Agenda of Council - 21 December 2017

PALMERSTON NORTH CITY COUNCIL

Council MEETING

21 December 2017

Order of Business

2. Confirmation of Agenda and Urgent 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. Deputation - Palmerston North Aged Friendly Page 7

Deputation, dated 27 October 2017, by Penny Odell.

4. Confirmation of Minutes Page 9

“That the minutes of the ordinary meeting of 27 November 2017 Part I Public be confirmed as a true and correct record.”

Reports

5. Bikes In Schools Programme Assessment Page 27

Report, dated 27 November 2017 from the Road Planning Team Leader, David Lane.

6. Proposed Amendments to Trust Deeds - Caccia Birch Trust & Palmerston North Performing Arts Trust Page 73

Memorandum, dated 22 November 2017 from the Strategy Manager Finance, Steve Paterson.

7. Director and Trustee Appointments - Demographics Page 77

Memorandum, dated 5 December 2017 from the Governance & Support Team Leader, Kyle Whitfield.

8. Conference Opportunity - Cities 4.0 Summit Page 79

Memorandum, dated 5 December 2017 from the Governance & Support Team Leader, Kyle Whitfield.

9. Work Schedule Page 89

Recommendations from Committee Meetings

10. Presentation of the Part I Public Sport and Recreation Committee Recommendations from its 4 December 2017 Meeting Page 91

“That the Committee's recommendations be adopted or otherwise dealt with.”

11. Presentation of the Part I Public Community Development Committee Recommendations from its 11 December 2017 Meeting Page 95

“That the Committee's recommendations be adopted or otherwise dealt with.”

12. 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
13.	Minutes of the ordinary meeting - Part II Confidential - 27 November 2017	For the reasons setout in the ordinary minutes of 27 November 2017, held in public present.
14.	Presentation of the Part II Confidential Sport and Recreation Committee Recommendations from its 4 December 2017 Meeting
15.	Te Manawa Trustee Appointment	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 Council Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 27 November 2017, commencing at 9.00am

Members

Present:

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

Apologies:

Councillors Rachel Bowen (for lateness on Council Business) and Gabrielle Bundy-Cooke.

Councillor Rachel Bowen entered the meeting at 9.26am at the conclusion of clause 189. She was not present for clauses 183 to 189 inclusive.

183-17

Apologies

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council receive the apologies.

Clause 183-17 above was carried 14 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

184-17

Notification of Late Item

Moved Grant Smith, seconded Susan Baty.

RESOLVED

1. 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 “Programme 180 – Social Housing – City Wide Community Housing Refurbishments”

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 decision and receive information within agreed timeframes.

Clause 184-17 above was carried 14 votes to 0, the voting being as follows:

For:

185-17

Confirmation of Minutes

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the minutes of the ordinary meeting of 24 October 2017 Part I Public be confirmed as a true and correct record.

Clause 185-17 above was carried 14 votes to 0, the voting being as follows:

For:

Reports

186-17

Turitea Water Treatment Plant - Access Road - Programme 893 - Additional Budget Request

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

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council approve an increase in the budget allocated to Capital New Programme 893-Turitea Water Treatment Plant - New Retaining Walls on Access Road by $290,000 from $180,000 to $470,000, funded from additional borrowings, to enable additional retaining structures to be constructed.

Clause 186-17 above was carried 14 votes to 0, the voting being as follows:

For:

187-17

Annual Meeting Calendar 2018

Memorandum, dated 30 October 2017 from the Governance & Support Team Leader, Kyle Whitfield.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council adopt the 2018 Annual Meeting Calendar.

2. That Council note the recommendations from the Mayor regarding Committee Membership/Structure.

Clause 187-17 above was carried 14 votes to 0, the voting being as follows:

For:

188-17

Plan Change 16 - Tangata Whenua and Resource Management - Appointment of Commissioners

Memorandum, dated 10 November 2017 from the Legal Counsel, John Annabell.

Moved Grant Smith, seconded Cr Duncan McCann.

RESOLVED

1. That Mr Chris Mitchell (Chairperson), Councillor Karen Naylor and Councillor Aleisha Rutherford be appointed as Commissioners to consider submissions made relating to Plan Change 16 – Tangata Whenua and resource management of the Sectional District Plan Review and be given such powers and responsibilities as delegated by the Council to Commissioners including making decisions on submissions regardless of whether or not a hearing is held.

2. That should an additional commissioner be requested by one of more of the submitters so that the Commissioner panel includes a commissioner with an understanding of tikanga Māori, such commissioner will be appointed from the Council’s current commissioner list with this assignment to be made in the normal manner as specified by clause 196 of the Council’s Delegations Manual.

Clause 188-17 above was carried 12 votes to 0, with 1 abstention, the voting being as follows:

For:

Abstained:

Councillor Aleisha Rutherford.

Note:

Councillor Karen Naylor declared a conflict of interest and withdrew from voting and discussion on clause 188 above.

Councillor Rachel Bowen entered the meeting at 9.26am

189-17

Work Schedule

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Council receive its Work Schedule dated November 2017.

