Christchurch City Council

Agenda

 

 

Notice of Meeting:

An ordinary meeting of the Christchurch City Council will be held on:

 

Date:                                     Thursday 8 March 2018

Time:                                    1pm

Venue:                                 Council Chambers, Civic Offices,
53 Hereford Street, Christchurch

 

 

Membership

Chairperson

Deputy Chairperson

Members

Mayor Lianne Dalziel

Deputy Mayor Andrew Turner

Councillor Vicki Buck

Councillor Jimmy Chen

Councillor Phil Clearwater

Councillor Pauline Cotter

Councillor Mike Davidson

Councillor David East

Councillor Anne Galloway

Councillor Jamie Gough

Councillor Yani Johanson

Councillor Aaron Keown

Councillor Glenn Livingstone

Councillor Raf Manji

Councillor Tim Scandrett

Councillor Deon Swiggs

Councillor Sara Templeton

 

 

2 March 2018

 

 

 

Principal Advisor

Dr Karleen Edwards

Chief Executive

Tel: 941 8554

 

Jo Daly

Council Secretary

941 8581

jo.daly@ccc.govt.nz

www.ccc.govt.nz

Note:  The reports contained within this agenda are for consideration and should not be construed as Council policy unless and until adopted.  If you require further information relating to any reports, please contact the person named on the report.
Watch Council meetings live on the web:
http://councillive.ccc.govt.nz/live-stream

 


Council

08 March 2018

 

 

 


Council

08 March 2018

 

TABLE OF CONTENTS

 

1.       Apologies................................................................................................................................... 4

2.       Declarations of Interest............................................................................................................ 4

3.       Public Participation.................................................................................................................. 4

3.1       Public Forum....................................................................................................................... 4

3.2       Deputations by Appointment............................................................................................... 4

4.       Presentation of Petitions......................................................................................................... 4

Social, Community Development and Housing Committee

5.       Social, Community Development and Housing Committee Minutes - 31 January 2018.... 5

Finance and Performance Committee

6.       Corporate Finance Report for the period ending 31 December 2017.................................. 9

7.       Financial Performance report for the six months to 31 December 2017........................... 19

8.       Finance and Performance Committee Minutes - 31 January 2018..................................... 41

Audit and Risk Management Committee

9.       Approval of Protected Disclosures Policy............................................................................. 45

10.     Audit and Risk Management Committee Minutes - 13 February 2018.............................. 63

Regulatory Performance Committee

11.     Regulatory Performance Committee Minutes - 7 February 2018....................................... 67

Innovation and Sustainable Development Committee

12.     Innovation and Sustainable Development Committee Minutes - 7 February 2018.......... 71

STAFF REPORTS

13.     Christchurch School of Gymnastics relocation on QEII Park - building site remediation 75

14.     2017/18 Metropolitan Discretionary Response Fund.......................................................... 81

15.     Resolution to Exclude the Public........................................................................................... 86  

 

 

 


Council

08 March 2018

 

 

1.   Apologies

 

2.   Declarations of Interest

Members are reminded of the need to be vigilant and to stand aside from decision making when a conflict arises between their role as an elected representative and any private or other external interest they might have.

3.   Public Participation

3.1  Public Forum

A period of up to 30 minutes is available for people to speak for up to five minutes on any issue that is not the subject of a separate hearings process.

3.2  Deputations by Appointment

Deputations may be heard on a matter or matters covered by a report on this agenda and approved by the Chairperson.

There were no deputations by appointment at the time the agenda was prepared 

4.   Presentation of Petitions

There were no Presentation of Petitions at the time the agenda was prepared.  

 


Council

08 March 2018

 

 

5.        Social, Community Development and Housing Committee Minutes - 31 January 2018

Reference:

18/120032

Presenter(s):

Liz Ryley – Committee Advisor

 

 

1.   Purpose of Report

The Social, Community Development and Housing Committee held a meeting on 31 January 2018 and is circulating the Minutes recorded to the Council for its information.

2.   Recommendation to Council

That the Council receives the Minutes from the Social, Community Development and Housing Committee meeting held 31 January 2018.

 

 

Attachments

No.

Title

Page

A

Minutes Social, Community Development and Housing Committee - 31 January 2018

6

 

 

Signatories

Author

Liz Ryley - Committee Advisor

  


Council

08 March 2018

 

PDF Creator


 

PDF Creator


 

PDF Creator


Council

08 March 2018

 

Report from Finance and Performance Committee  – 31 January 2018

 

6.        Corporate Finance Report for the period ending 31 December 2017

Reference:

18/100457

Contact:

Mushe Shoko
Steve Ballard

Mushe.shoko@ccc.govt.nz
Steve.ballard@ccc.govt.nz

941 6313
941 8447

 

 

 

 

1.  Staff and Finance and Performance Committee Recommendation to Council

 

That the Council:

1.         Receives the information in the report

 

 

Attachments

No.

Report Title

Page

1

Corporate Finance Report for the period ending 31 December 2017

10

 

No.

Title

Page

a

Debtors Written Off Summary - 31 December 2017

18

 

 


Council

08 March 2018

 

 

Corporate Finance Report for the period ending 31 December 2017

Reference:

17/1266218

Contact:

Mushe Shoko
Steve Ballard

Mushe.Shoko@ccc.govt.nz
Steve.Ballard@ccc.govt.nz

941 6313
941 8447

 

 

1.   Purpose and Origin of Report

Purpose of Report

1.1       The purpose of this report is for the Finance and Performance Committee to receive quarterly information relating to the Council's treasury and debtors risks.

Origin of Report

1.2       This report is staff generated.

2.   Significance

2.1       The decision(s) in this report are of low significance in relation to the Christchurch City Council’s Significance and Engagement Policy.

2.1.1   The level of significance was determined by the impact of the decisions on the community.

 

3.   Staff Recommendations

That the Finance and Performance Committee recommends that the Council:

a.         Receives the information in the report

 

 

4.   Key Points

Treasury Risk versus Policy Limits

4.1       Net Debt for treasury risk management purposes is defined as the Council’s borrowing (including borrowing from subsidiaries and the Capital Endowment Fund, but excluding any finance leases), less financial investments such as cash and deposits.

4.2       Movements in this Net Debt figure represent the Council’s net operating and capital spending flows over the period.

4.3       At 31 December 2017, Net Debt was $1,013 million, an increase of $82 million in the financial year to date.  This increase has been funded through a mixture of new borrowing and reduced cash holdings, as shown in the table below.


 

Current Debt and Investments versus June 2017

* Borrowing from Vbase – Vbase’s remaining insurance settlement proceeds are invested on its behalf by the Council, to access higher deposit rates.  This item will decline over time.

* Borrowing from CEF – Special Funds are invested internally where possible (ie. lent to Council, with interest payments funded by general rates).  Council borrowing from the Capital Endowment Fund will increase over time, as CEF’s remaining external investments mature and are invested internally.

