Minutes of Council - 26 00 2020

Palmerston North City Council

Minutes of the Council Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 26 February 2020, commencing at 9.00am

Members

Present:

The Mayor (Grant Smith) (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, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Apologies:

Councillors Leonie Hapeta and Billy Meehan.

Councillor Vaughan Dennison entered the meeting at 9.08am during consideration of clause 5. He was not present for clause 4.

4-20

Apologies

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council receive the apologies.

Clause 4-20 above was carried 13 votes to 0, the voting being as follows:

For:

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

5-20

Deputation - Rural Games

Councillor Vaughan Dennison entered the meeting at 9.08am.

Mr James Stewart, Mr Daniel O’Regan and Ms Margaret Kouvelis made a deputation regarding the Rural Games and what the event meant to the city economically and socially.

They advised that the Rural Games is held every year in Palmerston North and that their aim for the event was to bridge the gap between rural and urban communities through sport and fun activities. They hold a different sporting event every hour and run specific activities for children under 12 years of age and for over 12 years of age and adults. The activities are designed for people to experience tasks that they would not usually do.

They thanked the Palmerston North City Council for their 5% contribution to the event and asked if that could be extended to 15%.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Council receive the presentation for information.

Clause 5-20 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, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

6-20

Presentation - New Years Honours

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council note that congratulations have been conveyed on behalf of the Council to the local recipients of the New Year’s Honours 2020.

Clause 6-20 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, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

7-20

Confirmation of Minutes

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the minutes of the extraordinary meeting of 12 February 2020 Part I Public be confirmed as a true and correct record.

Clause 7-20 above was carried 14 votes to 0, the voting being as follows:

For:

Reports

8-20	Establishment of Jaycee Trust Travelling Fellowship Selection Panel Memorandum, presented by Hannah White, Democracy & Governance Manager.
	Moved Vaughan Dennison, seconded Lew Findlay QSM. RESOLVED 1. That a Jaycee Trust Travelling Fellowship Selection Panel for the 2019-2022 term of Council be established and the Terms of Reference be confirmed as follows: - The purpose of the Jaycee Trust Travelling Fellowship Selection Panel is to allocate up to two Jaycee Trust Travelling Fellowships of not more than $5,000 each per year, with discretion to grant more than two fellowships as long as the total amount of funding does not exceed $10,000 per year. 2. That the Council delegate authority to the Jaycee Trust Travelling Fellowship Selection Panel to assess applications to the scheme and approve up to two travelling fellowships of not more than $5,000 each per year, with discretion to grant more than two fellowships as long as the total amount of funding does not exceed $10,000 per year. 3. That the decision-making process for the Jaycee Trust Travelling Fellowship Selection Panel to conduct its business be as follows: - Decisions of the panel shall, where possible, be reached by consensus of members present. In the event that a vote is necessary, a decision will be reached if it has the support of the majority of members present. - The Quorum for meetings of the Panel will be at least two members. 4. That Council appoint the Chairperson of the Community Development Committee to the Jaycee Trust Travelling Fellowship Selection Panel as Chair. 5. That members of the community be invited to submit applications for the two community positions on the Jaycee Trust Travelling Fellowship Selection Panel and for those registrations to be received by Hannah White, Democracy & Governance Manager, by 5.00pm on 31 March 2020. 6. That an appointment panel be established to consider all applications for membership to the Jaycee Trust Travelling Fellowship Selection Panel and to make recommendations to a Council meeting at which the final appointments will be made, as follows: - The appointment panel to comprise the Mayor, Chair and Deputy Chair of the Community Development Committee. - That the appointment panel, once decided, convene a meeting as soon as possible to determine the membership of the Jaycee Trust Travelling Fellowship Selection Panel. - That a report be presented to the 27 May 2020 Council meeting putting forward the name of those recommended to become members.
	Clause 8-20 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, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Rachel Bowen, seconded Renee Dingwall.
	Note: On a motion that clause 8.4 be amended to read “The Council open a selection process to appoint an Elected Member to the Jaycee Trust selection panel”. The motion was lost 5 votes to 9, the voting being as follows: For: Councillors Brent Barrett, Rachel Bowen, Renee Dingwall, Karen Naylor and Bruno Petrenas. Against: The Mayor (Grant Smith) and Councillors Susan Baty, Zulfiqar Butt, Vaughan Dennison, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Aleisha Rutherford and Tangi Utikere.
	Moved Aleisha Rutherford, seconded Karen Naylor.
	An amendment was made to delete “The Chairperson shall have a casting vote” from clause 8.3. The amendment was carried 12 votes to 2, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Rachel Bowen, Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Lorna Johnson, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillors Zulfiqar Butt and Patrick Handcock ONZM.