Clause 189-16 above was carried 13 votes to 2, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Against:

Councillors Leonie Hapeta and Lorna Johnson.

190-17

Programme 180 - Social Housing - City Wide Community Housing Refurbishments

Memorandum, dated 21 November 2017 from the Parks & Property Manager, John Brenkley.

Moved Grant Smith, seconded Lorna Johnson.

RESOLVED

1. That Council confirm the resolution of 26 June 2017 concerning the Implications of the proposed review of the Social Housing Strategy applies to not proceeding with conversion of bedsits under Programme 180 : City Wide – Community Housing Refurbishments in the 2017/18 financial year.

Clause 190-17 above was carried 14 votes to 0, with 1 abstention, the voting being as follows:

For:

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

Abstained:

Councillor Aleisha Rutherford.

Recommendations from Committee Meetings

191-17

Planning and Strategy Committee Part I Public - 6 November 2017

Consideration was given to Planning and Strategy Committee recommendations as appended to these minutes.

Moved Duncan McCann, seconded Aleisha Rutherford.

RESOLVED

1. That the Committee’s recommendations be adopted.

Clause 191-17 above was carried 14 votes to 0, with 1 abstention, the voting being as follows:

For:

Abstained:

Councillor Tangi Utikere.

192-17

Arts, Culture and Heritage Committee Part I Public - 13 November 2017

Consideration was given to Arts, Culture and Heritage Committee recommendations as appended to these minutes.

Moved Rachel Bowen, seconded Jim Jefferies.

RESOLVED

1. That the Committee’s recommendations be adopted.

Clause 192-17 above was carried 15 votes to 0, the voting being as follows:

For:

193-17

Finance and Performance Committee Part I Public - 20 November 2017

Consideration was given to Finance and Performance Committee recommendations as appended to these minutes.

Moved Susan Baty, seconded Jim Jefferies.

RESOLVED

1. That the Committee’s recommendations be adopted.

Clause 193-17 above was carried 14 votes to 0, with 1 abstention, the voting being as follows:

For:

Abstained:

Councillor Aleisha Rutherford.

194-17

Audit and Risk Committee Part I Public - 20 November 2017

Consideration was given to Audit and Risk Committee recommendations as appended to these minutes.

Moved Vaughan Dennison, seconded Bruno Petrenas.

RESOLVED

1. That the Committee’s recommendations be adopted.

Clause 194-16 above was carried 13 votes to 0, with 2 abstentions, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor and Bruno Petrenas and Tangi Utikere.

Abstained:

The Mayor (Grant Smith) and Councillor Aleisha Rutherford.

Exclusion of Public

195-17

Recommendation to Exclude Public

Moved (Grant Smith), seconded Tangi Utikere.

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
13.	Minutes of the ordinary meeting - Part II Confidential - 24 October 2017	For the reasons setout in the ordinary minutes of 24 October 2017, held in public present.
14.	Follow up Report for the Acquisition of Ashhurst School Pool	Third Party Commercial and Commercial Activities	s7(2)(b)(ii) and s7(2)(h)
15.	Contract 3470 Supply of Two LEV (Electric) Kerbside Collection Vehicles	Commercial Activities and Negotiations	s7(2)(h) and s7(2)(i)
16.	Appointment of RMA Commissioners	Privacy	s7(2)(a)
17.	District Licensing Committee - Appointments	Privacy	s7(2)(a)
18.	Presentation of the Part II Confidential Finance and Performance Committee Recommendations from its 20 November 2017 Meeting

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.

Parks and Property Manager (John Brenkley), Property Officer (Bryce Hosking), Logistics and Support Manager (Paul Compton) and Solid Waste Operations Manager (Stewart Hay) 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 195-17 above was carried 15 votes to 0, the voting being as follows:

For:

The public part of the meeting finished at 9.42am

Confirmed 21 December 2017

Mayor

Recommendations from Committee

TO: Council

MEETING DATE: 27 November 2017

TITLE: Presentation of the Part I Public Planning and Strategy Committee Recommendations from its 6 November 2017 Meeting

Set out below are the recommendations only from the Planning and Strategy Committee meeting Part I Public held on 6 November 2017. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

73-17

Wastewater BPO Project Vision and Objectives

Memorandum, dated 24 October 2017 from the Water & Waste Services Manager, Robert van Bentum and the Special Projects Manager, Phil Walker.

The COMMITTEE RECOMMENDS

1. That the Wastewater BPO Vision and Objectives as set out in clauses 3.1 and 3.2 respectively of the report titled “Wastewater BPO Project Vision and Objectives” and dated 24 October 2017, from the Water and Waste Services Manager, Robert Van Bentum and the Special Projects Manager, Phil Walker, be adopted as endorsed by the Wastewater BPO Project Steering Group.

74-17

Amendment to Administration Manuals - Water Supply, Stormwater Drainage, Wastewater Bylaws

Memorandum, dated 9 October 2017 from the Policy Analyst, Peter Ridge.

