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:

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), General Manager, Marketing and Communications (Sacha Haskell), and Communications Advisor (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.

Parks and Propety Manger (John Brenkley) 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].

49-18

Apologies

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That Council receive the apologies.

Clause 49-18 above was carried 15 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, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

50-18

Confirmation of Agenda and Urgent Items

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.    That subject to Section 46A(7) of the Local Government Official        Information and Meetings Act 1987 and in accordance with the advice by        the Chairperson the following item be considered as an urgent item:

(i)         Memorandum, entitled “Adoption of Council’s Submission on Local             Government (Community Well-being) Amendment Bill.

As the item was not available at the time the Agenda was circulated; and consideration of the item was a matter of urgency, requiring a decision without delay to enable the Council to manage relationships, meet deadlines, finalise decision and receive information within agreed timeframes.

Clause 50-18 above was carried 15 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, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

51-18

Confirmation of Minutes

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That the minutes of the extraordinary meeting of 16 April 2018 Part I Public be confirmed as a true and correct record.

Clause 51-18 above was carried 15 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, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

52-18

Appointment of Directors and Trustees 2018 Policy

Memorandum, dated 4 April 2018 from the Governance & Support Team Leader, Kyle Whitfield.

Moved Grant Smith, seconded Aleisha Rutherford.

RESOLVED

1.   That Council adopt the ‘Appointment of Directors and Trustees 2018 Policy’

2.   That any minor amendments are able to be made by the Mayor and Deputy Mayor.

Clause 52-18 above was carried 15 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, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

53-18

Options for Live Streaming Council/Committee Meetings

Memorandum, dated 3 April 2018 from the Governance & Support Team Leader, Kyle Whitfield.

During discussion Elected Members agreed that digital streaming should be considered as part of an overall communications plan and therefore referred it to the Digital Transformation project.

Moved Aleisha Rutherford, seconded Grant Smith.

RESOLVED

1.   That the Chief Executive be instructed to investigate a solution digital streaming as part of the Digital Transformation Project.

Clause 53-18 above was carried 15 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, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

54-18

Online Petitions

Memorandum, dated 4 April 2018 from the Governance & Support Team Leader, Kyle Whitfield and the Legal Counsel, John Annabell.

During discussion Elected Members agreed that online petitions should be considered as it provided another way for the community to engage with Council and therefore referred it to the Digital Transformation project.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That Council note that contents of the memorandum entitled: “Online Petitions” and dated 4 April 2018.

Clause 54.1 above was carried 14 votes to 0, with 1 abstention, the voting being as follows:

For:

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

Abstained:

Councillor Brent Barrett.

Moved Brent Barrett, seconded Grant Smith.

2.  That the Chief Executive be instructed to investigate an online petition solution as part of the Digital Transformation project.

Clause 54.2 above was carried 13 votes to 2, the voting being as follows:

For:

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

Against:

Councillors Lorna Johnson and Karen Naylor.

Moved Lorna Johnson, seconded Aleisha Rutherford.

3.  That the Chief Executive be instructed to review Standing Orders to allow      for the acceptance on online petitions.

Clause 54.3 above was carried 15 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, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

55-18

Presentation - Commonwealth Games Athletes

The Mayor (Grant Smith) acknowledged the 2018 Commonwealth Games athletes and their supporters.

Moved Leonie Hapeta, seconded Aleisha Rutherford.

RESOLVED

1.   That the Council acknowledge the 2018 Commonwealth Games athletes.

Clause 55-18 above was carried 12 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas,  Aleisha Rutherford and Tangi Utikere.

56-18

E-waste fees and charges - correction of error in approved fees

Memorandum, dated 23 April 2018 from the Strategy Manager Finance, Steve Paterson.

Moved Tangi Utikere, seconded Lorna Johnson.

RESOLVED

1.   That the resolution of the Council on 26 March 2018 to adopt a new schedule of fees and charges for e-waste from 1 July 2018 (as proposed in Appendix 8 of the report to the 19 March 2018 meeting of the Finance and Performance Committee) be revoked and replaced with the following:

“That the fees and charges for e-waste disposal as proposed in Appendix 8 of the report on the review of fees and charges to the Finance and Performance Committee on 19 March 2018 be approved, subject to there being no charge for the recycling of desktop computers, and that the new fees and charges take effect from 1 July 2018”.

Clause 56-18 above was carried 14 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

57-18

Request for support for LGNZ remits

Memorandum, dated 23 April 2018 from the Strategy & Policy Manager, Julie Macdonald.

Moved Lorna Johnson, seconded Aleisha Rutherford.

RESOLVED

1.   That Council support the remit proposals as attached in Appendices 1-4 of the report entitled “Request for support for LGNZ remits”.

