AGENDA

Council

 


 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

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

 

 

 

 

 

 

 


 

 

 


PALMERSTON NORTH CITY COUNCIL

 

 

 

 

Council MEETING

 

25 March 2019

 

 

 

Order of Business

 

1.         Apologies

2.         Notification of Additional Items

Pursuant to Sections 46A(7) and 46A(7A) of the Local Government Official Information and Meetings Act 1987, to receive the Chairperson’s explanation that specified item(s), which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded, will be discussed.

Any additions in accordance with Section 46A(7) must be approved by resolution with an explanation as to why they cannot be delayed until a future meeting.

Any additions in accordance with Section 46A(7A) may be received or referred to a subsequent meeting for further discussion.  No resolution, decision or recommendation can be made in respect of a minor item.

 

3.         Declarations of Interest (if any)

Members are reminded of their duty to give a general notice of any interest of items to be considered on this agenda and the need to declare these interests.

4.         Petition - There is no Plan B.  Lets Take Action.                                                 Page 7

5.         Confirmation of Minutes                                                                                   Page 39

“That the minutes of the ordinary meeting of 18 March 2019 Part I Public be confirmed as a true and correct record.”  

Reports

6.         City Wide Street Lighting Upgrade to Current LEDs - Progress Update and Budget Adjustment                                                                                                         Page 47

Memorandum, dated 19 February 2019 presented by the Transport & Infrastructure Manager, Robert van Bentum.

7.         Order of Candidates' Names on Voting Documents                                         Page 53

Report, dated 8 March 2019 presented by the Legal Counsel, John Annabell.

8.         Register of Part II (Public Excluded) Information for This Term of Council (2016 - 2019)                                                                                                                            Page 59

Memorandum, dated 10 March 2019 presented by the General Manager - Strategy & Planning, Sheryl Bryant.

9.         Work Schedule                                                                                                   Page 69

  

Recommendations from Committee Meetings

10.       Presentation of the Part I Public Planning and Strategy Committee Recommendations from its 4 March 2019 Meeting                                                                         Page 71

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

11.       Presentation of the Part I Public Sport and Recreation Committee Recommendations from its 11 March 2019 Meeting                                                                                Page 73

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

12.       Presentation of the Part I Public Finance and Performance Committee Recommendations from its 18 March 2019 Meeting                                                                       Page 75

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

 13.      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

14.

Presentation of the Part II Confidential Sport and Recreation Committee Recommendations from its 11 March 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), General Manager - Marketing and Communications (Sacha Haskell), Sandra King (Executive Officer) 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].

 

 

  


 

 

 


PALMERSTON NORTH CITY COUNCIL

 

Presentation

TO:                                Council

MEETING DATE:           25 March 2019

TITLE:                            Petition - There is no Plan B.  Lets Take Action.

FROM:                           Hannah Spillane and Fia Ryan

 

 

RECOMMENDATION(S) TO Council

1.   That the Council receive the petition for information.

 

 

Summary

Council received the attached petition on 15 March 2019.

The petition prayer is:

“The Transport sector makes up 20% of our total greenhouse gas emissions in New Zealand each year.  We request action to be taken by the Palmerston North City Council and the Horizons Council to switch its vehicles (eg buses, rubbish trucks) to electrical or hybrid vehicles.  While a lot is being done to reduce plastic, further action could be taken by making bans on other products in and around the city.  We would also like the Council to create better forums for meaningful engagement with young people, so we can be involved in the future of our city.  Do you agree?”

The petition has 522 signatures

 

 

Attachments

1.

Petition

 

    


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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 18 March 2019, commencing at 9.02am

Members

Present:

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 Tangi Utikere.

Apologies:

Councillor Rachel Bowen (early departure on Council Business).

 

                            Note:

                            At the commencement of the meeting a tribute was paid to those who died and were injured in the Christchurch  terror attack.  The Mayor (Grant Smith) advised that condolences had been sent from this Council to the Christchurch City Council and the Palmerston North Muslim Community. 

A moments silence was observed.

  

18-19

Apologies

 

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That Council receive the apologies.

