AGENDA

Extraordinary Manawatu District/Palmerston North City Joint Strategic Planning Committee

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PALMERSTON NORTH CITY COUNCIL

 

 

 

 

Extraordinary Manawatu District/Palmerston North City Joint Strategic Planning Committee MEETING

 

31 March 2017

 

MEETING NOTICE

Pursuant to Clause 21 of Schedule 7 of the Local Government Act 2002, I hereby requisition an extraordinary meeting of the Manawatu District/ Palmerston North City Joint Strategic Planning Committee to be held at 1.00pm on Friday, 31 March 2017 in the Council Chamber, first floor, Civic Administration Building, 32 The Square, Palmerston North, to consider the business stated below.

 

 

 

 

 

 

 

 

MAYOR

 

 

 

Order of Business

 

1.         Apologies

2.         Notification of Additional 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.         Appointment of Chair and Deputy Chairperson of the Manawatu District/Palmerston North City Joint Strategic Planning Committee                                                          Page 8

Memorandum, dated 28 February 2017 from the Governance & Support Team Leader, Kyle Whitfield.

4.         Public Participation at Meetings                                                                       Page 9

Memorandum, dated 16 March 2017 from the Governance & Support Team Leader, Kyle Whitfield.

5.         Public Comment

To receive comments from members of the public on matters specified on this Agenda or, if time permits, on other Committee matters.

(NOTE:     If the Committee wishes to consider or discuss any issue raised that is not specified on the Agenda, other than to receive the comment made or refer it to the Chief Executive, then a resolution will need to be made in accordance with clause 2 above.)

6.         Presentation - Gravel and Tar                                                                          Page 13

7.         Central Economic Development Agency - Annual Report for 9 Months Ended 30 June 2016                                                                                                                            Page 55

Memorandum, dated 12 March 2017 from the General Manager - City Future, Sheryl Bryant and the General Manager, Community and Strategy, Manawatu District Council, Brent Limmer.

8.         Central Economic Development Agency - Interim Report for 6 Months to 31 December 2016                                                                                                                            Page 65

Memorandum, dated 12 March 2017 from the General Manager - City Future, Sheryl Bryant and the General Manager, Community and Strategy, Manawatu District Council, Brent Limmer.    

9.         Central Economic Development Agency – Draft Statement of Intent for 2017/18 (to be separately circulated)                                                                                                   

10.       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           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. < add officers who are authors of reports or their substitutes > because of their knowledge and ability to assist the meeting in speaking to their report and answering questions, noting that such officer will be present at the meeting only for the item that relate to their 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

 

Memorandum

TO:                                Manawatu District/Palmerston North City Joint Strategic Planning Committee

MEETING DATE:           31 March 2017

TITLE:                            Appointment of Chair and Deputy Chairperson of the Manawatu District/Palmerston North City Joint Strategic Planning Committee

DATE:                            28 February 2017

AUTHOR/S:                   Kyle Whitfield, Governance & Support Team Leader, City Corporate

 

RECOMMENDATION(S) TO Manawatu District/Palmerston North City Joint Strategic Planning Committee 1.   That the Mayor of Palmerston North City becomes the Chairperson, the Mayor of Manawatu District become the Deputy Chairperson of the Manawatu District/Palmerston North City Joint Strategic Planning Committee.

 

 

Attachments

Nil

 

Kyle Whitfield Governance & Support Team Leader

 

 

Memorandum

TO:                                Manawatu District/Palmerston North City Joint Strategic Planning Committee

MEETING DATE:           31 March 2017

TITLE:                            Public Participation at Meetings

DATE:                            16 March 2017

AUTHOR/S:                   Kyle Whitfield, Governance & Support Team Leader, City Corporate

 

RECOMMENDATION(S) TO Manawatu District/Palmerston North City Joint Strategic Planning Committee 1.   That Manawatu District/Palmerston North City Joint Strategic Planning Committee set aside a public comment section of not more than 30 minutes at the commencement of each ordinary meeting of the Committee to provide members of the community the opportunity to comment

 

1.         ISSUE

Each newly established Committee needs to consider whether or not it wishes to have public participation at its meetings.  The procedures to receive public comment are set out in this report

2.         BACKGROUND

It has been a decision by Committees and Subcommittees in the past to set aside a period of time to receive public comment at the beginning of the meetings for members of the public to comment on issues on the agenda, and if time permits, on other issues.  This procedure has been proven to be effective in providing an opportunity for greater communication with the community

Providing a public comment section at the beginning of the meeting enables any member of the public to come along to the meeting to make comment on any matters on the agenda or other matters if time permits.

