Agenda of Council - 26 March 2018

PALMERSTON NORTH CITY COUNCIL

Council MEETING

26 March 2018

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. Confirmation of Minutes Page 9

“That the minutes of the ordinary meeting of 5 March 2018 Part I Public be confirmed as a true and correct record.”

Reports

4. Palmerston North City Sectional District Plan Review: Approval of Proposed Plan Changes 15A-H, 20AB and 21. Page 17

Memorandum, dated 12 March 2018 from the City Planning Manager, David Murphy.

5. Update on Live Streaming Page 23

Memorandum, dated 13 March 2018 from the Governance & Support Team Leader, Kyle Whitfield.

6. Local Government New Zealand Annual Conference 2018 Page 25

Memorandum, dated 28 February 2018 from the Governance & Support Team Leader, Kyle Whitfield.

7. Conference Opportunity - ICTI 2018 Progressive Cities Conference Page 35

Memorandum, dated 9 March 2018 from the Governance & Support Team Leader, Kyle Whitfield.

8. Conference Opportunity - Local Government Elected Members Forum Page 41

Memorandum, dated 9 March 2018 from the Governance & Support Team Leader, Kyle Whitfield.

9. Conference Opportunity - Developing New Zealand Page 45

Memorandum, dated 9 March 2018 from the Governance & Support Team Leader, Kyle Whitfield.

10. Work Schedule Page 55

11. Burial and Cremation Fees and Charges Page 57

Memorandum, dated 20 March 2018 from the Strategy Manager Finance, Steve Paterson.

Recommendations from Committee Meetings

12. Presentation of the Part I Public Planning and Strategy Committee Recommendations from its 5 March 2018 Meeting Page 63

“That the Committees recommendations be adopted or otherwise dealt with.”

13. Presentation of the Part I Public Community Development Committee Recommendations from its 5 March 2018 Meeting Page 64

“That the Committees recommendations be adopted or otherwise dealt with.”

14. Presentation of the Part I Public Sport and Recreation Committee Recommendations from its 12 March 2018 Meeting Page 66

“That the Committees recommendations be adopted or otherwise dealt with.”

15. Presentation of the Part I Public Finance and Performance Committee Recommendations from its 19 March 2018 Meeting Page 69

“That the Committees recommendations be adopted or otherwise dealt with.”

16. 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
17.	Minutes of the ordinary meeting - Part II Confidential - 5 March 2018	For the reasons setout in the ordinary minutes of 5 March 2018, held in public present.
18.	Sale of land - request to amend settlement date	Negotiations	s7(2)(i)
19.	Presentation of the Part II Confidential Sport and Recreation Committee Recommendations from its 12 March 2018 Meeting
20.	Presentation of the Part II Confidential Finance and Performance Committee Recommendations from its 19 March 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.

Strategy Manager Finance (Steve Paterson) 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 05 March 2018, commencing at 9.03am

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, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Apologies:

Councillor Rachel Bowen (Early Departure on Council Business).

17-18

Apologies

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council receive the apologies.

Clause 17-18 above was carried 16 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, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

18-18

Confirmation of Minutes

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

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

Clause 18-18 above was carried 14 votes to 0, with 2 abstentions, the voting being as follows:

For:

The Mayor (Grant Smith) 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.

Abstained:

Councillors Lorna Johnson and Duncan McCann.

19-18

Committee of Council Part I Public - 7 February 2018

Consideration was given to Committee of Council recommendations as appended to these minutes.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Committees recommendations be adopted.

Clause 19-17 above was carried 15 votes to 1, the voting being as follows:

For:

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

Against:

Councillor Karen Naylor.

Reports

20-18

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

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

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

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.

