Agenda of Council - 13 August 2018

PALMERSTON NORTH CITY COUNCIL

Extraordinary Council MEETING

13 August 2018

MEETING NOTICE

Pursuant to Clause 21 of Schedule 7 of the Local Government Act 2002, I hereby requisition an extraordinary meeting of the Council to be held at 9.00am on Monday, 13 August 2018 in the Council Chamber, first floor, Civic Administration Building, 32 The Square, Palmerston North, to consider the business stated below.

MAYOR

Order of Business

NOTE: The extraordinary Council meeting coincides with the ordinary meetings of the Sport and Recreation Committee and the Economic Development Committee. The format for the meetings will be as follows:

- Sport and Recreation Committee will open and adjourn immediately to Economic Development Committee

- Economic Development Committee will open and adjourn immediately to Council

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

1. Apologies

2. Notification of Additional 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. Declarations of Interest (if any)

Members are reminded of their duty to give a general notice of any interest of items to be considered on this agenda and the need to declare these interests.

4. Submissions on the 2018 Representation Review Page 7

5. Confirmation of Minutes Page 57

“That the minutes of the ordinary meeting of 25 June 2018 Part I Public be confirmed as a true and correct record.”

Reports

6. Review of Representation Arrangements Page 93

Report, dated 31 July 2018 from the Legal Counsel, John Annabell.

7. Adoption of the Palmerston North Dog Control Bylaw 2018 Page 119

Memorandum, dated 24 July 2018 from the Policy Analyst, Ann-Marie Mori.

8. Equipment to Support the 12 Month Trial of Dogs on Leash in the CBD. Page 139

Memorandum, dated 20 July 2018 from the Parks & Property Manager, John Brenkley.

9. 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
10.	Minutes of the ordinary meeting - Part II Confidential - 25 June 2018	For the reasons setout in the ordinary minutes of 25 June 2018, held in public present.

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), Acting Chief Infrastructure Officer (Ray McIndoe), Acting General Manager – Strategy and Planning (David Murphy), General Manager - Community (Debbie Duncan), Acting General Manager – Customer (Sheryl Bryant) 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.

Acting Governance and Support Team Leader (Stuart McKinnon) and Committee Administrators (Penny Odell, Rachel Corser and Courtney Kibby), 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 25 June 2018, commencing at 9.02am

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, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Apologies:

Councillor Duncan McCann (for lateness).

Councillor Duncan McCann entered the meeting at 9.15am during consideration of clause 92. He was not present for clauses 91.

91-18

Apologies

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council receive the apologies.

Clause 91-18 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, Jim Jefferies, Lorna Johnson, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

92-18

Tribute - Patrick (Pat) James Kelly

Councillor Duncan McCann entered the meeting at 9.15am

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Council notes, with respect, the passing of Patrick (Pat) Kelly.

Clause 92-18 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.

93-18

Presentation - Queen's Birthday 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 Queen’s Birthday Honours 2018.

Clause 93-18 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.

94-18

Confirmation of Minutes

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the minutes of the ordinary meeting of 28 May 2018 Part I Public be confirmed as a true and correct record.

Clause 94-18 above was carried 15 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, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

Councillor Gabrielle Bundy-Cooke.

95-18	Committee of Council Part I Public - 28 May 2018 Consideration was given to Committee of Council recommendations as appended to these minutes.
	Moved Rachel Bowen, seconded Lorna Johnson. RESOLVED 1. That clause 9.3.31 be amended to read “To establish a programme to increase the Community Development Small Grants Fund by $30k pa and that the Community Small Grants Fund and Fee for Service Guidelines be reviewed to ensure clarity, and compatibility between the funds and inclusion of a wide range of community applicants to deliver against council’s strategic direction”.
	Clause 95.1 above was carried 11 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Jim Jefferies, Lorna Johnson, Duncan McCann, Bruno Petrenas and Tangi Utikere. Note: Councillors Adrian Broad, Lew Findlay, Leonie Hapeta, Karen Naylor and Aleisha Rutherford declared a conflict of interest on clause 95.1 above and withdrew from discussion and voting.
	Moved Grant Smith, seconded Tangi Utikere. 2. That the balance of the Committee's recommendations be adopted.
	Clause 95.2 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.

96-18

Committee of Council Part I Public - 11 June 2018

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

Moved Grant Smith, seconded Susan Baty.

RESOLVED

1. That the Mayor and Deputy Mayor be approved to make minor amendments to the 2018 Development Contributions Policy.

2. That the Committee's recommendations be adopted.

Clause 96-18 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.

Reports

97-18	Adoption of the 10 Year Plan (Long-term Plan) 2018-28, including the Financial and Infrastructure Strategies Memorandum, dated 7 June 2018 from the Head of Community Planning, Andrew Boyle.
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 1. That the 10 Year Plan (Long-term Plan) 2018-28, including the Financial and Infrastructure Strategies, as updated from the Committee of Council meeting of 11 June 2018 be adopted. 2. That the Council acknowledge the 10 Year Plan budget includes a deficit of $2.4 million for the 2020/21 financial year and resolves this outcome is financially prudent having regard for the matters contained in Section 100 of the Local Government Act 2002. 3. That the adoption of the 10 Year Plan 2018-28 be confirmed as a significant decision and that the Council confirm it has developed the Plan in compliance with the decision making and consultation requirements of the Local Government Act 2002. 4. That the Mayor, Deputy Mayor, Chair of Finance and Performance and Chief Executive be given delegated authority to approve the final 10 Year Plan document for publication. 5. That the Chief Executive be given delegated authority to authorise payments to Council Controlled Organisations and other external organisations generally in accordance with their respective Statements of Intent.
	Clause 97-18 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, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillors Jim Jefferies and Karen Naylor.
	Note: On a motion: “That the Chief Executive report back on the reasons for the underspend of the renewals budget over the last five years and the implication for future spending on renewals.”. The motion was lost 5 votes to 11, the voting being as follows: For: Councillors Brent Barrett, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies and Karen Naylor. Against: The Mayor (Grant Smith) and Councillors Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Leonie Hapeta, Lorna Johnson, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

98-18

Setting of Rates for 2018/19

Memorandum, dated 15 June 2018 from the Strategy Manager Finance, Steve Paterson.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the resolution to set the rates for the 2018/19 year attached as Appendix One to the report entitled “Setting of Rates for 2018/19” and appended to these minutes, be adopted.

2. That it be noted that the setting of rates is a significant decision within the parameters of the Local Government Act 2002 and that it is satisfied there has been compliance with the decision-making and consultation requirements of the Act.

Clause 98-18 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.

99-18

Adopting Amendments to the Treasury Policy and Resolutions to Authorise Borrowing

Memorandum, dated 15 June 2018 from the Strategy Manager Finance, Steve Paterson.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Treasury Policy (incorporating the Liability Management and Investment Policy) adopted on 21 December 2017 be amended to increase the borrowing limit for net external debt as a percentage of total revenue from 175% to 200% to reflect the increased limit adopted as part of the Financial Strategy incorporated in the 2018-28 10 Year Plan.