 

Clause 18-19 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, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

  

19-19

Confirmation of Minutes

 

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That the minutes of the ordinary meeting of 25 February 2019 Part I Public and Part II Confidential be confirmed as a true and correct record.

 

Clause 19-19 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, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

 

Reports

20-19

Annual Budget 2019/20 - Final Version of Consultation Document

Memorandum, dated 11 March 2019 presented the Strategy Manager Finance, Steve Paterson.

During discussion Elected Members considered additional amendments to the Consultation Document.

 

Moved Karen Naylor, seconded Brent Barrett.

RESOLVED

1.     That the six items that have been added to page 20 of the supporting information document also be included on page 4 of the consultation document.

 

Clause 20.1 above was carried 8 votes to 7, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Duncan McCann and Karen Naylor.

Against:

The Mayor (Grant Smith) and Councillors Adrian Broad, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Bruno Petrenas and Tangi Utikere.

 

Moved Duncan McCann, seconded Rachel Bowen.

2.     That Council consults in the Annual Budget on the principle of implementing free swimming for under five year olds at Council owned swimming pools. 

 

Clause 20.2 above was carried 8 votes to 7, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Brent Barrett, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Lorna Johnson and Duncan McCann.

Against:

Councillors Susan Baty, Vaughan Dennison, Leonie Hapeta, Jim Jefferies, Karen Naylor, Bruno Petrenas and Tangi Utikere.

 

Moved Grant Smith, seconded Tangi Utikere.

3.   That recommendation 9 of clause 3-19 of the Committee of Council meeting of 4 March 2019 be amended to read:

“That the Consultation Document for the 2019/20 Annual Budget as attached to the report titled “Annual Budget 2019/20 – Final Version of Consultation Document” and dated 11 March 2019, incorporating the above amendments be adopted”.

4.   That the Mayor and Deputy Mayor be given delegated authority to make minor amendments in the finalisation of the Consultation Document.

 

Clauses 20.3 and 20.4 above were 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, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

 

Moved Vaughan Dennison, seconded Karen Naylor

 

Note:

On a motion “That programme 1430 (Sport Manawatu Sports House Contribution) be reinstated $380,000 in the 19/20 year and $1,168M in the 20/21 year and that programme 1514 (New building on Cuba Street frontage of CET Arena)”, the motion was lost 2 votes to 13, the voting being as follows:

For:

Councillors Vaughan Dennison and Karen Naylor.

Against:

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 and Tangi Utikere.

  

Recommendations from Committee Meetings

21-19

Committee of Council Part I Public - 4 March 2019

Consideration was given to Committee of Council recommendations as appended to these minutes.

 

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That the Committee's recommendation 3.2 be adopted.

 

Clause 21.1 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, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

 

Moved Grant Smith, seconded Tangi Utikere.

2.   That the Committee's recommendation 3.3 be adopted.

 

Clause 21.2 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, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

 

Moved Grant Smith, seconded Tangi Utikere.

3.  That the Committee's recommendation 3.4 be adopted.

 

Clause 21.3 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, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

 

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

4.     That the Committee's recommendation 3.5 be adopted.

 

Clause 21.4 above was carried 14 votes to 1, 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, Bruno Petrenas and Tangi Utikere.

Against:

Councillor Karen Naylor.

 

Moved Grant Smith, seconded Tangi Utikere.

5.     That the Committee's recommendation 3.6 be adopted.

 

Clause 21.5 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, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

 

Moved Grant Smith, seconded Tangi Utikere.

6.     That the balance of recommendations from the Committee of Council         meeting of 4 March 2019 be adopted, with the amendment of clause 9.

 

Clause 21.6 above was carried 14 votes to 1, 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, Bruno Petrenas and  Tangi Utikere.

Against:

Councillor Karen Naylor.

 

Moved Karen Naylor, seconded Lorna Johnson

 

Note:

On a motion “That programme 1478 N(City Advocacy) be deferred to 2021”, the motion was lost 1 votes to 13, with 1 abstention, the voting being as follows:

For:

Councillor Karen Naylor.

Against:

The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Bruno Petrenas and Tangi Utikere.

