Agenda of Council - 29 00 2020

PALMERSTON NORTH CITY COUNCIL

Council MEETING

29 April 2020

Order of Business

Note: Due to the changing situation in relation to COVID-19, this meeting will be held via audio visual links. A recording of the meeting will be made available on our website shortly after the meeting has finished.

If you wish to attend this meeting via audio visual link then please contact the Democracy & Governance Administrator, Carly Chang, on carly.chang@pncc.govt.nz to request a link.

1. Apologies

2. Notification of Additional Items

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. Confirmation of Minutes Page 7

“That the minutes of the ordinary meeting of 25 March 2020 Part I Public be confirmed as a true and correct record, subject to an amendment to clause 28.2 replacing 102 with 142 and 102A with 142A.”

Reports

5. Cultural CCOs six-month reports to December 2019 Page 25

Memorandum, presented by Rebecca Hoffmann, Policy Analyst; Julie Macdonald, Strategy & Policy Manager.

6. Deadline for preparation of cultural CCOs Statements of Intent Page 117

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

7. Approval of the Local Governance Statement 2019-2022 Page 121

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

8. Work Schedule Page 162

9. 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
10.	Minutes of the ordinary meeting - Part II Confidential - 25 March 2020	For the reasons setout in the ordinary minutes of 25 March 2020, held in public present.

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 Council Meeting Part I Public, held in the Council Chamber, First Floor, Civic Administration Building, 32 The Square, Palmerston North on 25 March 2020, commencing at 9.01am

Members

Present:

The Mayor (Grant Smith) (in the Chair) 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.

Apologies:

Councillors Rachel Bowen, Leonie Hapeta, Billy Meehan and Karen Naylor.

Councillor Rachel Bowen entered the meeting at 9.25am via audio visual link during consideration of clause 26. She was not present for clauses 24 to 26.1 inclusive.

Councillor Leonie Hapeta entered the meeting at 9.25am via audio visual link during consideration of clause 26. She was not present for clauses 24 to 26.1 inclusive.

Councillor Billy Meehan entered the meeting at 9.25am via audio visual link during consideration of clause 26. He was not present for clauses 24 to 26.1 inclusive.

Councillor Karen Naylor entered the meeting at 9.25am via audio visual link during consideration of clause 26. She was not present for clauses 24 to 26.1 inclusive.

24-20

Apologies

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That Council receive the apologies.

Clause 24-20 above was carried 12 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, Lorna Johnson, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

25-20

Late Items

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the following additional items be received. The reason for lateness is that legal advice has been sought to allow essential services to continue during Alert Level 4 relating to COVID-19, which requires attention at this meeting.

- Alteration to Standing Orders

- Establishment of Business Continuity Committee

- Delegation Changes for Emergency Purpose

Clause 25-20 above was carried 12 votes to 0, the voting being as follows:

For:

26-20	Alteration to Standing Orders
	Moved Grant Smith, seconded Tangi Utikere. RESOLVED 3. Noting that Standing Order 3.11.1 has been met: 2.5A – Temporary right to attend by audio or audiovisual link During the period that the New Zealand or Palmerston North alert level for Coronavirus is at “Level 3” or higher, 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 period that the New Zealand or Palmerston North alert level for Coronavirus is at “Level 3” or higher, 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 26.3 above was carried 12 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, Lorna Johnson, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Councillors Rachel Bowen, Leonie Hapeta, Billy Meehan and Karen Naylor entered the meeting at 9.25am via audio visual link.
	Moved Grant Smith, seconded Tangi Utikere. 1. That the report entitled “Alteration to Standing Orders”, of Council meeting 25 March 2020, is received. 2. That the Standing Orders are altered by removal of SO 2.4.5 and SO 3.4.5 “Definition of quorum for committee meetings” at all times that the New Zealand or Palmerston North alert level for Coronavirus is at “Level 3” or higher.
	Clauses 26.1 and 26.2 above were carried 16 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, Leonie Hapeta, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

27-20

Establishment of Business Continuity Committee

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the report entitled “Establishment of Business Continuity Committee”, of Council meeting 25 March 2020, is received.

2. That a new Standing Committee, “Business Continuity Committee” is established as of 25 March 2020 and remains in place at all times that the New Zealand or Palmerston North alert level for Coronavirus is at “Level 3” or higher.

3. That all current Standing Committees except the Hearings Committee and Hearings by Commissioner are suspended as of 25 March 2020 and that this suspension remains in place at all times that the New Zealand or Palmerston North alert level for Coronavirus is at “Level 3” or higher.

