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Council Information Session/Workshop

Notes

 

 

Date:                                    Tuesday 22 October 2024

Time:                                   9.30 am - 2.15 pm

Venue:                                 Council Chambers, Civic Offices,
53 Hereford Street, Christchurch
Zoom Link:
https://us02web.zoom.us/j/8305479561
Meeting ID: 830 547 9561

 

 

Present

Chairperson

Deputy Chairperson

Members

Mayor Phil Mauger

Deputy Mayor Pauline Cotter

Councillor Kelly Barber

Councillor Melanie Coker

Councillor Celeste Donovan

Councillor Tyrone Fields

Councillor James Gough

Councillor Tyla Harrison-Hunt – attended via Zoom

Councillor Victoria Henstock

Councillor Yani Johanson

Councillor Aaron Keown

Councillor Sam MacDonald

Councillor Jake McLellan

Councillor Andrei Moore

Councillor Mark Peters

Councillor Tim Scandrett

Councillor Sara Templeton

 

 

 

 

 

 

 

Principal Advisor

Mary Richardson

Chief Executive

Tel: 941 8999

mary.richardson@ccc.govt.nz

 

 

 

Note:  This forum has no decision-making powers and is purely for information sharing.

To find upcoming meetings, watch a recording after the meeting date, or view copies of meeting Agendas and Notes, go to:

https://www.ccc.govt.nz/the-council/meetings-agendas-and-minutes/

 


 The agenda was dealt with in the following order.

1.   Apologies Ngā Whakapāha  

There were no apologies received.

 

 

2.   Annual Plan 25/26 Briefing Update

 

 

1.1          Bede Carran (GM Finance, Risk & Performance / CFO) and Peter Ryan (Head of Corporate Planning & Performance) introduced the Annual Plan 25/26 session and provided a high level overview of the process to date.

1.2          The following documents were tabled to support staff presentations:

·      A PowerPoint presentation (Attachment A as attached to the Minutes).

·      Transport AP26 Attachment Session 2 (Attachment B as attached to the Minutes).

 

Attachments

a       Staff Presentation

b      Transport AP26 Attachment Session 2

c      W2W Attachment Session 2  

 

During discussion of Item 2.1 Finance Upate:

·      Deputy Mayor Cotter left the Information Session/Workshop at 9.52 am and returned at 9.53 am.

·      Councillor Templeton left the Information Session/Workshop at 10.02 am and returned at 10.09 am.

·      Councillor Moore left the Information Session/Workshop at 10.20 am and returned at 10.21 am.

 

2.1         Finance Update

1.1          Bede Carran (GM Finance Risk & Performance / CFO) and Russell Holden (Head of Finance) provided a finance update, including:

·      Financial overview.

·      Indicative base rates adjustments.

·      Capital programme changes.

·      Other capital changes.

Discussion

1.2          Elected Members discussed the following:

1.2.1     The effect of interest rate changes on rates for operational expenditure (OPEX) and capital expenditure (CAPEX).

1.2.2     BERL interim interest rate adjustments, other cost drivers and the impact of CAPEX programmes on future OPEX requirements.

1.2.3     The ability of the Council to influence the rates without triggering an amended Long Term Plan (LTP) process.

1.2.4     Reports requested through the last LTP process to help inform future work programmes.

1.3          Staff provided the following responses to questions raised during the workshop:

1.3.1     When the construction of Te Kaha was approved a funding model was put in place. Questions relating to funding of operational expenses should be addressed to Venues Ōtautahi through the Finance and Performance Committee.

1.3.2     An explanation of Levels of Service (LoS) was provided. Staff noted that LoS reflect activity plans and show what LoS the Council has agreed to provide to rate payers (for example, how often waste will be collected). Significant changes to a LoS, particularly those that affect the Financial or Infrastructure Strategy, are likely to trigger an amendment to the current LTP.

1.3.3     Staff anticipate that growth figures are higher than previously forecast. Staff are in the process of analysing these figures and will update the Council in due course.

1.3.4     Staff are mindful of cost pressures and will assess if and when expenditure is required. For example, some vacancies remain unfilled, or maintenance work is postponed where possible.

 

Actions

1.4          During discussions, the workshop requested for staff to provide the following: 

1.4.1     An update on the various reports requested through the 2024-34 LTP process.

1.4.2     Advice on the key drivers for any rates increase changes since the LTP including options for consultation to mitigate increases without triggering an amended LTP process, and examples of what could trigger an amended LTP.

1.4.3     Visibility over changes that have been implemented as a result of the last LTP process (for example, bringing more design work in-house) and the impacts these changes have had on expenditure.

1.4.4     Given the current cost pressures faced by the Council, request a review of the CCO’s to identify short- and long-term financial savings.  Provide initial advice in time for inclusion in the Council’s draft 2024/25 Annual Plan.  This should focus on the CCO’s that receive funding support from the Council.

