Minutes of Finance and Performance Committee

Palmerston North City Council

Minutes of the Finance and Performance Committee Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 15 April 2019, commencing at 9.01am

Members

Present:

Councillor Susan Baty (in the Chair), The Mayor (Grant Smith) and Councillors Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Karen Naylor and Bruno Petrenas.

Non Members:

Councillors Brent Barrett, Rachel Bowen, Duncan McCann and Tangi Utikere.

Apologies:

Councillor Leonie Hapeta (late arrival).

Councillor Duncan McCann was not present when the meeting resumed at 2.02pm. He was present for clause 21.

Councillor Leonie Hapeta was present when the meeting resumed at 2.02pm. She was not present for clause 21.

The Mayor (Grant Smith) left the meeting at 2.29pm during consideration of clause 25. He entered the meeting again at 2.48pm during further consideration of clause 25.

Councillor Tangi Utikere left the meeting at 2.52pm at the conclusion of clause 25. He entered the meeting again at 3.41pm during the consideration of clause 28. He was not present for clauses 26 to 27 inclusive.

Councillor Vaughan Dennison left the meeting at 2.54pm at the conclusion of clause 25. He was not present for clauses 26 to 30 inclusive.

Councillor Jim Jefferies left the meeting at 3.26pm at the conclusion of clause 26. He was not present for clauses 27 to 30 inclusive.

21-19

Apologies

Moved Susan Baty, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 21-19 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, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas and Tangi Utikere.

The meeting adjourned at 9.02am

The meeting resumed at 2.02pm

When the meeting resumed Councillor Duncan McCann was not present.

When the meeting resumed Councillor Leonie Hapeta was present.

22-19

Public Comment

Public Comment was received from Mr Robert Gibb regarding the action Council needed to take to transition to a low carbon economy.

Moved Tangi Utikere, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

1. That the public comment be received for information.

Clause 22-19 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, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Karen Naylor, Bruno Petrenas and Tangi Utikere.

23-19

Confirmation of Minutes

Moved Susan Baty, seconded Jim Jefferies.

The COMMITTEE RESOLVED

1. That the minutes of the Finance and Performance Committee meeting of 18 March 2019 Part I Public be confirmed as a true and correct record.

Clause 23-19 above was carried 14 votes to 0, the voting being as follows:

For:

24-19

Huia Street Reserve

Memorandum, dated 29 March 2019 presented by the City Planning Manager, David Murphy and the Property Manager, Bryce Hosking.

Moved Susan Baty, seconded Jim Jefferies.

The COMMITTEE RECOMMENDS

1. That the Chief Executive be authorised to prepare a consultation document and undertake a consultation process under the Local Government Act 2002 prior to the Council making a decision about engaging with Parliament to initiate an amendment to the Palmerston North Reserves Act 1922 and / or the Palmerston North Reserve Empowering Act 1966 to enable the disposal or development of Huia Street Reserve (Lots 3 4 Pt Lots 1 2 DP 545) for an alternative use.

2. That it be noted that should an amendment to the Palmerston North Reserves Act 1922 and / or the Palmerston North Reserve Empowering Act 1966 be enacted or made by Parliament that the disposal or development of Huia Street Reserve (Lots 3 4 Pt Lots 1 2 DP 545) may be subject to further consultation by the Council under the Local Government Act 2002 and / or Reserves Act 1977 and Resource Management Act 1991.

3. That the Council receive the residential development scenarios prepared for the Huia Street Reserve report dated 29 March 2019 that demonstrate one option (residential development) for how the Huia Street Reserve could be used in the future, noting that any final decision on the future use of the reserve is subject to an amendment to the Palmerston North Reserves Act 1922 and / or the Palmerston North Reserve Empowering Act 1966 and the results of public consultation under the Local Government Act 2002 and / or Reserves Act 1977 and Resource Management Act 1991.

Clause 24-19 above was carried 14 votes to 0, the voting being as follows:

For:

