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 16 September 2019, commencing at 9.03am

Members

Present:

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

Non Members:

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

Apologies:

Councillors Adrian Broad, Lew Findlay (early departure), Leonie Hapeta (early departure), Karen Naylor (early departure) and Aleisha Rutherford (early departure).

Councillor Leonie Hapeta was not present when the meeting resumed at 11.20am. She was present when the meeting resumed at 3.44pm. She was not present for clauses 66 and 67.

Councillor Karen Naylor was not present when the meeting resumed at 11.20am. She was not present for clauses 66 to 68 inclusive.

The Mayor (Grant Smith) was not present when the meeting resumed at 3.44pm. He was not present for clauses 67 and 68.

Councillor Aleisha Rutherford was not present when the meeting resumed at 3.44pm. She was not present for clauses 67 and 68.

Councillor Duncan McCann left the meeting at 3.56pm during consideration of clause 67. He was not present for clauses 67 and 68.

59-19

Apologies

Moved Susan Baty, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That the Committee receive the apologies.

Clause 59-19 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, 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.

60-19

Public Comment

Public Comment was made by the following:

· Ms Stuart Harricks regarding the future use of the Huia Street Reserve.

· Mr Chris Teo-Sherrell regarding issues with the use of e-scooters on footpaths.

· Mr Jonathan Godfrey regarding issues with the use of e-scooters on footpaths and the danger it has to people with disabilities.

Moved Susan Baty, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. That the public comment be received for information.

Clause 60-19 above was carried 15 votes to 0, the voting being as follows:

For:

61-19

Confirmation of Minutes

Moved Leonie Hapeta, seconded Tangi Utikere.

The COMMITTEE RESOLVED

1. That the minutes of the Finance and Performance Committee meeting of 19 August 2019 Part I Public be confirmed as a true and correct record.

Clause 61-19 above was carried 13 votes to 0, with 2 abstentions, 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, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

The Mayor (Grant Smith) and Councillor Lorna Johnson.

62-19

Palmerston North Airport Limited - Annual Report for 12 months ended 30 June 2019 & Instructions relating to Annual Meeting

Memorandum presented by Steve Paterson, Strategy Manager - Finance.

Moved Susan Baty, seconded Lorna Johnson.

The COMMITTEE RECOMMENDS

1. That the Annual Report and Financial Statements of Palmerston North Airport Limited for the year ended 30 June 2019 be received.

2. That the Council shareholder representative be instructed to support the proposed resolutions to be considered at the Annual Meeting of Palmerston North Airport Limited to be conducted by way of resolution in writing.

Clause 62-19 above was carried 15 votes to 0, the voting being as follows:

For:

63-19	Papaioea Place - Stage 2 Report presented by Bryce Hosking - Manager - Property. In discussion it was noted that stage 2 should be completed with an increased budget to increase the number of units and without any other options to develop a communal tenant lounge and gardens. It was also suggested that stage 3 be considered in the 2020/21 annual budget.
	Moved Susan Baty, seconded Lorna Johnson. The COMMITTEE RECOMMENDS 1. That Council increase the budget of programme 1219 by $1,126,573 taking the total programme budget from $4,859,959 including GST to $5,986,532 including GST. This will enable the completion of Stage 2 noting that this will increase the total number of units from 48 to 78 as previously approved by Council in the 2019/20 annual budget. This excludes the development of a communal tenant lounge and gardens.
	Clause 63.1 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, 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 Karen Naylor, seconded Tangi Utikere. 2. That Council considers options for Stage 3 Papaioea Place development as part of the 2020/21 Annual Budget considerations.
	Clause 63.2 above was carried 13 votes to 2, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillors Leonie Hapeta and Jim Jefferies.

64-19

Wastewater BPO Progress Update

Report presented by Robert van Bentum, Manager - Transport & Infrastructure.

Moved Susan Baty, seconded Tangi Utikere.

The COMMITTEE RESOLVED

1. That the Committee receive the update for the Wastewater BPO Project as detailed in the report titled ‘BPO Quarterly Report’.