Clause 20.18 above was carried 16 votes to 0, the voting being as follows:

For:

21-18	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 Memorandum, dated 27 February 2018 from the Head of Community Planning, Andrew Boyle and the Strategy Manager Finance, Steve Paterson. During discussion Council decided to make some minor amendments to the consultation document.
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 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.
	Clauses 21.1 to 21.3 inclusive were carried 15 votes to 1, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillor Lew Findlay QSM.
	Moved Grant Smith, seconded Tangi Utikere. 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.
	Clause 21.4 above was carried 15 votes to 1, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillor Karen Naylor.
	Moved Grant Smith, seconded Tangi Utikere. 5. That the audited Consultation Document for the proposed 10 Year Plan 2018-28 be adopted.
	Clause 21.5 above was carried 14 votes to 2, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillors Lew Findlay QSM and Karen Naylor.
	Moved Karen Naylor, seconded Lew Findlay QSM. 6. Page 3 Replace “a year” with “in the first year”.
	Clause 21.6 above was carried 16 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, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Karen Naylor, seconded Lew Findlay QSM Note: On a motion that: “Page 27 – include a line on the graph outlining the current policy maximum for Rate Increase”. The motion was lost 3 votes to 13, the voting being as follows: For: Councillors Vaughan Dennison, Lew Findlay QSM and Karen Naylor. Against: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Vaughan Dennison, seconded Karen Naylor. Note: On a motion that: “Additional text be added that states Council’s minimum hourly rate is $1.75 above the legislative minimum wage, currently $17.50 per hour”. The motion was lost 5 votes to 11, the voting being as follows: For: Councillors Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Karen Naylor and Bruno Petrenas. Against: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Leonie Hapeta, Lorna Johnson, Duncan McCann, Aleisha Rutherford and Tangi Utikere.

Exclusion of Public

22-18

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.

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 set out 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

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) and Human Resources Manager (Wayne Wilson) 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.

The public part of the meeting finished at 11.40am

Confirmed 26 March 2018

Mayor

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: 26 March 2018

TITLE: Palmerston North City Sectional District Plan Review: Approval of Proposed Plan Changes 15A-H, 20AB and 21.

DATE: 12 March 2018

AUTHOR/S: David Murphy, City Planning Manager, City Future

RECOMMENDATION(S) TO Council

1. That Sectional District Plan Review Proposed Plan Changes 15A-H, 20AB and 21 are approved pursuant to Clause 17 of the First Schedule of the Resource Management Act 1991, excluding those parts of the Plan Changes that are subject to the three appeals by the Minister of Defence.

2. That the part approval of Sectional District Plan Review Proposed Plan Changes 15A-H, 20AB and 21 is authorised by affixing the Common Seal of the Palmerston North City Council to the Plan Changes.

3. That Sectional District Plan Review Proposed Plan Changes 15A-H, 20AB and 21 become operative on 23 April 2018 pursuant to Clause 20 of the First Schedule of the Resource Management Act 1991, excluding those parts of the Plan Changes that are subject to the three appeals by the Minister of Defence.

4. That the resolution to make Sectional District Plan Review Proposed Plan Changes 15A-H, 20AB and 21 operative in part is publicly notified in accordance with Clause 20 of the First Schedule of the Resource Management Act 1991.

1. ISSUE

The purpose of this memorandum is to seek approval of Sectional District Plan Review Proposed Plan Changes 15A-H, 20AB and 21, excluding those parts of the Plan Changes that are subject to the three appeals by the Minister of the Defence. It is recommended that those parts of the Plan Changes that are approved become operative on 23 April 2018.

Decisions have been issued by Commissioners on the Plan Changes and all appeals, other than the appeals by the Minister of Defence, have been resolved. Good progress has been made on the appeals by the Minister of Defence and it is expected this will be formally resolved in the near future.

2. BACKGROUND

Plan Change 15A-H:

Plan Change 15A-H was a significant piece of work that addressed the following topics:

- Rural Zone and rural subdivision

- Wind farms and landscapes

- Boundary change area

- Flood hazards

- North East Industrial Zone Extension Area

- Braeburn Industrial Area

- Utilities

- Airport Zone

The hearings for Plan Change 15A-H were held October to December 2015 and a decision was issued by Commissioners on 1 September 2016. Sixteen appeals were lodged on Plan Change 15A-H and a number of other submitters joined the appeal process as interested parties. Mediation on the appeals occurred during the course of 2017.

