Agenda of Council - 18 00 2019

PALMERSTON NORTH CITY COUNCIL

Council MEETING

18 December 2019

Order of Business

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. Presentation - Horizons Regional Council Page 7

5. Acknowledgement of Service - Duncan McCann Page 9

Presentation, by The Mayor (Grant Smith).

6. Confirmation of Minutes Page 11

“That the minutes of the extraordinary meeting of 13 November 2019 Part I Public be confirmed as a true and correct record.”

Reports

7. Papaioea Place Redevelopment - Stage 2 - Approval of Contract Page 25

Memorandum, presented by Bryce Hosking, Manager - Property.

8. The Manawatū River - Manawatu Golf Club Proposed Land Exchange Page 29

Memorandum, presented by Bryce Hosking, Manager - Property.

9. Parking Mitigation Options in the Implementation of the College Street Transport Upgrade Page 37

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

10. Programme 1068 WWTP Replacement of Inlet Lift Pumps Page 51

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

11. Rangitāne o Manawatū Committee Delegation Page 61

Memorandum, presented by Sheryl Bryant, General Manager - Strategy and Planning.

12. Review of Policy on Appointments Page 65

Memorandum, presented by Sheryl Bryant, General Manager - Strategy & Planning.

13. Agreement to Establish a Joint Committee Page 69

Memorandum, presented by Sheryl Bryant, General Manager - Strategy & Planning

14. Establishment of the Manawatū District/ Palmerston City Joint Strategic Planning Committee Page 77

Memorandum, presented by Sheryl Bryant, General Manager - Strategy & Planning

15. Annual Meeting Calendar 2020 Page 81

Memorandum, presented by Carly Chang, Democracy & Governance Administrator

16. Adoption of Triennial Agreement Page 85

Memorandum, presented by Sheryl Bryant, General Manager - Strategy & Planning

17. Council Work Schedule Page 101

Recommendations from Committee Meetings

18. Presentation of the Part I Public Finance & Audit Committee Recommendations from its 4 December 2019 Meeting Page 103

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

19. 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
20.	Ozone ERP Replacement	Commercial Activities and Negotiations	s7(2)(h) and s7(2)(i)
21.	Award of Contract 3538 for Construction of Duplicate Water Pipeline from Turitea WTP to Ngahere Park Reservoirs	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.

[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

Minutes of the Extraordinary Council Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 13 November 2019, commencing at 9.00am.

Members

Present:

Grant Smith (The Mayor) (in the Chair) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Apologies:

Councillor Leonie Hapeta.

Councillor Aleisha Rutherford left the meeting at 12.40pm at the conclusion of clause 148.3. She entered the meeting again at 12.49pm during consideration of clause 148.5. She was not present for clause 148.4.

Councillor Lew Findlay was not present when the meeting resumed at 1.52pm. He was not present for clauses 149 to 153 inclusive.

143-19

Apologies

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council receive the apologies.

Clause 143-19 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

144-19

Late Item

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the late item be accepted for consideration. The reason for lateness being that the report could not be prepared earlier because of its complexity and the reason why it needs to be considered is to meet the deadline set by the Remuneration Authority.

Clause 144-19 above was carried 15 votes to 0, the voting being as follows:

For:

145-19

Confirmation of Minutes

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the minutes of the Inaugural Council meeting of 30 October 2019 Part I Public be confirmed as a true and correct record.

Clause 145-19 above was carried 15 votes to 0, the voting being as follows:

For:

Reports

146-19

Voting System for Certain Appointments

Memorandum, presented by John Annabell, Legal Counsel.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Council resolves to adopt System A as the voting system for all appointments made by the current Council, its committees and subcommittees to which Clause 25 of Schedule 7 of the Local Government Act 2002 applies, noting that this resolution would not apply to any appointment made by the Mayor pursuant to Section 41A of the Local Government Act 2002.

Clause 146-19 above was carried 15 votes to 0, the voting being as follows:

For:

147-19	Committee Structures, Councillor Portfolios, and Appointments to Bodies Memorandum, presented by Grant Smith, Mayor.
	Moved Grant Smith, seconded Aleisha Rutherford. RESOLVED 1. That the Council notes the establishment of Committees made by the Mayor as attached in Appendix 1 to the report titled “Committee Structures, Councillor Portfolios, and Appointments to Bodies”.
	Clause 147.1 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Brent Barrett. 2. That the Council notes the Chairperson appointments made by the Mayor to the Committees as identified in Appendix 1 to the report dated 13 November and titled “Committee Structures, Councillor Portfolios, and Appointments to Bodies”.
	Clause 147.2 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Billy Meehan. 3. That the Council establishes the Chief Executive’s Performance Review Panel as attached in Appendix 1 to the report titled “Committee Structures, Councillor Portfolios, and Appointments to Bodies”.
	Clause 147.3 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Aleisha Rutherford, seconded Rachel Bowen. 4. That the Council approves the Mayor’s recommendations for the Chairperson and Deputy Chairperson of the Chief Executive’s Performance Review Panel as identified in Appendix 1 to the report titled “Committee Structures, Councillor Portfolios, and Appointments to Bodies”.
	Clause 147.4 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Tangi Utikere. 5. That the Council approves the Mayor’s recommendations for Deputy Chairpersons of the Committees as identified in Appendix 1 to the report titled “Committee Structures, Councillor Portfolios, and Appointments to Bodies”.
	Clause 147.5 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Tangi Utikere. 6. That the Council approves the Mayor’s recommendations for councillor membership of Committees and the Chief Executive’s Performance Review Panel, as identified in Appendix 1 to the report titled “Committee Structures, Councillor Portfolios, and Appointments to Bodies”, deleting Councillor Naylor from the Economic Development Committee.
	Clause 147.6 above was carried 12 votes to 3, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Susan Baty, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillors Brent Barrett, Rachel Bowen and Lorna Johnson.
	Moved Rachel Bowen, seconded Brent Barrett. 7. That the Terms of Reference for the Council and Committees and specific functions of the Chief Executive’s Performance Review Panel be adopted in the form identified in Appendix 1 to the report titled “Committee Structures, Councillor Portfolios, and Appointments to Bodies”, subject to · The word ‘regular’ being removed from the Committee Terms of References relating only to portfolios. · The Arts, Culture & Heritage Committee Terms of Reference be amended to include the following: - To receive reports as required from the CCNZ/Arts and Culture Fund Committee. - To receive portfolio reports as may be appropriate.
	Clause 147.7 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Vaughan Dennison, seconded Karen Naylor.
	The amendment above “that the word ‘regular’ be removed from the Committee Terms of References relating only to portfolios” was carried 9 votes to 6, the voting being as follows: For: Councillors Brent Barrett, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Billy Meehan, Karen Naylor, Bruno Petrenas and Tangi Utikere. Against: The Mayor (Grant Smith) and Councillors Susan Baty, Rachel Bowen, Zulfiqar Butt, Lorna Johnson and Aleisha Rutherford. The meeting adjourned at 10.28am. The meeting resumed at 10.46am.
	Moved Grant Smith, seconded Tangi Utikere. 8. That an independent person be appointed to the Finance & Audit Committee and that a recruitment process be undertaken to fill that vacancy.
	Clause 147.8 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Tangi Utikere. 9. That, in regard to the independent person on the Finance & Audit Committee, a recruitment panel comprising the Mayor, Deputy Mayor, Chairperson of the Finance & Audit Committee and the Chief Executive or her appointment be delegated authority to undertake the recruitment process, discuss remuneration options with candidates and recommend a preferred appointee to the Council, having regard to the following skill sets: · finance and accounting, including financial reporting; · broad governance, assurance, and risk management disciplines; · understanding of internal controls and assurance frameworks, including understanding of the roles of internal and external audit; · knowledge of the sector or industry in which the public entity operates; and · other attributes as specifically relevant to the entity (for example, legal or information technology experience).
	Clause 147.9 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Aleisha Rutherford. 10. That a Rangitāne representative be on each of the Community Development, Economic Development, and Environmental Sustainability Committees; such representation to be nominated by Rangitāne and approved by the Council.
	Clause 147.10 above was carried 13 votes to 2, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Aleisha Rutherford and Tangi Utikere. Against: Councillors Rachel Bowen and Bruno Petrenas.
	Moved Grant Smith, seconded Patrick Handcock ONZM. 11. That, in regard to the community membership of the CCNZ/Arts & Culture Fund Committee, nominations be sought from the named organisations and from the wider community for the two community representatives.
	Clause 147.11 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Rachel Bowen. 12. That, in regard to the membership of the CCNZ/Arts & Culture Fund Committee, a selection panel comprising the Mayor or Deputy Mayor and the Chair of the Community Development Committee and the Chair and Deputy Chair of the Arts, Culture & Heritage Committee be established to make recommendations to the Council on the community membership appointees to the Committee.
	Clause 147.12 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Tangi Utikere. 13. That all members of the Council who are already accredited under the Making Good Decisions certification programme are appointed Hearings Commissioners and that those persons have such powers and responsibilities as delegated by the Council to Commissioners.
	Clause 147.13 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Tangi Utikere. 14. That any members of the Council who become accredited under the Making Good Decisions certification programme be deemed to be appointed Hearings Commissioners from the date their accreditation is confirmed and that those persons have such powers and responsibilities as delegated by the Council to Commissioners and are deemed to be appointed to the Hearings Committee.
	Clause 147.14 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Rachel Bowen. 15. That any member of the Hearings Committee wishing to attain accreditation or re-accreditation or training as a Chair under the Making Good Decisions certification programme be authorised to do so, with expenses paid.
	Clause 147.15 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Tangi Utikere. 16. That the Council notes the establishment of the Joint Strategic Planning Committee will be subject to the Local Government Act 2002, Schedule 7, Clause 30A which requires a separate report including an agreement with Manawatu District Council.
	Clause 147.16 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Tangi Utikere. 17. That the Council adopts the Terms of Reference and Scope for Councillor Portfolios attached in Appendix 2 to the report titled “Committee Structures, Councillor Portfolios, and Appointments to Bodies”, subject to the following addition to the Terms of Reference “Attend functions and events within their area”.
	Clause 147.17 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Rachel Bowen, seconded Lorna Johnson. 18. That the Council approves the Mayor’s recommendations for Councillor portfolios as listed in Appendix 2 to the report titled “Committee Structures, Councillor Portfolios, and Appointments to Bodies”, subject to: · Councillor Naylor being included in Health and Wellbeing portfolio, unless legal advice indicates otherwise. · Councillor Butt being included in People and Community portfolio.
	Clause 147.18 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Vaughan Dennison, seconded Aleisha Rutherford. 19. That any Steering Groups established by the previous Council and still operating up to the end of the Council term be re-established with the same terms of reference.
	Clause 147.19 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Karen Naylor, seconded Susan Baty. 20. That the Council approves the Mayor’s recommendations for appointments to bodies as listed in Appendix 3 to the report titled “Committee Structures, Councillor Portfolios, and Appointments to Bodies”; noting that the external appointments to the CCNZ/Arts & Culture Fund Committee were extended to the 30 June 2019 by the Council at its meeting of 7 October 2019 and, subject to the following additions: · Disability Coalition with Council’s representative being Councillor Karen Naylor. · That the Chair of the Finance & Audit Committee be added to the Arena Masterplan Steering Group.
	Clause 147.20 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Tangi Utikere. 21. That the “Policy on Appointments to Council Committees”, in regard to CCNZ/Arts & Culture Fund Committee, be reviewed in line with the policy on the selection panel.
	Clause 147.21 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