4. That the Council adopts the Terms of Reference (attached) of the Business Continuity Committee.

5. That the Council approve Delegation 170A (attached) for the period of the establishment of the Business Continuity Committee.

Clause 27-20 above was carried 16 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, Leonie Hapeta, Lorna Johnson, Billy Meehan, Karen Naylor, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere.

28-20

Delegation Changes for Emergency Purpose

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the report entitled “Delegation Changes for Emergency Purpose”, of Council meeting 25 March 2020, is received.

2. That the “Specified Sum” as identified at clause 142 of the Delegation be temporarily set at $3.2 million at all times that the New Zealand or Palmerston North alert level for Coronavirus is at “Level 3” or higher, in accordance with recommended clause 142A, subject to an amendment to 142A that reads “this clause does not apply to the calculation of the delegated authority in accordance with Delegation 221, concerning the write-off of bad debts”.

3. That the Council provide a temporary delegation, “the Coronavirus Emergency Expenditure,” to the Chief Executive to empower the Chief Executive to enter transactions of up to $3.2 million subject to appropriate constraints as identified in the recommended clause 211A.

4. That all spending related to the Coronavirus (COVID-19) response be reported to the Finance and Audit Committee within 6 months after the lowering of the alert levels.

Clause 28-20 above was carried 16 votes to 0, the voting being as follows:

For:

29-20

Confirmation of Minutes

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

1. That the minutes of the ordinary meeting of 18 March 2020 Part I Public be confirmed as a true and correct record, subject to an amendment to clause 23-20, noting that Clause 3.11 of Committee of Council recommendations be adopted subject to the below amendment:

“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”.”

Clause 29-20 above was carried 13 votes to 0, with 3 abstentions, 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.

Abstained:

Councillors Rachel Bowen, Billy Meehan and Karen Naylor.

Reports

30-20

Update on the Release of Part II (confidential) items

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

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

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

Clause 30-20 above was carried 16 votes to 0, the voting being as follows:

For:

The meeting adjourned at 10.24am.
The meeting resumed at 10.46am.

Exclusion of Public

31-20

Recommendation to Exclude Public

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

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

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
12.	Award of Tender - CET Arena Redevelopment	Commercial Activities	s7(2)(h)

Clause 31-20 above was carried 16 votes to 0, the voting being as follows:

For:

The public part of the meeting adjourned at 10.47am.

The public part of the meeting resumed at 11.24am.

32-20

Fees & Charges - Animal Control

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

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

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.”

Clause 32-20 above was carried 16 votes to 0, the voting being as follows:

For:

33-20

Work Schedule

Moved Grant Smith, seconded Tangi Utikere.

RESOLVED

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

Clause 33-20 above was carried 16 votes to 0, the voting being as follows:

For:

Recommendations from Committee Meetings

34-20	Planning & Strategy Committee Part I Public - 11 March 2020 Consideration was given to Planning & Strategy Committee recommendations as appended to these minutes.
	Moved Aleisha Rutherford, seconded Patrick Handcock ONZM. RESOLVED 1. That clauses 8-20 and 11-20 of the Committee's recommendations be adopted, subject to the following amendment: That item 1 of clause 11-20 be amended to read: “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 Limits Bylaw 2020 – approval for consultation”, dated 11 March 2020) for consultation with the public, and that the period of consultation be deferred to a later time to be determined by the Chief Executive and the Chairperson.”
	Clause 34.1 above was carried 13 votes to 0, with 3 abstentions, 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. Abstained: Councillors Rachel Bowen, Billy Meehan and Karen Naylor.
	Moved Aleisha Rutherford, seconded Patrick Handcock ONZM. 2. That clause 9-20 of the Committee’s recommendations be adopted.
	Clause 34.2 above was carried 10 votes to 3, with 3 abstentions, 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. Abstained: Councillors Rachel Bowen, Billy Meehan and Karen Naylor.

35-20

Finance & Audit Committee Part I Public - 18 March 2020

Consideration was given to Finance & Audit Committee recommendations as appended to these minutes.

Moved Susan Baty, seconded Tangi Utikere.

RESOLVED

1. That the Committee's recommendations be adopted, subject to the following amendment:

That item 6 of clause 16-20 be replaced with the following:

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.”

Clause 35-20 above was carried 13 votes to 0, with 3 abstentions, the voting being as follows:

For:

Abstained:

Councillors Rachel Bowen, Billy Meehan and Karen Naylor.

