AGENDA

Council

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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

 

 

 

 

 

 

 


 

 

 


PALMERSTON NORTH CITY COUNCIL

 

 

 

 

Council MEETING

 

5 March 2018

 

 

 

Order of Business

 

 

NOTE: The Council meeting coincides with the ordinary meeting of the Planning and Strategy Committee meeting and the Community Development Committee meeting.  The format for the meeting will be as follows:

 

-              The Planning and Strategy Committee will open and adjourn immediately to follow Community Development  Committee.

-              The Community Development Committee will open and adjourn immediately to follow Council.

-              Council will open, conduct its business and then close.

1.         Apologies

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.         Confirmation of Minutes                                                                                    Page 7

“That the minutes of the ordinary meeting of 26 February 2018 Part I Public be confirmed as a true and correct record.”

4.         Presentation of the Part I Public Committee of Council Recommendations from its 7 February 2018 Meeting                                                                                    Page 17

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

Reports

5.         Adoption of Council strategies as the foundation for the Draft 10 Year Plan Page 19

Memorandum, dated 13 February 2018 from the Strategy & Policy Manager, Julie Macdonald and the City Planning Manager, David Murphy.

6.         Adoption of Consultation Document and Supporting Information for Proposed 10 Year Plan as well as Financial & Infrastructure Strategies, Revenue & Financing Policy and Development Contribution Policy for Consultation                                   Page 115

Memorandum, dated 27 February 2018 from the Head of Community Planning, Andrew Boyle and the Strategy Manager Finance, Steve Paterson.     

 7.        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

8.

Minutes of the ordinary meeting - Part II Confidential - 26 February 2018

For the reasons setout in the ordinary minutes of 26 February 2018, held in public present.

9.

Presentation of the Part II Confidential Committee of Council Recommendations from its 7 February 2018 Meeting

 

 

 

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 26 February 2018, commencing at 9.00am

Members

Present:

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

Apologies:

Councillors  Lorna Johnson (on Council Business) and Duncan McCann.

 

 

2-18

Apologies

 

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That Council receive the apologies.

 

3-18

Petition - Increase in Dog Waste Public Bins and Bag Dispensers

 

Ms Maxine Jones presented a petition signed by 42 people with the following prayer:

“We, the undersigned, are concerned citizens who urge the Mayor, City Councillors and Parks and Reserve Manager to act now to increase the number of dog waste bins and bag dispensers would Palmerston North city walkways. We are becoming a Dog Poo City, which we don’t want!!!”.

Palmerston North City does not have enough dog bins on walkways.  On the walkway heading to Longburn the last bin is located by the Manawtau Trotting Club, with no bins in Longburn, meaning dog walkers have to carry the dog poo to Longburn and back.

The state of walkways was disgusting with large amounts of excrement on them.  Where there are bins, they are not emptied often enough, with bins overflowing on days.

During discussion elected members requested further information relating to additional bins (including their design), bag dispensers and the frequency that the bins are being emptied.

 

Moved Grant Smith, seconded Brent Barrett.

RESOLVED

1.   That the Council receive the petition for information.

 

Moved Brent Barrett, seconded Tangi Utikere.

2. That the Chief Executive be instructed to report back with options for      hosting petitions to Council on the Palmerston North City Council website.   

 

Moved Brent Barrett, seconded Lew Findlay QSM.

3.  That the Chief Executive be instructed to report back on options to provide      additional dog waste bags and bins in city public spaces including our      shared path network and reserves. 

 

Moved Leonie Hapeta, seconded Susan Baty.

4.  That the Chief Executive be instructed to review the number and design of      rubbish bins across the city and report back to Council and the frequency      of the bins being emptied and does this meet our KPI. 

 

4-18

Presentation - New Year’s Honours

 

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That Council note that congratulations will be conveyed on behalf of the Council to the local recipients of the New Year’s Honours 2018.

