PALMERSTON NORTH CITY COUNCIL
Committee of
Council MEETING
4 March 2019
Order of Business
NOTE: The
Committee of Council meeting coincides with the ordinary meeting of the Planning and Strategy Committee. The Committees
will conduct business in the following order:
- Planning and Strategy Committee
- Committee of Council
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. Public
Comment
To receive comments from members of
the public on matters specified on this Agenda or, if time permits, on other
Committee matters.
(NOTE: If the
Committee wishes to consider or discuss any issue raised that is not specified
on the Agenda, other than to receive the comment made or refer it to the Chief
Executive, then a resolution will need to be made in accordance with clause 2
above.)
5. Confirmation
of Minutes Page 7
“That the minutes of the
Committee of Council meeting of 11 June 2018 Part I Public be confirmed as a
true and correct record.”
6. Annual
Budget (Plan) 2019/20 (Year 2 of the 10 Year Plan 2018-28) - Adopting
Supporting Information and the Consultation Document Page 13
Memorandum, dated 18 February
2019 presented by the Strategy Manager Finance, Steve Paterson.
7. Exclusion
of Public
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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:
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General
subject of each matter to be considered
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Reason for
passing this resolution in relation to each matter
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Ground(s)
under Section 48(1) for passing this resolution
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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), Executive Officer (Sandra
King), 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 Executive
Leadership 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].
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Palmerston North City Council
Minutes of
the Committee of Council Meeting Part I Public, held in the Council Chamber,
First Floor, Civic Administration Building, 32 The Square, Palmerston North on 11 June 2018,
commencing at 9.02am
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Members
Present:
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The Mayor (Grant Smith) (in the Chair)
and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad,
Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim
Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and
Aleisha Rutherford.
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Apologies:
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Councillor Tangi Utikere (for lateness).
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Councillor Vaughan
Dennison entered the meeting at 9.05am at the conclusion of clause 9. He was
not present for clauses 8 and 9.
Councillor Tangi
Utikere entered the meeting at 10.05am at the during consideration of clause 11. He was not present
for clauses 8 to 10 inclusive.
Councillor Rachel
Bowen left the meeting at 2.50pm
during consideration of clause 13. She was not
present for clause 13.
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8-18
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Apologies
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Moved Grant Smith, seconded Leonie Hapeta.
The
COMMITTEE RESOLVED
1. That
the Committee receive the apologies.
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Clause 8-18 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, Gabrielle
Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson,
Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.
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9-18
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Late
Items
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Moved Grant Smith, seconded Rachel Bowen.
The
COMMITTEE RESOLVED
1. That subject to Section 46A(7) of the Local
Government Official Information and Meetings
Act 1987 and in accordance with the advice by the
Chairperson the following item be considered as an urgent item:
(i) Document,
entitled, 2018 Vison and Goals Principles
(ii) Document,
entitled, Draft 10 Year (Long Term) Plan
(iii) 2018
Development Contributions Policy
(iv) Significance
and Engagement Policy
As the items were not
available at the time the Agenda was circulated; and consideration
of the items was a matter of urgency, requiring a decision without
delay to enable the Council to manage relationships, meet deadlines,
finalise decisions and receive information within agreed timeframes.
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Clause 9-18 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, Gabrielle
Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson,
Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.
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Councillor Vaughan Dennison entered the meeting at
9.05am
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10-18
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Confirmation of Minutes
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Moved Grant Smith, seconded Susan Baty.
The
COMMITTEE RESOLVED
1. That
the minutes of the Committee of Council meeting of 28 May 2018 Part I Public be
confirmed as a true and correct record.
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Clause 10-18 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,
Duncan McCann, Karen Naylor, Bruno Petrenas and Aleisha Rutherford.
Abstained:
Councillor Gabrielle Bundy-Cooke.
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11-18
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Approving the 2018-28 Long-term Plan for Audit (including
the Financial and Infrastructure Strategies), Revenue and Financing Policy,
Development Contributions Policy, and Significance and Engagement Policy
Memorandum, dated 4 June 2018
from the Head of Community Planning, Andrew Boyle.
Councillor
Tangi Utikere entered the meeting at 10.05am
In discussion Elected Members
noted that the operating programme for Footpaths maintenance (programme
1567), should show that the base cost of the operating programme
is $210,000.
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Moved
Vaughan Dennison, seconded Lorna Johnson.