148-19	Elected Member Remuneration Memorandum, presented by John Annabell, Legal Counsel.
	Moved Grant Smith, seconded Bruno Petrenas. RESOLVED 1. That the Council note the Determination by the Remuneration Authority which became effective from 1 July 2019.
	Clause 148.1 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Grant Smith, seconded Bruno Petrenas. 2. That the Council make the following recommendations to the Remuneration Authority regarding Elected Member remuneration, such recommendations to take effect from the date the new Council came into office or the date the positions were established or reported to Council, whichever date is later: a. The base annual salary for each Councillor is to be $47,486. b. The annual salaries for Councillors with additional responsibilities are to be as set out in Tables 1 and 3 of this memorandum.
	Clause 148.2 above was carried 12 votes to 3, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Billy Meehan, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillors Rachel Bowen, Lorna Johnson and Karen Naylor.
	Moved Grant Smith, seconded Bruno Petrenas. 3. That the information set out in Attachment 1 relating to the positions of additional responsibility, including position descriptions, be approved and be sent to the Remuneration Authority.
	Clause 148.3 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Councillor Aleisha Rutherford left the meeting at 12.40pm.
	Moved Grant Smith, seconded Bruno Petrenas. 4. That a proposed new fee of $250 per meeting be payable to members of any Council Committee or Sub-Committee who are not an Elected Member, except that for the independent member of the Finance and Audit Committee, for whom a separate amount will be negotiated at the time of appointment, noting that the Elected Member remuneration budgets for 2019/2020 and 2020/2021 will need to be revised.
	Clause 148.4 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas and Tangi Utikere.
	Moved Grant Smith, seconded Lorna Johnson. 5. That the Mayor and Chief Executive be authorised to review the hours attached to the Description of Positions of Responsibility before submitting to the Remuneration Authority. Councillor Aleisha Rutherford entered the meeting again at 12.49pm.
	Clause 148.5 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Vaughan Dennison, seconded Billy Meehan. 6. That the amendments to the Elected Member Expenses Policy be approved, including that a childcare allowance not be payable to elected members and that this policy, as amended, be sent to the Remuneration Authority for its approval, subject to: · The expenses of the Mayor and Deputy Mayor be reported annually to the Finance & Audit Committee. · Under the Travel and Attendance that the word ‘any’ replace the words ‘an evening’. · Minor amendments will be authorised by the Mayor, Deputy Mayor and Chief Executive.
	Clause 148.6 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Vaughan Dennison, seconded Billy Meehan. The amendment above to include “including that childcare allowance not be payable to elected members” was carried 11 votes to 4, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Susan Baty, Rachel Bowen, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor and Bruno Petrenas. Against: Councillors Brent Barrett, Zulfiqar Butt, Aleisha Rutherford and Tangi Utikere.
	Moved Aleisha Rutherford, seconded Brent Barrett. Note: On a motion that the words “including the introduction of a childcare allowance” be added. The motion was lost 5 votes to 9, with 1 abstention, the voting being as follows: For: Councillors Brent Barrett, Zulfiqar Butt, Patrick Handcock ONZM, Aleisha Rutherford and Tangi Utikere. Against: The Mayor (Grant Smith) and Councillors Susan Baty, Rachel Bowen, Vaughan Dennison, Lew Findlay QSM, Lorna Johnson, Billy Meehan, Karen Naylor and Bruno Petrenas. Abstained: Councillor Renee Dingwall. Meeting adjourned at 12.50pm. Meeting resumed at 1.52pm. When the meeting resumed Councillor Lew Findlay was not present.

149-19

Extension of Right to Vote to Non-Committee Members

Memorandum, presented by John Annabell, Legal Counsel.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Standing Order 1.6, relating to the extension of the right to vote to non-committee members, apply to the following committees for the current term of Council:

- Finance & Audit Committee

- Infrastructure Committee

- Planning & Strategy Committee

- Arts, Culture & Heritage Committee

- Community Development Committee

- Economic Development Committee

- Environmental Sustainability Committee

- Play, Recreation & Sport Committee

Clause 149-19 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

150-19	Amendments to Delegations Manual Memorandum, presented by John Annabell, Legal Counsel.
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 1. That the Delegations Manual be amended, the amendments being as set out in the attachment to the memorandum titled “Amendments to Delegations Manual”, excluding the amendment “To provide for the Rangitāne o Manawatū Committee to undertake the powers of the Council under the Reserves Act 1977 with regards to Te Motu o Poutoa Reserves and any other reserves that may be administered by that Committee.”
	Clause 150-19 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, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Karen Naylor, seconded Lorna Johnson.
	The amendment above to include “excluding the amendment ‘To provide for the Rangitane o Manawatu Committee to undertake the powers of the Council under the Reserves Act 1977 with regards to Te Motu o Poutoa Reserves and any other reserves that may be administered by that Committee” was carried 12 votes to 2, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Susan Baty, Rachel Bowen, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Patrick Handcock ONZM, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas and Tangi Utikere. Against: Councillors Brent Barrett and Aleisha Rutherford.

151-19

Proposed changes to foundation documents for Local Government Funding Agency (LGFA)

Memorandum, presented by Steve Paterson, Strategy Manager - Finance.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council support proposed changes to the structure of the Local Government Funding Agency (LGFA) that enable it to lend to CCOs; and

2. That the Chief Executive, and when necessary elected members, be delegated authority to execute any documents associated with the Council’s participation in LGFA.

Clause 151-19 above was carried 14 votes to 0, the voting being as follows:

For:

152-19

Meeting Calendar 2019

Memorandum, presented by Carly Chang, Democracy & Governance Administrator.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Palmerston North City Council Meeting Calendar 2019 be approved.

