Finance and Performance Committee of the Whole

Open Minutes

 

 

Date:                                    Thursday 2 May 2019

Time:                                   9.35am

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

 

 

Present

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 David East

Councillor Anne Galloway

Councillor Yani Johanson

Councillor Aaron Keown

Councillor Glenn Livingstone

Councillor Tim Scandrett

Councillor Deon Swiggs

Councillor Sara Templeton

 

 

2 May 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

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

 


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

 

 

 

The agenda was dealt with in the following order.

1.   Apologies

Part C

Committee Resolved FPCO/2019/00031

That the apologies from Councillors Davidson and Gough for absence, the apology from Councillor Johanson for lateness and the apology from Councillor Templeton for partial absence be accepted.

Councillor Manji/Councillor Cotter                                                                                                                  Carried

 

2.   Declarations of Interest

Part B

Councillor Livingstone declared an interest in Public Excluded Item 19.

 

 

Councillor Buck joined the meeting at 9.36am during consideration of item 3.

 

3.   Confirmation of Previous Minutes

Part C

Committee Resolved FPCO/2019/00032

That the minutes of the Finance and Performance Committee of the Whole meeting held on Thursday, 4 April 2019 be confirmed.

Councillor Manji/Councillor Chen                                                                                                                    Carried

 

4.   Public Forum

Part B

There were no public forum presentations.

 

 

5.   Deputations by Appointment

Part B

There were no deputations by appointment.

 

6.   Presentation of Petitions

Part B

There was no presentation of petitions.

 

 

22. Resolution to Include Supplementary Reports

 

Committee Resolved FPCO/2019/00033

That the reports be received and considered at the Finance and Performance Committee of the Whole meeting on Thursday, 2 May 2019.

Open Items

23.       Performance Exceptions Report March 2019

Public Excluded Item

25.       Regenerate Christchurch – Board Appointments

Councillor Manji/Councillor East                                                                                                                      Carried

 

 

 

The Mayor and Deputy Mayor Turner joined the meeting at 9.39am during consideration of item 7.

 

Councillor Johanson joined the meeting at 9.46am during consideration of item 7.

 

 

7.   Capital Programme Performance Report

 

Committee Resolved FPCO/2019/00034

Original Staff Recommendation Accepted Without Change

Part B

That the Finance and Performance Committee of the Whole:

1.         Receive the information in the Capital Programme Performance report.

2.         Request further information on specific projects or portfolios.

Councillor Chen/Deputy Mayor                                                                                                                          Carried

 

 

 

 

 


 

23. Performance Exceptions Report March 2019

 

Committee Resolved FPCO/2019/00035

Original Staff Recommendation Accepted Without Change

Part B

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.

Councillor Manji/Deputy Mayor                                                                                                                         Carried

 

 

 

 

24. Service Delivery Review (Section 17A) Schedule

 

The report withdrawn from the agenda.

 

 

 

 

 

8.   Process for an independent review of 3 Waters delivery (as per a s17A review)

 

The Committee resolved to approve option 2 (internal preparation, independent peer review and governance), as the preferred way of delivering the section 17A review for the 3 Waters.

In addition the Committee requested staff provide a further report to the next meeting on the how the review will be undertaken including Terms of Reference and governance structure.

 

Staff Recommendations

That the Finance and Performance Committee of the Whole:

1.         Approves that a section 17A review for the 3 Waters should commence immediately.

2.         Approves option 1 as the preferred way of delivering the review, which is an independent preparation lead and process governance with internal staff support and peer-review.

3.         Approves that the components of the sections 17A review that focus on cost effectiveness for the Council should be funded by the professional services budget within the 3 Waters Unit.

4.         Agrees that the scope of the section 17A review should include cost-effectiveness for the Canterbury region. This will enable the Council to be prepared to respond to potential outcomes of the central government 3 Waters work programme.

 

Committee Resolved FPCO/2019/00036

Part C

That the Finance and Performance Committee of the Whole:

1.         Approves that a section 17A review for the 3 Waters should commence immediately.

2.         Approves option 2 as the preferred way of delivering the review.

3.         Approves that the components of the sections 17A review that focus on cost effectiveness for the Council should be funded by the professional services budget within the 3 Waters Unit.

4.         Agrees that the scope of the section 17A review should include cost-effectiveness for the Canterbury region and the cost impact on Christchurch city. This will enable the Council to be prepared to respond to potential outcomes of the central government 3 Waters work programme.

5.              Request staff to bring a report back to the next Finance and Performance Committee of the Whole meeting on how the review will be undertaken including, Terms of Reference and governance structure for option 2.

The division was declared carried by 9 votes to 6 votes the voting being as follows:

For:                          Deputy Mayor Turner, Councillor Buck, Councillor Chen, Councillor Clearwater, Councillor Cotter, Councillor Galloway, Councillor Johanson, Councillor Livingstone and Councillor Scandrett

Against:                 Councillor Manji, Mayor Dalziel, Councillor East, Councillor Keown, Councillor Swiggs and Councillor Templeton

Councillor Cotter/Councillor Chen                                                                                                                   Carried

 

 

 

The meeting adjourned at 11.35am and reconvened at 11.49am. Councillors Buck, Galloway, Keown and Templeton were not present at this time.

 

Councillor Keown returned to the meeting at 11.51am during consideration of item 9.

 

Councillor Galloway returned to the meeting at 11.52am during consideration of item 9.

