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:

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].

18-20

Notification of Additional Items

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That the additional item ‘Alteration to Standing Orders’ be received.  The reason for lateness is that legal advice was sought after Central Government announcements relating to COVID-19, which require attention at this meeting.

Clause 18-20 above was carried 13 votes to 0, 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, Leonie Hapeta, Lorna Johnson, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

19-20

Alteration to Standing Orders

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

Moved Lew Findlay QSM, seconded Leonie Hapeta.

RESOLVED

1.   That Council alters its Standing Orders to read:

      2.5A – Temporary right to attend by audio or audiovisual link

      During the COVID-19 Pandemic for six months until August 2020, members of the local authority or its committees have the right to attend meetings by means of an audio or audiovisual link, unless they have been lawfully excluded.

      [cl 25A(1), Schedule 7, LGA]

      2.5B – Temporary right to vote by audio or audiovisual link

      During the COVID-19 Pandemic for six months until August 2020, where a meeting has a quorum, members attending a meeting by audio or audiovisual link may vote on any matters raised at the meeting, provided the conditions of the standing orders are met where relevant.

      [cl 24(1) and cl 24(4), Schedule 7, LGA]

Clause 19-20 above was lost 9 votes to 4 (alterations to standing orders require a 75% majority), the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Vaughan Dennison, Renee Dingwall, Lew Findlay QSM, Patrick Handcock ONZM, Leonie Hapeta, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Against:

Councillors Brent Barrett, Susan Baty, Zulfiqar Butt and Lorna Johnson.

20-20

Apologies

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That Council receive the apologies.

Clause 20-20 above was carried 13 votes to 0, 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, Leonie Hapeta, Lorna Johnson, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

21-20

Confirmation of Minutes

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That the minutes of the ordinary meeting of 26 February 2020 Part I Public  and Part II Confidential be confirmed as a true and correct record.

Clause 21-20 above was carried 12 votes to 0, 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, Lew Findlay QSM, Patrick Handcock ONZM, Lorna Johnson, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Abstained:

Councillor Leonie Hapeta.

22-20

Annual Budget 2020/21 - Final version of Consultation Document

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

During discussion Elected Members acknowledged that consultation could not be done publicly at present due to the COVID-19 situation, and that a new communications plan was in process to determine how best to address this.  Elected Members asked that they be able to have input into this process, and requested that a physical piece of information be delivered to all households within the City boundary directing people to the online consultation process, to ensure all in the community were informed.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That consultation moves to online only, and that the consultation document reflect this change.

2.   That recommendation 11 of clause 3-20 of the Committee of Council meeting of 4 March 2020 be amended to read:

      “That the Consultation Document for the 2020/21 Annual Budget (Plan) as attached to the report titled ‘Annual Budget 2020/21 – Final Version of Consultation Document’ and amended to include corrections to the financial table on page 13 of the document, and subject to the deletion of the “Let’s Talk” sessions, be adopted”.

Clauses 22.1 and 22.2 above were carried 13 votes to 0, 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, Leonie Hapeta, Lorna Johnson, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Moved Aleisha Rutherford, seconded Lew Findlay QSM.

3.   That a draft Communications Plan for the Annual Plan be circulated to Elected Members for feedback before the Chief Executive approves it.

4.   That a physical piece of Annual Budget material be produced directing people to the online consultation process, and this be delivered to all households within the PN City Council boundary.

Clauses 22.3 and 22.4 above were carried 13 votes to 0, 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, Leonie Hapeta, Lorna Johnson, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

23-20

Committee of Council Part I Public - 4 March 2020

Consideration was given to Committee of Council recommendations as appended to these minutes.

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1.   That clauses 3.1 to 3.12 of the Committee's recommendations be adopted.

Clause 23.1 above was carried 13 votes to 0, 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, Leonie Hapeta, Lorna Johnson, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Moved Grant Smith, seconded Tangi Utikere.

2.   That clause 3.13 of the Committee's recommendations be adopted.

Clause 23.2 above was carried 10 votes to 3, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Susan Baty, Zulfiqar Butt, Vaughan Dennison, Lew Findlay QSM, Patrick Handcock ONZM, Leonie Hapeta, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

Against:

Councillors Brent Barrett, Renee Dingwall and Lorna Johnson.

3-20

Annual Budget (Plan) 2020/21 - Adopting Supporting Information and the Consultation Document

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

The COMMITTEE RECOMMENDS

1.   That the Chief Executive incorporate the following amendments to the draft of the supporting information and the Consultation Document for the 2020/21 Annual Budget:

        -   deferral of the programmes as scheduled in the tabled Appendix G

        -   reduced budget provisions for the programmes as scheduled in the tabled Appendix H

      -     other amendments (if any)

2.   That Programme 86 – Council Furniture Replacements be reduced to $136,000 (with the remaining $125,000 to be considered in the Long Term Plan process).

