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 25 March 2019, commencing at 9.00am

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.

22-19	Petition - There is no Planet B.  Lets Take Action. Miss Hannah Spillane and Miss Fia Ryan presented a petition signed by 522 people with the following prayer: “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 (e.g. 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 School Strike for Climate that was a call for action and for leaders to do more to reduce global warming.  As not all students were able to attend Miss Spillane and Ryan decided to create a petition so that the students could still be involved and be heard. It was felt that Council was doing a lot of good work but that information was not being shared to youth in a meaningful way.  It was suggested that the use of social media platforms, such as Instagram, could be more widely used for sharing information but also to seek feedback and run polls.
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 1.   That the Council receive the petition for information.
	Clause 22.1 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 Brent Barrett, seconded Duncan McCann. 2.   That the Chief Executive be instructed to report  on Council’s       environmental sustainability plans and progress including reducing       transport emissions and plastic waste.
	Clause 22.2 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 Rachel Bowen, seconded Tangi Utikere. 3.   That the Chief Executive be instructed to review the effectiveness of       Palmerston North City Council’s Youth Engagement and report back to       Council with recommendations.
	Clause 22.3 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.

23-19	Confirmation of Minutes
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 1.   That the minutes of the ordinary meeting of 18 March 2019 Part I Public be confirmed as a true and correct record.
	Clause 23-19 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

24-19	City Wide Street Lighting Upgrade to Current LEDs - Progress Update and Budget Adjustment Memorandum, dated 19 February 2019 presented by the Transport & Infrastructure Manager, Robert van Bentum.
	Moved Grant Smith, seconded Vaughan Dennison. RESOLVED 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.
	Clause 24-19 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.

25-19	Order of Candidates' Names on Voting Documents Report, dated 8 March 2019 presented by the Legal Counsel, John Annabell.
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 1.   That, pursuant to Regulation 31 of the Local Electoral Regulations 2001, random order 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.
	Clause 25-19 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 Tangi Utikere. Abstained: Councillor Gabrielle Bundy-Cooke.

26-19	Register of Part II (Public Excluded) Information for This Term of Council (2016 - 2019) Memorandum, dated 10 March 2019 presented by the General Manager - Strategy & Planning, Sheryl Bryant. During discussion Elected Members noted that there were some items in Part II that could be released into Part I reasonably quickly by the Chief Executive.
	Moved Grant Smith, seconded Karen Naylor. RESOLVED 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.
	Clause 26.1 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 Karen Naylor. 2.   That retrospective Part II items that can be released progressively occur as       soon as possible through the Chief Executive’s office.
	Clause 26.2 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.

27-19	Work Schedule
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 1.   That the Council receive its Work Schedule dated March 2019.
	Clause 27-19 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.

Recommendations from Committee Meetings

28-19	Planning and Strategy Committee Part I Public - 4 March 2019 Consideration was given to Planning and Strategy Committee recommendations as appended to these minutes.
	Clause 28-19 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.
	Moved Duncan McCann, seconded Rachel Bowen. RESOLVED 1.   That the Committee's recommendations be adopted.

29-19	Sport and Recreation Committee Part I Public - 11 March 2019 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 29-19 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.

30-19	Finance and Performance Committee Part I Public - 18 March 2019 Consideration was given to Finance and Performance Committee recommendations as appended to these minutes.
	Moved Susan Baty, seconded Jim Jefferies. RESOLVED 1.   That clauses 14-19 and 15-19 of  the Committee's recommendations be adopted.
	Clause 30.1 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 Susan Baty, seconded Jim Jefferies. 2.  That clauses 16-19 and 17-19 of the Committee's recommendations be adopted.
	Clause 30.2 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, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas  and Tangi Utikere. Abstained: Councillor Leonie Hapeta.

Exclusion of Public

31-19

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.

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	s7(2)(i) Negotiations

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.

Clause 31-19 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.

The public part of the meeting finished at 10.32am

Confirmed 29 April 2019

Mayor

Council - Part I 25 March 2019

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 

Council - Part I 25 March 2019

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 

Council - Part I 25 March 2019

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 5^th 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