AGENDA

Council

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

PALMERSTON NORTH CITY COUNCIL

 

 

 

 

Council MEETING

 

24 October 2018

 

 

 

Order of Business

 

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.         Tribute - Bernard John Forde                                                                              Page 9

5.         Submissions - Representation Review                                                              Page 11

6.         Confirmation of Minutes                                                                                   Page 35

“That the minutes of the extraordinary meeting of 8 October 2018 Part I Public be confirmed as a true and correct record.”  

Reports

7.         Review of Representation Arrangements                                                         Page 39

Report, dated 8 October 2018 presented by the Acting General Manager – Strategy and Planning, David Murphy.

8.         Annual Meeting Calendar 2019                                                                         Page 53

Memorandum, dated 9 October 2018 presented by the Acting General Manager – Strategy and Planning, David Murphy.

9.         Palmerston North Performing Arts Trust - Annual Report and Audited Annual Accounts 2018                                                                                                                    Page 57

Memorandum, dated 26 September 2018 presented by the Acting General Manager – Strategy and Planning, David Murphy.

10.       Council Work Schedule                                                                                      Page 73

  

Recommendations from Committee Meetings

11.       Presentation of the Part I Public CCNZ/Arts and Culture Fund Committee Recommendations from its 20 September 2018 Meeting                               Page 75

“That the Committees recommendations be adopted or otherwise dealt with.”

12.       Presentation of the Part I Public Planning and Strategy Committee Recommendations from its 1 October 2018 Meeting                                                                      Page 77

“That the Committees recommendations be adopted or otherwise dealt with.”

13.       Presentation of the Part I Public Community Development Committee Recommendations from its 1 October 2018 Meeting                                                                      Page 79

“That the Committees recommendations be adopted or otherwise dealt with.”

14.       Presentation of the Part I Public Economic Development Committee Recommendations from its 8 October 2018 Meeting                                                                      Page 81

“That the Committees recommendations be adopted or otherwise dealt with.”

15.       Presentation of the Part I Public Finance and Performance Committee Recommendations from its 15 October 2018 Meeting                                                                    Page 83

“That the Committees recommendations be adopted or otherwise dealt with.”

16.       Presentation of the Part I Public Sport and Recreation Committee Recommendations from its 8 October 2018 Meeting                                                                               Page 85

“That the Committees recommendations be adopted or otherwise dealt with.”

17.       Presentation of the Part I Public Sport and Recreation Committee Recommendations from its 15 October 2018 Meeting                                                                             Page 89

“That the Committees recommendations be adopted or otherwise dealt with.”    

 18.      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 19. Minutes of the extraordinary meeting - Part II Confidential - 8 October 2018 For the reasons setout in the extraordinary minutes of 8 October 2018, held in public present. 20. 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 Swadel), 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), Acting Operations Manager (Ray McIndoe) 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. 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

 

Presentation

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Tribute - Bernard John Forde

 

RECOMMENDATION(S) TO Council 1.   That the Council notes, with respect, the passing of Dr Bernard Forde.

 

The Mayor will pay tribute to Dr Bernard Forde, former Palmerston North City Councillor, and Deputy Mayor, who recently passed away.

 

 

Attachments

NIL     

 

 

PALMERSTON NORTH CITY COUNCIL

 

Submission From Consultation

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Submissions - Representation Review

 

RECOMMENDATION(S) TO Council 1.   That Council hear submissions from presenters who indicated their wish to be heard in support of their submission.

 

12.	Mark Andrew
17.	Dale O’Reilly – Bunnythorpe Community

 

SUBMITTERS  NOT WISHING TO BE HEARD IN SUPPORT OF THEIR SUBMISSION

1.	Gerard Barnao
2.	Jayden Carr
3.	Tagi Wilson
4.	Leonard Williams
5.	Chris Price
6.	Kama Weir
7.	Brian Rickard
8.	Richard Croucher
9.	Rob Turner
10.	Roy LeQuesne
11.	Colette Nixon
13.	Sophie
14.	Lew
15.	Katarina Gray-Sharp
16.	Campbell Ogilvie
18.	Ross Nixon
19.	Jim Edwards
20.	Eric Constantine

 

 

 

 

 

Attachments

1.

