Finance and Performance Committee

PALMERSTON NORTH CITY COUNCIL AGENDA Finance and Performance Committee 9AM, Monday 17 NOVEMBER 2014 COUNCIL CHAMBER FIRST FLOOR CIVIC ADMINISTRATION BUILDING 32 THE SQUARE PALMERSTON NORTH

MEMBERSHIP Susan Baty (Chairperson) Jim Jefferies (Deputy Chairperson)(Deputy Mayor) Adrian Broad Vaughan Dennison Lew Findlay Leonie Hapeta Ross Linklater Billy Meehan Grant Smith Chris Teo-Sherrell Agenda items, if not attached, can be viewed at: pncc.govt.nz Civic Administration Building, 32 The Square City Library Ashhurst Community Library Linton Library Paddy Clifford Chief Executive, Palmerston North City Council Palmerston North City Council W pncc.govt.nz E info@pncc.govt.nz P 356 8199 Private Bag 11034, 32 The Square, Palmerston North

DMS #1209517 PALMERSTON NORTH CITY COUNCIL FINANCE AND PERFORMANCE COMMITTEE 17 November 2014 (NOTE: The commencement time for this meeting coincides with the commencement time for an ordinary Audit and Risk Committee meeting. The format for the meeting will be that the Audit and Risk Committee meeting will open, take apologies and adjourn immediately to allow the Finance and Performance Committee to consider its business. At the conclusion of the Finance and Performance Committee meeting the Audit and Risk Committee meeting will resume to consider its business.) ORDER OF BUSINESS Apologies: 1. Notification of Additional Items Pursuant to Sections 46A(7) and 46A(7)(A) 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. No resolution, decision or recommendation can be made in respect of a minor item except to receive that item or refer it to a subsequent meeting for further discussion. 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. 2. Public Comment To receive comments from members of the public on matters specified on this Agenda or, if time permits, on other Committee matters. (Note: If the Committee wishes to consider or discuss any issue raised that is not specified on the Agenda, other than to receive the comment 3

DMS #1209517 made or refer it to the Chief Executive, then a resolution will need to be made in accordance with Clause 1 above.) 3. Confirmation of Minutes (Pages 6-15) To confirm the minutes of the ordinary meeting held on 20 October 2014 [Part I Public] as a correct record. (Attached) 4. Presentation of 2013-2014 Annual Reports for Council Controlled Organisations (Cultural) (Pages 16-191) Report, dated 13 October 2014, by the Community Services Team Leader, Axel de Maupeou, and the Management Accountant, Calum McKinnon. (Attached) 5. Maxwell s Line Sewer Collapse (Pages 192-198) Report, dated 24 October 2014, by the Wastewater Asset Engineer, Phil Burt and the Water & Waste Services Manager, Rob Green. (Attached) 6. Committee Work Schedule Work Schedule, dated November 2014. (Attached) (Page 199) 7. Exclusion of Public That the public be excluded from the following parts of the proceedings of this meeting, namely agenda item 8. 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 the passing of this resolution 8. Minutes of the meeting of 20 October 2014. For the reasons set out in the minutes of the meeting held on 20 October 2014 held with public present. (a)(i) (a)(i) This resolution is made in reliance on Section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 4

