Agenda of Council - Wednesday, 2 October 2024

Council MEETING

2 October 2024

Order of Business

1. Karakia Timatanga

2. Apologies

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.

4. 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.

5. Public Comment

To receive comments from members of the public on matters specified on this Agenda or, if time permits, on other matters.

6. Confirmation of Minutes Page 7

That the minutes of the ordinary Council meeting of 4 September 2024 Part I Public be confirmed as a true and correct record.

Reports

7. Transport Funding Implications 2024-2027 Page 15

Memorandum, presented by Glen O'Connor, Manager - Transport & Development, Scott Mancer, Manager - Finance and James Miguel, Senior Transport Planner.

8. Central Economic Development Agency Board Appointments Page 27

Memorandum, presented by Hannah White, Manager- Governance.

9. Appointment to Te Motu o Poutoa Programme Steering Group Page 31

Memorandum, presented by Hannah White, Manager- Governance.

10. International Travel Proposed for the Deputy Mayor - December 2024 Page 35

Memorandum, presented by Gabrielle Loga, Manager- International Relations.

11. Submission on the Toll Proposal for Te Ahu a Turanga Highway: Manawatū Tararua Highway Page 47

Memorandum, presented by James Miguel, Senior Transport Planner.

12. Submission on Earthquake-prone Buildings Deadlines Bill Page 59

Memorandum, presented by Keegan Aplin-Thane, Senior Planner.

13. Submission on Smokefree Environments and Regulated Products Amendment Bill (No 2) Page 65

Memorandum, presented by Lili Kato, Policy Analyst.

14. Annual Meeting Calendar 2025 Page 71

Memorandum, presented by Hannah White, Manager- Governance.

15. Council Work Schedule Page 77

Recommendations from Committee Meetings

16. Presentation of the Part I Public Rangitāne o Manawatū Committee Recommendations from its 11 September 2024 Meeting Page 81

17. Presentation of the Part I Public Economic Growth Committee Recommendations from its 18 September 2024 Meeting Page 83

Karakia Whakamutunga

18. 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
19.	Confirmation of the minutes of the ordinary Council meeting of 4 September 2024 Part II Confidential	For the reasons set out in the Council of 4 September 2024, held in public present.
20.	Appointment to Council Controlled Organisations	PRIVACY: This information needs to be kept private to protect personal information that is confidential or sensitive. This includes people who are no longer alive	s7(2)(a)
21.	Civic Honours Awards 2024	PRIVACY: This information needs to be kept private to protect personal information that is confidential or sensitive. This includes people who are no longer alive	s7(2)(a)
22.	Presentation of the Part II Confidential Economic Growth Committee Recommendations from its 18 September 2024 Meeting	For the reasons set out in the Economic Growth Committee of 18 September 2024, held in public present.
23.	Part IIB - Chief Executive Performance Report	PRIVACY: This information needs to be kept private to protect personal information that is confidential or sensitive. This includes people who are no longer alive	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.

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 04 September 2024, commencing at 9.04am

Members

Present:

The Mayor (Grant Smith) (in the Chair) and Councillors Debi Marshall-Lobb, Mark Arnott, Brent Barrett, Rachel Bowen, Vaughan Dennison, Lew Findlay, Roly Fitzgerald, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Billy Meehan, Orphée Mickalad, Karen Naylor, William Wood and Kaydee Zabelin.

	Karakia Timatanga
	Councillor Debi Marshall-Lobb opened the meeting with karakia.

The Mayor acknowledged the passing of the Māori King, Kīngi Tūheitia, and former Horizons Regional Council Chairman Garrick Murfitt. A minute’s silence was observed.

	Declarations of Interest
	The Mayor (Grant Smith) declared a conflict of interest in Item 9: International travel proposed for Mayor – November 2024 (clause 147) and indicated he would vacate the Chair for this item.

144-24

Confirmation of Minutes

Moved Grant Smith, seconded Debi Marshall-Lobb.

RESOLVED

1. That the minutes of the ordinary Council meeting of 7 August 2024 Part I Public be confirmed as a true and correct record.

Clause 144-24 above was carried 15 votes to 0, with 1 abstention, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Debi Marshall-Lobb, Mark Arnott, Brent Barrett, Rachel Bowen, Vaughan Dennison, Lew Findlay, Roly Fitzgerald, Patrick Handcock, Lorna Johnson, Billy Meehan, Orphée Mickalad, Karen Naylor, William Wood and Kaydee Zabelin.

Abstained:

Councillor Leonie Hapeta.

Reports

145-24

Nature Calls - Programme Governance, Methodology and Communications Update

Memorandum, presented by Mike Monaghan, Manager - 3 Waters, Anna Lewis, Project Manager - Wastewater Discharge Consent Programme, Paula Hunter - Stantec and Francis Lojkine – Stantec (presentation appended to these Minutes).

Officers noted that since the report was written, the Government has released a statement around wastewater national standards, meaning that timeline and methodology will be reviewed and communicated back to Elected Members.

Moved Grant Smith, seconded Debi Marshall-Lobb.

RESOLVED

1. That Council note the proposed Best Practicable Option assessment methodology, as outlined in this memorandum.

2. That Council note the timeline of this methodology is subject to change due to announcements about national wastewater standards.

3. That Council note the proposed organisational and governance structure for the next stage of the Nature Calls project, as outlined in this memorandum.

4. That Council note the proposed communications approach for the next stage of the Nature Calls project, as outlined in this memorandum.

Clause 145-24 above was carried 16 votes to 0, the voting being as follows:

For:

The Mayor (Grant Smith) and Councillors Debi Marshall-Lobb, Mark Arnott, Brent Barrett, Rachel Bowen, Vaughan Dennison, Lew Findlay, Roly Fitzgerald, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Billy Meehan, Orphée Mickalad, Karen Naylor, William Wood and Kaydee Zabelin.

146-24

Council Submission on the Local Government (Water Services Preliminary Arrangements) Bill

Memorandum, presented by Chris Dyhrberg - General Manager Infrastructure, Julie Keane - Transition Manager.

Moved Grant Smith, seconded Debi Marshall-Lobb.

RESOLVED

1. That Council note the submission on Local Government (Water Services Preliminary Arrangements) Bill (Attachment 1).

Clause 146-24 above was carried 16 votes to 0, the voting being as follows:

For:

The meeting adjourned at 10.26am.

The meeting resumed at 10.45am.

When the meeting resumed Councillor Debi Marshall-Lobb took the Chair.

147-24

International travel proposed for Mayor - November 2024

Memorandum, presented by Gabrielle Loga, Manager International Relations.

Moved Debi Marshall-Lobb, seconded Leonie Hapeta.

RESOLVED

1. That Council approve the Mayor’s travel to China from 16 November until 26 November 2024.

2. That Council approve up to $1,500 of incidental costs associated with the Mayor’s travel to China from 16 November until 26 November 2024.

Clause 147-24 above was carried 15 votes to 0, the voting being as follows:

For:

Councillors Debi Marshall-Lobb, Mark Arnott, Brent Barrett, Rachel Bowen, Vaughan Dennison, Lew Findlay, Roly Fitzgerald, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Billy Meehan, Orphée Mickalad, Karen Naylor, William Wood and Kaydee Zabelin.