25-19	Fees and Charges Review Report, dated 29 March 2019 presented by the Chief Financial Officer, Grant Elliott. In regards to the Animal Control fees and charges, Elected Members believed the fee burden should be directed more towards non-compliant dog owners. The Mayor (Grant Smith) left the meeting at 2.29pm The Mayor (Grant Smith) entered the meeting at 2.48pm
	Moved Leonie Hapeta, seconded Jim Jefferies. The COMMITTEE RECOMMENDS 1. That the report titled `Fees and Charges Review’ dated 29 March 2019 be received and the current status of fees and charges be noted. Trade waste 2. That the proposal to adopt updated fees and charges for Trade Waste services effective from 1 July 2019 as attached in Appendix 2 of the report titled `Fees and Charges Review’ dated 29 March 2019, be approved for public consultation and the Chief Executive be authorised to undertake the necessary consultative process under sections 82 and 150 of the Local Government Act 2002. Planning & Miscellaneous 3. That the Statement of Proposal (and the associated summary) to adopt updated fees and charges for Planning Services and Miscellaneous Services effective from 1 July 2019 as attached in Appendix 3 of the report titled `Fees and Charges Review’ dated 29 March 2019, be approved for public consultation and the Chief Executive be authorised to undertake the necessary consultative process under sections 83 and 150 of the Local Government Act 2002. Building 4. That the fees and charges for Building Services, as proposed in Appendix 4 of the report titled `Fees and Charges Review’ dated 29 March 2019 be adopted and following public notification take effect from 1 July 2019. Environmental Health 5. That the fees and charges for Environmental Health Services (in terms of regulation 7 of the Health (Registration of Premises) Regulations 1966) as proposed in Appendix 5 of the report titled `Fees and Charges Review’ dated 29 March 2019, be adopted and following public notification, take effect from 1 July 2019. Animal Control 6. That the fees and charges for the Impounding of Animals (in terms of section 14 of the Impounding Act 1955) and for Dog Registration and Dog Impounding (in terms of sections 37 and 68 of the Dog Control Act 1996) as proposed in Appendix 6 of the report titled `Fees and Charges Review’ dated 29 March 2019 be adopted, and once following public notification, take effect from 1 July 2019. Burial & Cremation 7. That the fees and charges for Burial and Cremation, as proposed in Appendix 7 of the report titled `Fees and Charges Review’ dated 29 March 2019 be adopted and following public notification take effect from 1 July 2019. Service Connections 8. That the fees and charges for Service Connections, as proposed in Appendix 8 of the report titled `Fees and Charges Review’ dated 29 March 2019 be adopted and take effect from 1 July 2019. Recycling Charges 9. That the fees and charges for Recycling as proposed in Appendix 9 of the report titled `Fees and Charges Review’ dated 29 March 2019 be adopted and take effect from 1 May 2019.
	Moved Lorna Johnson, seconded Tangi Utikere. 10. That a review of the charging structure for animal control fees be undertaken to explore a mechanism to shift the fee burden to non- compliant dog owners and reported back to the Finance and Performance Committee.
	Clause 25-19 above was carried 13 votes to 0, with 1 abstention, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Karen Naylor, Bruno Petrenas and Tangi Utikere. Abstained: The Mayor (Grant Smith).

Councillor Tangi Utikere left the meeting at 2.52pm

Councillor Vaughan Dennison left the meeting at 2.54pm

26-19

Quarterly Performance and Finance Report - Quarter Ending 31 March 2019

Memorandum, dated 9 April 2019 presented by the Finance Manager, Stuart McKinnon and the Head of Community Planning, Andrew Boyle.

Moved Susan Baty, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

1. That the Committee receives the March 2019 Quarterly Performance and Financial Report.

Clause 26-19 above was carried 12 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, Karen Naylor and Bruno Petrenas.

Councillor Jim Jefferies left the meeting at 3.26pm

27-19

Treasury Report - 9 months ended 31 March 2019

Memorandum, dated 3 April 2019 presented by the Chief Financial Officer, Grant Elliott.

Moved Susan Baty, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

1. That the performance of the treasury activity for the 9 months ended 31 March 2019 be noted.

Clause 27-19 above was carried 11 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Susan Baty, Brent Barrett, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Karen Naylor and Bruno Petrenas.

28-19

External Fundraising Update

Memorandum, dated 29 March 2019 presented by the Commercial Advisory Manager, Fiona Dredge.

Councillor Tangi Utikere entered the meeting at 3.41pm

Moved Karen Naylor, seconded Rachel Bowen.

The COMMITTEE RESOLVED

1. That the memorandum titled `External Funding Update’ dated 29 March 2019 be received for information.

Clause 28-19 above was carried 12 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, Lorna Johnson, Karen Naylor, Bruno Petrenas and Tangi Utikere.

29-19

Committee Work Schedule

Moved Leonie Hapeta, seconded Susan Baty.

The COMMITTEE RESOLVED

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

Clause 29-19 above was carried 12 votes to 0, the voting being as follows:

For:

Exclusion of Public

30-19

Recommendation to Exclude Public

Moved Susan Baty, seconded Rachel Bowen.

The COMMITTEE RESOLVED

“That the public be excluded from the following parts of the proceedings of this meeting listed in the table below.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under Section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered		Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution
13.	CET Arena Artificial Pitch Project Update	Commercial Activities	s7(2)(h)

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.

Property Manager (Bryce Hosking), because of his knowledge and ability to assist the meeting in speaking to his report and answering questions, noting that such officer will be present at the meeting only for the item that relates to his report.

Clause 30-19 above was carried 11 votes to 1, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Susan Baty, Rachel Bowen, Adrian Broad, Gabrielle Bundy-Cooke, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Karen Naylor, Bruno Petrenas and Tangi Utikere.

Against:

Councillor Brent Barrett.

The public part of the meeting finished at 3.49pm

Confirmed 20 May 2019

Chairperson