PALMERSTON NORTH CITY COUNCIL. Minutes of the

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1 PALMERSTON NORTH CITY COUNCIL Minutes of the COUNCIL MEETING [PART I PUBLIC], HELD IN THE COUNCIL CHAMBER, CIVIC ADMINISTRATION BUILDING, PALMERSTON NORTH ON WEDNESDAY 29 OCTOBER 2008, COMMENCING AT 7.00PM PRESENT: APOLOGIES: The Mayor (Jono Naylor), and Councillors Michael Feyen, Lew Findlay, John Hornblow, David Ireland, Jim Jefferies, Pat Kelly, Ross Linklater, Annette Nixon, Anne Podd, Chris Teo-Sherrell, Peter Wheeler and Bruce Wilson. Councillors Jan Barnett, Gordon Cruden and Vaughan Dennison CONFIRMATION OF AGENDA AND URGENT ITEMS That subject to section 46A(7) of the Local Government Official Information and Meetings Act 1987 and in accordance with the advice by the Chairperson, the following items be considered as urgent items: (i) Document entitled 2008 Representation Review Forum from the New Zealand Society of Local Government Managers, SOLGM Opus Business School. (ii) Presentation of the Manawatu District and Palmerston North City Joint Strategic Planning Committee recommendations from its 22 October 2008 meeting That consideration of the items be subject to the provisions of the urgent item clause, namely section 46A(7) of the Local Government Official Information and Meetings Act The Chairperson recommends: 1. That the items be considered as: - the items were not available at the time the Order Paper was circulated, and - consideration of the items was a matter of urgency, to enable the Council to meet deadlines, finalise decisions and receive information within agreed timeframes That subject to clauses and above the Order Paper be confirmed without further addition or alteration.

2 CONFIRMATION OF MINUTES RESOLVED that the minutes of the meeting of 24 September 2008 and extraordinary meeting of 20 October 2008 be confirmed as correct records ANNUAL MEETING CALENDAR (Memorandum, dated 14 October 2008, from the Governance and Support Team Leader) Consideration was given to the proposed meeting calendar for 2009, and in discussion a number of alternative starting times for meetings being held in 2009 were canvassed. RESOLVED that the motion before the Council to adopt the 2009 Annual Meeting Calendar lie on the table until the next meeting of Council COUNCIL SUBMISSION ON THE PROPOSED NATIONAL POLICY STATEMENT FOR RENEWABLE ELECTRICITY GENERATION (Report, dated 15 October 2008, by the Senior Policy Planner) In discussion it was suggested that the Council should urge the Board of Inquiry to consider including a procedure in the National Policy Statement to deal with the cumulative effects of multiple consents in one locality. Consequently a MOTION that a sentence be added to the third paragraph of Reasons in preamble to state that the Palmerston North City Council urges cumulative effects of multiple consents in one locality be dealt with in the National Policy Statement., was PUT and was CARRIED That the Council Submission on the Proposed National Policy Statement for Renewable Electricity Generation be endorsed, as amended That the Council Submission on the Proposed National Policy Statement for Renewable Electricity Generation be lodged with the Board of Inquiry prior to the 31 October 2008 closing date RECOMMENDATION FOR ADOPTION OF 2007/08 ANNUAL REPORT (Memorandum, dated 22 October 2008, from the Financial Accountant)

3 - 3 - RESOLVED that the 2007/2008 Annual Report together with the Summary Annual Report including the Events After Balance Sheet Date adjustments detailed in the memorandum, dated 22 October 2008 and entitled Recommendation for Adoption of 2007/2008 Annual Report, from the Financial Accountant be adopted REPRESENTATION REVIEW FORUM (Document entitled 2008 Representation Review Forum) The Council had before it a notice of a forum to be held in Wellington on 14 October The purpose of the forum was to explain the representation view provisions, statutory deadlines, introduce the Local Government Commissioner s guidelines to representation review determinations and provide an overview of the SOLGM Electoral Working Party s good practice Local Electoral Act guideline resource That up to two elected members attend, with expenses paid, the 2008 Representation Review Forum being held at the InterContinental Hotel in Wellington on Friday 14 October That registrations of interest be invited from interested elected members wishing to attend and advise the Senior Committee Administrator. RECOMMENDATIONS FROM COMMITTEE MEETINGS Consideration was given to recommendations from the following Committee meetings: PLANNING AND POLICY COMMITTEE 6 OCTOBER 2008 Clause Cemeteries and Crematorium Bylaw Review In discussion it was suggested that the intent of the provision for cultural diversity was wider than just the decoration of graves and it was suggested that the recommendation should be modified slightly to reflect the Committee s intent. In consequence a MOTION that clause 63.3 be amended by adding the words burial and after the word to and before the words the decoration of graves., was PUT and was CARRIED. RESOLVED that, subject to the above amendment, the Committee s recommendations be adopted.

4 FINANCE AND PERFORMANCE COMMITTEE 20 OCTOBER 2008 RESOLVED that the Committee s recommendations be adopted MANAWATU DISTRICT AND PALMERSTON NORTH CITY JOINT STRATEGIC PLANNING COMMITTEE 22 OCTOBER 2008 Clause 6-08 Industrial Growth and Cross Boundary Issues A member requested an amendment to the recommendations as presented by reformatting the NOTES and to RECOMMENDATIONS and respectively. Consideration was given to the appointment of a representative on the Cross Boundary Working Group. In consequence a MOTION that the Chairperson of the Finance and Performance Committee, Councillor Jim Jefferies, be appointed to the Cross Boundary Working Group, was PUT and was CARRIED. RESOLVED that, subject to the above amendments, the Committee s recommendations be adopted. (NOTE: Councillor Chris Teo-Sherrell abstained from voting on clause above.) EXCLUSION OF PUBLIC RESOLVED that the public be excluded from the following parts of the proceedings of this meeting, namely Order Paper items 11, 12 and 13. The general subject of each matter to be considered while the public was 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 were as follows: General subject of each matter to be considered 11. Minutes of Council meeting of 24 September, extraordinary meeting of 20 October Award for Tender for Contract No.3078: Chip Sealing of Urban and Rural Roads 2008/ Aokautere Land Exchange Proposal Reason for passing this resolution in relation to each matter Ground(s) under Section 48(1) for passing this resolution For the reasons set out in the Council minutes of 24 September 2008, and extraordinary meeting of 20 October 2008, held with public present. negotiations negotiations and improper gain/advantage (a)(i) (a)(i)

5 - 5 - This resolution was 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 was as follows: 11. Minutes of Council meeting of 24 September 2008, and extraordinary meeting of 20 October 2008 For the reasons set out in the Council minutes of its 24 September 2008 and 20 October 2008 meetings held with public present. 12. Award for Tender for Contract No.3078: Chip Sealing of Urban and Rural Roads 2008/2009 LGOIMA 7(2)(i) negotiations. 13. Aokautere Land Exchange Proposal LGOIMA 7(2)(i) and (j) negotiations and improper gain/advantage. The Mayor (Jono Naylor) left the meeting at 8.37pm. The public part of the meeting finished at 8.37pm CONFIRMED THIS 26 TH DAY OF NOVEMBER 2008 M A Y O R