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 18 December 2017, commencing at 9.00am

Members

Present:

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

Apologies:

The Mayor (Grant Smith) (Early Departure) and Councillors Vaughan Dennison, Leonie Hapeta and Duncan McCann (Early Departure).

Councillor Duncan McCann left the meeting at 9.24am during consideration of clause 104. He was not present for clauses 104 to 108 inclusive.

The Mayor (Grant Smith) left the meeting at 9.29am during consideration of clause 104. He was not present for clauses 104 to 108 inclusive.

101-17

Apologies

Moved Susan Baty, seconded Jim Jefferies.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 101-17 above was carried 14 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, Lew Findlay QSM, Jim Jefferies,, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

102-17

Confirmation of Minutes

Moved Lorna Johnson, seconded Tangi Utikere.

The COMMITTEE RESOLVED

1. That the minutes of the Finance and Performance Committee meeting of 20 November 2017 Part I Public be confirmed as a true and correct record.

Clause 102-17 above was carried 11 votes to 0, with 3 abstentions, the voting being as follows:

For:

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

Abstained:

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

103-17

Planning Fees & Charges - Confirmation Following Public Consultation

Memorandum, dated 4 December 2017 from the Strategy Manager Finance, Steve Paterson.

Moved Tangi Utikere, seconded Lorna Johnson.

The COMMITTEE RECOMMENDS

1. That the following charges for Planning Services be approved effective from 1 January 2018:

· Boundary activities (under section 87BA of the Resource Management Act 1991) – a fixed fee and deposit of $270.

· Marginal/temporary breaches (under section 87BB of the Resource Management Act 1991) – a fixed fee and deposit of $270.

· Hearing commissioners appointed at the request of applicants (under section 357AB of the Resource Management Act 1991) – charge at cost plus disbursements of the independent commissioner.

Clause 103-17 above was carried 14 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, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

104-17	Update of Treasury Policy (incorporating Liability Management & Investment Policy) Memorandum, dated 4 December 2017 from the Strategy Manager Finance, Steve Paterson. Councillor Duncan McCann left the meeting at 9:24am The Mayor (Grant Smith) left the meeting at 9:29am
	Moved Karen Naylor, seconded Lorna Johnson. The COMMITTEE RECOMMENDS 1. That the updated Treasury Policy (incorporating the Liability Management and Investment Policy pursuant to section 102 of the Local Government Act 2002) as attached to this report be adopted. 2. That it be noted the Council will be reviewing the specific borrowing limits contained in clause 3.6.1 of the Policy as part of the process of developing its Financial Strategy for the 2018-28 10 Year Plan and that if the outcome of this is there are changes to these limits the Policy will be updated to include them.
	Clauses 104.1 and 104.2 above were carried 12 votes to 0, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Jim Jefferies,, Lorna Johnson, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Brent Barrett, seconded Lorna Johnson. The COMMITTEE RECOMMENDS 3. Clause 4.1.4 to be the following: The Council seeks to invest in an ethical manner, which it defines as meaning that it will invest in entities that engage in activities that demonstrate a positive approach to the environment, society and governance. The Council will not invest where there are significant legal or ethical concerns, and will specifically exclude investment in the following areas: • the manufacturing or development of controversial weapons • the manufacturing of tobacco • the production of fossil fuels • generating revenue from the operation of casino gambling.
	Clause 104.3 above was carried 11 votes to 1, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillor Adrian Broad.

105-17

Central Energy Trust Wildbase Recovery Naming Rights Memorandum of Understanding and Update

Report, dated 27 November 2017 from the Senior Property & Parks Planner, Aaron Phillips.

Moved Aleisha Rutherford, seconded Lew Findlay QSM.

The COMMITTEE RECOMMENDS

1. That the Central Energy Trust Wildbase Recovery Naming Rights Memorandum of Understanding as appended to the report dated 27 November 2017 be approved for signing.

2. That Council note progress on the construction of Central Energy Trust Wildbase Recovery facility in the Victoria Esplanade.

Clause 105-17 above was carried 12 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

106-17

Conference Opportunity - Digital Nations 2030

Memorandum, dated 4 December 2017 from the Governance & Support Team Leader, Kyle Whitfield.

Moved Susan Baty, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. That the Committee approve the attendance of up to 2 elected member(s) to attend, with expenses paid, the Digital Nations 2030 conference being held in Auckland on 19-20 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 22 December 2017.

Clause 106-17 above was carried 12 votes to 0, the voting being as follows:

For:

107-17

Committee Work Schedule

Moved Karen Naylor, seconded Rachel Bowen.

The COMMITTEE RESOLVED

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

Clause 107-17 above was carried 12 votes to 0, the voting being as follows:

For:

Exclusion of Public

108-17

Recommendation to Exclude Public

Moved Brent Barrett, seconded Rachel Bowen.

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
11.	Minutes of the Finance and Performance Committee meeting - Part II Confidential - 20 November 2017	For the reasons set out in the Finance and Performance Committee minutes of 20 November 2017, held in public present.
12.	Library Redevelopment Project - Update	Commercial Activities	s7(2)(h)

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 (Sandra Crosbie)) because of their knowledge and ability to provide the meeting with advice on matters both from an organisation-wide context (being members of the Council’s Management Team) and also from their specific role within the Council.

Legal Counsel (John Annabell), because of his knowledge and ability to provide the meeting with legal and procedural advice.

Governance and Support Team Leader (Kyle Whitfield) and Committee Administrators (Penny Odell, Carly Chang and Rachel Corser), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting.

Manager, Service Delivery (Linda Moore), 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.

WT Partnership (Warren Wilkes) and Athfield Architects (Jon Rennie), 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].

Clause 108-17 above was carried 12 votes to 0, the voting being as follows:

For:

The public part of the meeting finished at 9.50am

Confirmed 19 February 2018

Chairperson