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 19 August 2019, commencing at 9.00am

Members

Present:

Councillors Susan Baty (in the Chair), 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, Aleisha Rutherford and Tangi Utikere.

Apologies:

The Mayor (Grant Smith) and Councillors Rachel Bowen (early departure on Council Business) Adrian Broad, Leonie Hapeta (for lateness) and Lorna Johnson (for early departure on Council Business).

Councillor Aleisha Rutherford was not present when the meeting resumed at 9.24am. She entered the meeting again at 9.29am during consideration of clause 47. She left the meeting again at 11.27am during consideration of clause 53 and entered again at 11.45am during consideration of clause 54. She was not present for clause 53.

Councillor Leonie Hapeta was present when the meeting resumed at 9.24am. She was not present for clause 46.

Councillor Rachel Bowen left the meeting at 12.50pm during consideration of clause 57. She was not present for clauses 57 and 58.

Councillor Lorna Johnson left the meeting at 12.50pm during consideration of clause 57. She was not present for clauses 57 and 58.

46-19

Apologies

Moved Susan Baty, seconded Vaughan Dennison.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 46-19 above was carried 13 votes to 0, the voting being as follows:

For:

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

The meeting adjourned at 9.01am

The meeting resumed at 9.24am

When the meeting resumed Councillor Leonie Hapeta was present and Councillor Aleisha Rutherford was not.

47-19	Public Comment Councillor Aleisha Rutherford entered the meeting at 9.29am
	Mr David Lea made public comment regarding the replacement of the sound system at the Regent Theatre.
	Moved Bruno Petrenas, seconded Lorna Johnson. The COMMITTEE RESOLVED 1. That the Public Comment be received.
	Clause 47-19 above was carried 14 votes to 0, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, 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.

48-19

Deputation - Cycling Plan Delays/Changes

Mr Steve Stannard made a deputation to the Committee raising concern of the continued delay and changes to the plan to make cycling a safe mode of transport. Mr Stannard mentioned that motorists were not happy about the parks being removed to put in cycle lanes. He advised that it is not who gets to use what bit of our city’s infrastructure but it is about building a forward looking community. A safe and connected community where everyone including cyclists, pedestrians, children, adults and motorists can go safely.

When Mr Stannard was asked about the Awapuni area he advised that it can be quite dangerous for cyclists around the shopping centre and suggested that the speed limit be reduced down College Street outside of the shops. Mr Stannard also suggested that next time the Council goes out for public consultation they should make some temporary changes and see how they go for a month or so, taking measures and collecting data.

Moved Duncan McCann, seconded Jim Jefferies.

The COMMITTEE RESOLVED

1. That the Finance and Performance Committee receive the deputation for information.

Clause 48-19 above was carried 14 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Rachel Bowen, 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.

49-19

Confirmation of Minutes

Moved Vaughan Dennison, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

1. That the minutes of the Finance and Performance Committee meeting of 17 June 2019 Part I Public and Part II Confidential be confirmed as true and correct records.

Clause 49-19 above was carried 13 votes to 0, with 1 abstention, the voting being as follows:

For:

Abstained:

Councillor Aleisha Rutherford.

50-19	Sound System Replacement - The Regent Theatre Memorandum, presented by Bryce Hosking, Manager - Property. In discussion it was agreed by the majority that the Council should not provide a loan to the Regent Theatre but provide them a one-off capital grant to help replace the sound system, as the Regent Theatre had already fundraised for two thirds of the sound system and the loan would put financial pressure on the Trust.
	Moved Jim Jefferies, seconded Rachel Bowen. The COMMITTEE RECOMMENDS 1. That Council provide a one-off capital grant to The Regent Theatre Trust to the value of $134,300 + GST to replace and upgrade the sound system in the Regent Theatre Building.
	Clause 50-19 above was carried 11 votes to 0, with 3 abstentions, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Aleisha Rutherford and Tangi Utikere. Against: Councillors Leonie Hapeta, Karen Naylor and Bruno Petrenas.
	Note: On a motion “That Council provide a repayable loan to The Regent Theatre Trust to the value of $134,300 + GST to replace and upgrade the sound system in the Regent Theatre Building, and that Chief Executive will be given delegated authority to negotiate the specific terms and conditions of this loan if this is the preferred option”, the motion was lost 3 votes to 11, the voting being as follows: For: Councillors Leonie Hapeta, Karen Naylor and Bruno Petrenas. Against: Councillors Susan Baty, Jim Jefferies, Brent Barrett, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Lorna Johnson, Duncan McCann, Aleisha Rutherford and Tangi Utikere.

51-19

Whakarongo Residential Subdivision Update

Memorandum, presented by Bryce Hosking, Manager - Property

Moved Susan Baty, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. That the Finance and Performance Committee receives the report titled ‘Whakarongo Residential Subdivision Update’.