 


 

During discussion of Item 2.2 Transport:

·      Councillor Scandrett left the Information Session/Workshop at 10.26 am and returned at 10.28 am.

·      Councillor Harrison-Hunt left the session the Information Session/Workshop at 10.40 am and returned at 10.50 am.

·      Councillor MacDonald left the session the Information Session/Workshop at 10.43 am and returned at 10.50 am.

·      Councillor Gough left the session the Information Session/Workshop at 10.47 am.

·      Councillor Barbar left the session the Information Session/Workshop at 10.51 am and returned at 10.53 am.

·      Councillor Fields left the session the Information Session/Workshop at 11.16 am and returned at 11.18 am.

2.2         Transport

1.1          Lynette Ellis (Head of Transport and Waste Management) provided the following information on Transport services in relation to the Annual Plan 25/26 process:

1.1.1     Levels of Service.

1.1.2     Recap of National Land Transport Fund (NLTP) process.

1.1.3     Key changes – further information.

1.1.4     Carry over actions from Long Term Plan 2024 – 2034 (LTP 24-34) – further information.

1.1.5     Other programmes – structures.

Discussion

1.2          Elected Members discussed the following:

1.2.1     Funding for the Pages Road Bridge project and the current Business Case process.

1.2.2     Bromley Road Action Plan:

·           The history and current status OF the project.

·           The staff recommendation to add $5 million to project #67989 Improving Bromley’s Roads and whether this should, instead, be allocated to general programmes for data-driven prioritisation (refer to pages 13-18 of Transport AP26 Attachment Session 2 Attachment B).

1.2.3     MCR Business cases for Avon-Ōtākaro, Ōpāwaho River and Southern Lights routes:

·           The staff recommendation that funding not be brought forward as per LTP carryover actions but that, instead, staff work with NZTA to best the position these projects for any future changes to the Government Policy Statement on land transport (GPS). (Refer to pages 19-20 of Transport AP26 Attachment Session 2 (Attachment B).

1.2.4     Te Aratai Cycle Connections and the carryovers from the LTP to fund construction or re-do the work on the route assessment, including options to deliver a lower cost option and the issue this raises in relation to the dangers posed to cyclist on the route. See pages 22-23 of Transport AP26 Attachment Session 2 (Attachment B).

1.2.5     Wheels to Wings MCR (refer to pages 24-37 of Transport AP26 Attachment Session 2 Attachment B).

·           The current available budget.

·           The options put forward by staff for the Council’s consideration.

·           The safety of staff/contractors working in the area in light of tensions caused by this project.

·           The issue of coal tar.

1.3          Staff provided the following responses to questions raised during the session:

1.3.1     Re-designing the Te Aratai Cycle Connections design to reduce costs would impact staff resources. The design was developed to mitigate risks caused on a very busy road.

1.3.2     Going forward with the Te Aratai Cycle Connections project and/or Simeon Street project would have limited impact on resource, but both require funding.

1.3.3     Guidance from elected members regarding the Wheels to Wings MCR options would be helpful in developing the draft Annual Plan, however a report will be presented at a formal Council meeting for a decision by the end of the year.

1.3.4     Transport Choices Programme: Changes to the Transport Choices Programme were reported to the Finance and Performance Committee on 28 February 2024. (refer to pages 9-10 of Attachment B).

1.3.5     Lincoln Road PT (Curletts to Wrights):

·           A draft Business Case was developed under the previous NZTA process. The project has good alignment with the GPS.

·           The staff recommendation is that funding be delayed to allow the Business Case to be updated so the Council is in the best position to take advantage of any opportunities arising from changes to PT budget over the three years.

·           Staff advised that ECan have no major concerns with this approach.

1.3.6     The following topics will be covered in upcoming Transport Sessions:

·           Legislation changes – Setting of Speed Limit Rule.

·           Healthy Streets.

·           Trees.

1.3.7     The following topics raised will be discussed through the Community Boards:

·           Information regarding the unsealed section of Daly’s Lane.

·           The timing and rationale for Amyes Road.

·           Unsealed roads: to be discussed with community boards as part of carriageway renewal programme.

 

Actions

1.4          During discussions, the workshop requested the following:

1.4.1     Written confirmation from Environment Canterbury that they are not concerned about the proposed timing changes to Lincoln Road PT project.

1.4.2     Staff to discuss Westmoreland Cycle Connections with the relevant Councillor/s.

1.4.3     Options on how information about the Bromley Road Action Plan / #67989 Improving Bromley’s Roads can be clearly presented to the community to clearly communicate what is planned, what is currently budgeted and the options for prioritisation in this annual plan (noting that the format the information was presented to the Community Board in was difficult to understand).

1.4.4     Advice on ability, timelines and budget required to deliver a temporary, rapid-rollout trial Avon Ōtākaro route in the same way as the Park Terrace or Ferry Road cycle lanes.

1.4.5     A site visit for Councillors to understand the route and options for the Wheels to Wings MCR.

1.4.6     A revised Option 7 for Wheels to Wings MCR to include the upgrade for Harewood School, including budget impacts of this addition.