36-20	Play, Recreation & Sport Committee Part I Public - 18 March 2020 Consideration was given to Play, Recreation & Sport Committee recommendations as appended to these minutes.
	Moved Leonie Hapeta, seconded Aleisha Rutherford. RESOLVED 1. That clause 4-20 (item 3) of the Committee's recommendations be adopted, subject to the following amendment: That the words “$300,000” be replaced with “up to $300,000”.
	Clause 36.1 above was carried 11 votes to 1, with 4 abstentions, 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, Leonie Hapeta, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Against: Councillor Lorna Johnson. Abstained: Councillors Rachel Bowen, Lew Findlay QSM, Billy Meehan and Karen Naylor.
	Moved Leonie Hapeta, seconded Aleisha Rutherford. RESOLVED 2. That clauses 4-20 (items 1, 2, 4 and 5) and 8-20 of the Committee’s recommendations be adopted.
	Clause 36.2 above was carried 12 votes to 0, with 4 abstentions, 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, Leonie Hapeta, Lorna Johnson, Bruno Petrenas, Aleisha Rutherford and Tangi Utikere. Abstained: Councillors Rachel Bowen, Lew Findlay QSM, Billy Meehan and Karen Naylor.

The meeting finished at 11.51am

Confirmed 29 April 2020

Mayor

Council - Part I 25 March 2020

Recommendations from Committee

TO: Council

MEETING DATE: 25 March 2020

TITLE: Presentation of the Part I Public Finance & Audit Committee Recommendations from its 18 March 2020 Meeting

Set out below are the recommendations only from the Finance & Audit Committee meeting Part I Public held on 18 March 2020. The Council may resolve to adopt, amend, receive, note or not adopt any such recommendations. (SO 3.18.1)

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.

Attachments

Nil

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 29 April 2020

TITLE: Cultural CCOs six-month reports to December 2019

Presented By: Rebecca Hoffmann, Policy Analyst; Julie Macdonald, Strategy & Policy Manager

APPROVED BY: Sheryl Bryant, General Manager - Strategy & Planning

Stuart McKinnon, Chief Financial Officer

RECOMMENDATION(S) TO Council

1. That Council receive the six-month reports to December 2019 submitted by Globe Theatre Trust Board, Te Manawa Museums Trust, Caccia Birch Trust Board and Regent Theatre Trust (Attachments 1-6 of this report entitled ‘Cultural CCOs six-month reports to December 2019’).

1. ISSUE

Globe Theatre Trust Board, Te Manawa Museums Trust, Caccia Birch Trust Board and Regent Theatre Trust (the cultural CCOs) have submitted their six-month reports. Attachments 1 – 5 are the cultural CCOs’ full six-month reports to Council for the period 1 July to 31 December 2019.

This memorandum provides the opportunity for Councillors to review the progress made by the cultural CCOs during this period. However, staff are mindful that these reports cover a period before the COVID-19 pandemic. Closure of CCO facilities will undoubtedly affect the CCOs’ ability to meet their aspirations for the rest of the financial year. As the targets set for the year are no longer meaningful, staff have provided limited analysis of the six-month reports.

This issue will be more fully traversed when the Council considers the cultural CCOs’ Statements of Intent and annual reports.

2. BACKGROUND

A Council-Controlled Organisation (CCO) is an organisation in which Council has the right to appoint at least fifty per cent of the trustees. Council has four cultural CCOs which were set up to independently manage Council-owned cultural facilities: Globe Theatre Trust Board, Te Manawa Museums Trust, Caccia Birch Trust Board and Regent Theatre Trust. These organisations are each managed by a Board of Trustees made up of committed volunteers.

Caccia Birch Trust Board, while currently exempted as a CCO pursuant to s 7(3) of the Local Government Act 2002, is still required to report to Council in the same way as a CCO.

CCOs are required to meet specific reporting requirements under the Local Government Act 2002. Statements of Intent are produced annually and must be agreed to by Council. Six-monthly reports allow Council to track each CCO’s progress against their individual Statement of Intent and the Council’s objectives for the CCO.

3. Globe Theatre Trust Board

Highlights from the Globe’s six-month report (Attachment 1) include:

· Hiring an Assistant Manager to support the busy theatre;

· Success in implementing a promotional strategy for venue hirers.

The Trust exceeded its usage targets and was tracking well against other targets during the period.

Financials

· Six-month financial performance budget calculated based on 50% of full year budget;

· Six-month actual is $8K surplus compared to a budgeted $24K surplus;

· Cash decreased by $17K in the 6 months, but the opening balance was $47k higher than budgeted.