Submissions ⇩

    

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  

Palmerston North City Council

 

Minutes of the Extraordinary Council Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 08 October 2018, commencing at 9.01am

Members Present:	Deputy Mayor (Tangi Utikere) (in the Chair) and Councillors Brent Barrett, Susan Baty, Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.
Apologies:	The Mayor Grant Smith (Council Business) and Councillor Rachel Bowen (late arrival).

Councillor Vaughan Dennison entered the meeting following the adjournment at 10.52am. He was not present for clause 151.

Councillor Duncan McCann was not present when the meeting resumed at 10.52am. He was not present for clauses 152 and 153.

Councillor Adrian Broad was not present when the meeting resumed at 10.52am. He entered the meeting again at 10.52am during consideration of clause 153.  He was not present for clause 152.

Councillor Rachel Bowen was present when the meeting resumed at 10.52am.  She was not present for clause 151.

  

151-18	Apologies
	Moved Tangi Utikere, seconded Susan Baty. RESOLVED 1.   That Council receive the apologies.
	Clause 151-18 above was carried 13 votes to 0, the voting being as follows: For: Councillors, Brent Barrett, Susan Baty, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford and Tangi Utikere.

  

The meeting adjourned at 9.02am

The meeting resumed at 10.52am

 

When the meeting resumed Councillors Adrian Broad and Vaughan Dennison were not present and Councillor Rachel Bowen was present.

 

 

152-18	Confirmation of Minutes
	Moved Tangi Utikere, seconded Aleisha Rutherford. RESOLVED 1.   That the minutes of the ordinary meeting of 24 September 2018 Part I Public be confirmed as a true and correct record.
	Clause 152-18 above was carried 13 votes to 0, 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, Karen Naylor, Bruno Petrenas and Aleisha Rutherford and Tangi Utikere.

      

Exclusion of Public

153-18	Recommendation to Exclude Public Councillor Adrian Broad entered the meeting at 10.52am
	Moved Tangi Utikere, seconded Aleisha Rutherford. 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 6. Minutes of the ordinary meeting - Part II Confidential - 24 September 2018 For the reasons set out in the ordinary minutes of 24 September 2018, held in public present. 7. Civic Honour Awards 2018 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. Deputy Chief Executive (Ray Swadel), Chief Financial Officer (Grant Elliott), Acting Chief Infrastructure Officer (Ray Swadel), Acting General Manager – Strategy and Planning (David Murphy), General Manager - Community (Debbie Duncan), Acting General Manager – Customer (Leigh Sage), Human Resources Manager (Wayne Wilson), General Manager - Marketing and Communications (Sacha Haskell), Acting Operations Manager (Ray McIndoe) 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 153-18 above was carried 14 votes to 0, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Karen Naylor, Bruno Petrenas and Aleisha Rutherford and Tangi Utikere.

 

 

The public part of the meeting finished at 10.53am

 

Confirmed 24 October 2018

 

 

 

Mayor

 

 

PALMERSTON NORTH CITY COUNCIL

 

Report

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Review of Representation Arrangements

DATE:                            8 October 2018

PRESENTED BY:            Acting General Manager – Strategy and Planning, David Murphy.

APPROVED BY:             Grant Elliott, Chief Financial Officer

 

RECOMMENDATION(S) TO Council 1.   That submissions made on the Council’s initial proposal for representation arrangements for the 2019 Local Government Elections be considered, including oral submissions to be heard at the meeting of the Council to be held on 24 October 2018. 2.   That either the Council finalise its decisions with respect to the submissions and the requirements of the Local Electoral Act 2001 or instruct the Chief Executive to report to an extraordinary Council meeting to be held at 9am on Monday 12 November 2018, such report including detailed resolutions to give effect to the Council’s indicative decision, noting that the Council will only be able to confirm its decision at its meeting to be held on 24 October 2018 if it wishes to confirm its interim proposal without any modification.