The COMMITTEE RECOMMENDS

1. That the Council determines that no consultation is necessary because the proposed changes are very minor and do not significantly affect any particular group of stakeholders.

2. That the Council amend the Water Supply Bylaw 2015 Administration Manual, Stormwater Drainage Bylaw 2015 Administration Manual, and the Wastewater Bylaw 2017 Administration Manual, as shown in attachments 1-3.

76-17

Cemeteries and Crematorium Bylaw Review - Section 155 Determination Report

Memorandum, dated 17 October 2017 from the Policy Analyst, Lili Kato.

The COMMITTEE RECOMMENDS

1. That pursuant to section 155(1) of the Local Government Act 2002, the Council determines that a bylaw is the most appropriate way of addressing the issues relating to managing cemeteries and crematoria in Council’s control, including protecting the solemn nature of cemeteries, protecting the private interests of those with exclusive rights to burials, and creating a balance between pragmatic management and meeting the needs of the community;

2. That pursuant to section 155(2) of the Local Government Act 2002, the Council determines that the standalone form of bylaw is the most appropriate form of bylaw;

3. That pursuant to section 155(2) of the Local Government Act 2002, the Council agrees that it is not anticipated that a revised bylaw would give rise to implications under the New Zealand Bill of Rights Act 1990;

4. That the Chief Executive is instructed to draft a bylaw that addresses the issues relating to managing cemeteries and crematoria in Council’s control, including protecting the solemn nature of cemeteries, protecting the private interests of those with exclusive rights to burials, and creating a balance between pragmatic management and meeting the needs of the community.

Attachments

Nil Recommendations from Committee

TO: Council

MEETING DATE: 27 November 2017

TITLE: Presentation of the Part I Public Arts, Culture and Heritage Committee Recommendations from its 13 November 2017 Meeting

Set out below are the recommendations only from the Arts, Culture and Heritage Committee meeting Part I Public held on 13 November 2017. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

30-17

Presentation of Annual Reports 2016-2017 for Council-Controlled Organisations (Cultural)

Report, dated 27 October 2017 from the Community Funding Coordinator, Rebecca Hofmann and the Management Accountant, Matt Duxfield.

The COMMITTEE RECOMMENDS

1. That the 2016-17 annual reports submitted by Caccia Birch Trust Board, Globe Theatre Trust Board, Regent Theatre Trust and Te Manawa Museums Trust be received.

2. That the Council notes the performance achieved by each of the four cultural CCOs.

3. That the Council thanks the board members, staff and volunteers of the cultural CCOs for their contributions and commitment during the 2016-2017 year.

4. That the Chief Executive report to Council on options to enhance the Hokowhitu Lagoon embankment at Caccia Birch House.

5. That the Chief Executive reports back on the implementation of tourism signs for Caccia Birch by December 2017.

31-17

Globe Theatre - Mobility Access to Main Auditorium

Report, dated 27 October 2017 from the Senior Property Assets Officer, Jocelyn Broderick and the Parks & Property Manager, John Brenkley.

The COMMITTEE RECOMMENDS

1. To increase the width of the main aisle in the Globe Theatre auditorium to accommodate wheel chair access, totally funded by Council under its budget contribution of 72k for Programme 1325 (Option 2).

32-17

Investigation into Military Heritage Precinct

Memorandum, dated 30 October 2017 from the Policy Planner, Matthew Mackay.

The COMMITTEE RECOMMENDS

1. That the Council continues to explore & invest in methods to raise awareness and communicate local military history as part of the delivery of existing programmes and activities.

2. That the Council note that the Chronology of Palmerston North’s Military and Defence History (1860 – 1975) is available on Manawatū Heritage.

3. That military history is adopted as a key heritage theme for Palmerston North.

4. That the Council does not proceed with an explicitly defined Military Heritage Precinct in the Central Business District.

5. That the Chief Executive completes an audit of Council programmes against Military Heritage Research to identify and communicate opportunities to develop a Heritage Theme.

33-17

Military History/Heritage - issues and options update

Report, dated 6 November 2017 from the Manager - Community Engagement, Ian Littleworth.

The COMMITTEE RECOMMENDS

1. That the report Military History/Heritage - issues and options update be received.

2. That the option to house a military heritage space within Te Manawa be considered as part of the Te Manawa 2025 concept.

3. That the option to explore future military heritage exhibition opportunities with Te Manawa be undertaken.

4. That within Programme 1343 further research be undertaken to identify technology opportunities to showcase our military heritage and that any funding implications be referred to the 10 year plan.

5. That Council requests Te Manawa to explore opportunities to support and collaborate with local museums and in particular Engineers Corps Memorial Centre.

Attachments

Nil Recommendations from Committee

TO: Council

MEETING DATE: 27 November 2017

TITLE: Presentation of the Part I Public Finance and Performance Committee Recommendations from its 20 November 2017 Meeting

Set out below are the recommendations only from the Finance and Performance Committee meeting Part I Public held on 20 November 2017. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

82-17

Ashhurst Domain - Manawatu River Bank Protection Works Update

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

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.

