Agenda of Council - 25 February 2019

PALMERSTON NORTH CITY COUNCIL

Council MEETING

25 February 2019

Order of Business

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. Presentation - New Years Honours Page 7

5. Confirmation of Minutes Page 9

“That the minutes of the ordinary meeting of 19 December 2018 Part I Public be confirmed as a true and correct record.”

6. Notice of Motion - Release of Part II Reports Page 29

Reports

7. Transfer of Part II (public excluded) Information to Part I (publicly available) Page 31

Memorandum, dated 19 February 2019 presented by the General Manager - Strategy & Planning, Sheryl Bryant.

8. Approval to formalise city partnership with Mihara, Japan Page 39

Memorandum, dated 7 February 2019 presented by the International Relations Manager, Toni Grace.

9. Report on Programme 829 City Wide Undergrounding of Power and Telecom Cables Page 45

Memorandum, dated 27 January 2019 presented by the Transport & Infrastructure Manager, Robert van Bentum.

10. Softball World Champs Committee Page 63

Memorandum, dated 14 February 2019 presented by the General Manager - Marketing and Communications, Sacha Haskell.

11. Uplifting Report - Funding agreement between Palmerston North City Council and Palmerston North Public Sculpture Trust Page 67

12. Council Work Schedule Page 73

Recommendations from Committee Meetings

13. Presentation of the Part I Public Audit and Risk Committee Recommendations from its 18 February 2019 Meeting Page 75

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

14. Presentation of the Part I Public Finance and Performance Committee Recommendations from its 18 February 2019 Meeting Page 77

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

15. 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
16.	Minutes of the ordinary meeting - Part II Confidential - 19 December 2018	For the reasons setout in the ordinary minutes of 19 December 2018, held in public present.
17.	Notice of Requirement for Te Ahu a Tūranga - Manawatū Tararua Highway: Appointment of Commissioners	Privacy	s7(2)(a)
18.	He Ara Kotahi and Manawatu River Cycle Pedestrian Pathway - Progress and Funding Update	Third Party Commercial and Negotiations	s7(2)(b)(ii) and s7(2)(i)
19.	Presentation of the Part II Confidential Finance and Performance Committee Recommendations from its 18 February 2019 Meeting

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), Chief Infrastructure Officer (Tom Williams), General Manager – Strategy and Planning (Sheryl Bryant), General Manager - Community (Debbie Duncan), Chief Customer and Operating Officer (Chris Dyhrberg), 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.

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.

Transport & Infrastructure Manager (Robert van Bentum) and City Planning Manager (David Murphy) 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 19 December 2018, commencing at 9.00am

Members

Present:

The Mayor (Grant Smith) (in the Chair) 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.

Apologies:

Councillors Gabrielle Bundy-Cooke, Lew Findlay (early departure) and Jim Jefferies.

Councillor Jim Jefferies left the meeting at 9.29am at the conclusion of clause 194. He was present for clauses 191 to 194 inclusive.

Councillor Adrian Broad left the meeting at 11.20am at the conclusion of clause 199. He entered the meeting again at 11.22am at the conclusion of clause 199. He was not present for clause 200.

Councillor Lew Findlay left the meeting at 12.05pm during consideration of clause 204. He was present for clauses 204 to 209 inclusive.

191-18

Apologies

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council receive the apologies.

Clause 191-18 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, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

192-18	Notification of Late Items
	Consideration was given to late items: (i) Memorandum dated 14 December and titled “Revised Draft Waste Management and Minimisation Plan for Consultation”. (ii) Recommendations from Sport and Recreation Committee (iii) Recommendations from Finance and Performance Committee (iv) Memorandum dated 17 December 2018 and titled “Host City for World Junior Mens Softball World Cup” Part II (v) Jets Basketball – Part II
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 1. That the late items be received.
	Clause 192-18 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, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

193-18

Confirmation of Minutes

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the minutes of the extraordinary meeting of 10 December 2018 Part I Public be confirmed as a true and correct record.

Clause 193-18 above was carried 14 votes to 0, with 1 abstention, the voting being as follows:

For:

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

Abstained:

Councillor Duncan McCann.

Reports

194-18	Online Voting Trial for 2019 Local Elections Memorandum, dated 6 December 2018 presented by the Information Manager, Brent White and the Legal Counsel, John Annabell.
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 1. That the Council not proceed further with regard to its participation in the Online Voting Trial for 2019 local elections and advise the Online Voting Trial Working Party of our withdrawal.
	Clause 194.1 above was carried 15 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Tangi Utikere. 2. That it be noted that the Council will explore opportunities to advance online voting for the 2022 local elections and that this will be the subject of a future report to the Council.
	Clause 194.2 above was carried 13 votes to 2, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Leonie Hapeta, Jim Jefferies, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillors Lew Findlay QSM and Lorna Johnson.

Councillor Jim Jefferies left the meeting at 9.29am

195-18

Approval of Proposed Plan Change A: Removal of Opening Hour Rules for Activities Involving the Sale of Alcohol

Memorandum, dated 9 November 2018 presented by the City Planning Manager, David Murphy.

