Minutes of Finance and Performance Committee

Finance and Performance Committee

25 October 2023

Part A Matters Requiring a Council Decision

Part B Reports for Information

Part C Decisions Under Delegation

Karakia Tīmatanga: Given by all Councillors

The agenda was dealt with in the following order.

1. Apologies Ngā Whakapāha

Part C

Committee Resolved FPCO/2023/00072

That the apology for lateness from Deputy Mayor Cotter be accepted.

An apology for lateness was also received from The Mayor however the meeting concluded before his arrival.

Councillor MacDonald/Councillor Coker Carried

2. Declarations of Interest Ngā Whakapuaki Aronga

Part B

Councillors MacDonald and Templeton declared an interest in Item 11 - Christchurch City Holdings Ltd Annual Report 2022/23 and Annual General Meeting 2023 Proxy and Voting Instructions.

Councillors Henstock and McLellan declared an interest in Item 12 - ChristchurchNZ Ltd - Annual Report for the year ended 30 June 2023 and ChristchurchNZ Holdings Ltd - Annual General Meeting Proxy and Voting Instructions.

Councillors Barber and Scandrett declared an interest in Item 14 - Venues Ōtautahi Ltd - Annual Report for the year ended 30 June 2023.

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

Part C

Committee Resolved FPCO/2023/00073

Officer Recommendations accepted without change

That the minutes of the Finance and Performance Committee meeting held on Wednesday, 20 September 2023 be confirmed.

Councillor Moore/Councillor Peters 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.

Councillor McLellan left the meeting at 9.35am and returned at 9.38am during consideration of item 7.

Councillors Gough and Keown joined the meeting at 9.38am during consideration of item 7.

7. Key Organisational Performance Results - September 2023

Committee Resolved FPCO/2023/00074

Officer Recommendations accepted without change

Part C

That the Finance and Performance Committee:

1. Receive the information in the Key Organisational Performance Results – September 2023 report.

Councillor Templeton/Councillor Keown Carried

Secretarial Note: The Committee requested that staff report back on the remedial action to be taken to bring the processing of building consents back to 19 working days, and the timeframe to achieve this. Staff also offered to provide the rationale for the building audit forecast.

8. Financial Performance Report - September 2023

Committee Resolved FPCO/2023/00075

Officer Recommendations accepted without change

Part C

That the Finance and Performance Committee:

1. Receive the information in the Financial Performance Report for September 2023.

Councillor MacDonald/Councillor McLellan Carried

Secretarial note: The Committee requested that information on the outcome of the review of expenditure qualifying for development contributions be re-circulated and/or a briefing be provided if necessary. In response to questions from the Committee, staff offered to provide information outlining the process and timing of actions to recover overdue unpaid rates.

Councillor Barber left the meeting at 10.02am and returned at 10.04am during consideration of item 9.

9. Capital Programme Performance Report September 2023

Officer Recommendations Ngā Tūtohu

That the Finance and Performance Committee:

1. Receive the information in the Capital Programme Performance Report September 2023.

Committee Resolved FPCO/2023/00076

Part C

That the Finance and Performance Committee:

1. Receive the information in the Capital Programme Performance Report September 2023.

2. Add Pages Road Bridge Renewal Project to the capital watchlist

3. Add the City to New Brighton MCR (Avon Ōtākaro Route) to the capital watchlist

Councillor Donovan/Councillor Templeton Carried

Secretarial note: The Committee requested that two further projects be added to the watchlist. They also requested an explanation of the Council’s tendering and contracting processes.

10. Capital Programme Change Management Delgations Review

Committee Resolved FPCO/2023/00077

Officer Recommendations accepted without change

Part C

That the Finance and Performance Committee:

1. Approve capital project budget changes in all areas that are over $5m.

2. Receive a monthly report on all project budget changes over $500,000.

3. Note that as the change requests contain updated information relating to specific projects being tendered on the open market, and in contract, the monthly report referenced in recommendation 2 will be public excluded.

4. Review these delegations in 12 months.

Councillor MacDonald/Councillor Scandrett Carried

15. Local Government Funding Agency - Annual Report 2022/23 and Annual Meeting 2023

Committee Resolved FPCO/2023/00078

Officer Recommendations accepted without change

Part C

That the Finance and Performance Committee:

1. Receives the Local Government Funding Agency’s Annual Report for the year ended 30 June 2023;

2. Appoints Leah Scales, General Manager/CFO Resources as proxy and the Chair of the Local Government Funding Agency’s Annual Meeting as alternate to cast the Council’s votes at the Annual Meeting on 23 November 2023; and

3. Agrees to vote in favour of the following Annual Meeting 2023 agenda items:

1(a) re-election of Philip Cory-Wright as a director for a fourth term;

1(b) election of David Rae as a director for a first term;

2(a) re-election of Tauranga City Council as a Nominating Local Authority to the Shareholders’ Council; and

2(b) re-election of Western Bay of Plenty District Council as a Nominating Local Authority to the Shareholders’ Council; and

4. Agrees to vote against item 4 – increases in director fees.

Councillor Coker/Councillor Scandrett Carried

Councillor Coker assumed the Chair for consideration of Item 11.