Note:

The Mayor (Grant Smith) declared a conflict of interest, vacated the Chair and sat in the gallery.

The Mayor returned to the Chair.

148-24

Infrastructure NZ Delegation to United Kingdom 2024

Memorandum, presented by Waid Crockett, Chief Executive.

Moved Grant Smith, seconded Debi Marshall-Lobb.

RESOLVED

1. That Council receive the report titled ‘Infrastructure NZ Delegation to United Kingdom 2024’ presented to Council on 4 September 2024.

Clause 148-24 above was carried 16 votes to 0, the voting being as follows:

For:

149-24	Elected Members' Meeting Attendance Statistics - 1 July 2023 to 30 June 2024 Memorandum, presented by Hannah White - Manager Governance. The Officer noted attendance for Councillor Mickalad was incorrect in the report; it should read 59/56. For completeness, Elected Members requested a record of attendance at workshops and briefings be reinstated and that the threshold for attendance be changed to 75%.
	Moved Grant Smith, seconded Debi Marshall-Lobb. RESOLVED 1. That Council receive the memorandum titled ‘Elected Members’ Meeting Attendance Statistics - 1 July 2023 to 30 June 2024’ dated 4 September 2024 for information.
	Clause 149.1-24 above was carried 16 votes to 0, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Debi Marshall-Lobb, Mark Arnott, Brent Barrett, Rachel Bowen, Vaughan Dennison, Lew Findlay, Roly Fitzgerald, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Billy Meehan, Orphée Mickalad, Karen Naylor, William Wood and Kaydee Zabelin.
	Moved Karen Naylor, seconded Brent Barrett. RESOLVED 2. That the Chief Executive report 6 monthly and annually Elected Members’ attendance at Meetings, Workshops and Briefings where Elected Members have been given at least 4 weeks' notice, recording number of attendances, non-attendances on Council business, and non-attendances for other reasons. 3. That the threshold for attendance at a Meeting be that the member of the Committee or Council is present for 75% or more of the meeting. 4. That the threshold for attendance at a Workshop or Briefing be that the Elected Member is present for 75% or more of the meeting.
	Clauses 149.2-24 to 149.4-24 above were carried 12 votes to 4, the voting being as follows: For: Councillors Debi Marshall-Lobb, Mark Arnott, Brent Barrett, Rachel Bowen, Vaughan Dennison, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Orphée Mickalad, Karen Naylor, William Wood and Kaydee Zabelin. Against: The Mayor (Grant Smith) and Councillors Lew Findlay, Roly Fitzgerald and Billy Meehan.
	Moved Rachel Bowen, seconded Karen Naylor. RESOLVED 5. That the item of business being discussed (That Council and Committee meetings, and Briefings and Workshops, are held on a Thursday, effective following completion of formal notification procedures) lie on the table until the discussion of next year’s calendar.
	Clause 149.5-24 above was carried 14 votes to 2, the voting being as follows: For: The Mayor (Grant Smith) and Councillors Debi Marshall-Lobb, Mark Arnott, Brent Barrett, Rachel Bowen, Vaughan Dennison, Roly Fitzgerald, Patrick Handcock, Leonie Hapeta, Lorna Johnson, Orphée Mickalad, Karen Naylor, William Wood and Kaydee Zabelin. Against: Councillors Lew Findlay and Billy Meehan.
	Moved Billy Meehan, seconded Leonie Hapeta.
	Note: On a motion: ‘That workshops are held on a morning or a lunchtime, not on a Council/Committee meeting day’, the motion was lost 3 votes to 13, the voting being as follows: For: Councillors Lew Findlay, Leonie Hapeta and Billy Meehan. Against: The Mayor (Grant Smith) and Councillors Debi Marshall-Lobb, Mark Arnott, Brent Barrett, Rachel Bowen, Vaughan Dennison, Roly Fitzgerald, Patrick Handcock, Lorna Johnson, Orphée Mickalad, Karen Naylor, William Wood and Kaydee Zabelin.

150-24

Council Work Schedule

Moved Grant Smith, seconded Debi Marshall-Lobb.

RESOLVED

1. That Council receive its Work Schedule dated 4 September 2024.

Clause 150-24 above was carried 16 votes to 0, the voting being as follows:

For:

Recommendations from Committee Meetings

151-24

Strategy & Finance Committee Part I Public - 14 August 2024

Councillor Vaughan Dennison presented the recommendations below:

Moved Vaughan Dennison, seconded Karen Naylor.

RESOLVED

1. That Council adopt the recommendations from the Strategy & Finance Committee of 14 August 2024:

Quarterly Performance and Financial Report - period ending 30 June 2024

Memorandum, presented by Scott Mancer, Manager - Finance and John Aitken, Manager - Project Management Office.

The COMMITTEE RECOMMENDS

3. That Council approve the adjustments to carry forward values, including adjustments to Better off Funding, per the carry forward report (Attachment 6 to the ‘Quarterly Performance and Financial Report – period ending 30 June 2024’, presented to the Strategy & Finance Committee on 14 August 2024).

4. That Council amend section 5.4.1 of the Delegation Manual to read:

5.4.1 (d) applies except for the Low Carbon fund, where

(e) the Chief Executive may allocate up to 100% of the Low Carbon Fund programme budget in any financial year, either alone or in total: to any Activity, whether Capital New or Capital Renewal.

Reserve Declarations and Classifications

Report, presented by Aaron Phillips, Activities Manager Parks.

The COMMITTEE RECOMMENDS

1. That Council propose to declare all land parcels contained in Appendix 1: Reserves for Declaration and Classifications and identified in Column 5, excluding Roxburgh Crescent Reserve under Section 14 of the Reserves Act 1977, to be reserves.

2. That Council propose to classify all reserves and land parcels identified in Column 5 of the table contained in Appendix 1: Reserves for Declaration and Classifications, under Section 14 of the Reserves Act 1977, excluding Roxburgh Crescent Reserve to be classified as per the classifications contained in Column 3.

3. That Council propose to classify all reserves and land parcels identified in Column 6 of the table contained in Appendix 1: Reserves for Declaration and Classifications, under Section 16 of the Reserves Act 1977, to be classified as per the classifications contained in Column 3.

4. That Council propose to re-classify the three land parcels of Pari Reserve identified in Column 7 of the table contained in Appendix 1: Reserves for Declaration and Classifications, under Section 24 of the Reserves Act 1977, from Recreation to Local Purpose: Stormwater.

Whakarongo Land Swap - Consultation Submissions Summary

Memorandum, presented by Bryce Hosking, Manager - Property and Resource Recovery and Perene Green, Property Officer.

The COMMITTEE RECOMMENDS

1. That Council proceed with the land swap with Summerset Villages (Kelvin Grove) Limited within the Whakarongo Growth Area as agreed by Council 1 May 2024, noting no submissions were received from consultation under the Reserve Act 1977.

Clause 151-24 above was carried 15 votes to 0, with 1 abstention, the voting being as follows:

For:

Abstained:

Councillor Leonie Hapeta.

Exclusion of Public

152-24

Recommendation to Exclude Public

Moved Grant Smith, seconded Debi Marshall-Lobb.