Clause 152-19 above was carried 14 votes to 0, the voting being as follows:

For:

153-19

Council Work Schedule

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

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

Clause 153-19 above was carried 14 votes to 0, the voting being as follows:

For:

The meeting finished at 2.15pm

Confirmed 18 December 2019

Mayor

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 18 December 2019

TITLE: The Manawatū River - Manawatu Golf Club Proposed Land Exchange

Presented By: Bryce Hosking, Manager - Property

APPROVED BY: Tom Williams, Chief Infrastructure Officer

RECOMMENDATION(S) TO Council

1. That Council as the administering body of Centennial Drive Reserves, authorise the disposal of 800 square metres of land, being part of lot Part Section 1678 Town of Palmerston North, in return for 9,350 square metres of land owned by Manawatū Golf Club land, being part of Part Lot 3 DP 19255, Section 1679, town of Palmerston North, Part Lot 1 DP 1332, and Part Lot 261 DP 666.

2. That Council, in exercise of the powers conferred on it by delegation by the Minister of Conservation, confirms that Council has met the requirements of Sections 119 and 120 of the Reserves Act 1977.

3. That Council note that the requirements of Section 4 of the Conservation Act 1987 have been satisfied in relation to consultation with Iwi over granting a land exchange at Centennial Drive Reserves.

1. ISsue

1.1 The Manawatū Golf Club (MGC) effectively owns a significant portion of land in the river environment due to their rights to apply for an accretion over it.

1.2 This piece of land contains approximately 1,200 metres of the Manawatū River Park shared pathway and 12.2 hectares of open space and forest that the public currently use. The 12.2 hectares of land is currently not “technically” owned by anyone, as it is accretion land. That is, land that has been impacted by river margin movement.

1.3 Through negotiations with the Manawatu Golf Club, Council Officers were able to secure a deal where there is a partial exchange of land. Under this transaction Council would sell MGC approximately 800m² of reserve land which is currently being used as their 16^th golf tee. In exchange MGC would sell Council a 9,350m² strip of land along their boundary which would give Council the rights to claim the accretion land in the future, essentially securing it in Council’s ownership.

1.4 The MGC membership adopted this full proposal on 2 September 2019, and Council has subsequently entered into a Sale and Purchase Agreement to secure these terms, subject to Council approval of the land exchange, under the Ministerial delegation of the provision 15(1) of the Reserves Act.

1.5 The parcel proposed for exchange is held as reserve under the Reserves Act 1977, and a Reserves Act land exchange process must be followed by Council.

1.6 A report was brought to the Sport and Recreation Committee on 11 October 2019 seeking Council approval to undertake consultation. After considering submissions, if any, Council Officers are required to bring a report back to Council seeking approval to proceed with the land exchange. This is that report.

2. BACKGROUND

2.1 The Manawatū River Framework describes Council’s strategic direction in the river environment. The associated programme was funded through the 2018-28 Ten Year Plan, and Council is currently in Year Three of implementing the Manawatū River Framework.

2.2 The MGC owns a significant portion of land in the river environment. This piece of land contains approximately 1,200 metres of the Manawatū River Park path. The framework (Section 10.1 page 75) includes the purchase this piece of golf club land in the river environment, to lower any risk of this highly significant piece of pathway and 12.2 hectares of space and forest being lost to public access in the future.

2.3 This piece of land is currently not “technically” owned by anyone, as it is accretion land. That is, land that has been impacted by river margin movement. See Figure One below.

2.4 The owner of a property that has been impacted by river or stream margin movement may apply to LINZ to have the accretion recognised, and thereby take ownership of the land. In this case the 12.2 hectares of accretion land can only be applied for by the MGC. However, if Council purchases the entire margin, then Council may apply for ownership of the additional 12.2 hectares.

2. Figure One: MGC Land and Accretion

2.5 Accretion is described by Land Information New Zealand (LINZ) in the following way:

3. Accretion occurs where a property is bounded by water, has a moveable boundary, and land is added to the property due to gradual and imperceptible changes in the position of the water boundary. The owner may then apply to have the title adjusted to reflect the current position of the water boundary.

2.6 The Manawatū River Framework recognises that the purchase of this piece of land was always conditional on the MGC being amenable to the sale, and so no set financial year was established for this purchase until some form of negotiation had taken place.

2.7 In early 2019 Council Officers started engaging with MGC. The management and President received the proposal favourably and proceeded to obtain a valuation. The valuation includes the harvestable pine forest trees.

2.8 During the valuation process it was noted that a portion of the golf club’s 16^th tee was on part of Palmerston North City Council land at Centennial Drive Reserves. The club approached Council to tidy up this oversight as part of the land exchange deal so that the club became full owner of the course.

2.9 Council Officers agreed to this and identified a comparable parcel of land along the shared path (highlighted in orange as shown in Figure Two) that could be exchanged for the 16^th tee (highlighted in yellow as shown in Figure Two).

5. Figure Two: Proposed Land Exchange between PNCC and MGC

2.10 The land being exchanged by Council is approximately 800m² and the land being exchanged by MGC is approximately 9,350m². In addition, should the exchange proceed, Council would be entitled to claim the accretion land which is approximately 12.2 hectares.

2.11 The MGC membership adopted the full proposal on 2 September 2019. Council and MGC have entered into an agreement for the land exchange subject to Council approval of the land exchange, under the Ministerial delegation of the provision 15(1) of the Reserves Act.

2.12 The parcel proposed for exchange is held as reserve under the Reserves Act 1977, and a Reserves Act land exchange process must be followed by Council.

