Agenda of Manawatu District/Palmerston North City Joint Strategic Planning Committee

Grant Smith (Chairperson)
Helen Worboys (Deptuy Chairperson)
PNCC	MDC
Susan Baty	Barbara Cameron
Leonie Hapeta	Shane Casey
Jim Jefferies	Michael Ford
Tangi Utikere	Phil Marsh

PALMERSTON NORTH CITY COUNCIL

Manawatu District/Palmerston North City Joint Strategic Planning Committee MEETING

22 November 2017

Order of Business

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. Deputation - Eddie Millard - City to Sea Rail Trail Page 7

5. Confirmation of Minutes Page 9

“That the minutes of the Manawatu District/Palmerston North City Joint Strategic Planning Committee meeting of 23 August 2017 Part I Public be confirmed as a true and correct record.”

6. Letter of Expectations for Central Economic Development Agency Limited Page 13

Memorandum, dated 7 November 2017 from the General Manager, City Future, Palmerston North City Council, Sheryl Bryant and the General Manager, Community and Strategy, Manawatu District Council, Brent Limmer.

7. CEDA's Annual Report for Year Ending 30 June 2017 Page 21

Memorandum, dated 9 November 2017 from the General Manager, City Future, Palmerston North City Council, Sheryl Bryant and the General Manager, Community and Strategy, Manawatu District Council, Brent Limmer.

8. 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
9.	Minutes of the extraordinary Manawatu District/Palmerston North City Joint Strategic Planning Committee meeting - Part II Confidential - 23 August 2017	For the reasons setout in the extraordinary Manawatu District/Palmerston North City Joint Strategic Planning Committee minutes of 23 August 2017, held in public present.
10.	Recommendation of Appointment of Directors	Privacy	s7(2)(a)
11.	Recommendation of Appointment of Additional Director	Privacy	s7(2)(a)
12.	CEDA Board Size and Remuneration	Privacy	s7(2)(a)

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.

[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].

PALMERSTON NORTH CITY COUNCIL

Palmerston North City Council

Minutes of the Extraordinary Manawatu District/Palmerston North City Joint Strategic Planning Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 23 August 2017, commencing at 12.30pm

Members

Present:

Palmerston North City Council

The Mayor (Grant Smith) (in the Chair) and Councillors Susan Baty, Leonie Hapeta, Jim Jefferies and Tangi Utikere.

Manawatu District Council

The Mayor (Helen Worboys) and Councillors Barbara Cameron, Shane Casey, Michael Ford and Phil Marsh.

Non Members:

Palmerston North City Council

Councillors Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lorna Johnson, Duncan McCann, Karen Naylor and Bruno Petrenas.

Manawatu District Council

Councillors Steve Bielski, Hilary Humphrey, Alison Short and Howard Voss

Apologies:

Palmerston North City Council

Councillors Lew Findlay and Aleisha Rutherford.

13-17

Apologies

Moved Grant Smith, seconded Helen Worboys.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

14-17

Confirmation of Minutes

Moved Jim Jefferies, seconded Michael Ford.

The COMMITTEE RESOLVED

1. That the Minutes of the Manawatu District/Palmerston North City Joint Strategic Planning Committee meeting 21 June 2017 Part I Public be confirmed as a true and correct record.

Note

Councillor Tangi Utikere abstained from voting on clause 14-17 above.

15-17

Central Economic Development Agency Limited - Draft Event Framework

Memorandum, dated 15 August 2017 from the General Manager - City Future, PNCC, Sheryl Bryant and the General Manager, Community and Strategy MDC, Manawatu District Council, Brent Limmer.

Moved Grant Smith, seconded Helen Worboys.

The COMMITTEE RESOLVED

1. That the Joint Strategic Planning committee endorses the Central Economic Development Agency’s Event Framework in principle; and

2. Agrees that the Central Economic Development Agency is primarily responsible for administering the Event Framework.

3. That the Chairperson and Deputy Chairperson be authorised to make minor alterations with CEDA where necessary.

16-17

Recruitment process for CEDA Directors

Memorandum, dated 19 July 2017 from the Governance & Support Team Leader, Kyle Whitfield.

Moved Grant Smith, seconded Tangi Utikere.

The COMMITTEE RESOLVED

1. That a recruitment process commence as per the ‘CEDA Appointment of Directors Policy’ to appoint directors onto the CEDA board.

Exclusion of Public

17-17

Recommendation to Exclude Public

Moved Grant Smith, seconded Helen Worboys.

The COMMITTEE RESOLVED

“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
1.	CEDA Board Size and Remuneration	Privacy	s7(2)(a)

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 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.

Manawatu District Council Officers Chief Executive (Richard Templer), General Manager - Community and Strategy (Brent Limmer) and Project Delivery Manager (Michael Hawker) 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.

The public part of the meeting finished at 1.10pm

Confirmed 22 November 2017

Chairperson

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Manawatu District/Palmerston North City Joint Strategic Planning Committee

MEETING DATE: 22 November 2017

TITLE: Letter of Expectations for Central Economic Development Agency Limited

DATE: 7 November 2017

AUTHOR/S: Sheryl Bryant, General Manager, City Future, Palmerston North City Council

Brent Limmer, General Manager, Community and Strategy, Manawatu District Council

RECOMMENDATION(S) TO Manawatu District/Palmerston North City Joint Strategic Planning Committee

1. That the Joint Strategic Planning Committee approves the proposed 2018-19 Letter of Expectations (LoE) for the Central Economic Development Agency Limited.