3.   That the UAGC remain at $500 for 2020/21.

4.   That the sector focussed “Let’s Talk” sessions are reframed as an evening marketplace event with sector ‘stalls’; and that the potential for further or sector-specific sessions is       considered if there is demand.

5.   That the hearings sessions are morning and afternoon, with appropriate breaks, and that there is at least one evening session offered.

6.   That an additional sum of $500,000 be approved for debt repayment.

7.  That the following is included in the Consultation Document:
-     High level financials in simple form (as outlined on page 8 of the    supporting document)

      -     On page 6 – increased level of service at Parks and Reserves           ($463,000); maintain increased opening hours at Wildbase Recovery           Centre ($152,000); additional resources to position the organisation           for enhanced performance ($500,000)

8.   That the annual budget community engagement process be utilised to include information and consultation on Nature Calls.

9.   That the budget for Programme 1611 Free Swimming for Under 5 Year Olds be increased from $60,000 to up to $150,000.

10. That the following (amended to incorporate amendments in recommendation 1) be adopted as supporting information that has been relied upon to prepare the Consultation Document for the 2020/21 Annual Budget (Plan):

      -     Financial overview and forecast financial statements

      -     Annual Budget (Plan) Disclosure Statement

      -     Groups of Activities information, including financial forecasts and programme schedules

      -     Significant forecasting assumptions

      -     Descriptions of the proposed rating system, rates and funding impact       statements

      -     Descriptions of proposed levels of service for Council activities and       performance measures

11. That the Consultation Document (amended to incorporate amendments in recommendation 1) for the 2020/21 Annual Budget (Plan) be adopted.

12. That the Mayor and Chief Executive be delegated authority to make minor amendments to the Consultation Document.

13. That the objectives of the rates remission policy be reviewed as part of the wider review of financial policies during the preparation of the 10 Year Plan 2021-31.

RECOMMENDATION(S) TO Council

1.   That the report Update on the Release of Part II (confidential) Items be received.

RECOMMENDATION(S) TO Council

1.   That item 6 of clause 16-20 of the recommendations from the Finance and Audit Committee meeting of 18 March 2020 be replaced with the following:

“6.1       That the fees and charges for Impounding of Animals (in terms of section 14 of the Impounding Act 1955) and for Dog Registration and Dog Impounding (in terms of sections 37 and 68 of the Dog Control Act 1996) as proposed in Appendix 6 be adopted with the following amendment:

1.   the preferred owner application fee and the proposed process for obtaining preferred owner status be applied only to those who are not currently classified as preferred owners

2.      the registration fee for all preferred owners be $85

 6.2        That following public notification the fees and charges take effect from 1 July 2020.”

RECOMMENDATION(S) TO Council

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

1.

Work Schedule - March 2020 ⇩

8-20

Review of Water Supply Bylaw - s 155 Determinations

Report, presented by Julie Macdonald, Strategy & Policy Manager.

The COMMITTEE RECOMMENDS

1.   That pursuant to s 155(1) of the Local Government Act 2002, the Council determines that a bylaw is the most appropriate way of addressing the perceived problem of providing a reliable and efficient water supply system that maintains public health and safety and preserves the environment.

2.   That pursuant to s 155(2)(a) of the Local Government Act 2002, the Council determines that a stand-alone bylaw is the most appropriate form for a water supply bylaw.

3.   That pursuant to s 155(2)(b) of the Local Government Act 2002, the Council agrees that it is not anticipated that a revised bylaw would give rise to implications under the New Zealand Bill of Rights Act 1990.

4.   That the Chief Executive is instructed to draft an amended Water Supply Bylaw which addresses the perceived problem of providing a reliable and efficient water supply system that maintains public health and safety and preserves the environment.

5. That the Chief Executive include water conservation in the scope when drafting the amended Water Supply bylaw.

6. That the Chief Executive report in 2020 on options to enhance water conservation in the city, including benefit cost analyses for rainwater storage, greywater recycling and universal water supply metering.

On the motion that the words “needed to provide” be replaced with “the most appropriate way of addressing the perceived problem of providing”. The motion  was carried 10 votes to 0, the voting being as follows:

9-20

Draft Venues Policy for consultation

Memorandum, presented by Julie Macdonald, Strategy and Policy Manager.

The COMMITTEE RECOMMENDS

1.  That Council does not proceed with a Venues Policy.

11-20

Draft Speed Limits Bylaw 2020 - approval for consultation

Report, presented by Julie Macdonald - Strategy & Policy Manager.

The COMMITTEE RECOMMENDS

1.   That the Council approve the draft Palmerston North Speed Limits Bylaw 2020 Consultation Document (as attached as attachment one in the report titled “Draft Speed Limit Bylaw 2020 – approval for consultation, dated 11 March 2020) for consultation with the public.

2.   That the Mayor and Deputy Mayor be authorised to approve minor amendments to the consultation document prior to publication.