Clause 51-19 above was carried 14 votes to 0, the voting being as follows:

For:

Councillors Susan Baty, Jim Jefferies, Brent Barrett, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

The meeting adjourned at 10.33am

The meeting resumed at 10.52am

52-19	Quarterly Performance and Financial Report - Quarter Ending 30 June 2019 Memorandum, presented by Stuart McKinnon, Finance Manager.
	Moved Susan Baty, seconded Lorna Johnson. The COMMITTEE RECOMMENDS 1. That the Committee receive the June 2019 Quarterly Performance and Financial Report and note: a. The June 2019 financial performance and operating performance. b. The June 2019 capital expenditure programme progress together with those programmes identified as unable to be completed this financial year.
	Clause 52.1 above was carried 14 votes to 0, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, 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.
	Moved Susan Baty, seconded Lorna Johnson. 2. That the Committee note that the capital expenditure carry forward values in the 2019/20 Annual Budget will be increased by a net $4,065,000 to the amount of remaining programme budgets.
	Clause 52.2 above was carried 13 votes to 1, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Lorna Johnson, Duncan McCann, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillor Karen Naylor.

53-19

Treasury Report - 12 months ending 30 June 2019

Memorandum, dated 19 July 2019 from Steve Paterson, Strategy Manager – Finance.

Councillor Aleisha Rutherford left the meeting at 11.27am

Moved Susan Baty, seconded Tangi Utikere.

The COMMITTEE RESOLVED

1. That the performance of the treasury activity for the 12 months ended 30 June 2019 be noted.

Clause 53-19 above was carried 13 votes to 0, the voting being as follows:

For:

54-19	Local Impact Procurement Policy Memorandum, presented by Julie Pedley, Procurement Manager. Councillor Aleisha Rutherford entered the meeting again at 11.45am In discussion it was suggested that a draft procurement policy be developed, targeting the social and environmental impact.
	Moved Rachel Bowen, seconded Susan Baty. The COMMITTEE RECOMMENDS 1. That Council approves and implements a Local Impact Procurement Policy. 2. That the Local Contribution Assessment factors include consideration of specific local knowledge or expertise.
	Clause 54-19 above was carried 14 votes to 0, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Rachel Bowen, 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.
	Moved Brent Barrett, seconded Duncan McCann. 3. That the Chief Executive develops, for consideration by Council, a draft procurement policy targeting social & environmental impact.
	Clause 54-19 above was carried 12 votes to 1, with 1 abstention, the voting being as follows: For: Councillors Brent Barrett, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillor Susan Baty. Abstained: Councillor Jim Jefferies.

55-19

E-Waste recycling reduced fees update

Memorandum, presented by Stewart Hay, Waste Management Manager.

Moved Lorna Johnson, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. That the information provided in the Memorandum titled ‘E-Waste reduced fees update’ be received by the Finance and Performance Committee.

2. That the Committee concludes their discussions on a zero fee e-waste trial for a 6 month period.

Clause 55-19 above was carried 14 votes to 0, the voting being as follows:

For:

56-19

Update on Infill Lighting Required to Achieve Compliance in P and V Categories

Memorandum, presented by Robert van Bentum, Manager - Transport and Infrastructure.

Moved Aleisha Rutherford, seconded Lorna Johnson.

The COMMITTEE RESOLVED

1. That the Committee receive the report entitled “Update on Infill Lighting Required to Achieve Compliance in P and V Categories”.

Clause 56-19 above was carried 14 votes to 0, the voting being as follows:

For:

57-19	Review of Rating System - Terms of Reference Memorandum, presented by Steve Paterson, Strategy Manager - Finance. Councillors Rachel Bowen and Lorna Johnson left the meeting at 12.50pm
	Moved Brent Barrett, seconded Duncan McCann. The COMMITTEE RECOMMENDS 1. That the Terms of Reference for the Review of Rating System be revised to include identification of ways that a future rating system could positively contribute to strategic outcomes, including optimisation of land use within and among district planning zones.
	Clause 57-19 above was carried 11 votes to 1, the voting being as follows: For: Councillors Susan Baty, Jim Jefferies, Brent Barrett, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillor Leonie Hapeta.
	Moved Jim Jefferies, seconded Susan Baty. 2. That the Terms of Reference for the Rating Review as outlined in Appendix Three of the report titled “Review of Rating Systems – Terms of Reference”, be endorsed.
	Clause 57-19 above was carried 12 votes to 0, the voting being as follows: For: Councillors Brent Barrett, Susan Baty, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta, Jim Jefferies, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

58-19

Committee Work Schedule

Moved Susan Baty, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

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

Clause 58-19 above was carried 12 votes to 0, the voting being as follows:

For:

Councillors Brent Barrett, Susan Baty, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Leonie Hapeta Jim Jefferies,, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

The meeting finished at 1.07pm

Confirmed 16 September 2019

Chairperson