Moved Grant Smith, seconded Karen Naylor.

RESOLVED

1. That Proposed Plan Change A is approved pursuant to Clause 17 of the First Schedule of the Resource Management Act 1991.

2. That the approval of Proposed Plan Change A is authorised by affixing the Common Seal of the Palmerston North City Council to the Plan Change.

3. That Proposed Plan Change A become operative on 18 January 2019 pursuant to Clause 20 of the First Schedule of the Resource Management Act 1991.

4. That the resolution to make Proposed Plan Change A operative is publicly notified in accordance with Clause 20 of the First Schedule of the Resource Management Act 1991.

Clause 195-18 above was carried 11 votes to 0, with 2 abstentions, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.

Abstained:

Councillors Susan Baty and Tangi Utikere.

Did not vote:

Councillor Leonie Hapeta

196-18	Replacement Community Signage Options Memorandum, dated 12 December 2018 presented by the General Manager - Marketing and Communications, Sacha Haskell. During discussion Elected Members noted that Council did not have an option for Community Groups to promote their events once the sign parks were removed at the end of December 2018. It was suggested that replacing the I-Site sign that was currently decommissioned would provide an opportunity for those groups, whilst other alternatives were considered.
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 1. That Council receive the Replacement Community Signage Options Report.
	Clause 196.1 above was carried 14 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Aleisha Rutherford, seconded Vaughan Dennison. 2. That Council prioritise the upgrade/replacement of the I-site screen as an option for community groups to promote their points.
	Clause 196.2 above was carried 14 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Susan Baty, seconded Grant Smith. 3. That Council bring forward renewal budget of $54,000 for 2018/19 year for replacement of I-site Digital sign.
	Clause 196.3 above was carried 14 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Rachel Bowen, seconded Lorna Johnson. Note: On a motion “That Council suspend Standing Order 3.9.15”, the motion was lost 6 votes to 8, the voting being as follows: For: Councillors Brent Barrett, Rachel Bowen, Adrian Broad, Lorna Johnson, Duncan McCann and Karen Naylor. Against: The Mayor (Grant Smith) and Councillors Susan Baty, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Rachel Bowen, seconded Lorna Johnson Note: On a motion “That the Chief Executive be instructed to provide a report on options that allow a continuity of opportunity for community groups to promote their events if Signs Parks are no longer available, are affordable for the community groups, and are achievable within existing budgets, to the meeting of Council in February 2019”, the motion was lost 7 votes to 8, the voting being as follows: For: Councillors Brent Barrett, Rachel Bowen, Adrian Broad, Jim Jefferies, Lorna Johnson, Duncan McCann and Tangi Utikere. Against: The Mayor (Grant Smith) and Councillors Susan Baty, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.

197-18

Amendment to Annual Meeting Calendar 2019

Memorandum, dated 5 December 2018 presented by the General Manager – Strategy and Planning, Sheryl Bryant.

Elected Members made amendments to the Annual Calendar to allow the Annual Budget process to meet its deadlines.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the amended Palmerston North City Council Annual Meeting Calendar 2019 as attached to the memorandum dated 5 December 2018 and titled “Amendment to the Annual Meeting Calendar 2019” be adopted, subject to the Audit and Risk Committee meeting moving from 20 May 2019 to 6 May 2019.

Clause 197-18 above was carried 13 votes to 1, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Against:

Councillor Lew Findlay QSM.

198-18

Council Work Schedule

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

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

Clause 198-18 above was carried 14 votes to 0, the voting being as follows:

For:

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

Recommendations from Committee Meetings

199-18

Audit and Risk Committee Part I Public - 19 November 2018

Consideration was given to Audit and Risk Committee recommendations as appended to these minutes.

Moved Vaughan Dennison, seconded Aleisha Rutherford.

RESOLVED

1. That the Committee's recommendations be adopted.

Clause 199-18 above was carried 14 votes to 0, with 1 abstention, the voting being as follows:

For:

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:

The Mayor (Grant Smith).

Councillor Adrian Broad left the meeting at 11.20am

200-18

Community Development Committee Part I Public - 3 December 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 200-18 above was carried 12 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

The Mayor (Grant Smith).

Councillor Adrian Broad entered the meeting again at 11.22am

201-18

Planning and Strategy Committee Part I Public - 3 December 2018

Consideration was given to Planning and Strategy Committee recommendations as appended to these minutes.

Moved Duncan McCann, seconded Aleisha Rutherford.

RESOLVED

1. That the Committee's recommendations, excluding clause 82-18, be adopted.

Clause 201-18 above was carried 13 votes to 0, with 1 abstention, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

Councillor Adrian Broad.

202-18

Sport and Recreation Committee Part I Public - 17 December 2018

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

Moved Leonie Hapeta, seconded Duncan McCann.

