Agenda of Council - 29 May 2017

PALMERSTON NORTH CITY COUNCIL

Council MEETING

29 May 2017

Order of Business

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. Presentation - Charles Graham Hubbard Page 7

4. Farewell to the Chief Executive Paddy Clifford Page 9

5. Deputation - Mr James Beard Page 11

6. Confirmation of Minutes Page 13

“That the minutes of the ordinary meeting of 24 April 2017 Part I Public and the extraordinary meeting of 22 May 2017 Part I Public be confirmed as a true and correct record.”

Reports

7. Wastewater BPO Project - Statement of Intent Page 33

Memorandum, dated 21 May 2017 from the Water & Waste Services Manager, Robert van Bentum and the Special Projects Manager, Phil Walker.

8. Hoffman Kiln Trust - Expressions of Interest Page 55

Memorandum, dated 27 April 2017 from the Governance & Support Team Leader, Kyle Whitfield.

9. Civic Honour Awards Page 65

Memorandum, dated 12 May 2017 from the Mayor, Grant Smith.

10. Trustpower community awards Page 67

Memorandum, dated 15 May 2017 from the Mayor, Grant Smith.

11. Conference Opportunity - The Affordable Housing Development Summit Page 69

Memorandum, dated 17 May 2017 from the Committee Administrator, Carly Chang.

Recommendations from Committee Meetings

12. Presentation of the Part I Public Planning and Strategy Committee Recommendations from its 1 May 2017 Meeting Page 81

“That the Committee's recommendations be adopted or otherwise dealt with.”

13. Presentation of the Part I Public Finance and Performance Committee Recommendations from its 15 May 2017 Meeting Page 83

“That the Committee's recommendations be adopted or otherwise dealt with.”

14. 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
15.	Minutes of the ordinary meeting - Part II Confidential - 24 April 2017 and the extraordinary meeting - Part II Confidential - 22 May 2017	For the reasons setout in the ordinary minutes of 24 April 2017 and the extraordinary minutes of 22 May 2017, held in public present.
16.	Award of Contract 3458 - Road Maintenance, Resurfacing and Rehabilitation 2017-2021	Third Party Commercial	s7(2)(b)(ii)
17.	Rotation of Trustees on Council Controlled Organisations	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), Acting Chief Executive (David Wright), (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, Carly Chang and Rachel Corser), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting.

Roading Manager (Jon Schwass) because of his knowledge and ability to assist the meeting in speaking to his report and answering questions, noting that such officer will be present at the meeting only for the item that relate to their respective report.

Any third parties, 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 Council Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 24 April 2017, 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, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Councillor Vaughan Dennison entered the meeting at 9.02am during consideration of clause 42. He was not present for clause 41.

Councillor Karen Naylor left the meeting at 9.57am during consideration of clause 50. She entered the meeting again at 9.59am after the consideration of clause 50. She was not present for clause 50.

41-17

Confirmation of Agenda and Urgent items

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That subject to Section 46A(7) of the Local Government Official Information and Meetings Act 1987 and in accordance with the advice by the Chairperson the following item be considered as an urgent item:

(i) Report, dated 20 April 2017 and entitled “Palmerston North Skate Park Upgrade” from the Leisure Assets Planner, Jason Pilkington. [Part II item]

As the item was not available at the time of the Agenda was circulated; and

Consideration of the item was a matter of urgency, requiring a decision without delay to enable the Council to manage relationships, meet deadlines, finalise decisions and receive information within agreed timeframes.

42-17

Confirmation of Minutes

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the minutes of the ordinary meeting of 27 March 2017 Part I Public, the extraordinary meeting of 3 April 2017 Part I Public and the extraordinary meeting of 10 April 2017 Part I Public be confirmed as a true and correct record.

Reports

43-17

Discussion Document and Submission form for Māori Ward Options

Memorandum, dated 28 March 2017 from the Legal Counsel, John Annabell.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the discussion paper dated 28 March 2017 and entitled “Discussion Document and Submission form for Māori Ward Options” be approved for consultation.

2. That the Mayor and Deputy Mayor be authorised to approve minor changes to the discussion paper and information to be included about consultation meetings.

3. That submissions be considered by the Council at an Extraordinary meeting to be held at 2.00 pm on Monday 2 October 2017, with submitters to be provided with an opportunity to speak to their submissions if they wish.