Note:
On a motion to amend the recommendation 11.1 below
so that the words “to 3” be removed, the motion was carried 14
votes to 2 The substantive motion was then voted upon.
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For:
The Mayor (Grant Smith) and
Councillors Brent Barrett, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke,
Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann,
Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
Against:
Councillors Susan Baty and
Leonie Hapeta.
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Moved Brent Barrett, seconded Aleisha Rutherford.
The COMMITTEE
RECOMMENDS
1. That the Chief Executive specify
ratepayer investment of $210K into Programme 1567
for Year 1.
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Clause 11.1 above was
carried 13 votes to 3, the voting being as follows:
For:
The Mayor (Grant Smith) and
Councillors Brent Barrett, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke,
Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan
McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
Against:
Councillors Susan Baty, Jim
Jefferies and Karen Naylor.
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Moved Grant Smith, seconded Tangi Utikere.
2. That the 2018
Vision, Goals and Principles (separately attached as appendix 1) be adopted.
3. That the 2018
Development Contributions Policy (separately attached as Appendix 3) be
adopted.
4. That the
Significance and Engagement Policy be amended (separately attached as
Appendix 4) to reflect the Council’s new Vision, Goals and Strategies.
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Clauses 11.2 to 11.4 inclusive above were 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 and
Aleisha Rutherford and Tangi Utikere.
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Moved Grant Smith, seconded Tangi Utikere.
5 That
the Revenue and Financing Policy, as shown in the draft of the Long-term Plan
(separately attached as Appendix 2), be adopted.
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Clause 11.5 above was carried 14 votes to 2, the
voting being as follows:
For:
The
Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen,
Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Jim
Jefferies, Lorna Johnson, Duncan McCann, Bruno Petrenas, Aleisha Rutherford
and Tangi Utikere.
Against:
Councillors Vaughan Dennison and Karen Naylor.
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Moved
Grant Smith, seconded Tangi Utikere.
The COMMITTEE RESOLVED
6. That the 2018-28 Long term Plan be approved for
referral to Audit.
7. That the final audited 2018-28 Long term Plan be considered for
adoption at a meeting of the Council on 25 June
2018.
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Clauses 11.6 and 11.7 above
were carried 14 votes to 2, 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, Lorna Johnson,
Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
Against:
Councillors Jim Jefferies
and Karen Naylor.
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Note:
On
a motion that: For Years 1 - 10 of the 2018-28 LTP, the Chief Executive
restore the level of ratepayer investment in Programme 64 (City-wide -
Footpath Renewals and Replacements) to the level in the Consultation draft, the
motion was lost 7 votes to 8, with 1 abstention, the voting being as follows:
For:
Councillors Brent Barrett,
Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Duncan McCann, Bruno
Petrenas and Aleisha Rutherford.
Against:
The Mayor (Grant Smith) and
Councillors Susan Baty, Rachel Bowen, Adrian Broad, Vaughan Dennison, Jim
Jefferies, Lorna Johnson and Karen Naylor.
Abstained:
Councillor Tangi Utikere.
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The meeting adjourned at 11.05am
The
meeting resumed at 2.00pm
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12-18
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Adoption of Council strategies as the foundation of the
10 Year Plan
Memorandum, dated 24 May 2018
from the Strategy & Policy Manager, Julie Macdonald and the City Planning
Manager, David Murphy.
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Moved
Grant Smith, seconded Tangi Utikere.
The COMMITTEE RECOMMENDS
1. That the City
Development Strategy, Economic Development Strategy, Creative and Liveable
Strategy, Connected Community Strategy, and Eco City Strategy, as adopted by
Council on 5 March 2018, are adopted as the foundation documents for the
2018-28 10 Year Plan.
2. That the
following Council documents are rescinded at 30 June 2018:
Active
Recreation Strategy
Arts
Strategy
Biodiversity
Strategy
Economic
Well-being Strategy
Events
and Festivals Strategy
Heritage
Strategy
Integrated
Transport Strategy
Māori Community Strategy
Residential
Growth Strategy
Rural
Residential Land Use Strategy
Retail
Strategy
Industrial
Land Use Strategy
Safe
City Strategy
Social
Strategy
Social
Housing Strategy
Sustainable
City Strategy
Sustainable
Practices Strategy
Urban
Design Strategy
3. That all plans
under the five strategies be updated to reflect the Council decisions made
during the 10 year plan deliberations to provide the detailed direction for
Council activities over the next three years.
