Finance and Performance Committee

Open Minutes

 

 

Date:                                    Thursday 30 January 2020

Time:                                   9.35am

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

 

 

Present

Chairperson

Deputy Chairperson

Members

Deputy Mayor Andrew Turner

Councillor Sam MacDonald

Mayor Lianne Dalziel

Councillor Jimmy Chen

Councillor Catherine Chu

Councillor Melanie Coker

Councillor Pauline Cotter

Councillor Mike Davidson

Councillor Anne Galloway

Councillor James Gough

Councillor Yani Johanson

Councillor Aaron Keown

Councillor Phil Mauger

Councillor Jake McLellan

Councillor Sara Templeton

 

 

 

30 January 2020

 

 

Principal Advisor

Dawn Baxendale

Chief Executive

Tel: 941 6996

Principal Advisor

Carol Bellette

General Manager Finance and Commercial

Tel: 941 8540

 

Samantha Kelly

Team Leader Hearings & Committee Support

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

30 January 2020

 

Part A           Matters Requiring a Council Decision

Part B           Reports for Information

Part C           Decisions Under Delegation

 

 

Karakia Timatanga: Delivered by Deputy Mayor Turner. 

 

The agenda was dealt with in the following order.

1.   Apologies / Ngā Whakapāha

Part C

Committee Resolved FPCO/2020/00002

That the apologies received from Councillor Daniels and Councillor Scandrett for absence be accepted.

Deputy Mayor/Councillor MacDonald                                                                                                               Carried

 

2.   Declarations of Interest / Ngā Whakapuaki Aronga

Part B

The Mayor, Deputy Mayor Turner and Councillors Gough and Templeton declared an interest in Public Excluded Item 25.

 

Councillor Gough declared an interest in Item 14.

 

The Mayor and Deputy Mayor Turner declared an interest in item 19.

 

Councillor Mauger declared an interest in Item 24.

3.   Confirmation of Previous Minutes / Te Whakaāe o te hui o mua

Part C

Committee Resolved FPCO/2020/00003

That the minutes of the Finance and Performance Committee meeting held on Thursday, 5 December 2019 be confirmed.

Deputy Mayor/Councillor MacDonald                                                                                                               Carried

 

4.   Public Forum / Te Huinga Whānui

Part B

There were no public forum presentations.

5.   Deputations by Appointment / Ngā Huinga Whakaritenga

Part B

There were no deputations by appointment.

6.   Presentation of Petitions / Ngā Pākikitanga

Part B

There was no presentation of petitions.

 

7.   Performance Exceptions Report December 2019

 

Secretarial Note: The Committee requested Memorandum’s on the following:

·         An update on the forecast delivery completion date for the WW Mains Renewal - Tuam Street Brick Barrel.

·         Information on the report process for the voter-turnout report which is currently underway.

·         An update regarding the figures relating to the asset transfers to the OCHT.

 

Committee Resolved FPCO/2020/00004

Original Staff Recommendation accepted without change

Part B

That the Finance and Performance Committee:

1.         Receives the information provided in the monthly Performance Exceptions Report for December 2019.

Deputy Mayor/Councillor Templeton                                                                                                               Carried

 

 

Councillor MacDonald left the meeting at 10.08am and returned at 10.10am during consideration of Item 8.

8.   Capital Project Performance Report - Dec 2019

 

Secretarial Note: The Committee requested Memorandum’s on the following:

·         Information regarding the resource consent for the Heathcote Expressway MCR.

·         Information on the operational costs associated with the Hot Salt Water Pools.

 

Committee Resolved FPCO/2020/00005

Original Staff Recommendations accepted without change

Part B

That the Finance and Performance Committee:

1.         Receives the information in the Capital Programme Performance Report.

2.         Receives and notes the information in the Capital Watchlist and Major Cycleways Watchlist report.

Deputy Mayor/Councillor Chen                                                                                                                           Carried

 

 

Councillors Cotter and Johanson left the meeting at 10.14am and returned at 10.20am during consideration of Item 9.


 

 

9.   Major Facilities Elected Member Update

 

Committee Comment

The Committee received the report and requested a further close out report on Lancaster Park including information on the final project cost.

 

Committee Resolved FPCO/2020/00006

Part B

That the Finance and Performance Committee:

1.         Receives the information within the Elected Members Updates of Capital Delivery Major Facilities Projects:

a.         Metro Sports Facility (Joint Venture with Ōtākaro Ltd).

b.         Lancaster Park Deconstruction & Demolition.

c.         Te Pou Toetoe: Linwood Pool.

d.         Hornby Library, Service Centre and South West Leisure Centre.

e.         The Square and Surrounds.

f.          Old Municipal Chambers (OMC).

g.         Performing Arts Precinct.

h.         Canterbury Multi-Use Arena Investment Case.

2.              Notes that a close out report on the Lancaster Park Demolition project will come back to the Finance and Performance Committee as soon as possible. The report will include information on the utilisation of the budget noting Council’s expectation is that unused funds (if any) will be used for future redevelopment of the site.

