AGENDA

Extraordinary

Council

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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

 

 

 

 

Extraordinary Council MEETING

 

7 August 2017

 

MEETING NOTICE

Pursuant to Clause 21 of Schedule 7 of the Local Government Act 2002, I hereby requisition an extraordinary meeting of the Council to be held at 9.00am on Monday, 7 August 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

 

NOTE: The extraordinary Council meeting coincides with the ordinary meeting of the Planning and Strategy Committee meeting and the extraordinary Economic Development Committee meeting.  The format for the meeting will be as follows:

-          Planning and Strategy Committee will open and adjourn immediately to     following the  Economic Development Committee

-          Extraordinary Council will open, and adjourn immediately to following the             Planning and Strategy Committee.

-          Extraordinary Economic Development Committee will open and conduct its 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.   

Reports

3.         Council submission on Geographical Areas: Review of Area Unit Names      Page 7

Memorandum, dated 12 July 2017 from the Economic Policy Advisor, Peter Crawford.

4.         Section 17A Reviews                                                                                         Page 17

Memorandum, dated 13 July 2017 from the Head of Community Planning, Andrew Boyle.

5.         Inquiry into the 2016 Local Authority Elections                                            Page 95

Memorandum, dated 24 July 2017 from the Legal Counsel, John Annabell.     

 6.        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

7.

Appointment of Commissioners - Te Rere Hau Windfarms - Revocation of Previous Decision

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.

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 Acting Strategic Communications Manager (Jane McSweeney) 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.

[Add Council Officers], 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].

 

 

      


 

 

 


PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Council

MEETING DATE:           7 August 2017

TITLE:                            Council submission on Geographical Areas: Review of Area Unit Names

DATE:                            7 December 2017

AUTHOR/S:                   Peter Crawford, Economic Policy Advisor, City Future

 

 

RECOMMENDATION(S) TO Council

1.   That the draft submission to Statistics New Zealand on Geographical Areas: Review of Area Unit Names be approved

2.   That the Mayor and Deputy Mayor be authorised to make minor amendments to the draft submission

 

 

 

1.         issue

1.1       In 2015 Statistics New Zealand undertook a review of the Statistical Standard for Geographic Areas, the first time the standard had been reviewed since 1992.  Population changes since 1992 had resulted in significant variation in the size of the different geographical areas used.  The results of the review were:

1.1.1    greater standardisation of the meshblocks, the smallest geographical area used, with meshblocks ideally containing 30-60 dwellings. 

1.1.2    Statistical area 1 (SA1) geographies were created to provide Census data for small communities with a maximum population of about 500 people,

1.1.3    Statistical area 2 (SA2) geographies replaced the existing area units and have a usually resident population of 1,000-4,000,

1.1.4    Urban/rural geographies were changed, with a focus on areas with a high population density of 400 per square kilometre or 200 address points per square kilometre.

1.2       There are limits to the amount of Census data which is released for meshblocks due to Census confidentiality constraints, so the SA1 and SA2 area units are the smallest geographical areas where a wide range of Census data will be available.

1.3       The statistical area units do not determine the names of suburbs or how the Council refers to broad areas of the City but are a tool for assessing population and economic trends within the local authority area.  Data on annual employee counts, business numbers and building consents is also available from Statistics New Zealand on an area unit basis.  The Ministry of Business, Innovation and Employment also uses area units for the publication of data from its rental bond database.  Revisions to the boundaries of area units have been based on grouping populations with similar levels of deprivation.

1.4       Statistics New Zealand proposes to review the geographical areas prior to each Census so will be reviewing the meshblocks, area units and urban area every five years.

1.5       Council has previously received submissions from the Bunnythorpe community seeking support for the creation of an area unit for Bunnythorpe to give the community access to a much wider range of Census data than is available from Census meshblock data.  The request for this was communicated to Statistics New Zealand prior to the start of the review of geographic areas.  In addition, the Council’s Principal Māori Advisor had previously identified that Statistics New Zealand had spelt Papaioea incorrectly as Papaeoia

2.         ISSUE

2.1       In February this year Statistics New Zealand presented a map with its proposal for revisions to the area units in Palmerston North, based on the new Statistical Standard for Geographical areas, draft changes to names for existing area units and suggestions for names for the new area units created.  Feedback on the boundaries of area units was required by April to meet Statistics New Zealand deadlines for planning for the 2018 Census, while feedback on area unit names is required by 19 August.