* Borrower Notes – As part of its debt arrangements with the Local Government Funding Agency, the Council must invest a small portion of its borrowing in LGFA Borrower Notes.  This item will increase over time, in line with the Council’s total borrowing.

4.4       Treasury risk positions are within policy limits, except for the on-going approved breach for interest rate hedging (refer section 5 below).

Trade Debtors

4.5       At 31 December 2017 trade debtors were $14.7 million, $8.3 million lower than the balance as at 30 September 2017 primarily due to:

·    $8.2 million decrease in General debtors from $18.1 million to $9.9 million (more detail on General debtors is given in paragraph 6.2 below);

·    $0.7m decrease in Resource Consent debtors from $2.6 million to $1.9 million; offset by

·    $0.6 million increase in Building Control debtors from $1.5 million to $2.1 million.

4.6       Trade debtors of $76,944 have been written-off in the 6 months to 31 December 2017, compared to $79,656 for the same period last financial year. Further detail is provided in paragraph 6.5 below.

 

 

5.   Treasury Report

5.1       The Council manages four types of treasury risk relating to its Net Debt:

Treasury Risk

Management Objective

Short-Term Liquidity Risk

To ensure that on-going cash payments can be met in an orderly manner.

Long-Term Funding Risk

To ensure that debt maturities (and anticipated new borrowing) are spread so as to minimise re-financing risk in future years.

Interest Rate Re-pricing Risk

To ensure that interest rates are fixed for varying terms, to minimise the impact of market rate volatility on budgeted interest costs over the Long-Term Planning period.

Counterparty Credit Risk

To minimise the risk of loss due to a counterparty’s inability or unwillingness to make payments to the Council as they fall due.

Policy Snapshot

Risk Area

Policy Compliance

Liquidity

Within

Funding

Within

Interest Rate Re-pricing

Breach

Counterparty Credit

Within

 

5.2       Short-term Liquidity Risk

Policy Limit (LGFA Liquidity Ratio must >110%) – Within Limit

* Ratio is calculated as the sum of all three, divided by external debt
* Investments include Borrower Notes plus $12.5 million of realisable CEF investments

5.3       Long-term Funding Risk

Policy Limit (existing maturities only) – Within Limit

In practice, management considers funding risk in terms of both the re-financing of existing maturities and the need to incur new debt to meet negative operating flows, as shown in the chart below.

The Council’s Funding Risk (existing maturities plus expected new borrowing)

* Blue = Maturity of CCC debt

* Red = Maturity of debt on-lent to CCHL

* Green = expected new borrowing based on the published 2017/18 Plan.

5.4       Interest Rate Re-pricing Risk (hedging)

Policy Limit – Breach

* Green line = projected Net Debt (excluding term deposits), based on the 2017/18 Annual Plan

* Red bars = amount of debt at contractually fixed rates as at each 30 June

* Dotted lines = Policy Limits (minimum & maximum amount of fixed rate hedging permitted)

 

5.4.1   Hedging levels are above maximum Policy limits for the 2018 and 2019 financial years. 

5.4.2   This breach has arisen from delays in Council’s debt growth – current hedging of around $1.2 billion was established in 2013 and 2014 to match around 60% of anticipated June 2018 net debt; however, the combination of the large insurance settlement and delayed capital programme has caused actual debt growth to be slower.

5.4.3   In discussion with the Council’s external treasury advisor (PricewaterhouseCoopers), management remains of the view that the cost of adjusting the hedging profile is not justified, and that the best course of action is still to retain the existing hedging profile and allow it to come back within Policy limits over time as actual debt levels increase.

5.4.4   Councillors originally approved this approach at the 10 March 2016 meeting, with subsequent ratification on 25 May 2017.


 

5.5       Credit Risk

Policy Limit – Within Limit

* Exposure to Derivative Banks includes exposure arising from hedging contracts (if any).

 

6.   Trade Debtors Report

6.1       At 31 December 2017 trade debtors were $14.7 million, $8.3 million lower than the balance as at 30 September 2017. Material items of trade debtors at 31 December 2017 were:

·        General debtors $9.9 million (30 September 2017: $18.1 million)

·        Resource Consent debtors $1.9 million (30 September 2017: $2.6 million)

·        Building Control debtors $2.1 million (30 September 2017: $1.5 million)

 

6.2       Significant debtors in the General debtors balance at 31 December 2017 were:

·        Vbase Limited (Vbase)

·        Land Information New Zealand (LINZ)

 

These two debtors account for $6.1 million of the General debtors balance. The Vbase amount is not yet due for payment. The LINZ invoice was due for payment in December 2016 and is discussed in more detail in the Overdue Debtors Report in the public excluded agenda.


 

6.3       The graph below shows a 2 year historical trend of the trade debtors balance:

 

Overdue Trade Debtors

6.4       At 31 December 2017 overdue trade debtors, older than 92 days, were $4.2 million (30 September 2017: $4.2 million), and 28.57 per cent of total trade debtors (30 September 2017: 18.26 per cent). Refer to the Overdue Debtors Report in the public excluded agenda for more detail.

The graph below shows a 2 year historical trend of overdue trade debtor balances. The large increase in the overdue trade debtors since December 2016 is discussed in the Overdue Debtors Report in the public excluded agenda.

 


 

Trade Debtors Written off

6.5       Trade debtors of $76,944 have been written-off during the six months to 31 December 2017 compared to $79,656 in the same period in the last financial year. The detail is below:

6.6       The significant write-offs (over $2,000) relate to debtors for Building consent work ($12,744) which have either been a result of a staff error in invoicing ($4,468) or where customers have gone into Liquidation or filed for bankruptcy ($8,276). There has also been two significant write-offs for Street Pole damages totalling $22,187. In both incidents the offenders have not been available to pursue.  

6.7       The Library debtors written off comprise a large number of relatively small amounts where the debt collection agency has been unable to locate the debtor or the debtor has refused to pay.  Only amounts over $30 are referred to debt collection agencies for collection. Libraries currently have a lending limit of up to 30 books at a time. This limit is primarily utilised by youth members to develop and support literacy. This limit does not affect the use and enjoyment of other customers.

6.8       A summary report of trade debtors written off by month is provided as Attachment A.

 

7.   Overdue Rates Debtors (Not Part of Trade Debtors Above)

7.1       At 31 December 2017 there were 17,240 rate payers (30 June 2017: 24,322) with overdue rates totalling $19.2 million (30 June 2017: $18.8m). This is an average outstanding rates of $1,114 per overdue rate payer (30 June 2017: $773). There were 785 payment arrangements in place – these arrangements allow ratepayers to pay their current year’s rates and arrears over a twelve month period without incurring any additional late payment penalties.

In June 2017 rates were in arrears on thousands of low value red zone sections owned by the Crown. Hence the significantly larger number of properties with rates in arrears and lower average overdue rates in June 2017 compared to December 2017.