Attachments

Nil Recommendations from Committee

TO: Council

MEETING DATE: 27 November 2017

TITLE: Presentation of the Part I Public Audit and Risk Committee Recommendations from its 20 November 2017 Meeting

Set out below are the recommendations only from the Audit and Risk Committee meeting Part I Public held on 20 November 2017. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

30-17

LED Street Lighting Compliance Review

Report, dated 2 November 2017 from the Road Planning Team Leader, David Lane.

The COMMITTEE RECOMMENDS

1. That Council confirm continued delivery of programme 1086 allowing upgrading of LED luminaires in both compliant and non-compliant parts of the network; thereby rescinding Resolution 6.3(b) adopted on 25 May 2017.

2. That Council notes that a proposed programme 1367 will be included for consideration in the Draft 2018-28 Ten Year Plan to allow for upgrading of street lights to meet the relevant standard.

3. That the Chief Executive develop a business case for the upgrading of street light networks with the aim of delivering the programme within the next financial year 2018/19.

34-17

Delegations Manual - Amendment to Powers of Chief Executive

Memorandum, dated 3 November 2017 from the Legal Counsel, John Annabell.

The COMMITTEE RECOMMENDS

1. That the Council’s Delegations Manual be amended by adding the following sub-clause (c) to clause 201 relating to delegations to the Chief Executive:

“(c) Does not involve the revocation or alteration of any decision previously made by the Council unless expressly permitted; and”.

Attachments

Nil

PALMERSTON NORTH CITY COUNCIL

Report

TO: Council

MEETING DATE: 21 December 2017

TITLE: Bikes In Schools Programme Assessment

DATE: 27 November 2017

AUTHOR/S: David Lane, Road Planning Team Leader, City Networks

RECOMMENDATION(S) TO Council

1. That Council receive the Bikes in Schools Programme Assessment dated August 2017 completed by ViaStrada Transport Planning and Design;

2. That Council adopts option 2 of the Assessment (Table 5.2, pages 22-23) being provision of the Grant Funding model supplemented by a coordination and support role from Council with schools under the Bikes in Schools Programme.

3. That Council note that Programme 1442 providing for education and promotion activities to support Council’s investment in walking and cycling infrastructure, including Bikes in Schools has been included for consideration in Council’s 2018-28 Ten Year Plan deliberations. Noting furthermore that the means of delivering this Programme are being discussed with Council’s external partner agencies.

Summary of options analysis for

Problem or Opportunity	Council has established a programme for Bikes in Schools that has seen facilities developed in six local schools. An independent assessment has been completed by ViaStrada with recommendations that will lead to improvements in the delivery of the remainder of the programme. Resourcing for delivery of this programme and other related walking and cycling activities are a consideration that arise from the assessment report and are discussed in this report.
OPTION 1:	Council can receive the report and note that a programme for resourcing the delivery of Bikes in Schools and other related behaviour change activities will be included for consideration in the consultation document for the 2018/28 Ten Year Plan, noting that further work is needed to determine the best model for delivery of a future programme. .
Community Views	There is a good level of support for Bikes in Schools within the community. Other schools have informally expressed an interest in developing facilities.
Benefits	Bikes in Schools aim to increase the number of children able to ride a bike.
Risks	There are no risks associated with receiving the assessment which was undertaken by an independent consultant.
Financial	The costs of delivering the Bikes in Schools programme and any additional funding requirements for managing the programme and undertaking cycle education activities are included for consideration in the 2018/28 Ten Year Plan deliberations.
OPTION 2:	Council could decline to receive the report and not proceed with implementing its findings.
Community Views	It is expected the community would lobby for continued delivery of the programme. It is clear some stakeholders expect delivery of non-infrastructure elements of the Bikes in Schools Programme.
Benefits	This option ignores taking a continuous improvement approach to the Bikes in Schools Programme.
Risks	The Bikes in Schools Programme does not achieve long lasting behaviour change in getting children onto cycles.
Financial	Operational costs for Council would remain at $50k per annum.
Contribution of Recommended Option to Council’s Strategic Direction	This programme contributes to the City Goal to be a socially and environmentally sustainable community. Commuter and recreational cycling contributes positively to health and wellbeing objectives and investment in infrastructure provides good economic returns.

Rationale for the recommendations

1. Overview of the problem or opportunity

1.1 In April 2017 Council received a progress report which discussed delivery of the Bikes in Schools Programme in six schools within the City. Arising from consideration of that report Council noted that an independent assessment of the programme would be undertaken. That assessment is now complete and is attached for review and formal receipt by the Council.

1.2 There is considerable interest in the community and among key stakeholders in the assessment as the programme being delivered in Palmerston North is well regarded nationally. The recommendations contained in the assessment will assist other Councils to deliver similar programmes.

1.3 A key recommendation in the assessment relates to resourcing for the management of the Bikes in Schools programme and other cycle education and travel behaviour activities. It is intended that a programme will be included for consideration within the Consultation Document for the 2018/28 Ten Year Plan.