Councillor Templeton/Councillor Cotter                                                                                                         Carried

 


 

Councillor Gough left the meeting at 10.38am and returned at 10.42am during consideration of Item 10.

 

Councillor Davidson left the meeting at 10.47am and returned at 10.49am during consideration of Item 10.

 

10. Asset Management Improvement Programme Report - Six monthly update

 

Committee Resolved FPCO/2020/00007

Original Staff Recommendations accepted without change

Part B

That the Finance and Performance Committee:

1.         Receives the information in the Asset Management Improvement Programme Report - Six monthly update.

2.         Notes the value of continuing to invest in the Asset Management Improvement Programme.

Deputy Mayor/Councillor MacDonald                                                                                                               Carried

 

 

 

22  Resolution to Exclude the Public

 

Committee Resolved FPCO/2020/00008

That at 10.58am the resolution to exclude the public under Section 7(2)(a): To protect the privacy of natural persons be adopted for Item 11. LTP 2021 Programme Update January 2020 for Staff Recommendations 4 and 5.

Deputy Mayor/Councillor MacDonald                                                                                                               Carried

 

The public were re-admitted to the meeting at 11.12am.

 

The meeting adjourned at 11.12am and reconvened at 11.28am.

Councillors Galloway and Keown were not present at this time.


 

11. LTP 2021 Programme Update January 2020

 

Secretarial Note: The appointments of the Chairperson and Deputy Chairperson of the LTP External Advisory Group (Resolutions 4 and 5) were conducted in the public excluded section of the meeting, under Section 7(2)(a): To protect the privacy of natural persons. The Committee agreed to release the names of the appointments in the open section of the meeting and are noted below.

 

Staff Recommendations / Ngā Tūtohu

That the Finance and Performance Committee:

1.         Notes that the fundamental premise of the Long Term Plan process is that all components (Financial and Infrastructure Strategies, Activity Plans, Asset Management Plans, the capital programme) will be completed by staff in draft form by 1 June 2020. 

2.         Notes that this will provide councillors reasonable time to work through proposals, options and budgets in a measured way before finalising a draft Long Term Plan in December 2020 and formally adopting the draft in February 2021.

3.         Notes the Long Term Plan project update as attached to this report.

4.         Appoints [insert name] as Chairperson of the External Advisory Group for the LTP 2021-31.

5.         Appoints [insert name] as Deputy Chairperson of the External Advisory Group for the LTP 2021-31.

 

Committee Resolved FPCO/2020/00009

Original Staff Recommendations accepted without change

Part C

That the Finance and Performance Committee:

1.         Notes that the fundamental premise of the Long Term Plan process is that all components (Financial and Infrastructure Strategies, Activity Plans, Asset Management Plans, the capital programme) will be completed by staff in draft form by 1 June 2020. 

2.         Notes that this will provide councillors reasonable time to work through proposals, options and budgets in a measured way before finalising a draft Long Term Plan in December 2020 and formally adopting the draft in February 2021.

3.         Notes the Long Term Plan project update as attached to this report.

Deputy Mayor/Councillor Davidson                                                                                                                   Carried

 

 

It was noted that the Finance and Performance Committee:

4.         Appoints Garry Moore as Chairperson of the External Advisory Group for the LTP 2021 - 31.

5.              Appoints Louise Edwards as Deputy Chairperson of the External Advisory Group for the LTP 2021 - 31.

 

 

Councillors Galloway and Keown returned to the meeting at 11.30am during consideration of Item 12.

 

12. Three Waters section 17A review - Interim Update

 

Committee Resolved FPCO/2020/00010

Original Staff Recommendations accepted without change

Part C

That the Finance and Performance Committee:

1.         Receives the information provided in the report.

2.         Extends the Three Waters section 17A review completion date to September 2020.

Councillor Cotter/Councillor Templeton                                                                                                         Carried

 

 

 

13. Closeout Report Sumner Road Zone 3a and 3b

 

Committee Resolved FPCO/2020/00011

Original Staff Recommendation accepted without change

Part B

That the Finance and Performance Committee:

1.         Receives the information in the Project Closeout Summary for Sumner Road Zone 3a and 3b.

Deputy Mayor/Councillor Chen                                                                                                                           Carried

 

 

 

14. Hereford Street (Manchester - Oxford) - Estimated Cost to Completion

 

Committee Resolved FPCO/2020/00012

Original Staff Recommendation accepted without change

Part B

That the Finance and Performance Committee:

1.         Receives this report on the estimated cost of the Hereford Street project and the information contained within it.

Deputy Mayor/Councillor Cotter                                                                                                                         Carried

Councillor Gough declared an interest and took no part in the discussion or voting on this item.

 

 


 

Councillor MacDonald assumed the Chair for Item 19.

 

Councillor Davidson left the meeting at 12.32pm and returned at 12.36pm during consideration of Item 19.

 

19. The Christchurch Foundation - Annual Report 2018/19

 

Committee Comment

Amy Carter, Chief Executive of Christchurch Foundation joined the table for this item.