2. That Council authorises the Chief Executive to borrow, in accordance with delegated authority, up to $39 million (“the Borrowing”) of additional term debt by way of bank loan or loans or credit facilities or other facilities or the issue of stock for the Borrowing secured by the Debenture Trust Deed.

3. The purpose of the Borrowing is the carrying out or continuing of programmes identified in the 2018-28 10 Year Plan for the 2018/19 year.

4. The security for the Borrowing may be the charge over rates under the Debenture Trust Deed if the Chief Executive considers appropriate.

5. The benefits of the Borrowing are that it will enable the Council to carry out the programmes identified in the 10 Year Plan while spreading the costs for those programmes over time to recognise future benefits. The risk is that interest rates may vary in the future resulting in higher debt servicing costs to the Council.

6. For the reasons set out in this report the Council has determined, that, having regard to the Council’s financial strategy, in the particular circumstances it is prudent and reasonable to enter into the proposed borrowing.

7. The raising of the Borrowing will comply with the Council's Liability Management Policy.

8. The Council note that the decision to borrow up to $39 million is a significant decision within the parameters of the Local Government Act 2002 and is satisfied that there has been compliance with the decision-making and consultation requirements of the Act.

Clause 99-18 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.

100-18

Consideration of support for remit proposals to the Local Government New Zealand AGM.

Memorandum, dated 30 May 2018 from the Strategy & Policy Manager, Julie Macdonald.

During discussion Elected Members noted that the Mayor should be given authority to vote on remits based on information presented at the AGM on all remits.

Moved Tangi Utikere, seconded Aleisha Rutherford.

RESOLVED

1. That notwithstanding the Council’s position(s) on all Remits, the Mayor retains the discretion to exercise Council’s vote(s) on all Remits as the PNCC Delegation sees fit.

Clause 100-18 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.

101-18	Review of Representation Arrangements Memorandum, dated 7 June 2018 from the Legal Counsel, John Annabell. In discussion it was suggested that the community should also be consulted on how to increase Maori representation on Council, noting that this would not be by a Maori Ward.
	Moved Aleisha Rutherford, seconded Lorna Johnson. RESOLVED 1. That the preliminary consultation on representation arrangements include a question on how we can increase Maori representation.
	Clause 101.1 above was carried 10 votes to 6, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Vaughan Dennison, Leonie Hapeta, Lorna Johnson, Duncan McCann, Aleisha Rutherford and Tangi Utikere. Against: Councillors Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Jim Jefferies, Karen Naylor and Bruno Petrenas.
	Moved Lorna Johnson, seconded Karen Naylor. 2. That the sentence “a smaller Council may also be more focused on major strategic issues affecting the city” be removed from the discussion document on page 131 of the Council agenda for 25 June 2018.
	Clause 101.2 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, 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. 3. That the attached Discussion Document be approved and be released for community consultation for a period commencing Friday 6 July and closing Monday 30 July 2018, with the Mayor and Deputy Mayor being authorised to make final changes to the Discussion Document. 4. That submissions be invited on the Discussion Document and an opportunity be provided for submitters to speak to their submission, if they wish, at an Extraordinary meeting of the Council to be held at 9.00 am on Monday 13 August 2018, and that meeting make a preliminary decision on representation matters. 5. That the Council’s formal proposal for representation arrangements be finalised at the Council meeting to be held at 9.00 am on Monday 27 August 2018. 6. That the Chief Executive be authorised to make all necessary arrangements for consultation as outlined in this memorandum.
	Clauses 101.3 to 101.6 inclusive above were 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.

102-18

Elected Member Expense Policy - Adoption

Memorandum, dated 12 June 2018 from the Finance Manager, Stuart McKinnon.

Moved Grant Smith, seconded Susan Baty.

RESOLVED

1. That the amendments to the “Elected Members’ Expenses Policy’ (as attached) be approved.

Clause 102-18 above was carried 15 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, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.

Abstained:

Councillor Tangi Utikere.

103-18

Council Work Schedule

Moved Grant Smith, seconded Aleisha Rutherford.

RESOLVED

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

Clause 103-18 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.

Recommendations from Committee Meetings

104-18

Community Development Committee Part I Public - 6 June 2018

Consideration was given to Community Development Committee recommendations as appended to these minutes.

Moved Aleisha Rutherford, seconded Rachel Bowen.

RESOLVED

1. That the Committee's recommendations be adopted.

Clause 104-18 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.

105-18

Sport and Recreation Committee Part I Public - 6 June 2018

Consideration was given to Sport and Recreation Committee recommendations as appended to these minutes.

It was noted that consultation was ongoing with the Alexander Park community and that the decision on which park to licence to Pascal Street Community Trust should be put on hold.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Sport and Recreation Committee Recommendation 29-18 (Proposal to licence Pascal Street Community Trust to occupy part of Awapuni or Alexander Parks for a Community Garden) from its 6 June 2018 meeting be referred to a future Council Meeting for further consideration.

Clause 105-18 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, Jim Jefferies, Lorna Johnson, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Note:

Councillor Karen Naylor declared a conflict of interest and withdrew from voting and discussion on clause 105 above.

106-18	Planning and Strategy Committee Part I Public - 6 June 2018 Consideration was given to Planning and Strategy Committee recommendations as appended to these minutes.
	Moved Duncan McCann, seconded Aleisha Rutherford. RESOLVED 1. That clause 38-18.1 of Committee's recommendations be adopted.
	Clause 106.1 above was carried 13 votes to 2, with 1 abstention, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillors Adrian Broad and Vaughan Dennison. Abstained: The Mayor (Grant Smith).
	Moved Duncan McCann, seconded Aleisha Rutherford. 2. That the balance of the Committee’s recommendations be adopted subject to an amendment to clause 38.2 deleting the words “That should the Council agree that the “ and be replaced with “That Council agree to the”.
	Clause 106.2 above was carried 14 votes to 1, with 1 abstention, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, 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. Against: Councillor Adrian Broad. Abstained: The Mayor (Grant Smith).

107-18	Finance and Performance Committee Part I Public - 18 June 2018 Consideration was given to Finance and Performance Committee recommendations as appended to these minutes.
	Moved Susan Baty, seconded Jim Jefferies. RESOLVED 1. That clause 48-18 of the Committee's recommendations be adopted.
	Clause 107.1 above was carried 14 votes to 1, 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. Against: Councillor Leonie Hapeta. Abstained: Councillor Tangi Utikere.
	Moved Susan Baty, seconded Jim Jefferies. 2. That the balance of the Committee’s recommendations be adopted.
	Clause 107-18 above was carried 15 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, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford. Abstained: Councillor Tangi Utikere.