Clause 57-18 above was carried 11 votes to 2, with 1 abstention, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lorna Johnson, Duncan McCann, Karen Naylor, Aleisha Rutherford and  Tangi Utikere.

Against:

Councillors Lew Findlay QSM and Bruno Petrenas.

Abstained:

Councillor Leonie Hapeta.

58-18

Adoption of Council's Submission on Local Government (Community Well-being) Amendment Bill

Memorandum, dated 23 April 2018 from the Head of Community Planning, Andrew Boyle.

Moved Tangi Utikere, seconded Vaughan Dennison.

RESOLVED

1.   That the Council approve the attached submission on the Local Government (Community Well-being) Amendment Bill and submit it to Parliament.

Clause 58-18 above was carried 14 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

59-18

Council Work Schedule

Moved Tangi Utikere, seconded Duncan McCann.

RESOLVED

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

Clause 59-18 above was carried 14 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

60-18

Planning and Strategy Committee Part I Public - 9 April 2018

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

Moved Duncan McCann, seconded Aleisha Rutherford.

RESOLVED

1.   That the Committee's recommendations be adopted.

Clause 60-18 above was carried 13 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.

Abstained:

Councillor Tangi Utikere.

61-18

Arts, Culture and Heritage Committee Part I Public - 16 April 2018

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

Moved Rachel Bowen, seconded Aleisha Rutherford.

RESOLVED

1.   That the Committee's recommendations be adopted.

Clause 61-18 above was carried 14 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

62-18

Finance and Performance Committee Part I Public - 23 April 2018

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

An amendment was made to clause 26-18.1 to ensure the suggested changes at the Committee meeting were captured correctly.

Moved Susan Baty, seconded Rachel Bowen.

RESOLVED

1.   That the Committee's recommendations be adopted, with the words “subject to amendment 26-18.2” being added to clause 26-18.1.

Clause 62-18 above was carried 13 votes to 0, with 1 abstention, the voting being as follows:

For:

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

Abstained:

Councillor Leonie Hapeta.

63-18

Recommendation to Exclude Public

Moved Tangi Utikere, seconded Duncan McCann.

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:

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), General Manager, Marketing and Communications (Sacha Haskell), 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.

Business Development Executive (Fiona Dredge) because of her knowledge and ability to assist the meeting in speaking to her report and answering questions, noting that such officer will be present at the meeting only for the item that relate to her respective report.

Clause 63-18 above was carried 14 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

18-18

Draft Cemeteries and Crematorium Bylaw 2018 - Approval to Consult

Report, dated 21 March 2018 from the Policy Analyst, Lili Kato.

The COMMITTEE RECOMMENDS

1.   That the Council determines the form of the draft Cemeteries and Crematorium Bylaw 2018 and Administration Manual (contained in Appendix 1) is, subject to the outcome of public consultation, considered to be the most appropriate form of bylaw.

2.   That the Council confirms that it has considered the draft Cemeteries and Crematorium Bylaw 2018 and determines that it does not give any rise to any implications under the New Zealand Bill of Rights Act 1990.

3.   That delegated authority is given to the Chairperson and the Deputy Chairperson of the Planning and Strategy Committee for the approval of any minor amendments to the Consultation Document.

4.   That the Consultation Document (including the draft Cemeteries and Crematorium Bylaw 2018 and Administration Manual) be approved for consultation, subject to removal of ‘up until the fifth anniversary of the date of interment’ from clause 10.1.2 of the Administration Manual and the corresponding phrase in clause 11.2 of the Draft Cemeteries and Crematorium Bylaw 2018.

19-18

LGNZ Metro Sector Remit Proposals

Memorandum, dated 13 March 2018 from the Strategy & Policy Manager, Julie Macdonald.

The COMMITTEE RECOMMENDS

1.   That the Council supports the following remit proposal at the LGNZ metro sector meeting in May 2018: “That LGNZ requests that the Government urgently implements a comprehensive and mandatory product stewardship programme for tyres.”

2.   That the Council approve the letter attached as Appendix Two to the report titled “LGNZ Metro Sector Remit Proposals” and dated 13 March 2018 from the Strategy and Policy Manager, from the Mayor to the President of the LGNZ National Council, Dave Cull, requesting that LGNZ advocate to the Government in support of initiatives to advance the uptake of electric vehicles.

20-18

Waste Management and Minimisation Bylaw Amendments - Deliberations on Submissions

Memorandum, dated 28 February 2018 from the Policy Analyst, Peter Ridge.

The COMMITTEE RECOMMENDS

1.   That the Council receives the submissions on the proposed amendments to the Waste Management and Minimisation Bylaw, as shown in attachment 1 to the report titled “Waste Management and Minimisation Bylaw Amendments - Deliberations on Submissions” and dated 28 February 2018 from the Policy Analyst.