RESOLVED

1. That the Committee's recommendations be adopted.

Clause 202-18 above was carried 13 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

The Mayor (Grant Smith).

203-18	Finance and Performance Committee Part I Public - 17 December 2018 Consideration was given to Finance and Performance Committee recommendations as appended to these minutes.
	Moved Susan Baty, seconded Leonie Hapeta. RESOLVED 1. That the Committee's recommendation 96-18 be adopted.
	Clause 203.1 above was carried 14 votes to 0, with 1 abstention, the voting being as follows: For: 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: The Mayor (Grant Smith).
	Moved Leonie Hapeta, seconded Lew Findlay QSM. 2. That the Committee's recommendation 99-18 be adopted.
	Clause 203.2 above was carried 10 votes to 0, with 4 abstentions, the voting being as follows: For: Councillors Brent Barrett, Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor and Bruno Petrenas. Abstained: The Mayor (Grant Smith) and Councillors Susan Baty, Aleisha Rutherford and Tangi Utikere. Note: Councillor Susan Baty declared a conflict of interest and withdrew from the discussion.

204-18

Revised Draft Waste Management and Minimisation Plan for Consultation

Memorandum, dated 14 December 2018 presented by the Waste Management Manager, Stewart Hay and General Manager – Marketing and Communications, Sacha Haskell.

Councillor Lew Findlay left the meeting at 12.05pm

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Waste Management and Minimisation Plan (WMMP) 2019 Statement of Proposal, as shown as Attachment 1 of the memorandum dated 14 December 2018 be approved for consultation.

2. That the Communication Strategy, as presented, be approved for consultation.

3. That delegated authority is given to the Chairperson and Deputy Chairperson of the Planning and Strategy Committee for the approval of minor amendments to the consultation document, communications plan and summary document prior to publication.

Clause 204-18 above was carried 13 votes to 0, the voting being as follows:

For:

Exclusion of Public

205-18

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
14.	Minutes of the extraordinary meeting - Part II Confidential - 10 December 2018	For the reasons setout in the extraordinary minutes of 10 December 2018, held in public present.
15.	Leave of Absence	Privacy	s7(2)(a)
Late item	Host City for World Junior Mens Softball World Cup 2020	Commercial Activities	s7(2)(h)
Late Item	Jets Basketball	Commercial Activities	s7(2)(h)

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), Chief Infrastructure Officer (Tom Williams), General Manager – Strategy and Planning (Sheryl Bryant), General Manager - Community (Debbie Duncan), Chief Customer and Operating Officer (Chris Dyhrberg), 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 Legal Team Leader (Sheryl Bryant) 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.

Glen Nalepa (Manawatu Softball) and Darryl June (Jets Basketball), because of their knowledge and ability to assist the meeting in speaking to their item and answering questions, noting that such persons will be present at the meeting only for the items that relate to their respective reports.

Clause 205-18 above was carried 13 votes to 0, the voting being as follows:

For:

The public part of the meeting finished at 12.25pm

Confirmed 25 February 2018

Mayor

Council - Part I 19 December 2018

Recommendations from Committee

TO: Council

MEETING DATE: 19 December 2018

TITLE: Presentation of the Part I Public Planning and Strategy Committee Recommendations from its 3 December 2018 Meeting

Set out below are the recommendations only from the Planning and Strategy Committee meeting Part I Public held on 3 December 2018. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

78-18

Wastewater Pressure Sewer Policy

Memorandum, dated 6 November 2018 presented by the Transport & Infrastructure Manager, Robert van Bentum.

The COMMITTEE RECOMMENDS

1. That the Palmerston North City Council Pressure Sewer Systems Policy, as attached to the memorandum dated 6 November 2018 and titled `Wastewater Pressure Sewer Policy’ be adopted with the suggested amendments.

2. That the Chief Executive be instructed to undertake a cost and benefit analysis of Council taking responsibility for the Kingsdale Park Subdivision pressure sewer system and any other pressure sewer system.

79-18

Consideration of Policy for the Use of Public Space

Memorandum, dated 16 November 2018 presented by the Strategy & Policy Manager, Julie Macdonald.

The COMMITTEE RECOMMENDS

1. That the `Draft Policy for the Use of Public Space’ as attached to the memorandum dated 16 November 2018 and titled `Consideration of Policy for the Use of Public Space’ be approved for consultation.

2. That the Chairperson and Deputy Chairperson of the Planning and Strategy Committee be authorised to make minor amendments to the Draft Policy for the Use of Public Space prior to consultation.

3. That the Chief Executive be instructed to undertake public consultation on the Policy for the Use of Public Space.

80-18

Urban Fire Control Bylaw 2016 Revocation

Memorandum, dated 26 October 2018 presented by the Strategy & Policy Manager, Julie Macdonald.

The COMMITTEE RECOMMENDS

1. That Council revoke the Urban Fire Control Bylaw 2016 in accordance with Section 152B of the Local Government Act 2002.

81-18

Signs Review

Memorandum, dated 12 November 2018 presented by the Strategy & Policy Manager, Julie Macdonald.