3. That growth areas including Whakarongo, and the school, be included in stage 2 for consultation.

14-20

Palmerston North Airport Ltd - Interim Report for 6 months to 31 December 2019

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

The COMMITTEE RECOMMENDS

1.   That the Interim Report and Financial Statements of Palmerston North Airport Ltd for the period ended 31 December 2019 be received. 

15-20

Palmerston North Airport Ltd - Draft Statement of Intent for 2020/21

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

The COMMITTEE RECOMMENDS

1.   That the Palmerston North Airport Ltd (PNAL) draft Statement of Intent (SOI) for 2020/21 be received and the associated presentation, including the preliminary assessments from the Board Chair and Chief Executive of the impact of COVID-19 on the company, be noted.

2.   That PNAL be advised the Council supports the proposed direction and implementation strategy and that an updated version of the SOI be prepared for Council consideration following the Board’s consideration of the potential impact of COVID-19 on the budgeted financial position.

3.   That PNAL be advised that in the interests of supporting the proposed Terminal Development Plan, the Council is prepared to consider an amendment to the dividend policy, though the nature of that policy will need to be considered in the light of the updated financial forecasts.

16-20

Fees and Charges Review

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

The COMMITTEE RECOMMENDS

1.   That the Fees and Charges Review report be received and the current status of fees and charges be noted.

Trade waste

2.   That the proposal to adopt updated fees and charges for Trade Waste services effective from 1 July 2020 as attached in Appendix 2, be approved for public consultation and the Chief Executive be authorised to undertake the necessary consultative process under sections 82 and 150 of the Local Government Act 2002.

Planning & Miscellaneous

3.   That the Statement of Proposal (and the associated summary) to adopt updated fees and charges for Planning Services and Miscellaneous Services effective from 1 July 2020 as attached in Appendix 3, be approved for public consultation and the Chief Executive be authorised to undertake the necessary consultative process under sections 83 and 150 of the Local Government Act 2002.

Building

4.   That the fees and charges for Building Services, as proposed in Appendix 4 be adopted and following public notification take effect from 1 July 2020.

Environmental Health

5.   That the fees and charges for Environmental Health Services (in terms of regulation 7 of the Health (Registration of Premises) Regulations 1966) as proposed in Appendix 5, be adopted and following public notification, take effect from 1 July 2020.

Animal Control

6.   That the fees and charges for the Impounding of Animals (in terms of section 14 of the Impounding Act 1955) and for Dog Registration and Dog Impounding (in terms of sections 37 and 68 of the Dog Control Act 1996) as proposed in Appendix 6 be adopted, and following public notification, take effect from 1 July 2020 and that the preferred owner application and suggested process to retain preferred owner status – current preferred owner fee be deleted.

Burial & Cremation

7.   That the fees and charges for Burial and Cremation, as proposed in Appendix 7 be adopted and following public notification, take effect from 1 July 2020.

Service Connections

8.   That the fees and charges for Service Connections, as proposed in Appendix 8 be adopted and take effect from 1 July 2020.

Sportsfields

9.   That the fees and charges for Sportsfields as proposed in Appendix 9 be adopted and take effect from 1 July 2020.

Bulk Water Filling Station

10. That the fees and charges for the Bulk Water Filling Station as proposed in Appendix 10 be adopted and take effect from 1 July 2020.

4-20

Bowling Club Merger - Pre-feasibility report

Report, presented by Aaron Phillips, Senior Parks Planner, Kathy Dever-Tod, Manager Parks and Reserves and Brad Cassidy (Sport Manawatū).

The COMMITTEE RECOMMENDS

1.    That the Council support a merged bowling club being located on Waihikoa Park, North Street, at the site currently leased to the Northern Bowling Club. 

2.    That the Council agree that the Terrace End Bowling Club will be relieved of their responsibility under their lease clause 36.d. to remove the buildings and leasehold improvements from the Summerhays site estimated as costing $200,000.

3.    That the Council refer the provision of a grant of $300,000 to the draft 2021/31 Ten Year Plan process representing a proposed contribution to assist the merging clubs with construction of an artificial bowling green on the Waihikoa Park at North Street.

4.    That the Council, when finalising its 2020/21 Annual Budget, consider incorporating provision of $50,000 to engage external consultants to carry out investigations and reporting for the Regional Sports Facilities Investment Decision Making Process, including assessment of the best location for a covered bowling green.

5.    That it be noted consultation on the future of the Summerhays Street site will be subject of a separate report to Planning and Strategy Committee.

8-20

Draft Play Policy 2020 (Play Palmy, Play!) for consultation

Memorandum, presented by Julie Macdonald - Strategy & Policy Manager.

The COMMITTEE RECOMMENDS

1.   That the Draft Play Policy 2020 (Play Palmy, Play!) (attachment 1 of the memorandum titled ‘Draft Play Policy for consultation’ dated 18 March 2020) is received and adopted for consultation.

2.   That the Chairperson and Deputy Chairperson of the Play, Recreation and Sport Committee be given delegated authority to approve minor amendments to the Draft Play Policy 2020 (Play Palmy, Play!) prior to consultation.