Agenda of Finance and Performance Committee

PALMERSTON NORTH CITY COUNCIL

Finance and Performance Committee MEETING

20 November 2017

Order of Business

NOTE: The Finance and Performance Committee meeting coincides with the ordinary meeting of the Audit and Risk Committee meeting. The format for the meeting will be as follows:

- The Audit and Risk Committee will open and adjourn immediately to following Finance and Performance Committee

- Finance and Performance Committee will open, conduct its business and then close.

1. Apologies

2. Notification of Additional 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.

3. Public Comment

To receive comments from members of the public on matters specified on this Agenda or, if time permits, on other Committee matters.

(NOTE: If the Committee wishes to consider or discuss any issue raised that is not specified on the Agenda, other than to receive the comment made or refer it to the Chief Executive, then a resolution will need to be made in accordance with clause 2 above.)

4. Confirmation of Minutes Page 7

“That the minutes of the Finance and Performance Committee meeting of 16 October 2017 Part I Public be confirmed as a true and correct record.”

5. Conference Opportunity - Towards Healthier Homes: the rental WoF Page 13

Memorandum, dated 7 November 2017 from the Governance & Support Team Leader, Kyle Whitfield.

6. Conference Opportunity - Art and Public Health: Tackling Climate Change Page 17

Memorandum, dated 7 November 2017 from the Governance & Support Team Leader, Kyle Whitfield.

7. Conference Opportunity - National Freshwater Conference 2018 Page 21

Memorandum, dated 7 November 2017 from the Governance & Support Team Leader, Kyle Whitfield.

8. Committee Work Schedule Page 31

9. 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
10.	Minutes of the Finance and Performance Committee meeting - Part II Confidential - 16 October 2017	For the reasons setout in the Finance and Performance Committee minutes of 16 October 2017, held in public present.
11.	Award of Contract 3473 - Arena 2 New Retractable Seating	Negotiations	s7(2)(i)
12.	Award of Contract 3476 - Cuba Street Renewal (Pitt Street to George Street)	Third Party Commercial and Negotiations	s7(2)(b)(ii) 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.

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 Communications and Marketing Manager (or their representative (name)) 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.

Building Asset Officer (Ian Stuart) and Infrastructure and Projects Engineer (Mark Read), 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

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.

63-17

Apologies

Moved Susan Baty, seconded Jim Jefferies.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 63-17 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

64-17

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 64-17 above was carried 16 votes to 0, the voting being as follows:

For:

65-17

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 65-17 above was carried 16 votes to 0, the voting being as follows:

For:

66-17

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 66-17 above was carried 16 votes to 0, the voting being as follows:

For:

67-17

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 67-17 above was carried 16 votes to 0, the voting being as follows:

For:

68-17

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 68-17 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.

69-17

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 69-17 above was carried 16 votes to 0, the voting being as follows:

For:

Exclusion of Public

70-17

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.

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)

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.

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 70-17 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

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Finance and Performance Committee

MEETING DATE: 20 November 2017

TITLE: Conference Opportunity - Towards Healthier Homes: the rental WoF

DATE: 7 November 2017

AUTHOR/S: Kyle Whitfield, Governance & Support Team Leader, City Corporate

RECOMMENDATION(S) TO Finance and Performance Committee

1. That the Committee approve the attendance of up to XX elected member(s) to attend, with expenses paid, the University of Otago Summer School – Towards Healthier Homes: the rental WoF being held on Monday 26 February 2018.

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 Governance and Support Team Leader, by 12 noon Friday 24 November 2017.

1. ISSUE

The elected members’ budget for conference attendance and training opportunities is $72,336. As at 6 November 2017 there remains $55,618 available for the balance of the financial year ending 30 June 2018. This does not include outstanding invoices that have been previously approved, but have yet to be presented for payment.

Anticipated expenses for attending this webinar are:

Conference $300 per person

Travel $50 per person

No financial provision is to be made for any spouse or partner of an elected member attending any conference or training opportunity, other than for the Mayor’s spouse or partner attending a conference in association with the Mayor.

2. BACKGROUND

Are you aware that substandard housing is a major public health issue in New Zealand, with poor quality housing contributing to ill health and increased injury rates? We know that around two-thirds of our dwellings are uninsulated and most are inadequately heated. A lack of regulation and enforcement has lead to rental housing being in worse condition than owner-occupied housing; this is of great concern as there has been a rapid rise in the number of people renting.

After decade of research the University of Otago developed the rental WoF in conjunction with the Green Building Council and ACC. The rental WoF was recently introduced by the Wellington City Council. The rental WoF sets minimum standards for health and safety for all residential rental properties.

David Ormandy, a Professor at the Warwick Medical School, will give an overview of what the United Kingdom and Wales have done to improve their housing quality. He will be joined by local researchers who will outline housing research in New Zealand and the barriers to improving housing quality.

Topics covered

1. Overview of housing quality in NZ.

2. Health problems associated with poor quality housing.

3. How to improve housing quality.

4. The way forward.

Style of course

Symposium - Multi-speaker presentations in lecture theatre setting.

Who should attend?

This course is suited to anyone who wants to be right up to date with what is happening to improve housing quality. Those people studying or working in housing improvement (assessors, builders, installers of insulation/heating), government departments with housing and or health responsibilities, policy will find it of use.

By the end of this course participants should have the knowledge about:

o The unique quality issues that New Zealand housing faces.

o The health and injury burden associated with poor quality homes.

o What has been done to improve housing quality overseas.

o What can be done to improve housing in New Zealand.

o What is the way forward……………..

3. NEXT STEPS

The Committee may choose whether any elected members should attend the conference, and if so, how many, in which case the Committee could invite registrations of interest from elected members wishing to attend.