2.   That the Council amends the Waste Management and Minimisation Bylaw and the Waste Management and Minimisation Bylaw Administration Manual by making the changes shown as tracked changes in the documents attached as attachment 2 and 3 to the report titled “Waste Management and Minimisation Bylaw Amendments - Deliberations on Submissions” and dated 28 February 2018 from the Policy Analyst.

10-18

Joint Marketing of Cultural Council Controlled Organisations

Memorandum, dated 19 March 2018 from the Manager - Community Engagement, Ian Littleworth.

The COMMITTEE RECOMMENDS

1.   That the memorandum titled “Joint Marketing of Cultural Council Controlled Organisations” and dated 19 March 2018 from the Manager – Community Engagement, be received for information.

2.   That the Joint Marketing of Cultural Council Controlled Organisations be referred to the Chief Executive and be reported back to the Arts, Culture and Heritage Committee in October 2018.

11-18

Cultural CCOs Six Month Reports to December 2017 and Draft Statements of Intent 2018-2021

Memorandum, dated 26 March 2018 from the Community Funding Coordinator, Rebecca Hofmann and the Management Accountant, Matt Duxfield.

The COMMITTEE RECOMMENDS

1.   That Council receive the six month reports to December 2017 submitted by Globe Theatre Trust Board, Te Manawa Museums Trust, Caccia Birch Trust Board and Regent Theatre Trust (the cultural Council Controlled Organisations).

2.   That Council receive the draft Statements of Intent 2018–2021 submitted by the cultural Council Controlled Organisations.

3.   That Council note the below item to be addressed by the cultural Council Controlled Organisations in drafting their final Statements of Intent.

      (i)    Amend The Regent Theatre Trust Board’s Statement of Intent to   include a KPI for “a trend of increasing audience numbers, as           measured by a 3 year average”.

4.   That Council refer to the 10 Year Plan an additional grant to remunerate Regent Theatre Trust Board, Caccia Birch Trust Board and Globe Theatre Trust Board for trustee meeting fees, and that in the final Statements of Intent this grant is to be shown as not adjusted for inflation.

5.  That the Chief Executive be instructed to present maintenance and renewal plans and budgets for the cultural facilities to the May 2018 Finance and Performance Committee meeting.

22-18

Central Energy Trust Wildbase Recovery - Solar electricity generation options

The COMMITTEE RECOMMENDS

1.   That Council adopt the option of installing a “15 kW 20º N tilt array system” of solar panels (Option 1) to the Central Energy Trust Wildbase Recovery Centre.

2.   That Council approve an unbudgeted capital programme of $32,000 to specify, supply and install solar panels (Option1) to the Central Energy Trust Wildbase Recovery Centre, to be funded from additional borrowings.

24-18

The Options for the City Water Supply Associated with Gordon Kear Forest

The COMMITTEE RECOMMENDS

1.   That the report on the options for the city water supply associated with Gordon Kear Forest be received.

25-18

Report on Proposal for 6 Month Trial of Free E-Waste Drop-off Service

During discussion Elected Members believed there was no urgency to get to zero fees and that generally there should be an element of user pays.  A trial for TV’s would enable the volume to be monitored and problems relating to e-waste fly tipping could be diverted

The COMMITTEE RECOMMENDS

1. That a decision on zero fees for e-waste be deferred until after the results       of the first six months of reduced fees are available.

2.  That the Chief Executive report back on options for Palmerston North City       Council  to increase e-waste recovery in the city.

3.  That the report, estimating an additional cost of $300,000 for a six month       trial of E-waste charges of $0 for ‘TV and Electronics’, ’Consumer     Electronics’ and ‘Other’ excluding photocopiers be received.

26-18

Fees and Charges 2018 – Further Activities

There was discussion around consulting on having a two year stepped fee increase for trade waste instead of the increase occurring all in the first year.

The COMMITTEE RECOMMENDS

Trade Waste

1.    That the Proposal to adopt updated fees and charges for Trade Waste Services effective from 1 July 2018 as attached in Appendix 1 be approved for public consultation and the Chief Executive be authorised to undertake the necessary consultative process under sections 82 and 150 of the Local Government Act 2002.

2.    That Trade Waste fees as listed in ‘Administration Charges Table 2, schedule 1’. go out for Consultation in a 2 year stepped fee increase from 1 July 2018.

28-18

Quarterly Performance and Financial Report - Quarter Ending 31 March 2018

The COMMITTEE RECOMMENDS

1.     That the Committee receive the March 2018 Quarterly Performance and Financial Report and note:

a.    The March 2018 financial performance and operating performance.

b.    The March 2018 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 budget operating expenditure be increased by a further $141,000 being the estimated unbudgeted cost of conducting the Maori Ward Poll.

3.     That the Chief Executive be instructed to develop an additional          Performance Measure within Roading and Parking that reflects an          improving road safety trend over time.