The COMMITTEE RECOMMENDS

1. That the Committee receive the report titled Review of City Signs as attached to the memorandum dated 12 November 2018 and titled `Signs Review’ and note the recommendations contained within it.

2. That the Chief Executive be instructed to provide the Committee with an update on progress towards implementing the recommendations of the Review of City Signs report attached to the memorandum dated 12 November 2018 and titled `Signs Review’ at the May 2019 Planning and Strategy Committee meeting.

82-18

Draft Waste Management and Minimisation Plan 2019 (WMMP) - Approval for Consultation

Report, dated 13 November 2018 presented by the Transport & Infrastructure Manager, Robert van Bentum.

The COMMITTEE RECOMMENDS

1. That the proposal to reduce the cost of collection bags and the proposal to ban 240L bins be removed from the consultation on the Draft Waste Management and Minimisation Plan 2019 (WMMP).

2. That the Waste Management and Minimisation Plan (WMMP) 2019 Statement of Proposal, as shown in attachments 1 and 2 combined of the report dated 13 November 2018 and titled `Draft Waste Management and Minimisation Plan 2019 (WMMP) – Approval for Consultation’ be deferred to the Council meeting on 19 December 2018.

4. That the associated Communications Strategy be presented to the Council meeting on 19 December 2018.

5. That the proposed target of an increase in the proportion of waste diverted from landfill be increased from 6% to 10% by 2024.

83-18

Carbon Emission Inventories

Memorandum, dated 19 November 2018 presented by the Acting General Manager – Strategy and Planning, David Murphy.

The COMMITTEE RECOMMENDS

1. That the CEMARS internal carbon audit, and the Palmerston North City carbon emission inventory, as attached to the memorandum titled `Carbon Emission Inventories’ dated 19 November 2018 is received.

2. That the Council’s consequent achievement of CEMARS carbon management certification is noted.

3. That the proposed direction for the development of the ‘Low Carbon Road Map’ consultation is noted.

4. That the Strategic Report on the NZ Energy Certificate System as attached to the memorandum titled `Carbon Emission Inventories’ dated 19 November 2018 is received, and Council note that no further action will be taken regarding the NZ Energy Certificate System.

5. That the Chief Executive be instructed to finalise the Emissions Management and Reduction Plan and report back to Council.

84-18

Late Item - Monrad/Pencarrow/Ronberg Intersection

The COMMITTEE RECOMMENDS

1. That the Chief Executive be instructed to report back to the Planning and Strategy Committee on all practical options and costings for safety improvements at the Monrad/Pencarrow/Ronberg intersection following public consultation, prior to a final decision being made on how to proceed.

Attachments

Nil

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 25 February 2019

TITLE: Transfer of Part II (public excluded) Information to Part I (publicly available)

DATE: 19 February 2019

Presented By: Sheryl Bryant, General Manager - Strategy & Planning

APPROVED BY: Heather Shotter, Chief Executive

RECOMMENDATION TO Council

1. That the report dated 19 February 2019 and titled “Transfer of Part II (public excluded) Information to Part I (publicly available)” by the General Manager, Strategy and Planning be received.

1. ISSUE

This report addresses the recent issues arising around matters that are reported in Part II and the process for transferring such information to Part I. This report provides additional contextual information related to the Notice of Motion presented by Councillor Naylor “That the Chief Executive be instructed to provide a report outlining the Part 2 decisions made over the past 2 years, what information has been released, and what information has not been released including the reason for withholding the information.”

This report also addresses the following recommendations passed at the February 2019 Audit and Risk Committee:

· “That the Chief Executive be instructed to report on all Committee/Council Part II matters that have been transferred to Part I (over the last 12 months), the establishment of a public register of transferred items, and a review of the process; such report to be presented to the next Council meeting.

· That the balance of this term of Council Committee/Council Part II matters to be transferred be reported to the March Council meeting.”

2. BACKGROUND

In accordance with the Local Government Official Information and Meetings Act (the Act), councils are required to promote open and public transaction of business at meetings to enable effective participation by the public and to promote accountability of both elected members and council officials. The principle premise is that information will be accessible unless there are good reasons for withholding the information.

There are valid reasons when information will be withheld from the public. These are stated in Section 7 the Act (Appendix 1). A resolution of the Committee is required to exclude the public that meets the provisions set out in Section 7 of the Act. The release of public information is governed by Council’s Standing Order 2.16.5 for which the decision primarily rests with the Council. There is also provision for the Chief Executive to release information from a Part II meeting at his or her discretion. Reasons for the release of information can be because the reason to withhold information is no longer valid under the Act. In several cases only the decision will be released but the information upon which the decision is based continues to be withheld. By way of example, appointments to CCO Boards are considered in Part II and the appointment is released once relevant candidates have been notified, however candidates background information continues to be withheld due to personal privacy. Similarly, with infrastructure contracts information is withheld until the tender process in complete.