Abstained:

Councillor Leonie Hapeta.

    

 

The meeting finished at 10.39am

 

Confirmed 25 March 2019

 

 

 

Mayor



 

 

 


PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           18 March 2019

TITLE:                            Presentation of the Part I Public Committee of Council Recommendations from its 4 March 2019 Meeting

 

 

Set out below are the recommendations only from the Committee of Council meeting Part I Public held on 4 March 2019. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

3-19

Annual Budget (Plan) 2019/20 (Year 2 of the 10 Year Plan 2018-28) - Adopting Supporting Information and the Consultation Document

Memorandum, dated 18 February 2019 presented by the Strategy Manager Finance, Steve Paterson.

The COMMITTEE RECOMMENDS

2.  That the Chief Executive incorporate the following amendments to the draft of the supporting information and the Consultation Document for the 2019/20 Annual Budget.

 

3.  That the Chief Executive be instructed to investigate options to increase the utilisation of the bikes at the Junior Road Safety Park, as part of the Manawatu River Framework and in conjunction with the Esplanade User Group. 

4.   That the consultation document includes reference to the proposal for a City flag as discussed at the Planning and Strategy Committee meeting held on 4 March 2019 and requests submissions through the Annual Budget process. 

5.  That $90,000 for lagoon embankment improvements at Caccia Birch be included in the Annual Budget for consultation.

6.   That a budget of $5,000 be included for the Chief Executive to explore the possibility of repurposing of materials from the demolition of houses.

8.    That the 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.

9. That the Consultation Document (amended to incorporate amendments in recommendation 1) for the 2019/20 Annual Budget (Plan) be adopted.

10.   That the Mayor and Deputy Mayor be given delegated authority to make minor amendments to the Consultation Document.

 

 

 

 

 

Attachments

Nil

 


 

 

 


PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Council

MEETING DATE:           25 March 2019

TITLE:                            City Wide Street Lighting Upgrade to Current LEDs - Progress Update and Budget Adjustment

DATE:                            19 February 2019

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

APPROVED BY:             Tom Williams, Chief Infrastructure Officer

 

 

RECOMMENDATION(S) TO Council

1.   That the total approved budget for Capital New Programme 1086 – City Wide Street Lighting Upgrade to Current LEDs be increased by $889,204 from $6,090,869 to $6,980,073, on the basis that Council’s contribution will actually reduce by $311,009 from $2,113,786 to $1,802,780

2.   That Council note the commitment by Officers to seek an increase in the level of NZTA funding contribution of $750,000 to further reduce Council’s contribution to Programme 1086 by $750,000 to $1,052,780.

 

 

 

1.         ISSUE

1.1       Programme 1086 – City Wide Street Lighting Upgrade to Current LEDs commenced in 2015/16 with the scope of work including:

·    Upgrading all of the City’ residential streets referred to as “P” Lighting

·    Upgrading the arterial roads referred to as “V” lighting under 3 stages

o Stage 1 where the existing street light columns were compliant with the NZ standards

o Stage 2 where there was some additional design required to modify the existing street light columns to achieve compliance with the NZ Standards

o Stage 3 where specific site designs are required to achieve compliance with the NZ standards

1.2       While undertaking the work Council has incorporated into its contracts LED conversions of the State Highway street lighting administered by NZTA and road lighting at Palmerston North Airport on the expectation that the local cost portion (15%) would be met by those authorities.

1.3       Council confirmed approval to proceed with the street lighting LED upgrades over the three year period of 2015/16 to 2017/18 for an approved budget of $6,090,869. The budget was based on a split in respect of NZTA and Council’s share of 65/35, or $3,977,083 from NZTA and $2,113,786 from Council.  The total funding and contribution split in the original budget is summarised in Table 1 of this report.

1.4       As at February 2019, all the luminaires for both the “P” and “V” lighting upgrades have been ordered, received and paid for. The installation of the “P” lighting has been completed, as has Stage 1 of the “V” lighting upgrade. Implementation of stage 2 of the “V” lighting work is nearing completion. The final stage 3 of the “V” lighting work has been designed and tendered and Officers have selected a preferred provider for the final works. For reasons outlined in clause 3.4 of this report the approved programme budget is insufficient to cover completion of the full scope of work including award of the contract for installation of the Stage 3 lights.

