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 16 October 2017, commencing at 9.00am

Members

Present:

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

Apologies:

Councillor Aleisha Rutherford (for late arrival).

Councillor Aleisha Rutherford entered the meeting at 9.03am at the conclusion of clause 63-17. She was not present for clause 63.

77-17

Apologies

Moved Susan Baty, seconded Jim Jefferies.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 77-17 above was carried 15 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, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Councillor Aleisha Rutherford entered to the meeting at 9:03am

78-17

Confirmation of Minutes

Moved Susan Baty, seconded Jim Jefferies.

The COMMITTEE RESOLVED

1. That the minutes of the Finance and Performance Committee meeting of 18 September 2017 Part I Public be confirmed as a true and correct record.

Clause 78-17 above was carried 16 votes to 0, the voting being as follows:

For:

79-17

Forest Post Harvest Native Forest Revegetation

Memorandum, dated 8 September 2017 from the Water & Waste Services Manager, Robert van Bentum and the Water Asset Engineer, Dora Luo.

Moved Leonie Hapeta, seconded Vaughan Dennison.

The COMMITTEE RECOMMENDS

1. That Council note that an additional operational budget of $36,000 spread over 5 years starting from the 2018/19 year following completion of the planned pine forest harvest operations in the Turitea Water Supply Catchment, will be presented for funding consideration in the 2018-28 Long Term Plan.

Clause 79-17 above was carried 16 votes to 0, the voting being as follows:

For:

80-17

Arena Masterplan Steering Group

Memorandum, dated 29 September 2017 from the Manager - Venues PN, John Lynch.

Moved Grant Smith, seconded Aleisha Rutherford.

The COMMITTEE RECOMMENDS

1. That the Arena Masterplan Steering Group be formed to provide direction, advice, feedback and endorsement to Arena Masterplan projects.

2. That the Terms of Reference for the Arena Masterplan Steering Group be approved.

3. That the membership of Arena Masterplan Steering Group be reviewed at the beginning of each election cycle.

4. That Nominations be sought from 2 elected members to join the Mayor on the Arena Masterplan Steering Group.

Clause 80-17 above was carried 16 votes to 0, the voting being as follows:

For:

81-17

Treasury Report for 3 months ended 30 September 2017

Memorandum, dated 5 October 2017 from the Strategy Manager Finance, Steve Paterson.

Moved Karen Naylor, seconded Lew Findlay QSM.

The COMMITTEE RESOLVED

1. That the performance of the treasury activity for the 3 months ending 30 September 2017 be noted.

2. That it be noted that as at 30 September 2017 the treasury policy targets were complied with except for the following:

a. the three to five year and five year plus fixed rate maturity profile band targets of 15% to 60%

b. The maximum investment with a registered bank not exceeding $10m; and that as the level of non-compliance was minimal, and that it is expected the policy targets will be met by 31 December 2017 no specific action is intended at this stage.

Clause 81-17 above was carried 16 votes to 0, the voting being as follows:

For:

82-17

Quarterly Performance and Finance Report - Quarter Ending 30 September 2017

Memorandum, dated 6 October 2017 from the Financial Accountant, Keith Allan and the Head of Community Planning, Andrew Boyle.

Moved Jim Jefferies, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

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

a. The September 2017 financial performance and operating performance.

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

Clause 82-17 above was carried 16 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, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

83-17

Committee Work Schedule

Moved Tangi Utikere, seconded Lorna Johnson.

The COMMITTEE RESOLVED

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

Clause 83-17 above was carried 16 votes to 0, the voting being as follows:

For:

Exclusion of Public

84A-17

Recommendation to Exclude Public

Moved Susan Baty, seconded Jim Jefferies.

The COMMITTEE RECOMMENDS

“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 - 18 September 2017	For the reasons setout in the Finance and Performance Committee minutes of 18 September 2017, held in public present.
12.	Central Energy Trust Wildbase Recovery - Solar panel options	Third Party Commercial and Commercial Activities	s7(2)(b)(ii) and s7(2)(h)
13.	Purchase Arena Land	Third Party Commercial and Commercial Activities	s7(2)(b)(ii) and s7(2)(h)
14.	Purchase of Land to Extend Walkways Network	Third Party Commercial	s7(2)(b)(ii)
15.	Award of Contract 3377 - James Line Upgrade	Negotiations	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.

Chief Executive (Heather Shotter), Chief Financial Officer (Grant Elliott), General Manager, City Enterprises (Ray McIndoe), General Manager, City Future (Sheryl Bryant), General Manager, City Networks (Ray Swadel), General Manager, Customer Services (Peter Eathorne), General Manager, Libraries and Community Services (Debbie Duncan), Human Resources Manager (Wayne Wilson) and Senior Communications Advisor (Sandra Crosbie) 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.

Senior Property and Parks Planner (Aaron Phillips), Energy – Systems Support Officer (Eva Johnston), Property Officer (Bryce Hosking), Leisure Assets Officer (Bryan Way), Roading Manager (Jon Schwass), and Property and Park 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 84A-17 above was carried 16 votes to 0, the voting being as follows:

For:

The public part of the meeting finished at 9.57am

Confirmed 20 November 2017

Chairperson