Finance and Performance Committee of the Whole

Supplementary Agenda

 

 

Notice of Meeting:

An ordinary meeting of the Finance & Performance Committee of the Whole will be held on:

 

Date:                                    Thursday 2 May 2019

Time:                                   9.30am

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

 

 

Membership

Chairperson

Deputy Chairperson

Members

Councillor Raf Manji

Deputy Mayor Andrew Turner

Mayor Lianne Dalziel

Councillor Vicki Buck

Councillor Jimmy Chen

Councillor Phil Clearwater

Councillor Pauline Cotter

Councillor Mike Davidson

Councillor David East

Councillor Anne Galloway

Councillor James Gough

Councillor Yani Johanson

Councillor Aaron Keown

Councillor Glenn Livingstone

Councillor Tim Scandrett

Councillor Deon Swiggs

Councillor Sara Templeton

 

 

30 April 2019

 

 

 

Principal Advisor

Carol Bellette

General Manager Finance and Commercial

 

 

Samantha Kelly

Committee and Hearings Advisor

941 6227

samantha.kelly@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.
To view copies of Agendas and Minutes, visit:
https://www.ccc.govt.nz/the-council/meetings-agendas-and-minutes/

 


Finance and Performance Committee of the Whole

02 May 2019

 

 


Finance and Performance Committee of the Whole

02 May 2019

 

Part A             Matters Requiring a Council Decision

Part B           Reports for Information

Part C           Decisions Under Delegation

 

 

TABLE OF CONTENTS

 

C          22.      Resolution to Include Supplementary Reports............................................... 4  

B         23.      Performance Exceptions Report March 2019.................................................. 5

B         24.      Service Delivery Review (Section 17A) Schedule............................................ 25  


Finance and Performance Committee of the Whole

02 May 2019

 

 

22. Resolution to Include Supplementary Reports

1.      Background

1.1          Approval is sought to submit the following reports to the Finance and Performance Committee of the Whole meeting on 02 May 2019:

23.   Performance Exceptions Report March 2019

24.   Service Delivery Review (Section 17A) Schedule

1.2          The reason, in terms of section 46A(7) of the Local Government Official Information and Meetings Act 1987, why the reports were not included on the main agenda is that they were not available at the time the agenda was prepared.

1.3          It is appropriate that the Finance and Performance Committee of the Whole receive the reports at the current meeting.

2.      Recommendation

2.1          That the reports be received and considered at the Finance and Performance Committee of the Whole meeting on 02 May 2019.

23.   Performance Exceptions Report March 2019

24.   Service Delivery Review (Section 17A) Schedule

 

 


Finance and Performance Committee of the Whole

02 May 2019

 

 

23.   Performance Exceptions Report March 2019

Reference:

19/400699

Presenter(s):

Peter Ryan - Head of Performance Management

 

 

1.   Purpose of Report

1.1       The purpose of this report is for the Finance and Performance Committee of the Whole to note performance exception reporting for March 2019.

 

2.   Staff Recommendations

That the Finance and Performance Committee of the Whole:

1.         Receives the information in the monthly Corporate Performance Exceptions Report, Level of Service Exceptions, Commentary and Performance by Activity reports for March 2019.

3.   Key Points

3.1       Corporate performance reports focus on exceptions as follows:

3.1.1   Performance Exceptions Report March 2019 in Attachment A.

3.1.2   Attachment B comprises March 2019 updates for:

·     Graph of forecast levels of service (LOS) performance by Activity.

·     Graph of forecast LOS delivery summary.

·     Exceptions commentaries.

3.1.3   Performance by Activity Feb 2019 in Attachment C:

·     Graph of relationship between forecast LOS delivery and forecast operational expenditure by Activities.

·     Table of Activities forecast LOS delivery performance and forecast operational expenditure.

4.   Context/Background

Issue or Opportunity

4.1       The reports assist with both transparency and accountability. Their focus is on managing risks to delivery and any remedial actions required.  

Strategic Alignment

4.2       This reporting framework is based on the levels of service, budgets and projects approved in the 2018 Long Term Plan. 

 

Attachments

No.