Exclusion of Public

108-18

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
21.	Minutes of the ordinary meeting - Part II Confidential - 28 May 2018	For the reasons setout in the ordinary minutes of 28 May 2018, held in public present.
22.	Rotation of Trustees on Council Controlled Organisations	Privacy	s7(2)(a)

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.

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.

Clause 108-18 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.

The public part of the meeting finished at 11.54am

Confirmed 13 August 2018

Mayor

Council - Part I 25 June 2018

Recommendations from Committee

TO: Council

MEETING DATE: 25 June 2018

TITLE: Presentation of the Part I Public Committee of Council Recommendations from its 28 May 2018 Meeting

Set out below are the recommendations only from the Committee of Council meeting Part I Public held on 28 May 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

9-18

Deliberations on Public Consultation on the Consultation Document and Supporting Information for the Proposed 2018-28 Long-term Plan, Council's Strategies and Plans, Financial and Infrastructure Strategies, Revenue and Financing Policy and Development Contributions Policy.

Memorandum, dated 2 May 2018 from the Head of Community Planning, Andrew Boyle.

The COMMITTEE RECOMMENDS

1. That the submissions and comments received on the consultation material for the Proposed Long-term Plan (10 Year Plan), Financial and Infrastructure Strategies, Revenue and Financing Policy, Development Contributions Policy, Significance and Engagement Policy, City Development Strategy, Economic Development Strategy, Creative and Liveable Strategy, Connected Community Strategy, and Eco City Strategy be received (separately circulated).

2. That the officer comments made in response to the issues raised during the Long-term Plan and Strategy consultation and attached as Appendix 1 be received.

3. That the Chief Executive be instructed to prepare a draft of the final Long-term Plan for consideration by the Committee of Council on 11 June 2018 and that it incorporate:

3.1 Programme 228 – That $1,000,000 from Strategic Capital Ring Road be deferred from 2018/19 to year 2 – 2019/20.

3.2 That the proposed carry forwards and budget changes as attached in appendix 2 as well as revised timing for Whakarongo growth programmes 144, 716, 717, 1000 and 1004.

3.3 That the Chief Executive identify Footpath Maintenance Opex as a specific programme in the LTP 2018/28.

3.4 Any amendments as a result of public consultation or referral of items to the Long-term Plan from Council Committees (Appendix 3) as determined by the Committee of Council.

3.5 That outstanding debt will be repaid over the remaining useful life of the asset funded over a maximum term of thirty years.

3.6 That the Chief Executive be directed to commission a independent comprehensive review of the rating system up to $50,000, to be reported back in 2020 to allow time for public consultation on any subsequent changes prior to preparation of the ten year plan 2021-31.

3.7 That market rents are not introduced for Council’s housing tenants and the current policy of subsiding rents continues.

3.8 That the Chief Executive reports back on the alternative options for the provision of additional social housing units.

3.9 In regard to submission 11, that it be noted that Chief Executive is investigating a concept plan for play activity in The Square (under the City Centre Framework) in preparation for the next LTP considerations.

3.10 That such a concept plan be reported back to the Council with a view to funding the development as part of the 2019/20 Annual Budget considerations.

3.11 That for City Centre Streetscape, Programme 243 (Main Street East including the Urban Bus Terminal) be brought forward one year such that the order of progress in Streetscape plan is Programme 244 (Square East, commencing Year 1), Programme 243 (Main Street East, commencing Year 2), Programme 1400 (Broadway, commencing Year 3) in the 2018 - 2028 Long Term Plan.

3.12 That the Chief Executive provides a report outlining how the budget for the renewal of Assets is applied, including when undertaking Capital New Programmes.

3.13 That programme 1525 Te Manawa – Investigations and000 in 2018/19. Following initial investigations and planning, the Chief Executive to report back to Council on the budget requirements to deliver Option A or B.

3.14 To provide a Capital Grant of $15,000 in 18/19 to Victoria Esplanade Scenic Railway to support a deviation on the railway track behind CET Wildbase Recovery Centre provided this can be achieved without impact on the bush remnant.

3.15 Instructing the Chief Executive to ask staff to form a Esplanade Users Group.

3.16 That programme 114 be increased by $12,000 for the 2018/19 year specifically for the installation of 6 new bike racks to be installed at Victoria Esplanade.

3.17 That the Chinese Garden, Mini Putt and Camellia Walk proposals be referred to the Esplanade Masterplan for further consideration and a report back on costs and feasibility.

3.18 That the Chief Executive be directed to develop an Urban Cycle Network Development masterplan.

3.19 That the Council support the Bainesse and District Community Development Trust proposal for a City to Sea Rail Trail shared pathway, subject to funding.

That the meeting extend to 6.00pm.

3.20 That programme 1095 'PN - Bunnythorpe Cycle Pedestrian Pathway' in the amount of $2.833m be revised to an ‘Urban Cycle Network Development’ programme, to be delivered as $1.433m in Year 2 (2019/20) and $1.4m in Year 3 (2020/21) of the 2018-2028 LTP; and that the Bunnythorpe Cycle Pedestrian Pathway be deferred to Year 4 (2021/22) and considered in the next Long Term Plan.

3.21 That programme 1358 Footpath Extension include consideration of a separated path on Old West Road, and that the Chief Executive seek funding from NZTA for this as a State Highway Safety Footpath Project.

3.22 40 Additional car parks into Bill Brown Park in year three for $100,000.

3.23 Additional car parking into Kelvin Grove Community Centre to the value of $100,000. Spread over year 3 and 4.

3.24 Bring forward Programme 1174 (Outdoor Gyms) $122,000 to Year 2018/19, add $125,000 to Years 2020/21, 2022/23, 2024/25, and 2026/27, and delete from Year 2023/24 to enable construction of Outdoor Gyms every 2nd year.

3.25 Programme 1265 – Pitt Park – Move budget from Opex to Capex.

3.26 (CN-159) Kelvin Grove Road (Stoney Creek Road to Henaghans Road) – Safety Improvements of 5 dips (subject to external funding) $3million to be included in year 5.

3.27 That the Globe Theatre operational grant be increased by

3.28 To provide a Capital Grant of $20,000 2018/19 to the NZ Rugby Museum to support their cataloguing/conservation work.

3.29 To provide a capital grant of $300,000 over 3 years (2018/19, 2019/20, 2020/21) to All Saints Church.

3.30 To establish a programme to provide an increase of $50,000 p/a in the Fee for Service Grants.

3.31 To establish a programme to increase the Community Development Small Grants Fund by $30,000 p/a, and to review the extent of the scope of the fund so that all community groups apart from those who receive a Fee for Service contract are able to apply as part of the policy review.

3.32 That the Heritage fund is reduced to $50,000 in the first three years.

3.33 That programme 1439 'Culture/Heritage - Urban Eels Project Contribution' be adjusted to $22,000 in Year 1 and $148,000 in Year 2 the 2018/28 LTP, and that the CE be directed to work with Horizons Regional Council and approach the Freshwater Improvement Fund for increase project co-funding.