RESOLVED

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
16.	Confirmation of the minutes of the ordinary Council meeting of 7 August 2024 Part II Confidential	For the reasons set out in the Council of 7 August 2024, held in public present.
17.	Nature Calls - Property Opportunity - Due Diligence	NEGOTIATIONS: This information needs to be kept confidential to ensure that Council can negotiate effectively, especially in business dealings	s7(2)(i)
18.	Purchase of a Property on Waldegrave Street	THIRD PARTY COMMERCIAL: Disclosing the information could harm a company's commercial position	s7(2)(b)(ii)
19.	Parking Contract Extension - Frog Parking	THIRD PARTY COMMERCIAL: Disclosing the information could harm a company's commercial position	s7(2)(i)

And noting, under Section 48(5) and (6), that Anna Lewis and Ben Gadsby (Beca) will be present for Item 17, because of their knowledge and ability to assist the meeting in answering questions of that report.

Clause 152-24 above was carried 16 votes to 0, the voting being as follows:

For:

The public part of the meeting finished at 12.03pm.

Confirmed 2 October 2024

Mayor

Memorandum

TO: Council

MEETING DATE: 2 October 2024

TITLE: Transport Funding Implications 2024-2027

Presented By: Glen O'Connor, Manager - Transport & Development, Scott Mancer, Manager - Finance and James Miguel, Senior Transport Planner

APPROVED BY: Chris Dyhrberg, General Manager Infrastructure

David Murphy, General Manager Strategic Planning

RECOMMENDATIONS TO Council

1. That the Chief Executive investigate financial modelling, service levels and any other potential consequences of the following and report back to Council on 6 November 2024 for finalisation of Year 1 (FY 2024/25) decisions and to refer proposals to the Year 2 (FY 2025/26) and Year 3 (FY 2026/27) Annual Plan processes:

a. That Council deliver services for the Local Road Pothole Activity Class (resurfacing, drainage, rehabilitations etc) and Local Road Operations Activity Class (maintenance and operations of road network), to the NZTA funded levels

b. That Council deliver services for the Walking and Cycling Activity Class (includes footpaths, cycleways and shared path)

EITHER

i. as funded by NZTA, noting that this is an expenditure reduction of 78% of what was agreed in the Long-Term Plan 2024/34 and would provide a very basic level of service

ii. by prioritising certain projects from Attachment 2: NZTA Funding Allocation and deferring others to reallocate Council’s local share funding

c. That Council deliver capital new works (upgrades and new assets)

EITHER

i. To the NZTA funded level, which entails only delivering the Amberley Avenue bridge

ii. as funded by NZTA, reducing expenditure to 49% (Council’s local share only) of what was agreed in the Long-Term Plan 2024/34

iii. by prioritising certain projects from Attachment 2: NZTA Funding Allocation and deferring others to reallocate Council’s local share funding

iv. by stopping all capital new work due to no NZTA co-funding.

d. That Council deliver the Manawatū Regional Freight Ring Road Business Case

EITHER

i. by reallocating Council’s local share funding in 2024/25

ii. by additional debt funding of $100k

e. That Council cover the omissions identified in Attachment 1 by

EITHER

i. reallocating Council’s local share funding, as outlined in Table 2; and debt funding the remaining operational omissions of circa $1.7M and renewal omissions of $0.9M, as shown in Table 2.

ii. additional debt funding of $2.3M for the operational omissions and $0.9M for renewal omissions.

iii. That Council note that not funding some, or all of the omissions identified in Attachment 1 will reduce the service level provided by Council.

1. ISSUE

1.1 On 3 September 2024, NZ Transport Agency Waka Kotahi (NZTA) released the funding allocation for the National Land Transport Fund (NLTF) through its National Land Transport Programme (NLTP).

1.2 The three-year funding allocated to Council for the 2024-2027 period saw us receive a total funding pool of $56.2M (unless otherwise stated all amounts are inclusive of both NZTA and Council local share) or 43% of associated Long-Term Plan (LTP) budgets. Many other local authorities received similar levels of funding.

1.3 The confirmed funding through the NLTP has created a shortfall in Council’s LTP budget. The shortfall over the next three years is 51% of the total budget variance of $73.8M or $37.7M.

1.4 Officers are seeking direction from Council on how to approach the shortfall and the potentially changing priorities as a result.

2. BACKGROUND

2.1 NZTA subsidises a significant portion of Council’s Transport programmes through the NLTF. NLTF funding is allocated through the NLTP.

2.2 Each Council and NZTA have an agreed Funding Assistance Rate (FAR). The FAR for PNCC is 51%. There are some expenses that are not able to be subsidised from NZTA, such as interest and depreciation. Of the remaining budgets, the majority are co-funded by 51% of the total costs. Council’s local share is 49%. In some instances, specific to certain projects or activity types the FAR can vary and can be either higher or lower than the 51%.

2.3 The NLTP is prepared every three years and allocates funding to various programmes based on the direction set out in the Government Policy Statement on Land Transport (GPS). The 2024-27 GPS outlines Central Government's priorities for the land transport network. The four strategic priorities of the 2024-27 GPS are:

1. Economic Growth and Productivity

2. Increased Maintenance and Resilience

3. Safety

4. Value for Money

2.4 The 2024-27 GPS was finalised in June 2024, much later in the planning and budgeting cycle than usually expected. In this GPS, the Government outlined that their priorities include funding Roads of National Significance, Roads of Regional Significance and Road Maintenance, with a focus on pothole prevention.

2.5 Council submitted its requested funds to NZTA via the Regional Land Transport Plan (RLTP), which was finalised prior to Council confirming its LTP 2024/34. It should be noted that, since the RLTP was finalised prior to the LTP, several projects were included in our initial funding requests that were ultimately not included in the final LTP.

3. detailed breakdown

3.1 The total value of the budgets that Council submitted for co-funding through the RLTP was $200.0M. Attachment 2: NZTA Funding Analysis contains a breakdown of this value.

3.2 The total value of Transport budgets in the LTP is $224.6M. This included co-funding assumptions for $130.0M of these budgets.

3.3 The total amount of funding approved through NZTA’s 2024-27 NLTP is $56.2M. The confirmed funding has created a shortfall in the first three years of Council’s LTP 2024/34. The shortfall is 51% of the total budget variance of $73.8M or $37.7M.

3.4 Council received nearly all its requested funds under the Local Road Pothole Preventions and Local Road Operations Activity Classes.

3.5 For the Walking and Cycling Activity Class (including footpaths, shared paths and cycleways), Council received 22% of the requested funds.

3.6 For its Capital New, Minor Improvements and Safety programmes, Council received no funding except for the Amberly Ave culvert replacement, where Council received funding for the $2.3M capital budget.

3.7 For Council’s Strategic Transport Planning programmes, funding for some of the current projects were rolled over from the previous NLTP, however funding was not provided for any new business cases. This includes the Indicative Business Case for the Manawatū Regional Freight Ring Road, which has been marked for ‘possible’ funding by NZTA.