Councillors MacDonald and Templeton declared an interest in Item 11 - Christchurch City Holdings Ltd Annual Report 2022/23 and Annual General Meeting 2023 Proxy and Voting Instructions and sat back from all voting and discussions.

11. Christchurch City Holdings Ltd Annual Report 2022/23 and Annual General Meeting 2023 Proxy and Voting Instructions

Committee Resolved FPCO/2023/00079

Officer Recommendations accepted without change

Part C

That the Finance and Performance Committee:

1. Receives Christchurch City Holdings Ltd’s Annual Report for the year ended 30 June 2023;

2. Appoints Councillor Coker as proxy, and Deputy Mayor Cotter as alternate to vote at Christchurch City Holdings Ltd’s Annual General Meeting on 24 November 2023; and

3. Agrees to vote in favour of all Annual General Meeting 2023 agenda items.

Councillor Scandrett/Councillor Barber Carried

Attachments

a Christchurch City Holdings Limited - Presentation to Council ⇨

Councillor MacDonald returned to the Chair.

Councillor Gough left the meeting at 11.02am and returned at 11.04am during consideration of item 12.

Councillor Moore left the meeting at 11.11am and returned at 11.14am during consideration of item 12.

Deputy Mayor Cotter joined the meeting at 11.14am during consideration of item 12.

12. ChristchurchNZ Ltd - Annual Report for the year ended 30 June 2023 and ChristchurchNZ Holdings Ltd - Annual General Meeting Proxy and Voting Instructions
	Officer Recommendations Ngā Tūtohu That the Finance and Performance Committee: 1. Notes ChristchurchNZ Ltd’s Annual Report for the year ended 30 June 2023; 2. Appoints Councillor [insert name] as proxy and Councillor [insert name] as alternate to vote at ChristchurchNZ Holdings Ltd’s Annual General Meeting on 23 November 2023; and 3. Agrees to vote in favour of all Annual General Meeting 2023 agenda items.
	Committee Resolved FPCO/2023/00080 Part C That the Finance and Performance Committee: 1. Notes ChristchurchNZ Ltd’s Annual Report for the year ended 30 June 2023; 2. Appoints Councillor Harrison-Hunt as proxy and Councillor Peters as alternate to vote at ChristchurchNZ Holdings Ltd’s Annual General Meeting on 23 November 2023; and 4. Note that ChristchurchNZ will be providing information to council on the review of the SailGP event, including the marine mammal management plan and any lessons learned that will be implemented into future events to minimise the risk to dolphins, as required under the management plan. Councillor MacDonald/Councillor Gough Carried
	Committee Resolved FPCO/2023/00081 3. Agrees to vote in favour of all Annual General Meeting 2023 agenda items. The division was declared carried* by 10 votes to 4 votes the voting being as follows:* *For:* Councillor MacDonald, Deputy Mayor Cotter, Councillor Barber, Councillor Gough, Councillor Harrison-Hunt, Councillor Keown, Councillor Moore, Councillor Peters, Councillor Scandrett and Councillor Templeton *Against:* Councillor Coker, Councillor Donovan, Councillor Fields and Councillor Johanson Councillor MacDonald/Councillor Gough Carried
	Attachments a ChristchurchNZ - Presentation to Council ⇨

The meeting adjourned at 11.24am and reconvened at 11.39am.

Councillor Templeton left the meeting at 11.56am during consideration of item 13 and returned at 11.58am during consideration of item 14.

13. Te Kaha Project - Elected Members Update

Committee Resolved FPCO/2023/00082

Officer Recommendations accepted without change

Part C

That the Finance and Performance Committee:

1. Receive the information in the Te Kaha Project Report.

Councillor MacDonald/Councillor Scandrett Carried

Councillors Barber and Scandrett declared an interest in Item 14 - Venues Ōtautahi Ltd - Annual Report for the year ended 30 June 2023.

Councillor Gough left the meeting at 12.04pm and returned at 12.17pm during consideration of item 14.

14. Venues Ōtautahi Ltd - Annual Report for the year ended 30 June 2023

Committee Resolved FPCO/2023/00083

Officer Recommendations accepted without change

Part C

That the Finance and Performance Committee:

1. Notes Venues Ōtautahi’s Annual Report for the year ended 30 June 2023.

Councillor McLellan/Councillor Keown Carried

Attachments

a Venues Ōtautahi - Presentation to Council ⇨

16. Resolution to Exclude the Public Te whakataunga kaupare hunga tūmatanui

Committee Resolved FPCO/2023/00084

Part C

That at 12.20pm the resolution to exclude the public set out on pages 384 to 386 of the agenda be adopted.

Councillor MacDonald/Councillor Coker Carried

The public were re-admitted to the meeting at 1.06pm.

Karakia Whakamutunga: Given by all Councillors.

Meeting concluded at 1.06pm.

CONFIRMED THIS 22^ND DAY OF NOVEMBER 2023

Councillor Sam MacDonald

Chairperson