4. That a decision on the Māori ward options be made by the Council at its ordinary meeting to be held on Tuesday 24 October 2017.

44-17

Elected Member Code of Conduct

Memorandum, dated 28 March 2017 from the Legal Counsel, John Annabell.

In discussion it was noted that the current Code of Conduct allowed for complaints to be initiated by any person. It was believed that this should be limited to the Chief Executive and Elected Members.

Moved Grant Smith, seconded Aleisha Rutherford.

RESOLVED

1. 1. That Council confirm the existing Code of Conduct for elected and appointed members with the amendment that Code of Conduct complaints can be initiated only by an Elected Member or Chief Executive as per the Local Government New Zealand Template.

2. Note:

Councillors Vaughan Dennison and Lew Findlay requested their dissent to the amendment “that Code of Conduct complaints can be initiated only by an Elected Member or Chief Executive as per the Local Government New Zealand Template”, be recorded.

45-17

Standing Orders

Memorandum, dated 5 April 2017 from the Legal Counsel, John Annabell.

Moved Grant Smith, seconded Vaughan Dennison.

RESOLVED

1. That the Council retain the Council’s existing Standing Orders.

46-17

Review of Operations of District Licensing Committee

Memorandum, dated 5 April 2017 from the Legal Counsel, John Annabell.

Elected Members wished to consider the appointment of an additional member to the District Licensing Committee to address current resourcing issues as highlighted in the report. Consideration of this was referred to Part II of the meeting.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the memorandum dated 5 April 2017 and entitled “Review of Operations of District Licensing Committee” be received for information.

47-17

Establishment of Jaycee Trust Travelling Fellowship Panel

Memorandum, dated 5 April 2017 from the Governance & Support Team Leader, Kyle Whitfield.

Moved Rachel Bowen, seconded Karen Naylor.

RESOLVED

1. That a Jaycee Trust Travelling Fellowship Selection Panel for the 2016-2019 term of Council be established and confirm the Terms of Reference as follows:

- The purpose of the Jaycee Trust Travelling Fellowship Selection Panel is to allocate up to two Jaycee Trust Travelling Fellowships of not more than $5,000 each per year, with discretion to grant more than two fellowships as long as the total amount of funding does not exceed $10,000 per year.

2. That the Council delegate authority to the Jaycee Trust Travelling Fellowship Selection Panel to assess applications to the scheme and approve up to two travelling fellowships of not more than $5,000 each per year, with discretion to grant more than two fellowships as long as the total amount of funding does not exceed $10,000 per year.

3. That the following decision-making process for the Jaycee Trust Travelling Fellowship Selection Panel to conduct its business be:

- Decisions of the Panel shall, where possible, be reached by consensus of members present. In the event that a vote is necessary, a decision will be reached if it has the support of the majority of members present.

- The Chairperson shall have a casting vote.

- The Quorum for meetings of the Panel will be at least two members.

4. That Council appoint the Chairperson or Deputy Chairperson of the Community Development Committee to the Jaycee Trust Travelling Fellowship Selection Panel and also to be Chair of the panel.

5. That members of the community be invited to submit applications for membership to the Jaycee Trust and for those registrations to be received by Kyle Whitfield by 5pm 19 May 2017.

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

- The selection panel to comprise the Mayor, Chair and Deputy Chair of the Community Development 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 26 June 2017 Council meeting putting forward the name of those recommended to become members.

48-17

Elected Member Appointee to the Community Services Council

Memorandum, dated 4 April 2017 from the Governance & Support Team Leader, Kyle Whitfield.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Elected Member who holds the Community Services Portfolio holder be appointed as the Palmerston North City Council representative on the Community Services Council.

49-17

Conference Opportunity - 2nd Annual Mixed-Use Development

Memorandum, dated 6 April 2017 from the Governance & Support Team Leader, Kyle Whitfield.

Moved Grant Smith, seconded Lorna Johnson.

RESOLVED

1. That one elected member be approved to attend, with expenses paid, to 2^nd Annual Mixed-Use Development Conference being held in Brisbane, Australia on Wednesday 26 July to Thursday 27 July 2017.

2. That 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 28 April 2017.

50-17

Appointments to the Hearings Committee

Memorandum, dated 19 April 2017 from the Committee Administrator, Rachel Corser.