4. Te Manawa Museums Trust

Highlights from Te Manawa’s six-month report (attachments 2 and 3) include:

· The Mighty Small, Mighty Bright exhibition welcomed over 8,000 visitors in its first month;

· Te Manawa’s Chief Executive was appointed to the Te Papa Trust Board.

Targets for online engagement, attendance at Rangimārie activities, and visitor satisfaction were exceeded for the period. However, visitor numbers and third-party revenue are below target.

Clarity was sought on the performance measure “Exhibitions and products increase Te Manawa’s profile across New Zealand and the world.” This is a count of all attendees to Te Manawa exhibitions, events and products off-site, and is therefore wider than the previous measure of “visits to TM exhibitions at other venues”.

Financials

· Six-month actual was $120K surplus compared to a budgeted $54K surplus;

· Cash decreased by $281K in the six months, compared to a decrease of $33k for the same period last year. Opening cash was $195k higher than budgeted;

· Working capital is $521K, which covers 15% of annualised costs.

5. Caccia Birch Trust Board

Highlights from Caccia Birch’s six-month report (Attachment 4) include:

· Maintenance of the house and grounds completed to a high standard;

· Visitors are taking up the opportunity to explore the CoachHouse Archive.

The Trust slightly exceeded its usage targets and was tracking well against other targets during the period.

Financials

· Six-month actual is $4K deficit compared to a budgeted $9K deficit;

· Cash has decreased by $14K in the 6 months, but the opening balance was $10k higher than budgeted;

· Working capital is $36K, which covers 11% of annualised costs.

6. Regent Theatre Trust

Highlights from the Regent’s six-month report (Attachment 5) include:

· Hosting diverse community performances, including the national finals of Ngā Manu Kōrero 2019 and Abbey Musical Theatre’s production of Les Miserables;

· Securing funding for the replacement of the theatre’s sound system.

Targets for major events, live nights, and attendance were exceeded for the period. However, commercial live nights are below target. Many targets are not reported on, as the Trust plans to report on these in their annual report.

Financials

· Six-month actual is $7K deficit compared to a budgeted $18K deficit;

· Cash has increased by $303K in the past 6 months. This is in line with past year movements for the first 6 months;

· Working capital is $634K, which covers 63% of annualised costs.

7. NEXT STEPS

The CCOs will submit their annual reports by 30 September 2020 and these will be presented to the Arts, Culture and Heritage Committee meeting on 11 November 2020, assuming there is no further disruption due to the COVID-19 pandemic.

8. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter text>		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
<Enter text>
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 Arts Plan The action is: Work with Council controlled organisations (CCOs) to implement the Council’s strategy.
Contribution to strategic direction and to social, economic, environmental and cultural well-being	A strong working relationship with the cultural CCOs is essential in meeting a range of strategic outcomes sought by the Council. The delivery of actions in the Arts Plan and Culture and Heritage Plan requires close collaboration with CCOs who are well-positioned in the community to deliver relevant services.

Attachments

1.	Globe six-month report ⇩
2.	Te Manawa six-month report (performance measures) ⇩
3.	Te Manawau six-month report (financials) ⇩
4.	Caccia Birch six-month report ⇩
5.	Regent six-month report ⇩

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 29 April 2020

TITLE: Deadline for preparation of cultural CCOs Statements of Intent

Presented By: Julie Macdonald, Strategy & Policy Manager

APPROVED BY: Sheryl Bryant, General Manager - Strategy & Planning

RECOMMENDATION(S) TO Council

1. That, pursuant to cl 4, sch 8 of the Local Government Act 2002, the deadline for shareholder comments on the draft Statements of Intent of Globe Theatre Trust Board, Te Manawa Museums Trust, Caccia Birch Trust Board and Regent Theatre Trust be extended by one month to 1 June 2020.

2. That, pursuant to cl 4, sch 8 of the Local Government Act 2002, the deadline for delivery of final Statements of Intent of Globe Theatre Trust Board, Te Manawa Museums Trust, Caccia Birch Trust Board and Regent Theatre Trust be extended by one month to 31 July 2020.

1. ISSUE

To seek an extension of time for two steps in the Statement of Intent (SOI) development process:

Action	Legislative deadline	Proposed new deadline
Council provides comments on the draft SOI	1 May	1 June
CCO delivers the final SOI to Council	30 June	31 July

2. BACKGROUND

Globe Theatre Trust Board, Te Manawa Museums Trust, Caccia Birch Trust Board and Regent Theatre Trust (the cultural CCOs) are in the process of developing their SOIs for the period 1 July 2020 – 30 June 2023. An extension will provide more opportunity to consider the impact of the COVID-19 pandemic on their current operations and aspirations for the future.

