Council-3-October-2017-Minutes.Pdf

Minutes of the Meeting of the Whanganui District Council held at 1.00pm on Tuesday, 3 October 2017, in the Council Chamber, Municipal Office Buildings, 101 Guyton Street, Whanganui ______

Present: Mayor Hamish McDouall (Chair), Deputy Mayor Cr Jenny Duncan, Cr Charlie Anderson, Cr Philippa Baker-Hogan, Cr David Bennett, Cr Murray Cleveland, Cr Kate Joblin, Cr Hadleigh Reid, Cr Alan Taylor, Cr Rob Vinsen and Cr Graeme Young.

Apologies: Cr Josh Chandulal-Mackay, Cr Helen Craig, Mr David Matthews (Chair, Wanganui Rural Community Board).

Officers in Attendance: Mr Kym Fell (Chief Executive), Ms Sarah Pomeroy (Communications and Marketing Manager) and Ms Therese Zimmerman (Governance Services Officer). Secretary: Mrs Karyn Turner (Governance Services Officer).

Prayer Cr Hadleigh Reid read the Prayer.

Apologies Council’s Resolution Proposed by Mayor McDouall, seconded by Cr Duncan:

THAT apologies from Cr Josh Chandulal-Mackay, Cr Helen Craig and Mr David Matthews are received. CARRIED

Declarations of Interest Cr Anderson and Cr Vinsen declared a conflict of interest in Item 11: Council-Controlled Organisations’ Governance Manual.

Additional Information

Item Officer Order Paper Page 2. Council Appointments Charlotte Almond 14 Confidential Kym Fell 143 12. Chief Executive’s Report – October 2017

Council’s Resolution Proposed by Mayor McDouall, seconded by Cr Bennett:

1 THAT the additional information tabled is taken with the relevant item. CARRIED 2

Public Engagement Forum No public registrations for this meeting.

Confirmation of Council Minutes – 6 September 2017 Council’s Resolution Proposed by Mayor McDouall, seconded by Cr Vinsen:

THAT the minutes of the Whanganui District Council meeting held 6 September 2017 are confirmed. CARRIED

Reports to Council

1. Iwi Engagement

Bryan Nicholson, Chief Operating Officer, reports:

Executive summary This report outlines Council’s recent engagement with Iwi.

Background Formal relationships exist between the Council and Te Rūnanga O Tupoho and Te Rūnanga O Tamaupoko, with regular hui scheduled throughout the year that focuses on all levels – political, social, economic and environmental – for the benefit of all of Whanganui.

The following hui have been held and matters discussed:

Tupoho Working Party Thursday, 7 September 2017, at Whanganui District Council.

 ‘Te Whakarauhitanga o Te Tangata’ – Relationship Document 2017-2022.  Te Ope Road – Tenga Street research.  Pukenamu/Queens Park Reserve Management Plan Update.  2018 Hui Dates.  GIS mapping of Iwi historical knowledge.  Iwi engagement on Strategy and Policy.  Representation Review – Māori Wards.  Schedule of Fees for engagement.  Resource Management Act Remuneration.  Next hui scheduled for 18 October 2017 at Rangahaua.

The unconfirmed minutes of the Tupoho Working Party hui held on 7 September 2017 are attached (Ref A).

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Iwi Engagement Framework A mid-hui has now been schedule between Tupoho representatives and Council staff. This is a regular Hui which occurs in between the Tupoho Working Party meetings every six weeks. The purpose of this meeting is to provide an opportunity for any policies, documents etc which require Tupoho consideration to be discussed in more depth if required before being taken back to the Runanga and dispersed accordingly. Operational matters of lesser priority will be undertaken and completed at this meeting, so that discussion at the link meetings will then be more focused around significant issues and joint efforts in alignment with the council/Iwi relationship documents. It is also designed to lessen the impact of council consultation on Tupoho through coordinated engagement.

A schedule of fees has now been agreed between Council and Te Rūnanga O Tupoho for the various projects and work happening outside of the regular working group meetings.

References – Agenda Attachments A Unconfirmed minutes of the Tupoho Working Party hui held on 7 September 2017.

Significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.

Council’s Resolution Proposed by Mayor McDouall, seconded by Cr Joblin:

1.1 THAT the Iwi engagement information is noted.

1.2 THAT the unconfirmed minutes of the Tupoho Working Party hui held on 7 September 2017, are received. CARRIED

2. Council Appointments

Charlotte Almond, General Manager – Strategy, reports:

Mayor Hamish McDouall recommends to Council that Cr Graeme Young is appointed to the Whanganui District Council Tenders Board.

Additional information was tabled. The Council’s approval is sought for the following two appointments:  Whanganui River Enhancement Charitable Trust – Mayor McDouall  Manawatu – Wanganui Disaster Relief Trust – Cr Jenny Duncan (replacing Mayor Hamish McDouall)

Discussion Mayor McDouall explained his appointment to the Whanganui River Enhancement Charitable Trust was an interim replacement for Jonathan Barrett, the Council’s previous

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Planning Manager. Deputy Mayor Cr Duncan had been the Council’s representative on the Manawatu-Wanganui Disaster Relief Trust prior to its governance and administration change.

Significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.

Council’s Resolution Proposed by Cr Vinsen, seconded by Cr Baker-Hogan:

2.2 THAT the Council approves Mayor McDouall’s appointments to:  Whanganui District Council Tenders Board – Cr Graeme Young (replacing Cr David Bennett)  Whanganui River Enhancement Charitable Trust – Mayor McDouall  Manawatu – Wanganui Disaster Relief Trust – Cr Jenny Duncan (replacing Mayor Hamish McDouall) CARRIED ACTION: Karyn Turner

3. Government Consultation Update

Justin Walters, Policy Analyst, reports:

“Executive summary The purpose of this report is to provide an update on Central Government and other consultations being undertaken which have the potential to impact on Council or the Whanganui District; and for Council to consider the Council submission on the Remuneration Authority’s long term changes for local government remuneration.

Background The purpose of the Government Consultation Update (Ref B1) is to keep the Council informed on opportunities to provide feedback on legislation, discussion documents and other consultations undertaken by Central Government and public organisations that have potential to affect the operation of Council or the wider Whanganui District within the responsibilities of Council.