Appeals were received by the following parties:

- Axis Estate and PMW Trustee Co Ltd

- NZ Heavy Haulage Association

- KiwiRail

- Manawatu-Wanganui Regional Council

- The Minister of Defence

- NZ Fire Service Commission

- NZ Transport Agency

- Pioneer City West & Heritage Estates Ltd

- Palmerston North Airport Ltd

- Powerco

- Spark

- Mercury NZ Ltd

- Meridian Energy Ltd

- NZ Windfarms Ltd

- Joseph Poff

- Trustpower Ltd

Plan Change 20AB:

Plan Change 20AB reviewed the Residential Zone, which covers most of the urban area of the city, and proposed the Winchester Street Residential Area at Ashhurst. The hearing for Plan Change 20AB was held in May 2016 and a decision was issued by Commissioners on 22 December 2016. The Minister of Defence and Powerco lodged appeals on Plan Change 20AB. Mediation occurred during the course of 2017 alongside the mediation on Plan Changes 15A-H and 21.

Plan Change 21:

Plan Change 21 reviewed the Racecourse Zone, Race Training Zone and all Recreation Zones in the City. The hearing for Plan Change 21 was held on December 2016 and a decision was issued by Commissioners on 3 May 2017. The appeal by the Minister of Defence was the only appeal received on Plan Change 21. Mediation occurred during the course of 2017 alongside the mediation on Plan Changes 15A-H and 20.

Resolution of Appeals:

The resolution of all appeals is delegated to Council planning officers. The resolution of all appeals occurred via Environment Court assisted mediation. No Environment Court hearings were required. However, an Environment Court Judge did sign off on all the outcomes of mediation.

Many of the appeals on the Plan Changes related to administrative or detailed provisions of the District Plan, as opposed to provisions that are closely related to Council’s strategic direction. For example, no appeals were received on the changes to rural subdivision to protect high class soils, the incorporation of the boundary change area, the new flood prone areas, the extension to the North East Industrial Zone, the new Braeburn Industrial Area at Longburn, or the new residential housing choices to enable intensification, affordable housing and brownfield redevelopment.

The general approach taken by planning officers to resolve the appeals via mediation was to defend the Commissioners decision but balance this against new information presented at mediation, direction from the Environment Court commissioner who facilitates mediation, and the costs and risks of defending the decision at the Environment Court. Legal advice was sought throughout the mediation process.

While the three appeals by the Minister of Defence remain outstanding, good progress has been made and it is expected that these will be formally resolved in the near future.

Administrative Decision:

There are no alternative options available to the Council. The part approval of Plan Changes 15A-H, 20AB and 21 under Clause 17 of the First Schedule of the RMA 1991 is an administrative and final step in the Plan Change process.

3. NEXT STEPS

The next steps are:

1. Update the District Plan to incorporate Plan Changes 15A-H, 20AB and 21. The provisions affected by the appeals by the Minister of Defence are relatively discrete and will be updated following the resolution of those appeals.

2. Formalise the resolution of the remaining appeals with the Minister of Defence.

3. Close out the Sectional District Plan Review via Plan Change 22A-G.

4. Progress plans for the development of an electronic District Plan.

5. Prepare for further the District Plan changes required to give effect to the new Council vision, goals and strategies, and the templates being developed by the Minister for the Environment following recent changes to the RMA 1991.

4. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual	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?	Yes

Attachments

Nil

David Murphy

City Planning Manager

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 26 March 2018

TITLE: Update on Live Streaming

DATE: 13 March 2018

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

RECOMMENDATION(S) TO Council

1. That Council note the progress towards live streaming, and that a full report will be brought back to Council in April 2018 with possible solutions/options.