2. Background and previous council decisions

2.1 Council has established Operational Programme (1214) for delivery of Bikes in Schools. The programme is based on experience in a developing network of schools that have developed similar facilities promoted by a charitable Trust called Bike On. Council has budgeted to a level of $50,000 per school. Key elements of the programme include development of a school perimeter track, skills track and pump track. These physical assets are supported by the supply of bikes, helmets and storage facility, usually a converted shipping container.

2.2 The typical costs of the total programme are usually $80-$90k per school. Some schools in Palmerston North have received a grant from the Bike On Trust of up to $10,000 and the balance of the costs have been met through school fundraising. Schools have committed to fundraising and this is often by choice as they wish to fund a higher quality asphalt perimeter track rather than the traditional crushed limestone material.

2.3 Council considered a progress report in April 2017 and noted that an independent assessment was to be conducted. That assessment has now been completed and is appended to this report. The report was completed by ViaStrada Transport Planning and Design, a Christchurch based engineering consultancy with no previous involvement in the Palmerston North Bikes in Schools programme. The assessment was led by Dr Glen Koorey BE(Hons), ME(Civil), BSc, PhD who now works full time at ViaStrada following 12 years as a senior lecturer at Canterbury University and ten years before that at Opus International Consultants.

2.4 Dr Koorey’s assessment included interviews with Council staff, stakeholders, schools and personnel involved in the delivery of the programme. It also included review of key documentation relied on in the development of the programme. His report is comprehensive and will assist further development of the Bikes in Schools programme (BiS). It is likely that the assessment will be utilised by other Councils considering supporting a Bikes in Schools type of programme.

2.5 The assessment makes a number of key findings and the summarised recommendations are included below.

1. Progress the Draft Programme Assessment document into a formally adopted strategy document (including vision and objectives), with an implementation guide.

2. Appoint a new PNCC staff member (or re-designate an existing one) whose role would include managing the BiS programme in Palmerston North, and other associated cycling education and travel behaviour activities.

3. Include in relevant PNCC strategies suitable objectives and actions targeted at enhancing PNCC’s BiS programme, the cycle network planning approach, and the links between the two.

4. Amend the list of evaluation criteria for BiS prioritisation so they more accurately reflect PNCC’s objectives and also the objectives of potential funders (e.g. the Transport Agency, via Bike On).

5. Develop more detailed and transparent documentation outlining the reasons behind the various evaluation and prioritisation criteria used and the process to be followed for school selection.

6. Ensure that there is a well-documented process for getting agreement from future BiS-funded schools regarding their expectations and obligations, including selection meetings and formal MoUs.

2.6 Recommendation 1 relates to a document that was drafted on Council’s behalf by Beca consultants in September 2015. The assessment was followed as a key guiding document in delivery of the programme in the absence of a formally adopted plan with an identified vision and programme objectives.

2.7 Progress has been made in preparing Council’s Strategic Cycling Objectives and it is anticipated these will be presented for Council’s consideration and adoption in February/March 2018. Supplementary to those Objectives an implementation guide for the BiS programme will also be presented. These documents respond to Recommendation 1 of the ViaStrada assessment.

2.8 Recommendations 2 and 3 relate to the resourcing and integration of Council’s cycling education activities. This is an area of increasing focus from the New Zealand Transport Agency but is still under development. The expectation is that education and awareness training is increasingly being seen as critical to the success of infrastructure programmes. Bikes in Schools, School Travel Management Plans and other education activities are being increasingly seen as programmes needing a specific skill set for effective delivery. A financial programme for the management of Bikes in Schools, School Travel Management plans and other walking and cycling behaviour change activities through a proposed operational programme 1442 will be presented for consideration by Council through the 2018/28 Ten Year Plan deliberations.

2.9 While Programme 1442 has been costed to appoint a new staff position to advance and coordinate active transport behaviour change, it could equally be applied to achieving this outcome through other partner agencies, such as Sport Manawatu, and Horizons Regional Council. This is discussed further in clause 2.18 of this report.

2.10 Recommendation 4 and 5 relate to the evaluation criteria for school selection. These can be applied in full from 2018/19 onwards assuming Programme 1214 is included in the finally adopted Ten Year Plan. Given that the first half of the 2017/18 financial year has passed, it will be necessary to adopt some modified selection criteria for choosing one school to give effect to Programme 1214. This is because schools need time to put forward their bids and possibly raise funds. It needs to be noted that ViaStrada concluded that there was no evidence that schools were advantaged or disadvantaged because of calculation errors that were made.

2.11 Recommendation 6 relates to development of a formal agreement so that both the school and Council have a clear understanding of obligations and responsibilities. The preferred approach involves completion of a memorandum of understanding signed between the parties. Work will be necessary to ensure this step is completed for schools where the programme has already been implemented.