2.13 On 11 October 2019 Council resolved:

2.14 “That Council approves consultation with the public, as per Section 15 & 119 of the Reserves Act 1977, on the proposal to exchange 800 square metres of land, being part of lot Part Section 1678 Town of Palmerston North, in return for 9,350 square metres of land owned by Manawatū Golf Club land, being part of Pt Lot 3 DP 19255, Sec 1679 TN OF Palmerston North, Pt Lot 1 DP 1332, and Pt Lot 261 DP 666”.

2.15 In addition to general public consultation, Council Officers have also undertaken consultation with Rangitāne on this exchange.

3. Rangitāne Consultation

3.1 Council’s Treaty of Waitangi responsibilities under Section 4 of the Conservation Act 1987 require council to consult with Iwi or Hapū before undertaking any action and making decisions about reserves.

3.2 Council Officers have worked closely with Council's Rangitane o Manawatū partners on all aspects of the Manawatū River Framework. There have been two workshops with Rangitane: one at Tanenuiarangi Manawatū Inc. and the other at Te Rangimarie Marae in which general direction, issues and feedback were discussed. The purchase of MGC land was discussed in these forums and Rangitane were supportive of the direction to purchase the land.

3.3 On 23 August 2019 at the regular bi-monthly meeting with Rangitane Officers formally discussed the proposed purchase and the requirement to dispose of a small portion of the land at Centennial Drive Reserves (16^th tee of the Manawatū Golf Club course) as a matter of general "tidy-up" work that would need to be part of the purchase agreement. This proposal was received positively by Rangitane.

3.4 Council sent a detailed formal email to Rangitane on 6 September 2019 (in order to meet all Reserves Act 1977 and Conservation Act requirements) describing the proposal to dispose of some reserve land and purchase the golf club land and seeking input from Rangitane. There were no concerns raised by Rangitane.

4. community engagement process and result

4.1 The Community engagement process occurred under the Reserves Act 1977 requirements for public consultation as required for land-exchange proposals.

4.2 A one-month period in which to receive support or objections to the proposal was held in accordance with Sections 119 and 120 of the Reserves Act 1977, and objectors/supporters were provided the opportunity to be heard by the Council.

4.3 Council ensured that the proposed land exchange was advertised on newspaper and published on Council website over the one-month submissions period since 9 October 2019 till 8 November 2019.

· One submission was received in support of the proposal on 31 October 2019 from Horizons Regional Council. Horizons generally supports the proposed land exchange. Horizons would welcome discussions on removing the block of trees (pines) from the area of the river berm land that will likely be subject to accretion claim following a successful land exchange process.

· No objections of the proposal were received during the regulated period.

5. NEXT STEPS

5.1 If the reserve exchange is approved after consultation and consideration of objections:

5.2 Utilise Programmes 94 (Walkways Extension Budget) and 752 (Manawatu River Framework) to purchase this land parcel. The previous resolution was: “that if the reserve exchange is approved after consultation and consideration of objections, the Council authorise the Chief Executive to redirect current parks land purchase budget that are unlikely to be spend in current financial year to the land exchange, noting overall land purchase programmes for 2020/2021 annual plan will be revised.”

5.3 Gazette the land exchange as per the Reserve Act 1977 requirements.

5.4 Claim the accretion land and further discuss with Horizons Regional Council for the removal of the block of trees upon the recognition of accretion.

6. 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
The recommendations contribute to Goal 2: A Creative and Exciting City
The recommendations contribute to the outcomes of the Creative and Liveable Strategy
The recommendations contribute to the achievement of action/actions in the Manawatu River Plan The action is: Purchase Manawatū Golf Club land on the river side of the stop bank to secure permanent public access.

Contribution to strategic direction and to social, economic, environmental and cultural well-being

The proposed exchange is implementing the Manawatū River Framework.

Attachments

NIL

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 18 December 2019

TITLE: Parking Mitigation Options in the Implementation of the College Street Transport Upgrade

Presented By: Robert van Bentum, Manager Transport and Infrastructure

APPROVED BY: Tom Williams, Chief Infrastructure Officer

RECOMMENDATION(S) TO Council

1. That Council approve a Capital New Programme entitled College Street Upgrade Parking Mitigation in 2019-20 with a budget of $480,000 to enable the construction of 32 indented parking spaces on College Street to mitigate the parking loss of the Transport Upgrade Project.

1. ISSUE

1.1 Council has approved the upgrade of College Street to improve safety for all road users. The primary focus of the project is improving safety for bus passengers by installation of bus bays and for people on bikes by providing buffered cycle lanes and removing conflicts with parked cars wherever possible.

1.2 Council recently adopted the “Urban Cycling Masterplan” following extensive consultation and engagement with road users and the community. The masterplan identifies a priority list of around 20 cycleway routes recommended to develop an integrated urban cycle commuter network for the city. College Street is a key initial part of this network as well as being a major public transport corridor.

1.3 Over the last two years through a series of consultations and engagements with the wider community and the specific residents and businesses along College Street, Officers have developed an optimised design for the implementation of improved public transport and buffered cycle facilities. To achieve the level of service required to deliver the safe cycling experience required to deliver a step change in the number of commuter cyclists, a significant proportion of the currently available on-street parking will need to be removed.

1.4 The residents of College Street have communicated their opposition to the wholesale removal of on-street parking facilities. In order to enable a start to be made with implementation of the project, Officers provided a report to the September 2019 meeting of Council on various options for investment. This included options up to a value of $1.1m for indented parking to mitigate the parking impacts of the project.

1.5 Council declined to support this level of mitigation and asked Officers to provide a further report detailing several options for alternative parking levels of service. Council did however approve funding to construct two indented parking bays in the Awapuni section of the project at an estimated cost of $75,000.

1.6 During the meeting some interim proposals for alternative parking levels of service were presented. This report provides a recommendation on the proposed parking mitigation and seeks Council approval of the preferred option along with an additional capital new programme budget to enable the mitigation to be implemented in the 2019-20 financial year.