 

 

 

2.3         Parks

1.1          Andrew Rutledge (GM Citizens & Community) and Rupert Bool (Head of Parks) provided the following information on Parks services in relation to the Annual Plan 25/26 process:

1.1.1     Levels of Service

1.1.2     Capital programme.

1.1.3     Other considerations.

Discussion

1.2          Elected Members discussed the following:

1.2.1     Plans in place or development for various parks.

1.2.2     Development Contributions (DCs) including budgets and process for budgets to be allocated.

1.2.3     The process or extending the lease of English Park.

1.2.4     Fees and charges for the use of sports fields.

1.3          Staff provided the following responses to questions raised during the workshop:

1.3.1     The plan for the McLeans Grassland is a conservation plan.

1.3.2     The Council monitors the plans through capital delivery monitoring, reported to the Finance and Performance Committee.

1.3.3     Lease of English Park: Mainland Football have exercised the 5-year lease renewal to 31 May 2026, there is one further right of renewal option of 5 years with final lease expiry 31 May 2031.

1.3.4     Planning for land purchases for parks: Levels of Service set the requirements of parks. Overall analysis of the anticipated intensification impact is considered through citywide spatial planning (specifically the Ōtautahi Christchurch Planning Programme seeking to be endorsed by the Council on 6 November 2024) and local area plans.

1.3.5     Equitable charging regime for sport fields: Options for charging for organised sport and recreation organisations for the use of public spaces for short intermittent periods of use will require a significant amount of time and resource. Staff do not believe it can be completed in time for this AP process and recommend this work be completed in time for the next Long-Term Plan.

 

Actions

1.4          During discussions, the workshop requested the following:

1.4.1     Clarification of the location/area covered by the Ferrymead Park Development Plan and the Heathcote Valley Heritage Park Development Plan.

1.4.2     Confirmation of whether the Port Hills and Templeton Cemetery have plans in place or development.

1.4.3     Confirmation of when the turf at English Park will need replacing.

1.4.4     Information on any currently unfunded elements of any plans in place.

1.4.5     Further information at a subsequent briefing on the scope of work required to put in place an equitable approach to fees and charges for sports field use.

1.4.6     A separate briefing on the Development Contributions process across all relevant service units, including collection, budgets and allocation.

 

2.4         Three Waters

1.1          Gavin Hutchinson (Head of Three Waters) provided the following information on Three Waters services in relation to the Annual Plan 25/26 process:

1.1.1     Levels of Service.

1.1.2     Capital programme.

1.1.3     Other considerations.

Discussion

1.2          Elected Members discussed the following:

1.2.1     Budget changes for renewals.

1.2.2     Levels of service.

1.3          Staff provided the following response to questions raised during previous workshops:

1.3.1     Weir Place: this has been deferred to FY28 because the current proposal is not workable because of lack of easement. The Council could choose to rephase for earlier.

 

Actions

1.4          During discussions, the workshop requested the following:

1.4.1     That the mid-point change in Levels of Service as per Council’s LTP resolution be captured.

1.4.2     Confirmation that the previously requested briefing on asset management has been scheduled.

 

2.5         Next Steps

1.1          Bede Carran (GM Finance, Risk & Performance / CFO) and Peter Ryan (Head of Corporate Planning & Performance) outlined next steps, including:

·      The next session planned for Transport.

·      Guidance from the Council in December that the Parks and Three Waters aspects of the draft AP are in line with elected members’ expectations.

·      Confirmation in early to mid-December that the overall draft AP is in line with elected members’ expectations.

 

 

 

Break: 12:00pm – 1:04pm

3.   Climate Resilience Fund: Fund Policy Design Workshop

 

Presented by: Jane Morgan, Team Leader Coastal Hazards Adaption Planning, and Luke Adams, Principal Advisor Policy

·         Staff discussed the strategic design aspects, the purpose of the fund, and the key decisions around the scope of the fund.

·         Discussion of uncertainty regarding climate science.

·         Discussion of locked in warming and sea level rise.  

·         Councillor MacDonald queried if it was expected to be increased for inflation. Staff confirm. Discussion on what that looks like. ACTION: Councillor MacDonald requested confirmation.

·         Councillor MacDonald requested confirmation on how inflation

·         Councillor MacDonald requested confirmation that it’s not an enduring fund. Staff discussed.

·         Councillor MacDonald requested confirmation on how this would be reported back to council.

·         Mary Richardson raised that it is the opposite of how we debt fund for capital currently.

·         Staff noted that the need for strategic direction is necessary to start exploring this detail.

·         Staff discussed next steps.

1:42pm

4.   Changes to Te Hononga / the Civic Building Energy Source

 

Presented by: Bruce Rendall, Head of Facilities and Property

·         Staff discussed current energy usage, current needs, and options. Note considered ten different options, and come to a preferred solution, and ways to increase our resilience.

 Meeting concluded at 2:00pm.