Table 1: Summary of Funding – years 1-3

Budget ($millions)	Operational expenditure (Opex)	Capital expenditure (Capex) Renew	Capex New /Growth	Total Capex	Total Opex and Capex
Full LTP Transport Budgets Years 1-3 (Expenditure Budgets)	113.0	35.3	76.3	111.6	224.6
Budgets assumed to be co-funded by NZTA (51% subsidy) in LTP (Expenditure Budgets)	31.6	34.4	64.0	98.4	130.0
NZTA confirmed approval for 51% co-funding (Expenditure Budgets)	25.4	28.5	2.3	30.8	56.2
This shortfall represents the variance between LTP Budgets and NZTA approved funding.	(6.2)	(5.9)	(61.7)	(67.6)	(73.8)
The 51% or NZTA share of the shortfall. The gap to council's revenue budgets.	(3.2)	(3.0)	(31.5)	(34.5)	(37.7)

4. Omissions from Council’s LONG-TERM Plan budget

4.1 Upon reviewing the 2024-34 Long Term Plan (LTP) and the impacts of the NLTP decisions, officers have identified some omissions in Council’s budgets. These are detailed in Attachment 1: LTP Budget Omissions.

4.2 These omissions are important for the operation of our transport network, and officers view these as the priority for funding.

4.3 The omissions total $2.3M operating, and $0.9M for capital renewals for the 2024-25 financial year.

4.4 Operational budget for the same was also not included in the 2025-26 and 2026-27 budgets, and two of four transport renewal programmes have not been included. These total $0.4M in Year 2 and $0.5M in Year 3.

4.5 Table 2 below summarises budget omissions for Year 1 (FY 2024/25).

Table 2: Year 1 Budget Omissions with Offsets

Budget Type	Budget	Activity	24/25 Only Budget Omissions/ (Opportunity)

Operating	Council Local Share Available	Active & Public Transport	(707)
	Council Local Share Available	Roading	(232)
	Budget Omissions - Attachment 1	Active & Public Transport	160
	Budget Omissions - Attachment 1	Roading	2,098
	Total Operating Budget Omissions		1,318

Capital Renewals	Council Local Share Available	Active & Public Transport	(849)
	Council Local Share Available	Roading	293
	Budget Omissions - Attachment 1	Active & Public Transport	-
	Budget Omissions - Attachment 1	Roading	905
	Total Capital Renewal Budget Omissions		349

	Total Operating and Capital Renewals Budget Omissions		1,668

Capital New	Council Local Share available		(4,900)

5. Discussion

5.1 There are several different ways that Council can resolve the shortfall. Each option has its own advantages and disadvantages that need to be considered. The options are:

· Fund the shortfall through rates and loans. This will commit Council to increase both rates and loan funding across the next three years.

· Not fund the programmes that did not receive co-funding. This will slow the proposed increases to Council’s debt balance. This will also reduce rating impact in Years 2 and 3 and will mean that those projects which do not proceed will need to be reconsidered for inclusion or otherwise in the next Long-Term Plan.

· Reprioritise transport budgets to deliver on co-funded programmes and some Council priority projects like the Manawatū Regional Freight Ring Road. This will have similar impacts to bullet 2 above.

5.2 A core component of the Financial Strategy that was adopted as part of the 2024-34 LTP was creating the future capacity for Council to be able to borrow debt to fund its future capital programme. A part of maintaining the debt headroom is ensuring that Council’s operating revenue is increasing year on year. A reduction of the Transport capital programme will contribute to a lower than proposed rates increase for Years 2 and 3.

5.3 There are also some projects that were not completed at 30 June 2024 and carried over into the 2024-25 year. As there is now no NZTA funding for these projects in the 2024-25 year, Council will need to 100% fund these projects. Officers will confirm the total costs for projects carried over.

6. Officers’ ADVICE for Year 1 of the LTP (FY 2024-25)

6.1 Upon consideration of the available NZTA funding, budget omissions from the LTP, and minimising debt levels, officers propose the following for consideration:

· Council delivers services for the Local Road Pothole Activity Class (resurfacing, drainage, rehabilitations etc) and Local Road Operations (maintenance and operations of road network) to the NZTA funded level. (Recommendation 2a).

· Council deliver services for the Walking and Cycling Activity Class (includes footpaths, cycleways and shared path) to the NZTA funded level. It should be noted that this is only 22% of the requested funding and this will entail severe service level cuts to walking, cycling and footpath assets. This means that work will be prioritised to keep assets in a safe condition only, with no additional work. (Recommendation 2b (i)).

· Council delivers capital works (upgrades and new assets) to the NZTA funded level, which entails only delivering the Amberley Avenue bridge. (Recommendation 2c (i)).

· Council continues work on the Manawatū Regional Freight Ring Road business case. (Recommendation 2d).

· Council funds the omissions, as detailed in Section 4 and Attachment 1. Officers advice is to reallocate funding within Year 1 to help offset some of the omissions. The total of circa $1.7M would be funding from additional debt funding to complete this work. (Recommendation 2e).

7. NEXT STEPS

7.1 Modelling will be completed and a discussion of potential impacts brought back to Council, based on direction received today.

7.2 Officers will confirm total costs for projects that were not completed at 30 June 2024 and carried over into the 2024-25 year by 31 December. Officers will provide an update through the second quarter financial report.

7.3 Officers will work through the impacts of funding and service level implications as part of the annual plan process for 2025/26 and 2026/27.

7.4 A communications plan around any transport funding implications will be developed and implemented.

8. 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 objectives?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to: Whāinga 1: He tāone auaha, he tāone tiputipu Goal 1: An innovative and growing city
The recommendations contribute to the achievement of objective/objectives in: 3. Mahere tūnuku 3. Transport Plan The objective is: Develop, maintain, operate and renew the active and public transport network to deliver Council goals, the purpose of this plan, and the Government Policy Statement on Transport.
Contribution to strategic direction and to social, economic, environmental and cultural well-being	The issues discussed in this report are key to delivering a safe, well maintained and well utilised transport network.

Attachments

1.	LTP Budget Omissions ⇩
2.	NZTA Funding Analysis ⇩
3.	Council Local Share 49% ⇩

Memorandum

TO: Council

MEETING DATE: 2 October 2024

TITLE: Central Economic Development Agency Board Appointments

Presented By: Hannah White, Manager Governance

APPROVED BY: Cameron McKay, General Manager Corporate Services

RECOMMENDATIONS TO Council

1. That Council appoint Bobbie O’Fee as director and chair of Central Economic Development Agency until 31 December 2027.

2. That Council appoint Margy Maré and David Norman as directors of Central Economic Development Agency until 31 December 2026.

3. That Council note the total operating grant to Central Economic Development Agency will remain unchanged.

4. That Council note advertising will not be necessary as the reappointment of the members above will ensure continuity of strategic direction.

5. That Council note its decision 26-24.2 will not take effect.

1. ISSUE

1.1 The Electoral College has recommended the reappointment of three Central Economic Development Agency (CEDA) directors who were due to step down at the end of the year. This memorandum seeks the agreement of both Councils to proceed accordingly.

2. BACKGROUND

2.1 The Electoral College^{^[1]} has agreed a shared direction of travel to reduce the number of CEDA directors over time. The shareholding Councils agreed in March 2023 to adjust the CEDA Appointment of Directors Policy (the Policy) so that the Board of Directors of CEDA had between 4 and 6 directors. If Recommendation 1 and 2 above are carried, the total number of directors in 2025 will be 5.