The following new or updated government consultations are available for comment since the last update to Council:

Consultation Recommendation Closing Date on Submission Remuneration Authority – Consultation Make submission New Document – Local Government Review – 15/12/2017 Long term changes

A discussion document on the Remuneration

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Authority’s long term changes to local government remuneration. New – Employment (Pay Equity and Equal No submission 1/11/2017 Pay) Bill

A bill to prevent discrimination, on the basis of gender, in the remuneration and other terms and conditions of employment.

Key Issues Remuneration Authority - Local Government Review - Long term changes The Remuneration Authority is proposing changes to how local government elected members (both councillors and community board members) are remunerated. The changes include a move to setting a pool of funding based on the ‘size’ of a council from which elected members are paid. The Remuneration Authority is consulting both on how the ‘size’ of a council is set and the method that elected members are paid. It is currently proposed that the size of territorial authorities be set based on population, operational expenditure, asset size, social deprivation and number of guest nights. Individual elected member’s remuneration is proposed to be set by a 75% majority vote of Council with a formal job description.

A draft submission is provided for consideration by the Council (Ref B2) and includes amendments resulting from Elected Members’ comments on a previous draft submission that was circulated.

Key aspects of the submission are:  That operational expenditure, asset size, social deprivation and number of guest nights are the most significant influences on the responsibility and workload of elected members while population only has an indirect influence on member’s responsibility.  That the role of the Mayor should be considered as a full time position with a ‘base’ remuneration with additional sizing based on the size of the council.  Councils should be allowed to set elected members’ remuneration from a governance pool through formal job descriptions with a 75% majority vote of members.  Community boards should be funded from the governance pool as their primary role is to represent a particular community group within council.  Local government remuneration should be aligned to parliamentary remuneration with difference for job sizing.

Next Steps If the Council resolves to adopt the submission on the Remuneration Authority’s long term review of local government remuneration, the submission will be forwarded to

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Remuneration Authority for consideration. If the Council resolves to make any changes to the submission, the amended submission will be approved by the Mayor and Chief Executive based on the resolution of Council. The final submission will then be included at the Council’s next meeting for noting.

If the Council resolves to make a submission on the Employment (Pay Equity and Equal Pay) Bill a draft submission will be tabled for approval at the next Council meeting on 31 October 2017.”

References – Agenda Attachment B1 Government Consultation Update – October 2017 B2 Council submission on the Remuneration Authority long term review of local government remuneration Discussion Mr Walters responded to questions. The advice reported for the Employment (Pay Equity and Equal Pay) Bill was from an operational perspective as it affected the Council. Anything beyond that would be up to Elected Members’ direction.

The submission closing date for Remuneration Authority (RA) Local Government Review – Long-term changes had been moved out to December 2017 to enable regional and local workshops to be held. The RA discussion document had looked at different ways to measure impact on councils. The number of ‘guest nights’ adding pressure on council services was not considered a major issue for Whanganui but most significant was operational expenditure and asset size with population size of secondary importance. While the measures were only able to be indicative, the RA was looking for approximations of the size of different councils across the country. The RA was proposing to then use the sizing of councils to set a pool of funding from which all Elected Members would be paid. Individual councillor remuneration would be determined by the size of the pool, the number of councillors (as determined through the representation review), and job descriptions.

Speaking to the motion, Cr Vinsen said the RA submission reflected the views of Elected Members. Traditionally remuneration had been based on population and it had been agreed this was not a fair indication of work level. Cr Vinsen considered a move away from this to operational expenditure and asset size was a good general indicator on how Elected Members should be remunerated. He believed ‘guest nights’ were necessary but suggested it would be difficult to quantify social deprivation. Mayor McDouall and Cr Taylor agreed with Cr Vinsen’s comments. Cr Taylor believed it important to put the Council’s viewpoint in front of the RA before regional or local workshops were held. Mayor McDouall agreed the measurements included in the submission were appropriate.

Significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.

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Council’s Resolution Proposed by Cr Vinsen, seconded by Mayor McDouall:

3.1 THAT the Council adopts the Council’s submission to the Remuneration Authority’s long term changes for local government remuneration.

3.2 THAT the information within the Government Consultation Update – October 2017 is noted. CARRIED ACTION: Justin Walters

4. Professional Development for Elected Members

Charlotte Almond, General Manager – Strategy, reports:

Executive summary The Council is involved in a broad range of activities including roading, investment, animal control, planning, parks, pensioner housing, forestry, port, wastewater treatment, libraries, economic development — the many facets of modern day living. The strategies and policies that develop these facets are debated and decided by our Elected Members.

To make decisions on such a broad spectrum Elected Members need a conversant understanding and up-to-date information about the activity being considered. We therefore provide “professional development” through a range of in-house and off-site courses and workshops delivered by key people, from Local Government NZ and independent consultants through to our own professional staff. To ensure this investment in professional development pays dividends to our community attendance at on-site workshops should be considered mandatory, and attendance at off-site courses a privilege to be pursued.

Background In-house and off-site workshops are facilitated by Local Government NZ Equip services and “Meeting and Governance Solutions” and include:  Introduction to Financial Governance  Financial Governance 101 and Financial Governance 102  Applied Governance Essentials for Local Government  Chairing Meetings/Conflicts of Interest/Standing Orders  Infrastructure Management  RMA (Resource Management Act) – How it really works  Political Decision Making

In-house workshops facilitated by Council’s own professional staff may look at matters of immediate concern, such as:  Forestry’s impact on the District’s roads

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 Social housing  Economic development  Optimising your Council-provided i-pad and i-phone

Local Government New Zealand also presents webinars on topics of immediate interest to Elected Members. Selected webinars are notified to all Elected Members and are “screened” in the Council Chamber allowing all Elected Members to attend and share the presentation with elected members from around the country.

The travel/accommodation cost of attending an out-of-town workshop/course, together with the fee, is covered through the Council’s “Expenses and Allowances Policy” approved by the Remuneration Authority. Attendance, therefore, requires budget consideration and authorisation by the Mayor.

Key issues Whanganui District Council recognises the need for its Elected Members to broaden their knowledge and experience through specialised development programmes. Any professional development activity paid for by the Whanganui District Council must be relevant to Council’s business. Professional development may include conferences, internal and external courses and workshops and webinars.