1.7 Work is currently on-hold pending a decision by Council. A significant portion of the upgrade work comprises re-sealing and line marking and is scheduled as part of the city-wide road maintenance contract to be completed in early 2020. If a decision is not made, this sealing work will need to proceed and the opportunity for cost sharing between the road maintenance programme and road upgrade will be lost.

2. BACKGROUND

2.1 On 23 September 2019, Officers presented an update on the College Street project to Council. This report included a range of options for levels of service to provide indented parking spaces to offset the loss of parking associated with the transport upgrade.

2.2 The options presented to Council were based on two main criteria. One was the variation in parking demand based on parking surveys and the other based on logical arguments. The various levels of parking demand options included

· Average Demand

· Average Demand +20%

· Max Demand

· Max Demand +20%

The logical arguments included

· Consider all parking demand surveyed

· Omission of school peak parking demand

· Omission of parking demands within 50m from a side road

2.3 Based on the points above, 12 combinations of were presented to Council indicating various levels of expenditure and levels of service.

2.4 The Councils response to the report was a request to Officers to refine the number of options and provide a recommended option which was financially acceptable and provided a reasonable distribution of parking along its length.

3. Filtering Options

3.1 Based on the parking demand surveys, catering for the maximum parking demand or higher would involve significant investment (more than $500,000). As the maximum parking demand occurs only very rarely such that for the majority of time would be significantly unutilised, it was considered that catering for the peak demand would not be cost effective. Options that considered the maximum demand or higher have therefore been dismissed.

3.2 The options which provided for a reduction in on-street parking based on their being a side road within 50m, were also not considered further based on the negative impact on the amenity of the street. In some sections of College Street this would have resulted in long sections of College Street with no on-street parking. This was considered to result in too significant an impact on local residents and businesses.

3.3 The remaining options considered further were those that catered for average parking demand or average demand + 20%, which represented 24 to 29 spaces. This level of parking mitigation provision was considered reasonable and was used as a basis to determine where parking should be located.

4. Recommended Mitigation

4.1 Based on the parking demand surveys and residual parking capacity of the design, parking mitigation was identified as being required only in the section between Botanical Road and Batt Street.

4.2 To fairly distribute the indented parking, the following principles were applied to guide parking location.

· The removal of on-street trees was minimised to retain residential amenity

· Parking priority to be to cater for shops, businesses and schools

· Focus parking on long sections, where side road parking is difficult to access

· Focus on locations where multiple parking spaces in a single indented bay can be provided to minimise costs.

· Parking to be staggered on both sides of the road to give a better spread throughout the section.

4.3 Using the range of 24 to 29 parking spaces and the principles outlined above, an exercise was undertaken to locate indented parking along the street. Two options were initially developed and this was refined down to one working option. Some further assessment identified some additional areas of parking deficiency for which some additional indented parking spaces were proposed.

4.4 The exercise identified 32 parking spaces appropriately located could provide for an even distribution of parking along College Street between Botanical Road and Batt Street. The exact locations are shown in Appendix A which is attached. The cost is estimated to be approximately $480,000, and it is anticipated that only 3 streets trees will need to be removed to construct the new infrastructure.

5. Other Considerations/Comments

5.1 Since the September report to Council, Officers have undertaken further parking surveys, focusing on the parking demand in the side roads. Occupancy surveys were undertaken every two hours on Thursday 7 November and Sunday 11 November. The results of the surveys identified that there is generally ample parking on the side roads to cater for the existing demand and there should be capacity for any shift in parking demand as a result of the project. The results from the parking surveys of the side roads can be found in Appendix B attached to this report.

5.2 Some side roads have existing parking restrictions, including Morris Street, Colombo Street, Oxford Street, Ada Street, Ranfurly Street. Parking restrictions typically comprise P120 time limits on one side of the road. The restrictions are likely to have been installed to balance the demand between all day CBD commuter parking and residential visitor parking. These restrictions will assist in mitigating the demand for short term parking on College Street.

5.3 To assist school pickup and drop off on College Street and alleviate traffic conditions around schools, implementation of short-term parking restrictions such as P120 or P30 during school peaks could be implemented on some of the side roads. These changes would improve the availability of parking for parents wanting to pick-up and drop off children a short distance from schools. Where such changes are needed, Officers would look to consult with affected residents and schools to determine whether there is support for these changes.

6. NEXT STEPS

6.1 Should Council approve the additional capital new budget for the recommended indented parking spaces, Officers will proceed to design and construct the indented parking bays, in combination with scheduling the remainder of the sealing and line marking work.

6.2 Additionally, Officers will liaise with schools on College Street and identify opportunities to introduce time limited parking restrictions during school terms to improve the ease of pickup and drop off of school children.

6.3 Should Council not approve any funding for parking mitigation as proposed, Officers will proceed to deliver the College Street Upgrade Project as originally planned/designed, with no parking mitigation for the section from Botanical Road to Batt Street.

7. 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?		No
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to Goal 2: A Creative and Exciting City
The recommendations contribute to the outcomes of the Creative and Liveable Strategy
The recommendations contribute to the achievement of action/actions in the Active and Public Transport Plan The action includes: · Providing for the extension of public transport, cycling, and pedestrian facilities and services into residential and industrial growth areas, and the rural villages. · Upgrading, on a prioritised basis, cycle route interconnections and intersections. · Improving existing bus stops in the city with bus shelters, signage, markings, concrete pads, and hard stands.
Contribution to strategic direction	This programme contributes to delivery of a safer transport network by advancing the urban cycling network and reducing conflicts between various road users. This is achieved by delivering wider cycle lane width, reducing conflicts with stationary buses at bus stops and reducing conflicts between people on bikes and parked cars. The ultimate objective of delivering an improved and safer cycling route is to encourage more people to make more journeys by bicycle or active transport mode rather than by car.