1.5       Since the programme’s initiation in 2015-16 there have been changes in the timing, scope and funding arrangements for the programme as follows:

·    delays in procurement of the LED Luminaires, greater design requirements for stage 2, more complex traffic management on main roads and delays in agreeing NZTA contributions for the lights in the State Highway (refer clause 3.4)

·    changes in level of NZTA subsidy funding available for the work from the original 51% to 85% for work undertaken in the 2016/17 and 2017/18 financial years

 

1.6       The net effect of this change has been two-fold:

·    an increase in the estimated cost to complete the programme of $899,204 taking the total cost to complete to $6,980,073 and

·    a significant reduction in the Council share of funding required to deliver the programme of $311,000 reducing Council’s contribution to no more than $1,803,000 compared to the original budgeted amount of $2,114,000.

 

1.7       The change in overall budget and funding was original reported as part of the Part 2 Report to the June 2018 meeting of the Finance and Performance Committee of Council. The June 2018 report sought Council approval for award of the Stage 2 “V” lighting installation contract for an amount of $998,232 which was given. The June 2018 report also outlined some of the cost increases and the offsetting increase in NZTA funding available for the works.

1.8       Unfortunately, approval was not sought at that time to increase the overall project budget to reflect the higher costs and higher NZTA contribution. This report seeks Council approval for an increase to the overall programme budget, the lower Council contribution and Officers’ intention to seek further financial assistance from NZTA to reduce Council’s contribution further.

2.         BACKGROUND

2.1       Following a slow start in 2015/16 when expenditure totalled only $68,806, total expenditure on the programme has exceeded $2 million in the two subsequent years Actual expenditure has totalled $2,100,000 in 2016/17, a further $2,417,500 in 2017/18 with $1,654,000 in the first 6 months of 2018/19.

2.2       As already outlined the New Zealand Transport Agency (NZTA) has provided financial assistance for the programme of work. The extent of that funding assistance has varied due to policy changes by NZTA over the duration of the programme.

2.3       The original programme budget of $6,090,869, assumed financial assistance from NZTA of $3,977,083, based on an initial funding rate of 51% in 2015-16 increasing to 85% for both 2016/17 and 2017/18. NZTA subsequently extended the 85% subsidy through until 31 December 2021 and backdated support to the 2015-16 year. This has increased the currently approved NZTA subsidy amount to $5,122,996 reducing Council’s contribution to $1,802,780 of the final project cost.

2.4       As the approved NZTA funding level is based on the original project budget of $6,090,869, there is an opportunity to seek further NZTA funding support for the higher programme costs. If granted, this has the potential to further decrease Council’s share by up to $750,000 to a total of $1,050,000. Officers have applied to NZTA and are waiting on formal approval.

3.         Project Progress

3.1       The programme of installing the last of the “V” lighting is well advanced with stage 1 complete and stage 2 over 85% complete. The remaining stage 3 works have been scoped, designed and tendered and Officers have completed the tender evaluation and recommended award. The expected cost to complete the remaining works including contingency will be covered by the approved increase in the overall programme budget of $889,204.

3.2       The stage 3 luminaires have been purchased and are presently in storage in Palmerston North awaiting award of the tender for installation.

3.3       Should Council approve the increase in the overall programme budget, Officers will proceed with the tender award and initiate completion of the remaining programme of work. Given the delay in the award of the final tender, it is possible physical completion will not occur until July 2019, i.e. early in the 2019/20 financial year.

3.4       The higher costs for programme delivery are associated specifically with the following areas and scope of work:

·    Additional design costs for specific site designs to achieve compliance with NZ Standards.

·    Increase in luminaire costs due to the sudden surge in worldwide demand putting pressure on supply.

·    Increase in Traffic Management costs particularly in high volume arterials and State Highway sections.

·    NZTA failure to fund the State Highway portion of the street lighting upgrade within the City.