 


 

9.   Asset Management Improvement Programme Report - Six monthly update

 

Committee Resolved FPCO/2019/00037

Original Staff Recommendation Accepted Without Change

Part B

That the Finance and Performance Committee of the Whole:

1.         Receives the update on the Asset Management Improvement Programme activities.

2.         Receives the information contained in this report and the March 2019 Portfolio Dashboard Report.

Councillor Manji/Councillor Swiggs                                                                                                                Carried

 

 

12. LTP 2021-31 Programme Plan

 

Staff Recommendations

That the Finance and Performance Committee of the Whole:

1.         Receives the information in the Long Term Plan 2021-31 Programme Plan.

 

Committee Resolved FPCO/2019/00038

Part B

That the Finance and Performance Committee of the Whole:

1.         Receives the information in the Long Term Plan 2021-31 Programme Plan.

2.              Requests that the report is a standing item on future Finance and Performance Committee agenda’s.

3.              Requests staff schedule a Long Term Plan workshop with the new Council (as soon as possible after the election) to confirm the programme and strategic directions.

Deputy Mayor/Councillor Chen                                                                                                                          Carried

 

 

10. Christchurch Town Hall Project Monthly Update

 

Committee Resolved FPCO/2019/00039

Original Staff Recommendation Accepted Without Change

Part B

That the Finance and Performance Committee of the Whole:

1.         Receives the Christchurch Town Hall Project Monthly Update.

Councillor Manji/Councillor Clearwater                                                                                                        Carried

 

 

Councillor Templeton returned to the meeting at 12.45pm during consideration of item 11.

 

 

11. Community Facilities Earthquake Rebuild Programme Bi-Monthly Update April 2019

 

Committee Resolved FPCO/2019/00040

Original Staff Recommendation Accepted Without Change

Part B

That the Finance and Performance Committee of the Whole:

1.         Receives the information in the Community Facilities Rebuild Bi-Monthly Update report.

Councillor Scandrett/Councillor Livingstone                                                                                              Carried

 

 

 

 

The meeting adjourned at 12.53pm and reconvened at 2pm. The Mayor and Councillors Buck and Keown were not present at this time.

 

The Mayor and Councillor Keown returned to the meeting at 2.02pm during consideration of item 15.

 

Councillor Buck returned to the meeting at 2.30pm during consideration of item 15.

 

Councillor East left the meeting at 3.01pm and returned at 3.03pm during consideration of item 15.

 


 

15. SCIRT and Horizontal Infrastructure Rebuild Close-out

 

Committee Comment

The Committee resolved the staff recommendation to receive the report and also requested a series of workshops to explore the report further.

 

Committee Resolved FPCO/2019/00041

Part B

That the Finance and Performance Committee of the Whole:

1.         Receive the SCIRT and Horizontal Infrastructure Rebuild close-out report.

2.              Requests a series of workshops to explore the report in further detail.

Councillor Manji/Councillor East                                                                                                                      Carried

 

 

 

The meeting adjourned at 3.52pm and reconvened at 4.07pm. Councillor Templeton was not present at this time.

 

Councillor Templeton returned to the meeting at 4.08pm during consideration of item 16.

 

Councillor Galloway left the meeting at 4.08pm and returned at 4.12pm during consideration of item 16.

 

 

16. MyCouncil Request Management Closeout Summary

 

Committee Comment

The Committee resolved the staff recommendation to receive the report and also requested a workshop on the Organisational Digital Strategy.

 

Committee Resolved FPCO/2019/00042

Part B

That the Finance and Performance Committee of the Whole:

1.         Receive the information in the Project Closeout Summary for My Council Request Management.

2.              Requests a workshop on the Organisation Digital Strategy.

Mayor/Deputy Mayor                                                                                                                                              Carried

 

 


 

13. Corporate Finance Report for the quarter ended 31 March 2019

 

Committee Resolved FPCO/2019/00043

Original Staff Recommendation Accepted Without Change

Part B

That the Finance and Performance Committee of the Whole:

1.         Receives the information in the Corporate Finance Report for the quarter ended 31 March 2019.

2.         Note the status of the Treasury Policy Compliance.

3.         Note the status of the Rates and Non-rates Debtor balances.

Councillor Manji/Councillor Scandrett                                                                                                           Carried

 

 

 

Councillor Galloway left the meeting at 4.42pm and returned at 4.48pm during consideration of item 14.

 

Councillor Templeton left the meeting at 4.50pm during consideration of item 14.

 

 

14. Financial Performance Report for the nine months to 31 March 2019

 

Committee Resolved FPCO/2019/00044

Original Staff Recommendation Accepted Without Change

Part B

That the Finance and Performance Committee of the Whole:

1.         Receives the information in the Financial Performance Report for the nine months to 31 March 2019.

Councillor Manji/Councillor Cotter                                                                                                                  Carried

 

 

 


 

17  Resolution to Exclude the Public

 

Committee Resolved FPCO/2019/00045

Part C

That at 4.52pm the resolution to exclude the public set out on pages 485 to 487 of the agenda and pages 5 to 6 of the supplementary agenda be adopted.

Councillor Manji/Deputy Mayor                                                                                                                           Carried

 

The public were re-admitted to the meeting at 5.18pm.

 

   

Meeting concluded at 5.18pm.

 

CONFIRMED THIS 6 DAY OF JUNE 2019.

 

Councillor Raf Manji

Chairperson