 

  

5-18

Confirmation of Minutes

 

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.  That the minutes of the ordinary meeting of 21 December 2017 Part I      Public and the extraordinary meeting of 7 February 2018 Part I Public be      confirmed as a true and correct record.

NOTE
Councillor Bundy-Cooke abstained from voting on clause 4-18.

 

Reports

6-18

Appointments to the Hearings Committee

Memorandum, dated 15 December 2017 from the Governance & Support Team Leader, Kyle Whitfield.

 

Moved Tangi Utikere, seconded Aleisha Rutherford.

RESOLVED

1.   That Councillor Brent Barrett be appointed to the Hearings Committee.

NOTE

Councillor Brent Barrett declared a conflict of interest and withdrew from discussion and voting on clause 5-18.

 

7-18

Globe Theatre Resignation

Memorandum, dated 8 January 2018 from the Governance & Support Team Leader, Kyle Whitfield.

 

Moved The Mayor (Grant Smith), seconded Deputy Mayor Tangi Utikere.

RESOLVED

1.   To note the resignation of Ms Denise Servante from the Globe Theatre Trust Board effective from the 13 December 2017.

2.   That Council commence an appointment process inviting persons to apply for one trustee position on the Globe Theatre Trust Board. 

 

8-18

Regulatory Ban on Single Use Plastic Bags

Memorandum, dated 15 February 2018 from the Mayor, Grant Smith.

 

Moved The Mayor (Grant Smith), seconded Cr Brent Barrett.

RESOLVED

1.   That Council support the letter being presented to Ministers requesting for a regulatory ban on single-use plastic bags.

 

9-18

Council Work Schedule

 

Moved The Mayor (Grant Smith), seconded Deputy Mayor Tangi Utikere.

RESOLVED

1.   That the Council receive its Work Schedule dated February 2018.

  

Recommendations from Committee Meetings

10-18

Arts, Culture and Heritage Committee Part I Public - 12 February 2018

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.

 

11-18

Finance and Performance Committee Part I Public - 19 February 2018

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.

     

Exclusion of Public

12-18

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.

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 - 21 December 2017

For the reasons set out in the ordinary minutes of 21 December 2017, held in public present.

14.

Tenders for Contract 3539 - He Ara Kotahi Shared Pathway - Stage 2

Commercial Activities and Negotiations

s7(2)(h) and s7(2)(i)

15.

Globe Theatre - Recommendation for Appointment

Privacy

s7(2)(a)

16.

Appointment of Trust Member to CCNZ Arts and Culture Committee

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 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.

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.

Roading Manager (Jon Schwass), because of his knowledge and ability to assist the meeting in speaking to his report and answering questions, noting that such officer will be present at the meeting only for the item that relate to their respective report.

Consultant (Rob Green) because of his knowledge and ability to assist the meeting in speaking to his report and answering questions, noting that such person will be present at the meeting only for the items that relate to their respective report .

The public part of the meeting finished at 10.00am

 

Confirmed 5 March 2018

 

 

 

Mayor


 

Recommendations from Committee

TO:                                Council

MEETING DATE:           26 February 2018

TITLE:                            Presentation of the Part I Public Arts, Culture and Heritage Committee Recommendations from its 12 February 2018 Meeting

 

 

Set out below are the recommendations only from the Arts, Culture and Heritage Committee meeting Part I Public held on 12 February 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

5-18

Tourist Signs - Caccia Birch

Memorandum, dated 6 December 2017 from the Senior Transportation Engineer, Glenn Connelly.

1.  That Council Officers investigate and provide comprehensive review of information signs and facilities to be sign posted and report back to the Arts, Culture and Heritage Committee in June 2018.

