Minutes of Finance and Performance Committee

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 18 February 2019, commencing at 9.04am

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 and Duncan McCann.

Apologies:

The Mayor (Grant Smith) (lateness on Council Business) and Councillors Leonie Hapeta (early departure), Aleisha Rutherford and Tangi Utikere (lateness).

Councillor Leonie Hapeta left the meeting at 9.10am during consideration of clause 3. She was not present for clauses 3 to 8 inclusive.

Councillor Tangi Utikere entered the meeting at 9.40am during consideration of clause 5. He was not present for clauses 1 to 4 inclusive.

1-19

Apologies

Moved Vaughan Dennison, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 1-19 above was carried 13 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 and Bruno Petrenas.

2-19

Confirmation of Minutes

Moved Vaughan Dennison, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1. That the minutes of the Finance and Performance Committee meeting of 17 December 2018 Part I Public be confirmed as a true and correct record.

Clause 2-19 above was carried 13 votes to 0, the voting being as follows:

For:

3-19

Acquisition of Fitzherbert East Road site for Landfill Purposes

Memorandum, dated 8 January 2019 presented by the Property Manager, Bryce Hosking.

Councillor Leonie Hapeta left the meeting at 9.10am

Moved Susan Baty, seconded Vaughan Dennison.

The COMMITTEE RECOMMENDS

1. That Council agrees to enter into the Reverse Sensitivity Encumbrance arrangement as part of the acquisition of the Fitzherbert East Road site for Landfill Purposes.

Clause 3-19 above was carried 12 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, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor and Bruno Petrenas.

4-19

E-Waste Recycling at Ferguson Street - First Six Months of Reduced Fees

Memorandum, dated 30 January 2019 presented by the Waste Management Manager, Stewart Hay.

Moved Brent Barrett, seconded Bruno Petrenas.

The COMMITTEE RESOLVED

1. That the information provided in the Memorandum dated 30 January 2019 and titled ‘E-Waste Recycling at Ferguson Street – First Six Months of Reduced Fees’ be received by the Finance and Performance Committee.

Clause 4-19 above was carried 12 votes to 0, the voting being as follows:

For:

5-19

Quarterly Performance and Finance Report - Quarter Ending 31 December 2018

Memorandum, dated 1 February 2019 presented by the Finance Manager, Stuart McKinnon.

Councillor Tangi Utikere entered the meeting at 9.40am

Moved Karen Naylor, seconded Brent Barrett.

The COMMITTEE RESOLVED

1. That the Committee receives the December 2018 Quarterly Performance and Financial Report.

Clause 5-19 above was carried 13 votes to 0, the voting being as follows:

For:

6-19

Treasury Report for 6 months ended 31 December 2018

Memorandum, dated 25 January 2019 presented by the Strategy Manager Finance, Steve Paterson.

Moved Susan Baty, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1. That the performance of the treasury activity for the 6 months ending 31 December 2018 be noted.

Clause 6-19 above was carried 13 votes to 0, the voting being as follows:

For:

7-19

Committee Work Schedule

Moved Susan Baty, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Finance and Performance Committee receive its Work Schedule dated February 2019.

Clause 7-19 above was carried 13 votes to 0, the voting being as follows:

For:

Exclusion of Public

8-19

Recommendation to Exclude Public

Moved Susan Baty, seconded Vaughan Dennison.

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
12.	Award of Contract 3696 for Engagement of Legal Advisor for the Wastewater BPO Project	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), 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 and Infrastructure Manager (Robert van Bentum) and Commercial Advisory Manager (Fiona Dredge), 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 8-19 above was carried 12 votes to 0, with 1 abstention, the voting being as follows:

For:

Councillors Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Abstained:

Councillor Brent Barrett.

The public part of the meeting finished at 9.58am

Confirmed 18 March 2019

Chairperson