 

 

Summary of options analysis for

Problem or Opportunity	How should Councillors be elected?
OPTION 1:	City-wide
Community Views	This option was supported by 55.0% 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 45.0% 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	Although this option was not supported by any of the submissions received, it is still open for the Council to consider this option on the basis of its selection representing a mix for the city-wide and ward options.
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 85.0% 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:	Fewer than Current
Community Views	This option was supported by 15.0% 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	No change to present position, assuming that the Remuneration Authority introduces proposed changes to remuneration for Councillors.
	More than Current
	This is no longer an option available for the Council to consider, because no submissions were received supporting it and the Local Government Commission Guidelines specify that changes to an initial proposal for representation should only be made to reflect the content of any submission received.
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 40.0% of submissions received.
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 the remuneration of members and administration costs for each Board established, starting from about $25,000 per annum for each Board.
OPTION 2:	No
Community Views	This option was supported by 55.0% 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.      The Council is required to consider submissions received in response to its initial proposal for representation arrangements for the local elections to be held in 2019.

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 need to be set.

·   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.  The minimum population for a community is 1500 people.

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       At its meeting held on 27 August 2018, the Council adopted its initial proposal for representation arrangements for the 2019 Local Government Elections.  These arrangements included:

·   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.

·   The Council to comprise the Mayor and 15 Councillors. 

·   No communities or community boards to be established in Palmerston North City.

3.2       As required by the Act, the Council shortly afterwards gave notice of its proposal and invited submissions.  When submissions closed on 8 February 2918, 20 submissions had been received.  Copies of these submissions are attached to the agenda for the Council meeting.  An analysis of submissions is attached to this report.

3.3       The Council is now required to consider the submissions received and made decisions on them, after receiving oral comments where this opportunity has been requested.  The Council must consider the submissions, making any required amendments to its proposals and give public notice of these proposals within six weeks of the closing date of submissions.  Given that submissions closed on 8 October 2018 Public Notice of the outcome must be given by Monday 19 November 2018 at the latest.  For this reason, it is proposed that the Council’s decision be finalised either at the Council meeting to be held on 24 October 2018 or at an extraordinary Council meeting to be held on Monday 12 November 2018.

3.4       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 was required to decide on the matters set out above by 31 August 2018 at the latest.  Following that decision, members of the public had an opportunity to make submissions to the Council and speak in support of their submissions.  The Council is now 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 the Council confirms its interim proposal for representation, then only those persons who have lodged a submission may lodge an appeal.  If, however, the Council amends its proposal, then any interested person or organisation may make a written objection to the amended proposal.

3.5       If no appeals or objections (if applicable) are received, then the Council’s confirmed or modified proposal becomes final at that time without reference to the Commission. 

3.6       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.

3.7       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.

3.8       In ensuring that there is effective representation of communities of interest, this involves recognising residents’ familiarity and identity 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.

3.9       In achieving fair representation of electors, Council should ensure 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.

3.10     The Council has, by resolution, previously noted that, in accordance with Guidelines issued by the Local Government Commission, the Council’s decisions 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 a good reason for absence and take all reasonable steps to inform themselves about the oral submissions received.  In this regard, committee administration staff will be taking full notes of oral submissions made.

3.11     The Council has also previously noted by resolution, that in accordance with Guidelines issued by the Local Government Commission, any changes made to the Council’s proposal following consultation must be as a result of submissions received on the proposal.  It is therefore not open for the Council to adopt representation arrangements that are neither in accordance with the Council’s original proposal nor along the lines of comments or submissions made in one or more submissions. As noted earlier in this report, Council is therefore unable to consider increasing the number of Councillors if it wished. 

4.         Description of options

4.1       The Council is required to consider all submissions (including oral comments made in support of submissions), and the Council may either confirm its interim proposal for representation or make such amendments as the Council thinks fit.  The Council also needs to provide reasons for its decision, both in terms of any amendments made to the Council’s interim proposal and the reasons for rejecting any submission.  A completed decision is possible for the meeting to be held on 24 October 2018 if the Council confirms its interim proposal, provided that the Council approves a draft decision which could be tabled at that meeting.  However, if any amendments are required the Chief Executive will need to be instructed to prepare an appropriate decision, based on indicative decisions which should be given at the meeting.

4.2       The detailed options open to the Council in reviewing its representations are described in the background above and were also outlined in my memorandum to Council dated 7 June 2018 and in the Discussion Document that was attached to that report.

