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 20 November 2017, commencing at 9:02am

Members

Present:

Councillor Susan Baty (in the Chair), and Councillors Brent Barrett, 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:

The Mayor (Grant Smith) and Councillors Rachel Bowen and Aleisha Rutherford.

89-17

Apologies

Moved Susan Baty, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 89-17 above was carried 13 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, 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.

90-17

Notification of Late Item

Moved Susan Baty, seconded Tangi Utikere.

The COMMITTEE RESOLVED

1. That the Committee receive the late item. That subject to Section 46A(7) of the Local Government Official Information and Meetings Act 1987 and in accordance with the advice by the Chairperson the following item be considered as an urgent item:

(i) Memorandum, titled “Ashhurst Domain – Manawatu River Bank Protection Works Upgrade”.

As the item was not available at the time the Agenda was circulated; and consideration of the item was a matter of urgency, requiring a decision without delay to enable the Council to manage relationships, meet deadlines, finalise decisions and receive information within agreed timeframes.

Clause 90-17 above was carried 13 votes to 0, the voting being as follows:

For:

91-17

Confirmation of Minutes

Moved Vaughan Dennison, seconded Gabrielle Bundy-Cooke.

The COMMITTEE RESOLVED

1. 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.

Clause 91-17 above was carried 13 votes to 0, the voting being as follows:

For:

92-17

Conference Opportunity - Towards Healthier Homes: the rental WoF

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

Moved Susan Baty, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1. That the Committee approve the attendance of up to 2 elected members 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, 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.

Clause 92-17 above was carried 13 votes to 0, the voting being as follows:

For:

93-17

Conference Opportunity - Art and Public Health: Tackling Climate Change

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

Moved Gabrielle Bundy-Cooke, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1. That the Committee approve the attendance of up to 2 elected members 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.

2. That, 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.

Clause 93-17 above was carried 13 votes to 0, the voting being as follows:

For:

94-17

Conference Opportunity - National Freshwater Conference 2018

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

Moved Duncan McCann, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee approve the attendance of up to 2 elected members to attend, with expenses paid, the National Freshwater Conference 2018 being held on 14 and 15 February 2018.

2. That, registrations of interest be invited from elected members wishing to attend, with expenses paid, and advise the Governance and Support Team Leader, Kyle Whitfield, by 12 noon Friday 24 November 2017.

Clause 94-17 above was carried 11 votes to 2, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Against:

Councillors Lew Findlay QSM and Leonie Hapeta.

95-17

Ashhurst Domain - Manawatu River Bank Protection Works Update

Memorandum, dated 16 November 2017 from the General Manager - City Networks, Ray Swadel.

Moved Gabrielle Bundy-Cooke, seconded Karen Naylor.

The COMMITTEE RECOMMENDS

1. That the update information regarding funding the Manawatu River bank protection works adjacent to the Ashhurst Domain immediately upstream of the State Highway Ashhurst Bridge be received.

Clause 95-17 above was carried 13 votes to 0, the voting being as follows:

For:

96-17

Committee Work Schedule

Moved usan Baty, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

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

Clause 96-17 above was carried 13 votes to 0, the voting being as follows:

For:

Exclusion of PUBLIC

97-17

Recommendation to Exclude Public

Moved Tangi Utikere, seconded Karen Naylor.

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
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.

Clause 97-17 above was carried 13 votes to 0, the voting being as follows:

For:

The public part of the meeting finished at 9.14am

Confirmed 18 December 2017

Chairperson