3.34 The $20,000 be allocated for the Railway Wheels on Railway Land project in the 2018/19 year.

3.35 That programme 367 – Public Sculptures/Art Funding be adjusted to be $50,000 per year for the first 5 years.

3.36 Submission 449: Square Edge Toilets on Level 2. Asking for Chief Executive to bring forward 50% of toilets renewal budget $90,000 into 2018/19 year.

3.37 The 10 Year Plan confirms the additional grant to remunerate Regent Theatre Trust Board, Caccia Birch Trust Board and Globe final Statements of Intent this grant is to be shown as not adjusted for inflation.

3.38 That Council develop two new self-contained campervan dump stations (as programme 1535 – City Wide – Campervan Dump Stations) at a cost of $60,000 each for years 2019/20 and 2023/24.

3.39 That Council note: Memorial Park - That the Table 2 priorities, budget estimates, and timings include bringing the funding for the Splash Pad at Memorial Park forward by one year – from the 2019/20 financial year to the 2018/19 financial year.

That the Memorial Park Capital Development Programme remains significantly unchanged and directs the Chief Executive to apply to external funders for an additional $250,000 in funding for the Splash Pad at Memorial Park.

3.40 That programme 1249 'Arapuke Forest Park -Contribution to Manawatu Mountain Bike Club' be increased to $50,000 per annum in each of years 1 - 4 of the 2018/28 LTP.

3.41 That the Chief Executive include a request for $35,000 for lighting of the skating rink at Memorial Park in the priorities for external funding.

3.42 That submission 297 be referred to the Chief Executive, to investigate opportunities for community use of the St Marks Church site, and reported back to the Community Development Committee.

3.43 That programme 1161 be renamed to ‘Te Papaioea History Celebration’.

3.44 That a “Via Recreativa” type event be considered by Palmy Unleashed with a view to undertake a trial.

That the meeting be extended to 5:00pm.

3.45 That the Chief Executive report back to Council on the findings from other Territorial Authorities across Aotearoa who have trialed kerbside organic waste collection, with options around implementation.

3.46 That a new capital item be added to purchase and install 17 new bins to supplement the existing number of bins along the walkway network at a cost of $25,500.

3.47 Programme 1060 Storm Water Improvements that the Chief Executive to undertake an impact assessment on future flooding risks across the city. Further modelling and investigation work will be undertaken this year to identify mitigation measures across the city with the potential to reduce flooding risks including creating detention areas in public space as well as additional large capacity drains. This work will identify a multimillion dollar programme of work which will be shared with Council as part of the 2021/31 LTP process with a view to getting agreement on the scope and investment in large scale storm water improvement works to be implemented across the city.

3.48 New programme up to $25,000 towards accommodation (subject to Chief Executive approval of the lease and location) for the set-up of FarmCave in year 1.

3.49 Ensuring that the Chief Executive collaborates with Utility companies – Data, Power and Phone within existing budgets.

3.50 That a new programme of debt repayment be introduced from year 4 to reduce the debt to revenue ratio to 200% by year 10.

Attachments

Nil

Council - Part I 25 June 2018

Recommendations from Committee

TO: Council

MEETING DATE: 25 June 2018

TITLE: Presentation of the Part I Public Committee of Council Recommendations from its 11 June 2018 Meeting

Set out below are the recommendations only from the Committee of Council meeting Part I Public held on 11 June 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

11-18

Approving the 2018-28 Long-term Plan for Audit (including the Financial and Infrastructure Strategies), Revenue and Financing Policy, Development Contributions Policy, and Signficance and Engagement Policy

Memorandum, dated 4 June 2018 from the Head of Community Planning, Andrew Boyle.

The COMMITTEE RECOMMENDS

1. That the Chief Executive specify ratepayer investment of $210K into Programme 1567 for Year 1.

2. That the 2018 Vision, Goals and Principles (separately attached as appendix 1) be adopted.

3. That the 2018 Development Contributions Policy (separately attached as Appendix 3) be adopted.

4. That the Significance and Engagement Policy be amended (separately attached as Appendix 4) to reflect the Council’s new Vision, Goals and Strategies.

5 That the Revenue and Financing Policy, as shown in the draft of the Long-term Plan (separately attached as Appendix 2), be adopted.

The COMMITTEE RESOLVED

6. That the 2018-28 Long term Plan be approved for referral to Audit.
7. That the final audited 2018-28 Long term Plan be considered for adoption at a meeting of the Council on 25 June 2018.

12-18

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

Memorandum, dated 24 May 2018 from the Strategy & Policy Manager, Julie Macdonald and the City Planning Manager, David Murphy.

The COMMITTEE RECOMMENDS

1. That the City Development Strategy, Economic Development Strategy, Creative and Liveable Strategy, Connected Community Strategy, and Eco City Strategy, as adopted by Council on 5 March 2018, are adopted as the foundation documents for the 2018-28 10 Year Plan.

2. That the following Council documents are rescinded at 30 June 2018:

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

3. That all plans under the five strategies be updated to reflect the Council decisions made during the 10 year plan deliberations to provide the detailed direction for Council activities over the next three years.

4. That the relevant priorities from the five strategies form the basis for the funding decisions made under the Community Funding Policy.

5. That the Social Housing Guidelines (consulted on through the 10 Year Plan process as the ‘Council Housing Rental Guidelines’) be updated to reflect the Council decisions made during the 10 year plan deliberations.

13-18

2017 Asset Management Plan Review

Memorandum, dated 25 May 2018 from the Special Projects Manager, Phil Walker.

The COMMITTEE RECOMMENDS

1. That the asset management plans for Property, Recreational & Community Facilities, Roading & Parking, Rubbish & Recycling, Stormwater, Wastewater and Water Supply (as represented by the Executive Summaries attached) be endorsed and that in doing so the following be noted:

· That the plans have been prepared in a manner which reflects current best practice

· That the plans have been peer review by a qualified external reviewer (AECOM) who has concluded that they are overall of a high standard

· That the plans were used to inform the preparation of the draft 30 Year Infrastructure and Financial Strategies, the Development Contributions works schedule as well as the budgets and programmes incorporated in the proposed 10 Year Plan 2018-28 and they are formulated using consistent key forecasting assumptions regarding asset life, levels of service and city growth.

2. That any minor amends to the Asset Management Plans be approved by the Mayor and Deputy Mayor.

Attachments

Nil

PALMERSTON NORTH CITY COUNCIL

Recommendations from Committee

TO: Council

MEETING DATE: 25 June 2018

TITLE: Presentation of the Part I Public Finance and Performance Committee Recommendations from its 18 June 2018 Meeting

Set out below are the recommendations only from the Finance and Performance Committee meeting Part I Public held on 18 June 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

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.