3.         discussion

3.1       The review of the SA2 area units resulted in the proposed number of SA2 area units for Palmerston North increasing from 27  to 41.  These took into account growth in residential areas since 1992, and identified major commercial and industrial zones in the City and Council future residential growth areas.  This will significantly assist Council with using Statistics New Zealand data for monitoring of the District Plan and with meeting the government’s reporting requirements under the National Policy Statement on Urban Capacity Development. 

3.2       Statistics New Zealand presented the Council with draft names for the 14 additional area units created and requested submissions on whether the proposed new names were appropriate.  These are attached in Appendix One.

3.3       Council staff sought input from Rangitāne o Manawatū on the appropriateness of existing area unit names and the new area unit names proposed by Statistics New Zealand.  This resulted in eight proposed changes to area unit names to give recognition to historic sites within the City.

3.4       A comparison was also made with area unit names used by New Zealand Police and a further six changes have been made to the proposed area unit names to better align the Statistics New Zealand area unit names with those used by Police. 

3.5       The change to the proposed Palmerston North Central area unit name was made following consultation with Todd Taiepa, Principal Māori Advisor, since the proposed name was inconsistent with the location of the centre of Palmerston North.  Since the area unit aligns closely with the south-eastern portion of the original Papaioea Clearing it was considered Papaioea South was more appropriate.  The Papaioea Clearing existed before European settlement of Palmerston North.  Its location is primarily covered by the Palmerston North CBD, Papaioea North and Papaioea South area units.  This change is supported by Rangitāne.

3.6       In addition to the creation of more SA2 area units, Statistics New Zealand has created two SA1 area units for Bunnythorpe and Longburn, which will now give these two communities access to a much wider range of Census data than previously.

3.7       The review resulted in the creation of four area units that largely align with Council’s District Plan commercial zones (Palmerston North CBD, Mihaere, Palmerston North Airport and Tremaine), separating these areas that were previously combined with residential areas.  Statistics New Zealand will also be creating new SA1 area units within the Palmerston North CBD area unit to largely align with the Council’s Inner and Outer Business Zones.

3.8       Previously Statistics New Zealand included all Palmerston North area units, except for the Turitea area unit, as part of the ‘Palmerston North urban area’.  This was based on the degree of urban influence for each area unit.  The new policy focuses on area units with high population densities.  The proposed new urban area boundary for Palmerston North now excludes the following Palmerston North territorial authority area units; Pihauatua, Aokautere Rural, Whakarongo, Newbury, Ashhurst, Bunnythorpe and Longburn.  This urban area boundary is relevant to the Council’s obligations under the National Policy Statement (NPSS) on Urban Capacity Development.  The reporting requirements for the NPS are based on the projected ten-year population growth rate for the Palmerston North urban area and not on the growth rate for the whole of the city’s territorial authority area.


 

4.         NEXT STEPS

4.1       It is recommended that the Council approve the draft submission attached as Appendix Two

 

Attachments

1.

Appendix One

 

2.

Appendix Two

 

 

 

Peter Crawford

Economic Policy Advisor

 

 

  


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PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Council

MEETING DATE:           7 August 2017

TITLE:                            Section 17A Reviews

DATE:                            13 July 2017

AUTHOR/S:                   Andrew Boyle, Head of Community Planning, City Future

 

 

RECOMMENDATION(S) TO Council

1.         That Parks, Recreation and Sportsfields be governed, funded and delivered by the Council.

2.         That Libraries and Community Development be governed, funded and delivered by the Council.

3.         That Roading be governed and funded by the Council (and NZTA funding contributions), with service delivery by a mix of private sector and Council.

4.         That Refuse and Recycling be governed, funded and delivered by the Council.

5.         That the Crematorium be governed, funded and delivered by the Council.

6.         That a stage 2 review be carried out into the best governance, funding and service delivery model for Arts and Culture.

 

 

 

1.         ISSUE

Under s17A of the LG Act Councils have to review the cost effectiveness of their arrangements for meeting the needs of their communities for good quality local infrastructure, public services and regulatory functions.

2.         BACKGROUND

The legislation sets out options that must be considered.  For governance and funding these are by:

·    the Council; or

·    Joint Committee or other shared governance arrangement.

For service delivery these are by:

·    the Council; or

·    a CCO owned by the Council; or

·    a jointly owned CCO; or

·    another local authority; or

·    another person or agency.

Further opportunities for improving services or reducing costs can be considered through other Council processes, including the 10 Year Plan.