The Local Government Act 2002 enables the Council to extend the time for each step in the SOI development process. Clause 4, schedule 8 of the LGA states:

“The shareholders of a council-controlled organisation may, by written notice, extend a deadline specified in clause 1(2), 2, or 3 for a period or periods not exceeding in total 1 calendar month.”

The referenced clauses are the deadlines for the draft SOI, Council comments, and the final SOI.

3. NEXT STEPS

Once Council approves an extension of time, written notice will be provided to the cultural CCOs.

4. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual <Enter text>		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 5: A Driven and Enabling Council
The recommendations contribute to the outcomes of the Driven and Enabling Council Strategy
Contribution to strategic direction and to social, economic, environmental and cultural well-being	The action enables Council to use a legislative power under the Local Government Act 2002 to extend time limits. This contributes to its priority for good governance.

Attachments

Nil

PALMERSTON NORTH CITY COUNCIL

Memorandum

TO: Council

MEETING DATE: 29 April 2020

TITLE: Approval of the Local Governance Statement 2019-2022

Presented By: Hannah White, Democracy & Governance Manager

APPROVED BY: Sheryl Bryant, General Manager - Strategy & Planning

RECOMMENDATIONS TO Council

1. That the memorandum titled “Approval of the Local Governance Statement 2019-2022” be received.

2. That the Local Governance Statement 2019-2022 (Appendix 1) be approved.

3. That delegated authority be given to the Chief Executive to amend the Local Governance Statement 2019-2022 to keep it up to date.

1. ISSUE

The Local Government Act 2002 s.40 requires the Territorial Authority to publish a Local Governance Statement within 6 months of the triennial election. To meet this requirement the Chief Executive approved the publication of Palmerston North City’s Local Governance Statement 2019-2022 on the Council’s website on 8 April 2020.

Although not a requirement of the LGA, under Council’s Delegations Manual clause 203(e), Council retains the power to approve the Local Governance Statement. As a consequence of the Covid-19 lockdown, this report seeks retrospective approval from the Council to approve the Local Governance Statement 2019-2022.

2. BACKGROUND

Section 40 of the LGA requires all local authorities to prepare and make publicly available a local governance statement that includes information on:

(1)A local authority must prepare and make publicly available, following the triennial general election of members, a local governance statement that includes information on—

a) the functions, responsibilities, and activities of the local authority; and

b) any local legislation that confers powers on the local authority; and

ba) the bylaws of the local authority, including for each bylaw, its title, a general description of it, when it was made, and, if applicable, the date of its last review under section 158 or 159; and

c) the electoral system and the opportunity to change it; and

d) representation arrangements, including the option of establishing Māori wards or constituencies, and the opportunity to change them; and

e) members’ roles and conduct (with specific reference to the applicable statutory requirements and code of conduct); and

f) governance structures and processes, membership, and delegations; and

g) meeting processes (with specific reference to the applicable provisions of the Local Government Official Information and Meetings Act 1987 and standing orders); and

h) consultation policies; and

i) policies for liaising with, and memoranda or agreements with, Māori; and

j) the management structure and the relationship between management and elected members; and

ja) the remuneration and employment policy, if adopted; and

k) equal employment opportunities policy; and

l) key approved planning and policy documents and the process for their development and review; and

m) systems for public access to it and its elected members; and

n) processes for requests for official information.

(2) A local authority must comply with subsection (1) within 6 months after each triennial general election of members of the local authority.

(3) A local authority must update its governance statement as it considers appropriate.

The attached Local Governance Statement complies with the above requirements as it was published on the Council’s website on 8 April 2020. The Local Governance Statement must be prepared and made publicly available within six months after each triennial general election of members of the local authority. For this term of Council, the last date for compliance is 12 April 2020.

3. NEXT STEPS

Pursuant to section 40(3) of the LGA, Council is required to keep its governance statement up to date. Authorisation is therefore sought for the Chief Executive to make amendments to the Local Governance Statement as appropriate, to ensure the publicly available version of the document is as up-to-date as possible, incorporating, for example, any changes in Council policy, structure, personnel, and elected members’ contact details.

4. Compliance and administration

Does the Committee have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual 203(e)		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 5: A Driven and Enabling Council
The recommendations contribute to the outcomes of the Driven and Enabling Council Strategy
The recommendations contribute to the achievement of action/actions in The action is: <Enter text>
Contribution to strategic direction and to social, economic, environmental and cultural well-being	The Local Governance Statement collates information for the public on how to engage with Council processes.

Attachments

Local Governance Statement 2019-2022 ⇩

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