The COMMITTEE RECOMMENDS

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

48-18

Approval to Write Off Uncollectible Balances

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

The COMMITTEE RECOMMENDS

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

49-18

Fees & Charges - Confirmation Following Public Consultation

Memorandum, dated 8 June 2018 from the Strategy Manager Finance, Steve Paterson.

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.

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.

4. That the Chief Executive review the sign farm sites.

50-18

Papaioea Place Housing Redevelopment Construction Programme

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

The COMMITTEE RECOMMENDS

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

Attachments

Nil

Palmerston North City Council

Resolution to Set Rates for the 2018/2019 year

The Palmerston North City Council resolves to set rates for the financial year commencing on 1 July 2018 and ending on 30 June 2019 in accordance with the Rating Policies and Funding Impact Statement contained in its 2018-28 Ten Year Plan as follows:

1 Details of rates to be set

Notes

· All rates and charges shown are inclusive of Goods and Services Tax.

· References to the ‘Act’ relate to the Local Government (Rating) Act 2002.

1.1 Uniform Annual General Charge

A Uniform Annual General Charge of $690 on each rating unit pursuant to section 15 of the Act.

1.2 Water Supply Rates

A targeted rate for water supply, set under section 16 of the Act, of:

· $256 per separately used or inhabited part of a residential rating unit which is connected to a Council operated waterworks system. This charge is not made where water supply is invoiced on the basis of water consumed.

· $256 per rating unit for all other rating units which are connected to a Council operated waterworks system. This charge is not made where water supply is invoiced on the basis of water consumed.

· $128 per rating unit which is not connected to a Council operated waterworks system but which is serviceable (i.e. within 100 metres of such waterworks system) and the Council would allow a connection.

Instead of the above targeted rates for metered water supply, targeted rates set under sections 16 and 19 of the Act, of $1.1845 per cubic metre of water supplied to any rating unit that is invoiced on the basis of water consumed plus a fixed amount of $212.75 per metered connection.

1.3 Wastewater Disposal Rates

A targeted rate for wastewater disposal, set under section 16 of the Act, of:

· $256 per separately used or inhabited part of a residential rating unit which is connected to a public wastewater drain.

· $256 per rating unit for all other rating units which are connected to a public wastewater drain.

· $256 per pan (i.e. water closet or urinal) for all pans in excess of three for non-residential rating units connected to a public wastewater drain.

· $128 per separately used or inhabited part of a residential rating unit which is not connected to a public wastewater drain but which is serviceable (i.e. within 30 metres of such a drain) and the Council would allow the connection.

· $128 per rating unit for all other rating units which are not connected to a public wastewater drain but which is serviceable (i.e. within 30 metres of such a drain) and the Council would allow the connection.

1.4 Rubbish and Recycling Rates

1.4.1 Kerbside Recycling

A targeted rate for kerbside recycling set under section 16 of the Act of:

· $126 per separately used or inhabited part of a rating unit for residential properties receiving the Council’s kerbside collection service.

· $126 per rating unit for non-residential and rural/semi-serviced properties receiving the Council’s kerbside collection service.

Where ratepayers elect, and the Council agrees, additional levels of service may be provided. These additional services could be by way of provision of more recycling bins or more frequent service. Each additional level of service will be charged a rate of $126. This may include charges to non-rateable rating units where the service is provided.

1.4.2 Rubbish and Public Recycling

A targeted rate for rubbish and public recycling set under section 16 of the Act of $69 per separately used or inhabited part of each residential rating unit and $69 per rating unit for all other rating units. Rating units which are vacant land will not be liable for these rates.

1.5 Warm Palmerston North

A targeted rate set on all properties that have benefited from the installation of insulation through the Warm Up Palmy Home Insulation Scheme. The rate is calculated as a percentage of the service amount (the cost of the installation) until the service amount and the costs of servicing the serviced amount are recovered. For 2018/19 the rate will be 16%.

1.6 General Rate

A general rate pursuant to section 13 of the Act set on all rateable land on the basis of land value and assessed differentially (based on land use) against each property group code at the rate of cents in the dollar set down in the following schedule:

Differential Group		Differential Factor (expressed as % of Group Code MS)	Rate (cents in $ of LV)
Code	Brief Description		Rate (cents in $ of LV)
R1	Single unit residential	Balance (approx. 78)	0.7782
R2	Two unit residential	120	1.1903
R3	Three unit residential	130	1.2895
R4	Four unit residential	140	1.3887
R5	Five unit residential	150	1.4879
R6	Six unit residential	160	1.5870
R7	Seven unit residential	170	1.6862
R8	Eight or more unit residential	180	1.7854
MS	Miscellaneous	100	0.9919
CI	Non-residential (Commercial/Industrial)	250	2.4798
FL	Rural & Semi-serviced (5 hectares or more)	15	0.1488
FS	Rural & Semi-serviced (0.2 hectares or less)	51	0.5059
FM	Rural & Semi-serviced (between 0.2 & 5 hectares)	36	0.3571

2. Due Dates for Payment of Rates

Rates (other than metered water targeted rates) will be payable at the offices or agencies of the Council in four quarterly instalments on 1 August 2018, 1 November 2018, 1 February 2019 and 1 May 2019.

The due dates (i.e. final day for payment without incurring penalty) shall be:

Instalment One 31 August 2018

Instalment Two 30 November 2018

Instalment Three 28 February 2019

Instalment Four 31 May 2019

3. Due Dates for Payment of Metered Water Targeted Rates

Properties which have water provided through a metered supply will be invoiced either monthly or two monthly at the discretion of the Council.

The due date for metered water targeted rates shall be the 20^th of the month following invoice date as follows:

Monthly invoicing

Instalment

Date meter read & invoice issued

Due date

Instalment

Date meter read & invoice issued

Due date

June 2018

July 2018

August 2018

September 2018

October 2017

November 2017

20 July 2018

20 August 2018

20 September 2018

20 October 2018

20 November 2018

20 December 2018

December 2018

January 2019

February 2019

March 2019

April 2019

May 2019

20 January 2019

20 February 2019

20 March 2019

20 April 2019

20 May 2019

20 June 2019

Two monthly invoicing
Linton, East & North Rounds			Ashhurst, South West, PNCC & Central Rounds
Instalment	Date meter read & invoice issued	Due date	Instalment	Date meter read & invoice issued	Due date
1 2 3 4 5 6	June 2018 August 2018 October 2018 December 2018 February 2019 April 2019	20 July 2018 20 September 2018 20 November 2018 20 January 2019 20 March 2019 20 May 2019	1 2 3 4 5 6	July 2018 September 2018 November 2018 January 2019 March 2019 May 2019	20 August 2018 20 October 2018 20 December 2018 20 February 2019 20 April 2019 20 June 2019

4. Penalties on Unpaid Rates (excluding metered water)

A penalty charge of 10% will be added on the following dates to any portion of an instalment remaining unpaid after the due dates:

Instalment One 3 September 2018

Instalment Two 3 December 2018

Instalment Three 1 March 2019

Instalment Four 3 June 2019

Any penalty charge imposed on the outstanding first instalment will be automatically remitted provided payment of the full year’s rates is made by 30 November 2018.