The reviews are mandatory but the Act gives Councils the ability to exempt services if the potential benefits of a review do not outweigh the costs of undertaking the review.

Councillors workshopped their approach to the s17A reviews in October 2015 and May 2016.  At these Councillors said they wanted to take a prioritised and two-stage approach to the reviews.  A prioritised approach meant identifying those services with the most scope for cost-effectiveness improvements.  A two-stage approach meant carrying out high level reviews on these services to see if a second more resource intensive review was warranted. 

At its June 2016 Finance and Performance meeting the Council decided to carry out s17A reviews by 7 August 2017 for:

·    Parks, Recreation and Sportsfields

·    Community Development

·    Libraries

·    Arts and Culture

·    Roading

·    Refuse

·    Recycling

·    Crematorium.

It decided to make the following services exempt from s17A reviews prior to 7 August 2017:

·    Leadership and Decision Making

·    Direction Setting

·    Animal Control and Public Health

·    Consent Planning and Building Control

·    Customer Services

·    Civil Defence

·    Cemeteries

·    Water

·    Stormwater

·    Finances (internal)

·    Information Management (internal)

·    Human Resources (internal).

It also decided that recent or current reviews of the following services met the intent of s17A such that further reviews before 7 August 2017 were not an effective use of Council resources:

·    Arena Manawatu and Convention Centre

·    Economic Development

·    Social Housing

·    Parking

·    Swimming Pools.

Finally, the Council noted that it will decide on the priority for a s17A Review of Wastewater following a wastewater workshop in August 2016.  At the workshop Councillors were of a view that no review should be carried out until Council has more clarity on the best practicable option for wastewater.

The services identified for review prior to Aug 7 2017 were workshopped in April and May 2017.  Each workshop followed a similar process:  Councillors considered information on levels of service, community satisfaction, achievement of KPIs, costs, and current governance, finding and service delivery arrangements.

The services were rated on a range of criteria to consider the best forms of governance, funding and service delivery.  Services with the following characteristics are, in general, best governed, funded and delivered by Council:

·    high degrees of public interest and accountability,  

·    high contribution to Council strategies,

·    high degree of integration with other Council services and assets

·    high degree contribution to Council’s culture and customer service

·    require a high degree of local government knowledge

·    long-term environmental and public health impact

·    long-term asset planning.

Services with the following characteristics are, in general, best governed, funded and delivered jointly or externally:

·    strong competitive markets

·    external revenue is available

·    economies of scale

·    need the ability for flexible responses

·    need specialist governance or delivery skills

·    have common strategic issues and levels of service

·    have fair funding criteria

·    risks can be shared.

Councillors also identified other opportunities for cost effectiveness improvements.

Community views from previous engagement, in particular Long-term Plans and Annual Budgets; Communitrak Surveys, and the NRB Focus Groups, were used for the reviews.

Parks, Recreation and Sportsfields:  After considering the information in Appendix 1 Councillors were of a view that a stage 2 review was not warranted and that parks, recreation and sportsfeilds as a whole should be governed, funded and delivered by Council. 

This is because, in particular, it has high degree of public interest and accountability, makes a big contribution to Council’s strategies, and has a high degree of public good.

Within this overall approach to service delivery, Councillors want to see more rigour around the service level agreements (SLAs), with business cases for operational aspects of the service such as mowing and tree maintenance so that the best means of delivery for these can be used.  Alongside this there should be clearer penalties for any poor performance.  Staff will put more emphasis on annual SLA market comparisons for these components, with the assistance of external consultants.  Staff will also put more emphasis on monitoring the performance of the SLAs to ensure that the agreed performance is delivered.

In these considerations staff will also take into account the utilisation of equipment and facilities.  If Council has expensive equipment or facilities that are not used to capacity then Council should consider spreading the cost of these by letting other Councils use them.  The co-ordinated regional use of facilities is a major rationale for the Regional Sports Facilities Plan being developed by Sport Manawatu.

Councillors also suggested that more use be made of volunteers and partnerships with other organisation and Councils.  These partnerships are pursued for many projects through the 10 Year Plan.  Volunteers are used where appropriate, but there are increasing health and safety costs to this.

Libraries and Community Development:  These were reviewed together because of the overlap in the services they offer and in the ways that they are provided.

After considering the information in Appendix 2 Councillors were of a view that a stage 2 review was not warranted and that library and community development services should be governed, funded and delivered by Council.  In particular, this was because of their high contribution to Council’s strategies, high level of public interest and accountability, and high degree of integration with other Council services.