Councillor Karen Naylor left the meeting at 9.57am

Moved Vaughan Dennison, seconded Aleisha Rutherford.

RESOLVED

1. That Councillors Lorna Johnson and Karen Naylor be appointed to the Hearings Committee.

Councillor Karen Naylor entered the meeting again at 9.59am

Recommendations from Committee Meetings

51-17

Manawatu District/Palmerston North City Joint Strategic Planning Committee Part I Public - 31 March 2017

Consideration was given to Manawatu District/Palmerston North City Joint Strategic Planning Committee recommendations as appended to these minutes.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Committee’s recommendations be adopted.

52-17

Arts, Culture and Heritage Committee Part I Public - 3 April 2017

Consideration was given to Arts, Culture and Heritage Committee recommendations as appended to these minutes.

Moved Rachel Bowen, seconded Jim Jefferies.

RESOLVED

1. That the Committee’s recommendations be adopted.

53-17

Planning and Strategy Committee Part I Public - 3 April 2017

Consideration was given to Planning and Strategy Committee recommendations as appended to these minutes.

Moved Duncan McCann, seconded Aleisha Rutherford.

RESOLVED

1. That the Committee’s recommendations be adopted.

54-17

Finance and Performance Committee Part I Public - 19 April 2017

Consideration was given to Finance and Performance Committee recommendations as appended to these minutes.

Moved Susan Baty, seconded Jim Jefferies.

RESOLVED

1. That the Committee’s recommendations be adopted.

Councillor Lew Findlay declared a conflict of interest and withdrew from discussion and voting on clause 29-17 of the Committee’s recommendations

The meeting adjourned at 10.03am

The meeting resumed at 10.22am

Exclusion of Public

55-17

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.

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
16.	Minutes of the ordinary meeting - Part II Confidential - 27 March 2017 and the extraordinary meeting - Part II Confidential - 10 April 2017	For the reasons set out in the ordinary minutes of 27 March 2017 and the extraordinary minutes of 10 April 2017, held in public present.
17.	Leave of Absence	Privacy	s7(2)(a)
Late item	Palmerston North Skate Park Upgrade	Negotiations	s7(2)(i)
Referred from clause 46	Appointment to District Licensing Committee	Privacy	s7(2)(a)

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.

Leisure Assets Planner, Jason Pilkington because of his knowledge and ability to assist the meeting in speaking to his report and answering questions, noting that such officer will be present at the meeting only for the item that relate to his respective report.

The public part of the meeting finished at 10.24am

Confirmed 29 May 2017

Mayor

Recommendations from Committee

TO: Council

MEETING DATE: 24 April 2017

TITLE: Presentation of the Part I Public Manawatu District/Palmerston North City Joint Strategic Planning Committee Recommendations from its 31 March 2017 Meeting

Set out below are the recommendations only from the Manawatu District/Palmerston North City Joint Strategic Planning Committee meeting Part I Public held on 31 March 2017. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

5-17

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

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.

The COMMITTEE RECOMMENDS

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

6-17

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

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.

The COMMITTEE RECOMMENDS

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

7-17

Central Economic Development Agency - Draft Statement of Intent for 2017/18

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.

The COMMITTEE RECOMMENDS

1. That the Central Economic Development Agency’s draft Statement of Intent for 2017/18 be received.

2. That the comments on the draft SOI be conveyed to CEDA for its consideration in finalising the SOI:

· Working closely with the councils in developing a marketing strategy to promote a sense of identity for the region

· Working closely with the councils in undertaking any analysis of the events sector and subsequent discussion that may evolve in regard to roles and relationships

· Advancing the work on the Business Hub to achieve greater collaboration and synergy amongst key partners

· Establishing a relationship with Iwi

· Working with councils to better understand their strategic aspirations and growth plans.

· The outcome of supporting the growth of business in the region also include job growth.

· The service statement regarding business development and support be strengthened to focus on inward investment and new businesses as a priority and that the associated activities include specific reference to Spearhead Manawatu and the Lead Team (i.e. MDC and PNCC Mayors and CEOs; CEDA Chair and CEO; and Spearhead Principal) as a key activity in achieving inward investment.