1. ISSUE

In February 2017 Council resolved as 9-17:

“That the Chief Executive explore other options to record and make available the content of the public council meetings”.

2. BACKGROUND

Governance and Support are currently working with the Councils Information Management Team on possible solutions/options to address the above resolution.

We are unable to report on these possible solutions/options in any detail before the March 2018 Council meeting, and will be in a much better place for reporting to the April 2018 Council meeting.

3. NEXT STEPS

To report back to Council in April 2018 on any possible solutions.

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?	No
Are the recommendations inconsistent with any of Council’s policies or plans?	No

Attachments

Nil

Kyle Whitfield

Governance & Support Team Leader

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 26 March 2018

TITLE: Local Government New Zealand Annual Conference 2018

DATE: 28 February 2018

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

RECOMMENDATION(S) TO Council

1. That Council note that the 2017, 2018 and 2019 Local Government New Zealand Annual Conferences and Annual General Meetings are to consist of the Mayor, Chief Executive, two councillors and up to two further “observer” councillors.

2. That registrations of interest be called from councillors interested in being selected to attend the Local Government New Zealand Annual Conference and Annual General Meeting 2018. Such registrations to be forwarded to the Governance and Support Team Leader by the closing date of 4.00pm on Friday 6 April 2018. The final decision on which councillors will attend is to be made by the Mayor and Deputy Mayor.

1. Issue

The Local Government New Zealand conference, including the Annual General Meeting which is usually run concurrently with the Annual Conference, provides opportunity for elected members to network nationally amongst their peers. The process benefits local authorities in a variety of both direct and indirect ways.

This year the Local Government New Zealand Conference will be held on 15 – 17 July 2018 in Christchurch. Details of the Conference are appended to this report.

The constitution of Local Government New Zealand provides for this Council to be formally represented at annual general meetings (AGM) and special general meetings (SGM) of Local Government New Zealand by up to four delegates.

Historically, the Council’s Chief Executive has also attended both the Conference and the AGM as a member of the delegation.

The rules of Local Government New Zealand require one of the delegates representing a local authority at the AGM to be appointed its “presiding delegate”. As referred to above, the presiding delegate is the delegate who actually casts a vote on behalf of an authority.

If the Mayor is not available to attend, the Deputy Mayor attends in his stead.

2. Description of Option(s)

The Chairperson and Deputy Chairperson, in this case the Mayor and Deputy Mayor, acting conjointly under delegated authority (clause 172) may permit the attendance of elected members at conferences and training opportunities, with leave of absence and appropriate expenses paid.

There are no clashes with other meetings as the date for the Local Government New Zealand Conference falls in the third calendar week of July 2018 and there are no scheduled meetings of the Council in that period.

3. Next Action(s)

If the Council approves the recommendations, registrations of interest will then be sought from interested members for attendance at the Local Government New Zealand Conference 15-17 July 2018. At the closing date of registrations the Governance and Support Team Leader will advise the Mayor of the registrations of interest received. The Mayor and Deputy Mayor will then make a decision on the successful registrant(s) and all further information regarding the conference will then be forwarded to that person or those persons direct

Attachments

LGNZ Conference 2018 Programme ⇩

Kyle Whitfield

Governance & Support Team Leader

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 26 March 2018

TITLE: Conference Opportunity - ICTI 2018 Progressive Cities Conference

DATE: 9 March 2018

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 ICTI 2018 Progressive Cities Conference being held in Fremantle, Western Australia on 14-16 November 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 6 April 2018.

1. ISSUE

The elected members’ budget for conference attendance and training opportunities is $72,336. As at 5 March 2018 there remains $47,864 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 $1,100.00

Travel $1,400.00

Accommodation $570.00

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

Aims of the Conference:

• Provide practical international case studies for analysis – lessons learnt and practical take-away examples

• Discuss the latest global developments in urban design, place making, retail, planning, development and innovations for cities, project management and sustainability

• Mix with professionals from varying backgrounds in a true cross-disciplinary event

• Provide access to and leverage from the experience of national and international specialists.

