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:

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), Acting General Manager, City Enterprises (John Lynch), General Manager, City Future (Sheryl Bryant), Acting General Manager, City Networks (Rob Green), 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].

89-17

Apologies

Moved Grant Smith, seconded Vaughan Dennison.

RESOLVED

1.   That Council receive the apologies.

90-17

Petition - Street Lighting in Martin Street

Ms Midge Janssen presented a petition signed by 42 people with the following prayer:

“The residents of Martin Street have the following concerns regarding the effect of the lighting on motorists as well as pedestrians.

-    At night it is difficult for motorists to see the corner when turning in from Broadway.

-    There is decreased visibility for the increasing vehicle traffic along the street.

-    It is more difficult for motorists or cyclists to see pedestrians crossing the street.

-    Pedestrians are very concerned for the safety when walking after dark

-    The dark areas provide places for people of ill intent to loiter.

This reduction in visibility is particularly evident in summer when the trees are in full leaf. This is when pedestrians and cyclists are more likely to be out in the evenings, and at more risk.

There are only four lights in the approximate 270 metres long street and they create three very dark areas outside properties numbered 5, 13 and 21, particularly when residents have turned off their outside lights.  This is a concern for both pedestrians and motorists.

Vehicle traffic has increased in volume since the changes in road markings in Ruahine Street and the installation of speed bumps in Broadway, with many drivers using Heretaunga and Martin Streets as an alternative to Ruahine Street.  Speed is sometimes excessive.

Pedestrian traffic is also high because of the proximity to the Terrace End and Midway shopping areas.

The residents don’t want to lose the trees in the street but would like to see the tree at Martin and Broadway corner trimmed to allow more light on the intersection, more lights installed, particularly by properties 5, 13 and 21.”

During discussion elected members noted that a report was coming to council regarding non-compliant lighting streets in Palmerston North and the issues with Martin Street would be included as part of that report.  As an interim measure it was requested that the trees be trimmed in the street to let more light through.

Moved Rachel Bowen, seconded Brent Barrett.

RESOLVED

1.   That the Chief Executive be directed to trim the trees, and explore increased illumination on Martin Street, noting that Martin Street is one of the non-compliant lighting streets that will be the subject of a report back to Council.

2.   That the Council receive the Petition for information.

91-17

Confirmation of Minutes

Moved Grant Smith, seconded Vaughan Dennison.

RESOLVED

1.  That the minutes of the ordinary meeting of 29 May 2017 Part I Public, the extraordinary meeting of 7 June 2017 Part I Public and the extraordinary meeting of 12 June 2017 Part I Public be confirmed as a true and correct record.

92-17

Committee of Council Part I Public - 24 May 2017

Consideration was given to Committee of Council recommendations as appended to these minutes.

Moved Grant Smith, seconded Rachel Bowen.

RESOLVED

1.   That the Committee’s recommendations be adopted.

93-17

Committee of Council Part I Public - 19 June 2017

Consideration was given to Committee of Council recommendations as appended to these minutes.

Moved Grant Smith, seconded Brent Barrett.

RESOLVED

1.  That clause 9-17 of the Committee’s recommendations be amended to      read “That Standing Order 3.19.2 be amended to incorporate that “where      an   item is moved and seconded and PUT to the meeting. The outcome of      the vote shall be recorded in the minutes of the meeting.”

2.   That clause 10.7 of the Committees recommendation be amended to read “That Council increase the event support budget by $180,000 by budget adjustments without impacting total rates”.

3.   That the balance of the Committee’s recommendations be adopted.

94-17

Setting of Rates for 2017/18

Memorandum, dated 20 June 2017 from the Strategy Manager Finance, Steve Paterson.

Moved Grant Smith, seconded Duncan McCann.

RESOLVED

1.   That the resolution to set the rates for the 2017/18 year, attached as Appendix One to the report titled “Setting of Rates for 2017/18 and dated 20 June 2017, and appended to these minutes, be adopted.

2.   That it be noted that the setting of rates is a significant decision within the parameters of the Local Government Act 2002 and that it is satisfied there has been compliance with the decision-making and consultation requirements of the Act.

95-17

Resolutions to Authorise Borrowing

Memorandum, dated 20 June 2017 from the Strategy Manager Finance, Steve Paterson.

Moved Grant Smith, seconded Leonie Hapeta.

RESOLVED

1.  That Council authorises the Chief Executive to borrow, in accordance with delegated authority, up to $19 million (“the Borrowing”) of additional term debt by way of bank loan or loans or credit facilities or other facilities or the issue of stock for the Borrowing secured by the Debenture Trust Deed.