A penalty charge of 10% will be added to any outstanding rates (including penalties) assessed in previous years and remaining outstanding at 2 July 2018 (penalty applied on 3 July 2018) and again on 3 January 2019.

Penalties will not be applied to the metered water targeted rate.

25 June 2018

PALMERSTON NORTH CITY COUNCIL

Report

TO: Council

MEETING DATE: 13 August 2018

TITLE: Review of Representation Arrangements

DATE: 31 July 2018

AUTHOR/S: John Annabell, Legal Counsel, Finance

APPROVED BY: Grant Elliott, Chief Financial Officer

RECOMMENDATION(S) TO Council

1. That submissions made on the representation review, including oral submissions at the meeting of the Council to be held on 13 August 2018, be received.

2. That the Chief Executive be instructed to report to the Council meeting to be held on 27 August 2018 with recommendations concerning the Council’s formal proposal for representation arrangements, that report to be based on indicative decisions made by the Council at the meeting held on 13 August 2018 with regard to the following questions:

· Whether Councillors should be elected on a ward basis, or on a city-wide basis, or on the basis of a mixture of both systems.

· The total of Councillors (other than the Mayor) to be elected and, if appropriate, the arrangements for wards, including indicative boundaries and names of individual wards and the number of Councillors to be elected for each ward, and on a city-wide basis if a mixed system is chosen.

· Whether or not a community and community board or boards should be established, and if so, decide upon the names and boundaries of those communities together with board membership arrangements.

· Expressing any preferences addressing how Council can enhance Māori participation at Council.

Summary of options analysis

Problem or Opportunity	How should Councillors be elected?
OPTION 1:	City-wide
Community Views	This option was supported by 53.3% of submissions received.
Benefits	Enable all voters to have a say in electing all Councillors.
Risks	Might lead to Councillors coming from one part of the city.
Financial	No change to present position.
OPTION 2:	Wards
Community Views	This option was supported by 26.7% of submissions received.
Benefits	May provide a more even spread of Councillors across the city.
Risks	Some voters will not be able to vote for their most-preferred candidates who are standing in other wards.
Financial	No change to present position.
OPTION 3:	Mix of City-wide and Wards
Community Views	This option was supported by 13.3% of submissions received.
Benefits	Enables voters to elect local Councillors together with city-wide Councillors.
Risks	There may be some initial confusion with electors.
Financial	No change to present position.
The recommendations contribute to Goal 5: A driven and enabling Council
The recommended option contributes to the outcomes of the Driven and Enabling Council Strategy
Contribution to strategic contribution		It is for Council to decide which option chosen will best contribute to effective decision making by the Council.

Problem or Opportunity	How many Councillors should there be?
OPTION 1:	The Same Number (15)
Community Views	This option was supported by 50.0% of submissions received.
Benefits	This number of Councillors has worked reasonably well since 1989.
Risks	The number might be seen as being too large and may be a risk to efficient decision-making.
Financial	No change to present position.
OPTION 2:	More than Current
Community Views	This option was supported by 6.7 % of submissions received, but only to the extent of there being one additional member.
Benefits	There would be a greater number of Councillors to share the workload, including membership of committees and other groups and liaison with the public.
Risks	The Council may become too large for effective decision-making.
Financial	Additional costs of about $45,000 to cover the salary of each additional Councillor.
OPTION 3:	Fewer than Current
Community Views	This option was supported by 36.7% of submissions received.
Benefits	Council may be able to function more efficiently and with fewer committees.
Risks	There may be a loss of diversity of Councillors and the ideas and suggestions that a greater number might be able to generate.
Financial	Reduced costs of about $45,000 for the salary of each Councillor less than the present number.
The recommendations contribute to Goal 5: A driven and enabling Council
The recommended option contributes to the outcomes and actions of the Driven and Enabling Council Strategy
Contribution to strategic contribution		It is for Council to decide which option chosen will best contribute to effective decision making by the Council.

Problem or Opportunity	Should any communities and community boards be established?
OPTION 1:	Yes
Community Views	This option was supported by 26.7% of submissions received, but received qualified support from another 20.0% of submissions.
Benefits	Help communication between the community and Council and provide a focus on local issues.
Risks	Establishment of a separate rating area may increase local costs.
Financial	Additional costs to cover administration of each Board established.
OPTION 2:	No
Community Views	This option was supported by 36.7% of submissions received.
Benefits	Matters of local concern can be communicated directly to Council by other means.
Risks	Local issues might not get to be considered at a political level.
Financial	No change to present position.
The recommendations contribute to Goal 5: A driven and enabling Council
The recommended option contributes to the outcomes of the Driven and Enabling Council Strategy
Contribution to strategic contribution		It is for Council to decide which option chosen will best contribute to effective decision making by the Council.

1. Rationale for the recommendations

1.1 The Council is required to finalise its representation proposal by the end of August 2018. This proposal covers matters including whether or not a ward system should be used for electing Councillors, the number of Councillors, and whether or not a community board or boards should be established.

2. Overview of the problem or opportunity

2.1. The Council is required by the Local Electoral Act 2001 (the Act) to review its representation arrangements at least once every six years, the last review being carried out in 2012. This review must include the following:

· The number of elected members (within the legal requirement to have a minimum of six and a maximum of 30 members, including the Mayor).

· Whether the elected members (other than the Mayor) should be elected city-wide, or whether the city will be divided into wards for electoral purposes, or whether there should be a mix of “city-wide” and “ward” representation.

· If election by wards is preferred, then the boundaries and names of those wards and the number of members that will represent each ward.

· Whether to establish communities and have community boards and if so how many, their boundaries and membership and whether to subdivide any community for electoral purposes.

2.2. Matters already decided for the next elections include the continued use of the Single Transferable Voting (STV) electoral system and the non-introduction of a Māori ward or wards, the latter being the outcome from the Māori ward poll held in May 2018.

3. Background and previous council decisions

3.1. The Council must follow the procedure set out in the Act when conducting a review, and should also follow guidelines published by the Local Government Commission. In broad outline, the Council is required to decide on the matters set out above by 31 August 2018 at the latest. Following that decision, members of the public will then have a further opportunity to make submissions to the Council and speak in support of their submission. Council is required to consider those submissions and then make a further decision. After that further decision, there is an opportunity to appeal the Council’s decision to the Local Government Commission, which then makes a final decision. That decision must be made and notified by 10 April 2019 at the latest. If there are no submissions made on the Council’s formal or further proposal, the proposal becomes final at that time without reference to the Commission.