 

4.         Expenditure and funding summary – Programme 1086

4.1       Table 1 below provides a summary of the costs to date and costs to complete, along with the funding source.

Table 1            Summary of Expenditure and Funding - Programme 1086 ($000)

Description

Cost to 30 June 2018 ($000)

Cost to 31 Dec 2018

Cost to complete

2018-19 ($000)

Total

“P” and “V” lighting

$4,586

$1,650

$744

$6,980

 Percentage Expenditure

66%

24%

10%

 100%

Funding Approved or Provided ($000)

Description

 

Original Funding Approval

Revised Funding Approval

Net Funding

Change

NZTA (confirmed funding)

 

$3,977 

$5,177*

+$1,200

Council (Local share)

 

$2,114 

$1,803

-$311

Gross Project Cost

 

$6,091

$6,980

+$889

* NZTA funding level based on 85% of currently approved funding $6.091 million

 

5.         Summary

5.1       Programme 1086 City Wide Upgrading of Street Lights to LEDs is near completion following a slow start late in the 2016/15 financial year. During programme implementation, higher costs associated with purchase of luminaires and installation of “V” lights in some collector streets have resulted in an increase in overall programme costs of approximately $889,000.

5.2       During the implementation of the programme, NZTA extended the period during which the higher 85% subsidy contribution was available, decreasing the Council contribution for the programme by $311,000 to $1,803,000.

5.3       The increase in subsidy has more than offset the impact of the higher programme delivery costs. Officers are approaching NZTA to request additional subsidy for the programme costs above the current approved NZTA funding cap. If successful this has the potential to further reduce Council’s contribution by a further $750,000 to a total contribution $1,050,000.

6.         NEXT STEPS

6.1       Following approval of the higher budget for Programme 1086, Council Officers will proceed with awarding the contract for the final work package to install the remaining “V” lights and look to confirm the additional NZTA funding support.

7.         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 4: An Eco City

The recommendations contribute to the outcomes of the Eco City Strategy

The recommendations contribute to the achievement of action/actions in the Energy Plan

The action is: Progressively upgrade all lighting fixtures to LEDs (by end of 2022/2023).

Contribution to strategic direction

The programme delivers significant and measurable reductions in the energy demand of the transport activity contributing both to significant operational cost savings and reductions in greenhouse gas emissions.

Attachments

Nil       


 


 

 

 


PALMERSTON NORTH CITY COUNCIL

 

Report

TO:                                Council

MEETING DATE:           25 March 2019

TITLE:                            Order of Candidates' Names on Voting Documents

DATE:                            8 March 2019

PRESENTED BY:            John Annabell, Legal Counsel, Strategy and Planning

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

 

 

RECOMMENDATION(S) TO Council

1.       That, pursuant to Regulation 31 of the Local Electoral Regulations 2001, the Council decide which one of the following options will be used for arranging the names of candidates on voting documents for the 2019 elections for Mayor and Councillors of Palmerston North City Council:

(a)  alphabetical order of surname; or

(b) pseudo-random order; or

(c)  random order.

 

 


 

Summary of options analysis for

Problem or Opportunity

How should candidates’ names be arranged on voting documents?

OPTION 1:

Alphabetical Order of Surname

Community Views

Community views have not been specifically requested

Benefits

Easier to locate candidates’ names on voting documents.

Risks

Has been suggested that candidates with surnames starting with the letters late in the alphabet are disadvantaged.

Financial

No difference in cost for any of the options.

OPTION 2:

Pseudo-random order, with the order of names of candidates on voting documents to be the same for all documents but determined by ballot.

Community Views

Community views have not been specifically requested.

Benefits

The order of names is the same on all documents.

Risks

Has been suggested that those candidates whose names are drawn first will be advantaged.

Financial

No difference in cost for any of the options.

OPTION 3:

Random Order, in which the order of names of candidates varies from one voting document to another.

Community Views

Community views have not been specifically requested.

Benefits

Fairer to all candidates because the order of names varies from one voting document to another.

Risks

Not so user-friendly for electors, particularly if referring to the candidate profile booklet which lists candidates alphabetically.

Financial

No difference in cost for any of the options.