2.  That modest direction signs be installed to indicate the presence of      Caccia Birch House.

 

 

Attachments

Nil  


 

Recommendations from Committee

TO:                                Council

MEETING DATE:           26 February 2018

TITLE:                            Presentation of the Part I Public Finance and Performance Committee Recommendations from its 19 February 2018 Meeting

 

 

Set out below are the recommendations only from the Finance and Performance Committee meeting Part I Public held on 19 February 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

4-18

Gordon Kear Forest

Memorandum, dated 2 February 2018 from the Business Development Executive, Fiona Dredge.

The COMMITTEE RECOMMENDS

1.   That Council retains ownership of the Gordon Kear property, including the pine plantation, as it has a number of current and potentially strategically important social and environmental values combined with providing a commercial return from the forestry investment.

2.   That Council considers ways to enhance the community environmental values of the property including carbon, biodiversity, recreation and water supply in order to maximise value to the city.

3.   That Council continues to carefully manage the commercial forest estate to maximise overall return at low risk.

4.  That Council does not maintain a watching brief on opportunity and benefits from the sale of the house and small holding.

5.  That the Chief Executive be instructed to investigate establishment of a shelter for walkers at Toko corner.

6. That the Chief Executive be instructed to report back on the city water supply options using the Gordon Kear forest.

 


 

 

5-18

Quarterly Performance and Financial Report - Quarter Ending 31 December 2017

Memorandum, dated 2 February 2018 from the Financial Accountant, Keith Allan and the Head of Community Planning, Andrew Boyle.

The COMMITTEE RECOMMENDS

1.    That the Committee receive the December 2017 Quarterly Performance and Financial Report and note:

a.    The December 2017 financial performance and operating performance.

b.    The December 2017 capital expenditure programme progress together with those programmes identified as unlikely to be completed this financial year.

2.   That the Committee recommend to Council that the capital expenditure carry forward values in the 2017/18 Annual Budget, as varied August 2017, for programme 368, Central Energy Trust Wildbase Recovery Centre, be increased by a further $533,499 to the amount of the remaining programme budget.

3.   That the Chief Executive be instructed to provide a detailed project plan and timeline around programme 357 Papaooea Place Redevelopment and that this is reported back to the March Finance and Performance Committee.

 

 

Attachments

Nil

 


 



 

 

 


PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           5 March 2018

TITLE:                            Presentation of the Part I Public Committee of Council Recommendations from its 7 February 2018 Meeting

 

 

Set out below are the recommendations only from the Committee of Council meeting Part I Public held on 7 February 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

4-18

Approving the 2018 10 Year Plan Supporting Material (including the Draft Financial and Infrastructure Strategies and Updated Funding and Financial Policies) and the Consultation Document for Audit

Memorandum, dated 30 January 2018 from the Chief Executive, Heather Shotter.

The COMMITTEE RECOMMENDS

1.         That the proposed Revenue and Financing Policy and the proposed            2018 Development Contributions Policy be approved for public         consultation.

 

2.         That the Supporting Material (consisting of the following documents)        be approved as the basis for the Consultation Document for the 2018           10 Year Plan:

·    Community Outcomes (Vision, Principles and Goals, plus Council’s Strategies)

·    Groups of Activity information

·    Financial Strategy

·    Infrastructure Strategy

·    Revenue and Financing Policy

·    2018 Development Contributions Policy

·    Significant Forecasting Assumptions

·    Forecast Financial Statements

·    Rating Information.

 

3.         That the Consultation Document for the 2018 10 Year Plan be        approved, subject to Audit.

4.         That the Committee note that the Financial Policies, Supporting     Material and the 2018 Consultation Document (amended if necessary           following the audit process) will be presented to Council on 5 March       2018 for adoption and subsequent consultation.

5.         That the Mayor, Deputy Mayor and Chair of Finance and Performance      be given delegated authority to make minor corrections to the         documents before they are provided to Audit NZ.

