Palmerston North City Council

Minutes of the Finance and Performance Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 19 November 2018, commencing at 9.00am

Members Present:	Councillor Susan Baty (in the Chair) and Councillors Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Karen Naylor and Bruno Petrenas.
Non Members:	Councillors Brent Barrett, Rachel Bowen, Duncan McCann, Aleisha Rutherford and Tangi Utikere.
Apologies:	The Mayor (Grant Smith) (for lateness, on Council Business) and Councillors Gabrielle Bundy-Cooke (early departure), Leonie Hapeta (early departure) and Duncan McCann (early departure).

When the meeting resumed at 9.38am Councillor Rachel Bowen was not present. She entered the meeting again at 9.39am during consideration of clause 85. She left the meeting again at 12.30pm during consideration of clause 91.   She was not present for clauses 84 and  91 to 93 inclusive.

When the meeting returned into Part I at 10.47am The Mayor (Grant Smith) was present.  He was not present for clauses 83 to 86 inclusive. He was present for the continuation of clause 85 (following clause 86).

Councillor Leonie Hapeta left the meeting at 12.18pm during consideration of clause 91.  She was not present for clauses 91 to 93 inclusive.

Councillor Lew Findlay left the meeting at 12.37pm during consideration of clause 92.  He was not present for clauses 92 to 93 inclusive.

Councillor Gabrielle Bundy-Cooke left the meeting at 12.41pm during consideration of clause 92.  She was not present for clauses 92 to 93 inclusive.

83-18	Apologies
	Moved Susan Baty, seconded Jim Jefferies. The COMMITTEE RESOLVED 1.   That the Committee receive the apologies.
	Clause 83-18 above was carried 15 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, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

The meeting adjourned at 9.01am

The meeting resumed at 9.38am

When the meeting resumed Councillor Rachel Bowen was not present.

84-18	Confirmation of Minutes
	Moved Susan Baty, seconded Vaughan Dennison. The COMMITTEE RESOLVED 1.   That the minutes of the Finance and Performance Committee meeting of 15 October 2018 Part I Public be confirmed as a true and correct record.
	Clause 84-18 above was carried 14 votes to 0, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, 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.

85-18	Uplifting of report regarding Proposed Increase to the Admission and Concession Rates at The Lido and Freyberg Aquatic Facilities Memorandum, dated 15 October 2018 presented by the Property Manager, Bryce Hosking. Councillor Rachel Bowen entered the meeting at 9.39am
	Moved Susan Baty, seconded Vaughan Dennison. The COMMITTEE RECOMMENDS 1.   That the report dated 24 September 2018 and titled `Proposed Increase to the Admission and Concession Rates at The Lido and Freyberg Aquatic Facilities’ be uplifted from the table. 2.   That the information contained in the report dated 24 September 2018 and titled `Proposed Increase to the Admission and Concession Rates at The Lido and Freyberg Aquatic Facilities’ as attached to the memorandum titled “Uplifting of report regarding Proposed Increase to the Admission and Concession Rates at The Lido and Freyberg Aquatic Facilities’ dated 15 October 2018 be received.
	Clauses 85.1 and 85.2 above were carried 14 votes to 0, with 1 abstention, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, 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. Abstained: Councillor Rachel Bowen.

86-18

Recommendation to Exclude Public

Moved Susan Baty, seconded Lorna Johnson.

The COMMITTEE RESOLVED

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

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

General subject of each matter to be considered		Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution
13.	Follow Up - Aquatic Facilities	Third Party Commercial	s7(2)(b)(ii)

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

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

Chief Executive (Heather Shotter), Chief Financial Officer (Grant Elliott), 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.

Acting Governance and Support Team Leader (David Murphy) 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.

Property Manager (Bryce Hosking) and External Contracts/Leisure Assets Officer (Glen Finlayson) 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.

Clause 86-18 above was carried 15 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, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

The meeting returned into Part I at 10.22am

When the meeting returned into Part I The Mayor (Grant Smith) was present.