The recommendations contribute to Goal 5: A Driven and Enabling Council

The recommended option contributes to the outcomes of the Driven and Enabling Council Strategy and the Connected Community Strategy.

The recommended option contributes to the achievement of action/actions in the Active Citizenship Plan.

The action is:  Encourage participation in local body elections.

Contribution to strategic direction

To encourage people to participate in the Council elections.

 

Rationale for the recommendations

1.         Overview of the problem or opportunity

1.1       The Council has an opportunity to make a decision on whether the name of candidates on voting documents are to be arranged in alphabetical order by surname, pseudo-random or random order.

1.2       The opportunity for the Council to determine the order of candidates’ names on voting documents is provided by Regulation 31 of the Local Electoral Regulations 2001.  In the absence of any determination being made by the Council, the names of candidates’ names will be arranged in alphabetical order of surname. 

2.         Background and previous council decisions

2.1       Up until the 2001 elections, candidates’ names on voting documents were required to be listed in alphabetical order, by surname.  Since 2004, the Local Electoral Regulations allowed the Council to determine the manner of listing Councillors’ names. 

2.2       For elections held from 2004 to 2013, the Council decided that names should continue to be listed in alphabetical order by surname.  However, for the Mayoral and Councillor by-elections, both held in 2015, and for the 2016 local government elections, the Council decided that names of candidates for those elections would be listed in random order.

3.         Description of options

3.1       Under the alphabetical order of surname option, candidates’ names are listed in alphabetical order by surname.  This is the order that was used for Council elections until 2013, and is also the system used at general elections.

3.2       Under the pseudo-random order option, the names of candidates are listed in random order, and all voting documents use the same order.  If this option is used, the names of candidates for each election will be placed in a suitable container, mixed together, then drawn out of the container, with the candidates’ names being placed on all voting documents for each election in the order in which they are drawn.  If the Council decides to use the pseudo-random order, any person is entitled to attend at the place where the order of candidates’ names will be arranged, and public notice is required to be given of this.

3.3       Under the random order option, the order of names of the candidates are determined randomly for each voting document so the order of names of candidates will vary from one voting document to another.  This is undertaken as the voting forms are printed.  This option was used for Council by-elections and elections held from 2015 onwards.

4.         Analysis of options

4.1       For the alphabetical order of surname option, the use of alphabetical order makes it easier to locate candidates’ names on a voting document.  However, it has been suggested that candidates’ surname starting with a letter late in the alphabet are disadvantaged under this option.

4.2       For the pseudo-random order, it has been suggested that those candidates whose names are drawn first will be advantaged under this method, as their names will appear near the top of all voting documents.

4.3       Under the random order option, it has been suggested that this is possibly fairer to all candidates, but probably not so user-friendly for electors.  This is because it will be harder for electors to locate the names of their preferred candidates on voting documents, particularly if working off information set out in the candidate profile booklet which will list candidates in alphabetical order.

4.4       The cost for the production of voting documents has been include in the Council’s budget for the relevant year.  There is no difference in cost, regardless of which order the names of candidates are arranged.

5.         Conclusion

5.1       It is recommended that the Council make a decision on whether the names of candidates on voting documents are to be arranged in alphabetical order of surname, pseudo-random or random order. 

5.2       Without such decision, candidates’ names will be listed in alphabetical order.

6.         Next actions

6.1       To proceed with arrangements for the 2019 elections, including printing the voting documents in the format set by Council after nominations have closed.

7.         Outline of community engagement process

7.1       Community views have not been specifically sought with regard to the issue covered in this report.

7.2       At the last elections, no significant adverse comments were received regarding the listing of candidates’ names in random order. 

 

 

 

Compliance and administration

Does the Council have delegated authority to decide?

Yes

Are the decisions significant?

No

If they are significant do they affect land or a body of water?

No

Can this decision only be made through a 10 Year Plan?

No

Does this decision require consultation through the Special Consultative procedure?

No

Is there funding in the current Annual Plan for these actions?

Yes

Are the recommendations inconsistent with any of Council’s policies or plans?