2.   The purpose of the Borrowing is the carrying out or continuing of programmes identified in the 2017/18 Annual Budget (Plan).

3.   The security for the Borrowing may be the charge over rates under the Debenture Trust Deed if the Chief Executive considers appropriate.

4.   The benefits of the Borrowing are that it will enable the Council to carry out the programmes identified in the Annual Budget (Plan) while spreading the costs for those programmes over time to recognise future benefits.  The risk is that interest rates may vary in the future resulting in higher debt servicing costs to the Council.

5.   For the reasons set out in this report the Council has determined, that, having regard to the Council’s financial strategy, in the particular circumstances it is prudent and reasonable to enter into the proposed borrowing.

6.   The raising of the Borrowing will comply with the Council's Liability Management Policy.

7.   The Council note that the decision to borrow up to $19 million is a significant decision within the parameters of the Local Government Act 2002 and is satisfied that there has been compliance with the decision-making and consultation requirements of the Act.

96-17

Draft Local Alcohol Policy - approval for consultation

Report, dated 23 May 2017 from the Policy Analyst, Peter Ridge.

Moved Grant Smith, seconded Vaughan Dennison.

RESOLVED

1.   That the Statement of Proposal, including the draft Palmerston North Local Alcohol Policy, attached as attachment two to this report, be approved for public consultation.

2.   That the Mayor and Deputy Mayor be authorised to approve minor amendments to the Statement of Proposal prior to public consultation.

On clause 96-17 above a division was called, the clause was carried 7 votes to 5, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Jim Jefferies, Duncan McCann and Bruno Petrenas.

Against:

Councillors Brent Barrett, Adrian Broad, Lew Findlay QSM, Lorna Johnson and Karen Naylor.

Note:
Councillors Susan Baty and Leonie Hapeta declared a conflict of interest and withdrew from discussion and voting on clause 96-17 above.

97-17

Appointment of Commissioners - Te Rere Hau Windfarms

Memorandum, dated 14 June 2017 from the Head of Planning Services, Simon Mori.

Moved Grant Smith, seconded Leonie Hapeta.

RESOLVED

1.   That two independent Commissioners that are not on the Palmerston North City Council  approved commissioners list be appointed to hear the review of the Te Rere Hau Windfarm Resource Consent conditions hearing.

2.   The Chair of the panel would be either Shonagh Kenderdine or Gordon Whiting.  The other being independent acoustic expert Dr Kym Burgemeister.

3.   That Mr Tangi Utikere is also appointed to the panel as an independent Commissioner.

98-17

Appointments to the Hearings Committee

Memorandum, dated 26 May 2017 from the Governance & Support Team Leader, Kyle Whitfield.

Moved Grant Smith, seconded Susan Baty.

RESOLVED

1.   That Councillor Duncan McCann be appointed to the Hearings Committee.

Note:
Councillor Duncan McCann declared a conflict of interest and withdrew from discussion and voting on clause 98-17 above.

99-17

Discussion Document and Submission form for Maori Ward Options

Memorandum, dated 10 May 2017 from the Legal Counsel, John Annabell.

Moved Grant Smith, seconded Leonie Hapeta.

RESOLVED

1.   That the attached discussion paper about the Māori ward options be approved for consultation, noted that this discussion paper replaces the discussion paper referred to in the Council resolution number 43.17.1 made at the Council meeting of 24 April 2017.

2.   That the proposed consultation initiatives for the Māori ward options, as detailed in this memorandum, be approved.

On a motion:

“1.     That the attached discussion paper about the Māori ward representation   options be approved for consultation, subject to amendments to broaden the discussion to models to achieve improved participation of Maori in council decision making  (such as Maori Standing committees and Iwi Partnership models) noted that this discussion paper replaces the discussion paper referred to in the Council resolution number 43.17.1 made at the Council meeting of 24 April 2017.

2.       That the proposed consultation initiatives for the Māori ward representation options,           as detailed in this memorandum, be approved”,

a division was called and the motion was lost 6 votes to 8, the voting being as follows:

For:

Councillors Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Karen Naylor and Bruno Petrenas.

Against:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Gabrielle Bundy-Cooke, Leonie Hapeta, Jim Jefferies, Lorna Johnson and Duncan McCann.

100-17

Conference Opportunity - Climate Change & Business Conference

Memorandum, dated 20 June 2017 from the Committee Administrator, Carly Chang.

Moved Grant Smith, seconded Vaughan Dennison.

RESOLVED

1.  That the Committee approve the attendance of up to two elected members to attend, with expenses paid, the Climate Change & Business Conference being held in Auckland on 10 and 11 October 2017.