Attachments

Nil

Recommendations from Committee

TO: Council

MEETING DATE: 24 April 2017

TITLE: Presentation of the Part I Public Arts, Culture and Heritage Committee Recommendations from its 3 April 2017 Meeting

Set out below are the recommendations only from the Arts, Culture and Heritage Committee meeting Part I Public held on 3 April 2017. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

10-17

Deputation - Passport to Play Palmy

The COMMITTEE RECOMMENDS

1. That the Arts, Culture and Heritage Committee receive the deputation for information.

2. That the Chief Executive be instructed to report back with options to extend the Passport to Play Palmy scheme.

3. That the Deputation be referred to the final Annual Budget deliberations.

14-17

Cultural CCOs Six Month Reports to December 2016 and Draft Statements of Intent 2017–2020

Report, dated 20 March 2017 from the Community Funding Coordinator, Rebecca Hofmann and the Management Accountant, Matt Duxfield.

The COMMITTEE RECOMMENDS

1. That the six month report to December 2016 submitted by Caccia Birch Trust Board be received.

2. That the Chief Executive be instructed to report back regarding what steps Trust Boards need to take to reduce Audit costs.

3. That the draft Statement of Intent 2017–2020 submitted by Caccia Birch Trust Board be received.

4. That the six month report to December 2016 submitted by Globe Theatre Trust Board be received.

5. That the draft Statement of Intent 2017–2020 submitted by Globe Theatre Trust Board be received.

6. That the six month report to December 2016 submitted by The Regent Theatre Trust be received.

7. That the Regent Theatre Trust be instructed to return a statement of intent that reflects their ambition and vision.

8. That the six month report to December 2016 submitted by Te Manawa Museums Trust be received.

9. That the draft Statement of Intent 2017-2020 submitted by Te Manawa Museums Trust be received.

Attachments

Nil

Recommendations from Committee

TO: Council

MEETING DATE: 24 April 2017

TITLE: Presentation of the Part I Public Planning and Strategy Committee Recommendations from its 3 April 2017 Meeting

Set out below are the recommendations only from the Planning and Strategy Committee meeting Part I Public held on 3 April 2017. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

19-17

Significance and Engagement Policy Annual Report - 2016

Memorandum, dated 10 March 2017 from the Head of Community Planning, Andrew Boyle.

The COMMITTEE RECOMMENDS

1. That the Committee receive the Significance and Engagement Policy Annual Report for 2016.

2. That the six Community Events attended by Councillors with Council support via the Let's Talk van (and before that, the Mobile Library) in 2016 were counted as 'Let's Talk' events for the purposes of reporting against Council’s Significance and Engagement Policy for 2016.

- Reach Roslyn Wacky Water Day

- Esplanade Day

- Memorial Park Fun Day

- Waitoetoe Open Day

- Kirihimete ki Takaro

- Pascal St Community Christmas Party

3. That those or similar events attended by Councillors with the Let's Talk Van, together with a programme of regular events in the Community Living Rooms/City Library arranged with Libraries staff, and the existing Annual Plan/Long Term Plan 'Let's Talk' sessions, together form the annual 'Let's Talk' programme for 2017 and beyond.

4. That the Chief Executive be instructed to provide a report to the Planning and Strategy Committee on how that full programme would be supported by a communications strategy, and by staff, and future reporting arrangements.

20-17

Bikes in Schools Progress Report

Report, dated 17 March 2017 from the Road Planning Team Leader, David Lane.

The COMMITTEE RECOMMENDS

1. That Council receive the progress report on the Bikes in Schools Programme and notes that any NZTA financial assistance approval will depend upon their acceptance of Council’s Strategic Cycling Objectives which would need to embrace an education and promotion support programme.

2. That Council notes that a variation has been made to the Regional Land Transport Plan authorising a financial programme of up to $150,000 per annum for infrastructure and up to $80,000 per annum for education and promotion activities relating to walking and cycling.

3. That until the outcome of any NZTA financial assistance for the Bikes in Schools Programme was known, Council continue with establishing infrastructure only at three schools for the 2016/17 financial year.

4. That the Committee note that an independent assessment of the Bikes in Schools programme was to be undertaken and that such assessment would be undertaken by an impartial consultant to avoid any actual or perceived conflict of interest, and that the findings be reported back to Council.