9-20

CCNZ/ Arts & Culture Fund Committee Assessment Committee

Memorandum, presented by Hannah White, Democracy & Governance Manager.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the following resolutions specific to the CCNZ/ Arts & Culture Committee be rescinded noting that such a committee acts as an external body and follows the Creative Communities Scheme Guidelines:

23 September 2019 121-19

121.5 Appointment process for committees with external members

13 November 2019, 147-19

147.2 Chairperson appointments

147.5 Deputy chairperson appointments

147.7 Terms of Reference for committees

147.11 Nominations to be sought for two community representatives

147.12 Selection panel

18 December 2019 , 163-19

163.19 Selection panel amendments

2. That Councillors Bowen and Dingwall be approved as Council’s appointees to the CCNZ/Arts & Culture Fund Committee for the 2019-2022 term.

3. That the existing assessment committee be convened to elect community members and a chairperson according to the Creative Communities Scheme Guidelines.

Clause 9-20 above was carried 14 votes to 0, the voting being as follows:

For:

10-20

Addition to Safe City Portfolio Terms of Reference

Memorandum, presented by Hannah White, Democracy & Governance Manager.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Civil Defence and Emergency Management be added to the Safe City Portfolio Terms of Reference.

Clause 10-20 above was carried 14 votes to 0, the voting being as follows:

For:

11-20

Statement of Intent for Te Manawa 2020/21

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

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That, pursuant to the Local Government Act 2002, Schedule 8, Part 1, Clause 4, the deadline for delivery of the Te Manawa Draft Statement of Intent 2020/21 be extended by 1 month to 1 April 2020.

Clause 11-20 above was carried 14 votes to 0, the voting being as follows:

For:

12-20

Establishment of Local Initiatives Fund Funding Allocation Panel

Memorandum, presented by Joann Ransom, Community Development Manager.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That a Local Initiatives Fund Allocation Panel for the 2019-2022 term of Council be established and the Terms of Reference be confirmed as follows:

· The purpose of the Local Initiatives Fund Allocation Panel is to allocate the available Local Initiatives Fund budget as provided for in the Community Funding Policy 2018. The Panel may make as many grants as it deems necessary to achieve the outcomes of the Fund.

2. That Council appoints Councillor Susan Baty to sit on the Local Initiatives Fund Allocation Panel for the 2019-2022 term.

3. That the Council delegate authority to the Local Initiatives Fund Allocation Panel to assess applications to the scheme as provided for in the Community Funding Policy 2018.

4. That an appointment panel, comprising of the Chair of the Community Development Committee (Chair), Councillor Susan Baty and the Community Development Manager, be established to consider all nominations for membership to the Local Initiatives Fund Allocation Panel and are delegated authority to make final appointments.

Clause 12-20 above was carried 13 votes to 0, with 1 abstention, the voting being as follows:

For:

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

Abstained:

Councillor Susan Baty.

13-20

Committee Work Schedule

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the Council receive its Work Schedule dated February 2020.

Clause 13-20 above was carried 14 votes to 0, the voting being as follows:

For:

Recommendations from Committee Meetings

14-20	Finance & Audit Committee Part I Public - 19 February 2020 Consideration was given to Finance & Audit Committee recommendations as appended to these minutes.
	Moved Susan Baty, seconded Karen Naylor. RESOLVED 1. That clauses 6-20 and 7-20 of the Committee's recommendations be adopted.
	Clause 14.1 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, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.
	Moved Susan Baty, seconded Karen Naylor. 2. That clause 8-20 of the Committee’s recommendations be adopted.
	Clause 14.2 above was carried 11 votes to 2, with 1 abstention, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Brent Barrett, Susan Baty, Zulfiqar Butt, Vaughan Dennison, Renee Dingwall, Patrick Handcock ONZM, Lorna Johnson, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillors Lew Findlay QSM and Karen Naylor. Abstained: Councillor Rachel Bowen.
	Moved Susan Baty, seconded Karen Naylor. 3. That clause 9-20 of the Committee’s recommendation be adopted, subject to the word “for” be replaced with “up to” before “$2,925,919” and the words “+ GST” be deleted.
	Clause 14.3 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, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Exclusion of Public