This procedure also enables an opportunity for quick response from any Council officer who might be present and also facilitates the request for reports for subsequent meetings.  In some cases, concerns raised by members of the public may well be resolved by Council officers present at the meeting.

The Council has previously adopted its own Standing Orders and in those Standing Orders provision has been made to allow for public comment at Committee and Subcommittee meetings should a Committee wish to adopt this practice.  Please refer to the “Public Participation” section as outlined in clause 3.23 of the Palmerston North City Council’s Standing Orders and as appended to this report.

If a member or members of the public wish to comment on issues that do not appear on the agenda, they must do so with the Chairperson’s approval in the public comment section of the meeting.

3.         NEXT STEPS

If the Committee decide to allow public comment, this will be provided for in all Committee ordinary meetings for the following term.

 

 

Attachments

1.

Standing Orders - Public Participation

 

 

Kyle Whitfield Governance & Support Team Leader

 

 

 

 

 

 

Presentation

TO:                                Manawatu District/Palmerston North City Joint Strategic Planning Committee

MEETING DATE:           31 March 2017

TITLE:                            Presentation - Gravel and Tar

FROM:                           Stephen Stannard

 

RECOMMENDATION(S) TO Manawatu District/Palmerston North City Joint Strategic Planning Committee 1.   That the Manawatu District/Palmerston North City Joint Strategic Planning Committee receive the presentation for information.

 

 

Attachments

1.

Gravel and Tar Event Report ⇩

    

 

 

PALMERSTON NORTH CITY COUNCIL

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Manawatu District/Palmerston North City Joint Strategic Planning Committee

MEETING DATE:           31 March 2017

TITLE:                            Central Economic Development Agency - Annual Report for 9 Months Ended 30 June 2016

DATE:                            12 March 2017

AUTHOR/S:                   Sheryl Bryant, General Manager - City Future, PNCC

Brent Limmer, General Manager - Community and Strategy, MDC

 

RECOMMENDATION TO COMMITTEE 1.   That the Annual Report and Financial Statements of the Central Economic Development Agency for the year ended 30 June 2016 be received.

 

1.         ISSUE

The Central Economic Development Agency (CEDA), as a Council Controlled Organisation, has prepared its Annual Report for the year ended 30 June 2016.

 

2.         BACKGROUND

CEDA’s Annual Report for the year ended 30 June 2016 is attached.  This has been the first opportunity to present this report to the Committee due to the timing of receipt of this report and the last meeting of this Committee in relation to the election cycle.

With the focus on establishment of a new organisation, key achievements included the recruitment of the Chief Executive Officer, Will Samuel, and preparation for the transition of assets, contracts, services and staff from Vision Manawatu and Destination Manawatu.

For the period to 30 June 2016 CEDA was still is its establishment phase and all of its costs were being met through advances from the two shareholders.  Sums being paid to CEDA by the shareholders were timed to ensure CEDA had sufficient funds to meet its actual commitments when payment was due.  At year end CEDA had commitments which were not due to be paid until part way through July.   For that reason CEDA’s financial statements show a net deficit of $21,000 for the period to 30 June.  Shareholders provided advances during July to cover these commitments.

 

 

Attachments

1.

CEDA  Annual Report for 9 months ending 30 June 2016 ⇩

 

 

Sheryl Bryant General Manager - City Future, PNCC

Brent Limmer General Manager, Community and Strategy, MDC

 

 

 

 

 

 

 

 

 

 

 

 

PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Manawatu District/Palmerston North City Joint Strategic Planning Committee

MEETING DATE:           31 March 2017

TITLE:                            Central Economic Development Agency - Interim Report for 6 Months to 31 December 2016

DATE:                            12 March 2017

AUTHOR/S:                   Sheryl Bryant, General Manager - City Future, PNCC

Brent Limmer, General Manager - Community and Strategy, MDC

 

RECOMMENDATION TO COMMITTEE 1.   That the Interim Report and Financial Statements of the Central Economic Development Agency for the period ended 31 December 2016 be received.