4.3       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.

4.4       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.  This would mean shifting parts of the former 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 have been 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 based on 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 20 submissions were received.  These submissions are separately attached to the agenda for this meeting of the Council, with an analysis appended to this memorandum as Attachment 1.

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. 

5.4       Similarly, with regard to the number of Councillors, there is a very 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, but no support for increasing the number.

5.5       With regard to the possible establishment of communities or community boards, the number of responses opposing the establishment of community boards exceeded the number of the responses supporting their establishment.

6.         Conclusion

6.1       A formal Council decision and public notification of it is required by 19 November 2018 at the latest.  The required decision is whether the Council should approve its interim proposal for representation or should make any modifcation to that proposal.  In making decisions, the Council needs to take account of statutory requirements together with comments made as an outcome of the submissions received on the interim proposal.

7.         Next actions

7.1       At its meeting to be held on 24 October 2018, the Council may either finalise its decision or instruct the Chief Executive to prepare a further report.  The latter approach would be desirable where modifications are to be made to the Council’s interim representation proposal

7.2       Following the Council’s formal decision on submissions, there will be an opportunity for those persons making submissions to lodge an appeal against the Council’s decision, with an opportunity for persons of interest or organisations to make objections should the Council modify any aspect of its interim proposal.  The closing date for appeals, and objections if appropriate, will be 20 December 2018, having been open for at least one calendar month.

8.         Outline of community engagement process

8.1       Submissions on the Council’s interim representation proposal were invited for the period commencing 1 September and concluding Monday 8 October 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.  Some radio advertising was also carried out.  An email or letter was also sent to all those persons who had participated in preliminary consultation undertaken earlier in the year.  Submitters were able to make submissions by completing a submission form, writing or emailing a response, or completing an online submission form.

8.2       Overall, 20 submissions were received, most of these being lodged 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.

Analysis of Submissions ⇩

    

 

 

 

 

 

PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Annual Meeting Calendar 2019

DATE:                            9 October 2018

PRESENTED BY:            Acting General Manager – Strategy and Planning, David Murphy

APPROVED BY:             Acting General Manager – Strategy and Planning, David Murphy

 

RECOMMENDATION(S) TO Council 1.   That Council adopt the 2019 Annual Meeting Calendar, as attached to the memorandum dated 9 October 2018 and titled `Annual Meeting Calendar 2019.’

 

1.         ISSUE

At the end of each calendar year the Council is required to adopt a meeting calendar for the following year. This meeting calendar outlines dates, locations and other related information and is published both in hard copy and on the Council’s website.

 

2.         BACKGROUND

All regular Council and Committee meetings will start at 9:00am.

 

The meeting structure is based on a monthly cycle, which is reflected in the calendar attached.

 

Changes for 2019:

-     Sport and Recreation Committee to be monthly for first 4 meetings to accommodate proposed additional consultations over reserves.

-     The intention is that consultation with the community over Council’s proposed Annual Plan 2019/20 will occur and Committee of Council meetings have been scheduled to reflect this.

 

It is proposed that the practice of transferring a Monday meeting which falls on a public holiday to the Wednesday of that week will continue.

 

For 2019 we will be publishing the calendar similar to the way in which it was done in 2018 where it was published in a booklet format and included information on Council appointees to outside organisations and contact details of elected members along with the required information.

 

3.         NEXT STEPS

Adopt the updated Palmerston North City Council Annual Meeting Calendar 2019 will ensure that it can be distributed and published as required under legislation.

 

4.         Compliance and administration

Does the Committee 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
The recommendations contribute to Goal 5: A Driven and Enabling Council
The recommendations contribute to the outcomes of the Driven and Enabling Council Strategy
Contribution to strategic direction	By adopting the Annual Meeting Calendar, Council will be able to engage effectively with the community to support decision making and ensure compliance with legislation.

 

 

Attachments

1.