Attachments

1.	Appendix A Recommended Indented Parking Locations ⇩
2.	Appendix B Side Street Parking Survey Results ⇩

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 18 December 2019

TITLE: Programme 1068 WWTP Replacement of Inlet Lift Pumps

PRESENTED BY: Robert van Bentum, Manager - Transport and Infrastructure

APPROVED BY: Tom Williams, Chief Infrastructure Officer

RECOMMENDATION(S) TO Council

1. That Council approve an increase of $404,000 to the 2019-20 budget for Waste Water Capital Renewal Programme 1068 - Totara Road Wastewater Treatment Plant - Replacement of Inlet Pumps, from $36,000 to $440,000.

1. Issue

1.1 All the wastewater from the city and satellite communities is treated at the Totara Road WWTP. All the incoming flow to the treatment plant after screening must be lifted by pump into the sedimentation basins and secondary treatment systems. Two of the four lift pumps at the Totora Road WWTP are Programmed for replacement on the basis that they have reached their end of life and are showing signs of significant wear.

1.2 Council approved Programme 1068 – Totara Road Wastewater Treatment Plant – Replacement of Inlet Pumps with a budget of $1 million in the 2018-28 LTP. Initial design work and procurement of the pumps was started in 2018-19 with the intention of completing the installation work in the 2019-20 financial year. The project scope provided for a stage one replacement of two pumps and installation of the new flow meters on each of the four pumps to provide accurate information of inlet flows to the plant and aid in monitoring and verifying pump performance.

1.3 Officers identified in 2018-19, on the basis of the scope of work to be done that the allocated budget was larger than required. Approval was given by Council to allocate surplus funds to other critical renewal projects underway at the WWTP involved in replacing the screens and grit removal systems. Following implementation of the flow meter installation works and furthermore detailed design and investigation work it emerged that the cost to complete the project is significantly greater than anticipated.

1.4 Additional costs are associated with having to install new larger electrical control cabinets, pipe work and driveshafts, more complex installation of the pumps as well as higher than anticipated costs for installing the flow meters.

1.5 The replacement of the pumps is now critical for the following reasons:

· the current pumps are showing significant wear and represent a critical point of failure

· the current pumping capacity at the WWTP is only just sufficient to pump the maximum inflow to the plant such that any pump failure will result in surcharge of flows within the upstream network

· the consequence of failure is a potential emergency discharge of untreated wastewater into the environment and resulting significant consent non-compliance

· the pumps can only be efficiently replaced during the summer low flow period such that if the current window is missed then Council will carry additional risk for an extended period including the potential for significant expenditure to complete an emergency renewal of a pump during a period of higher inflows to the plant

1.6 This report seeks approval for additional budget of $404,000 to enable a contract for the installation of the first two of four pumps to be let.

2. Overview of the problem

2.1 Three of the existing lift pumps were installed in 1968. A fourth pump was installed in 1988. Two of the original pumps were refurbished approximately twenty years ago. The current pumping capacity is around 530L/s (each). These pumps are necessary to pump all effluent water from post screening to the sedimentation tanks. The pumps have been performing satisfactorily, however they have reached the limit of their capacity and life span.

2.2 It was identified in the 2017 Waste Water AMP that lift pump assets were past their optimum life. In order to increase the pumping capacity to manage peak wet weather flows, replacement pumps were proposed which could deliver up to 900 L/s each as opposed to the current 530L/s. Two of the four pumps have been scheduled to be replaced in February 2020 when inflows to the plant levels are at their lowest.

2.3 The scope of Stage One works include the following activities:

· Replacement two of four pumps (pumps procured and paid for in 2018-19 due to long lead time)

· Electric Motor Replacement

· Pump Bases/Inlets

· Pump Discharge Pipework

· Drive Shaft Replacement

· Pump Mechanical Seal Flush Lines Replacement

· Installation of New 800 Amp 3 Phase Distribution Board

· Electrical Installation of Motors and Variable Speed Drive

3. Background and previous council decisions

3.1 Council approved funding of in the 2018-28 LTP for Programme 1068-Replacement of Inlet Pumps of 1M for the 18/19 FY and 1M for 21/22 FY. During implementation of Programme 1068 in 2018-19, it was assessed that the budget was in excess to that required to complete the scope of work. At the same time several over critical WWTP projects were identified to be under budgeted and an amount of $462,288 was reallocated to three other Programmes namely:

· Programme - 1056 - Inlet Screens Replacement, ($90,236)

· Programme - 1059 - Grit Removal Replacement ($354,618)

· Programme - 621 - Digester Lid Replacement ($17,433)

3.2 The remaining Programme 1068 budget of $573,000 was allocated to the upgrade of flow meters and procurement of lift pump equipment in 2019, leaving a balance of $36,000. Contributing to the higher anticipated cost to complete were higher installation costs for the flow meters and the requirement for new electrical distribution board, drive shafts and connecting pipework. Although the other Programmes of work needed additional funding, the reallocation of funds from 1068 was based on inadequate project scoping and estimates and was actioned prematurely.

3.3 Due to the complexity and risk of the project a consultant from Stantec Ltd has been engaged to review the design and methodology of the remaining scope of work and develop a detailed tender scope and contract for the works. The contract is designed to ensure the project is delivered to budget and quality and within the available window. Stantec will fulfil the role of Engineer to the Contract to assist PNCC project officers with technical design input and contractor management.

3.4 In accordance with MT70 an invited procurement process has been conducted to identify a suitable contractor to carry out the electrical and mechanical works. Three suppliers were approached with two providing feasible proposals for the works. One supplier declined to undertake the work due to the short time frame required so that two proposals were received. Following evaluation of the tenders a preferred supplier has been identified based on providing the lowest quoted price by $50,000 and their comprehensive analysis of the work required. If approval for the additional funding is given, Officers will award the contract works to the preferred supplier.