3. current process

The current process for the transfer of Part II information to Part I has previously taken a reactive approach of seeking the Chief Executive’s permission to release information when requested. The process has also relied on the Chief Executive exercising his or her delegation.

A review of the process is currently underway to put more weight on the Council determining the release of Part II information at the time that it is considered. This will enable a more proactive and timely release of information as the relevant factors will be considered as part of the report rather than when a request is received. A mechanism will need to be determined to ensure that any release of information is publicly accessible. This could take the form of a register similar to that attached as Appendix 2 as per the Audit and Risk recommendation and the Notice of Motion in part. However, Appendix 2 only identifies the information that has been released from Part II to Part I over the last 12 months.

A mechanism will also need to be determined to ensure that any information transferred to Part I forms part of the public Council record. Research is underway looking at what other councils do to ensure that we put in place a robust process for the future and can learn from others.

4. NEXT STEPS

4.1 Complete the review of the process of transferring Part II (public excluded) information to Part I (publicly available).

4.2 Provide in all Part II reports recommendations that address the issue of whether or not information will be released, and if so the timing and extent. This will be implemented forthwith.

4.3 Put in place the mechanism to ensure that information released from Part II to Part I is publicly accessible, for example, a register. Such mechanism to include all release of information decisions over the last term of council.

4.4 Put in place a mechanism to ensure any released information into Part I forms part of the public Council record.

4.5 Report to Council in March on the Part II information transferred to Part I, going back over this term of Council.

5. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>		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	This report contributes to Council’s priority under the Driven and Enabling Goal of exceling at good governance.

Attachments

1.	Extract From the Local Government Information and Meetings Act 1987 ⇩
2.	Draft Register - Status of Part II Information ⇩

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 25 February 2019

TITLE: Approval to formalise city partnership with Mihara, Japan

DATE: 7 February 2019

Presented By: Toni Grace, International Relations Manager, Strategy and Planning

APPROVED BY: Sheryl Bryant, General Manager - Strategy & Planning

RECOMMENDATION(S) TO Council

1. That the Council approves the formalisation of a city partnership with Mihara, Japan, during their visit to Palmerston North in March 2019.

1. ISSUE

Palmerston North has had an informal city relationship with the city of Mihara (Hiroshima Prefecture, Japan) since 2016, when contact between the city councils was first established.

Several valuable pilot projects have been advanced during this time, including an emergency management exchange, international education initiatives, and a triathlon sponsorship.

A Mayoral-led delegation from Mihara is returning to Palmerston North during March 2019 to take part in the Sister Cities New Zealand Conference and the Festival of Cultures.

They wish to use this occasion to formalise the official partnership between our cities. This memorandum seeks Council’s approval to proceed with the attached agreement.

2. BACKGROUND

Mihara is a city of similar size to Palmerston North, located in Japan’s Hiroshima prefecture. A 2014 visit by the Hiroshima New Zealand Friendship Society prompted the first community proposal for a city partnership with Mihara.

This was followed by an official Mayoral-led visit from Mihara City in November 2016, facilitated by Sister Cities New Zealand. The purpose of this visit was to discuss joint interests and a potential city-to-city connection.

Mayor Grant Smith then led a Palmerston North City delegation to Mihara in July 2017 to understand more about Mihara City and the Hiroshima Prefecture, and to further discuss the areas of cooperation and interest. This visit established contacts in education and economic fields, and founded the city emergency management knowledge exchange.

Rather than sign a formal city partnership up-front, the Mayors agreed to spend some time establishing reciprocal contact, identifying common interests, and piloting several initiatives. This was to ensure that the city partnership was viable over the long-term and would result in shared benefits for both cities. Progress on these various initiatives with Mihara have been reported to Council through the 6-monthly international relations reports.

Community support for the relationship is evident through the active involvement of both the New Zealand and Japan-based campuses of IPU, as well as local schools, sports representatives, and an active community response to the Mihara flood relief fundraising effort. IPU is also planning to sign an MOU with the Mihara City delegation in March, to extend in-country English language training.

The decision to formalise the city partnership requires no additional funding or significant increase of Council activity beyond what is already occurring informally. The partnership agreement will be managed within the existing operational budget of the international relations office. The partnership agreement also enables Mihara to access support from the Japan Council for Local Authority International Relations for future activities.

3. NEXT STEPS

Once approved by the Council, the agreement will be prepared for signing as part of the 2019 Sister Cities Conference.

Once signed, the International Relations Office will continue to provide support, oversight and reporting on the city relationship with Mihara.

The contents and activities in the agreement will be reviewed every three years to ensure continuity and momentum.

4. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>		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 1: An Innovative and Growing City
The recommendations contribute to the outcomes of the Economic Development Strategy
The recommendations contribute to the achievement of action/actions in the International Relations Plan The actions are: Develop agreements with existing international partner cities, and support their implementation. Seek out valuable international networks and innovators, and share ideas and knowledge with our international partner cities, which can be usefully applied to local issues of interest.
Contribution to strategic direction	This recommendation supports our international relations plan, and our commitment to strengthening Palmerston North’s international links.

