Minutes of Finance and Performance Committee

Palmerston North City Council

Minutes of the Finance and Performance Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 21 August 2017, commencing at 9.01am

Members

Present:

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

Apologies:

Councillor Leonie Hapeta (Early Departure), Councillor Aleisha Rutherford and Councillor Tangi Utikere.

Councillor Leonie Hapeta left the meeting at 10.14am at the conclusion of clause 58. She was not present for clause 59 to 63 inclusive.

54-17

Apologies

Moved Rachel Bowen, seconded Gabrielle Bundy-Cooke.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 54-17 above was carried 14 votes to 0, the voting being as follows:

For:

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

55-17

Confirmation of Minutes

Moved Vaughan Dennison, seconded Jim Jefferies.

The COMMITTEE RESOLVED

1. That the minutes of the Finance and Performance Committee meeting of 19 June 2017 Part I Public be confirmed as a true and correct record.

55-17 above was carried 14 votes to 0, the voting being as follows:

For:

56-17

Treasury Report for 12 months ended 30 June 2017

Memorandum, dated 26 July 2017 from the Strategy Manager Finance, Steve Paterson.

Moved Karen Naylor, seconded Brent Barrett.

The COMMITTEE RESOLVED

1. That the performance of the treasury activity for the 12 months ending 30 June 2017 be noted.

2. That it be noted that as at 30 June 2017 the treasury policy targets were complied with, except for the five year plus fixed rate maturity profile band target of 15% to 60% and that as the level of non-compliance was minimal no specific action is intended at this stage.

Clause 56-17 above was carried 14 votes to 0, the voting being as follows:

For:

57-17

Quarterly Performance and Finance Report - Quarter ending 30 June 2017

Memorandum, dated 27 July 2017 from the Financial Accountant, Keith Allan and the Head of Community Planning, Andrew Boyle.

Moved Vaughan Dennison, seconded Jim Jefferies.

The COMMITTEE RESOLVED

1. That the Committee receive the June 2017 Quarterly Performance and Financial Report and note:

a. The June 2017 financial performance and operating performance.

b. The June 2017 capital expenditure programme progress together with those programmes identified as unable to be completed this financial year.

2. That the Committee note that the capital expenditure carry forward values in the 2017/18 Annual Budget will be increased by a net $2,453,000 to the amount of remaining programme budgets.

Clause 57-17 above was carried 14 votes to 0, the voting being as follows:

For:

58-17

Section 17A Review Venues & Events Palmerston North

Memorandum, dated 25 July 2017 from the Manager - Venues PN, John Lynch.

Moved Vaughan Dennison, seconded Rachel Bowen.

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

Clause 58-17 above was carried 13 votes to 0, with 1 abstention, the voting being as follows:

For:

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

Abstained:

Councillor Leonie Hapeta.

59-17	Ashhurst Domain - River Protection Works Memorandum, dated 14 August 2017 from the Acting General Manager, Rob Green. During discussion the Committee decided that they wished to have formal notification from both NZTA and the Horizons Regional Council around confirming their commitment to contribute to the Ashhurst Domain River bank. The COMMITTEE RECOMMENDS
	Moved Susan Baty, seconded Leonie Hapeta. 1. That the information about the proposed works to provide protection to the Ashhurst Domain from further damage by the Manawatu River be received.
	Moved Grant Smith, seconded Susan Baty. 2. That Council formally contact NZTA to seek confirmation of their contribution of $500,000 or third contribution.
	Moved Grant Smith, seconded Jim Jefferies. 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.
	Moved Vaughan Dennison, seconded Susan Baty. 4. That further reports be presented to the Committee confirming outcomes of recommendation 2 and 3.
	Clause 59-17 above was carried 14 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Susan Baty, Brent Barrett, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor and Bruno Petrenas.

60-17

Committee Work Schedule

Moved Susan Baty, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

1. That the Finance and Performance Committee receive its Work Schedule dated August 2017.

Clause 61-17 above was carried 14 votes to 0, the voting being as follows:

For:

Exclusion of Public

61-17

Recommendation to Exclude Public

Moved Susan Baty, seconded Jim Jefferies.

Councillor Karen Naylor left the meeting at 10.14am

Councillor Leonie Hapeta left the meeting at 10.14am

The COMMITTEE RESOLVED

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

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered		Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution
11.	Minutes of the Finance and Performance Committee meeting - Part II Confidential - 19 June 2017	For the reasons set out in the Finance and Performance Committee minutes of 19 June 2017, held in public present.
12.	Programme 674 Church/Ruahine Roundabout Safety Improvements Revised Budget	Commercial Activities	s7(2)(h)
13.	Purchase of Wetlands Cafe Buildings, Ashhurst Domain	Commercial Activities	s7(2)(h)
14.	Section 17A Review Venues & Events Palmerston North (Part II Background Reports	Privacy and Negotiations	s7(2)(a) and s7(2)(i)

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.

Roading Planning Team Leader (David Lane), Property Officer (Bryce Hosking) Manager – Venues PN (John Lynch), Parks and Property Manager (John Brenkley) because of their knowledge and ability to assist the meeting in speaking to their report and answering questions, noting that such officer will be present at the meeting only for the item that relate to their respective report.

Clause 61-17 above was carried 14 votes to 0, the voting being as follows:

For:

Councillor Karen Naylor returned to the meeting at 10.15am

The public part of the meeting finished at 10.15am

Confirmed 18 September 2017

Chairperson