As related travel and expenditure for accommodation and meals are sensitive expenditure this policy aims to balance Elected Members’ professional development needs with prudent use of ratepayer funds, and to provide transparency and confidence to the community through the publication (Annual Report) of expenses.

Whanganui District Council has a professional development programme for its Elected Members for which the budget is set annually. This programme supports Elected Members in the delivery of their Governance role.

Application to attend conferences and workshops (Ref C1) External presentation — Each Elected Member will be allocated an annual allowance for Professional Development which should allow attendance at an off-site workshop, seminar or conference per year.

The Mayor’s approval to attend an off-site workshop, seminar or conference will be sought by the Elected Member. This requires completion of the “Elected Members Professional Development Application Form” available from the Policy & Governance Manager or the internet “Lounge”. (Ref C2) If approved the Elected Member gives the signed form to the Policy & Governance Manager who will arrange registration and transport/accommodation as necessary.

On completion of an off-site workshop, seminar or conference the Elected Member will complete the “Elected Members Professional Development Report Form” (Ref C3) available from the Governance Services staff or the internet “Lounge”. The Mayor may

Council Meeting 3 October 2017 9 ask the Elected Member to give a verbal report on the off-site workshop, seminar or conference to a Governance meeting.

In-House presentation — In-house workshops and webinars designed to enhance all Elected Members’ professional development will be arranged and scheduled to ensure the availability of all Elected Members, and attendance should be considered mandatory.

In-house workshops and webinars may be offered by external agencies including Local Government NZ Equip Services and Meeting and Governance Solutions. In-house workshops may also be presented by the Council’s own professional staff. Workshops may be opened to neighbouring Council’s to attend so reducing costs.”

LGNZ Conference 2017 – Report from Cr Helen Craig Cr Helen Craig reports: “I attended the LGNZ Conference (held 23-25 July 2017 in Auckland) primarily to gain more insights into Town Centre Regeneration as this was a clear focus of the Conference.

I spent all my spare time exploring the changes to the inner city, primarily in Queen Street, High Street, Newmarket shopping area and the Port precinct area.

The Conference offered a number of specialist presenters on Town Centre regeneration and several tours including behind the scenes in the extensively remodeled Auckland City Art Gallery, the New Lynn redevelopment and the Waterfront tour.

Photos from my recent trip are attached (Ref C4).

Here is a brief summary of my conclusions: 1. Queen Street and High Street shopping streets have received little attention and look similar to 10 years ago. They are flat and uninspiring. Huge money is obviously going into public transport development within the surrounding areas, including the Britomart in Lower Queen Street. Most shops are either international high end for the tourism market, or chain stores for the younger shopper. The average age of those wandering the streets is 20 to 30 – many are students and non-New Zealanders.

Of real concern was the number of vagrants permanently living on Queen Street which intensifies at night, with every second doorway occupied. Begging is not unusual and what a blight on this country’s image. It would be fair to say they have addiction issues and mental health issues. Since we (Whanganui) have some men living on Victoria Avenue and elsewhere, which we are seemingly powerless to address, we need to work with all stakeholders to find a solution. These men have been offered homes but refuse to take them.

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2. Newmarket shopping is traditionally a favoured shopping area but has changed little in 20 years. Again it’s flat and largely uninteresting. One side street behind the main thoroughfare has had simple sprucing up with trees and flower pots added. Cafes have established with tables and chairs outside and designer fashion shops abound. It's a lovely area, but simply and inexpensively made to feel special.

3. An old downtown area that sits above the Britomart Centre has been turned into a small walking precinct. Beautiful lights have been strung across the area and multitudes of large interesting pots feature trees, shrubs and flowers. Designer fashion and restaurants face this interesting and beautiful area that attracts people just to enjoy it. This is a simple makeover that has resulted in creating a very special space that attracts people.

4. The Port Precinct area is constantly undergoing development as the old wharf sheds are removed and replaced with apartments, offices, function centres, super-yacht facilities and restaurants. This is where Auckland’s exciting and leading more exciting business district is expanding. A children’s play area and a promenade walk attract thousands during the weekends. Old grain silos have become permanent film screens. The tank farm wharf area will return to Council control in 2028 which will then continue the expansion into more green space, etc. This entire area is where Auckland is exciting and modern. However, until it is finished, it looks a bit drab in winter and will need more exciting sidewalk treatment.

5. A behind the scenes tour of the Auckland City Art Gallery was an eye-opener. This is NZ’s largest public art gallery and its renovation and extension were completed a few years ago. The gallery and public areas take up 95% of the available building and only two small rooms are available for restoration and cataloguing purposes. Otherwise all storage and work is undertaken off site at numerous locations. The two restoration rooms were relatively small, really only allowing two artworks per room to be managed at any one time, and nothing particularly large. This must be a frustration for the gallery staff and make management of the collection just that much more difficult. I also noticed the air in the gallery smelt stale during our visit and a good air-conditioning system is important as after several hours I had a headache and could smell it in my hair for the rest of the day.

6. A keynote address by the Lord Mayor of Melbourne was enlightening. He spoke of Melbourne’s reputation as a ‘donut’ – exciting on the outside and hollow in the centre, and how the council brought life back into the city by concentrating on measures that would attract people to live and spend their leisure. Making the streets attractive for people to linger and great public transport slowly brought life back into the centre.

7. Creative NZ – met up with national representative and discussed advances in Whanganui and linked her up with our new Arts Facilitator.

8. Met with representatives of Strategic Grants and discussed options for use in Whanganui. Brought proposal to relevant council representatives.

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References – Agenda Attachment C1 Elected Member’s Professional Development Expression of Interest Form C2 Elected Member’s Professional Development Request C3 Elected Member’s Professional Development Report C4 LGNZ Conference – Report Photos

Discussion In response to questions, Ms Almond said the list of providers noted did not exclude other providers if further training or development opportunities arose that would add value to the Council’s decision making and Councillors’ knowledge. The list included training opportunities known and more could be added, such as Zone 3 Rural Community Board Conferences. At the beginning of each year Elected Members should consider what would be beneficial to them, lodge an expression of interest and appropriate courses or training would be followed up and advised.

Significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.

Council’s Resolution Proposed by Mayor McDouall, seconded by Cr Joblin:

4.1 THAT the information is noted. CARRIED

5. Sister Cities Update

Bryan Nicholson, Chief Operating Officer, reports:

Executive summary Whanganui District has two Sister City relationships and a Friendship Agreement.

Background Whanganui District Council is a member of the national body Sister Cities New Zealand which provides this Vision —

“Sister Cities programmes foster communication across borders – a mutual exchange of ideas, people and materials in cultural, educational, youth, sports, municipal, professional and technical projects

The Sister Cities concept is unique: It is two-way; the give and take is shared by both sides; it provides for planned and continuous contact between the cities involved and their citizens; it brings together both municipalities’ volunteer resources at the local level; it offers a mechanism at the community level for anyone or organisation to become involved in international relations.

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The establishment of sister city and friendship city relations stimulates interaction between people of different countries and cultures on a people-to-people basis. The aim is to foster international understanding and friendship, to encourage exchange of education, culture and sport, and to promote, where possible, tourism and trade. These concepts are recognised as a catalyst for economic growth.”

Whanganui’s Sister Cities are Toowoomba, Queensland, Australia, and Nagaizumi, Japan. Whanganui has a Friendship Agreement with Lisburn, Northern Ireland.

Toowoomba Toowoomba Regional Council has international sister city relationships with three cities; Takatsuki in Japan, Paju in South Korea and Whanganui.

In 1981 the then Toowoomba City Council and Wanganui City Council agreed to establish a Sister City relationship to promote closer bonds and relations between the cities, engaging in mutually beneficial exchanges of culture, industry and education. In March 2008 Toowoomba City Council amalgamated with seven other surrounding Councils to become Toowoomba Regional Council. The population went from 96,000 to 151,000 and the Council area went from 117 square kilometres to 12,973 square kilometres. For more information go to www.toowoombarc.qld.gov.au.

Sister city visits between Whanganui and Toowoomba have largely focussed on gardens and flower festivals. Official activities have included attendance at the Australian Toowoomba Carnival of Flowers as well as participation in the Whanganui in Bloom Parade. Mayors of Toowoomba, including present Mayor Cr Paul Antonio, have made several visits to Whanganui. The Masters Games has been attended by Toowoomba sports people. In 1999 then Mayor and Mayoress of Toowoomba, Cr Tony and Mrs Mary Bourke, made a two-day visit to Whanganui for the opening of the NZ Masters Games.

Yth Crs Crowley and Parker represented the Council and the Youth Committee at the Toowoomba 2050 Youth Summit held in Toowoomba from 24 to 27 July 2007. Following this visit Toowoomba Youth Councillors visited Whanganui and participated in several youth events.

In late 2013 Cr Rob Vinsen and a group of Whanganui’s golf enthusiasts visited Toowoomba.

The Toowoomba Carnival of Flowers is held annually over a week in mid-September. The locals love it and visitors travel from all over the country to be part of it. Now in its 68th year the Toowoomba Carnival of Flowers features spectacular gardens, country touring, live music and local food and wine plus much more. See the video at http://tcof.com.au/

Nagaizumi Nagaizumi in Shizuoku, Japan, has a Sister City relationship with Whanganui, and with Aoki, a village in Chiisagata District in central Nagano Prefecture, in the Chūbu region of Japan.

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The Mayors of Whanganui and Nagaizumi signed a Sister Cities agreement in 1988. Nagaizumi was chosen due to its demographic similarities to Whanganui and rural nature, as well as the likely prospect of mutual benefits. There are now strong social, cultural, sporting and educational links between the two cities.

There have been a number of official visits, led by the Mayors of both cities. A Whanganui delegation attended the 10th Anniversary celebrations of the Sister City relationship in Nagaizumi in 1998; and Deputy Mayor Councillor Dot McKinnon led a small group visit to Nagaizumi to celebrate the 20th Anniversary in 2008. School parties from both cities have regularly participated in exchange visits.

Mayor Hideo Endo brought a group to Whanganui in 2009 and in 2015. Mayor Annette Main accompanied by Chief Executive Kevin Ross, visited Nagaizumi during 2014.

Early in the Sister City relationship Nagaizumi-cho established a Friendship Centre, purchasing a house, in Duncan Street, Whanganui East. For about two decades Nagaizumi Town Council fully funded this Centre and provided the resident managers. The Friendship Centre was the focus of Sister City activity hosting meetings and social occasions. There was a well-presented collection of art and cultural items, some presented by Nagaizumi artists. Nagaizumi also installed an authentic Japanese Tea House in the rear garden at the Friendship Centre. Over the years many people enjoyed the relaxed formality of a tea ceremony.

The late Tomonobu Nakamura, a wealthy Nagaizumi businessman, and a Rotarian, provided funds for several years enabling an annual exchange of secondary school students. Many Whanganui students benefitted. Mr Nakamura was appointed an Honorary Member of the New Zealand Order of Merit at an Investiture by Her Excellency the Governor-General, the Hon Dame Silvia Cartwright on 12 August 2004. Mr Nakamura died in 2009. Chizuko, his wife, has continued the link with Whanganui through the Whanganui Rotary Club and funded a Whanganui Rotarian and five Whanganui secondary school students’ visit to Nagaizumi in 2013.

In 2007 Nagaizumi asked that their students visit Whanganui during August instead of March/April each year. August did not suit our Secondary Schools’ timetables. Rutherford Junior High School agreed to take the students and the annual visits from Nagaizumi have continued. Unfortunately funds have not been available for Rutherford students to make an exchange visit. Nagaizumi Town Council invited Rutherford’s (then) Principal and the organising teacher to visit Nagaizumi as guests of Mrs Nakamura.

From 1990 for twenty years Nagaizumi Town Council appointed a Whanganui young graduate as an Assistant Language Teacher (ALT) in their Junior High Schools. The ALT was provided travel, accommodation, a salary, and recognition as Whanganui’s representative in Nagaizumi-cho.