Attachments

Nil

Recommendations from Committee

TO: Council

MEETING DATE: 24 April 2017

TITLE: Presentation of the Part I Public Finance and Performance Committee Recommendations from its 19 April 2017 Meeting

Set out below are the recommendations only from the Finance and Performance Committee meeting Part I Public held on 19 April 2017. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

26-17

Ashhurst Domain Riverbank Erosion

Memorandum, dated 10 April 2017 from the General Manager - City Networks, Ray Swadel.

RECOMMENDATION(S) TO Council

1. That the Committee note river bank protection design options and costings fronting the Ashhurst Domain and interfacing with the State Highway bridge are being reviewed, in order to prepare a proposed multi-party agreement between Horizons Regional Council, Palmerston North City Council the New Zealand Transport Agency and other parties as to responsibilities and obligations for these protection works, for consideration at the Committee’s June 2017 meeting.

2. That protection works be explored immediately under Emergency provisions as soon as possible.

3. That all parties (Horizons Regional Council, New Zealand Transport Agency, Palmerston North City Council and possible others) share costs to a rock lining works.

4. That Council submits to Horizons Regional Council that the 700m of the Manawatu River upstream of the State Highway Bridge be included into the Lower Manawatu River Management Scheme.

29-17

Illegal Dumping and Charity Shops

Memorandum, dated 31 March 2017 from the Rubbish and Recycling Engineer, Natasha Hickmott and the Water & Waste Services Manager, Robert van Bentum.

RECOMMENDATION(S) TO COUNCIL

1. That the Committee receive the Illegal Dumping and Charity Shops Memorandum.

2. That Council increase the Charity Shop waste subsidy from $10,000 to $20,000 per annum.

3. To further explore `Option 2 – targeted inorganic waste services’ through the Long Term Plan process and provide a report to the June 2017 Finance and Performance Committee to include any budgetary implications for 2017/18.

Attachments

Nil

PALMERSTON NORTH CITY COUNCIL

Palmerston North City Council

Minutes of the Extraordinary Council Meeting Part I Public, held in the Missoula Room, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 22 May 2017, commencing at 9.00am

Members

Present:

Councillors Tangi Utikere (in the Chair), Brent Barrett, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Karen Naylor and Bruno Petrenas.

Apologies:

The Mayor (Grant Smith) (on Council Business) and Councillors Susan Baty, Rachel Bowen (for lateness on Council Business) and Aleisha Rutherford.

Councillor Duncan McCann entered the meeting at 9.38am following the adjournment. He was not present for clause 56.

Councillor Susan Baty entered the meeting at 9.43 at the conclusion of clause 58. She was not present for clauses 56 to 58 inclusive.

56-17

Apologies

Moved Tangi Utikere, seconded Gabrielle Bundy-Cooke.

RESOLVED

1. That Council receive the apologies.

The meeting adjourned at 9.01am

The meeting resumed at 9.38am

When the meeting resumed Councillor Duncan McCann was present.

Reports

57-17

Proposed Remit to LGNZ AGM - Sugar Sweetened Beverages

Memorandum, dated 19 May 2017 from the Governance & Support Team Leader, Kyle Whitfield.

In discussion it was noted that artificial sweeteners were considered a health concern alongside sugar and elected members sought to include these in the remit.

Moved Tangi Utikere, seconded Karen Naylor.

RESOLVED

1. That Council support the ‘Sugar Sweetened Beverages’ remit from Hastings District Council and invite Hastings District Council to include for consideration the banning of artificial sweeteners.

Exclusion of Public

58-17

Recommendation to Exclude Public

Moved Tangi Utikere, seconded Duncan McCann.

RESOLVED

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

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
4.	Acting Chief Executive	Privacy	s7(2)(a)

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

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

Councillor Susan Baty entered the meeting at 9.43am

The public part of the meeting finished at 9.44am

Confirmed 29 May 2017

Mayor

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 29 May 2017

TITLE: Wastewater BPO Project - Statement of Intent

DATE: 21 May 2017

AUTHOR/S: Robert van Bentum, Water & Waste Services Manager, City Networks

Phil Walker, Special Projects Manager, City Networks

RECOMMENDATION(S) TO Council

1. That Council adopt the Statement of Intent for the Wastewater BPO Project as approved by the Project Steering Group for submission to Horizons Regional Council and other consent parties in compliance with the conditions of the wastewater discharge consent.