 

1.         ISSUE

The Central Economic Development Agency (CEDA), as a Council Controlled Organisation is required to provide a 6-monthly report to the Councils.  The report for the period ending 31 December 2016 is attached.

 

2.         BACKGROUND

CEDA’s draft Statement of Intent (SOI) was considered by the Joint Strategic Planning Committee in May 2016 and the final SOI was considered by the Committee in June 2016.

As CEDA was newly established with the current Board in place from December 2015 and the organisation being operational from 1 September 2016, much of the SOI was focused on establishment and transition matters so that CEDA has a firm foundation to succeed.  The SOI was updated in December 2016 to reflect the focus of CEDA post-organisation establishment.  An action plan of work was provided to the funders for 1 January – 30 June 2016.

Performance for the year to date is covered in the report by the Chairperson and Chief Executive Officer.  Achievements against performance measures are on track for year ending 30 June 2017.

A critical milestone of transitioning contracts, services, assets, intellectual property and staff from Vision Manawatu and Destination Manawatu was achieved to enable CEDA to meet the establishment deadline of 1 September 2016.  Furthermore, research has been undertaken to enable CEDA to set the future focus of work and priorities.  In addition, the service contract was signed between Palmerston North City Council/ Manawatu District Council and CEDA.  Spearhead Manawatu has been sub-contracted to CEDA for inward investment to the region.  It is intended to transfer the contracting and funding of BCC to CEDA from 1 July 2017.  CEDA is using Council services for Board administration and collaborative working is occurring on economic data sharing and monitoring.

While CEDA staff are now all located in one location, more work is to be done on progressing the business hub concept.  With both Councils underway with their new 10-year Plan preparation, it will be important for CEDA to understand the strategic context for each organisation to ensure that its delivery of economic development is aligned to the Councils’ strategic objectives.

As the inaugural Chief Executive Officer, the work of Will Samuel is acknowledged in the establishment of the CEDA organisation.  It has been a significant task to bring structures, systems, staff, and cultures together from two different organisations.  The work achieved will provide a good foundation for the incoming Chief Executive Officer.  While all the logistical issues have been resolved, it will take some time for CEDA to establish the cultural change required for a high performance organisation.

From a financial perspective the six months to 31 December represents three distinct phases.  The first two months were part of the setup phase with costs covered by sums paid by the shareholders.  On 31 August CEDA purchased the operations of Destination Manawatu and Vision Manawatu – these transactions are reflected through the donated assets and funds.  During the four months from 1 September CEDA began operations and assumed a number of the operating arrangements of the two former entities including the contractual commitments to undertake various projects for which funding from external entities had been obtained.  Basic operations were funded through the service level contracts with the two Councils.

 

For the six months to 31 December CEDA had an operating surplus (before adjustments and tax) of $260,000.  This surplus is due mainly to lower costs associated with the following:

·    Marketing – the actual marketing spend was lowered as there was previously no marketing plan in place and effort was focused on developing one

·    Salaries – due to vacancies

·    Other costs due to timing

 

As at 31 December CEDA had received funding for various projects of $600,000 in advance (see note 9 to their financial statements).  As is usual accounting practice such sums are not recorded as revenue until it is spent on the project concerned.   The Palmerston North City Council paid sums due to CEDA under the service level agreement in early January (once the agreement had been signed).  The sum for the period to 31 December ($563,000) therefore shows as part of the receivables at that date making the receivables higher than would be usual.

 

CEDA’s current financial position is sound.

CEDA has prepared its draft SOI for 2017/18 year and this is being considered under a separate report.  CEDA will prepare and forward an annual report after 30 June 2017.

 

 

 

Attachments

1.

CEDA Half Yearly Report to 31 December 2016 ⇩

 

 

Sheryl Bryant General Manager - City Future, PNCC

Brent Limmer General Manager - Community and Strategy, MDC