Annual Meeting Calendar 2019 ⇩

    

 

 

PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Palmerston North Performing Arts Trust - Annual Report and Audited Annual Accounts 2018

DATE:                            26 September 2018

PRESENTED BY:            Acting General Manager – Strategy and Planning, David Murphy

APPROVED BY:             Chief Financial Officer, , Grant Elliott

 

RECOMMENDATION(S) TO Council 1.   That the Palmerston North Performing Arts Trust Annual Report and financial statements 2017/2018 as attached to the memorandum dated 26 September 2018 and titled `Palmerston North Performing Arts Trust – Annual Report and Audited Annual Accounts 2018’ be received for information.

 

1.         ISSUE/Background

This memorandum is to present the Annual Report and the audited annual accounts 2017/18 of the Palmerston North Performing Arts Trust, in accordance with clauses 7.5 and 8.2 of the Trust Deed.

The Palmerston North Performing Arts Trust was exempted by Council from being a Council Controlled Organisation for three years on 27 June 2016.

2.         NEXT STEPS

That the Council receive for information the Palmerston North Performing Arts Trust Annual Report and annual audited accounts 2017/2018.

 

3.         Compliance and administration

Does the Committee 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?		N/A
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to Goal 5: A Driven and Enabling Council
The recommendations contribute to the outcomes of the Driven and Enabling Council Strategy
Contribution to strategic direction	Receiving this information contributes to the desired outcome of an effective and responsible Council that excels in good governance.

 

 

 

 

Attachments

1.	Covering letter from Chairperson ⇩
2.	Chairperson's Report 2018 ⇩
3.	Audit Report 2018 ⇩
4.	Letter of representation for the year ended 30 June 2018 ⇩
5.	Financial Statements for the year ended 30 June 2018 ⇩

 

 

Rachel Corser Committee Administrator

  

 

 

 

 

 

 

 

 

 

 

 

PALMERSTON NORTH CITY COUNCIL

 

Committee Work Schedule

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Council Work Schedule

 

RECOMMENDATION(S) TO Council 1.   That the Council receive its Work Schedule dated October 2018.

 

Attachments

1.

Work Schedule ⇩

    

 

 

PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Presentation of the Part I Public CCNZ/Arts and Culture Fund Committee Recommendations from its 20 September 2018 Meeting

 

Set out below are the recommendations only from the CCNZ/Arts and Culture Fund Committee meeting Part I Public held on 20 September 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

N/A

CCNZ Creative Communities Applications Round One Memorandum, dated 5 September 2018 from the Arts Coordinator, Gillian Tasker. The COMMITTEE RESOLVED 1   That the meeting return into Part I.          2.  That the Committee determine and approve the allocation of all funds             available for round one of the 2018/19 year of the Creative Communities     Scheme. The COMMITTEE RECOMMENDS 3.  That Committee requests the Chief Executive provide a report on funding        issues and options on the Creative Community Scheme to the Arts, Culture          and Heritage Committee.

 

 

Attachments

Nil  

 

 

PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Presentation of the Part I Public Planning and Strategy Committee Recommendations from its 1 October 2018 Meeting

 

Set out below are the recommendations only from the Planning and Strategy Committee meeting Part I Public held on 1 October 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

62-18	Notice of Motion - PNCC Venues Policy   Notice of Motion by Councillor Brent Barrett.
	The COMMITTEE RECOMMENDS 1.  That the Chief Executive be instructed to develop a PNCC Venues Policy which includes hireage and allowable uses of PNCC venues, ensuring it is consistent with our investment policy and other broadly accepted ethical standards such as the Human Rights Act and NZ Bill of Rights Act.

 

66-18

Flygers Line Remediation Options Memorandum, dated 18 September 2018 presented by the Transport & Infrastructure Manager, Robert van Bentum. The COMMITTEE RECOMMENDS 1.   That Council note the current position regarding long term remedial options for the Whiskey Creek flood damage to Flygers Line and that a further report will be presented in April 2019 following further discussions with Horizons Regional Council.

 

 

Attachments

Nil   

 

 

PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Presentation of the Part I Public Community Development Committee Recommendations from its 1 October 2018 Meeting

 

Set out below are the recommendations only from the Community Development Committee meeting Part I Public held on 1 October 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

30-18

2018 Social Wellbeing Report Memorandum, dated 18 September 2018 from the General Manager - Community, Debbie Duncan. The COMMITTEE RECOMMENDS 1.   That the memorandum dated 18 September 2018 and the “2018 Social Wellbeing Report” be received. 2.   That Council work with the Palmerston North Community Services Council to review the format of the 2019 Social Wellbeing Forum, to enable further opportunities for the identification of both issues and solutions.