15-20

Recommendation to Exclude Public

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

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

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

General subject of each matter to be considered		Reason for passing this resolution in relation to each matter	Ground(s) under Section 48(1) for passing this resolution
15.	Minutes of the ordinary meeting - Part II Confidential - 18 December 2019	For the reasons set out in the ordinary minutes of 18 December 2019, held in public present.
16.	Appointment of Town Crier	Privacy	s7(2)(a)

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.

Clause 15-20 above was carried 14 votes to 0, the voting being as follows:

For:

The public part of the meeting finished at 10.17am.

Confirmed 18 March 2020

Mayor

Council - Part I 26 February 2020

Recommendations from Committee

TO: Council

MEETING DATE: 26 February 2020

TITLE: Presentation of the Part I Public Finance & Audit Committee Recommendations from its 19 February 2020 Meeting

Set out below are the recommendations only from the Finance & Audit Committee meeting Part I Public held on 19 February 2020. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

6-20

New Deed of Lease for Manawatu Pony Club, Manawatu Canine Club and Ruahine Kindergarten Milverton

Memorandum, presented by Bryce Hosking, Manager - Property.

The COMMITTEE RECOMMENDS

1. That Council, as the administering body under the Reserves Act 1977, on behalf of the Minister of Conservation, approve the following leases:

a. Land lease at Ashhurst Domain, Palmerston North, to Manawatu Pony Club Incorporated.

b. Land lease at Ashhurst Domain, Palmerston North, to The Manawatu Canine Centre Incorporated.

c. Land lease at Milverton Park, Palmerston North, to Ruahine Kindergarten Association Incorporated.

2. That Council agree to execute the following leases:

a. A new five-year lease with renewal option between Palmerston North City Council and Manawatu Pony Club Incorporated for the land at Ashhurst Domain, Palmerston North.

b. A new five-year lease with renewal option between Palmerston North City Council and The Manawatu Canine Centre Incorporated at Ashhurst Domain, Palmerston North.

c. A new five-year lease with renewal option between Palmerston North City Council and Ruahine Kindergarten Association Incorporated for the land at Milverton Park, Palmerston North.

7-20

Powerco Easement at Vautier Park

Memorandum, presented by Bryce Hosking, Manager - Property.

The COMMITTEE RECOMMENDS

1. That Council, as the administering body of Vautier Park (legally described as Part Section 249 Town of Palmerston North), authorise the granting of an easement to convey electricity, to Powerco.

2. That Council, in exercise of the powers conferred on it by delegation under the Reserves Act 1977, authorise the granting of an easement to convey electricity, to Powerco.

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 an easement to convey electricity at Vautier Park.

4. That Council note that the requirements of Sections 119 and 120 of the Reserves Act 1977 have been satisfied in relation to public notification prior to the resolution to grant an easement to convey electricity over Vautier Park.

8-20

Wastewater BPO Quarterly Report & Financial Status

Report, presented by Robert van Bentum - Transport and Infrastructure Manager and Sacha Haskell, General Manager - Communications and Marketing.

The COMMITTEE RECOMMENDS

2. That Council approves additional budget of $470,700 in order to complete the technical work and marketing and communications input scoped for the BPO Project for the 2019/2020 financial year.

9-20

PNCC Animal Shelter Options

Report, presented by Bryce Hosking, Manager - Property.

The COMMITTEE RECOMMENDS

1.    That Council agrees to proceed with Option 2 and builds a new Animal Shelter next to the existing facility in Totara Road, Palmerston North for $2,925,919 + GST. This will be a multi-year Programme split over the 2020/21 and 2021/22 financial years.

The proposed programme budget (not currently budgeted for) will be split:
2020/21    $300,000 – Design and Consent Phase
2021/22    $2,625,919 – Construction Phase

2. That consideration be given by the Chief Executive to bringing the design and consent phase into the current year if possible.

Attachments

Nil