2.  That, 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 30 June 2017.

101-17

Planning and Strategy Committee Part I Public - 7 June 2017

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

Moved Duncan McCann, seconded Jim Jefferies.

RESOLVED

1.   That the Committee’s recommendations be adopted.

102-17

Sport and Recreation Committee Part I Public - 7 June 2017

Consideration was given to Sport and Recreation Committee recommendations as appended to these minutes.

Moved Leonie Hapeta, seconded Duncan McCann.

RESOLVED

1.   That the Committee’s recommendations be adopted.

Note:
Councillor Bruno Petrenas declared a conflict of interest and withdrew from discussion and voting on clause 102-17 above.

103-17

Community Development Committee Part I Public - 12 June 2017

Consideration was given to Community Development Committee recommendations as appended to these minutes.

Moved Rachel Bowen, seconded Leonie Hapeta.

RESOLVED

1.   That the Committee’s recommendations be adopted.

104-17

Finance and Performance Committee Part I Public - 19 June 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.

105-17

Recommendation to Exclude Public

Moved Grant Smith, seconded Jim Jefferies.

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:

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 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.

Head of Building Services (Leigh Sage), 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.

6-17

Proposed Annual Budget 2017/18 - Outcome of Consultation Process

Memorandum, dated 18 May 2017 from the Strategy Manager Finance, Steve Paterson, the Planning and Reporting Coordinator, Courtney Kibby and the Claims Management Officer, Jo-Anne Dulieu.

The COMMITTEE RECOMMENDS

1.     That the written submissions from the consultation process on the proposed Annual Budget be received.

2.     That the officer comments made in response to issues raised during the consultation process – entitled “Proposed Annual Budget 2017/18 – Officer Comments to Issues Raised in Submissions” (attached as Appendix 1 of the report dated 18 May 2017 and entitled: Proposed Annual Budget 2017/18 – Outcome of Consultation Process) – be received

3.     That the Chief Executive be instructed to prepare a draft of the final Annual Budget document for consideration by the Committee of Council meeting on 19 June 2017 and that it incorporate:

h.      As a consequence of public consultation, amendments determined by the Committee, as outlined below:

3.     In relation to Submission 60 – Menzshed – that the building at Rangitane Park be formally leased to Menzshed Manawatu for a 5 year lease, and the Menzshed become the sole lease holder.

5.   That Chief Executive be instructed to include options for allowing sound and lighting of the skate rink (on assumption of it being paid externally) when preparing the development plan for Memorial Park.

6.   Chief Executive be instructed to work with the community in order to advance consideration by the New Zealand Transport Agency of the Road Safety considerations in Aokautere.

11.   That the Chief Executive be instructed to enter into discussions with the Central Economic Development Agency as to the future of the Manawatu Events Trust so that it can be a fundraising mechanism for all events.

14.   In relation to submission 60 from the Menzshed Manawatu – that a costing to update toilets and modify internal walls and construct an outdoor shelter be presented to the 2018/28 Long Term Plan for Consideration.

18.  That the Chief Executive be instructed to engage with the Walkers Road community around the provision of recycling services.

19.   That the Chief Executive be instructed to report back on options to address the issue of access to Te Patikitiki Library as raised in submission 24 from Judith Barsanti.

24.  That Council considers investment towards the Cornerstone Hall and Meeting Room Development during the Long Term Plan process, following completion of the Kelvin Grove Feasibility Study.

25.   That Council commits to plans for the Bunnythorpe Community Centre within the 2017/18 year.

9-17

Confirmation of Minutes

The COMMITTEE RECOMMENDS

1.   That Standing Orders be amended to incorporate that “where an item is moved and seconded and PUT to the meeting. The outcome of the vote shall be recorded in the minutes of the meeting”.

10-17

Finalising the Annual Budget (Plan) 2017/18

Memorandum, dated 7 June 2017 from the Strategy Manager Finance, Steve Paterson.

The COMMITTEE RECOMMENDS

1.    That the Annual Budget 2017/18 as circulated with the report titled “Finalising the Annual Budget 2017/18” dated 7 June 2017 be adopted as the final Annual Budget(Plan), subject to the following amendments (if any).

2.    That the Mayor and Chief Executive be given delegated authority to approve the final Annual Budget (Plan) document for publication.

3.    That the adoption of the Annual Budget (Plan) 2017/18 be confirmed as a significant decision within the parameters of the Local Government Act 2002 and that the Council be satisfied that all submissions had been considered and that there has been compliance with the decision-making and consultation requirements of the Act.

4.    That the Chief Executive be delegated authority to authorise payments to Council-controlled organisations and other external organisations in accordance with their respective service level agreements.