7.2       The process for the recovery of debts outstanding at 30 June of each rating year commences as soon as possible at the start of the following rating year. The Rates team identifies all balances in arrears greater than $200.00 which do not have a formal payment arrangement. These then go through a recovery process as set out in the Rating Act, depending on whether a property has a mortgage or not.

7.2.1   Initially letters are sent out to the rate payers advising that non-payment or failure to enter into a formal arrangement will result in the account being passed onto a Debt Collection Agency or Mortgagee for further recovery action.

7.2.2   From 1 November Mortgagees of mortgaged properties can be contacted through the issue of Formal Demand Notifications for the rates in arrears at 30 June. The Mortgagee will then contact their customer for payment in full or for an arrangement to be put into place.

7.2.3   For properties with no mortgage, legal proceedings may be required to recover the debt which could ultimately result in the sale of the rating unit.

 

Attachments

No.

Title

Page

a 

Debtors Written Off Summary - 31 December 2017

 

 

 

Confirmation of Statutory Compliance

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i)  sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

 

Signatories

Authors

Andrea Webb - Financial Accountant

Steve Ballard - Manager Funds and Financial Policy

Mushe Shoko - Manager External Reporting & Governance

Approved By

Diane Brandish - Head of Financial Management

Carol Bellette - General Manager Finance and Commercial (CFO)

 


Council

08 March 2018

 

PDF Creator


Council

08 March 2018

 

Report from Finance and Performance Committee  – 31 January 2018

 

7.        Financial Performance report for the six months to 31 December 2017

Reference:

18/100477

Contact:

Diane Brandish

Diane.brandish@ccc.govt.nz

941 8454

 

 

 

 

1.  Staff and Finance and Performance Committee Recommendation to Council

 

That the Council:

1.         Receives the information in the report.

 

 

Attachments

No.

Report Title

Page

1

Financial Performance report for the six months to 31 December 2017

20

 

No.

Title

Page

a

Dec 2017 - Attach A - Financial Performance

26

b

Dec 2017 - Appendix B - Significant Capital Projects

34

c

Dec 2017 - Attach C - Special Funds

39

 

 


Council

08 March 2018

 

 

Financial Performance report for the six months to 31 December 2017

Reference:

18/50908

Contact:

Diane Brandish

diane.Brandish@ccc.govt.nz

941 8454

 

 

1.   Purpose and Origin of Report

1.1       The purpose of this report is for the Finance and Performance Committee to be updated on the financial results for the first six months of the 2017/2018 financial year to 31 December 2017.

 

2.   Staff Recommendations

That the Finance and Performance Committee recommends that the Council:

1.         Receives the information in the report.

 

3.   Key Points

3.1       The Council’s operational financial results for the first six months are unfavourable with a year to date net deficit of $2.3 million and a forecast deficit of $4.3 million at year end. The possibility of a larger deficit was first identified in September and cost savings have already been found to offset costs and reduce the forecast to the $4.3 million shown below. General Managers are working with their teams to identify further savings.

3.2       Capital expenditure of $218.8 million was incurred during the first six months, $12.9 million less than budget. The current forecast is for 2017/18 delivery to be behind budget by $19 million. This is largely a timing issue meaning budgets will need to be carried forward to next year and funds borrowed later.

 

Financial Performance Summary

Year to Date Results

Forecast Year End Results

After Carry Forwards

$m

Actual

Plan

Var

Forecast

Plan

Var

Carry Fwd

Result

Operational

 

 

 

 

 

Expenditure

288.3

284.6

-3.7

570.1

561.6

-8.5

4.3

-12.8

Revenues

-339.9

-338.5

1.4

-702.6

-694.1

8.5

-

8.5

Funds not available for Opex

64.9

64.9

-

132.6

132.6

-

-

-

Operating Deficit / (Surplus)

13.3

11.0

-2.3

0.1

0.1

-

4.3

-4.3

 

 

 

 

 

 

 

Capital

 

 

 

 

 

 

Gross Programme Expenditure

218.8

275.6

56.8

583.1

642.8

59.7

52.8

6.9

Less planned Carry Forwards

-

-43.9

-43.9

-63.1

-103.8

-40.7

-40.7

-

Programme Expenditure

218.8

231.7

12.9

520.0

539.0

19.0

12.1

6.9

Revenues and Funding

-201.6

-205.8

-4.2

-445.1

-425.6

19.5

17.8

1.7

Borrowing required

17.2

25.9

8.7

74.9

113.4

38.5

29.9

8.6

 

3.3       Key commentary on operational and capital results to date and forecasts are given below.  A view of the Council’s financial results by activity is provided in Attachment A.


 

 

Operational

 

Year to Date Results

Forecast Year End Results

After Carry Forwards

$m

Actual

Plan

Var

Forecast

Plan

Var

C/F

Result

Personnel costs

94.5

95.7

1.2

198.3

196.7

-1.6

-

-1.6

Less recharged to capital

-20.3

-19.0

1.3

-39.9

-37.8

2.1

-

2.1

Grants and levies

27.9

29.2

1.3

44.4

44.7

0.3

-

0.3

Operating costs

85.0

80.6

-4.4

167.3

160.8

-6.5

3.5

-10.0

Maintenance costs

55.0

53.0

-2.0

107.1

107.2

0.1

0.8

-0.7

Debt servicing

46.2

45.1

-1.1

92.9

90.0

-2.9

-

-2.9

Expenditure

288.3

284.6

-3.7

570.1

561.6

-8.5

4.3

-12.8

 

 

 

 

 

Operating revenue

-68.1

-69.0

-0.9

-148.0

-147.2

0.8

-

0.8

Interest and dividends

-43.8

-43.5

0.3

-98.4

-94.5

3.9

-

3.9

Rates income

-228.0

-226.0

2.0

-456.2

-452.4

3.8

-

3.8

Revenue

-339.9

-338.5

1.4

-702.6

-694.1

8.5

-

8.5

 

 

 

 

 

Net Cost

-51.6

-53.9

-2.3

-132.5

-132.5

-

4.3

-4.3

Other Funding

 

 

 

 

Transfers from Special Funds

-12.0

-11.8

0.2

-23.3

-23.3

-

-

-

Borrowing for cap grants /EQ resp

-5.4

-5.6

-0.2

-9.0

-9.0

-

-

-

Less Rates reqd for capex / debt

82.3

82.3

-

164.9

164.9

-

-

-

Funds not available for Opex

64.9

64.9

-

132.6

132.6

-

-

-

 

 

 

 

 

 

 

 

 

Operating Deficit / (Surplus)

13.3

11.0

-2.3

0.1

0.1

-

4.3

-4.3

 

Operational Expenditure

3.4       Operational expenditure is $3.7 million above budget year to date. The significant variances contributing to the year to date result includes increased annual rates cost to be paid by Council itself for Council-owned utilities infrastructure as a result of the last general revaluation ($3.1 million), and higher spend within Waters ($3.1 million), due to emergency flood mitigation works and SCIRT defect liability costs. These are partially offset by the timing of Strategic Policy & Planning projects ($1.6 million); and lower software fees and licences ($1 million).