2. That the Mayor and Chief Executive of the Manawatu District Council and the Mayor and Chief Executive of the Palmerston North City Council be delegated authority to approve minor amendments to the Letter of Expectations prior to the document being signed.

1. ISSUE

The purpose of this report is to seek approval for the 2018-19 Letter of Expectations (LoE) for the Central Economic Development Agency Limited (CEDA).

2. BACKGROUND

On 24 June 2015 and 30 June 2015 respectively the Palmerston North City Council (PNCC) and Manawatu District Council (MDC) (the Shareholders) resolved that a single Council Controlled Organisation (CCO) be established for the delivery of economic and tourism services.

Accordingly, the Central Economic Development Agency Limited (CEDA) was formally established 1 September 2016. CEDA have a commercially strong and experienced board to enable a step change in the delivery of economic and tourism services to Shareholder Councils.

As part of the statutory process prescribed under Part 5 of the LGA2002, CCOs are required to provide a Statement of Intent (SoI) that outlines the delivery of services to Shareholders for the following financial year.

To inform the process, Palmerston North City Council and Manawatu District Council prepare an annual joint Letter of Expectations (LoE) to inform CEDA of the Shareholders Expectations for the following financial year. This enables the Shareholders and CEDA to refine expectations, operations and service delivery.

A service contract is also in place to guide the delivery of the economic development direction.

The proposed LoE for the 2018-19 financial year was initially presented to the Joint Strategic Planning and Policy Committee for consideration at workshop 23 August 2017.

Strategic Planning and Policy Committee for consideration at workshop 23 August 2017.

Subsequent to direction from the Committee alongside consultation with the Mayor and CE of Palmerston North City Council and the Mayor and CE of Manawatu District Council, the LoE is now presented back to the Shareholders for final approval.

The LoE covers the period 1 July 2018 to 30 June 2019. The next LoE will be issued in the last quarter of the 2018 Calendar year for the period 2019-20.

3. NEXT STEPS

Council have the option to either accept the proposed Letter of Expectation with or without minor amendments.

Recommendation 2 provides for delegation for minor amendments to the Mayor and CE of each Shareholder Council to enable such adjustments to be made.

Subsequent to Committee approval, the LoE to CEDA for 2018-19 will be delivered December 1 to inform their SoI process for the 2018-19 financial year.

4. Compliance and administration

Does the Committee have delegated authority to decide?	Yes
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

Letter of Expectations ⇩

Sheryl Bryant

General Manager - City Future

Brent Limmer

General Manager, Community and Strategy, Manawatu District Council

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Manawatu District/Palmerston North City Joint Strategic Planning Committee

MEETING DATE: 22 November 2017

TITLE: CEDA's Annual Report for Year Ending 30 June 2017

DATE: 9 November 2017

AUTHOR/S: Sheryl Bryant, General Manager, City Future, Palmerston North City Council

Brent Limmer, General Manager, Community and Strategy, Manawatu District Council

RECOMMENDATION(S) TO COMMITTEE

1. That the Annual Report and Financial Statements of the Central Economic Development Agency for the year ended 30 June 2017 be received.

1. ISSUE

The Central Development Agency (CEDA), as a Council Controlled Organisation, has prepared its Annual Report for the year ended 30 June 2017.

2. BACKGROUND

CEDA’s Annual Report for the year ended 30 June 2017 is attached. Under Section 67 of the Local Government Act 2002, CEDA must deliver to the shareholders the Annual Report within 3 months of the end of the financial year. The Annual Report was delivered to the contract managers on 14 September 2017. This is the first opportunity to present it to the shareholders via the Joint Strategic Planning Committee.

With a change of Chief Executive and continuing focus on establishment including building a team to deliver on the expectation placed on CEDA, highlights have included completing the business perceptions survey and the distribution and logistics sector labour market survey. Both these pieces of research provide a foundation for implementing strategies for improving the region’s reputation and supporting the growth of the distribution and logistics sector. The successes of Agri-Investment Week and Sort It Expo continue to grow in both reputation and numbers.

Financial Accounts show a before tax surplus of $980,684. In discussion with CEDA, a significant proportion of this surplus ($831,778) is attributable to the transfer from Vision Manawatu and Destination Manawatu. The balance of surplus was attributable to unspent funds from the Councils due to putting a pause on some activities while research was undertaken to provide more evidence-based activities to be undertaken. CEDA has advised that the 2016/2017 surplus is committed to already planned projects such as the International Education Strategy implementation as well as retaining a significant portion to meet its liabilities should the company cease to operate.

3. Compliance and administration

Does the Committee have delegated authority to decide?	Yes
Are the decisions significant?	No
If they are significant do they affect land or a body of water?	No
Can this decision only be made through a 10 Year Plan?	No
Does this decision require consultation through the Special Consultative procedure?	No
Is there funding in the current Annual Plan for these actions?	Yes
Are the recommendations inconsistent with any of Council’s policies or plans?	No