Minutes of Council - 27 August 2018

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 27 August 2018, commencing at 9.00am

Members

Present:

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

117-18

Confirmation of Minutes

Moved Grant Smith, seconded Tangi Utikere.

It was noted that in relation to submission number 2 from Jenny Olsson of the 2018 Representation Review, Committee Administrator Rachel Corser relayed Mrs Olsson’s answers to the meeting.

Councillor Broad had also acknowledged that this would be the last time Mrs Olsson would be presenting to Council and thanked her for her contribution to Council over the past 40 years.

RESOLVED

1. That the minutes of the extraordinary meeting of 13 August 2018 Part I Public be confirmed as a true and correct record, subject to the above amendments.

Clause 117-18 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

118-18

Palmerston North City Sectional District Plan Review: Approval of Proposed Plan Change 15A-H (NZ Defence Force Appeal), 16 and 23

Memorandum, dated 9 August 2018 from the Policy Planner, Michael Duindam.

Moved Grant Smith, seconded Aleisha Rutherford.

RESOLVED

1. That Sectional District Plan Review Proposed Plan Changes 15A-H (NZ Defence Force Appeal), 16 and 23 are approved pursuant to Clause 17 of the First Schedule of the Resource Management Act 1991.

2. That the approval of Sectional District Plan Review Proposed Plan Changes 15A-H (NZ Defence Force Appeal), 16 and 23 are authorised by affixing the Common Seal of the Palmerston North City Council to the Plan Changes.

3. That Sectional District Plan Review Proposed Plan Changes 15A-H (NZ Defence Force Appeal), 16 and 23 become operative on 3 September 2018 pursuant to Clause 20 of the First Schedule of the Resource Management Act 1991.

4. That the resolution to make Sectional District Plan Review Proposed Plan Changes 15A-H (NZ Defence Appeal), 16 and 23 operative is publicly notified in accordance with Clause 20 of the First Schedule of the Resource Management Act 1991.

Clause 118-18 above was carried 11 votes to 0, with 5 abstentions, the voting being as follows:

For:

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

Abstained:

Councillors Susan Baty, Rachel Bowen, Leonie Hapeta, Lorna Johnson and Tangi Utikere.

119-18

Review of Representation Arrangements

Memorandum, dated 14 August 2018 from the Legal Counsel, John Annabell.

In discussion elected members acknowledged that there were secondary communities of interest that should be recognised as part of the review.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council adopts the following as its initial proposal for representation arrangements for the 2019 local government elections. This proposal is made in accordance with sections 19H and 19J of the Local Electoral Act 2001 and there are no changes to existing representation arrangements:

a. All Councillors to be elected on a city-wide basis, that is, by the electors of the city as a whole, with no wards to be established. This is because Palmerston North City comprises a single community of interest which covers the whole city. The city is geographically compact and relatively small. There is only one major business district, suburban shopping areas are small and many people reside in one part of the city but work in another. While it is acknowledged that the city also comprises many secondary communities of interest based on individual suburbs and villages, the boundaries of these areas are relatively imprecise and their populations vary, so that it would not be practicable for each community to be represented by an individual Councillor. A city-wide election will also enable all electors to participate in choosing all Councillors.

b. The Council to comprise the Mayor and 15 Councillors. This is because the proposed number of Councillors will enable the workload to be shared, allows for more diversity of Councillors and encourages a greater variety of ideas and suggestions.

c. No communities or community boards to be established in Palmerston North City. This is because the Council is satisfied that the city does not include any communities that are sufficiently distinct or isolated as to require representation of this nature.

2. That arrangements for further consultation, as outlined in the memorandum dated 14 August 2018 and titled “Review of Representation Arrangements” and the consultation document attached to it, be approved, and the Chief Executive be authorised to make all necessary arrangements.

3. That the Council, at its ordinary meeting to be held at 9am on Wednesday 24 October 2018, hear submissions and make decisions on the representation review arising from hearing those submissions.

4. That final approval of the Council’s decisions, following the hearing of submissions, be made at the Council meeting to be held on 24 October 2018 or be made at an extraordinary meeting of the Council to be held at 9am on Monday 12 November 2018.

5. That it be noted, in accordance with Guidelines issued by the Local Government Commission, that the Council’s decision arising from the hearing of submissions can generally be made only by those elected members who are present for the entire duration of the hearing of submissions. Elected members not present for the hearing may participate only if they have good reason for absence and take all reasonable steps to inform themselves about the oral submissions received.

6. That it be noted, in accordance with Guidelines issued by the Local Government Commission, that any changes made to the Council’s proposal following consultation must be as a result of submissions received on the proposal.