2.2 The Electoral College wishes to express confidence in the current board and gratefulness for their service by recommending each of the three members whose terms are expiring be reappointed for a further term. The staggering of term expiry, as per Recommendation 1 and 2, will ensure a balance of continuity going forward.

2.3 The Electoral College further recommends that the $25,000 that would otherwise have been allocated to board fees be reallocated to general operational funding for CEDA.

2.4 The Policy outlines the process for appointing directors to the CEDA Board. The Policy sets out that vacancies are to be advertised; with reappointment without a competitive process to occur only in exceptional circumstances. However, the Policy also allows the Councils to not comply with any provision, if the decision is recorded by way of resolution (which should include the reason for deviation from the Policy). Thus Recommendation 4 notes the recommendation to proceed without advertising and the reasons set out by the Electoral College.

2.5 On 6 March 2024 Palmerston North City Council directed officers to advertise for two Director positions in mid-2024 to be appointed by 18 December 2024 (Resolution 16-24.2). However, following this, Manawatū District Council met on 21 March and 2 May 2024 and instead resolved that the Electoral College meet before September to consider the total number of CEDA directors and the appointment process to be taken. Consequently, the Electoral College met on 12 August 2024 and now recommends the approach set out above. Accordingly, Palmerston North City Council should note that its March decision will not be enacted as it did not receive the initial agreement of Manawatū District Council as a joint shareholder. Recommendation 5 notes this turn of events.

2.6 The current Board^{^[2]} is composed as follows:

Current CEDA Board

First Name	Last Name	Appointment Date	Term ends	Term No.
Term expiry this year
Bobbie	O'Fee	Appointed 9 December 2021	17 December 2024	2 *Chair
Margy	Maré	Appointed 25 March 2021 Reappointed 2 May 2024	17 December 2024	2
David	Norman	Appointed 9 December 2021	17 December 2024	1
Term expiry next year
Robbie	Pickford	Appointed 12 March 2020 Reappointed 4 May 2023	31 December 2025	2
Katie	Brosnahan	Appointed 4 May 2023	31 December 2025	1

3. NEXT STEPS

3.1 Should both Councils agree the recommendations, officers will inform the CEDA directors in writing.

3.2 Should the Councils differ on a route forward, the Policy sets out that the Electoral College would be asked to make an alternative recommendation. In this instance the alternative would be to advertise according to the Policy default. Officers would thus advertise up to 3 positions and retiring members would be invited to apply. The Electoral College would then be engaged to shortlist and interview candidates before bringing a recommendation back to the Councils in early December.

4. Compliance and administration

Does Council have delegated authority to decide? Noting the decision of both Shareholding Councils must align.		Yes
Are the decisions significant?		No
If they are significant do they affect land or a body of water?
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 objectives?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		Yes
See discussion in sections 2.4 and 2.5
The recommendations contribute to: Whāinga 1: He tāone auaha, he tāone tiputipu Goal 1: An innovative and growing city
The recommendations contribute to the achievement of objective/objectives in: 2. Mahere whakawhanake ohaoha 2. Economic Development Plan The objectives are: · Support sustainable business activity and labour market development · Manage council’s strategic investments and attract external investment
Contribution to strategic direction and to social, economic, environmental and cultural well-being	By carefully considering appointments, Council will ensure that there is effective representation within the Council Organisations in which the Council has a financial interest or strategic interest. This will contribute to the desired outcome of an effective and responsible Council that excels in good governance.

Attachments

Nil

Memorandum

TO: Council

MEETING DATE: 2 October 2024

TITLE: Appointment to Te Motu o Poutoa Programme Steering Group

Presented By: Hannah White, Manager- Governance

APPROVED BY: Scott Mancer, Acting General Manager Corporate Services

RECOMMENDATION TO Council

1. That Council appoint Councillor Vaughan Dennison as Council’s representative on Te Motu o Poutoa Programme Steering Group until October 2025.

1. ISSUE

At its meeting of 11 September 2024, the Rangitāne o Manawatū Committee recommended that Council establish a Steering Group to progress the Te Motu o Poutoa/Cliff Road development programme.

The draft terms of reference states that the membership of the Steering Group (Attachment 1) will include two elected members:

1. the Mayor (as Chair or Deputy Chair of the Rangitāne o Manawatū Committee)

2. a Palmerston North City Council elected member.

The purpose of this report is to recommend the appointment of Cr Vaughan Dennison as the elected member representative on the Te Motu o Poutoa Steering Group.

2. BACKGROUND

The Steering Group will have oversight of programmes related to Te Motu o Poutoa and contained within the Long-Term Plan 2024-34; such as:

· design and consenting,

· securing external funds and,

· the development of the civic marae, visitor facilities and upgrade of Cliff Road.

Expressions of interest were sought from Elected Members willing to represent Council on this steering group. Three members expressed an interest, Councillors Dennison, Mickalad and Naylor; with the Mayor recommending the appointment of Councillor Dennison.

3. NEXT STEPS

Officers will organise the first meeting of the Steering Group.

The appointment will be reviewed after the triennial election in October 2025.

4. Compliance and administration

Does the Council have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual		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 objectives?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to: Whāinga 2: He tāone whakaihiihi, tapatapahi ana Goal 2: A creative and exciting city
The recommendations contribute to the achievement of objective/objectives in: 11. Mahere mō te kanorau koiora me Te Awa o Manawatū 11. Biodiversity and the Manawatū River Plan The objective is: Develop Te Motu o Poutoa
Contribution to strategic direction and to social, economic, environmental and cultural well-being	· Council will work in partnership with Rangitāne. · Respect and enhance the Mauri of the Manawatū River. The Manawatū River Framework states ‘to identify and appropriately develop Rangitāne sites of cultural and historical significance’. This site was identified for development and management planning.

Attachments

Draft Terms of Reference - Te Motu o Poutoa Steering Group ⇩

Memorandum

TO: Council

MEETING DATE: 2 October 2024

TITLE: International Travel Proposed for the Deputy Mayor - December 2024

Presented By: Gabrielle Loga, Manager International Relations

APPROVED BY: David Murphy, General Manager Strategic Planning

RECOMMENDATIONS TO Council

1. That Council approve the Deputy Mayor’s travel to Fuzhou, China from 4 December until 9 December 2024.

2. That Council approve up to $1000 of incidental costs associated with the Deputy Mayor’s travel to Fuzhou, China.

3. That Council note that the Mayor’s previously approved travel to China will now be limited to the China International Friendship Cities Conference in Kunming (representing Global Cities New Zealand).

1. ISSUE

1.1 An opportunity exists for the Deputy Mayor to travel to Fuzhou, China from 4 December until 9 December 2024 to attend the 2024 Fuzhou International Friendship Cities Cultural Festival. The costs of international travel, local transportation, meals and accommodation during the event will be met by the Fuzhou Foreign Affairs Office.

1.2 Council’s approval is required for international travel of an elected member according to the Elected and Appointed Members’ Expenses and Allowances Policy 2022.

2. BACKGROUND

2.1 Fuzhou city approached Palmerston North through the Embassy of People’s Republic of China for a city partnership after former Prime Minister Chris Hipkins’ visit to China in June 2023.