DMS #1209517 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 are as follows: 8. Minutes of the meeting 20 October 2014 - For the reasons set out in the minutes of the meeting held on 20 October 2014 held with public present. Also that the persons listed below be permitted to remain after the public has been excluded for the reasons stated. Chief Executive (Paddy Clifford), Chief Financial Officer (Grant Elliott), General Manager, City Enterprises (Ray McIndoe), Acting General Manager, City Future (David Murphy), General Manager, City Networks (Ray Swadel), General Manager, Customer Services (Peter Eathorne), General Manager, Library and Community Services (Anthony Lewis), Human Resources Manager (Wayne Wilson) and Strategic Communications Manager (Daniel O Regan), because of their knowledge and ability to provide the meeting with advice on matters both from an organisation-wide context (being members of the Council s Management Team) and also from their specific role within the Council. Legal Counsel (John Annabell), because of his knowledge and ability to provide the meeting with legal and procedural advice. Senior Committee Administrator (Priscilla Jeffrey), Governance and Support Team Leader (Kyle Whitfield) and Committee Administrator (Heidi Rea), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting. [add officers who are authors of reports or their substitutes], because of their knowledge and ability to assist the meeting in speaking to their report/s and answering questions, noting that such officers will be present at the meeting only for the item/s that relate to their respective report/s. [add third parties, e.g. consultants who are authors of third party reports being considered], 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]. * * * * * 5

PALMERSTON NORTH CITY COUNCIL Minutes of the FINANCE AND PERFORMANCE COMMITTEE MEETING [PART I PUBLIC] HELD IN THE COUNCIL CHAMBER, CIVIC ADMINISTRATION BUILDING, PALMERSTON NORTH ON MONDAY, 20 OCTOBER 2014 COMMENCING AT 9.00AM Members Present: Apologies: In Attendance: Deputy Mayor (Jim Jefferies) (in the Chair), and Councillors Adrian Broad, Lew Findlay, Leonie Hapeta, Ross Linklater, Billy Meehan, Grant Smith and Chris Teo-Sherrell. Councillors Susan Baty (on Council business), Annette Nixon and Councillor Grant Smith (early departure). Councillors Rachel Bowen, Duncan McCann, Aleisha Rutherford and Tangi Utikere. Councillor Vaughan Dennison entered the meeting at 9.04am at the conclusion of clause 71. He left the meeting at 1.01pm at the conclusion of clause 78. He was not present for clauses 70, 71, 79, 80, 81 and 82. Councillor Grant Smith left the meeting at 11.26am during consideration of clause 76. He entered the meeting again at 1.46pm. He was not present for clauses 76, 77 and 78. Councillor Billy Meehan left the meeting at 12.32pm during consideration of clause 77. He was not present for clauses 77, 78, 79, 80, 81 and 82. Councillor Leonie Hapeta left the meeting at 1.01pm at the conclusion of clause 78. She entered again at 1.55pm during consideration of clause 80. She was not present for clause 79. Councillor Duncan McCann left the meeting at 1.01pm at the conclusion of clause 78. He was not present for clauses 79, 80, 81 and 82. Councillor Tangi Utikere left the meeting at 1.58pm at the conclusion of clause 80. He was not present for clauses 81 and 82. (NOTE: Voting was determined by way of electronic vote.) 6

Finance and Performance Committee, 20 October 2014 Part I DMS #1202391-2 - 70-14 Apologies The COMMITTEE RECEIVED the apologies. (NOTE: Clause 70-14 above was carried 11 votes to 0 with 1 abstention, the voting being as follows: For: Abstained: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Lew Findlay, Leonie Hapeta, Ross Linklater, Duncan McCann, Billy Meehan, Aleisha Rutherford, Grant Smith and Tangi Utikere. Councillor Chris Teo-Sherrell.) 71-14 Confirmation of Minutes The COMMITTEE RESOLVED that the minutes of the ordinary meeting held on 15 September 2014 be confirmed as a correct record. (NOTE: Clause 71-14 above was carried 12 votes to 0, the voting being as follows: For: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Lew Findlay, Leonie Hapeta, Ross Linklater, Duncan McCann, Billy Meehan, Aleisha Rutherford, Grant Smith, Chris Teo-Sherrell and Tangi Utikere.) Councillor Vaughan Dennison entered the meeting at 9.04am 72-14 Vision Manawatu Annual Report 2013/14 Consideration was given to: (i) Memorandum, dated 29 September 2014, from the General Manager, City Future. (ii) Annual Report from Vision Manawatu 2013/14. Representing Vision Manawatu, Chairperson Anne Podd and Chief Executive Alan Cockrell, presented the Board s Annual Report 2013/14. The COMMITTEE RECEIVED the Vision Manawatu Annual Report for information only. (NOTES: (i) Councillor Leonie Hapeta declared an interest and withdrew from discussion and voting on clause 72-14 above. 7