Clause 119-18 above was carried 16 votes to 0, the voting being as follows:

For:

120-18

Manawatu Wanganui Regional Disaster Relief Fund Trust - Exemption from CCO Status

Memorandum, dated 6 August 2018 from the Committee Administrator, Penny Odell.

Moved Grant Smith, seconded Aleisha Rutherford.

RESOLVED

1. That the Manawatu-Wanganui Regional Disaster Relief Fund Trust be granted exemption from being a Council Controlled Organisation for a further three years,

2. That Council notes that the Trust is a small organisation and that the nature and scope of its activities is limited and does, in the main, take place only after significant adverse events, and that there would be significant additional costs if the Trust were to be required to meet all the obligations of a council controlled organisation.

Clause 120-18 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, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Note:
Councillor Vaughan Dennison declared a conflict of interest and withdrew from discussion and voting on clause 120 above.

121-18

Council Work Schedule

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

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

Clause 121-18 above was carried 16 votes to 0, the voting being as follows:

For:

Recommendations from Committee Meetings

122-18

Arts, Culture and Heritage Committee Part I Public - 25 June 2018

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

Moved Rachel Bowen, seconded Jim Jefferies.

RESOLVED

1. That the Committee's recommendations be adopted.

Clause 122-18 above was carried 16 votes to 0, the voting being as follows:

For:

123-18

Community Development Committee Part I Public - 6 August 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 123-18 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, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere

Abstained:

Councillor Leonie Hapeta.

124-18	Planning and Strategy Committee Part I Public - 6 August 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 47-18 of the Committee's recommendation be adopted.
	Clause 124-18 above was carried 11 votes to 0, with 5 abstentions, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford. Abstained: Councillors Susan Baty, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta and Tangi Utikere.
	Moved Duncan McCann, seconded Aleisha Rutherford. 2. That the remainder of the Committee’s recommendations be adopted.
	Clause 124-18 above was carried 14 votes to 0, with 2 abstentions, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Abstained: Councillors Vaughan Dennison and Leonie Hapeta.

125-18

Sport and Recreation Committee Part I Public - 6 June 2018

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

In discussion it was noted that Pascal Street Community Trust had modified their requirements for land and that Awapuni Park could still be a suitable option.

Moved Leonie Hapeta, seconded Duncan McCann.

RESOLVED

1. That Clause 29-18 (Proposal to licence Pascal Street Community Trust to occupy part of Awapuni or Alexander Park for A Community Garden) from the Sport and Recreation Committee meeting of 6 June 2018 not be adopted.

2. That consideration of the Awapuni location for a Community Garden for Pascal Street Community Trust be referred back to the next Sport and Recreation Committee meeting.

Clause 125-18 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, Leonie Hapeta, Jim Jefferies, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Against:

Councillor Lorna Johnson.

Note:

Councillor Karen Naylor declared a conflict of interest and withdrew from discussion and voting on clause 125- above.

126-18	Sport and Recreation Committee Part I Public - 13 August 2018 Consideration was given to Sport and Recreation Committee recommendations as appended to these minutes.
	Moved Leonie Hapeta, seconded Duncan McCann. RESOLVED 1. That clause 33-18.2 of the Committee’s recommendations be amended to read “That Council note the funding and timing for installation of campsite toilet infrastructure will be referred for consideration to the 2019/20 Annual Plan process”.
	Clause 126-18 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.
	Moved Leonie Hapeta, seconded Duncan McCann. 2. That the remainder of the Committee’s recommendations be adopted.
	Clause 126-18 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.

127-18

Economic Development Committee Part I Public - 13 August 2018

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

Moved Adrian Broad, seconded Leonie Hapeta.

RESOLVED

1. That the Committee's recommendations be adopted.

Clause 127-18 above was carried 16 votes to 0, the voting being as follows:

For:

128-18

Finance and Performance Committee Part I Public - 20 August 2018

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

Moved Susan Baty, seconded Jim Jefferies.

RESOLVED

1. That the Committee's recommendations be adopted.

Clause 128-18 above was carried 16 votes to 0, the voting being as follows:

For:

Exclusion of Public

129-18

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.

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

General subject of each matter to be considered		Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution
17.	Director and Trustee Appointments	Privacy	s7(2)(a)

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.

Clause 129-18 above was carried 16 votes to 0, the voting being as follows:

For:

The public part of the meeting finished at 9.45am

Confirmed 24 September 2018

Mayor

Council - Part I 27 August 2018

Recommendations from Committee

TO: Council

MEETING DATE: 27 August 2018

TITLE: Presentation of the Part I Public Sport and Recreation Committee Recommendations from its 13 August 2018 Meeting

Set out below are the recommendations only from the Sport and Recreation Committee meeting Part I Public held on 13 August 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

31-18

Massey University Easement at Bledisloe Park

Report, dated 10 July 2018 from the Leisure Assets Planner, Jason Pilkington.