 

6.         That the Committee note that the following instructions referring items    to the 10 Year Plan have been actioned:

·    4-16, Arts and Culture 12 Dec 2016, 2019 Military Tattoo

·    7-17.2, Sport and Recreation 6 Mar 2017, New Swimming Pool Investigation

·    14-17, Finance and Performance 20 Mar 2017, Library Heritage Staircase

·    6-17.14, Committee of Council (Annual Budget) 24 Mar 2017, Menzshed Toilets

·    6-17.16, Committee of Council (Annual Budget) 24 Mar 2017, School Travel Plans

·    6-17.24, Committee of Council (Annual Budget) 24 Mar 2017, Cornerstone Hall Contribution

·    18-17, Community Development 12 June 2017, Asset Management Plans for Community Centres

·    88-17, Council 12 June 2017, 2018 Vision, Principles and Goals

·    46-17, Finance and Performance 19 June 2017, Rubbish and Recycling Options

·    54-17.2, Planning and Strategy 7 Aug 2017, Rating Issues

·    18-17, Arts and Culture 14 Aug 2017, Public Arts Register

·    19-17, Arts and Culture 14 Aug 2017, Te Manawa Business Case

·    122-17, Council 28 Aug 2017, Te Manawa Business Case

·    56-17, Planning and Strategy 4 Sept 2017, Te Aroha Noa

      ·    28-17, Community Development 11 Sept 2017, Social Housing.

 

 

Attachments

Nil     


 

 

 


PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Council

MEETING DATE:           5 March 2018

TITLE:                            Adoption of Council strategies as the foundation for the Draft 10 Year Plan

DATE:                            13 February 2018

AUTHOR/S:                   Julie Macdonald, Strategy & Policy Manager, City Future

David Murphy, City Planning Manager, City Future

 

 

RECOMMENDATION(S) TO Council

1.   That the City Development Strategy, Economic Development Strategy, Creative and Liveable Strategy, Connected Community Strategy, and Eco City Strategy are adopted for consultation alongside the 10 Year Plan consultation document.

 

 

 

1.         Introduction

Over the past year, staff and Councillors have worked together to create a new strategic framework. The purpose of this report is to present five strategies to the Council to adopt as part of the 10 year plan consultation process. The strategies presented today are the foundation for the 10 year plan consultation document. Once revised and adopted as part of the 10 Year Plan process, the new strategic framework will provide a simpler and more transparent description of the Council’s direction.

2.         BACKGROUND

In June last year, the Council adopted a new vision: small city benefits, big city ambition. The Council also adopted goals to drive all its activities. Since then, staff and Councillors have worked to develop strategies and plans to achieve these goals. These documents were also informed by the research and consultation carried out in developing the previous strategies.

The new strategic framework is as follows:


 

 

Goal 1: An innovative and growing city

Target: 12,000 more jobs in Palmerston North by 2028

City Development Strategy

 

 

 

 

 

Economic Development Strategy

[District Plan]

Housing and Future Development Plan

Strategic Partners Development Plan

Urban Design Plan

Heritage Management Plan

Growth Infrastructure Plan

Strategic Transport Plan

 

Economic Development Plan

International Relations Plan

Goal 2: A creative and exciting city

Target: Palmerston North scores above 65 in the Creative Cities Index by 2028

Creative and Liveable Strategy

City Centre Plan

Manawatū River Plan

Placemaking Plan

Arts Plan

Events and Festivals Plan

Palmy Unleashed Plan

Active Communities Plan

Natural and Cultural Heritage Plan

Active and Public Transport Plan

Goal 3: A connected and safe community

Target: 90% of people are satisfied with the standard of living in Palmerston North by 2028

Connected Community Strategy

Community Services and Facilities Plan

Council Housing and Support Plan

Healthy Community Plan

Community Support Plan

Active Citizenship Plan

Safe Community Plan

Goal 4: An eco city

Target: 25% reduction in CO2 emissions in Palmerston North by 2028

Eco City Strategy

Three Waters Plan

Waste Plan

Energy Plan

Biodiversity Plan

Sustainable Practices Plan

Together, these documents will provide a coherent and detailed description of all of Council’s activities for 2018-2028.