4. That the relevant priorities from the five strategies form the
basis for the funding decisions made under the Community Funding Policy.
5. That
the Social Housing Guidelines (consulted on through the 10 Year Plan process
as the ‘Council Housing Rental Guidelines’) be updated to reflect
the Council decisions made during the 10 year plan deliberations.
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Clause 12-18 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.
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13-18
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2017 Asset Management Plan Review
Memorandum, dated 25 May 2018 from the Special Projects
Manager, Phil Walker.
Councillor
Rachel Bowen left the meeting at 2.50pm
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Moved
Grant Smith, seconded Tangi Utikere.
The COMMITTEE RECOMMENDS
1. That
the asset management plans for Property, Recreational & Community
Facilities, Roading & Parking, Rubbish & Recycling, Stormwater,
Wastewater and Water Supply (as represented by the Executive Summaries
attached) be endorsed and that in doing so the following be noted:
· That the plans have been prepared in a manner
which reflects current best practice
· That the plans have been peer review by a
qualified external reviewer (AECOM) who has concluded that they are overall
of a high standard
· That the plans were used to inform the preparation
of the draft 30 Year Infrastructure and Financial Strategies, the Development
Contributions works schedule as well as the budgets and programmes
incorporated in the proposed 10 Year Plan 2018-28 and they are formulated
using consistent key forecasting assumptions regarding asset life, levels of
service and city growth.
2. That any minor amends to the
Asset Management Plans be approved by the Mayor and Deputy Mayor.
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Clause 13-18 above was
carried 14 votes to 1, the voting being as follows:
For:
The Mayor (Grant Smith) and
Councillors 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.
Against:
Councillor Brent Barrett.
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The public part of the meeting finished at 2.52pm
Confirmed 4 March 2019
Chairperson
PALMERSTON NORTH CITY COUNCIL
Memorandum
TO: Committee
of Council
MEETING DATE: 4
March 2019
TITLE: Annual
Budget (Plan) 2019/20 (Year 2 of the 10 Year Plan 2018-28) - Adopting
Supporting Information and the Consultation Document
DATE: 18
February 2019
Presented By: Steve
Paterson, Strategy Manager Finance, Finance
APPROVED BY: Grant
Elliott, Chief Financial Officer
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RECOMMENDATION(S) TO Council
1. That
the Chief Executive incorporate the following amendments (if any) to the
draft of the supporting information and the Consultation Document for the
2019/20 Annual Budget.
2. That
following (amended to incorporate amendments in recommendation 1) be adopted
as supporting information that has been relied upon to prepare the
Consultation Document for the 2019/20 Annual Budget (Plan):
· Financial overview and forecast
financial statements
· Annual Budget (Plan) Disclosure
Statement
· Groups of Activities information,
including financial forecasts and programme schedules
· Significant forecasting assumptions
· Descriptions of the proposed rating
system, rates and funding impact statements
· Descriptions of proposed levels of
service for Council activities and performance measures
3. That
the Consultation Document (amended to incorporate amendments in
recommendation 1) for the 2019/20 Annual Budget (Plan) be adopted.
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1. ISSUE
1.1 The Council is required to adopt an
Annual Budget[1]
for 2019/20. As changes are proposed to the rating system the process involves
the adoption of supporting information and a Consultation Document. A
draft of these two documents has been prepared for Committee
consideration.
1.2 The Committee’s recommendations
will be presented to a Council meeting on 18 March for adoption.
2. BACKGROUND
2.1 Under
Local Government legislation, the Council is not required to consult on an
Annual Budget unless there is significant change to levels or service, funding
issues, strategic assets by comparison with the particular year of the 10 Year
Plan. The Council must still adopt an annual plan prior to 30 June 2019.
2.2 There
are no significant changes to year 2 (2019/20) of the 10 Year Plan in terms of
the proposed outcomes and service deliverables. However, there are
proposed changes to some aspects of the rating system and as a consequence the
Council has chosen to consult. It therefore must produce a Consultation
Document and supporting information.
2.3 The
proposed Consultation Document (attached) highlights what changes there are
from year 2 of the 10 Year Plan, primarily due to changed circumstances and
updated timelines for some programmes. It particularly focuses on the changes to the rating system
designed to moderate the impact of the city revaluation.