If the Committee decides to approve the attendance of one or more elected members, registrations of interest will be sought from elected members. At the closing date of registrations (12 noon on Friday 24 November 2017), the Governance and Support Team Leader will advise the Chairperson and Deputy Chairperson of the interest received, for them to make a decision on the successful registrant(s).

Once the Chairperson and Deputy Chairperson have advised the Committee Administrator of the successful registrant(s), all further information regarding the workshop will then be forwarded to that person or those persons direct.

Attachments

NIL

Kyle Whitfield

Governance & Support Team Leader

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Finance and Performance Committee

MEETING DATE: 20 November 2017

TITLE: Conference Opportunity - Art and Public Health: Tackling Climate Change

DATE: 7 November 2017

AUTHOR/S: Kyle Whitfield, Governance & Support Team Leader, City Corporate

RECOMMENDATION(S) TO Finance and Performance Committee

1. That the Committee approve the attendance of up to XX elected member(s) to attend, with expenses paid, the University of Otago Summer School – Art and Public Health: Tackling Climate Change being held on Friday 23 February 2018.

1. ISSUE

Anticipated expenses for attending this webinar are:

Conference $300 per person

Travel $50 per person

2. BACKGROUND

Climate change is a multifaceted challenge that requires an urgent and creative response, reaching across different ways of thinking. This course features artists and scientists whose work relates to the complex issue of climate change, and aims to foster new initiatives and connections in this important task.

This course builds on 2017's inaugural summer school course on art and public health, in which we introduced the many ways in which art and public health can intersect. Art has a unique power to surprise, provoke and communicate, often leading us to cast a critical eye on social and cultural norms. Both Public Health and art can play an important role in commentating on complex social and environmental issues like climate change, and in doing so can provoke action.

This course will appeal to those who are interested in creative ways to respond to climate change and to engage with and mobilise others who seek a climate friendly future.

Topics covered

1. Public Health and Art in dialogue
2. Communication and dissemination: Starting a conversation
3. The public sphere: public art and the public good
4. Activist and political art: dispossession, society, and environment

Style of course

Symposium – Multi-speaker presentations and interactive panel discussion in lecture theatre setting.

Who should attend?

This course is aimed at starting a productive conversation between artists, curators, public officials such as those working for local or central government who are interested in what role art can play in public space, members of civic society or business who are interested in the interplay between art and society, public health practitioners or academics who wish to think more broadly about how to reach people, and people who are interested in how art can be a motivator of social change.

By the end of this course participants should have the knowledge/skills to understand the primary links between art and public health, understand the key debates around the social good of art in public spaces, have some ideas about how art and public health can work together to reach more people, and think about where art might be able to say what science can’t.

Teaching staff

This course is convened by Jenny Ombler and Sarah Donovan from University of Otago, Wellington. They are currently confirming an inspiring list of speakers

3. NEXT STEPS

Attachments

NIL

Kyle Whitfield

Governance & Support Team Leader

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Finance and Performance Committee

MEETING DATE: 20 November 2017

TITLE: Conference Opportunity - National Freshwater Conference 2018

DATE: 7 November 2017

AUTHOR/S: Kyle Whitfield, Governance & Support Team Leader, City Corporate

RECOMMENDATION(S) TO Finance and Performance Committee

1. That the Committee approve the attendance of up to XX elected member(s) to attend, with expenses paid, the National Freshwater Conference 2018 being held on 14 and 15 February 2018.

1. ISSUE

Anticipated expenses for attending this conference are:

Conference $2,299.00 plus GST

Workshop $1,199.00 plus GST (16 February 2018)

Travel $50.00

Accommodation $120.00

2. BACKGROUND

The National Freshwater Conference will focus on the national dialogue of one of the hottest election topics – the management of New Zealand’s most precious resource, freshwater.

It will:

· Give stakeholders in the water environment the opportunity to learn about the current developments in the New Zealand freshwater scene and the regulatory and legal landscapes.

· Facilitate discussions around the central theme of the sustainable management of our waterways for the long-term benefit of all users.

· Provide a forum where stakeholders and those who work in and around the freshwater scene can network and learn from one another.

Featuring International Keynote Speaker Dr Delwyn Moller, Principal Systems Engineer, Remote Sensing Solutions, California

As well as expert insights from Horizons Regional Council, Environment Canterbury, NIWA, Greater Wellington Regional Council, Wallbridge Gilbert Aztec, Waikato Regional Council, Buddle Findlay.

Key presentations include:

· An examination of New Zealand's freshwater management reform and strategic future direction

· The effects of intensive farming and urbanisation on freshwater

· Understanding a Māori approach to freshwater management

· The Hinds/Hekeao managed aquifer recharge pilot project

· The Havelock North water contamination inquiry

· The importance of fish passage management in New Zealand

3. NEXT STEPS

If the Committee decides to approve the attendance of one or more elected members, registrations of interest will be sought from elected members. At the closing date of registrations (12 noon on Friday 24 November 2017), the Committee Administrator will advise the Chairperson and Deputy Chairperson of the interest received, for them to make a decision on the successful registrant(s).

Attachments

National Freshwater Conference 2018 Agenda ⇩

Kyle Whitfield

Governance & Support Team Leader

Susan Baty (Chairperson)
Jim Jefferies (Deputy Chairperson)
Grant Smith (The Mayor)
Brent Barrett	Lorna Johnson
Rachel Bowen	Duncan McCann
Adrian Broad	Karen Naylor
Gabrielle Bundy-Cooke	Bruno Petrenas
Vaughan Dennison	Aleisha Rutherford
Lew Findlay QSM	Tangi Utikere
Leonie Hapeta