Attachments

City Partnership Agreement between Mihara and Palmerston North 2019 (unsigned) ⇩

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 25 February 2019

TITLE: Report on Programme 829 City Wide Undergrounding of Power and Telecom Cables

DATE: 27 January 2019

Presented By: Robert van Bentum, Transport & Infrastructure Manager, Infrastructure

APPROVED BY: Tom Williams, Chief Infrastructure Officer

RECOMMENDATION(S) TO Council

1. That Council approves a change in the funding arrangements for Programme 829 City Wide Undergrounding of Power and Telecom Cables from an annual recurring sum to a provisional sum not eligible for carry forward to the amount of $350,000 to be used to support undergrounding works only when the utility provider is undertaking scheduled renewal or upgrade of the above ground network.

2. That the budget for the 2018/19 Transport Capital New Programme 713 & 829 City Wide Undergrounding of Power and Telecom Cables be revised from $1,185,607 to $285,607 to enable reallocation of a surplus of $450,000 to Capital New Programme 57 – He Ara Kotahi Downstream Pedestrian/Cycle Bridge Construction and $450,000 to Capital New Programme 977 – Manawatu River (Fitzherbert Bridge to Linton) Cycle Pedestrian Pathway.

1. ISSUE

1.1 Council has approved an annually recurring Programme 829 City Wide Undergrounding of Power and Telecom Cables with an annual budget of $350,000 to enable Council to part fund in collaboration with Chorus and Powerco the staged undergrounding of the remaining above ground power and telecom utilities network within the city.

1.2 The genesis of the programme dates to a time when Council owned the electricity lines network for the central part of the city as the Municipal Electricity Department (MED). The MED had an annual programme of investing in undergrounding power services in conjunction with network renewal and upgrades, consistent with the Council’s vision to completely underground all networks in the City.

1.3 Through the various changes in ownership structure the obligation for undergrounding the original MED / CentralPower network area was transferred. Ultimate responsibility for completing undergrounding passed to Powerco, with the final streets undergrounded in the 2008-09 financial year, such that all the streets in the former ElectroPower area have now been undergrounded in accordance with that agreement.

1.4 Since that time Council has been working to advance undergrounding of the remainder of the above ground network. Council has advocated for and facilitated this by negotiating with other utility providers, especially when Council roading upgrades were being implemented.

1.5 For some years, following completion of the undergrounding commitment, PowerCo had an active programme of investment in renewing above ground assets (poles and wires) which provided an opportunity for Council to cost share to ensure new infrastructure was installed underground. While some progress was made over the period from 2010 to 2014, there has been a marked drop off in renewal investment by the utility owner so that opportunities for Council to achieve undergrounding of the remaining above ground network has significantly declined.

1.6 The decision on undergrounding of the power and telecom network is now one taken by the utility providers purely on an asset condition and life cycle cost, such that if the poles and wires are in good condition there is no driver for network renewal and therefore no opportunity for Council to provide funding to support undergrounding rather than replacement above ground.

1.7 With the change in ownership from Council to private utility provider, the commitment to invest in undergrounding for amenity and resilience benefits has been replaced by the drive to minimise life cycle costs. The current owner Powerco has been steadily replacing aging poles within their network, such that they now consider the residential above ground network to be in good condition with significant residual life.

1.8 As a result, Council’s programme funding provision has been largely unspent over the last four years, leading to a substantial cumulative carry forward. Given the change in the focus of the utility provider, it is now timely to re-visit the purpose and scope of Programme 829. This report seeks Council approval for a change in approach to this programme and a re-allocation of current savings to the He Ara Kotahi programme of work.

2. BACKGROUND

2.1 Council’s involvement in the undergrounding of power and telecom cables dates to the period when Council owned the Municipal Electricity Department (MED) in common with most local authorities across New Zealand. Most of the central part of Palmerston North fell within the MED service area. While in Council ownership, there was an active annual programme of undergrounding of above ground power cables.

2.2 In 1991 the Council MED was rebranded as ElectroPower then from 1 January 1993 corporatised as ElectroPower Ltd (owned by Council) and the undergrounding programme continued under their management. In December 1996 the Council merged ElectroPower with the neighbouring entity, Central Power Ltd and became a significant minority shareholder in the new combined entity that retained the name Central Power Ltd. One of the contractual terms of the merger was that the undergrounding programme in the original MED / ElectroPower area of the city would be completed within approximately ten years.

2.3 The Council received an annual report from PowerCo outlining progress in meeting this obligation. Appendix 5 includes a copy of the 2004 annual report issued by Powerco, reporting on the undergrounding works. This details the scope of works completed from 1995-96 to 2003-04 and the planned programme or work to complete undergrounding by 2008-09.

2.4 In September 2000 the New Plymouth District Council purchased Central Power and merged it with its own entity Powerco Ltd, and the new entity traded as PowerCo. PowerCo inherited the contractual commitment to complete the undergrounding programme. PowerCo fulfilled its commitment by completing the undergrounding of the ElectroPower area of the city in approximately 2008-09.