1. ISSUE

1.1 The current wastewater discharge permit for the Totara Rd discharge which expires in 2028, was amended following the consent review process to include a number of new consent conditions which require Council to:

1.1.1 Commence a Best Practicable Option (BPO) review for treating and disposing of wastewater by no later than May 2017.

1.1.2 Make the final decision on the BPO for the future wastewater scheme no later than June 2021.

1.1.3 Lodge a complete consent application for resource consents with Horizons no later than 1 June 2022.

1.1.4 Ensure the future wastewater scheme is operational no later than five years after the commencement of the necessary resource consents.

1.1.5 Provide to Horizons and other consent parties^{^[1]} a Statement of Intent (SOI) of the actions it intends to take for the following 12 months to achieve the above milestones at the commencement of the review (by May 2017) and annually thereafter.

2. BACKGROUND

2.1 Council approved the establishment of a Project Steering Group (PSG) to provide high level direction to and exercise general oversight of the project. Key steps in the journey of the PSG up to date include:

2.1.1 Council approves appointment of the Mayor and 4 Councillors as members on the PSG to represent the political and community interests in the project, at its meeting on 26 October 2016.

2.1.2 Council approves the structure and establishment of the PSG at the Planning and Strategy meeting of Council on 21 November 2016, with the recommendation adopted at the Council meeting of 19 December 2016.

2.1.3 Inaugural meeting of the PSG on Monday 1 May 2017.

2.1.4 Second meeting of the PSG held on Thursday 18 May 2017. Key matters considered included initial drafts of the SOI, Terms of Reference (ToR) for the PSG and an outline structure for a Project Charter.

3. STATEMENT OF INTENT

3.1 The attached SOI sets out the proposed timeline and activities for the Wastewater BPO project with greater detail of the key activities over the next 12 months. It documents the commitment by Council to advancing work on the Wastewater BPO project in a timely, robust and thorough manner. It incorporates the amendments made to the draft SOI by the PSG including clarifying definitions of the work packages, deliverables and their timing, extending the contextual review to include the three waters and provision of an early completion date for Council determination of its preferred option.

3.2 The SOI contains the following sections

1. Introduction

2. Key Discharge Permit Conditions

This covers the milestones for the BPO review set out in the wastewater consent

3. Purpose and Scope of this Statement

This section provides an overall indicative timeline for the project with the tasks identified for the next 12 months.

4. Specific Actions already undertaken by PNCC

This mainly relates to the tasks involved in setting up the project and also includes the Wastewater Forum held on 21 April 2017 on the opportunities and challenges around wastewater treatment.

5. Overall Wastewater BPO Review Key Activities

This high level indicative timeline shows how the project will meet the consent milestones. It also shows the Council making a decision on the proposed option some 6 months earlier than required by the consent milestone.

6. Specific Actions Proposed in the Next 12 Months

This is an outline of the tasks and activities that it is intended to undertake over the next 12 months.

7. Funding Provision made by the Council

The proposed project funding is shown in this section through the project investigation and consultation stages through to 2012. This is to be confirmed through the 2017-18 Annual Budget and the 2018-2028 10 Year Plan.

8. Project Reporting

Reporting to both Horizons and PNCC.

3.3 It is expected that the SOI, the timeline and exact mix of proposed activities will change over time. Progress and an updated version of the SOI will be provided to Horizons Regional Council and the consent parties at six monthly intervals. The next SOI setting out the following 12 months actions is due no later than May 2018.

4. NEXT STEPS

4.1 Adoption of this SOI by the Council will enable it to be sent to Horizons and the other consent parties by the end of May 2017 to meet consent requirements.

Attachments

Statement of Intent for PNCC Wastewater BPO Review Project ⇩

Robert van Bentum

Water & Waste Services Manager

Phil Walker

Special Projects Manager

[1] The Wastewater Monitoring Group, the Iwi Monitoring Group, and Te Rangimarie Marae Trustees, Tane-nui-a-rangi Manawatu Incorporated and Ngati Hineaute Hapu

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

1.	Letter to Palmerston North City Council Chief Executive ⇩
2.	Holfman Kiln Trust - Trust Deed ⇩