Within this overall delivery model Councillors identified specific areas for further review:

·    City Library and Branches: This is occurring through the 10 Year Plan and the Library of the Future project.

·    Community Centres – a report went to Community Development Committee in June 2017. 

·    Community Support and Funding – this is being looked at through the 10 Year Plan, the Community Support plan, a follow-up report from the Social Well-Being Forum on community capacity and capability, and a report on Creative Communities Funding.

·    Providing library services and community development through a multi-purpose community hubs model in partnership with other organisations (government departments, community groups, MidCentral, etc).  This is part of staff ongoing work.

Arts and Culture:  After considering the information in Appendix 3 Councillors were of a view that a stage 2 investigation was warranted into the best form of governance, funding and service delivery for the cultural organisations.  (Cultural organisations covers Te Manawa, Regent Theatre, Globe Theatre, Caccia Birch, Square Edge and Creative Sounds.)

Options include the status quo, new CCOs, a different mix of CCOs, or in-house.

To do this Council and the arts and cultural organisations need to work together to determine the most cost-effective forms of governance, funding and service delivery.  Issues that need to be considered include the most cost-effective ways to:

·    Ensure that the services have strong vision and leadership to contribute to Council’s strategic aspirations

·    Retain and better recognise the contribution of volunteers to the services (in terms of their time and donations of arts resources)

·    Futureproof the services so new responsibilities can be included and, if Boards are retained,  put more emphasis put on Board succession planning

·    Get greater efficiencies through shared back of house activities such as HR, marketing and promotions, IT, and ticketing.

Roading:  After considering the information in Appendix 4 Councillors were of a view that a stage 2 review was not warranted and that roading services as a whole should be governed and funded by the Council (with NZTA funding contributions), and that service delivery should be by a mix of private sector contracts and Council.  Governance and funding are by Council because of roading’s strong contribution to Council’s strategic goals, its high degree of integration with other Council services, and its high public good.  Service delivery is by a mix of private sector and Council: 

·    Private sector: road maintenance (including offroad cycle path maintenance), road resurfacing, signage, traffic services (signals and lighting), road marking and pavement renewals. (This made up 86% of roading capital expenditure and 68% of operating expenditure in 2015/16).

·    Council: asset planning, design work, footpaths, berms, separate kerb and channel, and vehicle crossings.  (This made up 14% of roading capital expenditure and 32% of operating expenditure in 2015/16).

External contracts are based on competitive tendering. Under NZTA rules any work that is subsidised cannot be provided internally. 

Within this overall approach to service delivery Councillors want to consider a more of a collaborative or shared services approach.  This applies in particular, to asset management, professional services, contract management and road maintenance. 

The Council currently has a four year road maintenance contract.  This aligns with the timeframe for the renewal of neighbouring Councils’ road maintenance contracts.  There will be ongoing discussions about how the Councils can work together more to align and or share services. This will include considering a more ‘bundled up” or shared road maintenance contract when the current contracts expire.   NZTA will be part of these discussions. 

Refuse and Recycling:  These were considered as separate but intertwined services.  This is because there are other companies that offer refuse collections, but the Council is the only provider of comprehensive recycling services.  However, the Council does need to look at refuse and recycling services holistically when it is trying to influence peoples’ behaviour to minimise waste.

After considering the information in Appendix 5 Councillors were of a view that a stage 2 review was not warranted and that refuse and recycling services should be governed, funded and delivered directly by Council.  In particular, this is because of the strong contribution these services jointly make to Council’s strategic goals for waste minimisation.

This maximises the opportunities the Council has to change people’s behaviour and hence reduce the amount of waste that they generate.  Also, without Council’s involvement there may be limited recycling collections because of a lack of commercial opportunities for some recyclables.

Councillors suggested that the following improvements need to be considered within Council’s service delivery:

·    Provide people the choice of using smaller rubbish bags.  (The June 2017 Finance and Performance Committee agreed to this.  The smaller bags will be introduced in by the end of 2017.)

·    Rate every business and provide a recycling service suited to their requirements.  (The June 2017 Finance and Performance Committee confirmed this should be considered as part of the 10 Year Plan development).

·    Add a residential organic pickup, with costs possibly being offset by changes in the frequency of other services.  (The June 2017 Finance and Performance Committee confirmed that this should be considered further as part of the 10 Year Plan development.)

·    Encourage other Councils and commercial interests to use Council’s rubbish and recycling facilities, particularly the Materials Recycling Facility.   Staff are having ongoing discussions with Manawatu and Whanganui District Councils.