5.   That an additional $66,000 capital expenditure be allocated for the provision of the proposed Waitoetoe Dog Park.

6.    That Council authorises the provision of ‘Cricket Sight Screens’ (a $20,000 cost) from within the financial envelope previously approved ($175,663.58) by the Committee of Council Meeting on 24 May 2017 for the Fitzherbert Park Upgrade.

7.   That Council increase the event support budget to $180,000 by budget adjustments without impacting total rates.

35-17

Palmerston North Animals and Bees Bylaw 2011 Review - S155 Determination Report

Report, dated 16 May 2017 from the Policy Analyst, Ann-Marie Mori.

The COMMITTEE RECOMMENDS

1.   That it be agreed that a bylaw is the most appropriate way of addressing the public health and safety, and nuisance problems, caused by the keeping of animals (other than dogs) within Palmerston North.

36-17

Palmerston North Dog Control Policy 2011- Review

Report, dated 15 May 2017 from the Policy Analyst, Ann-Marie Mori.

The COMMITTEE RECOMMENDS

1.   That the Committee agrees to a review of the Palmerston North Dog Control Policy 2011.

16-17

Clearview Park Proposed Land Exchange

Report, dated 4 May 2017 from the Leisure Assets Planner, Jason Pilkington.

The COMMITTEE RECOMMENDS

1.   That Palmerston North City Council, in the report Clearview Park Proposed Land Exchange on 7 June 2017 by Jason Pilkington, and as the administering body of Clearview Reserve, authorises the exchange of that part of the Clearview Reserve described in Appendix I (as part of Lot 1 DP 69185 & Lots 187 189 DP 67876) for the land described in Appendix II (as part of Lot 146 DP 372992) belonging to Fair Investments Ltd.  

2.   That Palmerston North City Council, in the report Clearview Park Proposed Land Exchange on 7 June 2017, by Jason Pilkington and in exercise of the powers conferred on it by delegation under the Reserves Act 1977, authorises the exchange of that part of the Clearview Reserve described in Appendix I (as part of Lot 1 DP 69185 & Lots 187 189 DP 67876) for the land described in Appendix II (as part of Lot 146 DP 372992) belonging to Fair Investments Ltd. 

3.   That Council note that the requirements of Section 4 of the Conservation Act 1987 have been satisfied in relation to consultation with Iwi over granting a land exchange at Clearview Reserve.

4.   That Council note that the requirements of Sections 119 and 120 of the Reserves Act 1977 have been satisfied in relation to public notification prior to the resolution to enter into the land exchange at Clearview Reserve.

5.  That the Chief Executive be instructed to work with the Developer to resolve the maintenance issues of the existing pathways within the Clearview sub division.

Councillor Bruno Petrenas declared a conflict of interest and withdrew from voting and discussion on clause 16-17 above.

17-17

Campbell Street Campervan Carpark Trial

Report, dated 18 May 2017 from the Leisure Assets Planner, Jason Pilkington.

The COMMITTEE RECOMMENDS

1.    That Council continue the trial of the Campbell Street Campervan Carpark for another year to gain a better understanding of the dynamics of the site; and assess the Campbell Street Carpark within the wider context of Motorhome use in the City.

2.    That Council install a security camera at the site up to the value of $8,000.

3.    That Officers report back on the Campbell Street Campervan Carpark trial in June of 2018.

4.    That Officers report back to Council on a wider assessment of potential motor home sites, and with recommendations, prior to a final report on the trial of the Campbell Street Campervan Carpark. 

19-17

Memorial Park Draft Development Plan

Report, dated 17 May 2017 from the Leisure Assets Planner, Jason Pilkington.

The COMMITTEE RECOMMENDS

1.   That the Chief Executive be instructed to investigate options for memorial/remembrance to be included in the Memorial Park Development Plan and report back to the Committee at the September 2017 meeting.

2.  That disability issues are fully reflected in the design of the park before           consultation. 

15-17

Notice of Motion - Disability Reference Group

The COMMITTEE RECOMMENDS

1.   That Council supports the formation of a Disability Reference Group to advise Council on disability issues noting that the Group’s Terms of Reference will be subject to formal Council endorsement.

2.    That the Chief Executive reports on community relationships and representations as it relates to portfolios.

17-17

Implications of the proposed review of the Social Housing Strategy

Memorandum, dated 19 May 2017 from the Strategy & Policy Manager, Julie Macdonald.

The COMMITTEE RECOMMENDS

1.   That Appendix One attached to the memorandum titled “Implications of the proposed review of the Social Housing Strategy’ from the Strategy and Policy Manager, Julie Macdonald, dated 19 May 2017 be received.