3.2. The Council last completed a representation review in 2012 when the present arrangements were decided upon by the Local Government Commission. In doing so, the Commission adopted Council’s proposals for a Council comprising 15 Councillors (other than the Mayor) and for the non-establishment of any community boards. However, the Commission overturned the Council’s proposal for five wards to be established, preferring city-wide voting instead.

3.3. In making decisions on Representation, the Council must consider communities of interest, effective representation, and fair representation. This does not mean that every separate community of interest in Palmerston North should elect its own separate representative. If this were to be the case, the Council would need a greater number of Councillors than there are at present. Rather, communities that have a similar outlook can be grouped together. This could mean not having a ward system at all, as is currently the position for five city councils (Upper Hutt, Nelson, Dunedin, Invercargill and Palmerston North), and six district councils. Some Councils have as few as two wards, whilst five councils have a mixed system for electing Councillors. These include Tauranga and Napier City Councils.

3.4. The term “community of interest” is not defined in legislation, but such areas might have the following characteristics:

· Similarities in democratic, social/economic and/or ethnic characteristics.

· Similarities in economic or social activities.

· Distinctive physical and topographic features.

· A distinctive local history and local Iwi.

· Dependence on shared amenities, including schools, recreational, culture and retail amenities.

3.5. In ensuring that there is effective representation of communities of interest, this involves recognising residents’ familiarity and identify with an area, avoiding splitting communities of interest, avoiding grouping commonalities of interest together that have few commonalities of interest, and considering the accessibility of the population to elected members and the ability of members to attend meetings throughout the area they represent. Thus, within Palmerston North, it could be said that communities of interest might be regarded as including individual suburbs within the city, for example, Kelvin Grove, Highbury, West End, Terrace End and Aokautere, to name a few.

3.6. In achieving fair representation of electors, this is ensuring that, if possible, populations of wards per member fall within 10% of the average of the whole population of the city. However, if the Council thought it necessary to depart from the 10% requirement because of the need to avoid splitting communities, then this might be achievable, but that decision would need to be approved by the Local Government Commission. Other exceptions to the 10% requirement that are based on island or isolated communities would not apply to Palmerston North.

4. Description of options

4.1. The detailed options open to the Council in reviewing its representations are described in the background above and were also outlined in the discussion document entitled Representation Review which is appended as Attachment 1 to this report. This document formed the basis of the consultation already undertaken.

4.2. If the Council decides to establish a ward system for electing councillors, it will also need to give consideration to the boundaries and names of wards and the number of members that will represent each ward.

4.3. There are many possible options for electing councillors on a ward basis, these include:

· An option based on five wards, with the boundaries being as they were as at 1 July 2012 (after the boundary change with Manawatu District) but with adjustments to ensure that the 10 percent requirement is met if possible. In particular, this would mean shifting parts of Papaioea Ward to another ward or wards.

· Two wards, comprising a central urban ward including most of the urban population, and a surrounding rural ward, which would include the townships of Linton, Longburn, Bunnythorpe and Ashhurst.

· Two wards, but based on dividing the city either east and west or north and south.

· 15 wards, with each ward generally having a focus on a local primary school or relevant community centre and being represented by one Councillor.

· Some other options(s) which might be suggested by submitters.

The above options could also be incorporated in a mixed system, in which some of the Councillors are elected city-wide and the rest on the basis of wards.

With regard to setting ward boundaries, the chosen boundaries will need to recognise communities of interest, avoid splitting communities of interest, and if possible meet the requirements of the 10 percent rule, as referred to previously in this report. Otherwise approval of the Local Government Commission would be necessary.

5. Analysis of options

5.1. Information about the advantages and disadvantages of the various options was included in my memorandum to Council dated 7 June 2018 and in the discussion document that was attached to that report.

5.2. As a result of the submission process just undertaken, 30 submissions were received. These submissions are separately attached to the agenda for this meeting of the Council, with an analysis of submissions appended to this memorandum as Attachment 2.

5.3. With regard to the basis of election of Councillors, the submissions received indicate most support for voting to be undertaken on a city-wide basis. This approach recognises that the city broadly comprises a single community of interest which has a clear central focus, and there are no distinctly strong secondary communities of interest that would justify separate representation. Indeed, some electors prefer to be able to have a say in electing all Councillors rather than just some of them.

5.4. Similarly, with regard to the number of Councillors, there is a clear preference for the status quo of 15 Councillors, as this was seen as a reasonable number to represent the city. There was, however, some support for a reduction in the number of Councillors, partly for financial reasons.

5.5. With regard to the possible establishment of a community and community boards, the number of responses supporting community boards, either in full or on a qualified basis, slightly exceeded the level of support for there being no community boards. The establishment of community boards was seen as a means to promote more local decision-making in bringing Council and residents closer together.

5.6. With regard to comments on how Council might enhance Māori participation, a diverse number of submissions were received it would be appropriate for these to be considered by officers preparing a report outlining options for improved engagement and participation of Māori with Council. This report is currently being prepared for the Community Development Committee, with an estimated report date of December 2018.

6. Conclusion

6.1. A formal Council decision on representation requirements is required to be made by 31 August 2018 at the latest. The required decisions include:

· The basis of election;

· The number of Councillors and ward arrangements if applicable; and

· The possible establishment of community and community board(s).

6.2. In making these decisions, the Council needs to take account of statutory requirements and comments made as an outcome of consultation carried out to date.

6.3. At its meeting being held on 13 August 2018, the Council needs to instruct the Chief Executive to prepare a further report setting out the detailed content of the Council’s formal proposals required to be finalised by the end of August. It is important that the Council indicate its preliminary views on the matter to be decided, so that the Chief Executive will have an opportunity to prepare appropriate reasons that will be part of the resolution, and also further investigate and report on ward boundaries and the like should this be necessary.

6.4. Following the Council’s formal decisions on representation, there will be further opportunities for people to make submissions on the proposed. This provides the Council with an opportunity to review its proposed arrangements, and for these reviewed arrangements to be appealed to the Local Government Commission. The closing date for submissions on the Council’s formal proposed for representation arrangements is likely to be in mid-October 2018, with the Council required to hear these submissions, and publicly notify the outcome, by late November or early December 2018.

7. Outline of community engagement process

7.1. Submissions on questions related to the representation review were invited for the period commencing Friday 8 June and concluding Monday 2 July 2018. The invitation to make submissions was set out on the Council’s website and publicly notified by notices published in local newspapers and in media statements, including social media. As previously decided by the Council, a submission document was made available both on the Council’s website and in printed format and submitters were able to make submissions by completing a submission form, writing or emailing a response, or completing an online submission form.