2018 Event Highlights and Program:

• High profile keynote speakers from US, Europe and Asia Pacific

• Over 50 diverse and interactive presentations

• Masterclasses, workshops and keynote panel sessions

• Special interest group sessions

• Trade exhibition and City innovation showcase

• Specialist Fremantle and Perth Field trips

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 6 April 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

Conference Programme ⇩

Kyle Whitfield

Governance & Support Team Leader

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 26 March 2018

TITLE: Conference Opportunity - Local Government Elected Members Forum

DATE: 9 March 2018

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 Local Government Elected Members Forum being held in Wellington on 18 May 2018.

1. ISSUE

Anticipated expenses for attending this conference are:

Travel $80.00

2. BACKGROUND

We are working hard to get more New Zealanders, particularly young people, more physically active, and we would value an opportunity to better understand the challenges in your region and how the sport and recreation sector might be able to assist you in addressing these.

Sport NZ is now in the third year of a new Community Sport Strategy which places a strong emphasis on better understanding participant needs and working with communities to find local solutions for increasing participation in sport and physical activity. We are also working more closely with councils to assist with forward planning of sport and recreation facilities and to support the delivery of major events.

This collaboration is important to us – and so are the results. There is global evidence that sport and physical activity enhances physical and mental health, and general wellbeing, and makes for a more cohesive society.

Agenda:

• Welcome

• Sport NZ – who are we and what we do

• The Sport NZ Community Sport Strategy – the role of local government and RSTs

• Sport NZ research and insights tools and what they are telling us

• Parks and Facilities Spaces and Places – tools and resources to help your decision making

• How physical activity and sport aligns to new government thinking

3. NEXT STEPS

Attachments

NIL

Kyle Whitfield

Governance & Support Team Leader

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 26 March 2018

TITLE: Conference Opportunity - Developing New Zealand

DATE: 9 March 2018

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 Developing New Zealand Conference being held in Wellington on 30 and 31 May 2018.

1. ISSUE

Anticipated expenses for attending this conference are:

Conference $1,899.00

Accommodation $120.00

Travel $80.00

2. BACKGROUND

Key themes to be addressed at the conference include:

• Economic development in both metropolitan and regional areas

• Transport and infrastructure development and planning

• Tourism

• Urban planning

• Housing and real estate development

• ITS technologies

Programme attached.

3. NEXT STEPS

Attachments

Conference Programme ⇩

Kyle Whitfield

Governance & Support Team Leader

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 26 March 2018

TITLE: Burial and Cremation Fees and Charges

DATE: 20 March 2018

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

RECOMMENDATION(S) TO Council

1. That the fees and charges for Burial and Cremation, as outlined in Appendix 1 be adopted and following public notification take effect from 1 July 2018.

1. ISSUE

The Finance and Performance Committee has recommended that burial and cremation fees be increased by 3% effective from 1 July 2018. This memo includes a schedule of fees and charges based on that recommendation, with fees and charges rounded to the nearest dollar. It is recommended this schedule replace the recommendation from the Committee.

2. BACKGROUND

The Finance and Performance Committee, at its meeting on 19 March, considered a report titled Fees and Charges Review dated 15 March 2018. The report included recommendations for significant increases in fees and charges for burial and cremations. The Committee believed the increase proposed was too high and resolved to recommend an across the board increase of 3%.

It is our practice to round these fees and charges to a whole dollar. The 3% increase recommended by the Committee has been calculated and rounded to the nearest whole dollar. The revised schedule is attached as Appendix 1.

In the original report no increase was proposed for the Medical Referee’s Fee and the entry in the Book of Remembrance. This assumption has been carried into the attached schedule.