Detailed monitoring reports will track progress towards achieving all of the goals and targets, and will include information about the implementation of each action.

Once revised and adopted as part of the 10 Year Plan process, the new strategic framework will replace the following:

Active Recreation Strategy

Arts Strategy

Biodiversity Strategy

Economic Well-being Strategy

Events and Festivals Strategy

Heritage Strategy

Integrated Transport Strategy

Māori Community Strategy

Residential Growth Strategy

Rural Residential Land Use Strategy

Retail Strategy

Industrial Land Use Strategy

Safe City Strategy

Social Strategy

Social Housing Strategy

Sustainable City Strategy

Sustainable Practices Strategy

Urban Design Strategy

Waste Minimisation Plan

3.         NEXT STEPS

All strategies and plans will be available and promoted as part of the consultation process for the 10 year plan. Stakeholders with an interest in a particular area will be able to find detailed information about the Council’s activities and provide feedback on what is proposed. Once the consultation period is complete, the strategies and plans will be updated to reflect Council’s 10 Year Plan decisions.

4.         Compliance and administration

Does the Committee have delegated authority to decide?

If Yes quote relevant clause(s) from Delegations Manual 166

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

1.

City Development Strategy

 

2.

Economic Development Strategy

 

3.

Creative and Liveable Strategy

 

4.

Connected Community Strategy

 

5.

Eco City Strategy

 

 

 

Julie Macdonald

Strategy & Policy Manager

David Murphy

City Planning Manager

 

 

 

 

 


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PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Council

MEETING DATE:           5 March 2018

TITLE:                            Adoption of Consultation Document and Supporting Information for Proposed 10 Year Plan as well as Financial & Infrastructure Strategies, Revenue & Financing Policy and Development Contribution Policy for Consultation

DATE:                            27 February 2018

AUTHOR/S:                   Andrew Boyle, Head of Community Planning, City Future

Steve Paterson, Strategy Manager Finance, City Corporate

 

 

RECOMMENDATION(S) TO Council

1.   That the proposed Revenue & Financing Policy be adopted subject to public consultation.

2.   That the proposed 2018 Development Contributions Policy be adopted subject to public consultation.

3.   That the additional explanatory material in relation to the proposed Revenue & Financing Policy contained within this memorandum and in relation to the 2018 Development Contributions Policy contained in Appendix 1 be approved.

4.   That the supporting material, as considered by the Committee of Council on 7 February 2018, and subsequently amended (as outlined in Table 1 of this memorandum) be adopted.

5.   That the audited Consultation Document for the proposed 10 Year Plan 2018-28 be adopted.

 

 

 

1.         ISSUE

The Council is required to adopt an audited consultation document for its proposed 10 Year Plan 2018-28 as well as supporting material and a number of strategies and policies.  It then consults on these so that it can adopt the 10 Year Plan and set the rates for 2018/19 prior to 30 June 2018.

 

2.         BACKGROUND

At its meeting on 7 February the Committee of Council resolved to recommend to the Council the adoption of a series of recommendations associated with the Council’s proposed 10 Year Plan Consultation Document and a number of associated financial policies.

These recommendations were made so that staff could have a solid platform to discuss with the Council’s auditors.  The auditors have a statutory duty to report on whether the consultation document gives effect to the purpose (as described in the Local Government Act – ‘LGA’) and the quality of the information and assumptions underlying the information contained in the consultation document.

Since 7 February the consultation document and the supporting material has been updated to incorporate suggestions made by Councillors at the meeting and the results of proofing.  There have been further changes as a result of detailed interaction with the auditors.  One of the auditor’s principal concerns was to ensure that the document clearly and succinctly outlines the current status of the wastewater treatment and disposal upgrade programme. 