No

 

 

Attachments

Nil   



 

 

 


PALMERSTON NORTH CITY COUNCIL

 

Memorandum

TO:                                Council

MEETING DATE:           25 March 2019

TITLE:                            Register of Part II (Public Excluded) Information for This Term of Council (2016 - 2019)

DATE:                            10 March 2019

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

APPROVED BY:             Heather Shotter, Chief Executive

 

 

RECOMMENDATION TO Council

1.   That the report dated 10 March 2019 and titled “Register of Part II (Public Excluded) Information for This Term of Council (2016-2019)” by the General Manager, Strategy and Planning be received.

 

 

 

1.         ISSUE

The Council considered a report at its 25 February 2019 meeting, which addressed the issue of information being considered in Part II and at what point, if any, it became publicly available.  The report included a draft register of items considered in Part II for the last 12 months.  The Council, at its February 2019 meeting, requested a report back to its March meeting to include the balance of this term of Council.  This is attached as an appendix.

The draft register has been completed for the last term of Council and includes the item under consideration and its current status, where available.

At the Council 25 February 2019 meeting it also resolved:

“That for any Part II items which remain in Part II or are partially released, the justification under LGOIMA 1987 is included on the register.”

The intent of the request was to also ensure that the reasons for remaining in Part II were still justified or whether there was information that should now be made public.  This piece of work will be completed over the next 3 months as each report and decision will need to be reviewed and the officers consulted on the status of the information.  On this matter, an omnibus report will need to either be presented to the Council or under the Chief Executive’s authority a decision made to release Part II information to the public.

2.         progress update

There were a number of steps identified in the 25 February report to Council.  This section provides a brief update on progress:

2.1       All Part II reports now have an officer’s recommendation on what information is to be released to the public, if any, and under what timeframe.  Changes have been requested of the Infocouncil provider to the report template.

2.2       The register will be finalised once the review has been completed of the status of Part II information going back over the last term of Council.  The register will be accessible on Council’s website.

2.3       The mechanism to ensure any released information into Part I forms part of the public record is still under consideration.

3.         NEXT STEPS

Over the next 3 months, officers will review the status of Part II information over the last term of Council and prepare an omnibus report for a decision on what can be released to the public.  The draft register can then be finalised.

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 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 excelling at good governance.

 

 

Attachments

1.

Draft Register of Part II Information (2016 - 2019)

 

    


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PALMERSTON NORTH CITY COUNCIL

 

Committee Work Schedule

TO:                                Council

MEETING DATE:           25 March 2019

TITLE:                            Work Schedule

 

 

RECOMMENDATION(S) TO Council

1.   That the Council receive its Work Schedule dated March 2019.

 

 

Attachments

1.

Work Schedule

 

    


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PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           25 March 2019

TITLE:                            Presentation of the Part I Public Planning and Strategy Committee Recommendations from its 4 March 2019 Meeting

 

 

Set out below are the recommendations only from the Planning and Strategy Committee meeting Part I Public held on 4 March 2019. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

8-19

LGNZ metro sector remit proposals

Memorandum, dated 4 February 2019 presented by the Strategy & Policy Manager, Julie Macdonald.

The COMMITTEE RECOMMENDS

1.   That the Council proposes the following remit at the LGNZ metro sector meeting in May 2019: “LGNZ to advocate to the Government for it to provide financial support for the local government online voting trial”.

2.   That the Council proposes the following remit at the LGNZ metro sector meeting in May 2019: “LGNZ to advocate to the Government to phase out single use polystyrene”.

3.   That the Council proposes the following remit at the LGNZ metro sector meeting in May 2019: “LGNZ to advocate to the Government to introduce a mandatory product stewardship programme for e-waste”.

 

7-19

Intersection Improvements Monrad/Pencarrow/Ronberg

Report, dated 4 February 2019 presented by the Transport & Infrastructure Manager, Robert van Bentum.

The COMMITTEE RECOMMENDS

1.   That Council approve implementation of the option 3 safety improvements at the Monrad, Pencarrow and Ronberg intersection, detailed in clause 6.3 of the report titled `Intersection Improvements Monrad/Pencarrow/Ronberg’ dated 4 February 2019.