In 2014 Nagaizumi Town Council decided to close the Whanganui Friendship Centre and the resident manager left shortly before Christmas. The collections of artworks and cultural items were given to the Whanganui Regional Museum and Whanganui District

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Council. The Japanese tea house was gifted to Whanganui and in 2015 it was re-sited at the Bason Botanic Gardens. The property in Duncan Street was sold in early 2015. Discover Nagaizumi-cho on-line at: http://japan.nagaizumi.org/pdf/guidebook2014_en.pdf

Lisburn, Northern Ireland In 1994 the Mayor of Lisburn, Harry Lewis, and the Mayor of Wanganui District, Chas Poynter, signed a Declaration of Friendship and Goodwill. Glenavy, near Lisburn, in County Antrim, Northern Ireland, was the birthplace of New Zealand’s 14th Premier, John Ballance. John Ballance came to New Zealand as a young man, settled in Whanganui, and started the Wanganui Herald newspaper. He was founder of the NZ Liberal Party and Premier from 1891 to 1893 when he died whilst in office. Ballance is interred in Whanganui’s Old Town Cemetery. Among his notable achievements John Ballance supported female enfranchisement in the House of Representatives in 1892.

See John Ballance’s biography on-line at: https://teara.govt.nz/en/biographies/2b5/ballance-john

John Ballance: stained glass window in Whanganui District Council’s Chambers (sponsored by the Vallely family).

In 2014 the Mayor of Lisburn, Cr Margaret Tolerton, accompanied by Cr Patrick Catney, Chairman of Corporate Services Committee; Adrian Donaldson, Director of Corporate Services; and David Twigg, Chair – Ulster New Zealand Trust, visited Whanganui from 17 to 21 June to celebrate the 20th Anniversary of the Agreement and to renew the Declaration of Friendship and Goodwill at a function hosted by Mayor Annette Main. Malcolm and Julie Hunt, whilst in Ireland in September 2014, were guests of the Mayor of Lisburn Cr Andrew Ewing, at a lunch with Councillors and members of the Ulster New Zealand Trust, and visited the John Ballance House where the links with Whanganui are strongly recognised. On 1 April 2015 Lisburn and Castlereagh City Council assumed responsibility for the new Council area, following the amalgamation of Lisburn City Council and Castlereagh Borough Council. The Council, made up of 40 Elected Members, represents 140,205 residents and covers an area of nearly 518 square kilometres. Discover more on-line at: https://www.lisburncastlereagh.gov.uk/

The Ulster New Zealand Trust commenced the restoration of the Ballance House in 1990. Following its restoration, Ballance House became the base for the Honorary Consulate for New Zealand in Northern Ireland and the Ulster New Zealand Trust. During the year

Council Meeting 3 October 2017 15 several events are held at Ballance House. These include a service each April recognizing Anzac Day. This year a beautiful floral arrangement from the Mayor of Whanganui was laid by Mr Paul Hewitt, Chairman of the Directors of the Ulster New Zealand Trust.

On 18 June 2017 the Rt Hon Sir Jerry Mataparae, New Zealand High Commissioner in London, and his wife Lady Janine, visited Ballance House on their first visit to Northern Ireland. After the official welcome by the Mayor of Lisburn and Castlereagh, Councillor Brian Bloomfield, the visitors were taken on a tour of the Ballance House before having lunch with other friends, guests and volunteers of the Ulster New Zealand Trust. More about Ballance House is on-line at: http://www.theballancehouse.com/

Key issues Some significant events involving our Sister Cities are proposed for 2018 and 2019.

Nagaizumi – Whanganui 30th Anniversary Events Rugby – Wanganui Rugby is currently in negotiations with the Hurricanes franchise to host a Super Rugby match in Whanganui. They are proposing the Hurricanes vs Sunwolves match on the weekend of 28 April 2018, at Cooks Gardens. The Sunwolves is a Japanese team and it is expected that the match will bring many Japanese people, resident in New Zealand, who love rugby to Whanganui. It is proposed that Mayor McDouall invites the Mayor and citizens of Nagaizumi-cho to Whanganui for this special weekend of rugby, as part of the 30th Anniversary Celebrations of the Nagaizumi-Whanganui Sister City relationship.

Visit to Nagaizumi — Mayor McDouall proposes to visit Nagaizumi, to celebrate the 30th Anniversary of the signing of the Sister Cities Agreement, in August 2018. He invites Councillors and citizens to join him.

Masters Games 2019 — Nagaizumi has advised that they intend to attend the 30th Anniversary of the Masters Games in February 2019 in Whanganui. They expect a group of about 50 members of the Nagaizumi community will come to Whanganui for this event during which they will also recognise the 30th Anniversary Celebrations of the Nagaizumi-Whanganui Sister City relationship.

Lisburn events The year 2018 is the 125th Anniversary of John Ballance’s successful support for female enfranchisement. David Twigg, Chair – Ulster New Zealand Trust, has suggested that a rose be named in honour of John Ballance’s work to introduce votes for women in New Zealand. A rose bred by Dickson Roses in Newtownards, Northern Ireland, view on-line at: http://www.dickson-roses.co.uk/ and successfully tested in New Zealand by Matthews Nursery in Whanganui, view on-line at: https://www.rosesnz.co.nz/ is available for naming at a cost of £3000 (NZ$5550). For this money the rose would be listed in the catalogue under the name decided and the sponsor would receive plants.

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The rose is available currently without portfolio (catalogue name dicgolf). It can be viewed on-line at: https://irp-cdn.multiscreensite.com/259b61ee/files/uploaded/Dicgolf.JPG

The Council may wish to encourage a Whanganui sponsor to name this rose.

The year 2018 is also the 125th Anniversary of John Ballance’s death. It is suggested that a Remembrance Service with invitations to members of the Ulster New Zealand Trust, the Lisburn and Castlereagh City Council Mayor and Councillors, and New Zealand’s politicians be arranged.

Masters Games – Whanganui 2019 2019 will be the 30th Anniversary of the Masters Games and an opportunity to invite our Sister Cities to Whanganui to participate and celebrate.