The following (Table 1) is a brief summary of the main changes to the supporting material:

Document

Main Changes

Financial Strategy

Include a section outlining the status of the wastewater treatment plant upgrade programme

Infrastructure Strategy

Change the information about the wastewater treatment plant to reflect revised wording in the CD

Significant Forecasting Assumptions

Expand assumption for Resource Consents (especially wastewater discharge) to reflect revised wording in the CD

Add an assumption regarding the reliance on the Te Manawa Museum’s Trust to raise the majority of the funding for the proposed Te Manawa upgrade

Expand the Interest rate for borrowing assumption to indicate the sensitivity of interest expenses to movements up or down in the average cost of borrowing (compared with the 5.7% assumption)

Activity descriptions

Amend two water and wastewater KPI targets to better reflect the DIA mandatory performance measures and to make the targets consistent with Asset Management Plans.  Previously Council has been reporting the number of water and wastewater complaints directly related to Council performance. However, the DIA measure requires Council to measure all complaints – including those outside of Council’s control.

For example, previous counts excluded complaints relating to wastewater blockages on private property as these are not in Council’s control.  

Note: in all these cases the DIA sets the measure (what we count), but it is up to Councils to set the target (an acceptable number).  The revised figures still require Council to effectively manage the water and wastewater systems to the agreed levels of service.

Water:  the number of complaints per 1,000 connections relating to clarity, taste, odour, continuity of supply, drinking water pressure of flow, and Council’s response to any of these issues.  Target no more than 40.

Wastewater:  the number of complaints per 1,000 connections relating to wastewater system faults (no more than 3 and wastewater system blockages (no more than 10).

 

No changes have been made to the financial statements.

At the time of writing this report the audit is not complete so it is possible further advice may need to be given either prior to (if available) or at the meeting itself.

An updated version of the Consultation Document will be separately circulated (or tabled).

To assist with meeting the statutory requirements for consultation (s.82A LGA) it is recommended the Council confirm the explanations of the 2018 Development Contributions Policy to be consulted on (in conjunction with the 10 Year Plan) as outlined in Appendix 1.

In proposing the adoption of the Revenue and Financing Policy for consultation it is appropriate for the Council to recognise the following:

The Council is required by s102 LGA to adopt a Revenue and Financing policy and to include the policy in the 10 Year Plan.  The policy considers who the beneficiaries are for each of Council’s services and how the cost of each is to be funded.  It particularly addresses the extent to which services are to be funded from specific users (through fees and charges) and from rates (either targeted or general).  The proposed policy contains no significant changes to the overall funding approach compared to the policy adopted in 2015, but it has been reformatted to recognise changes to the structure of Council activities.  It is consistent with the approaches in the proposed Financial Strategy and the proposed arrangements for rating contained in the draft of the Funding Impact Statements.

 

 

3.         NEXT STEPS

Following adoption the Consultation Document, supporting material, strategies and plans will be published ready for the beginning of the public consultation period starting on 19 March 2018.  A full communication plan has been developed for the consultation period. 

The consultation will have an emphasis on using online channels and driving quality two way engagement with the community.  It will get people to consider the big picture and to think about what the Council should do to harness the opportunities in front of the City and to build the future that people want for Palmerston North and its residents.   Specific tools will include:

·    focused web site, with interactive maps, videos and feedback forms

·    targeted social media promotion pointing people to have their say via the website

·    Let’s Talk sector focused meetings on the environment, arts, sport, community services and business (open to the public)

·    Let’s Talk general meetings, including meetings in Longburn, Bunnythorpe and Ashhurst)

·    Square Circular and postcards to all households

·    mini pop-up events

·    media briefings

·    staff briefings.

 

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

1.

Appendix 1 - Proposal for 2018 Development Contributions Policy

 

 

 

Andrew Boyle

Head of Community Planning

Steve Paterson

Strategy Manager Finance

 

 

 

 

 

 

 


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