Minutes of Finance and Performance Committee

Palmerston North City Council

Minutes of the Finance and Performance Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 18 June 2018, commencing at 9.00am

Members

Present:

Councillor Susan Baty (in the Chair), The Mayor (Grant Smith) and Councillors Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Karen Naylor and Bruno Petrenas.

Non Members:

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

Apologies:

Councillor Tangi Utikere.

Councillor Vaughan Dennison entered the meeting at 9.10am during consideration of clause 48. He was not present for clauses 44 to 47 inclusive.

44-18

Apologies

Moved Grant Smith, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 44-18 above was carried 14 votes to 0, the voting being as follows:

For:

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

45-18

Late Item

Moved Aleisha Rutherford, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the late item `Papaioea Place Housing Redevelopment Construction Programme’ be received.

Clause 45-18 above was carried 12 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, Lew Findlay QSM, Jim Jefferies, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.

Against:

Councillors Leonie Hapeta and Lorna Johnson.

46-18

Confirmation of Minutes

Moved Gabrielle Bundy-Cooke, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1. That the minutes of the Finance and Performance Committee meeting of 21 May 2018 Part I Public be confirmed as a true and correct record.

Clause 46-18 above was carried 12 votes to 0, with 2 abstentions, the voting being as follows:

For:

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

Abstained:

The Mayor (Grant Smith) and Councillor Jim Jefferies.

47-18

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

Memorandum, dated 5 June 2018 from the Strategy Manager Finance, Steve Paterson.

Moved Susan Baty, seconded Aleisha Rutherford.

The COMMITTEE RECOMMENDS

1. That the Palmerston North Airport Ltd Statement of Intent for 2018/19 be endorsed.

Clause 47-18 above was carried 14 votes to 0, the voting being as follows:

For:

Councillor Vaughan Dennison entered the meeting at 9.10am.

48-18

Approval to Write Off Uncollectible Balances

Memorandum, dated 15 May 2018 from the Financial Accountant, Keith Allan.

Moved Jim Jefferies, seconded Rachel Bowen.

The COMMITTEE RECOMMENDS

1. That Council approve the write off of bad debts totalling $44,857.05 (including GST) with removal from the accounts receivable ledger.

Clause 48-18 above was carried 14 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, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.

Against:

Councillor Leonie Hapeta.

49-18	Fees & Charges - Confirmation Following Public Consultation Memorandum, dated 8 June 2018 from the Strategy Manager Finance, Steve Paterson. In discussion the Committee was of the view that the sign farm sites should be reviewed.
	Moved Susan Baty, seconded Jim Jefferies. The COMMITTEE RECOMMENDS 1. That the submission from Aokautere Land Holdings Ltd be received and the officer’s comments in response, as outlined in Attachment A of the memorandum dated 8 June 2018 entitled `Fees and Charges – Confirmation Following Public Consultation’ be noted.
	Clause 49.1 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, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.
	2. That the fees and charges for Planning & Miscellaneous Services, as scheduled in Attachments B and C of the memorandum dated 8 June 2018 entitled `Fees and Charges – Confirmation Following Public Consultation’, be approved, effective from 1 July 2018. 3. That the fees and charges for Trade Waste Services, as scheduled in Attachment D of the memorandum dated 8 June 2018 entitled `Fees and Charges – Confirmation Following Public Consultation’, be approved, effective from 1 July 2018.
	Clauses 49.2 to 49.3 above were carried 14 votes to 0, with 1 abstention, 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, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford. Abstained: Councillor Leonie Hapeta.
	Moved Susan Baty, seconded Grant Smith. Amended by Council on 24 September 2018 Clause 134-18 4. That the Chief Executive review the sign farm sites.

Clause 49.4 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, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.

50-18

Papaioea Place Housing Redevelopment Construction Programme

Memorandum, dated 11 June 2018 from the Parks & Property Manager, John Brenkley.

Moved Susan Baty, seconded Karen Naylor.

The COMMITTEE RECOMMENDS

1. That the Construction Programme for the Papaioea Place Housing Redevelopment Project be Received.

Clause 50-18 above was carried 15 votes to 0, the voting being as follows:

For:

51-18

Committee Work Schedule

Moved Susan Baty, seconded Rachel Bowen.

The COMMITTEE RESOLVED

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

Clause 51-18 above was carried 15 votes to 0, the voting being as follows:

For:

52-18

Minor Item

Moved Aleisha Rutherford, seconded Duncan McCann.

The COMMITTEE RESOLVED

That the minor item `Write Off Uncollectible Balances’ be received.

Clause 52-18 above was carried 15 votes to 0, the voting being as follows:

For:

Exclusion of Public

53-18

Recommendation to Exclude Public

Moved Aleisha Rutherford, seconded Leonie Hapeta.

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 - 21 May 2018	For the reasons setout in the Finance and Performance Committee minutes of 21 May 2018, held in public present.
12.	Award of Contract 3532 Installation of "V" Category LED Street Lighting Luminaires Stage 2	Third Party Commercial	s7(2)(b)(ii)

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.

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

Project Engineer (Rob Cuff) 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 relates to his report.

Clause 53-18 above was carried 15 votes to 0, the voting being as follows:

For:

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

The public part of the meeting finished at 9.42am

Confirmed 20 August 2018

Chairperson