Finance and Performance Committee, 20 October 2014 Part I DMS #1202391-3 - (ii) Clause 72-14 above was carried 9 votes to 3, the voting being as follows: For: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay, Duncan McCann, Aleisha Rutherford, Grant Smith and Tangi Utikere. Against: Councillors Ross Linklater, Billy Meehan and Chris Teo-Sherrell.) 73-14 Destination Manawatu Annual Report 2013/14 Consideration was given to: (i) Memorandum, dated 29 September 2014, from the General Manager, City Future. (ii) Annual Report from Destination Manawatu 2013/14. (ii) Memorandum, dated 8 October 2014 and entitled Destination Manawatu Annual Report Events, from the Manager Community Engagement. Representing Destination Manawatu, Deputy Chairperson Sharon Saxton and Chief Executive Lance Bickford presented the Board s Annual Report 2013/14. The COMMITTEE RECEIVED the Destination Manawatu Annual Report and the Destination Manawatu Annual Report Events for information only. (NOTE: Clause 73-14 above was carried 13 votes to 0, the voting being as follows: For: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay, Leonie Hapeta, Ross Linklater, Duncan McCann, Billy Meehan, Aleisha Rutherford, Grant Smith, Chris Teo-Sherrell and Tangi Utikere.) 74-14 Communications Camera (Memorandum, dated 19 September 2014, from the Strategic Communications Manager) The COMMITTEE RECOMMENDS that the Chief Executive be authorised to purchase a professional camera and lenses for the purposes of supporting Council s communication channels up to the value of $5,000 excluding GST. 8

Finance and Performance Committee, 20 October 2014 Part I DMS #1202391-4 - (NOTE: Clause 74-14 above was carried 12 votes 0 with 1 abstention, the voting being as follows: For: Abstained: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Vaughan Dennision, Leonie Hapeta, Ross Linklater, Duncan McCann, Billy Meehan, Aleisha Rutherford, Grant Smith, Chris Teo- Sherrell and Tangi Utikere. Councillor Lew Findlay.) 75-14 Addition of a Capital New Works Programme Item to the FY2014/15 Annual Plan Ashhurst Roundabout (Report, dated 3 October 2014, by the Roading Manager and the Programmes Team Leader) The COMMITTEE RECOMMENDS: 75.1 That approval be given for the creation of a new Capital New Programme item for a sum of $500,000 (GST excl) in the FY2014/15 Annual Plan. The sum would be to cover the provision of professional services and construction costs in support of the construction of a roundabout at the intersection of Cambridge Avenue and Mulgrave Street as a part of the New Zealand Transport Agency Saddle Road Upgrade project. 75.2 That it be noted that any expenditure would be fully refunded by the New Zealand Transport Agency as part of the Saddle Road Upgrade. (NOTE: Clauses 75.1 and 75.2 above were carried 13 votes to 0, the voting being as follows: For: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay, Leonie Hapeta, Ross Linklater, Duncan McCann, Billy Meehan, Aleisha Rutherford, Grant Smith, Chris Teo-Sherrell and Tangi Utikere.)... the meeting adjourned at 10.50am...... the meeting resumed at 11.05am... 9