3.5       The expenditure forecast of $12.8 million over budget at year end after adjusting for carry forwards is mainly due to:

3.5.1      Increased rates payable, as mentioned above ($6.1 million). Staff have since found a number of cost reductions and the net effect is currently forecast to be $0.5 million at year end,

3.5.2      Increased debt servicing costs ($2.9 million), relating to earlier than planned start dates of debt relating to forward starting swaps. These additional funds were placed on deposit until needed and the costs are therefore offset by increased interest revenues,

3.5.3      Costs for the SCIRT defects liability programme ($2 million), these costs did not form part of the plan due to the later than planned completion of the SCIRT programme, and management arrangements for this final period. These costs are being reviewed as they’re incurred to confirm whether they can be treated as capital.

3.5.4      Increased maintenance costs within Waters ($1.2 million), driven by emergency flood mitigation works,

3.5.5      Higher insurance costs ($0.8 million), due to increased premiums reflecting market conditions and increased asset value.

3.5.6      The above are partially offset by Software fees and licences savings of $1 million, due to a delay in associated IT projects becoming operational.

Operational Revenue

3.6       Revenue is $1.4 million higher than budget year to date, largely driven by higher, than expected, rates growth. The favourable forecast variance of $8.5 million is due to higher interest and dividend revenues ($3.9 million), and the higher rates growth ($3.8 million).

3.7       Within the year to date result, operating revenues are $0.9 million behind budget due to lower revenues from Consenting and Compliance ($1 million) driven by lower volumes of building inspections and commercial building consents. By year end operating revenues are forecast to be $0.8 million ahead of budget, driven by the release of insurance revenues currently sitting on the balance sheet for properties that have been or will be sold on an as is where is basis.

3.8       Higher interest and dividends revenue year to date is due to higher interest revenues ($3.5 million) largely resulting from earlier borrowing than planned (see 3.5.3), partially offset by timing of a Transwaste dividend ($3.1 million). The forecast recognises the higher interest revenues as a permanent result.

3.9       The net cost of individual activities are shown in Attachment A.


 

Capital Programme

 

Year to Date Results

Forecast Year End Results

After Carry Forwards

$m

Actual

Plan

Var

Forecast

Plan

Var

C/F

Result

Three Waters

41.2

51.9

10.7

92.0

81.4

-10.6

-10.8

0.2

Roading and Transport

33.9

27.1

-6.8

97.2

92.4

-4.8

-5.2

0.4

Strategic Land

-0.4

-

0.4

6.9

23.6

16.7

8.0

8.7

IM&CT

8.6

10.8

2.2

20.4

18.5

-1.9

-1.9

-

Other

19.3

32.9

13.6

82.0

83.0

1.0

0.7

0.3

Works Programme

102.6

122.7

20.1

298.5

298.9

0.4

-9.2

9.6

 

 

 

 

 

Infrastructure - SCIRT

-

-

-

-

-

-

-

-

Infrastructure - Non SCIRT

48.6

54.4

5.8

124.1

134.7

10.6

13.1

-2.5

Transitional / Recovery Projects

3.0

5.2

2.2

8.6

26.3

17.7

17.9

-0.2

Facilities Rebuild

64.4

91.6

27.2

150.2

181.2

31.0

31.0

-

Rockfall and Improv Allowance

0.2

1.7

1.5

1.7

1.7

-

-

-

Rebuild Programme

116.2

152.9

36.7

284.6

343.9

59.3

62.0

-2.7

 

 

 

 

Gross Capital Projects

218.8

275.6

56.8

583.1

642.8

59.7

52.8

6.9

Unidentified Carry forwards

-

-43.9

-43.9

-63.1

-103.8

-40.7

-40.7

-

Capital Programme

218.8

231.7

12.9

520.0

539.0

19.0

12.1

6.9

 

 

 

 

 

Development Contributions

-13.7

-11.2

2.5

-23.4

-22.4

1.0

-

1.0

Less DC Rebates

0.6

7.6

7.0

1.9

15.3

13.4

13.4

-

NZTA Capital Subsidy

-17.6

-26.1

-8.5

-68.0

-58.4

9.6

6.7

2.9

Vbase recovery - Town Hall

-15.9

-13.7

2.2

-30.9

-30.9

-

-

-

Capital release / Special dividends

-70.0

-70.0

-

-140.0

-140.0

-

-

-

Misc Capital Revenues

-3.7

-2.9

0.8

-5.3

-5.8

-0.5

-

-0.5

Asset Sales

0.1

-0.3

-0.4

-1.8

-2.5

-0.7

-

-0.7

Capital Revenues

-120.2

-116.6

3.6

-267.5

-244.7

22.8

20.1

2.7

 

 

 

 

Rates for Renewals and Landfill

-58.4

-58.4

-

-117.0

-117.0

-

-

-

Special Funds

-23.0

-30.8

-7.8

-60.6

-63.9

-3.3

-2.3

-1.0

Other Available Funding

-81.4

-89.2

-7.8

-177.6

-180.9

-3.3

-2.3

-1.0

 

 

 

 

 

 

 

 

 

Borrowing Required

17.2

25.9

8.7

74.9

113.4

38.5

29.9

8.6

 

Capital Expenditure

3.10    Capital expenditure is below budget year to date and is forecast to be $19 million lower than budget by year end, mainly due to delays within the rebuild programme. Expenditure is $218.8 million for the first six months of the year (94 percent of year to date budget).  A further $301.2 million is currently forecast to be spent by year end which equates to 96 percent of budget.

3.11    The $6.9 million forecast under spend after net budget carry forwards is mainly due to the following:

3.11.1    Strategic Land – land acquisitions are forecast to be under budget for the year; partially offset by,

3.11.2    Infrastructure – Non SCIRT – the Flood Intervention project has seen further properties along the Heathcote River being eligible. A change request will be required to fund the purchase of some of these properties.

3.12    Group of Activity level variance commentary for the capital programme is shown in Attachment A.

3.13    Financial results of significant (>$250,000) capital programme projects are shown in Attachment B.

Capital Revenues

3.14    Capital revenues/recoveries are behind budget year to date, however a favourable variance is forecast for the year.

3.15    Development contributions are higher than budget year to date because new development has been higher than anticipated, the majority of these have not been eligible for the rebate scheme. 

3.16    The large variance to budget year to date for NZTA subsidies is due to the timing of infrastructure expenditure.

3.17    Special funds net drawdowns are $7.8 million lower than budget year to date, mainly due to higher developer contributions set aside to fund future growth works.