Title

Page

a

Performance Exceptions Summary Mar 2019

7

b

LOS Graphs and Exceptions Commentaries Mar 2019

9

c

Performance by Activity Graph and Table Mar 2019

21

 

 

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

Lerks Stedman - Senior Business Analyst

Boyd Kedzlie - Senior Business Analyst

Approved By

Peter Ryan - Head of Performance Management

Carol Bellette - General Manager Finance and Commercial (CFO)

  


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02 May 2019

 

 

24.   Service Delivery Review (Section 17A) Schedule

Reference:

19/400838

Presenter(s):

Carol Bellette – General Manager Finance and Commercial (CFO)

 

 

1.   Purpose of Report

1.1       The purpose of this report is for the Finance and Performance Committee of the Whole to consider a proposed schedule for (Section 17A) Service Delivery Reviews.

2.   Executive Summary

The deadline requested by the Chair of the Finance and Performance Committee for completion of Service Delivery Reviews is June 2020, on the basis that they will be needed to inform the 2021 LTP process.

 

The Executive Leadership team has reviewed both core and non-core activity areas to consider potential for review.

2.1       Core activities

2.1.1   There is a separate report on a Three Waters Service Delivery Review going to the Finance and Performance Committee meeting of 2 May 2019 under the authorisation of David Adamson. This report sets out options on whether to undertake a review or seek an exemption.

2.1.2   A report will be developed on other core activities (Libraries, Museums and Recreation facilities) to seek Council’s appetite for potentially changing the governance, ownership and provision of these services. If Council has an appetite to review these arrangements via S17A reviews then staff will need to provide subsequent advice on the feasible timing of the reviews. ELT has noted that the exemptions recommended to and approved by Council in December 2017 remain in effect.

2.2       Non-Core activities

2.2.1   There is potential for a review around Building Consents.

2.2.2   There is also potential for a review around Resource Consents.

2.2.3   The Executive Leadership Team may look as part of good management to review other (non-core) activities but these would not be formal S17a service delivery reviews.

Five service delivery reviews were carried out in 2017. A schedule of the status of core activities (reviewed/exempt) is at Attachment A.

A similar list for non-core activities is in Attachment B. Both attachments reflect the decisions made by Council at the meeting of 20 December 2017. 

 

3.   Staff Recommendations

That the Finance and Performance Committee of the Whole:

1.         Considers the information in the Service Delivery Review (Section 17A) Schedule.

4.   Key Points

4.1       The service delivery review provisions of the Local Government Act took effect in 2014.

4.2       The three triggers for S17A reviews are:

4.2.1   when considering significant changes to service levels;

4.2.2   within two years of expiration of a contract or other binding agreement to deliver a service; 

4.2.3   a gap of six years since the last review.

5.   Context/Background

Issue or Opportunity

5.1       S17A Service Delivery reviews are a legal requirement under the Local Government Act. A service delivery review should determine whether the existing means for delivering a service remains the most efficient, effective and appropriate means for delivering that service. The legislation requires that a service delivery review should periodically assess “the cost-effectiveness of current arrangements for meeting the needs of communities within its district or region for good quality local infrastructure, local public services, and performance of regulatory functions.”

5.2       Reviews commenced nationally in 2014 and all councils are required to complete a rotation of their service delivery reviews by 2021. The LGA 2002 contains a transitional provision requiring that all services must have been reviewed by 8 August 2017.

5.3       Five areas were reviewed and received by Council on 3 August 2017. They were referred to committees for discussion. These reviews were adopted by Council on 20 December 2017 along with lists of exemptions.

5.4       Only Council can approve the completion of a S17A review, or exemptions from review. 

5.5       There are two statutory circumstances where a review is not necessary (even when triggers have been activated: 

·   there is a contract or other agreement in place that cannot reasonably be changed within two years; or

·   the local authority is satisfied that the costs of doing a review outweigh the benefits of doing a review.

Strategic Alignment

5.6       Provision has been made in the LTP 2021 Programme Plan for Service Delivery Reviews to contribute to the Long Term Plan 2021.

 

Attachments

No.

Title

Page

a

Core Activities - Service Delivery Review Status

28

b

Non Core Activities - Service Delivery Reviews

29

c

LTP 2018 Activity Structure

30

 

 

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

Lerks Stedman - Senior Business Analyst

Boyd Kedzlie - Senior Business Analyst

Peter Ryan - Head of Performance Management

Approved By

Carol Bellette - General Manager Finance and Commercial (CFO)

  


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02 May 2019

 

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02 May 2019

 

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