Both Toowoomba and Nagaizumi have participated, with success, in Whanganui’s Masters Games in past years. This is an opportunity for Lisburn and Castlereagh with their long and proud tradition of sporting success – Lisburn was the European City of Sport in 2013 – to perform in the Southern Hemisphere! Both Toowoomba and Nagaizumi have other sister cities, so it is suggested the Masters Games be a “family affair” with invitations extended by Mayor McDouall to Toowoomba together with Takatsuki in Japan, and Paju in South Korea, and to Nagaizumi together with Aoki, a village in Chiisagata District in central Nagano Prefecture, in the Chūbu region of Japan, and to Lisburn and Castlereagh.

Nagaizumi-cho has already advised that about 50 citizens will participate!

Next Steps Sister Cities New Zealand The Whanganui District Council is a member of Sister Cities New Zealand (SCNZ). For more information go on-line to: https://sistercities.org.nz/ It is some years since Whanganui attended a national conference and our last local meeting with neighbouring Councils’

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co-ordinators and the SCNZ President, Hiromi Morris, was held at the Nagaizumi- Whanganui Friendship Centre shortly before it closed in 2014. Ideas, energy and drive for local events is generated through discussion. The SCNZ 2018 Conference themed “Connecting globally through technology” will be held in Lower Hutt from 24 to 26 May 2018.

Whanganui In recent years the Wanganui Sister City Association has been inactive as members have retired or moved away from Whanganui. The Friends of Nagaizumi Group has not met since the closing of the Friendship Centre. The Council’s Sister Cities Co-ordinator has appreciated the continued involvement of Noel Irving who for many years chaired the Wanganui Sister City Association, and more recently the Friends of Nagaizumi Group. Also Noel’s wife Cathy (Yuko) Irving who has been advisor on Japanese cultural issues as well as a very willing interpreter. Both have visited Nagaizumi several times. Also Michiko and Kenzo Yamada who have assisted with visitor arrangements, tea ceremonies and interpreting.

The events listed in this report for 2018/2019 are:  Invitation to Nagaizumi-cho to attend the Hurricanes vs Sunwolves rugby game on the weekend of 28 April 2018, at Cooks Gardens.  125th Anniversary of John Ballance’s death.  125th Anniversary of women gaining the right to vote in New Zealand – supported by John Balance (naming a rose).  30th Anniversary visit to Nagaizumi-cho, Japan, with Mayor McDouall in August 2018.  Possible visit to Lisburn and John Ballance House, Northern Ireland, in August 2018.  30th Anniversary celebration of the Masters Games in Whanganui with our Sister City family — Toowoomba with sister cities Takatsuki in Japan, and Paju in South Korea; Nagaizumi, Japan with sister city Aoki, a village in Chiisagata District in February 2019; and Lisburn, Northern Ireland.

This list suggests that the Wanganui Sister City Association should be re-activated as a sub-committee of the Council with Terms of Reference clearly identifying the events to be organized, the budget implications, and the deadline dates.

It is suggested that the sub-committee is chaired by His Worship the Mayor and include Cr Hadleigh Reid, and Bryan Nicholson – Chief Operating Officer, Noel Irving, Malcolm Hunt and a member of Rotary Whanganui as appointed members. The sub-committee to develop a budget proposal for Council’s consideration when it has defined the Sister Cities programme for the financial year 2018/2019.

Discussion Mr Nicolson said former councillor, Ailsa Stewart, who was in attendance at the meeting, had advised him that she had attended the 10th Anniversary of Nagaizumi’s Sister City

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relationship in 1998. Ms Stewart had also taken part in a Toowoomba Sister City visit, presenting a piece of glass art to the Toowoomba City Council.

Mayor McDouall said the Council had two formal sister city relationships but this was not exclusive and he anticipated some advance to be made on a formal economic relationship with one or two cities from China. While the Council had a formal relationship with Lisburn, Northern Ireland, this was not a sister city.

In response to questions, Mr Nicholson was uncertain if previous economic benefits from sister city relationships had been measured. There was opportunity now to do a lot better, have a plan behind these relationships outlining what the Council was trying to achieve and how it should go about doing this. Rather than just the Council, there should be a collective approach involving people with an interest in further developing these relationships. An ‘open book’ approach needed to be considered for the plan.

Cr Baker-Hogan considered that overall the Council had not had a good strategy and queried whether the sub-committee should be expanded to include Whanganui & Partners and Chamber of Commerce. Mayor McDouall said the sub-committee membership was not exclusive and he was happy for others with an interest to be involved. He suggested the Sub-Committee bring back a strategy to the Council.

Significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.

Council’s Resolution Proposed by Mayor McDouall, seconded by Cr Duncan:

5.1 THAT the information is noted.

5.2 THAT the Sister Cities Sub-Committee Chair is Mayor McDouall, with Cr Hadleigh Reid, and appointed members Noel Irving, Bryan Nicholson, Malcolm Hunt, and a representative of Rotary Whanganui.

5.3 THAT the Sister Cities Sub-Committee bring a strategy back to the Council by December 2017. CARRIED ACTION: Bryan Nicholson

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6. Actions Arising from Previous Minutes

No Item Resolution Action % Completed 1 Council meeting THAT subject to the completion of the Leighton Toy 100 4 July 2017 Reserves Act 1977 revocation process Sale and purchase 4. Revocation of Whanganui District Council provides documentation completed. Reserve Status of delegated authority to the Chief Part Durie Hill Executive to sell those parts of 14 Bowling Club Land Windsor Terrace as outlined in yellow – Windsor Terrace on the plan below at no less than the current market value to Windsor Developments Limited.

THAT the area marked (b) on the plan Documentation completed. 100 below is vested as legal road.

2 Council meeting THAT a paper on Elected Member Charlotte Almond 100 8 August 2017 training come to the Council for Refer to item 4 of this 5. Report from Local further consideration. agenda. Government New Zealand (LGNZ) Conference

3 Council meeting THAT the Council retain the First Past Noeline Moosman 0 6 September 2017 the Post electoral system for the next 2. Voting System triennial election to be held Saturday, for the 2019 12 October 2019, with the decision Triennial Local being publicly notified by 19 Body Elections September 2017, and to hold an electoral system poll in conjunction with the 2019 triennial elections on the electoral system to be used for the 2022 and 2025 triennial election.