3.18    Required borrowing is currently $8.7 million less than budget and forecast to be $38.5 million lower by year end, as a result of higher capital revenues and a lower forecast capital spend. Budget of $29.9 million is signalled to be carried forward due to timing issues. This results in lower forecast permanent borrowing of $8.6 million.

Special Funds

3.19    The current and forecast movements and balance of the Housing Account, Capital Endowment Fund and Earthquake Mayoral Relief Fund are shown in Attachment C.

3.20    The balance of Capital Endowment Fund 2017/18 funds unallocated is currently forecast to be $455,129.

 

Attachments

No.

Title

Page

a 

Dec 2017 - Attach A - Financial Performance

 

b 

Dec 2017 - Appendix B - Significant Capital Projects

 

c 

Dec 2017 - Attach C - Special Funds

 

 

 

Confirmation of Statutory Compliance

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i)  sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

 

Signatories

Authors

Bruce Moher - Manager Planning & Reporting Team

Diane Brandish - Head of Financial Management

Ryan McLachlan - Reporting Accountant

John Pickles - Reporting Accountant

Approved By

Diane Brandish - Head of Financial Management

Carol Bellette - General Manager Finance and Commercial (CFO)

 


Council

08 March 2018

 

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08 March 2018

 

 

8.        Finance and Performance Committee Minutes - 31 January 2018

Reference:

18/100547

Contact:

Aidan Kimberley

Aidan.kimberley@ccc.govt.nz

941 6566

 

 

1.   Purpose of Report

The Finance and Performance Committee held a meeting on 31 January 2018 and is circulating the Minutes recorded to the Council for its information.

 

2.   Recommendation to Council

That the Council receives the Minutes from the Finance and Performance Committee meeting held 31 January 2018.

 

 

Attachments

No.

Title

Page

A

Minutes Finance and Performance Committee - 31 January 2018

42

 

 

Signatories

Author

Aidan Kimberley - Committee and Hearings Advisor

  


Council

08 March 2018

 

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08 March 2018

 

Report from Audit and Risk Management Committee  – 13 February 2018

 

9.        Approval of Protected Disclosures Policy

Reference:

18/152181

Presenter(s):

Judith Cheyne - Associate General Counsel

 

 

 

1.  Audit and Risk Management Committee Recommendation to Council

 

That the Council:

1.         Approve the new Protected Disclosures Policy attached to this report.

2.         Amend the wording, and Council officers to whom delegations under the Protected Disclosures Act 2000 are made, as follows:

 

Protected Disclosures Act 2000

 

 

Section

Delegation

CEO

Protected Disclosures Officer

All

All of its responsibilities, duties, and powers under this Act (to be exercised in accordance with the procedures in Council’s Protected Disclosures policy), except the power to adopt the internal procedures (Policy) under section 11.

 

ü

ü

 

 

Attachments

No.

Report Title

Page

1

Approval of Protected Disclosures Policy

46

 

No.

Title

Page

a

Existing Protected Disclosures Act Policy

48

b

Draft Protected Disclosure Policy

55

 

 


Council

08 March 2018

 

 

Approval of Protected Disclosures Policy

Reference:

17/1511402

Contact:

Judith Cheyne

Judith.Cheyne@ccc.govt.nz

941 8649

 

 

1.   Purpose of Report

1.1       The purpose of this report is for the Audit and Risk Management Committee to recommend to Council that it approve a new Protected Disclosures Policy and adjust the delegations made under the Protected Disclosures Act 2000.

 

2.   Staff Recommendations

That the Audit and Risk Management Committee:

1.         Recommend to Council that it approve the new Protected Disclosures Policy attached to this report.

2.         Amend the wording, and Council officers to whom delegations under the Protected Disclosures Act 2000 are made, as follows:

 

 

 

3.   Key Points

3.1       The Council is required to have internal procedures for receiving and dealing with information about serious wrongdoing in or by the Council.  The Council does this through its Protected Disclosures Policy. If any person to whom the Policy applies believes, on reasonable grounds, that there is serious wrongdoing occurring within or by the Council, they are expected to report it in accordance with the terms of the Policy.  This is commonly known as ‘whistleblowing’.

3.2       The Policy describes how to make a disclosure and provides procedures to protect anyone who makes a disclosure about serious wrongdoing.  The policy applies to serious wrongdoing occurring either before or after this proposed Policy’s implementation. 

3.3       The existing Protected Disclosures Policy (see attachment 1) has been reviewed by Council staff, and re-drafted (see attachment 2) as part of the Internal Policy Review programme, utilising the new policy template and the Centre of Excellence.

3.4       The Policy needed to be refreshed to provide:

3.4.1   better alignment with the legislation and other policies (in particular the Fraud Policy);

3.4.2   improved and clearer content; and

3.4.3   to clarify roles and responsibilities.

There is some overlap between the Protected Disclosures Policy and the Fraud Policy.  However, not all fraud reporting is necessarily made as a protected disclosure, so it is considered appropriate to keep the policies separate.

3.5       The Executive Leadership Team approved the Fraud Policy in December 2017, but the Protected Disclosures Policy is a policy that needs to meet the statutory requirements under section 11 of the Protected Disclosures Act 2000 (PDA):

(1) Every public sector organisation must have in operation appropriate internal procedures for receiving and dealing with information about serious wrongdoing in or by that organisation.

(2) The internal procedures must—

(a) comply with the principles of natural justice; and

(b) identify the persons in the organisation to whom a disclosure may be made; and

(c) include reference to the effect of sections 8 to 10..

(3) Information about the existence of the internal procedures, and adequate information on how to use the procedures, must be published widely in the organisation and must be republished at regular intervals.

 

3.6       The Council has reserved for itself the power to approve the internal procedures/policy made under section 11 (all the other responsibilities, duties and powers under the PDA are currently delegated by the Council to the Chief Executive and Head of Legal Services).

3.7       The draft new Policy incorporates feedback from staff in Risk and Audit, Legal, HR and the Centre of Excellence.  The Executive Leadership Team has endorsed the new policy to be forwarded to the Council for final approval.

3.8       A change made in the revised Protected Disclosures Policy (and Fraud Policy) is that the Fraud Control Officer role is being re-named to become the Protected Disclosures Officer.  Although the role is renamed it will remain as one of the duties of the Head of Risk and Audit.   

3.9       Previously, protected disclosures were to be reported to the Head of Legal Services, but on advice from the Legal Services Unit there is a possible risk of a conflict of interest with the Legal Unit’s role to protect the interests of Council.

3.10    Staff therefore also recommend that a new delegation of powers under the PDA be made to Protected Disclosures Officer, in place of the Head of Legal Services, to align with the new Policy. The wording of the existing delegation under the PDA can also be amended for better readability.

 

 

Attachments

No.