2.   That the Council consider ceasing the conversion of bedsits to enable priority to be placed on increasing new social housing as part of the 10-year plan development and subsequent consultation.

3.   That the Council is provided with further information about the implementation of Options 1C and 1D, in order to inform a recommended change to be consulted on through the 10 Year Plan process.

18-17

Community Centres Review

Memorandum, dated 25 May 2017 from the General Manager - Libraries and Community Services, Debbie Duncan.

The COMMITTEE RECOMMENDS

1.   That Council reviews and approves the Action Points highlighted within this Memorandum in relation to the Community Centres workshop held 15 May 2017.

·     Organise a meeting with all lease holders / management committees with the Mayor and relevant Councillors to outline Council goals and expectations.

·     Review and update agreements, policies and charges to clearly outline responsibilities and expectations of both Council and the individual management committee on a Centre by Centre basis.

·     Asset Management Plans to be reviewed for inclusion within the 10 Year plan considerations.

·     Support individual management committees with their capacity and capability building.

·     Develop an annual satisfaction survey of users to be included as a KPI for each centre.

·     Investigate a centralised digital booking and information solution.

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.

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.

The COMMITTEE RECOMMENDS

1.   That the Committee notes:

a.   Horizons 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.

The COMMITTEE RECOMMENDS

1.   That the Committee receive the report on Options for Enhanced Recycling and Waste Management Services

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.

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.

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.

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.

6.    That the option of kerb side green waste collection be included in costed proposals for consideration through the LTP process.

7.  That the Chief Executive instruct officers to increase support for Charity Shop waste disposal to $20,000 pa, but out of existing budgets.

49-17

Programme 1086 LED street light upgrade

Report, dated 1 June 2017 from the Road Planning Team Leader, David Lane.

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.

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.

Meter Size

Annual Charge

         $

Up to 15mm

19 to 20mm

25mm

32mm

40mm

50mm

75 to 80mm

100mm

150mm

200mm

41.40

42.55

54.05

78.20

144.90

144.90

286.35

365.70

512.70

610.65

Differential Group

Differential Factor

(expressed as % of Group Code MS)

Rate

(cents in $ of LV)

Code

Brief Description

R1

Single unit residential

Balance (approx. 79)

0.7458

R2

Two unit residential

120

1.1392

R3

Three unit residential

130

1.2341

R4

Four unit residential

140

1.3290

R5

Five unit residential

150

1.4240

R6

Six unit residential

160

1.5189

R7

Seven unit residential

170

1.6138

R8

Eight or more unit residential

180

1.7087

MS

Miscellaneous

100

0.9493

CI *

Non-residential (Commercial/Industrial)

250

2.3733

CR

Commercial Research

250

2.3733

CA

Commercial accommodation

250

2.3733

FL

Rural/Semi-serviced

(5 hectares or more)

15

0.1424

FS

Rural/Semi-serviced

(0.2 hectares or less)

51

0.4841

FM

Rural/Semi-serviced (between 0.2 & 5 hectares)

36

0.3417

R1

[New codes 1001, 2001

& 3001]

Single Unit Residential

Every rating unit not otherwise classified:

·   Two hectare or less in area having a predominant or exclusive residential use and on which is erected one residential unit; or

·   Two hectare or less in area and having no predominant use, on which no building is erected but upon which the erection of residential units is a permitted activity under the City’s District Plan.

R2 – R8

[New codes 1002 – 1008, 2002 – 2008 & 3002-3008]

Multi-unit residential

Every rating unit not otherwise classified on which is erected:

·   R2 – two residential units; or

·   R3 – three residential units; or

·   R4 – four residential units; or

·   R5 – five residential units; or

·   R6 – six residential units; or

·   R7 – seven residential units; or

·   R8 – eight or more residential units

In determining what is a residential unit the Council will apply the same criteria as defined for a SUIP as shown in 5.3

MS

[New codes 1000,  2000 & 3000]

Miscellaneous

Every rating unit (or division thereof) of the following types:

·    Property which could be categorised in another group code but which is used for not-for-profit purposes or other community purposes, determined at the Council’s discretion

·    Property that is used for parking that is available for public use in accordance with criteria determined by the Council

·    Where the ratepayer conducts or permits to be conducted a business, being a Home Occupation as defined in the City’s District Plan, and which would otherwise qualify for inclusion in group code R1

·    Serviced property that is more than two hectare in area, having a predominant or exclusive residential use and on which is erected one residential unit

·    Vacant, serviced property not classified in group codes R1 or FL or elsewhere as follows:

·    Property where non-residential use is a permitted activity under the City’s District Plan

·    Property over two hectare in area where residential use is a permitted activity under the City’s District Plan

·   Property which, due to location, would otherwise qualify for inclusion in group code FL, FS or FM but which is not used for predominantly residential, farming, military or not-for-profit community purposes.  The Council may determine that only a portion of the property shall be classified as MS and that the remainder is classified as FL, FS or FM, as appropriate.

