Minutes of Finance and Performance Committee

Palmerston North City Council

Minutes of the Finance and Performance Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 21 May 2018, commencing at 9.02am

Members

Present:

Councillors Susan Baty (in the Chair), Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Lorna Johnson, Karen Naylor and Bruno Petrenas.

Non Members:

Councillors Brent Barrett, Rachel Bowen, Duncan McCann and Aleisha Rutherford.

Apologies:

The Mayor (Grant Smith) (Lateness) and Councillors Leonie Hapeta, Jim Jefferies, Tangi Utikere, Rachel Bowen (Early Departure – Council Business) and Karen Naylor (Early Departure).

34-18

Apologies

Moved Susan Baty, seconded Gabrielle Bundy-Cooke.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 34-18 above was carried 12 votes to 0, the voting being as follows:

For:

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

35-18

Confirmation of Minutes

Moved Vaughan Dennison, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. That the minutes of the Finance and Performance Committee meeting of 23 April 2018 Part I Public be confirmed as a true and correct record.

Clause 35-18 above was carried 10 votes to 0, with 2 abstentions, the voting being as follows:

For:

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

Abstained:

Councillors Rachel Bowen and Duncan McCann.

36-18

Conference Opportunity - 2 Walk and Cycle Conference

Memorandum, dated 1 May 2018 from the Governance & Support Team Leader, Kyle Whitfield.

Moved Aleisha Rutherford, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Committee approve the attendance of up to 6 elected member(s) to attend, with expenses paid, the 2 Walk and Cycle Conference being held in Palmerston North on 30 July to 1 August 2018.

2. That registrations of interest be invited from elected members wishing to attend, with expenses paid, and advise the Governance and Support Team Leader, Kyle Whitfield, by 12 noon Friday 25 May 2018.

Clause 36-18 above was carried 12 votes to 0, the voting being as follows:

For:

37-18

Conference Opportunity - Climate Change & Business Conference

Memorandum, dated 1 May 2018 from the Governance & Support Team Leader, Kyle Whitfield.

Moved Brent Barrett, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. That the Committee approve the attendance of up to 2 elected member(s) to attend, with expenses paid, the Climate Change & Business Conference being held in Auckland on 9 and 10 October 2018.

Clause 37-18 above was carried 12 votes to 0, the voting being as follows:

For:

38-18

Conference Opportunity - Age-Friendly Communities Forum

Memorandum, dated 1 May 2018 from the Governance & Support Team Leader, Kyle Whitfield.

Moved Lew Findlay QSM, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. That the Committee approve the attendance of up to 16 elected member(s) to attend, with expenses paid, the Age-Friendly Communities Forum being held in Wellington on 19 June 2018.

Clause 38-18 above was carried 12 votes to 0, the voting being as follows:

For:

39-18

Committee Work Schedule - May 2018

Moved Susan Baty, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Finance and Performance Committee receive its Work Schedule dated May 2018.

Clause 39-18 above was carried 12 votes to 0, the voting being as follows:

For:

Exclusion of Public

40-18

Recommendation to Exclude Public

Moved Susan Baty, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

“That the public be excluded from the following parts of the proceedings of this meeting listed in the table below.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered		Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution
11.	Minutes of the Finance and Performance Committee meeting - Part II Confidential - 23 April 2018	For the reasons setout in the Finance and Performance Committee minutes of 23 April 2018, held in public present.
12.	Kelvin Grove Crematorium Out of District Surcharge Analysis	Third Party Commercial	s7(2)(b)(ii)
13.	He Ara Kotahi - Updated budget and timeline	Commercial Activities	s7(2)(h)

This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by Section 6 or Section 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public as stated in the above table.

Also that the persons listed below be permitted to remain after the public has been excluded for the reasons stated.

Chief Executive (Heather Shotter), Chief Financial Officer (Grant Elliott), General Manager, City Enterprises (Ray McIndoe), General Manager, City Future (Sheryl Bryant), General Manager, City Networks (Ray Swadel), General Manager, Customer Services (Peter Eathorne), General Manager, Libraries and Community Services (Debbie Duncan), Human Resources Manager (Wayne Wilson), 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 Property Manager (John Brenkley) and Roading Manager (Jon Schwass) because of their knowledge around particular reports.

Clause 40-18 above was carried 12 votes to 0, the voting being as follows:

For:

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

The public part of the meeting finished at 9.14am

Confirmed 18 June 2018

Chairperson