Title

Page

a 

Existing Protected Disclosures Act Policy

 

b 

Draft Protected Disclosure Policy

 

 

 

Signatories

Author

Judith Cheyne - Associate General Counsel

Approved By

John Higgins - Acting Head of Legal Services

Anne Columbus - General Manager Corporate Services

 


Council

08 March 2018

 

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10.    Audit and Risk Management Committee Minutes - 13 February 2018

Reference:

18/144248

Presenter(s):

Mark Saunders, Committee and Hearings Advisor

 

 

1.   Purpose of Report

The Audit and Risk Management Committee held a meeting on 13 February 2018 and is circulating the Minutes recorded to the Council for its inofrmation.

2.   Recommendation to Council

That the Council receives the Minutes from the Audit and Risk Management Committee meeting held 13 February 2018.

 

 

Attachments

No.

Title

Page

A

Minutes Audit and Risk Management Committee - 13 February 2018

64

 

 

Signatories

Author

Mark Saunders - Committee and Hearings Advisor

  


Council

08 March 2018

 

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08 March 2018

 

 

11.    Regulatory Performance Committee Minutes - 7 February 2018

Reference:

18/134777

Presenter(s):

Aidan Kimberley – Committee Advisor

 

 

1.   Purpose of Report

The Regulatory Performance Committee held a meeting on 7 February 2018 and is circulating the Minutes recorded to the Council for its information.

2.   Recommendation to Council

That the Council receives the Minutes from the Regulatory Performance Committee meeting held 7 February 2018.

 

 

Attachments

No.

Title

Page

A

Minutes Regulatory Performance Committee - 7 February 2018

68

 

 

Signatories

Author

Aidan Kimberley - Committee and Hearings Advisor

  


Council

08 March 2018

 

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Council

08 March 2018

 

 

12.    Innovation and Sustainable Development Committee Minutes - 7 February 2018

Reference:

18/120351

Presenter(s):

Christopher Turner-Bullock, Committee Advisor

 

 

1.   Purpose of Report

The Innovation and Sustainable Development Committee held a meeting on 7 February 2018 and is circulating the Minutes recorded to the Council for its information.

2.   Recommendation to Council

That the Council receives the Minutes from the Innovation and Sustainable Development Committee meeting held 7 February 2018.

 

 

Attachments

No.

Title

Page

A

Minutes Innovation and Sustainable Development Committee - 7 February 2018

72

 

 

Signatories

Author

Christopher Turner-Bullock - Committee Advisor

  


Council

08 March 2018

 

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08 March 2018

 

 

13.    Christchurch School of Gymnastics relocation on QEII Park - building site remediation

Reference:

18/118223

Presenter(s):

David Bailey, Recreation Services Manager

 

 

1.   Purpose and Origin of Report

Purpose of Report

1.1       The purpose of this report is to request that Council consider the allocation of $900,000 to the Christchurch School of Gymnastics to contribute to the costs of the site remediation component of their re building project on QEII Park.  It is proposed that these funds are allocated from the proceeds of the sale of a portion of QEII Park.

Origin of Report

1.2       This report is staff generated in response to a request from Councillors.

2.   Significance

2.1       The decision in this report is of low significance in relation to the Christchurch City Council’s Significance and Engagement Policy.

2.1.1   The level of significance was determined by application of the criteria used to assess significance with reference to the low degree of public interested or directly affected, low impact on the environment and Mana Whenua and low risk to Council.

2.1.2   The community engagement and consultation outlined in this report reflect the assessment.

 

3.   Staff Recommendations

That the Council:

1.         Approve the allocation of a $900,000 grant to the Christchurch School of Gymnastics to contribute to the costs of the site remediation component of their facility re building project on QEII Park.

2.         Approve that these funds are allocated from the proceeds of the sale of a portion of QEII Park to the Ministry of Education.

 

4.   Key Points

4.1       This report supports the Council's Long Term Plan (2015 - 2025):

4.1.1   Activity: Recreation and Sports Facilities

·     Level of Service: 7.0.1 Provide residents access to fit-for-purpose recreation and sporting facilities

·     Level of Service: 7.0.3 Strong community based organisations and networks to develop, promote and deliver recreation and sport in Christchurch

4.2       The following feasible options have been considered:

·     Option 1 - Approve the allocation of a $900,000 grant to Christchurch School of Gymnastics to contribute to the costs of the site remediation component of their re building project on QEII Park.  Approve that these funds are allocated from the land sale proceeds Council received from the Ministry of Education for a portion of QEII Park.

·     Option 2 – Decline allocation of funding to Christchurch School of Gymnastics for this project at this time.

4.3       Option Summary - Advantages and Disadvantages (Preferred Option)

4.3.1   The advantages of this option include:

·     Christchurch School of Gymnastics, as a current lease holder on QEII Park, will be able to proceed with their rebuild project and replace their current damaged facility on QEII Park.

·     The Community Recreation service provided by Christchurch School of Gymnastics will continue to be delivered to the eastern suburbs and greater Christchurch.

·     It is likely that the funding contribution from Council will act as an additional catalyst for other funders to contribute to this rebuild project.

4.3.2   The disadvantages of this option include:

·     Funding is allocated from the land sale proceeds prior to completion of the QEII Master Plan project and affects the community engagement in the planning process.

·     Less funds are available from the land sale proceeds for implementation of the QEII Master Plan outcomes.

 

 

5.   Context/Background

Christchurch School of Gymnastics

5.1       Christchurch School of Gymnastics (CSG) is a current lease holder at QEII Park and is a community based not for profit organisation.  CSG deliver gymsports services to the community from entry level participation to Olympic standard.  More than 1,600 members and 4,600 school children achieve over 200,000 participations annually.  A significant number of these children live in the Eastern side of the city.

5.2       GymsportsNZ Facility Strategy identifies CSG as being the Regional Hub for the upper South Island.

5.3       Council has approved the lease of a new site on QEII Park to CSG to enable the rebuild of their earthquake damaged facility

5.4       The costs of this build are estimated to be nearly $9 million.  CSG has $5.3 million available for the rebuild and to date has raised $487,000.  The Council contribution would be 10% of the planned project cost.  CSG have an active funding campaign for the balance required including applications with Lottery Grants who request CSG identify whether the Council is contributing to the project.

5.5       CSG have raised with Council Elected Members and staff the prospect of Council contributing to the site remediation costs of the project since Council made the resolution in June 2016 to “allocate the proceeds from the sale towards the development and implementation of a Masterplan for the rest of QEII Park”.  Due to budget constraints within the proposed Long Term Plan (LTP) staff recommend funding for the CSG project is granted from the QEII land sale proceeds from the Ministry of Education.  Staff believe this proposed funding is aligned to the objectives of the 2016 resolution since it enables the QEII Park to be used for community recreation and sport purposes, with substantial funds remaining to deliver on the Masterplan outcomes.