2.12 One issue discussed in the Bikes in Schools assessment relates to whether NZTA will provide match funding for such a programme. The assessment discusses this at section 5.2.1 (on pages 18-19). It is understood that this issue has not been finally resolved, however a consensus appears to be emerging that NZTA does not wish to see “double dipping” of funding for Bikes in Schools. Should they decide to channel all of their Bikes in Schools funding through the Bike On Trust then it is unlikely that NZTA will also fund Council’s programme under the National Land Transport Fund. Schools will continue to apply to the Trust for funding support and this funding may be increased. Council officers are still discussing this issue with Agency officials, however it seems unlikely that Council’s current year’s funding allocation for this programme will attract NZTA funding assistance. Bike On Trust funding for qualifying schools is expected to be of the order of $15-17K per school.

2.13 Council’s delivery of the previous 6 schools has been managed within Council as an infrastructure programme but has been subject to cost over-run. The Viastrada report discusses various financial models for delivery of the programme at Table 5.2 (pages 22-23). The options are status quo, grant funding, contracting out or establishing a charitable Trust to oversee the delivery of the programme.

2.14 The original intent of the Bikes in Schools programme was that grant funding would be available to schools and the schools would be responsible for programme development. This model did not prove to be workable, given there was no local experience of programme delivery and requirements, and schools were not familiar with requirements. Those conditions no longer exist given local experience in delivering BiS over two financial years and with six schools. However, it is an appropriate time to review the delivery model to reduce risks for Council and also to reduce the level of input required for programme delivery.

2.15 Council is under increasing pressure to deliver walking and cycling programmes that are not solely infrastructure related. Examples include Bikes in Schools, which has both infrastructure and education and behaviour change elements for a successful programme; School Travel Management Plan development, which requires both plan development and active behaviour change elements for successful delivery; and community behaviour change activity, which involves work within the community to advocate for and promote behaviour change to lift active transport participation rates.

2.16 Moving the focus of the Bikes in Schools funding towards ViaStrada’s option 2, Grant Funding, would free up Council resource to focus on more important elements of the programme. Under this model Council could provide more of an overview and coordination role and leave infrastructure development to the school concerned. This reduces the risk to Council of cost over-run but, as noted in the Viastrada report, can raise accountability issues if a school’s objectives differ from those established by Council. It is envisaged that these risks can be mitigated through an appropriate level of coordination and overview through the programme development stage and also through modification and implementation of a more rigorous Memorandum of Understanding process.

2.17 The broader behaviour change elements are related to this activity. While Council has some resource in the Roading team and can undertake a coordination and overview of these activities it may still be necessary to bring in additional resource for delivery of these activities. Further work is needed to determine the best model. Contracting out this function is possible, but some level of coordination by Council will still be needed. An Operation Programme 1442 has been included for Council’s consideration in the 2018-28 Ten Year Plan deliberations. This proposal is consistent with measures included in Council’s draft Strategic “Active and Public Transport Plan”.

2.18 Also related to these activities is the planning framework that Council operates under. This framework is well developed for the delivery of infrastructure, however there is some ongoing effort needed to properly integrate the other related activities such as school travel management plans and behaviour change initiatives. Discussion of the most appropriate delivery models with external partners, such as Sport Manawatu, Horizons Regional Council, Police and MidCentral Health, is an essential element of this. It is expected that significant progress will be made in this area over the next 6 months.

3. Description of options

3.1 Council could receive the independent assessment and continue the delivery of the Bikes in Schools programme having regard to the key recommendations in the assessment and deciding upon which of those recommendations it wishes to implement;

3.2 Council could decline to formally receive the assessment and not proceed with implementing its findings;

4. Analysis of options

4.1 Council requested and has now received an independent assessment of its Bikes in Schools Programme. The assessment was completed at a point in time when 6 schools have had a programme fully implemented. While the assessment has identified some flaws in processes followed (Refer Paragraph 4.1, pages 8-9), the assessment concludes by reiterating the glowing endorsement of the Palmerston North programme received from Paul McArdle, chairman of the Bike On Trust. The programme is seen as a good model for other parts of the country and by implementing the assessment’s recommended actions “the programme can continue to be a success for more schools in the city”.

4.2 Council has committed to funding of $50,000 for the Bikes in Schools programme in 2017/18. A decision on the future funding for the programme will be made as part of the 2018/28 Ten Year Plan deliberations. While NZTA is investing more funding in cycle activities, it is across all aspects of the BiS programme namely, education, promotion and infrastructure. Recent advice is that their funding is being directed to the Bike On Trust rather than match funding to local Councils.

4.3 The assessment identifies at least 22 further schools that would potentially benefit from the Bikes in Schools programme. It suggests that continued delivery of the programme will need specialised resource for successful delivery of this and other related non-infrastructure programmes. This is reflected in Council’s draft Strategic “Active and Public Transport Plan” for which implementation programmes have been included for Council’s 2018/28 Ten Year Plan deliberations.

4.4 Council has the option to discontinue its investment in Bikes in Schools. If a cost of $50-$60k per school is assumed, the cost of implementing 22 more schools could be up to $1.2 million. Additionally other costs will be incurred if Council decides to invest more in cycle education and promotion activities, to support its infrastructure programme. ViaStrada option 2, Grant Funding, was the original intent of the programme and it seems an appropriate time to shift the programme more towards that funding model now that the Council and the education sector has a better understanding of what is involved. Council’s role will revert to that of funder but with emphasis on providing coordination and assistance to schools rather than assuming the role of infrastructure developer.