4 5. District Plan THAT after having particular regard to Rachael Pull 100 Review Phase 6 – the Evaluation Report, Plan Change 46 Notified 9 September 2017. Proposed Plan (Otamatea West) is approved for Change 46 public notification in accordance with (Otamatea West) the requirements of the First Schedule Public Notification of the Resource Management Act 1991.

5 3. 2018 Meeting THAT the Meeting Schedule 2018 is Louise Davies 100 Schedule adopted. 6 6. Further Rate THAT the following residential Iain Brown/Noeline 100 Remission after the properties with ‘dangerous building Moosman 20-21 June 2015 notices’ still in place from the 20 and Weather Event 21 June 2015 weather event are provided an additional and final 50% remission on their 2017/18 rates: 51 Anzac Parade 12 Mowhanau Drive 20 Shakespeare Road 80 Hipango Terrace

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7 8. Lower THAT Ramon Strong, Allan Cook and Governance 100 Whanganui River Horizons Regional Council be thanked Control Structures for the attention and priority that they have given to this matter in recent months.

Significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant. Council’s Resolution Proposed by Mayor McDouall, seconded by Cr Cleveland:

6.1 THAT the information is noted. CARRIED

7. Whanganui District Councils’ Forestry Joint Committee Report

Rowan McGregor, Manager Special Projects, reports:

“Executive summary A meeting of the Whanganui District Councils’ Forestry Joint Committee (WDCFJC) was held on 18 September 2017. The unconfirmed minutes (excluding confidential items) from that meeting are attached (Ref D1).

Progress Update Items 1 and 2 dealt with the minutes and actions arising from the previous meeting of the Committee.

Item 3 reported on the annual financial results for the year ended 30 June 2017. Key points:  As there has been no harvesting and so no income, a cash loss of $408,000 resulted in $320,000 of the $500,000 loan advance facility from Whanganui District Council being drawn down. Available cash reserves going forward are $190,000.  The annual June Tree Crop Valuation increased from the previous year from $7.83M to $9.29M, reflecting increases in both tree growth and log prices.

A copy of the Whanganui District Councils’ Forestry Joint Committee Annual Report for the year ended 30 June 2017 is attached (Ref D2).

Item 4: Forest Manager Ian Moore’s Annual Operating Report for Year Ended 30 June 2017 was received.

Item 5: The Forest Manager’s report on budgetary and operational issues for 2017/18 was received showing a budgeted short fall of $282,000 for the 7 month period. A holding pattern in respect of managing the forests is in place, awaiting sale of four of the six forests. A budget has been prepared on the basis that the sale will be completed by 2 February 2018. The Committee approved the proposed budget, noting that the potential

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purchasers of the forests are expected to meet holding costs until the sale goes through, or the Overseas Investment Office (OIO) approval is declined, in which case these holding costs will be refunded.

Concerning the Emissions Trading Scheme (ETS) – of the 61,380 New Zealand Units held by the Joint Committee, 30,000 units were placed on the market at $19.75 per unit in August 2016. Since market placement, prices have fallen and recently lifted again to just over $18.00. A specialist report on ETS forecasts will come to the next meeting of Joint Committee.

Key issues Awaiting OIO approval, or otherwise, to the proposed sale of four of the six forests.

References – Agenda Attachments D1 Minutes of the Whanganui District Councils’ Forestry Joint Committee Meeting 18 September 2017 (excluding confidential items). D2 Whanganui District Councils’ Forestry Joint Committee Annual Report for the year ended 30 June 2017.

Discussion Mr McGregor responded to questions. Forestry, as an investment, had its tree stock valued and updated yearly. The sale price to the conditional purchaser was fixed but included an interest payment that would cover any increase in value of the trees.

Cr Vinsen, Chair of the Whanganui District Councils’ Forestry Joint Committee, said it would be a disappointment to ratepayers if the sale of the forest was held up as part of an Overseas Investment Office process. He said whether or not the forest was owned locally or by an overseas investor, the same people would harvest it and the same employment would still be there.

Significance of decision – In terms of the Significance and Engagement Policy 2014, the decision is not significant.

Council’s Resolution Proposed by Cr Vinsen, seconded by Cr Anderson:

7.1 THAT the following resolutions of the Whanganui District Councils’ Forestry Joint Committee’s meeting held on 18 September 2017 are endorsed:

Item 1: Minutes of Previous Meeting – 23 March 2016  THAT the minutes of the Whanganui District Councils’ Forestry Joint Committee meeting held on 23 March 2017 are confirmed.

Item 2: Actions Arising from Previous Minutes  THAT the information is noted.

Item 3: Annual Financial Report for year ended 30 June 2017  THAT the Whanganui District Councils’ Forestry Joint Committee’s Annual Report

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for year ended 30 June 2017 is adopted.

Item 4: Annual Operating Report for year ended 30 June 2017  THAT the Annual Operating Report for the year ended 30 June 2017 is adopted.

Item 5: Budget and Operating Issues for 2017/18  THAT the report is received.  THAT the proposed budget for July 2017 to February 2018 is approved. CARRIED ACTION: Rowan McGregor

Minutes of Committees for Adoption / Receipt

Statutory Management Committee – 11 July 2017 (District Plan Review – Phase 7 Plan Change 50 (Tangata Whenua))

Cr Alan Taylor, Chair of the Statutory Management Committee’s meeting held on 11 July 2017, presented the minutes of the District Plan Review – Phase 7 Plan Change 50 (Tangata Whenua).

Council’s Resolution Proposed by Cr Taylor, seconded by Cr Duncan:

THAT the minutes of the Statutory Management Committee meeting (District Plan Review – Phase 7 Plan Change 50 (Tangata Whenua) held on 11 July 2017 are received, and the recommendations contained therein, are adopted. CARRIED

Infrastructure and Special Projects Committee – 12 September 2017 Cr Alan Taylor, Chair, presented the minutes of the Infrastructure and Special Projects Committee’s meeting held on 12 September 2017.

Council’s Resolution Proposed by Cr Taylor, seconded by Cr Anderson:

THAT the minutes of the Infrastructure and Special Projects Committee meeting held on 12 September 2017 are received, and the recommendations and reports contained therein, are adopted. CARRIED

Wanganui Rural Community Board – 13 September 2017 On behalf of the Chair, Cr Murray Cleveland, presented the minutes of the Wanganui Rural Community Board’s meeting held on 13 September 2017.