The COMMITTEE RECOMMENDS

1. That Council adopts the alterations to the Massey University easement at Bledisloe Park (LOT 1 DP 8981) as described in Appendix I of the 10 July 2018 Report titled “Massey University Easement at Bledisloe Park” to go out for public consultation under Section 119 of the Reserves Act 1977.

32-18

Powerco Easement at Norton Park - Andrew Avenue Entrance

Report, dated 10 July 2018 from the Leisure Assets Planner, Jason Pilkington.

The COMMITTEE RECOMMENDS

1. That Council adopts the proposed Powerco easement at the Andrew Avenue Entrance to Norton Park (Lot 17 DP 17130 & LOT 3 DP 64311) as described in Appendix 2 of the 10 July 2018 Report titled “Powerco Easement at Norton Park – Andrew Avenue Entrance” to go out for public consultation under Section 119 of the Reserves Act 1977.

33-18

Gordon Kear Forest Shelter

Memorandum, dated 24 May 2018 from the Leisure Assets Officer, Brian Way and the Forester, Mark Johnston.

The COMMITTEE RECOMMENDS

1. That Council approve establishment of a campsite for Te Araroa hikers in Gordon Kear Forest at the Toko Corner Road Intersection.

2. That Council note the funding and timing for installation of campsite infrastructure will be referred for consideration to the 2019/20 Annual Plan process.

35-18

Manawatu-Whanganui Regional Sport Facility Plan 2018 - Implications for Palmerston North City Council

Memorandum, dated 1 July 2018 from the Policy Analyst, Ann-Marie Mori.

The COMMITTEE RECOMMENDS

1. That the Council receives the Manawatū-Whanganui Regional Sport Facilities Plan (as presented by Sport Manawatū to the 13 August 2018 Sport and Recreation Committee meeting) as a guidance document for the future planning development, management and operation of sport and recreation facilities in Palmerston North.

2. That the Council endorses the facility investment process framework in the Manawatū-Whanganui Regional Sport Facilities Plan (Attachment 1 to the report dated 1 July 2018 and titled “Manawatu-Whanganui Regional Sports Facility Plan 2018 – Implications for Palmerston North City Council”) to guide decision-making for proposed sport and recreation facilities.

3. That the Council thank Sport Manawatū for driving the development of the Manawatū-Whanganui Regional Sport Facilities Plan.

36-18

Victoria Esplanade Masterplan

Report, dated 27 July 2018 from the Senior Planner, Jeff Baker.

The COMMITTEE RECOMMENDS

1. That the Victoria Esplanade Masterplan Framework attached as Appendix 1 to the report dated 13 August 2018 and titled “Victoria Esplanade Masterplan” be received.

2. That adoption of the Victoria Esplanade Masterplan be deferred to a future Sport and Recreation Committee Meeting so that a meeting of Stakeholder Users and Councillors is held. The purpose of such a Stakeholder Users meeting is to discuss the full extent of the Masterplan’s recommendations (and not limited to entranceways, pathways and parking issues).

3. That adoption of the associated budgets in the Schedule attached in Appendix 2 to the report dated 13 August 2018 and titled “Victoria Esplanade Masterplan” and titled 'LTP Budget Schedule' be deferred to a future Sport and Recreation Committee Meeting."

37-18

Te Motu O Poutoa (ANZAC Cliffs) Co-Management Options

Report, dated 6 July 2018 from the Leisure Assets Planner, Jason Pilkington and the Principal Maori Advisor, Todd Taiepa.

The COMMITTEE RECOMMENDS

1. That the Council instructs the Chief Executive to design a co-management Council Committee as per Option 1 of the 6 July 2018 Report titled “Te Motu O Poutoa (ANZAC Park) Co-Management Options”.

2. That the Council instructs the Chief Executive to report back to the Sport and Recreation Committee on the details of the co-management committee with further recommendations in December 2018.

38-18

Reserve Management Planning Update

Report, dated 31 July 2018 from the Leisure Assets Planner, Jason Pilkington and the Senior Property & Parks Planner, Aaron Phillips.

The COMMITTEE RECOMMENDS

1. That Council adopt the updated Reserve Management Plan delivery timeframes and priorities described under Option 1 of the 31 July 2018 report titled “Reserve Management Planning Update”.

Attachments

Nil