3. NEXT STEPS

The Committee also instructed the Chief Executive to report back on a proposal to impose an out of district surcharge to cremation fees. This report will be produced as soon as practicable and if this leads to the Council determining a change in present practice, the schedule will be updated to reflect this.

Notification of the changes in fees and charges will be made to those in the industry and in the Council’s publications and website.

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

Appendix 1 ⇩

Steve Paterson

Strategy Manager Finance

PALMERSTON NORTH CITY COUNCIL

Recommendations from Committee

TO: Council

MEETING DATE: 26 March 2018

TITLE: Presentation of the Part I Public Sport and Recreation Committee Recommendations from its 12 March 2018 Meeting

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

6-18

Proposal to Lease a Section of Crewe Park to Pascal Street Community Trst

Report, dated 14 February 2018 from the Leisure Assets Planner, Jason Pilkington.

The COMMITTEE RECOMMENDS

1. That Palmerston North City Council, in the report Proposal to Lease a Section of Crewe Park to Pascal Street Community Trust, dated 14 February 2018 by Jason Pilkington, and as the administering body of Crewe Park, authorises the lease of approximately 85 square metres of Crewe Park as described in Appendix I (as part of Lot 11 DP20721) to Pascal Street Community Trust.

2. That Palmerston North City Council, in the report Proposal to Lease a Section of Crewe Park to Pascal Street Community Trust, dated 14 February 2018 by Jason Pilkington and in exercise of the powers conferred on it by delegation under the Reserves Act 1977, authorises the lease of approximately 85 square metres of Crewe Park as described in Appendix I (as part of Lot 11 DP20721) to Pascal Street Community Trust.

3. That Council note that the requirements of Section 4 of the Conservation Act 1987 have been satisfied in relation to consultation with Iwi over granting a lease at Crewe Park.

4. That Council note that the requirements of Sections 119 and 120 of the Reserves Act 1977 have been satisfied in relation to public notification prior to the resolution to enter into a lease at Crewe Park.

Note:
Councillor Karen Naylor declared a conflict of interest and withdrew from voting and discussion on clause 6-18 above.

7-18

Proposal to Licence Pascal Street Community Trust to occupy part of Awapuni Park or Alexander Park for Community Gardens

Report, dated 13 February 2018 from the Senior Property & Parks Planner, Aaron Phillips.

The COMMITTEE RECOMMENDS

1. That Council adopts the proposal to licence a section of Awapuni Park or Alexander Park (as described in Appendix One of the report titled Proposal to Licence Pascal Street Community Trust to occupy a section of Awapuni Park or Alexander Park for Community Gardens) to go out for public notice in the manner required under Section 54 (1) - (2A) of the Reserves Act 1977.

Note:
Councillor Karen Naylor declared a conflict of interest and withdrew from voting and discussion on clause 7-18 above.

Attachments

Nil

PALMERSTON NORTH CITY COUNCIL

Recommendations from Committee

TO: Council

MEETING DATE: 26 March 2018

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

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

10-18

Palmerston North Airport Ltd - Interim Report for 6 months to 31 December 2017

Memorandum, dated 9 March 2018 from the Strategy Manager Finance, Steve Paterson.

The COMMITTEE RECOMMENDS

1. That the Interim Report and Financial Statements of Palmerston North Airport Ltd for the period ended 31 December 2017 be received.

11-18

Palmerston North Airport Ltd - Draft Statement of Intent for 2018/19

Memorandum, dated 2 March 2018 from the Strategy Manager Finance, Steve Paterson.

The COMMITTEE RECOMMENDS

1. That the Palmerston North Airport Ltd draft Statement of Intent for 2018/19 be received and its assumptions endorsed apart from the performance measure for targeted net worth which it be recommended to the Company be increased to $50 million.

12-18

Central Energy Trust Wildbase Recovery Update and Cost to Complete

Report, dated 22 February 2018 from the Senior Property & Parks Planner, Aaron Phillips.