Mayor McDouall asked that his name be recorded as in attendance at the Board’s meeting.

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Cr Cleveland said representatives from Federated Farmers and New Zealand Police were in attendance at the Board’s meeting. Matters discussed included rural security issues. Theft stocks were still occurring and the bee industry was also being hit with honey theft from hives. The initiative led by the Board to install security cameras throughout the District had started. The Board further discussed the forestry harvesting impact on the roading network. Cr Cleveland said a number of councils faced this issue and ultimately there had to be a collective regionally-based approach.

Cr Taylor said it needed to be noted that 90% of the increased cost of damage done by forestry logging would fall within the rural area. Rural roads were already under incredible pressure and would be more so in the next seven to eight years.

Cr Cleveland said statistics currently being collated by a group of farmers in different regions representing different types of farming had determined that if this farming was converted to forestry, 50 times the tonnage would come off the land with the change of product.

Responding to a comment on the shortage of Whanganui Police numbers, Mayor McDouall said he had spoken with the new District Commander and while there were occasional dips in Police numbers due to a variety of reasons, in terms of Police numbers, Whanganui was tracking better than most districts.

Council’s Resolution Proposed by Cr Cleveland, seconded by Mayor McDouall:

THAT with Mayor McDouall recorded as in attendance at the meeting, the minutes of the Wanganui Rural Community Board meeting held on 13 September 2017 are received. CARRIED

The meeting adjourned at 2.21pm at which time Cr Taylor left the meeting. The meeting resumed at 2.41pm.

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Public Excluded Items – Motion to Exclude the Public Proposed by Mayor McDouall, seconded by Cr Joblin:

THAT the public be excluded from the following parts of the proceedings of this meeting:

Reason for Ground(s) under General passing this section 48(1) for the subject of Meeting Item No resolution in passing of this each matter to relation to each resolution be considered matter Council Meeting 8. Whanganui District Council Commercial. Good reason to Section 48(1)(a) 3 October 2017 Holdings Limited Report withhold exists under section 7.

9. Whanganui District Councils’ Commercial. Good reason to Section 48(1)(a) Forestry Joint Committee Report withhold exists under section 7.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 LGOIMA 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:

Council Meeting 8. Whanganui District Council Commercial. Section 7(2)(b)(ii) and

3 October 2017 Holdings Limited Report Section 7(2)(i)

9. Whanganui District Councils’ Commercial. Section 7(2)(i) Forestry Joint Committee Report

THAT Annette Main, Interim Chair, Whanganui District Council Holdings Limited, remain in the meeting after the public has been excluded to present Item 8: Whanganui District Council Holdings Limited Report.

CARRIED

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Motion to Reopen the Meeting to the Public Proposed by Mayor McDouall, seconded by Cr Joblin:

THAT the meeting be reopened to the public and the preamble, discussion and resolutions associated with Item 8 – Whanganui District Council Holdings Limited Report and Item 9 – Whanganui District Councils’ Forestry Joint Committee Report, remain confidential until all parties have either accepted the terms of the proposals or agreed to cease negotiations. The Mayor or Chief Executive may then release press reports on the matter.

Minutes of Committees for Adoption / Receipt

Youth Committee – 21 August 2017 Yth Cr Helena Hazelhurst, Co-Chair, presented the minutes of the Youth Committee’s meeting held on 21 August 2017.

In summary:  Due to commitments, Yth Cr Jack Southee had resigned from the Youth Committee. New Youth Councillor, Ani Latus had been appointed.  Planning was well underway for the Summer Music Festival, the Youth Committee’s ‘flagship’ event for 2017.  ‘Youth Hub’ project – the Committee was investigating other Youth Hubs around New Zealand. Its current focus was on planning and clarifying questions on the best way forward for this project.  An invitation had been received to visit the Wastewater Treatment Plant.  An advertising working party had been established to investigate effective advertising for the Youth Committee. The Committee was open to suggestions on how best this could be done.

Yth Cr Hazelhurst responded to Elected Members’ questions. Approximately 16 people had applied for positions on the Youth Committee. The Youth Committee actively used its ‘Facebook’ page.

Council’s Resolution Proposed by Mayor McDouall, seconded by Cr Anderson:

THAT the minutes of the Youth Committee meeting held on 21 August 2017 are received, and the recommendations and reports contained therein, are adopted. CARRIED

Yth Cr Hazelhurst left the meeting at 3.41pm.

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Public Excluded Items – Motion to Exclude the Public Proposed by Mayor McDouall, seconded by Cr Vinsen:

THAT the public be excluded from the following parts of the proceedings of this meeting:

Reason for Ground(s) under General passing this section 48(1) for the subject of Meeting Item No resolution in passing of this each matter to relation to each resolution be considered matter Council Meeting 10. Actions Arising from Commercial. Good reason to Section 48(1)(a) 3 October 2017 Previous Minutes – Confidential withhold exists under section7.

11. Council-Controlled Commercial. Good reason to Section 48(1)(a) Organisations Governance withhold exists Manual under section 7.

12. Chief Executive Report Commercial Good reason to Section 48(1)(a) and staff withhold exists

matters. under section 7.

Council Meeting 10. Actions Arising from Commercial. Section 7(2)(b)(ii) and 3 October 2017 Previous Minutes – Confidential Section 7(2)(i)

11. Council-Controlled Protection of privacy of natural Section 7 (2)(a) Organisations Governance persons Manual 12. Chief Executive’s Protection of privacy of natural Section 7(2)(a), Report persons and commercial and Section 7(2)(b)(ii) and industrial negotiations. Section 7(2)(i) CARRIED

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Motion to Reopen the Meeting to the Public Proposed by Cr Joblin, seconded by Cr Anderson:

THAT the meeting be reopened to the public and the preamble, discussion and resolutions associated with Item 10 – Actions Arising from Previous Minutes, Item 11 – Council-Controlled Organisations’ Governance Manual and Item 12 – Chief Executive Report remain confidential until all parties have either accepted the terms of the proposals or agreed to cease negotiations. The Mayor or Chief Executive may then release press reports on the matter. CARRIED

The meeting closed at 5.35pm.

Council Meeting 3 October 2017