2.5 The Council has been keen to advance underground the remainder of the above ground network and has advocated and sought to facilitate this by negotiating with the utility providers. Typically this has involved Council funding the installation of ducts in the roads at the time when major road renewal works are being implemented.

2.6 A review of the network data and Council records confirms that 100% of the MED area has been undergrounded which corresponds to 90% of the power and telecom utility network within the Palmerston North urban area. The remaining areas are confined to the outer areas of the city and Ashhurst which fell into a different electricity lines company. Plans showing the extent of the remaining above ground network in Palmerston North and Ashhurst are included at Appendix 1 and 2 respectively.

3. Above Ground Power and Telecom Cable Network

3.1 There are approximately 74 streets in Palmerston North and Ashhurst where the power lines are above ground. In Palmerston North most of this network includes above ground copper telecom cables, whereas in Ashhurst 90% of the telecom cable network is underground. The extent of the above ground power supply network is approximately 20% of the combined Palmerston North and Ashhurst urban networks.

3.2 Council has been taking the opportunity where presented to invest in installation of power and telecom cable ducts when roading or utility upgrade projects have been implemented. This means that in several locations a significant portion of the undergrounding costs have already been incurred without any cables having been installed. These locations are summarised in Table 1.

Table 1. Summary of Installed Power Cable Ducts Not Yet Utilised by Powerco

Areas with Installed Power Ducts	Lengths (m)	Costs Incurred
Peters Ave and Benmore Ave Areas	1015	$560,000
Kettle Ave area	645	$368,000
Totals	1,660	$928,000

4. Options to advance undergrounding work

4.1 To understand how Council might effectively promote and support further undergrounding, Officers have held detailed discussions with senior Powerco staff. These discussions have identified two potential approaches by which undergrounding of existing above ground utility services could be advanced. These alternative approaches are summarised as:

· Option 1. Council Funding of Undergrounding as a Customer.

· Option 2. Council Support for Scheduled Network Renewals Only

5. Option 1 - Council as Customer

5.1 In the absence of any specific asset condition issues or benefits, Powerco have advised Officers that further significant undergrounding of the power supply network can only be achieved if Council become a ‘Customer’. As a customer, Council would effectively be required to fund most of the undergrounding cost. The Electricity Act recognises the benefit to the utility company from replacement of existing assets by requiring a minimum contribution to any renewal project of 27% of the cost of the work. A higher contribution may be achieved by agreement.

5.2 Officers have scoped out the extent of the above ground network and estimated the cost to Council to achieve full undergrounding of all the above ground utilities in Ashhurst and Palmerston North to be more than $32 million and the time to achieve full undergrounding at current rates of investment ($350,000 per annum) to be 90 years.

5.3 While the legislation sets out the minimum funding obligation from the utility provider, implementing any undergrounding project requires collaboration with utility providers on the following additional issues:

· Ensuring the utility provider has budgeted for their contribution

· Ensuring the design is to the standard required by the utility provider

· Engaging one of the limited number of contractors approved to work on the utility providers network

· Ensuring that the telecom cables can also be undergrounded or removed at the same time e.g. where all properties are connected to the fibre network, otherwise the copper telecom lines would need to remain overhead and the poles in place, until all properties can be moved to the fibre network

5.4 Key advantages of this approach include:

· greater certainty for Council in respect of the specific outcomes and areas to be undergrounded

· greater control over the progress and timing of work given that Council are funding the majority share of the work done

5.5 Key disadvantages of this approach include:

· the significant capital cost of achieving undergrounding of the remaining above ground network

· the relatively low value of the capital investment given the significant number of other competing priorities for investment by Council

· the inequity of Council funding most of the cost of renewals to assets it does not own or have any control over

5.6 Council staff completed detailed scoping and pricing for undergrounding works in 2017. This work has been used to develop costs estimates for undertaking the work in today’s costs. A summary of the costs, for both Palmerston North and Ashhurst, with a breakdown by street and an assumed contribution from each party, under the Option 1 model, area attached as Appendix 3 and 4.

5.7 It is clear from the budget that under a ‘Customer’ model, Council would only be able to underground one or two streets or blocks per annum, using the current budget allocation of $350,000.

5.8 Given the limited funds available for the programme, it would be necessary to develop priorities to enable rational allocation and programming of the work. A possible priority ranking might be along the following lines:

· Priority 1 - Areas where ducting for power and/or telecom cables has already been installed and paid for

· Priority 2 - Areas where the above ground infrastructure conflicts with other Council projects and undergrounding will enhance the overall outcomes e.g. shared pathways, roading safety projects

· Priority 3 - Areas in which undergrounding will provide a significant amenity or public utility value – e.g. Cambridge Ave – Ashhurst Town Centre

6. Option 2 - Council support for scheduled renewals ONLY

6.1 The alternative approach is to collaborate with the utility provider and look to support renewal and upgrade projects as they are confirmed and scheduled. Council funding would be available to cover the difference in cost between the utility provider replacing above ground assets with new above ground assets and the assumed higher costs for constructing below ground assets.