CI, CR & CA

[New codes 1100 – 1300, 2100 – 2200 & 3100-3200]

Non Residential

CI   Every rating unit not otherwise classified which has not a predominant or exclusive residential use (except property used for parking and/or vacant serviced property as defined in group code MS).  Multi-storey properties, four storeys and over will be levied an additional differential surcharge.

CR   Every rating unit not otherwise classified which is predominantly used for research purposes in accordance with criteria determined by the Council.

CA   Every rating unit on which is erected a licensed hotel or an apartment building or residential institution and including a guest house, rooming house, boarding house, private hotel, motel, residential club or hostel. 

(Taverns which have no residential accommodation shall be included in group code CI)

FL, FS & FM

[New codes 1400 – 1600, 2400 – 2600 & 3400-3600]

Rural & Semi-serviced

FL  - Every rating unit not otherwise classified which does not have access to the City’s sewage disposal system and has

Either (a) an area of five hectares or more

Or    (b) an area less than five hectares but on which there is no residential dwelling unit or non-residential improvements.

In determining whether for rating purposes access is deemed to be available the Council will have regard to the following:

·   whether the Council will allow the rating unit to be connected to the sewage disposal system

·   whether the rating unit is capable of subdivision and if so, the ratepayer’s intentions regarding subdivision

·   the scope of any sub-divisional plan deposited with the District Land Registrar

·   the portion of the property with access to services, which in the opinion of the Council, would form a reasonable first stage of subdivision

·   the prevailing economic climate as it affects subdivision and the supply of serviced land within the City.

Based on its assessment of the matters outlined above the Council will determine one of the following rating approaches:

·   reclassify the full property to the higher rated group in the year immediately succeeding access to the system becoming available

·   reclassify only a portion of the property to the higher rated group code with the circumstances being reviewed annually

·   retain the present classification and review it annually.

FS  Every rating unit which would otherwise qualify for inclusion in group code FL but which has an area of 0.2 hectares or less and on which there is either a residential dwelling or non-residential improvements.

FM  Every rating unit which would otherwise qualify for inclusion in group code FS but which has an area greater than 0.2 hectares and less than five hectares.  The Council may consider reclassifying only a portion of the property into a higher rated group code once access is available to the City’s sewage disposal system.  In that event the same criteria as for group code FL will apply.

111-17

Apologies

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That Council receive the apologies.

Clause 111-17      above was carried 13 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

112-17

Council submission on Geographical Areas: Review of Area Unit Names

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

Councillor Vaughan Dennison entered the meeting at 2.18pm

Councillor Susan Baty entered the meeting at 2.28pm

Moved Vaughan Dennison, seconded Karen Naylor.

RESOLVED

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.

Clause 112-17 above was carried 13 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor and Bruno Petrenas.

113-17

Section 17A Reviews

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

Moved Grant Smith, seconded Vaughan Dennison.

RESOLVED

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.

Clause 113-17 above was carried 13 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor and Bruno Petrenas.

114-17

Inquiry into the 2016 Local Authority Elections

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

Moved Vaughan Dennison, seconded Lorna Johnson.

RESOLVED

1.   That Council does make a submission to the Justice and Electoral Select Committee concerning the Inquiry into the 2016 Local Authority Elections regarding online voting in 2019 and harmonisation of local government electoral systems to STV.

Clause 114.1 above was carried 11 votes to 2, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian, Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson and Karen Naylor.

Against:

Councillors Duncan McCann and Bruno Petrenas.

Moved Vaughan Dennison, seconded Susan Baty.

2.   That the Mayor and Deputy Mayor be authorised to approve the content of the submission on behalf of the Council.

Clause 114.2 above was carried 13 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor and Bruno Petrenas.

Moved Grant Smith, seconded Lew Findlay QSM.

Note:

On a motion “That Council do not make a submission to the Justice and Electoral Select Committee concerning the Inquiry into the 2016 Local Authority Elections”, the motion was lost 4 votes to 9, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Adrian Broad, Lew Findlay QSM and Bruno Petrenas.

Against:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Jim Jefferies, Lorna Johnson, Duncan McCann and Karen Naylor.

115-17

Recommendation to Exclude Public

Moved Grant Smith, seconded Adrian Broad.

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:

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), Acting General Manager, Libraries and Community Services (Ian Littleworth), 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.

Clause 115-17 above was carried 13 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor and Bruno Petrenas.