2.2 Massey University has had partnerships with several institutions in Fuzhou and UCOL expressed interest in the Fuzhou market for their international education programmes. After consulting with the International Education Leadership Group, Palmerston North is open to consider education partnership opportunities with Fuzhou, similar to the arrangement with Yantai and Shijiazhuang city.

2.3 Fuzhou invited Mayor Grant Smith to attend the Fuzhou Tourism and Culture Festival and the 2024 International Friendship Cities and Culture Festival from 21 November until 24 November 2024. However, they have had to reschedule the event to 5 December until 8 December.

2.4 On 4 September 2024, Council approved the Mayor to travel to China from 16 November until 26 November, travelling in two capacities:

1) Representing New Zealand, as the President of Global Cities New Zealand, at the China International Friendship Cities Conference in Kunming.

2) To represent the city as Mayor of Palmerston North when signing a letter of intent to explore collaborative opportunities with Fuzhou at the Fuzhou International Friendship Cities Festival.

2.5 Due to the rescheduling of the Fuzhou International Friendship Cities Festival, the Mayor’s previously approved travel to China will now be limited to the China International Friendship Cities Conference in Kunming (representing Global Cities New Zealand).

2.6 Fuzhou has updated their invitation to extend it to the Deputy Mayor to represent Palmerston North, accompanied by the Manager International Relations. The advice received from Fuzhou Foreign Affairs Office is that there will be no substantive cost to Council as Fuzhou Foreign Affairs Office will cover the expenses of international travel, local transportation, meals and accommodation for two people.

2.7 There is a potential for minor incidental costs associated with the trip which are estimated to be no more than $1000.

2.8 Traveling to Fuzhou would be a great opportunity for Palmerston North to connect with new partners and enhance the city’s international profile. The Fuzhou Tourism and Culture Festival would be an occasion where Palmerston North could be promoted as a hidden gem of New Zealand travel, a great place to live, study, work and do business. This would contribute to an increase in number of international visitors to the city.

2.9 While representing Palmerston North in Fuzhou, the Deputy Mayor would co-sign a Letter of Intent with the Mayor of Fuzhou to explore collaborative opportunities in education which would open doors for new educational partnerships and ultimately contribute to the number of international fee-paying students in Palmerston North.

2.10 If the travel is approved, the Deputy Mayor is likely to be absent from the Sustainability Committee meeting and the Community Committee meeting both on 4 December 2024.

3. NEXT STEPS

3.1 If Council approves the Deputy Mayor to travel to Fuzhou in December 2024, arrangements will be confirmed with the Fuzhou Foreign Affairs Office.

3.2 Following their return, the Deputy Mayor and the Manager International Relations will report to Council on the outcomes of the visit.

4. Compliance and administration

Does Council have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual		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 objectives?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to: Whāinga 1: He tāone auaha, he tāone tiputipu Goal 1: An innovative and growing city
The recommendations contribute to the achievement of objective/objectives in: 2. Mahere whakawhanake ohaoha 2. Economic Development Plan The objective is: Support international education and promote Palmerston North’s interests to global partners - Promote Palmerston North’s interests to global city partners - Facilitate international economic and education partnerships with city institutions - Participate in international forums and events
Contribution to strategic direction and to social, economic, environmental and cultural well-being	The visit would demonstrate Palmerston North’s leadership of international collaboration and friendship, and explore opportunities with partner cities to enhance economic, educational, cultural and community cooperation.

Attachments

1.	Updated Invitation Letter from Fuzhou 2024 ⇩
2.	Tentative itinerary for Dec2024 ⇩
3.	Fuzhou's City Profile ⇩
4.	Letter of Intent Palmerston North and Fuzhou City ⇩

Memorandum

TO: Council

MEETING DATE: 2 October 2024

TITLE: Submission on the Toll Proposal for Te Ahu a Turanga Highway: Manawatū Tararua Highway

Presented By: James Miguel, Senior Transport Planner

APPROVED BY: David Murphy, General Manager Strategic Planning

RECOMMENDATIONS TO Council

1. That Council approve the submission on the Toll Proposal for Te Ahu a Turanga: Manawatū Tararua Highway included as Attachment 1.

2. That the Mayor and Deputy Mayor be authorised to approve amendments to the submission on the Toll Proposal for Te Ahu a Turanga: Manawatū Tararua Highway, prior to lodgement with NZTA Waka Kotahi.

1. ISSUE

1.1 On Monday, 9 September 2024, NZTA Waka Kotahi commenced its consultation on its previously announced proposal to toll Te Ahu a Turanga: Manawatu Tararua Highway (Te Ahu a Turanga) and Otaki to North of Levin.

1.2 Councillor Brent Barrett (seconded by Councillor Lorna Johnson) lodged the following Notice of Motion dated 6 September 2024 to Economic Growth Committee on 18 September 2024:

That in response to NZTA Waka Kotahi’s recent proposal to toll Te Ahu a Turanga, Council lodge a submission calling for Te Ahu a Turanga to be kept free from road tolling.

1.3 The Notion of Motion was received by the Economic Growth Committee, alongside officer advice.

1.4 The Committee supported the Notice of Motion, which directed the content of the Council submission.

1.5 The Committee also passed the following additional resolution:

That in principle, Palmerston North City Council support the option of tolls on future new roading/highway projects where that is signalled in advance of the project.

1.6 The submission is included in Attachment 1 for consideration by Council.

1.7 While drafting the submission NZTA Waka Kotahi released its tolling assessments for Te Ahu a Turanga and Otaki to North of Levin. The submission includes commentary on the tolling assessment. The tolling assessments are attached as attachment 2 and 3.

2. NEXT STEPS

2.1 Officers make any final amendments to the submission, to be approved by the Mayor and Deputy Mayor under delegation prior to lodgement with NZTA Waka Kotahi.

3. 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 objectives?		No
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to: Whāinga 3: He hapori tūhonohono, he hapori haumaru Goal 3: A connected and safe community
The recommendations contribute to the achievement of objective/objectives in: 3. Mahere tūnuku 3. Transport Plan The objective is: Provide a safe, low-carbon, integrated and multi-modal transport network.
Contribution to strategic direction and to social, economic, environmental and cultural well-being	The submission in opposition highlights the economic and social impacts of the Toll Proposal on local communities.

Attachments

1.	Council Submission on Toll Proposal for Te Ahu a Turanga ⇩
2.	Te Ahu a Turanga - Tolling Assessment ⇩
3.	Otaki to North Levin - Tolling Assessment ⇩

Memorandum

TO: Council

MEETING DATE: 2 October 2024

TITLE: Submission on Earthquake-prone Buildings Deadlines Bill

Presented By: Keegan Aplin-Thane, Senior Planner

APPROVED BY: David Murphy, General Manager Strategic Planning

RECOMMENDATION TO Council

1. That Council receive the memorandum titled “Submission on Earthquake-prone Buildings Deadlines Bill” presented to Council on 2 October 2024.

1. ISSUE

A Bill has recently been proposed through Parliament to extend remediation timeframes for earthquake-prone buildings by four years, and a further two years by Order in Council^{^[3]}.

A submission was lodged by the Council and approved by the Mayor under delegation (clause 2.9.1). The submission is included as attachment one.