 

2.   That Council approve investigation of options for installation of active warning signage to address speeding on Monrad Street, for implementation during the 2019/20 financial year as part of the Council’s Programme 279 Minor Road Projects.

3. That $200,000 from programme 829 and 713 be used to fund undergrounding of power cables at Monrad/Pencarrow/Ronberg intersection.

4.   That the Committee requests a further report to the Planning and Strategy Committee outlining priority intersections across the city and what safety treatments are planned.

 

 

 

Attachments

Nil   


 

 

 


PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           25 March 2019

TITLE:                            Presentation of the Part I Public Sport and Recreation Committee Recommendations from its 11 March 2019 Meeting

 

 

Set out below are the recommendations only from the Sport and Recreation Committee meeting Part I Public held on 11 March 2019. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

4-19

Ashhurst Domain - Function Venue Proposal

Memorandum, dated 18 February 2019 presented by Parks and Reserves Manager, Kathy Dever-Tod

The COMMITTEE RECOMMENDS

1.   That Council agree to progress to the assessment stage under the Reserves and Resource Management Acts for Ashhurst Domain function venue proposal.

 

5-19

Palmerston North City Council Co-Management Committee Establishment

Report, dated 22 February 2019 presented by the Parks and Reserves Manager, Kathy Dever-Tod and the Principal Maori Advisor, Todd Taiepa.

The COMMITTEE RECOMMENDS

1.   That the Council adopt the Kawenata in Relation to Te Motu o Poutoa, as attached to the report titled Palmerston North City Council Co-Management Committee Establishment and dated 22 February 2019, as the foundational partnership document that underpins the relationship and describes the arrangements for establishing a co-management Committee.

2.   That the Chairperson and Deputy Chairperson be given delegated authority to make minor amendments to the Kawenata.

 

Attachments

Nil   



 

 

 


PALMERSTON NORTH CITY COUNCIL

 

Recommendations from Committee

TO:                                Council

MEETING DATE:           25 March 2019

TITLE:                            Presentation of the Part I Public Finance and Performance Committee Recommendations from its 18 March 2019 Meeting

 

 

Set out below are the recommendations only from the Finance and Performance Committee meeting Part I Public held on 18 March 2019. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

 

14-19

Palmerston North Airport Ltd - Interim Report for 6 months to 31 December 2018

Memorandum, dated 28 February 2019 presented by the Strategy Manager Finance, Steve Paterson.

The COMMITTEE RECOMMENDS

1.   That the Interim Report and Financial Statements of Palmerston North Airport Ltd for the period ended 31 December 2018 be received.

 

15-19

Palmerston North Airport Ltd - Draft Statement of Intent for 2019/20

Memorandum, dated 28 February 2019 presented by the Strategy Manager Finance, Steve Paterson.

The COMMITTEE RECOMMENDS

1.   That the Palmerston North Airport Ltd draft Statement of Intent for 2019/20 be received and its assumptions endorsed.

 

16-19

Additional Capital Renewal Funding for CAB Works

Memorandum, dated 16 January 2019 presented by the Property Manager, Bryce Hosking.

The COMMITTEE RECOMMENDS

1.   That Council approve an additional $145,000 of capital renewal funding for the 2018/19 year to complete stage 2 of the CAB fire upgrade work.

2.   That Council approve an additional $35,000 of capital renewal funding for the 2018/19 year for the designing/ consenting work for stage 3 of the CAB fire upgrade work.

3.   That Council approve an additional $30,000 of capital renewal funding for the 2018/19 year for the construction of a kitchenette on the 5th floor of the CAB.

4.   That Council approve an additional $50,000 of capital renewal funding for the 2018/19 year for the replacement of the carpet in the ground floor office of the CAB.

 

17-19

Whakarongo Residential Development

Memorandum, dated 26 February 2019 presented by the Property Manager, Bryce Hosking.

The COMMITTEE RECOMMENDS

1.   That Council approves the sale of the Council-owned land within the Whakarongo residential growth area as residential sections and delegates to the Chief Executive the authority to negotiate the terms and conditions of sale.

 

 

 

Attachments

Nil