RECOMMENDATION(S) TO Council

1.   That the Events Manawatu Trust Board be exempted from being a Council-Controlled Organisation effective from 16 August 2016 pursuant to section 7(3) Local Government Act 2002.

Steve Paterson

Strategy Manager Finance

RECOMMENDATION(S) TO Council

1.   That the Caccia Birch Trust Board be exempted from being a Council-Controlled Organisation pursuant to section 7(3) Local Government Act 2002.

2.   That, subject to receipt of a formal request to do so from the Globe Theatre Trust Board, the Globe Theatre Trust be exempted from being a Council-Controlled Organisation pursuant to section 7(3) Local Government Act 2002.

Steve Paterson

Strategy Manager Finance

RECOMMENDATIONS TO Council

1.   That funding support of $40,000 be provided to Te Manawa in order to progress high level planning and business case development for Options A (new build museum) and B (repurpose/ new build museum) to enable consideration of its proposals as part of the Long Term Plan process.

2.   That the funding support referred in recommendation 1 be approved as an unbudgeted item.

That the Concept Plan be developed further into a staged Master Plan with business case support for the Long Term Plan consideration.

That the Chief Executive be instructed to report back to the August Council meeting on how to best achieve the recommendation above.

1.

Te Manawa Proposal - Outline of Steps and Timeframe ⇩

Sheryl Bryant

General Manager - City Future

Grant Elliott

Chief Financial Officer

RECOMMENDATION(S) TO Council

1.   That the Resource Management Act 1991 Commissioner Schedule be reviewed in the manner indicated in this memorandum.

Kyle Whitfield

Governance & Support Team Leader

John Annabell

Legal Counsel

RECOMMENDATION(S) TO Council

1.   To confirm the appointment of Cr Vaughan Dennison as the Palmerston North City Council representative on the Manawatu-Wanganui Regional Disaster Relief Trust Board.

Kyle Whitfield

Governance & Support Team Leader

RECOMMENDATION(S) TO Council

1.   That Council note the determination by the Remuneration Authority which is effective as at 1 July 2017.

2.   That Council do not utilise the additional distribution of the $17,198;

or

That Council utilise the additional distribution of the $17,198 and make a recommendation to the Authority accordingly.

Kyle Whitfield

Governance & Support Team Leader

RECOMMENDATION(S) TO COMMMITTEE

1.       That the Committee approve the attendance of up to XX elected member(s) to attend, with expenses paid, to Asia-Pacific Cycle Congress being held in Christchurch on Wednesday 18 to Friday 20 October 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 Advisor, Penny Odell, by 12 noon Thursday 31 August 2017.

Penny Odell

Committee Administrator

1-17

Events Waste Management & Minimisation

Memorandum, dated 25 July 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.

Moved Vaughan Dennison, seconded Bruno Petrenas.

The COMMITTEE RECOMMENDS

1.   That Committee receive this memo on Events Waste Management & Minimisation.

2.   That the Committee endorse the proposed adoption of a zero waste approach to events by mandating the use of 100% compostable food containers and utensils for all Council funded or significant events held on Council land, where an Event Waste Management and Minimisation Plan is required.

3.   That the Committee approve additional new unbudgeted capital expenditure of $35,000 for Events Waste Management Infrastructure.

19-17

Deputation - Te Manawa

The COMMITTEE RECOMMENDS

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

2.  That the presentation be referred to the Long Term Plan process.

3.  That the Concept Plan be developed further into a staged Master Plan             with business case support for the Long Term Plan consideration.

4.  That the Chief Executive be instructed to report back to the August Council      meeting on how to best achieve recommendation 3.

20-17

Deputation - Palmerston North History Project

The COMMITTEE RECOMMENDS

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

2.  That the request for financial support be referred to the Chief Executive.

18-17

Asset Management of Palmerston North Public Art and Register of Council Owned Artwork

Memorandum, dated 21 July 2017 from the Arts Coordinator, Gillian Tasker.

The COMMITTEE RECOMMENDS

1.   That Council receive the report titled “Asset Management of Palmerston North Public Arts and Register of Council Owned Artwork” and dated 21 July 2017, from the Arts Coordinator, Gillian Tasker, and that it be referred to the Long Term Plan process.

2.  That the Chief Executive is instructed to maintain a register of public   artworks, including significant works, subject to recommendation 1.

22-17

Military History Exhibition Facility Feasibility Study - extension of scope

Memorandum, dated 28 July 2017 from the Manager - Community Engagement, Ian Littleworth.

The COMMITTEE RECOMMENDS

1.   That the memorandum titled “Military History Exhibition Facility Feasibility Study – extension of scope” and dated 28 July 2017 from the Manager – Community Engagement, Ian Littleworth, be received.