·    Look at where Council provides a special service.  Council provides a special “at house” pickup service for people who cannot get their bins to the kerb to about 50 people.  Staff could review the criteria for this and consider charging a fee.  A bigger issue is having to provide special pickup service to access narrow private rights of way.  Staff are currently reviewing this service.

·    Try to expand the recycling by promoting the service to areas of the City that currently do not receive it.  Staff will canvas residents support for this if residents initiate it, but many of these are in rural areas with relatively low population densities.

·    Provide more split rubbish and recycling bins in parks etc, with education to change peoples’ behaviour so that the recycling bins are not contaminated with waste.  Through the 10 Year Plan staff are reviewing what style of bins best promote and assist recycling. 

·    Encourage food vendors to use compostable packaging at events.  Officers are developing polices for this, supported by amendments to the Waste Management and Minimisation Bylaw. 

·    Encourage supermarkets not to use plastic bags.   Council is supporting a Local Government New Zealand remit for a levy on plastic bags

·    In general work with people to encourage them to recycle, rather than enforcing it through bylaws.  Staff are looking for the best balance of behaviour change and enforcement, particularly around illegal dumping.

Crematorium:  After considering the information in Appendix 6 Councillors were of a view that a stage 2 review was not warranted and that the crematorium should be governed, funded and delivered directly by the Council.  In particular, this is because the demand is for cremations rather than burials and because the service contributes to Council’s social goals. 

Within this Councillors requested staff look at changing the funding split to reduce the rates funding component by increasing the cremation fee.  (There is currently a funding split of about 70:30 between user charges and rates.)  They also suggested an out of town surcharge so non-Palmerston North cremations are not subsidised by the ratepayer.  These will be considered through the Revenue and Financing Policy and the setting of Council fees and charges, both prior to the 10 Year Plan.

Councillors also noted that the crematorium has capacity for about 1000 cremations per year but actually does about 450.  Hence they requested staff promote the service to other Councils who have a crematorium so they use ours rather than having to maintain their own.  Plus staff should promote the crematorium to local funeral directors.  This will be part of the ongoing maintenance of the cremator.

The crematorium is earthquake prone and needs about $500K spent on it to remedy this.  Councillors requested information on the timing and likelihood of the crematorium’s consent being renewed. This will be provided as part of the programme information for the 2018 10 Year Plan.

Councillors also said that the wider Cemeteries Activity needs to be part of the next round of s17A Reviews.

 

3.         NEXT STEPS

The actions identified above will continue, either through the 10 Year Plan or as ongoing staff actions.  This includes the review of Arts and Culture.

Council should identify the services for the next round of s17A reviews. 

 

4.         Compliance and administration

Does the Committee have delegated authority to decide?

If Yes quote relevant clause(s) from Delegations Manual <Enter clause>

 

Are the decisions significant?

No

If they are significant do they affect land or a body of water?

No

Can this decision only be made through a 10 Year Plan?

No

Does this decision require consultation through the Special Consultative procedure?

No

Is there funding in the current Annual Plan for these actions?

Yes

Are the recommendations inconsistent with any of Council’s policies or plans?

No

 

 

Attachments

1.

S17A templates

 

 

 

Andrew Boyle

Head of Community Planning

 

 

  


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PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Council

MEETING DATE:           7 August 2017

TITLE:                            Inquiry into the 2016 Local Authority Elections

DATE:                            24 July 2017

AUTHOR/S:                   John Annabell, Legal Counsel, City Corporate

 

 

RECOMMENDATION(S) TO Council

1.   That Council consider whether or not to make a submission to the Justice and Electoral Select Committee concerning the Inquiry into the 2016 Local Authority Elections.

2.   That if Council decides to make a submission, the Mayor and Deputy Mayor be authorised to approve the content of the submission on behalf of the Council.

 

 

 

1.         ISSUE

Public submissions have been invited on the Inquiry into the 2016 Local Authority Elections.  This memorandum addresses whether or not a submission should be made on behalf of the Council.

2.         BACKGROUND

The closing date for submissions is Tuesday 22 August 2017, which is understood to be the day that Parliament rises for the general election.  Originally, a date later for this year had applied.

The terms of reference for the Inquiry are fairly broad based, and state that the Inquiry “will examine the law and administrative procedures for the conduct of Local Authority elections in light of the 2016 local elections.”  The Inquiry will also consider the matter raised in petition 2014/0060 of Andrew Mark Judd.  In his petition, Mr Judd suggested that the establishment of Maori wards on district councils follow the same legal framework that applies for establishing other wards on district councils.