6.   Option 1 – Approve the allocation of a grant to Christchurch School of Gymnastics (preferred)

Option Description

6.1       Approve the allocation of a $900,000 grant to Christchurch School of Gymnastics to contribute to the costs of the site remediation component of their re building project so their current facility can be replaced within QEII Park.

6.2       Approve that these funds are allocated from the land sale proceeds Council received from the Ministry of Education for a portion of QEII Park.

Significance

6.3       The level of significance of this option is low, consistent with section 2 of this report.

6.4       Engagement requirements for this level of significance are to inform the QEII Park neighbourhood of the decision and rationale to proceed now rather than wait two years.

Impact on Mana Whenua

6.5       This option does not involve a significant decision in relation to ancestral land or a body of water or other elements of intrinsic value, therefore this decision does not specifically impact Ngāi Tahu, their culture and traditions.

Community Views and Preferences

6.6       The participants who receive the services CSG provide are specifically affected by this option due to the project being able to proceed to replace what existed prior to the earthquakes.  Their views are supportive of the rebuild project being able to proceed.

6.7       During the leasing process of the new site on QEII Park for the rebuilt CSG facility (approved 28 September 2017, CNCL/2017/00275) some residents opposed the allocation of a new lease.

6.8       On 23 June 2016 Council resolved to “allocate the proceeds from the sale of the land towards the development and implementation of a Masterplan for the rest of QEII Park”.

6.9       On 28 September 2017 Council resolved that “…the Coastal-Burwood Community Board proceed with the development of the QEII Park Masterplan, in consultation with the community and report back to Council with recommendations on implementation.

Alignment with Council Plans and Policies

6.10    This option is consistent with Council’s Plans and Policies

Financial Implications

6.11    Cost of Implementation – the proposed grant is $900,000 from the land sale proceeds of $4.5 million.  There are no further costs to the Council other than staff time which is budgeted for.  The funds proposed for allocation are from a dedicated funding source specifically for QEII Park.

6.12    Maintenance / Ongoing Costs – not applicable, CSG will maintain and operate the facility.

6.13    Funding source - The funds proposed for allocation are from a dedicated funding source specifically for QEII Park.

Legal Implications

6.14    There is not a legal context, issue or implication relevant to this decision

6.15    This report has been reviewed and approved by the Legal Services Unit

Risks and Mitigations

6.16    There is a risk to the community engagement in the QEII Park Masterplan process currently being planned and about to be implemented, caused by the allocation of funds ahead of the planning process and implementation.  This may result in community frustration with Council.

6.16.1 Residual risk rating: The residual rating of the risk after the below treatment is implemented will be low.

6.16.2 Planned treatment includes:

·     Communication with the community about the value this earthquake rebuild project provides the eastern city and greater Christchurch, the catalyst this funding will provide to the successful completion of the project, the commitment this community organisation has to remain delivering these services in the eastern part of the city; compared with the uncertainty and impact on the earthquake rebuild project and the service provided if the decision is delayed until the Masterplan is concluded in 18 months’ time.

·     Communication to include explanation of the sum that remains available to deliver aspects of the QEII Masterplan recommended by the Community Board and approved by Council in the future.

Implementation

6.17    Implementation dependencies  - resolution by Council

6.18    Implementation timeframe – four to six weeks to finalise funding agreements followed by Council resolution

Option Summary - Advantages and Disadvantages

6.19    The advantages of this option include:

·   Earthquake rebuild project by a community recreation service provider can progress in a timely manner and continue to provide the gymsport services

·   CSG can remain on QEII Park in a sustainable manner

·   CSG will be able to use the Council contribution as a catalyst for other fund raising efforts

·   With the funding CSG are likely to not have to reduce their build plans or wait until the Masterplan conclusion before applying for funding which would incur an estimated 16% costs escalation over the estimated two years of delay.

6.20    The disadvantages of this option include:

·   20% reduction in funds available for allocation to the Masterplan outcomes

·   Potential impact on community engagement process for the MasterPlan

7.   Option 2 – Decline the allocation of a grant to Christchurch School of Gymnastics

Option Description

7.1       Decline allocation of funding to Christchurch School of Gymnastics for this project at this time

Significance

7.2       The level of significance of this option is low, consistent with section 2 of this report.

7.3       Engagement requirements for this level of significance are to inform CSG of the decision and rationale.

Impact on Mana Whenua

7.4       This option does not involve a significant decision in relation to ancestral land or a body of water or other elements of intrinsic value, therefore this decision does not specifically impact Ngāi Tahu, their culture and traditions.

Community Views and Preferences

7.5       The participants who receive the services CSG provide are specifically affected by this option due to the project being able to proceed to replace what existed prior to the earthquakes.  Their views are supportive of the rebuild project being able to proceed.

7.6       During the leasing process of the new site on QEII Park for the rebuilt CSG facility (approved 28 September 2017, CNCL/2017/00275) some residents opposed the allocation of a new lease.

7.7       On 23 June 2016 Council resolved to “allocate the proceeds from the sale of the land towards the development and implementation of a Masterplan for the rest of QEII Park”.

7.8       On 28 September 2017 Council resolved that “…the Coastal-Burwood Community Board proceed with the development of the QEII Park Masterplan, in consultation with the community and report back to Council with recommendations on implementation.

Alignment with Council Plans and Policies

7.9       This option is consistent with Council’s Plans and Policies

Financial Implications

7.10    Cost of Implementation - there are no costs to the Council other than staff time which is budgeted for.

7.11    Maintenance / Ongoing Costs – not applicable

7.12    Funding source – not applicable

Legal Implications

7.13    There is not a legal context, issue or implication relevant to this decision

7.14    This report has been reviewed and approved by the Legal Services Unit

Risks and Mitigations

7.15    There is a risk of this earthquake rebuild project not proceeding with the current scope or being delayed in delivery caused by being unable to receive funding support from Council.  This may result in other funding not being achieved, de-scoping, stopping or delaying the project.

7.15.1 Residual risk rating: The residual rating of the risk after the below treatment is implemented will be low.

7.15.2 Planned treatments would be for the Christchurch School of Gymnastics to determine.

Implementation

7.16    Implementation dependencies  - resolution by Council

7.17    Implementation timeframe – two weeks to write to Christchurch School of Gymnastics post Council resolution

Option Summary - Advantages and Disadvantages

7.18    The advantages of this option include:

·   The full funding available for QEII Masterplan process remains

·   The community engagement in the development of the Masterplan would proceed as planned


 

7.19    The disadvantages of this option include:

·   The Christchurch School of Gymnastics will find acquiring the funding to deliver the planned project challenging

·   It is likely the project would be de scoped to less than what exists currently so impacting the number of community members who can access the services, and/or it is possible the project would be delayed so incurring cost escalation of approximately 3-4% per annum

 

 

Attachments

There are no attachments to this report.