4.5 The assessment notes the need for the development of a clear vision and objectives for the programme. Furthermore it suggests that these objectives and those of other stakeholders be incorporated into the selection criteria. As noted in clause 2.7 above, this will be subject to a further report to Council in February/March 2018. Furthermore as noted in Clause 2.10 interim selection criteria will need to be applied in 2017/18 so as not to further delay implementation of Programme 1214

4.6 The preferred course is that Council continue its investment in Bikes in Schools and delivers the 2017/18 programme as planned, directed at one school for Council’s contribution of up to $50,000, plus support from Bikes On Trust of $15-17K.

5. Conclusion

5.1 Council has the opportunity to formally receive the Bikes in Schools Programme Assessment and begin the process of adopting those recommendations of the assessment that it supports for inclusion into its operational programmes. While the assessment has identified various difficulties and less than optimal processes, it also recognises that a significant amount has been achieved through the programme. Council will need to decide in due course the level of future investment in the programme.

5.2 The delivery of the programme has highlighted the distinction between Council’s historic role in the provision of infrastructure and the emerging role that demands greater investment in behaviour change activities that ensure the community gets maximum benefit from new walking and cycling infrastructure. Programmes for improvement in this area will be included for consideration in Council’s 2018/28 Ten Year Plan deliberations.

6. Next actions

6.1 Work is continuing on the development of Council’s Strategic Cycling Objectives including an implementation guide for the Bikes in Schools Programme. These documents will be presented for Council’s consideration and adoption in February/March 2018.

6.2 Having received the Programme Assessment officers recommend that option 2 (Grant funding) be the model adopted going forward but supplemented with Council coordination support directly with schools as discussed in Clause 4.6 above.

6.3 Staff will continue to engage with NZTA staff to understand the changing environment for funding of walking and cycling activities to ensure the opportunities for future activities are financially supported wherever possible.

6.4 Several parties from external organisations have expressed an interest in receiving a copy of this report. The report has not been released pending formal receipt by the Council.

7. Outline of community engagement process

7.1 The next stage for community engagement is for a repeat of the 2015 expression of interest process with schools so that a school can be selected for implementation of the 2017/18 programme. This will need to be an interim step with changes to selection criteria based on the recommendations of the Assessment. Changes to the Vision and Objectives of the programme may need to be reflected in a change in the selection criteria that applies to the programme in the longer term. A priority list will then be developed for the remainder of the programme. Emphasis in the expression of interest programme will require the school to take a leading role in infrastructure development while Council’s role reverts to that of coordination.

Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual	No
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

Bikes in Schools Programme Assessment August 2017 ⇩

David Lane

Road Planning Team Leader

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 21 December 2017

TITLE: Proposed Amendments to Trust Deeds - Caccia Birch Trust & Palmerston North Performing Arts Trust

DATE: 22 November 2017

AUTHOR/S: Steve Paterson, Strategy Manager Finance, City Corporate

RECOMMENDATION(S) TO Council

1. That approval be given for the Trust Deeds of the Caccia Birch Trust and the Palmerston North Performing Arts Trust to be amended (in the manner outlined in this memorandum) to replace the requirement for an audit of the financial statements with a requirement that they be subject to a review.

2. That approval be given for the Trust Deed of the Caccia Birch Trust to be amended to reflect the fact that the Council may exempt the Trust from being a council-controlled organisation pursuant to the Local Government Act 2002.

3. That the Council’s Chief Executive be authorised to approve who shall be appointed as the reviewer for each of the Trusts.

1. ISSUE

The Boards of the Caccia Birch Trust and the Palmerston North Performing Arts Trust (PNPAT) have both resolved that they wish to amend their respective trust deeds so that they are not required to have the annual financial statements audited but rather have them reviewed – the review process should be less costly.

Both deeds require Council approval of any proposed amendments.

2. BACKGROUND

Both Trusts have been concerned at the cost of the annual audit and have been searching for ways to reduce it. They are both exempted by the Council from being Council-controlled organisations (CCOs) – PNPAL for some years and Caccia Birch Trust Board in August this year.

2.1 Current position

The trust deeds for both organisations currently require annual financial statements to be audited as follows:

Caccia Birch Trust

“Clause 13.2 Audit

The Board shall, as soon as practicable after the end of every financial year of the Board, cause the accounts of the Board for that financial year to be audited by the auditor for the time being who audits the accounts of the Council, unless the Council shall approve of some other auditor. The audited accounts shall be available for the Annual General Meeting and shall be presented to Council by 30^th September each year.”

Palmerston North Performing Arts Trust

“Clause 8.2 Audit

The Board shall as soon as practicable after the end of every financial year of the Trust, cause the accounts of the Trust for that financial year to be audited by the auditor for the time being of the accounts of the Palmerston North City Council and the audited accounts shall be made available to the Palmerston North City Council and then, by extension, to the public.

