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 19 June 2017, commencing at 9.01am

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 and Bruno Petrenas.
Apologies:	Councillor Tangi Utikere (lateness).

41-17	Apologies
	Moved Vaughan Dennison, seconded Rachel Bowen. 1.   That the Committee receive the apologies.

42-17	Notification of Additional Items
	Moved Susan Baty, seconded Vaughan Dennison. The COMMITTEE RESOLVED 1.   That the Committee receive the additional item.

43-17	Confirmation of Minutes
	Moved Jim Jefferies, seconded Gabrielle Bundy-Cooke. The COMMITTEE RESOLVED 1. That the minutes of the Finance and Performance Committee meeting of 15 May 2017 Part I Public be confirmed as a true and correct record.

44-17	Palmerston North Airport Ltd - Final Statement of Intent for 2017/18 Memorandum, dated 1 June 2017 from the Strategy Manager Finance, Steve Paterson.
	Moved Susan Baty, seconded Grant Smith. The COMMITTEE RECOMMENDS 1.   That the Palmerston North Airport Ltd Statement of Intent for 2017/18 be endorsed.

45-17

Ashhurst Domain Riverbank Erosion - Update Memorandum, dated 8 June 2017 from the General Manager - City Networks, Ray Swadel.

Moved Grant Smith, seconded Leonie Hapeta. The COMMITTEE RECOMMENDS 1.   That the Committee notes: a.   Horizions Regional Council has committed to undertake immediate works to redirect the active river channel away from the Ashhurst Domain bank, subject to Palmerston North City Council confirming a contribution of up to $70k for these works and applying for any associated consents. b.   The General Manager – City Networks provided confirmations referred to in recommendation (a) above, on a “Without Prejudice” basis. c.   Upon receipt of a response to Palmerston North City Council’s submission to the Horizons Proposed Annual Plan 2017/18, that further work be undertaken to prepare a tri-party agreement between Horizons Regional Council, Palmerston North City Council and the New Zealand Transport Agency for permanent rock lining protection works along the Ashhurst Domain riverbank.

46-17	Options for Enhanced Recycling and Waste Management Services Memorandum, dated 2 June 2017 from the Water & Waste Services Manager, Robert van Bentum, the Rubbish and Recycling Engineer, Natasha Hickmott and the Behaviour Change & Education Co-ordinator, Samantha Battman. Notes: In discussion the Committee noted that the option of kerb side green waste should be included as part of the LTP process.
	Moved Rachel Bowen, seconded Karen Naylor. The COMMITTEE RECOMMENDS 1.   That the Committee receive the report on Options for Enhanced Recycling and Waste Management Services
	Moved Karen Naylor, seconded Lew Findlay QSM. 2.   That the Committee note the range of initiatives already implemented and planned to be funded from the Waste Minimisation operational budget for 2017-18 to improve awareness, change behaviour and promote waste reduction.
	Moved Karen Naylor, seconded Lorna Johnson. 3.   That the range of Council approved official rubbish bags be extended to include a smaller 40 litre bag with a maximum retail price of $1.80 including GST per bag.
	Moved Karen Naylor, seconded Lew Findlay QSM. 4.   That the Committee note that Officers will look for opportunities during 2017/18 where budget savings may allow to implement some or all of the initiatives in clauses 4.2, 4.3 and 4.6 of this report.
	Moved Rachel Bowen, seconded Susan Baty. 5.   That the Committee confirms that Level 1 including removing more plastic from the waste stream, is the preferred package of enhanced services which Officers should develop further into costed proposals for consideration through the 2018-28 LTP prioritisation process.
	Moved Lorna Johnson, seconded Tangi Utikere. 6.    That the option of kerb side green waste collection be included in costed proposals for consideration through the LTP process.
	Moved Grant Smith, seconded Bruno Petrenas. 7.  That the Chief Executive instruct officers to increase support for Charity Shop waste disposal to $20,000 pa, but out of existing budgets.
	Moved Vaughan Dennison, seconded Gabrielle Bundy-Cooke. Note: On a motion that: That within item 4 Additional Service Request 2017-18 ‘Prosecution of Illegal Dumping be reduced to $30,000 for a trial. The motion was lost.
	Moved Karen Naylor, seconded Vaughan Dennison. Note: On a motion that: Item 1 be removed from the Level 1 initiatives on page 49. The motion was lost.

47-17

Conference Opportunity - Social Enterprise World Forum 2017 Memorandum, dated 1 June 2017 from the Committee Administrator, Carly Chang.

Moved Vaughan Dennison, seconded Karen Naylor. The COMMITTEE RESOLVED 1.    That the Committee approve the attendance of 1 elected member(s) to attend, with expenses paid, to Social Enterprise World Forum 2017 being held in Christchurch on 27 to 29 September 2017. 2.    That, in the event that the Committee approves the attendance of elected member(s) at the above training, then registrations of interest be invited from elected members wishing to attend, with expenses paid, and advise the Committee Administrator, Carly Chang, by 12 noon Friday 23 June 2017.

48-17

Conference Opportunity - RMLA Conference Memorandum, dated 13 June 2017 from the Committee Administrator, Carly Chang.

Moved Tangi Utikere, seconded Susan Baty. The COMMITTEE RESOLVED 1.       That the Committee approve the attendance of up to 2 elected member(s) to attend, with expenses paid, to RMLA Conference being held in Auckland on 21 to 23 September 2017. 2.       That, in the event that the Committee approves the attendance of elected member(s) at the above training, then registrations of interest be invited from elected members wishing to attend, with expenses paid, and advise the Committee Administrator, Carly Chang, by 12 noon Friday 23 June 2017.

49-17	Programme 1086 LED street light upgrade Report, dated 1 June 2017 from the Road Planning Team Leader, David Lane. Note: During discussion the Committee asked for more information pertaining to Councils physical assets and compliance of these assets to be reported back through the Audit and Risk Committee.
	Moved Grant Smith, seconded Lew Findlay QSM. The COMMITTEE RECOMMENDS 1.   That Council authorise continuation of compliant LED street light upgrades envisaged under Programme 1086 and approve conversion of street lights in the phase two part of the programme in compliant streets; 2.   That Council note that a further report will be presented discussing options for streets that are non-compliant, with recommendations for prioritised financial programmes to address that non-compliance.
	Moved Cr Brent Barrett, seconded Cr Vaughan Dennison. 3. That the Chief Executive be instructed to deliver a scoping report on a) compliance standards relating to PNCC physical assets, and b) compliance status of our physical assets.

50-17	Committee Work Schedule - June 2017
	Moved Susan Baty, seconded Jim Jefferies. The COMMITTEE RESOLVED 1.   That the Finance and Performance Committee receive its Work Schedule dated June 2017.

Exclusion of Public

51-17

Recommendation to Exclude Public

Moved Susan Baty, seconded Jim Jefferies.

The COMMITTEE 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.	Minutes of the Finance and Performance Committee meeting - Part II Confidential - 15 May 2017	For the reasons setout in the Finance and Performance Committee minutes of 15 May 2017, held in public present.
2.	Papaioea Place Community Housing Redevelopment Proposals	Third Party Commercial	s7(2)(b)(ii)

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.

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 Senior Strategic Communications Advisor (Liz Phillips) 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.

Parks & Property Manager (John Brenkley) 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], 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].

The public part of the meeting finished at 12.17pm

Confirmed 21 August 2017.

Chairperson