Finance and Performance Committee, 20 October 2014 Part I DMS #1202391-5 - 76-14 Quarterly Performance and Financial Report Period Ending 30 September 2014 (Memorandum, dated 10 October 2014, from the Finance Manager (Acting) and the Head of Community Planning) Councillor Grant Smith left the meeting at 11.26am Concern was expressed that information on the walkway and cycle routes was not forthcoming and should be provided to the elected members. The COMMITTEE: 76.1 RECOMMENDS that the 2014 report by ViaStrada on walkway and cycling routes and facilities be provided to Councillors forthwith. 76.2 RECEIVED the September 2014 Quarterly Performance and Financial Report and NOTED the September 2014 financial performance. (NOTES: (i) Clause 76.1 above was carried 9 votes to 3, the voting being as follows: For: Against: Councillors Vaughan Dennison, Lew Findlay, Leonie Hapeta, Ross Linklater, Duncan McCann, Billy Meehan, Aleisha Rutherford Chris Teo-Sherrell and Tangi Utikere. The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen and Adrian Broad. (ii) Clause 76.2 above was carried 12 votes to 0, the voting being as follows: For: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay, Leonie Hapeta, Ross Linklater, Duncan McCann, Billy Meehan, Aleisha Rutherford, Chris Teo-Sherrell and Tangi Utikere.) 10

Finance and Performance Committee, 20 October 2014 Part I DMS #1202391-6 - 77-14 Investment Fund and Term Debt Performance for 3 Months Ending 30 September 2014 (Report, dated 6 October 2014, by the Strategy Manager Finance) Councillor Billy Meehan left the meeting at 12.32pm The COMMITTEE RECOMMENDS that the performance for the Long Term Investment Fund and the Term Debt activity for the three months ending 30 September 2014 be noted. (NOTE: Clause 77-14 above was carried 11 votes to 0, the voting being as follows: For: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay, Leonie Hapeta, Ross Linklater, Duncan McCann, Aleisha Rutherford, Chris Teo-Sherrell and Tangi Utikere.) 78-14 Treasury Policy Update (Memorandum, dated 7 October 2014, from the Strategy Manager Finance) The COMMITTEE RECOMMENDS that the updated Treasury Policy (incorporating the Liability Management and Investment policies) as attached to the memorandum, dated 7 October 2014 and entitled Treasury Policy Update, from the Strategy Manager Finance be adopted. (NOTE: Clause 78-14 above was carried 9 votes to 1 with 1 abstention, the voting being as follows: For: Against: Abstained: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Vaughan Dennison, Lew Findlay, Ross Linklater, Duncan McCann, Aleisha Rutherford and Tangi Utikere. Councillor Chris Teo-Sherrell. Councillor Leonie Hapeta.) Councillor Vaughan Dennison left the meeting at 1.01pm Councillor Leonie Hapeta left the meeting at 1.01pm Councillor Duncan McCann left the meeting at 1.01pm... the meeting adjourned again at 1.01pm... 11

Finance and Performance Committee, 20 October 2014 Part I DMS #1202391-7 -... the meeting resumed again at 1.46pm... Councillor Grant Smith entered the meeting at 1.46pm 79-14 Budget for By-Elections (Memorandum, dated 13 October 2014, from the Legal Counsel) The COMMITTEE RECOMMENDS that the cost of the Mayoral by-election, and any consequential by-election for a Councillor, estimated to be $125,000 GST exclusive for each by-election, be approved and the relevant budgets be amended accordingly, such costs to be funded by underspends on other Council budgets. (NOTE: Clause 79-14 above was carried 9 votes to 0, the voting being as follows: For: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Lew Findlay, Ross Linklater, Aleisha Rutherford, Grant Smith, Chris Teo-Sherrell and Tangi Utikere.) 80-14 Conference/Training Opportunity Community is the Answer Seminar (Memorandum, dated 10 October 2014, from the Senior Committee Administrator) Councillor Leonie Hapeta entered the meeting at 1.55pm The COMMITTEE RESOLVED: 80.1 That the attendance at the Community is the Answer Seminar being held in Wellington on Friday 21 November 2014 be open to all elected members to attend, with expenses paid. 80.2 That registrations of interest be invited from elected members wishing to attend, with expenses paid, and advise the Senior Committee Administrator by 12.00 noon on Friday 24 October 2014. (NOTE: Clauses 80.1 and 80.2 above were carried 10 votes to 0, the voting being as follows: For: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Lew Findlay, Leonie Hapeta, Ross Linklater, Aleisha Rutherford, Grant Smith, Chris Teo- Sherrell and Tangi Utikere.) 12