Rather than requiring the accounts audited it is possible to have them reviewed. A review is a less intensive process involving a lower level of testing which results in the reviewer being able to declare that nothing has come to their attention that would indicate the accounts are not true and fair.

Although the Charities Act provides that charities with operating expenditure less than $500,000 pa are not required to have an audit or a review previous Council discussions have indicated it is appropriate for organisations associated with the Council to be subject to some form of independent review of the financial statements each year. My understanding is the Trustees of both entities also believe an independent review is appropriate.

The Trust Deed for the Caccia Birch Trust also states that the Trust is a council-controlled organisation but does not recognise the Council has the power under the Local Government Act, to exempt the Trust from these requirements. It is recommended the Deed be changed to acknowledge this.

2.2 Proposed changes to Deeds

The Boards of the two Trusts have requested their deeds being changed to require a review rather than an audit. The recommended changes are shown as follows (deletions by strikethrough, additions marked in yellow):

Caccia Birch Trust

“Clause 7.3 Annual General Meeting

(a) The ~~audited~~ reviewed accounts of the Trust.

Clause 13.2 ~~Audit~~ Review

The Board shall, as soon as practicable after the end of every financial year of the ~~Board~~ Trust, cause the accounts of the ~~Board~~ Trust for that financial year to be ~~audited~~ reviewed by the auditor for the time being who audits the accounts of the Council, unless the Council shall approve of some other ~~auditor~~ reviewer. The ~~audited~~ reviewed accounts shall be available for the Annual General Meeting and shall be presented to Council by 30^th September each year.

Clause 18 Trust to be a Council-controlled organisation

Unless exempted by the Council pursuant to the Local Government Act 2002 the Trust shall be a Council-controlled organisation for the purposes of the Local Government Act 2002 and the Board shall ensure that the Trust carries out all obligations imposed on the Trust by the Local Government Act 2002. ”

Palmerston North Performing Arts Trust

“Clause 8.2 ~~Audit~~ Review

The Board shall as soon as practicable after the end of every financial year of the Trust, cause the accounts of the Trust for that financial year to be ~~audited~~ reviewed by the auditor for the time being of the accounts of the Palmerston North City Council, unless the Council shall approve some other reviewer. ~~and the audited~~ The reviewed accounts shall be made available to the Palmerston North City Council and then, by extension, to the public.”

3. NEXT STEPS

Council staff will assist the Trusts to arrange for the respective trust deeds to be formally amended as outlined above. Once this is done Council staff will facilitate discussions with Audit NZ, the present auditor of both organisations, as to how best to transition to a review arrangement and if considered appropriate appoint a new reviewer.

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

Nil

Steve Paterson

Strategy Manager Finance

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 21 December 2017

TITLE: Conference Opportunity - Cities 4.0 Summit

DATE: 5 December 2017

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

RECOMMENDATION(S) TO Council

1. That the Committee approve the attendance of up to XX elected member(s) to attend, with expenses paid, the Cities 4.0 Summit conference being held in Melbourne, Australia on 20-22 March 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, Kyle Whitfield, by 12 noon Friday 25 January 2018.

1. ISSUE

The elected members’ budget for conference attendance and training opportunities is $72,336. As at 5 December 2017 there remains $54,070 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 conference are:

Conference $2,530.00 (Full pass)

Travel $800.00

Accommodation $540.00

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

The Cities 4.0 Summit is Australia’s most innovative smart cities event.

The speaker line-up is a showcase of the amazing people, ideas and projects that are blazing the trail for smart cities globally and locally.

The conference programme features 5 international keynote speakers, 15+ smart city case studies and interactive panel discussions.

There’s also break-out sessions where delegates can come together in focus groups to collectively tackle issues such as economic development, infrastructure, mobility, built environment, safety and sustainability.

Our Networking & EXPO area is where city and regional community leaders can source the solutions and partners they need to make their smart city plan a reality.

And with over 5 hours of dedicated networking time, there’s ample opportunity for creative collisions and relationship building.

Cities 4.0 Summit is the best place to learn how to plan and deliver successful smart city projects.

The future of cities is here.

Key benefits of attending

Understand how to leverage technology within cities for social good, sustainability, resilience and equity

Examine what’s happening in the foundational sectors of smart cities - from mobility and transportation to health, infrastructure, energy and finance

Learn how to leverage connectivity and data to implement programs that make citizens’ lives better

Hear how to connect together silo’s within city administration to make better smart city decisions

Understand how data and analytics are enabling insights into city operations to tackle urban challenges

Hear about the latest procurement strategies to support the partnership arrangements needed for collaborative operating models

Get insights on how to integrate people, networks, analytics tools and platforms at the start of your smart city journey to ensure success

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 25 January 2018), 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 Governance and Support Team Leader of the successful registrant(s), all further information regarding the conference will then be forwarded to that person or those persons direct.

Attachments

Timetable ⇩

Kyle Whitfield

Governance & Support Team Leader

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

Does the Council 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