This memorandum is presented for information to Council, as required by clause 2.9.1 of the delegations. The submission period 14-26 August did not align with the Council meeting schedule.

The submission supports the extension to timeframes for remediation proposed under the Bill.

2. BACKGROUND

The Building (Earthquake-prone Building Deadlines and Other Matters) Amendment Bill is part of a wider review of the earthquake-prone building system^{^[4]}.

While the scope of the Bill is restricted mainly to remediation deadlines, the submission also outlines the broader challenges faced by the Council and the community regarding earthquake prone buildings. The submission also signals Council’s interest and initial views on the wider review of the earthquake prone building provisions of the Building Act.

3. NEXT STEPS

The report on the Bill will be due to Parliament’s Transport and Infrastructure Committee on 31 October. The Committee is yet to hold its second and third readings of the Bill, but the Ministry of Business, Innovation and Employment (MBIE) expects that the Bill will be passed by the end of 2024.

MBIE’s review of the building system will be delivered in three stages:

· 2024 to mid-2025 Stage 1: Review of seismic risk management in existing buildings

· Mid-2025 to 2026 Stage 2: Options to deliver the recommendations of the Review. Consultation on these options is expected.

· Commencing 2026 Stage 3: Legislative process (if required) and implementation

4. Compliance and administration

Does the Council have delegated authority to decide? If Yes quote relevant clause(s) from Delegations Manual		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 objectives?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to: Whāinga 2: He tāone whakaihiihi, tapatapahi ana Goal 2: A creative and exciting city
The recommendations contribute to the achievement of objective/objectives in: 4. Mahere taonga tuku iho 4. Heritage Plan The objective is: Assist owners and investors of earthquake-prone buildings to meet required standards through: • Natural and Cultural Heritage Incentive Fund • Strategic Priority Grants (including support for sector-leadership)
Contribution to strategic direction and to social, economic, environmental and cultural well-being	Supporting this bill provides the opportunity for the council and the community to make a more informed and economically-prudent decision about the strengthening and adaptation of heritage and other earthquake-prone buildings.

Attachments

Submission on the Building (Earthquake-prone Building Deadlines and Other Matters) Amendment Bill ⇩

Memorandum

TO: Council

MEETING DATE: 2 October 2024

TITLE: Submission on Smokefree Environments and Regulated Products Amendment Bill (No 2)

Presented By: Lili Kato Policy Analyst

APPROVED BY: David Murphy, General Manager Strategic Planning

RECOMMENDATION(S) TO Council

1. That Council receive the memorandum titled “Submission on Smokefree Environments and Regulated Products Amendment Bill (No 2),” presented to Council on 2 October 2024.

1. ISSUE

The Smokefree Environments and Regulated Products Amendment Bill passed its first reading on 17 September 2024 and was referred to the Health Select Committee, which called for submissions between 17-27 September 2024.

The Bill proposes to better protect young people by amending the Smokefree Environments and Regulated Products Act 1990 to strengthen the regulatory framework around vaping.

A submission was lodged by the Council and approved by the Mayor under delegation (clause 2.9.1). The submission is included as attachment one.

This memorandum is presented for information to Council, as required by clause 2.9.1 of the delegations manual. The submission period 17-27 September 2024 did not align with the Council meeting schedule.

The submission supports the proposed changes under the Bill.

2. BACKGROUND

The Bill proposes to make the following changes:

- Prohibit the manufacture, sale, supply and distribution of disposable vaping products

- Increase penalties for unlawful sales of regulated products to minors

- Impose retail visibility restrictions for products

- Include restrictions on sale of vaping products within certain boundaries of schools, marae and early childhood centres.

The Bill aligns with the objectives of Council’s Auahi kore smoke-free and vape-free Policy which are as follows:

- Fewer people smoke and vape in public places;

- Businesses and other organisations designate their premises “Smoke-free and Vape-free”;

- Palmerston North is recognised both locally and nationally as a “Smoke-free and Vape-free City”; and

- The prevalence of smoking and vaping in Palmerston North decreases.

The submission also sought a further enhancement to the Bill to include public parks, sports fields, and playgrounds in the list of sensitive sites where the sale of vaping products is restricted by proximity to these sites. The rationale for their inclusion is they are sites where families and young people gather often.

Lastly, the submission advocated for increased resources from Government to initiatives, programmes, and agencies who are supporting Tamariki and Rangatahi to quit vaping. This advocacy is based on feedback from the Smoke-free and Vape-free reference group and wider support services about the lack of resources to respond to overwhelming demand.

3. NEXT STEPS

The report by the Health select committee is due to Parliament on 12 March 2025, which will be followed by a second and third reading and royal assent.

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?		Yes
Does this decision require consultation through the Special Consultative procedure?		No
Is there funding in the current Annual Plan for these objectives?		Yes
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to: Whāinga 3: He hapori tūhonohono, he hapori haumaru Goal 3: A connected and safe community
The recommendations contribute to the achievement of objective/objectives in: 9. Mahere haumaru hapori, hauora hapori 9. Community Safety and Health Plan The objective is: We want to be a healthy city, where our community is safe and feels safe.
Contribution to strategic direction and to social, economic, environmental and cultural well-being	Council providing feedback on proposed legislative changes from central Government that will greatly impact on being a healthy city where the community is safe and feels safe.

Attachments

Submission to Smokefree Environments and Regulated Products Amendment Bill (No 2) ⇩

Memorandum

TO: Council

MEETING DATE: 2 October 2024

TITLE: Annual Meeting Calendar 2025

Presented By: Hannah White, Manager - Governance

APPROVED BY: Cameron McKay, General Manager Corporate Services

RECOMMENDATION TO Council

1. That Council adopt the Annual Meeting Calendar 2025 (Attachment 1).

1. ISSUE

1.1 At the end of each calendar year the Council is required to adopt a meeting calendar for the following year. The meeting calendar outlines dates, locations and other related information and is published both in hard copy and on the Council’s website. Meetings start at 9am. Rangitāne o Manawatū Committee meetings are scheduled to begin at 2pm. Meetings will be held in the Council Chamber with secondary venues listed, should it be needed.

1.2 Meetings are held with the public present and allow for participation of the public in public comment, presentations and submissions. As such it is important that meetings are scheduled in a way that allows members of the public who wish to attend and/or address meetings to be able to do so.

2. BACKGROUND

2.1 Elected Members and Appointed Members have been consulted in the drafting of the calendar. The proposed calendar balances legal obligations for adoption e.g. the Annual Budget, timeliness of regular reporting and Chairs’ expectations re: the frequency of meetings according to committee work schedules and the committee structure where Council meets monthly, and some committees are expected to meet 6-weekly and others quarterly.

2.2 The aim is for the draft Annual Budget 2024/25 to be considered on 12 February, and the final consultation document to be agreed on 5 March 2025. Hearings to be 30 April and 1 May, and budget deliberations 14 May, before adoption on 4 June.

2.3 The calendar includes meetings up until the local government election of 11 October 2025 and leaves some space for incumbent members who are candidates campaigning in September. (Voting documents will be posted 9 September). We expect the inaugural Council meeting for the next term of Council will be held on 29 October, however this will be confirmed following the confirmation of the election results.