I recently sent emails to elected members inviting suggestions on the contents for a possible Council submission.  Only one response was received, that response supporting a submission being made, with a focus on the following matters:

·    Online voting In 2019.

·    The Andrew Judd petition.

·    Path to harmonisation of local government electoral systems to Single Transferable Voting (STV) Electoral System.

·    Means to further activate voter participation in local body elections.

With regard to online voting, the Council may wish to make a submission supporting the use of online voting in the 2019 elections for any local authority wishing to do so.  While it is acknowledged that the introduction of online voting, in itself, may not significantly improve voting turnout, the introduction of online voting would at least provide another voting option for those electors who use computers in their everyday personal and/or working life.  The introduction of online voting will also contribute towards the government’s wish to make increasing use of websites or other online facilities for conducting business.  Online voting would also provide a ready opportunity for electors to vote from overseas locations if they do not happen to be in New Zealand during the voting period.  While the government did not permit a trial of online voting going ahead for the 2016 elections, it was a somewhat surprising outcome given the government’s preferred use for electronic communications in other areas of everyday life which involve quite sensitive personal information of people.

For the Andrew Judd petition, it is for the Council to decide whether or not the Maori ward option should be brought within the compass of the normal representation review.  Under Mr Judd’s proposal, a decision on whether or not a Maori ward or wards should be established would be made by the Council at the same time as it makes its other decisions on representation and in the same manner.  Therefore, for Palmerston North City Council, this would mean that a decision to establish the Maori ward would be made at the same time as the Council decides whether or not to maintain the city-wide electoral system and related decisions, which is scheduled to occur by about August 2018.  If any people were unhappy with the Council decision, they can object firstly to the Council and then finally to the Local Government Commission which has power to make a final decision.  However, there would be no opportunity for an automatic poll on the matter should this be requested by citizens. 

For the path to harmonisation of local government electoral systems to STV, this suggestion acknowledges the present difficulty created by the use of two different electoral systems on voting documents sent to electors.  While local authorities have the choice of using the First Past the Post (FPP) Electoral System or STV electoral systems, District Health Boards throughout New Zealand are required to use the STV electoral system.  The effect of this is that, for most voting papers distributed throughout New Zealand, there is a mix of the two electoral systems used on the same voting paper.  Unfortunately, the use of the two systems together leads to some confusion on the part of electors, with a possible consequence of there being a higher informal vote rate than might otherwise be the case.  In its submission sent to the Justice and Electoral Committee in 2013, the Council stated that it believed  that the STV system was the more appropriate electoral system to use, as it was a broadly proportional electoral system that provided effective representation for a wider range of points of view.  It also enabled electors to express preferences for all candidates seeking election regardless of the number of candidates, and minimisd the opportunity for tactical voting.  The counter-view is that the FPP electoral system is relatively simple, and easier to explain to electors.

With respect to means to further activate voting participation in local body elections, the Council has always maintained that it was appropriate to embark on promotional opportunities, notwithstanding that some other local authorities and electoral officers have been less willing to do so because there was no explicit mandate for such activities provided for in legislation.  This is apart from the publication of candidate profiles and sending them out with voting papers, as authorised by the Local Electoral Act 2001.  To put the matter beyond doubt, it might be appropriate to request the Justice and Electoral Committee to agree that the Local Electoral Act 2001 be amended to explicitly provide local authorities with a mandate to undertake such activities, as they consider appropriate, that would assist participation in local elections.

3.         NEXT STEPS

If the Council decides to approve a submission, this will be prepared and submitted to the Mayor and Deputy Mayor for approval.  The next Council meeting date is after the closing date for submissions.  The submission will then be sent to the Select Committee, together with an indication of whether or not the Council wishes to be heard in support of its submission.  It will be for the Mayor or Deputy Mayor to decide whether the Council should appear in person to support its submission.

4.         Compliance and administration

Does the Committee have delegated authority to decide?

If Yes quote relevant clause(s) from Delegations Manual

N/A

Are the decisions significant?

No

If they are significant do they affect land or a body of water?

No

Can this decision only be made through a 10 Year Plan?

No

Does this decision require consultation through the Special Consultative procedure?

No

Is there funding in the current Annual Plan for these actions?

Yes

Are the recommendations inconsistent with any of Council’s policies or plans?

No

 

 

Attachments

Nil

 

John Annabell

Legal Counsel