Finance and Performance Committee, 20 October 2014 Part I DMS #1202391-8 - Councillor Tangi Utikere left the meeting at 1.58pm 81-14 Committee Work Schedule (Work Schedule, dated October 2014) The COMMITTEE RECEIVED its Work Schedule, dated October 2014. (NOTE: Clause 81-14 above was carried 9 votes to 0, the voting being as follows: For: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Lew Findlay, Leonie Hapeta, Ross Linklater, Aleisha Rutherford, Grant Smith and Chris Teo-Sherrell.) 82-14 Exclusion of Public The COMMITTEE RESOLVED that the public be excluded from the following parts of the proceedings of this meeting, namely agenda items agenda 15, 16 and 17. 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 Reason for passing this resolution in relation to each matter Ground(s) under section 48(1) for the passing of this resolution 15. Minutes of the meeting of 15 September 2014. 16. Leaky Buildings legal professional privilege; negotiations and improper gain or improper advantage. 17. Update on Sundry Advance For the reasons set out in the minutes of the meeting held on 15 September 2014 held with public present. commercial position negotiations and (a)(i) (a)(i) 13

Finance and Performance Committee, 20 October 2014 Part I DMS #1202391-9 - 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 were as follows: 15. Minutes of the meeting 15 September 2014 - For the reasons set out in the minutes of the meeting held on 15 September 2014 held with public present. 16. Leaky Buildings LGOIMA 7(2)(g) - legal professional privilege; 7(2)(i) negotiations and 7(2)(ii) improper gain or improper advantage. 17. Update on Sundry Advance LGOIMA 7(2)(b)(ii) commercial position and 7(2)(i) negotiations. Also that the persons listed below be permitted to remain after the public had been excluded for the reasons stated. Chief Executive (Paddy Clifford), Chief Financial Officer (Grant Elliott), General Manager, City Enterprises (Ray McIndoe), Acting General Manager, City Future (David Murphy), General Manager, City Networks (Ray Swadel), General Manager, Customer Services (Peter Eathorne), General Manager, Library and Community Services (Anthony Lewis), Human Resources Manager (Wayne Wilson) and Communications Manager (Daniel O Regan), because of their knowledge and ability to provide the meeting with advice on matters both from an organisation-wide context (being members of the Council s Management Team) and also from their specific role within the Council. Legal Counsel (John Annabell), because of his knowledge and ability to provide the meeting with legal and procedural advice. Senior Committee Administrator (Priscilla Jeffrey), Governance and Support Team Leader (Kyle Whitfield) and Committee Administrator (Heidi Rea), because of their knowledge and ability to provide the meeting with procedural advice and record the proceedings of the meeting. Claims Management Officer, Jo-anne Dulieu and Strategy Manager, Steve Paterson, because of their knowledge and ability to assist the meeting in speaking to their report/s and answering questions, noting that such officers will be present at the meeting only for the item/s that relate to their respective report/s. (NOTE: Clause 82-14 above was carried 9 votes to 0, the voting being as follows: For: The Deputy Mayor (Jim Jefferies) and Councillors Rachel Bowen, Adrian Broad, Lew Findlay, Leonie 14

Finance and Performance Committee, 20 October 2014 Part I DMS #1202391-10 - Hapeta, Ross Linklater, Aleisha Rutherford, Grant Smith and Chris Teo-Sherrell.) The public part of the meeting finished 2.00pm CONFIRMED THIS 17 TH DAY OF NOVEMBER 2014 C H A I R P E R S O N 15

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