2.4 On 4 September Elected Members discussed the possibility of changing the meeting day from Wednesday to Thursday. The discussion was referred to this paper. The draft attached is for Wednesdays, however the calendar can be brought back for approval on 30 October should Elected Members resolve to change the day at today’s meeting.

2.5 Should Elected Members prefer to move the meeting day to a Thursday, Officers would endeavour to provide agendas for reading prior to the weekend, but there may be instances where agendas may not be published until the Monday.

Should Elected Members prefer to move the meeting day to a Tuesday, for issues where Elected Members prefer to have answers to their questions prior to a debate, eg. on budget documents, it would not leave sufficient time for staff to collate answers after Elected Members reading and receipt of questions over the weekend. Public holiday Mondays would put pressure on staff and Elected Members. Tuesdays may also become problematic for Elected Members who sit on joint committees with Horizons Regional Council.

If considering a change of day, officers recommend any change should be discussed with Appointed Members who are available for Wednesdays but whose availability has not been fully canvassed.

Elected members may also wish to consider a change of time to allow for more potential for public participation, eg. to evenings, however again staff availability and contractual obligations would need to be considered.

Alternatively, beginning formal meetings at 10am to allow for the holding of workshops from 8.30am may provide the certainty Elected Members are seeking. It would also allow for fixed times to be communicated to the public and external consultants involved in presenting workshops.

3. NEXT STEPS

3.1 The 2025 meeting dates will be loaded into Elected Member and management team diaries and shared with Appointed Members, and the website updated for members of the public.

4. Compliance and administration

Does the Council have delegated authority to decide?		Yes
Are the decisions significant?		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 objectives?		No
Are the recommendations inconsistent with any of Council’s policies or plans?		No
The recommendations contribute to (Not applicable)
The recommendations contribute to the achievement of objectives in (Not Applicable)
Contribution to strategic direction and to social, economic, environmental and cultural well-being	Ensuring the calendar is published in a timely manner allows for effective and transparent governance and is in line with the requirements of the Local Government Official Information and Meetings Act 1987.

Attachments

Proposed 2025 Meeting Schedule ⇩

Committee Work Schedule

TO: Council

MEETING DATE: 2 October 2024

TITLE: Council Work Schedule

RECOMMENDATION TO Council

1. That Council receive its Work Schedule dated 2 October 2024.

COUNCIL WORK SCHEDULE 2 October 2024

#	Estimated Report Date	Subject	Officer Responsible	Current Position	Date of Instruction & Clause
1	~~2 Oct 2024~~	~~Appointment of Trustees on Council Controlled Organisations~~	~~GM Corporate Services~~		~~Terms of Reference~~
2	~~2 Oct 2024~~	~~Agree Council Meeting Calendar 2025~~	~~GM Corporate Services~~		~~Terms of Reference~~
3	30 Oct 2024	Adopt Annual Report 2023-24	GM Corporate Services		Terms of Reference
2	early 2025	Delivery Model options for Property - CCO/ Trust to include Summerhays Street.	GM Corporate Services	Clarifying report due Dec 2024	1 May 2024 Clause 66.1
3	6 Nov 2024	Annual Review of Delegations Manual	GM Corporate Services		6 Sept 2023 Clause 147-23
4	6 Nov 2024	Food HQ Innovation Limited - Director's company progress report.	GM Infrastructure Services	Moved due to availability of officers and Chair Food HQ	6 Sept 2023 Clause 143-23
6	6 Nov 2024	Appointment of CEDA Directors	GM Corporate Services		6 March 2024 Clause 23 -24
7	6 Nov 2024	Performing Arts Trust Annual Report 2023-2024	GM Corporate Services		Terms of Reference
9	11 Dec 2024	Review of Fees and Charges 25/26	GM Corporate Services		Terms of Reference
10	11 Dec 2024	City Revaluation – impact on rates	GM Corporate Services		Terms of Reference
11	early 2025	Report back on Investment Options for PN Airport	GM Corporate Services	work yet to commence due to staff capacity	6 December 2023 Clause 197-23
12	5 Feb 2025	Civic and Cultural Precinct Master Plan Steering Group - 6-monthly update	GM Strategic Planning		Terms of Reference
13	5 March 2025	Draft Annual Budget 2025/26 for consultation	Chief Executive		Terms of Reference
14	5 March 2025	Exemption of Manawatū Whanganui Disaster Relief Fund from being a CCO	GM Corporate Services		Terms of Reference
15	5 March 2025	Remits from PNCC for consideration	GM Corporate Services
16	30 April / 1 May 2025	Hearings of the Annual Budget 2025/26	Chief Executive		Terms of Reference
17	7 May 2025	Exemption of Palmerston North Performing Arts Trust	GM Corporate Services		Terms of Reference
18	14 May 2025	Deliberations of the Annual Budget 25/26	Chief Executive		Terms of Reference
19	4 June 2025	Remits received from other Territorial Authorities	GM Corporate Services		Terms of Reference
20	4 June 2025	2024 Residents Survey - Action Plan	GM Strategic Planning		Terms of Reference
21	4 June 2025	Adopt Annual Budget 2025-26	Chief Executive		Terms of Reference
22	25 June 2025	Set the Rates for 2025-26	GM Corporate Services		Terms of Reference
23	25 June 2025	Raise Borrowing during 2025-26	GM Corporate Services		Terms of Reference
	8 October 2025	Parking Contract Review Update - Frog Parking	GM Infrastructure		4 September 2024 Clause 156-24
24	TBC	Summerhays Reports - Partnership Models Expressions of Interest	GM Infrastructure	Lying on the Table	1 May 2024 Clause 66-24 and 74 -24
25	TBC	Effectiveness of Civics Education Initiatives - Annual progress report -	TBC		29 May 2024 Clause 95.29 -24

Proactive Release of Confidential Decisions

Date of meeting	Report Title	Released	Withheld
6 Dec 2023	Land Purchases - Urban Growth and Esplanade Walkways	Report (redacted), Decision (redacted) and Division	Attachments
5 June 2024	District Licensing Committee- Additional Commissioner	Report, Decision and Division	N/A
7 August 2024	Contract Award - Electoral Services Contract	Report (redacted), Decision and Division	Attachment
7 August 2024	District Licensing Committee- Commissioner and List member appointments	Report, Decision and Division	N/A

[1] The Mayor of Palmerston North City Council (Grant Smith) and Palmerston North City Councillors Vaughan Dennison and Leonie Hapeta, together with the Mayor of Manawatū District Council (Helen Worboys) and Manawatū District Councillors Michael Ford and Grant Hadfield.

[2] In early August 2024, Council received notification of the resignation of Paul Bayly from the CEDA Board. Paul has been appointed as independent chair of the Whanganui District Council CCO and Economic Development Committee.

Grant Smith (Mayor)
Debi Marshall-Lobb (Deputy Mayor)
Mark Arnott	Leonie Hapeta
Brent Barrett	Lorna Johnson
Rachel Bowen	Billy Meehan
Vaughan Dennison	Orphée Mickalad
Lew Findlay (QSM)	Karen Naylor
Roly Fitzgerald	William Wood
Patrick Handcock (ONZM)	Kaydee Zabelin