 

Confirmation of Statutory Compliance

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i)  sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

 

Signatories

Author

David Bailey - Manager Recreations Services

Approved By

Michael Down - Finance Business Partner

John Filsell - Head of Recreation, Sports & Events

Mary Richardson - General Manager Citizen and Community

  


Council

08 March 2018

 

 

14.    2017/18 Metropolitan Discretionary Response Fund

Reference:

18/126303

Presenter(s):

George Patena ( Community Advisor)  Paula Rigby (Community Arts Advisor) 

 

 

1.   Purpose and Origin of Report

Purpose of Report

1.1       The purpose of this report is for the Council to consider an application for funding from its 2017/18 Discretionary Response Fund from the organisation(s) listed below.

Funding Request Number

Organisation

Project Name

Amount Requested

57415

WORD Christchurch

WORD Christchurch

$25,000

57427

Kingdom Resources Ltd

Better Living, More Hope

$30,000

 

Origin of Report

1.2       This report is staff generated as a result of applications being received.

2.   Significance

2.1       The decision(s) in this report are of low significance in relation to the Christchurch City Council’s Significance and Engagement Policy.

2.1.1   The level of significance was determined by the number of people affected and/or with an interest.

2.1.2   Due to the assessment of low significance, no further community engagement and consultation is required.

3.   Staff Recommendations

That the Council:

1.         Approves a grant of $20,000 from the 2017/18 Metropolitan Discretionary Response Fund to WORD Christchurch towards wages and administration costs.

2.         Approves a grant of $20,000 from the 2017/18 Metropolitan Discretionary Response Fund to Kingdom Resources Ltd towards Better Living, More Hope for rent and wages.

 

4.   Key Points

4.1       At the time of writing, the balance of the Discretionary Response Fund is as detailed below.

Total Budget 2017/18

Granted To Date

Available for allocation

Balance If Staff Recommendation adopted

$228,260

$161,610

$66,650

$26,650

 

4.2       Based on the current Discretionary Response Fund criteria, the applications listed above are eligible for funding.

4.3       The attached Decision Matrix provides detailed information for the application.  This includes organisational details, project details, financial information and a staff assessment.

 

 

Attachments

No.

Title

Page

a

2017/18 Metropolitan Discretionary Response Fund Decision Matrix WORD and Kingdom February 2018

83

 

 

Confirmation of Statutory Compliance

Compliance with Statutory Decision-making Requirements (ss 76 - 81 Local Government Act 2002).

(a) This report contains:

(i)  sufficient information about all reasonably practicable options identified and assessed in terms of their advantages and disadvantages; and

(ii) adequate consideration of the views and preferences of affected and interested persons bearing in mind any proposed or previous community engagement.

(b) The information reflects the level of significance of the matters covered by the report, as determined in accordance with the Council's significance and engagement policy.

 

Signatories

Author

Nicola Thompson - Community Funding Advisor

Approved By

Lester Wolfreys - Head of Community Support, Governance and Partnerships

Mary Richardson - General Manager Citizen and Community

  


Council

08 March 2018

 

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Council

08 March 2018

 

 

15.  Resolution to Exclude the Public

Section 48, Local Government Official Information and Meetings Act 1987.

 

I move that the public be excluded from the following parts of the proceedings of this meeting, namely items listed overleaf.

 

Reason for passing this resolution: good reason to withhold exists under section 7.

Specific grounds under section 48(1) for the passing of this resolution: Section 48(1)(a)

 

Note

 

Section 48(4) of the Local Government Official Information and Meetings Act 1987 provides as follows:

 

“(4)     Every resolution to exclude the public shall be put at a time when the meeting is open to the public, and the text of that resolution (or copies thereof):

 

             (a)       Shall be available to any member of the public who is present; and

             (b)       Shall form part of the minutes of the local authority.”

 

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 relevant part of the proceedings of the meeting in public are as follows:


Council

08 March 2018

 

 

 

ITEM NO.

GENERAL SUBJECT OF EACH MATTER TO BE CONSIDERED

SECTION

SUBCLAUSE AND REASON UNDER THE ACT

PLAIN ENGLISH REASON

WHEN REPORTS CAN BE RELEASED

16

Public Excluded Social, Community Development and Housing Committee Minutes - 31 January 2018

 

 

Refer to the previous public excluded reason in the agendas for these meetings.

 

17

Vbase Ltd - Letter of Expectations 2018/19

s7(2)(f)(ii)

Protection from Improper Pressure or Harassment

To allow the Council and Vbase Ltd the space to negotiate and discuss the expectations contained in the LOE and the implications that may arise without pressure from third parties.

After publication of Vbase's final SOI for 2018/19

18

Overdue Trade Debtors Over $20,000 at 31 December 2017

s7(2)(a)

Protection of Privacy of Natural Persons

Publication of the names of the debtors will make collection more difficult.

When legal proceedings are commenced.

19

Public Excluded Finance and Performance Committee Minutes - 31 January 2018

 

 

Refer to the previous public excluded reason in the agendas for these meetings.

 

20

Fraud Status Report

s7(2)(b)(ii), s7(2)(f)(ii)

Prejudice Commercial Position, Protection from Improper Pressure or Harassment

Public exclusion is necessary to allow disclosure and discussion of sensitive information.

Upon confirmation from Head of Risk and Audit

21

Internal Audit Status Report

s7(2)(e), s7(2)(f)(ii), s7(2)(j)

Prevention of Material Loss, Protection from Improper Pressure or Harassment, Prevention of Improper Advantage

Prevent the use of Internal Audit findings being utilised for improper advantage.

Consideration of release when reported findings have been closed.

22

Risk Management Status Report

s7(2)(c)(ii), s7(2)(f)(ii)

Prevent Damage to the Public Interest, Protection from Improper Pressure or Harassment

Prevent the improper use and misinterpretation of information.

Consideration of release pending status of risks and management activity.

23

Risk Management Reporting (ChristchurchNZ and Vbase)

s7(2)(b)(ii)

Prejudice Commercial Position

Discusses matters that may be commercially sensitive.

When the Chief Executive determines there are no longer any reasons to withhold the information under the Act.

24

Public Excluded Audit and Risk Management Committee Minutes - 13 February 2018

 

 

Refer to the previous public excluded reason in the agendas for these meetings.

 

25

Public Excluded Innovation and Sustainable Development Committee Minutes - 7 February 2018

 

 

Refer to the previous public excluded reason in the agendas for these meetings.

 

26

Update on water services to privately owned properties in the residential red zone

s7(2)(a), s7(2)(h)

Protection of Privacy of Natural Persons, Commercial Activities

to enable negotiations for the purchase of up to 5 privately-owned properties in the red zone

after sale and purchase completion

27

Deed of Option Consideration - Property Matter

s7(2)(a), s7(2)(i)

Protection of Privacy of Natural Persons, Conduct Negotiations

This report discloses private information and strategies related to a potential property purchase and negotiations that should not be disclosed.

Upon settlement of property purchase, or when the Chief Executive deems appropriate