 

Committee Resolved FPCO/2020/00013

Original Staff Recommendations accepted without change

Part B

That the Finance and Performance Committee:

1.         Notes that the Christchurch Foundation’s annual report for 2018/19 records a cash balance of $9.387 million largely generated from donations and pledges following the 15 March 2019 terror attacks in Christchurch, and from Christchurch City Council annual donations of $450,000;

2.         Notes that following completion of its listening project which allowed for those most impacted by the attacks to help make the decisions as to distribution of the ‘Our City, Our People funds, the Christchurch Foundation paid out $2 million during the 2018/19 financial year, and since then has distributed a further $6 million; and

3.         Notes that Council staff will report on the Christchurch Foundation’s performance quarterly upon receipt of its reports. 

Councillor Templeton/Councillor Galloway                                                                                                   Carried

The Mayor and Deputy Mayor declared an interest and took no part in the discussion or voting on this item.

 

 

Deputy Mayor Turner resumed the Chair.


 

15. Corporate Finance Report for the period ending 31 December 2019

 

Committee Resolved FPCO/2020/00014

Original Staff Recommendation accepted without change

Part B

That the Finance and Performance Committee:

1.              Receives the information in the Corporate Finance Report for the period ending 31 December 2019.

Councillor McLellan/Councillor Gough                                                                                                            Carried

 

 

 

16. Draft Submission on the Fire and Emergency New Zealand Funding Review

 

Committee Resolved FPCO/2020/00015

Original Staff Recommendation accepted without change

Part C

That the Finance and Performance Committee:

1.         Approves the draft submission (as attached) on the Fire and Emergency New Zealand Funding Review.

Councillor Keown/Councillor Coker                                                                                                                  Carried

 

 


 

20. Civic Financial Services Ltd - Statement of Intent 2020

 

Committee Resolved FPCO/2020/00016

Original Staff Recommendations accepted without change

Part C

That the Finance and Performance Committee:

1.         Notes the Civic Financial Services Statement of Intent for 2020 which takes effect from 1 January 2020.

2.         Requests that the Chief Executive of the Council writes to the Civic Financial Services’ Board of Directors on behalf of Council to register the staff concerns raised in this report and that the Council’s delegate to Civic Financial Services’ next Annual General Meeting will raise the matter for discussion with other shareholders.

3.         Requests that Civic Financial Services includes in its future Statements of Intent the content that is set out in clause 7 of schedule 8 of the Local Government Act 2002 and performance targets for returns and fees that are in line with, or better than market averages.

Deputy Mayor/Councillor Cotter                                                                                                                         Carried

 

 

The meeting adjourned at 12.59pm and reconvened at 3.06pm.

 

 


 

17. Draft Submission on Reducing Waste: A More Effective Landfill levy

 

Committee Resolved FPCO/2020/00017

Original Staff Recommendation accepted without change

Part C

That the Finance and Performance Committee:

1.         Approves the Council’s draft submission on Reducing Waste: A More Effective Landfill Levy, to be submitted to the Ministry for the Environment by Monday 3 February 2020.

Councillor McLellan/Councillor Cotter                                                                                                             Carried

 

 

18. Draft submission on Local Government New Zealand Reinvigorating Local Democracy discussion paper

 

Committee Resolved FPCO/2020/00018

Original Staff Recommendation accepted without change

Part C

That the Finance and Performance Committee:

1.         Approves the Christchurch City Council submission to Local Government New Zealand's discussion paper on Reinvigorating Local Democracy.

Deputy Mayor/Councillor Coker                                                                                                                          Carried

 

 

 

21. Development Christchurch Ltd - Quarter 1 2019/20 Performance Report

 

Committee Comment

Rob Hall, Chief Executive, Joel Lieschke, Corporate Services Manager and Fiona Mules of Development Christchurch Limited joined the table for this item.

 

Committee Resolved FPCO/2020/00019

Original Staff Recommendation accepted without change

Part B

That the Finance and Performance Committee:

1.         Notes Development Christchurch Limited’s performance report for Quarter 1, 2019/20.

Councillor Templeton/Councillor MacDonald                                                                                               Carried

 

 


 

 

22  Resolution to Exclude the Public

 

Secretarial Note: Public Excluded Item 25: Christchurch City Holdings Ltd – Proposal to increase directors’ fees was deferred to the 13 February 2020 Council meeting.

 

Committee Resolved FPCO/2020/00020

Part C

That Rob Hall, Chief Executive, Joel Lieschke, Corporate Services Manager and Fiona Mules of Development Christchurch Limited, remain after the public have been excluded for Item 24: Development Christchurch Ltd – Quarter 2019/20 Performance Report of the public excluded agenda as they have knowledge that is relevant to that item and will assist the Council.

AND

That at 3.21pm the resolution to exclude the public set out on pages 225 to 227 of the agenda be adopted.

Councillor Templeton/Councillor MacDonald                                                                                                 Carried

 

The public were re-admitted to the meeting at 4.10pm.

 

 

Karakia Whakamutunga: Delivered by Deputy Mayor Turner.  

 

Meeting concluded at 4.11pm.

 

CONFIRMED THIS 5TH DAY OF MARCH 2020.

 

Deputy Mayor Andrew Turner

Chairperson