The meeting adjourned at 10.22am

The meeting resumed at 10.47am

85-18	Uplifting of report regarding Proposed Increase to the Admission and Concession Rates at The Lido and Freyberg Aquatic Facilities - Continued Memorandum, dated 15 October 2018 presented by the Property Manager, Bryce Hosking. In discussion Elected Members agreed that a 4.6% increase to the admission and concession rates would be appropriate based on the information provided. Free swimming for under 5 year olds was also something Elected Members wanted to explore further.
	Moved Lorna Johnson, seconded Karen Naylor. The COMMITTEE RECOMMENDS 3.   That the Committee approve a 4.6% increase to the admission and concession rates for the Lido and Freyberg Aquatic Facilities to be effective from 1 July 2019.
	Clause 85.3 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 Lorna Johnson, seconded Aleisha Rutherford. 4.   That the Chief Executive be instructed to report back on the cost of providing free swimming for children under 5 years old at the Lido and Freyberg Aquatic Facilities, to be reported at the February 2019 Finance and Performance Committee meeting.
	Clause 85.4 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.

89-18	2018 Rating Valuations Memorandum, dated 5 November 2018 presented by the Strategy Manager Finance, Steve Paterson. Elected Members believed it was important to be proactive and look at the strategies that could be used to minimise the rating impact of the new valuations.
	Moved Susan Baty, seconded Leonie Hapeta. The COMMITTEE RECOMMENDS 1. That it be noted the 2018 City rating revaluation has been completed and new values, with an effective date of 1 September 2018, has been authorised for implementation by the Valuer-General through the issue of an unqualified audit opinion on 26 October 2018.
	Moved Karen Naylor, seconded Lorna Johnson. 2.  That the Chief Executive be instructed to provide a report identifying options to minimise the rating impact of the new valuations.
	Clause 89-18 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.

90-18	New emergency operations centre (EOC) Fit Out - Programme 1513 Budget Adjustment Memorandum, dated 1 November 2018 presented by the Head of Emergency Management, Stewart Davies.
	Moved Vaughan Dennison, seconded Leonie Hapeta. The COMMITTEE RECOMMENDS 1.   That approval be given to bring $200,000 forward one year in the LTP from 2019/20 to 2018/19 for Programme 1513 – New emergency operations centre (EOC) Fit Out to enable timely design and consenting of the fit out.
	Clause 90-18 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.

91-18	Detailed Costings of Infill Lighting Required to Achieve Compliance for P and V Category Street Lights Memorandum, dated 17 October 2018 presented by the Transport & Infrastructure Manager, Robert van Bentum. Councillor Leonie Hapeta left the meeting at 12.18pm Councillor Rachel Bowen left the meeting at 12.30pm
	Moved Tangi Utikere, seconded Vaughan Dennison. The COMMITTEE RESOLVED 1.   That the Committee receive the report titled “Detailed costings of infill lighting required to achieve compliance for P and V category street lights” dated 17^th October 2018.
	Clause 91-18 above was carried 14 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, 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.

92-18	E-Waste Recovery Options in Palmerston North Memorandum, dated 30 October 2018 presented by the Waste Management Manager, Stewart Hay. Elected Members queried whether any lobby to Central Government had taken place regarding a mandatory product stewardship for e-waste diversion. Councillor Lew Findlay left the meeting at 12.37pm Councillor Gabrielle Bundy-Cooke left the meeting at 12.41pm
	Moved Brent Barrett, seconded Jim Jefferies. The COMMITTEE RECOMMENDS 1.   That the information provided in the Report dated 30 October 2018 and titled ‘E-Waste Recovery Options in Palmerston North’ be received and used to inform the preparation of a further Report on the results of the first six months of reduced E-Waste Recovery fees to be considered by the Finance and Performance Committee in February 2019.
	Clause 92.1 above was carried 12 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Adrian Broad, Vaughan Dennison, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Adrian Broad, seconded Karen Naylor. 2.   That the Chief Executive be instructed to lobby Central Government to introduce a mandatory product stewardship for e-waste diversion.
	Clause 92.2 above was carried 12 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Adrian Broad, Vaughan Dennison, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

93-18	Committee Work Schedule
	Moved Susan Baty, seconded Jim Jefferies. The COMMITTEE RESOLVED 1.   That the Finance and Performance Committee receive its Work Schedule dated November 2018.
	Clause 93-18 above was carried 12 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Adrian Broad, Vaughan Dennison, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

The meeting finished at 12.55pm

Confirmed 17 December 2018

Chairperson