 

31-18

Capacity and Capability Building in the Community Sector Memorandum, dated 21 September 2018 from the General Manager - Community, Debbie Duncan. The COMMITTEE RECOMMENDS 1.   That the memorandum dated 18 September 2018 and titled “Capacity and Capability Building in the Community Sector” be received. 2.   That a further report on capacity and capability building in the community sector be presented back to a Community Development Committee meeting in 2019 upon completion of the environmental scan, including a summary of the: ·      Nature and extent of the capacity and capability issues facing different organisations within the wider sector; ·      Range, availability and accessibility of existing capacity and capability building services; ·      Options (including “quick wins”) to support a co-ordinated approach to the development of collective solutions.

 

32-18

Review of options for the administration of Hancock Community House Memorandum, dated 5 September 2018 from the General Manager - Community, Debbie Duncan. The COMMITTEE RECOMMENDS 1.   That the memorandum dated 5 September 2018 and titled “Review of options for the administration of Hancock Community House” be received. 2.   That it be noted there will be report back to the December 2018 Community Development Committee on the outcome/s of the review of administration of Hancock Community House. 3. That consultation with tenants of Hancock House about day to day        management of the facility is prioritised, and a recommendation of how      issues such as health and safety, security and maintenance, should be             addressed, be brought back to the December 2018 Community   Development Meeting. 4.  That the current informal arrangements for the management of Hancock      Community House by PNCSC be formalised urgently.

 

 

Attachments

Nil   

 

 

PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Presentation of the Part I Public Economic Development Committee Recommendations from its 8 October 2018 Meeting

 

Set out below are the recommendations only from the Economic Development Committee meeting Part I Public held on 8 October 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

50-18

Presentation - CEDA Presentation, dated 26 September 2018, by Penny Odell. The COMMITTEE RECOMMENDS 1.   That the Economic Development Committee receive the presentation for information. 2.   That the Chief Executive be instructed to report on the strategic value of energy certification, including achieving our targets, of securing 100% renewable energy for the Council and city; and options to progress and to be reported back in three months. 3.   That the Chief Executive be instructed to work with CEDA and the NZECS to assist the preparation of a strategic options paper to provide recommendations on a NZ Energy Certificate System and to be reported back in three months.

 

 

Attachments

Nil   

 

 

PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Presentation of the Part I Public Finance and Performance Committee Recommendations from its 15 October 2018 Meeting

 

Set out below are the recommendations only from the Finance and Performance Committee meeting Part I Public held on 15 October 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

79-18

Quarterly Performance and Financial Report - Quarter Ending 30 September 2018 Memorandum, dated 5 October 2018 from the Financial Accountant, Keith Allan and the Head of Community Planning, Andrew Boyle. The COMMITTEE RECOMMENDS 1.  That the capital expenditure carry forward values in the 2018/19 Annual Budget be increased by a further $145,000 for Programme 94 - Walkways and Shared Path – Purchase of Land to Extend Network. 2.   That Council receives the September 2018 Quarterly Performance and Financial Report and note: a.   The September 2018 financial performance and operating performance. b.   The September 2018 capital expenditure programme progress together with those programmes identified as unable to be completed this financial year.

 

 

Attachments

Nil  

 

 

PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Presentation of the Part I Public Sport and Recreation Committee Recommendations from its 8 October 2018 Meeting

 

Set out below are the recommendations only from the Sport and Recreation Committee meeting Part I Public held on 8 October 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

43-18

Sport Manawatū 12 month report 2017-18 (for the year ending 30 June 2018) Memorandum, dated 10 September 2018 from the Policy Analyst, Ann-Marie Mori. The COMMITTEE RECOMMENDS 1.   That the Committee receives the Sport Manawatū 12-month report for the year ending 30 June 2018, the Sport Manawatū financial statements, and the staff comment on these reports, included as attachments 1 to 3 of the memorandum dated 10 September 2018 and titled “Sport Manawatū 12 month report 2017-18 (for the year ending 30 June 2018)”. 2.  That the Chief Executive be instructed to look at co-ordinating a      communications strategy, including visitor experience for National        Secondary School and age grade events, to be co-ordinated with Sport            Manawatu. 3.  That the Chief Executive be instructed to work with Sport Manawatu to            report on counts of cyclists through the road cyclist monitoring     programme.