2.   That the scope of the feasibility study be extended to also include wider museum/heritage issues and opportunities as well as a military history exhibition facility. 

3.   That the feasibility study be renamed “Military History/Heritage issues and options” to reflect the broader scope of the programme and report back to the November Arts, Culture and Heritage Committee meeting.

24-17

Funding for the Arts

Memorandum, dated 28 July 2017 from the Community Funding Coordinator, Rebecca Hofmann.

The COMMITTEE RECOMMENDS

1.   That the memorandum titled “Funding for the Arts” and dated 28 July 2017 from the Community Funding Coordinator, Rebecca Hofmann be received as information.

2.   That the Appendix information is referred to the planned review of the Community Funding Policy.

3.   That the Chief Executive develop a policy to direct the PNCC contribution        to the Creative Communities New Zealand scheme.

23-17

Presentation of Finalised Statements of Intent 2017-2020 for Council-Controlled Organisations (Cultural)

Report, dated 28 July 2017 from the Community Funding Coordinator, Rebecca Hofmann and the Management Accountant, Matt Duxfield.

The COMMITTEE RECOMMENDS

1.   That the Statement of Intent 2017-2020 submitted by Caccia Birch Trust Board be approved and Council authorises an increase of $4,431 in Council budget for 2017/18.

2.   That the Statement of Intent 2017-2020 submitted by Regent Theatre Trust be approved.

3.   That the Statement of Intent 2017-2020 submitted by Globe Theatre Trust Board be approved.

4.   That the Statement of Intent 2017-2020 submitted by Te Manawa Museums Trust be approved.

5.   That Council authorise commencement of the process of exempting Caccia Birch as a reporting CCO under s 7 of the Local Government Act 2002 and Councillors confirm that the ongoing reporting requirements are to be similar to current requirements, and Council does not require an audit of Caccia Birch and the budgets reduced accordingly, subject to Audit New Zealand agreement.

58-17

Section 17A Review Venues & Events Palmerston North

The COMMITTEE RECOMMENDS

1.      That given the information within the report entitled: Section 17A Review Venues and Events Palmerston North dated 25 July 2017 on the considerable      advancement and achievements in relation to previously highlighted     areas for improvement and recommendations from the independent         reviews undertaken by Horwarth HTL and Freeman Associates it is recommended:

1.        That the Palmerston North Conference & Function Centre continues to be run in house under joint management alongside Central Energy Trust Arena.

2.        Confirm the June 2015 resolution 87.1 that the Palmerston North Conference & Function Centre continue to be delivered internally.

3.        That the Central Energy Trust Arena continues to be run in house under joint management alongside Palmerston North Conference & Function Centre.

4.        That the ongoing management and delivery of both venues be continually reviewed in the best interests of Palmerston North.

5.        That Council agrees that the independent reviews of the Palmerston North Conference & Function Centre and the Central Energy Trust Arena met the intent of the Local Government Act s17A for the first round of s17A reviews

59-17

Ashhurst Domain - River Protection Works

1.   That the information about the proposed works to provide protection to the Ashhurst Domain from further damage by the Manawatu River be received.

2.   That Council formally contact NZTA to seek confirmation of their contribution of $500,000 or third contribution.

3.  That Horizons Regional Council again be contacted for their $500,000 or third contribution and on completion of Rockwall bank, that this assets be part of the lower Manawatu Scheme.

4. That further reports be presented to the Committee confirming outcomes of recommendation 2 and 3.

21-17

Internal Audit 2016/17 Annual Report

Memorandum, dated 10 July 2017 from the Senior Internal Auditor, Vivian Watene.

The COMMITTEE RECOMMENDS

1.     That the satisfactory completion of the 2016/17 Internal Audit Plan, on time and within budget be noted.

2.     That the Chief Executive review the risks around having to implement Business Continuity Planning and the measure in place to protect Council from these risks.

3.     That this be reported to the Audit and Risk Committee by the end of this year.

4.     That the Chief Executive be instructed to develop a draft policy on     appropriate use of closed circuit television and other remote means of            monitoring, and report back to Council.

25-17

Auditor Engagement

Memorandum, dated 27 July 2017 from the Financial Accountant, Keith Allan.

The COMMITTEE RECOMMENDS

1.   That Council receive the Audit Proposal and Engagement letters  for the years ending 30 June 2017, 2018 and 2019 and that Council note the appointment of Audit New Zealand as Auditors and approve acceptance of the letters by the Mayor, except for the audit fee which is be to subject to further negotiation by the Chief Executive and report back to Council.