2. That the Committee agree to the next quarterly updates for 2019-20 FY being provided in February, May and August 2020 to align with the next three quarters of the financial year.

Clause 64-19 above was carried 15 votes to 0, the voting being as follows:

For:

Exclusion of Public

65-19

Recommendation to Exclude Public

Moved Susan Baty, seconded Aleisha Rutherford.

The COMMITTEE RESOLVED

1. “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.	PlastOil Business Case - Support for Endorsement	Third Party Commercial and Commercial Activities	s7(2)(b)(ii) and 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.

Democracy Administrators (Carly Chang, Courtney Kibby, and Natalya Kushnirenko), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting.

Asset & Planning Manager (Jono Ferguson-Pye), Business Development Executive (Mike Manson), Rubbish & Recycling Engineer (Natasha Hickmott), Project Support Officer (Melissa Doyle), Waste Operations Supervisor (Ariadne Santos), 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.

2. That the remainder of business for Part I Agenda be adjourned until the conclusion of the Part II Agenda.

Clause 65-19 above was carried 15 votes to 0, the voting being as follows:

For:

The meeting adjourned at 10.22am.

The meeting resumed at 10.40am.

66-19

Exclusion of Public

Moved Susan Baty, seconded Karen Naylor.

The COMMITTEE RESOLVED

1. That Don Martin be permitted to remain after the public has been excluded.

Clause 66-19 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, Gabrielle Bundy-Cooke, Vaughan Dennison, Lew Findlay QSM, Jim Jefferies, Lorna Johnson, Duncan McCann, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

The public part of the meeting adjourned at 10.41am.

The public part of the meeting resumed at 11.20am.

When the meeting resumed Councillors Leonie Hapeta and Karen Naylor were not present.

67-19

The Future Use of Huia Street Reserve - Statement of Proposal

Memorandum presented by David Murphy, City Planning Manager.

Moved Grant Smith, seconded Susan Baty.

The COMMITTEE RECOMMENDS

1. That the Future Use of Huia Street Reserve (corner of Park Road and Fitzherbert Avenue) Statement of Proposal – October 2019, including the Potential Housing Development Scenarios, be approved for public consultation.

2. That the consultation on the Future Use of Huia Street Reserve Statement of Proposal – October 2019 be for a period of at least one month, beginning from a date to be determined by the Chief Executive.

3. That the Chairperson and Deputy Chairperson of the Finance and Performance Committee be authorised to make minor amendments to the Future Use of Huia Street Reserve (corner of Park Road and Fitzherbert Avenue) Statement of Proposal – October 2019.

Clause 67-19 above was carried 12 votes to 1, the voting being as follows:

For:

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

Against:

Councillor Lorna Johnson.

The meeting adjourned at 12.07pm.

The meeting resumed at 3.44pm.

When the meeting resumed The Mayor (Grant Smith) and Councillor Aleisha Rutherford were not present and Councillor Leonie Hapeta was present.

68-19

Recommendation for Adoption 2018/19 Annual Report

Memorandum, dated 21 August 2019 from Stuart McKinnon, Finance Manager.

Councillor Duncan McCann left the meeting at 3.56pm.

Moved Susan Baty, seconded Jim Jefferies.

The COMMITTEE RECOMMENDS

1. That the 2018/19 Annual Report and 2018/19 Summary Annual Report be adopted.

2. That Council note that an Auditor’s “opinion” from Audit New Zealand would be expected to be received immediately following recommended adoption by Council on 23 September 2019 and Council signing of the reports.

3. That delegated authority is given to the Chairperson and Deputy Chairperson of the Finance and Performance Committee to make minor amendments to the 2018/19 Annual Report and 2018/19 Summary Annual Report.

Clause 68-19 above was carried 11 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, Bruno Petrenas and Tangi Utikere.

69-19

Committee Work Schedule

Moved Susan Baty, seconded Leonie Hapeta.

The COMMITTEE RESOLVED

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

Clause 69-19 above was carried 11 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, Bruno Petrenas and Tangi Utikere.

The meeting finished at 4.03pm

Confirmed 7 October 2019

Chairperson Chief Executive