6.2 Key advantages of this approach include

· significantly lower costs for Council in respect of any specific project as these will be limited to the cost difference between above ground renewal and undergrounding

· funds currently allocated to Programme 829 above currently committed allocations can be declared surplus and reallocated to higher priority programmes

· long run funding obligations for the programme will be significantly lower given the utility owner’s current indications of renewal investment

6.3 Key disadvantages of this approach include:

· the level of achievement in terms of undergrounding will be uncertain and dependent on programmed upgrades and renewals determined by the utility provider

· progress with further undergrounding of the above ground network will be slow and is unlikely to meet resident expectations that the remainder of the network be undergrounded in a reasonable time frame

6.4 If Option 2 is adopted then it is appropriate that the funding allocation for Programme 829 be considered a provisional budget available to be used only if and when required in the same way as subdivision contributions currently for roading and three waters.

7. Recommendations

7.1 With the change in ownership of the power and telecom utilities, the original focus and commitment to undergrounding of above ground utilities have been diluted and replaced with investment based on optimising returns. This has resulted in a significantly lower level of renewal and upgrading of the network. Council will need to invest significantly more money to achieve undergrounding of the remaining above ground network.

7.2 While a minor contribution to achieving undergrounding could be justified by the broader amenity and resilience benefits to the community, the level of benefits do not support Council bearing up to 73% of any undergrounding costs, particularly as the asset created is owned by a private monopoly entity.

7.3 In the light of the significant cost to Council of the Option 1 approach, the slow rate at which undergrounding work would be able to proceed and the other significant demands on Council’s limited funding, it is not recommended that Council agree to fund the majority share of undergrounding costs.

7.4 Officers consider the preferred approach to undergrounding to be a continuation of the collaborative approach set out as Option 2, whereby Council provides funding support for undergrounding if and when the utility owner is looking to renew or upgrade the above ground assets. Under this arrangement, it is recommended that Programme 829 be considered a provisional sum, with no carry forward. If additional funding is required in any one year, approval would be sought from Council for any additional sum.

8. Summary

8.1 Following several years during which there has been no significant renewal of above ground power and telecom cable services by the utility providers, Council’s Programme 829 funding has been carried forward. Officers have confirmed in discussion with Powerco and Chorus that significant investment in the renewal of the above ground network is now unlikely given recent investment in renewal of the above ground assets.

8.2 If Council wishes to achieve measurable and predicable undergrounding of the above ground network then the only approach appears to be for Council to assume the role of ‘Customer’ (Option 1) and agree to fund up to 73% of the cost of any project. However, unless significant additional funds are approved by Council, the rate of progress will be slow. Without significant additional funding prioritisation of the focus of the work will be required.

8.3 The alternative approach (Option 2) would see Council supporting renewal or upgrade work as and when the utility provider programmed this to occur. Given the assessed condition of most of the above ground network, Powerco have indicated to Council Officers that scheduled renewal work will be infrequent. In this case Programme 829 would be considered a provisional budget allocation, in the same way as subdivision contribution programmes for roading and three waters.

8.4 Officers recommend that Council approve a change in the status of Programme 829 from an annual budget of $350,000 which can be carried forward to a provisional sum allocation only.

8.5 Officers also recommend that $900,000 of the current Programme 829 budget be declared surplus and reallocated to Programmes 57 and 977 to offset additional budget expenditure.

9. NEXT STEPS

9.1 If Council adopts the recommendation for Programme 829 to be considered a provisional allocation of funds to support undergrounding when major renewal is scheduled, then Officers will advise the utility providers that this is the approach.

9.2 As currently there are no major upgrades planned, the uncommitted funds would be declared surplus and reallocated to another programme of work.

10. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter clause>		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 1: An Innovative and Growing City
The recommendations contribute to the outcomes of the City Development Strategy
The recommendations contribute to the achievement of action/actions in the Strategic Transport Plan The action is: - Identify and implement a package of safety measures across the network. - Maintain road corridor environment, aesthetics and amenities e.g. trees and street furniture
Contribution to strategic direction	The programme supports the undergrounding of the above ground power and telecom cable assets of Chorus and Powerco. This contributes amenity and some selected safety benefits in some of the locations where the work is being undertaken. The original scope of the work was partial funding support by Council for existing network provider renewal programmes.

Attachments

1.	Appendix 1 Palmerston North Remaining Above Ground Network ⇩
2.	Appendix 2 Ashhurst Remaining Above Ground Network ⇩
3.	Appendix 3 Estimated Costs for Undergrounding Remaining PN Network ⇩
4.	Appendix 4 Estimated Costs for Undergrounding Remaining Ashhurst Network ⇩
5.	Appendix 5 2004 Powerco Progress Report on Undergrounding Programme ⇩

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