 

 

 

44-18

Massey University Bledisloe Park Easement Report, dated 12 September 2018 from the Special Projects Manager, Phil Walker. The COMMITTEE RECOMMENDS 1.   That Palmerston North City Council, in the report titled Massey University Bledisloe Park Easement on 8 October 2018 by Phil Walker, and as the administering body of Bledisloe Park, authorises the alterations to the existing easement to convey water, described in Appendix I (as part of Lot 1 DP 8981), to Massey University.   2.   That Palmerston North City Council, in the report titled Massey University Bledisloe Park Easement on 8 October 2018 by Phil Walker, and in exercise of the powers conferred on it by delegation under the Reserves Act 1977, authorises the alterations to the existing easement to convey water, described in Appendix I (as part of Lot 1 DP 8981), to Massey University. 3.   That Palmerston North City Council note that the requirements of Section 4 of the Conservation Act 1987 have been satisfied in relation to consultation with Iwi over granting alterations an existing easement to convey water at Bledisloe Park. 4.   That Council note that the requirements of Sections 119 and 120 of the Reserves Act 1977 have been satisfied in relation to public notification prior to the resolution to grant the proposed alterations to the existing easement to convey water over Bledisloe Park.

 

45-18

Powerco Easement at Norton Park Entrance Report, dated 19 September 2018 from the Special Projects Manager, Phil Walker. The COMMITTEE RECOMMENDS 1.   That Palmerston North City Council, in the report Powerco Easement at Norton Park on 8 October 2018 by Phil Walker, and as the administering body of Norton Park, authorises the creating of an easement to convey electricity, described in Appendix I (as part of Lot 17 DP 17130 & LOT DP 64), to Powerco.   2.   That Palmerston North City Council, in the report titled Powerco Easement at Norton Park on 8 October 2018 by Phil Walker, and in exercise of the powers conferred on it by delegation under the Reserves Act 1977, authorises the creating of an easement to convey electricity, described in Appendix I (as part of Lot 17 DP 17130 & LOT DP 64), to Powerco. 3.   That Palmerston North City Council note that the requirements of Section 4 of the Conservation Act 1987 have been satisfied in relation to consultation with Iwi over the creating of an easement to convey electricity at Norton Park. 4.   That Council note that the requirements of Sections 119 and 120 of the Reserves Act 1977 have been satisfied in relation to public notification prior to the creating of an easement to convey electricity over Norton Park.

 

47-18

Definition of Sports Fields Memorandum, dated 21 September 2018 from the Special Projects Manager, Phil Walker and the Leisure Assets Planner, Jason Pilkington. The COMMITTEE RECOMMENDS 1.   That Officers report back to the Sport and Recreation Committee on the definition of sportsfields early in 2019, prior to any recommended classification of sportsfields under the Reserves Act 1977. 2.   That Council acknowledges that the treatment of Hokowhitu Lagoon as a sportsfield requires more analysis and stakeholder engagement, and this work will be reported back to the first Sport and Recreation Committee in 2019.

 

 

Attachments

Nil   

 

 

PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           24 October 2018

TITLE:                            Presentation of the Part I Public Sport and Recreation Committee Recommendations from its 15 October 2018 Meeting

 

Set out below are the recommendations only from the Sport and Recreation Committee meeting Part I Public held on 15 October 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

51-18

Crewe Crescent Community Garden Relocation - Awapuni Park Option Report, dated 1 October 2018 from the Special Projects Manager, Phil Walker. The COMMITTEE RECOMMENDS 1.  That Council adopts the revised proposal for Awapuni Park as the site for      relocating the Crewe Crescent Community Garden, and enters into a lease      agreement with Pascal Street Community Trust.

 

 

Attachments

Nil