The COMMITTEE RECOMMENDS

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

2. That Council approve additional borrowing to fund up to $525,000 to complete construction to tendered specification for Central Energy Trust Wildbase Recovery.

13-18

Water and Waste Capital New and Renewal 2017-18 Programme Adjustments

Memorandum, dated 9 March 2018 from the Water & Waste Services Manager, Robert van Bentum.

The COMMITTEE RECOMMENDS

1. That the budget for the 2017/18 Water Capital New “Programme 593 Water Safety and Security Mitigation” be revised from $170,000 to $407,000 by approval of additional unbudgeted funding of $237,000.

2. That the budget for the 2017/18 Wastewater Capital New “Programme 630 – City Wide - Seismic Strengthening to Wastewater Structures” be revised from $100,000 to $200,000 by approval of additional unbudgeted funding of $100,000.

3. That a new 2017/18 Rubbish and Recycling Capital New Programme called “Materials Recovery Facility – Air Quality Improvements” with a budget of $50,000 be created by approval of unbudgeted funding of $50,000.

4. That the budget for the 2017/18 Wastewater Capital Renewal “Programme 621 - Digester Lid Refurbishment” be revised from $500,000 to $555,000 by approval of additional unbudgeted funding of $55,000.

5. That the budget for the 2017/18 Wastewater Capital Renewal Programme “1056 – Totara Rd Replacement of Inlet Screens be revised from $1,300,000 to $1,400,000 by approval of additional unbudgeted funding of $100,000.

15-18

Fees and Charges Review

Report, dated 15 March 2018 from the Strategy Manager Finance, Steve Paterson.

The COMMITTEE RECOMMENDS

1. That fees for household e-waste in categories of 'TV and Electronics', 'Consumer Electronics', and 'Other' excluding photocopiers, be set to $0 on a trial basis, for a 6 month period in FY19. Subject to a financial analysis report being brought back to Finance and Performance April 2018.

Burial & Cremation

2. That the fees and charges for Burial and Cremation, be increased by 3%, be adopted and following public notification take effect from 1 July 2018.

Burial & Cremation

3. That the application of “Out of District surcharge” Chapel and Cremation services be reviewed and reported back to the April Finance and Performance Committee meeting.

Event Recycling Fees

4. That the fees and charges for event recycling as proposed in Appendix 8 be adopted and take effect immediately.

Note:

Councillor McCann declared a conflict of interest and withdrew from discussion and voting on clause 15.4.

5. That the report be received and the current status of fees and charges be noted.

Planning & Miscellaneous

6. That the Statement of Proposal (and the associated summary) to adopt updated fees and charges for Planning Services and Miscellaneous Services effective from 1 July 2018 as attached in Appendix 2, be approved for public consultation and the Chief Executive be authorised to undertake the necessary consultative process under sections 83 and 150 of the Local Government Act 2002.

Building

7. That the fees and charges for Building Services, as proposed in Appendix 3 be adopted and following public notification take effect from 9 April 2018.

Environmental Health

8. That the fees and charges for Environmental Health Services (in terms of regulation 7 of the Health (Registration of Premises) Regulations 1966 and regulation 83 of the Food Hygiene Regulations 1974) as proposed in Appendix 4, be adopted and following public notification, take effect from 1 July 2018.

Animal Control

9. That the fees and charges for the Impounding of Animals (in terms of section 14 of the Impounding Act 1955) and for Dog Registration and Dog Impounding (in terms of section 37 of the Dog Control Act 1996) as proposed in Appendix 5 be adopted, and once following public notification, take effect from 1 July 2018.

Service Connections

10. That the fees and charges for Service Connections, as proposed in Appendix 7 be adopted and take effect from 1 July 2018.

E-Waste Charges

11. That the fees and charges for e-waste disposal as proposed in Appendix 8 be adopted and take effect from 1 July 2018.

Attachments

Nil

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