2.4 The
legislative intent is that the Council no longer publishes a full draft of the
Annual Plan. However, much of the information that would have been in the
draft plan is still required to be adopted as supporting information and made
publicly available, particularly through Council’s website.
2.5 Preparation
of the material for consideration at this meeting has been assisted by
direction received from elected members at a workshop/briefing held in
February.
2.6 A
strategy for public engagement has been developed. This will include
provision of the final Consultation Document and Supporting Information on
Council’s website and at the Council office and City and branch
libraries, from 19 March.
2.7 Given
there is no material change to the direction outlined in the 10 Year Plan it
would not be appropriate to hold a series of information sessions throughout
the City. Such meetings have not been well attended in the past, even when the
more substantive 10 Year Plan was being presented. However, two
information sharing sessions are proposed – one during the daytime and
the other in the evening.
2.8 It
is intended that the proposed rates for each property will be able to be viewed
on the Council’s website – it is also planned that the site will
show what the rates would be if there were to be no change to the rating
system.
2.9 As
usual the public will have the option of making a submission and speaking to a
Council Hearings’ Committee.
2.10 Following
the consultation period and hearings, the Council will be required to adopt its
final Annual Budget (Plan) prior to 30 June 2019.
2.11 A
presentation, highlighting the key features of the proposed budget, will be
made at the meeting.
2.12 In
addition, attached as Appendix One, are a series of brief explanations
of some of the matters to be covered in the presentation and in particular:
· Replacement of financial system
· Central Energy Trust Wildbase
Recovery Centre operations
· Recycling revenue
· Plant & vehicle replacement
· Sports House
· Culture change programme
· Changing rates incidence (including
maps of the impact of the rates increase on individual properties) based on two
scenarios – one with no change to the level of the UAGC or differential
surcharges and the other with the proposed $500 UAGC and changes to the
differential surcharges.
2.13 In
the context of the legislation the following are being considered the
supporting information to be adopted by the Council:
· Financial overview
and forecast financial statements
· Annual Budget
(Plan) Disclosure Statement
· Groups of
Activities information, including financial forecasts and programme schedules
· Significant
forecasting assumptions
· Descriptions of
the proposed rating system, rates and funding impact statements
· Levels of service
and performance measures
These are attached as
Appendix Two.
2 NEXT STEPS
3.1 Officers
will make any changes resulting from the Committee of Council’s
decisions.
3.2 An
updated final Consultation Document will be presented to the Council for
adoption at its meeting on 18 March 2019.
3 Compliance and
administration
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Does the Committee have
delegated authority to decide?
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No
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Are the decisions significant?
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Yes
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If they are significant do they
affect land or a body of water?
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No
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Can this decision only be made
through a 10 Year Plan?
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No
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Does this decision require
consultation through the Special Consultative procedure?
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No
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Is there funding in the current
Annual Plan for these actions?
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Yes
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Are the recommendations
inconsistent with any of Council’s policies or plans?
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No
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The recommendations contribute
to all of the Council’s goals
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The recommendations contribute
to the outcomes of all of the Council’s strategies
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The recommendations contribute
to the achievement of action/actions in all of the Council’s plans
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Contribution to strategic
direction
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The adoption of an Annual Budget
determines the funding arrangements for the achievement of the
Council’s strategic direction.
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Attachments
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1.
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Appendix One - additional explanatory information ⇩ 
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2.
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Map 1 - Whole City - % change ($690 UAGC - no change to
differentials) ⇩ 
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3.
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Map 2 - Whole City - % change ($500 UAGC - changes to
differentials) ⇩ 
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4.
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Map 3 - Whole City - $ change ($690 UAGC, no change to
differentials) ⇩ 
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5.
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Map 4 - Whole City - $ change ($500 UAGC, changes to
differentials) ⇩
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6.
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Map 5 - Urban areas - % change ($690 UAGC, no change to
differentials) ⇩ 
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7.
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Map 6 - Urban areas - % change ($500 UAGC, changes to
differentials) ⇩
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8.
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Map 7 - Urban areas - $ change ($690 UAGC, no change to
differentials) ⇩
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9.
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Map 8 - Urban areas - $ change ($500 UAGC, changes to
differentials) ⇩
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10.
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Appendix Two - Supporting Information for Consultation
Document for proposed Annual Budget 2019/20 ⇩
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11
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Draft Consultation Document (separately attached)
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