclusion of Public

21-17

Recommendation to Exclude Public

Moved Susan Baty, seconded Tangi Utikere.

The COMMITTEE RESOLVES

“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
13.	Minutes of the Finance and Performance Committee meeting - Part II Confidential - 20 February 2017	For the reasons set out in the Finance and Performance Committee minutes of 20 February 2017, held in public present.

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.

The public part of the meeting finished at 10.27am

Confirmed 19 April 2017

Chairperson