4. Analysis of options

4.1 Option 1. Additional Budget Approved

4.2 The current pumping system is operating at around 75% of full capacity due to significant wear in one of the 4 existing pumps, resulting in a critical loss of capacity for peak weather flows. With all four pumps in service, the maximum flow capacity is 2120 L/s. Due to continuing growth in the city and the impacts of increasing wet weather events, peak inflows to the plant are already predicted to exceed this capacity in unusual events. By initiating work immediately, the system can be restored to its optimum capacity and the risk of overflow reduced as soon as possible.

4.3 Programme 1068 provides for the replacement of all 4 pumps, however given the critical nature of the components and time taken for the work to be completed, it is not possible to replace more than 2 pumps at one time. The summer dry period provides the lowest risk period for the work to be undertaken given the likelihood and magnitude of large inflows to the plant are much reduced.

4.4 Work is on-going to confirm the scope and approach for renewing and/or upgrading pumping capacity for the period up until the WWTP is reconfigured or replaced through the BPO project. At this stage it is envisaged that a new capital project will be developed to install low flow pumps to manage summer low flows at the plant. Once this work is complete, overall pumping capacity will be reviewed to determine requirement to replace the remaining pumps. Additional work is also being scoped to identify is the inlet works can be modified to enable more flow to be delivered using the new pumps. The pumps have a theoretical capacity of up to 900l/s compared to the current 510 l/s.

4.5 Benefits: Critical capacity issues will be addressed before the upcoming peak flow period between June-August 2020. Latent risk in the system will be reduced and plant reliability will increase to manage current and forecasted inflows.

4.6 Risks: Of the two pumps that are proposed to be replaced, one pump failed in mid-2019 and due to its fragility can only be used as a backup for peak flow periods and the second pump earmarked for renewal has reduced capacity due to the significant wear and its being beyond its optimised life.

4.7 Financial: Confirmed costs for completing the works has been obtained through an invited tender process. Including allowances for contingency, project and contract management costs, the total cost to deliver the project is estimated to $549,000. As the 2019-20 budget for Programme 1068 is $36,000 and $109,000 has been previously capitalised, additional unbudgeted funding of $404,000 is required.

Table 1. Summary of Programme 1068 - Budget Changes
Original Programme Budget – 2018-19	$1,008,000
Approved Budget Adjustment (Sept 2018)	-$462,288
Remaining Budget - 2018-19	$545,712
Programme Expenditure 2018-19	-$508,839
Budget Carried Forward – 2019-20	$36,873
Cost to Complete – 2019-20	$440,873
Required Budget Adjustment	$404,000

4.8 Option 2. Additional Programme Budget is not Approved

4.9 Failure to complete this Programme of work will fail to address the existing capacity issues and result in a significant risk of significant wastewater surcharges within the network and a risk of overflows during storm events. The next available budget allocation for the lift pump Programme 1068 is not until FY 23.

4.10 Benefits: Other than the avoiding budget costs, there are no benefits. To the contrary given the other upgrade projects underway which will increase flows to the pumps, there are significant risks associated with deferring the work.

4.11 Risks: Given the condition of the two pumps that are proposed to be replaced, current pumping capacity is compromised. Deferring the replacement of the two pumps will result in an on-going substantial risk that the pumping capacity will not be able to manage the peak flows. It is assessed that there is moderate likelihood of one or both pumps failing within the next 12 months. Failure of one or both pumps will increase the likelihood of an uncontrolled discharge to the environment.

4.12 A discharge of untreated wastewater to the Manawatū River will adversely affect river quality, represent a significant non-compliance and have a significant reputational impact at a sensitive for Council as it is working through the BPO process and extensive consultation with the community on wastewater outcomes and future treatment and disposal options.

4.13 Financial: Although there is a short term saving from this option, the cost to complete the Programme of work is likely to increase over time. In addition, if one or both of the pumps were to fail, emergency replacement will be both difficult and costly particularly if it has to be undertaken during a period of higher flows. Equipment already purchased will need to be stored and funding costs paid without the benefit of the improved level of service.

5. Conclusion

5.1 The total estimated cost to complete the project over the two financial years is $949,000 only slightly less than the original approved budget provided in 2018-1 for the programme. As a result of the reallocation of funds to other critical projects, additional funding of $404,000 is required to enable 2019-20 scope of work to be completed. The approval of the funding will significantly reduce the pumping capacity risks at the WWTP and provide time for Officers to address other critical projects at the WWTP.

6. Next steps

6.1 If additional budget is approved, staff are in able position to award a contract for the work almost immediately and so ensure work is completed as soon as possible.

6.2 Once implemented full optimised pumping capacity would be restored with a maximum flow of up to 2100l/s, representing a 25% increase on the current compromised flow capacity. Work would continue on detailed re-scoping and design for the upgrades and improvements to the other critical WWTP system components.

7. 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?		No
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 Three Waters Plan The action is: The Wastewater Treatment Plant is fully compliant with its existing resource consent requirements.
Contribution to strategic direction and to social, economic, environmental and cultural well-being	The Programme contributes to the provision of wastewater services by providing for the safe collection, treatment and disposal of the city’s wastewater and continuing to ensure the city complies with its resource consent requirements, while avoiding negative impacts on the receiving environment.

Attachments

Program 1068 Lift Pump - Cost Estimate ⇩

Grant Smith (Mayor)
Tangi Utikere (Deputy Mayor)
Brent Barrett	Patrick Handcock ONZM
Susan Baty	Leonie Hapeta
Rachel Bowen	Lorna Johnson
Zulfiqar Butt	Billy Meehan
Vaughan Dennison	Karen Naylor
Renee Dingwall	Bruno Petrenas
Lew Findlay QSM	Aleisha Rutherford