7.2. Overall, 30 submissions were received, most of these being lodged by email or by using the online submission form.

Compliance and administration

Does the Council 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.	Representation Review Booklet ⇩
2.	Analysis of Submissions ⇩

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 13 August 2018

TITLE: Adoption of the Palmerston North Dog Control Bylaw 2018

DATE: 24 July 2018

AUTHOR/S: Ann-Marie Mori, Policy Analyst, Strategy & Planning

APPROVED: David Murphy, Acting General Manager – Strategy & Planning

RECOMMENDATION(S) TO Council

1. That the Palmerston North Dog Control Bylaw 2018, attached as Attachment 1 to the report dated 24 July 2018 and titled “Adoption of the Dog Control Bylaw 2018”, be adopted.

2. That the Palmerston North Dog Control Bylaw 2018 shall come into effect on 23 August 2018.

3. That the Palmerston North Dog Control Policy 2011 and the Palmerston North Dog Control Bylaw 2011 are repealed.

1. ISSUE

1.1 The review of the Dog Control Policy 2011 began in June 2017 and an amended policy was adopted by Council on 25 June 2018. The Council is required, under the Dog Control Act 1996, to give effect to its Dog Control Policy by making a bylaw that is consistent with its policy within 60 days of adopting that policy.

1.2 The adoption of a Dog Control Bylaw is slightly different to other bylaws, in that a bylaw can be adopted after the review of the Dog Control Policy without further consultation. The reason for this is that the Council is obliged to have a dog control policy, and must use the special consultative procedure when reviewing that policy. Because the bylaw must be consistent with that policy, there can be nothing in the bylaw which is greater or lesser than in the policy or than required by legislation.

1.3 The adoption of the Palmerston North Dog Control Bylaw 2018 is, therefore, the final legal and procedural step to conclude the review of the associated policy and bylaw adopted in 2011. As a new bylaw must be adopted within 60 days of the adoption of the policy, the commencement date has been set at 23 August 2018.

1.4 The repeal of the 2011 bylaw is now required under section 10(6)(b) of the Dog Control Act 1996. The 2011 policy was not repealed on the adoption of the new policy, so a recommendation covering that is also included to ensure statutory compliance.

2. BACKGROUND

2.1 The draft Dog Control Policy was approved for consultation on 4 December 2017. The Statement of Proposal, including the draft Dog Control Policy, was released to the public for comment on 27 January 2018. Written submissions closed on 2 March 2018 and 129 submissions were received. Seven submitters spoke to their submissions on 9 April 2018.

2.2 The Dog Control Policy was adopted by Council on 25 June 2018. Amendments to the 2011 policy were made to comply with the requirements of Section 10 of the Act, to provide context to existing sections of the policy and to confirm areas of dog control (i.e. on-leash, off-leash (dog exercise areas) and prohibited public places).

2.3 A main policy change is to provide for a 12-month trial allowing dogs on-leash in the CBD. The purpose of the trial is:

· To contribute to City Centre vibrancy and recognise socialisation benefits through allowing people and their companion dogs to enjoy public places;

· To allow Council time to consider options for the permanent dog control status for the CBD/City Centre.

Underpinning this policy change is a societal shift prompting Council to want to provide more dog-friendly environments. It is also becoming common practice across New Zealand to allow, or consider allowing, dogs into town centres.

3. dog control bylaw 2018

3.1 The new policy direction is now required to be reflected in the Bylaw. The Bylaw provides the legal mechanism for managing local control of dogs in public places including:

- exempting certain types of dogs (working and disability assist dogs) from control areas;

- prohibiting dogs from specified public places;

- requiring dogs to be on a leash in specified public places;

- designating specified areas as dog exercise areas/off-leash areas.

The Bylaw provides local controls for the keeping of dogs, including:

- placing limitations on the number of dogs that may be kept on premises;

- requiring dogs to be kept a minimum distance from adjoining boundaries;

- requiring owners to provide exercise, meet standards for the accommodation of dogs, and confining bitches in season;

- placing the responsibility on dog owners to remove their dog’s faeces.

3.2 Council’s enforcement approach for this bylaw includes seizure of dogs in public places that are in contravention of the bylaw, as well issuing penalties for offences. Dog owners who are issued infringements under the Dog Control Bylaw incur a $300 fine, as set under Schedule 1 of the Dog Control Act. Enforcing the Bylaw is in addition to the general enforcement powers the Council has under the Dog Control Act.

4. NEXT STEPS

4.1 Adoption of the Bylaw allows enforcement from the commencement date of 23 August 2018. The bylaw will be provided in printed form at the Customer Service Centre and be available on Council’s website. A public notice of the commencement of the Bylaw will be in the Manawatū Standard and Manawatū Guardian newspapers.

4.2 Submitters to the policy review process will be notified of the changes made to the Policy/Bylaw as a result of Council’s decisions. Communication about the main changes to the Policy/Bylaw will be through Council’s website and Facebook page, new signage (where required), and updated maps.

4.3 A communications plan is being developed to advise the community of the conditions of the 12-month trial allowing dogs on-leash in the CBD. Measures of success to assist in evaluating the trial have also been developed.

4.4 As the adoption of the Bylaw will now give effect to the Policy, implementation of any infrastructure requirements for the trial can now be considered by Council. A memo by the Parks and Property Manager outlining the costs has been prepared for Council’s consideration.

5. 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?	No

The recommendations contribute to Goal 3: A connected and safe community
The recommendations contribute to the outcomes of the Connected Community Strategy
The recommendations contribute to the achievement of action/actions in the Safe Community Plan The action is: · Achieve compliance with relevant legislation, bylaws, and policies through provision of information, education and enforcement (animal control, building compliance, bylaws, health compliance, liquor licensing, noise control, planning compliance).
Contribution to strategic direction	Council is required to prepare a dog control policy under the Dog Control Act 1996. It must give effect to the policy through making a bylaw and must also satisfy the bylaw-making requirements of the Local Government Act 2002. The Dog Control Policy explains Council's approach to dog control to the community and provides the basis for internal operational policy and practice. It also indicates how Council will exercise its discretionary functions under the Dog Control Act.

Attachments

Palmerston North Dog Control Bylaw 2018 - Draft for Adoption ⇩

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

1.	Eric Constantine
3.	Julie Rayner
5.	Daniel
6.	Damon
7.	Stefan Charsley
9.	Graeme Fenemor
10.	Morgan Tennant
11.	Thomas Wheeler
12.	Robert Townsley
13.	Kyle Willoughby
14.	Don McKenzie
15.	Royce Williams
16.	Andrew Mock
17.	Winifred Morris
18.	Leanne Macdonald
19.	Concerned Citizen
20.	William J Richards
21.	Angela Joblin
22.	R M Cuff
23.	Wilmien Brascamp
24.	Jonathon Pula
25.	Marilyn & Bruce Bulloch
26.	Rodger Spillane
27.	Graeme Liggins
28.	Iola Haggarty
29.	Jenny Davies
30.	Alex Davies
32.	Noel E Harris

2.	Jenny Olsson
4.	Rana Naser
8.	Rural Ward Action Comm – James Beard
31.	Palmerston North Youth Council