Apologies from
Cr D Quax, Cr LA Cooper and Chairperson PA Hulse for absence have been
received.
2 Declaration of Interest
Members are
reminded of the need to be vigilant to stand aside from decision making when a
conflict arises between their role as a member and any private or other
external interest they might have.
3 Confirmation of Minutes
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That the Council Controlled Organisations Governance and
Monitoring Committee:
a)
confirm the ordinary minutes of its meeting,
held on Wednesday, 2 July 2014, including the
confidential section, as a true and correct record.
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4 Petitions
At the close of
the agenda no requests to present petitions had been received.
5 Public Input
Standing Order
3.21 provides for Public Input. Applications to speak must be made to the
Committee Secretary, in writing, no later than two (2) working days
prior to the meeting and must include the subject matter. The meeting
Chairperson has the discretion to decline any application that does not meet
the requirements of Standing Orders. A maximum of thirty (30) minutes
is allocated to the period for public input with five (5) minutes
speaking time for each speaker.
At the close of
the agenda no requests for public input had been received.
6 Local Board Input
Standing Order
3.22 provides for Local Board Input. The Chairperson (or nominee of that
Chairperson) is entitled to speak for up to five (5) minutes during this
time. The Chairperson of the Local Board (or nominee of that Chairperson)
shall wherever practical, give two (2) days notice of their wish to
speak. The meeting Chairperson has the discretion to decline any application
that does not meet the requirements of Standing Orders.
This right is
in addition to the right under Standing Order 3.9.14 to speak to matters on the
agenda.
At the close of
the agenda no requests for local board input had been received.
7 Extraordinary Business
Section 46A(7)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“An item that is
not on the agenda for a meeting may be dealt with at that meeting if-
(a) The local authority by resolution so decides; and
(b) The presiding member explains at the meeting, at a time
when it is open to the public,-
(i) The
reason why the item is not on the agenda; and
(ii) The reason why the discussion of the item cannot be
delayed until a subsequent meeting.”
Section 46A(7A)
of the Local Government Official Information and Meetings Act 1987 (as amended)
states:
“Where an item
is not on the agenda for a meeting,-
(a) That item may be discussed at that meeting if-
(i) That item is a minor matter relating to the general
business of the local authority; and
(ii) the presiding member explains at the beginning of the
meeting, at a time when it is open to the public, that the item will be
discussed at the meeting; but
(b) no resolution, decision or recommendation may be made in
respect of that item except to refer that item to a subsequent meeting of the
local authority for further discussion.”
8 Notices of Motion
At the close of
the agenda no requests for notices of motion had been received.
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Council
Controlled Organisations Governance and Monitoring Committee
06 August 2014
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Council
Controlled Organisations 2014-2017 Statements of Intent
File No.: CP2014/15130
Purpose
1. To agree on the final 2014-2017
Statements of Intent (SOI) for the Council Controlled Organisations (CCOs).
Executive
summary
2. At the 1 April meeting, the CCO
Governance and Monitoring Committee approved the shareholder comments on the
draft SOIs. Following consideration of council’s shareholder comments at public
board meetings, the CCOs have delivered their final SOIs.
3. The final SOIs have been
reconciled against the shareholder comments, with a full reconciliation
provided as an attachment for the substantive CCOs.
4. Auckland Council Property
Limited (ACPL), Auckland Tourism, Events and Economic Development (ATEED),
Regional Facilities Auckland (RFA), Watercare and Waterfront Auckland reflected
the shareholder comments in the final SOIs. Auckland Council Investments
Limited (ACIL) and Auckland Transport reflected the shareholder comments in the
final SOIs with the exception of one each.
5. ACIL did not include a shareholder
request to insert a bullet point that Auckland Film Studios Limited (AFSL)
increase focus and reporting on contribution to Māori through specific
initiatives, engagement and business performance.
6. Given the nature and size of
AFSL, it is unlikely that AFSL would be able to adequately meet this
shareholder expectation on this point. Therefore, it is recommended that no
modification be requested on the SOI.
7. Auckland Transport was requested
to include a comment that they identify mechanisms to capture financial
information in relation to projects and programmes which contribute to Auckland
Transport’s responsiveness to Māori, and will include such information in
quarterly reports to Auckland Council.
8. Auckland Transport has committed
to providing adequate reporting to council, and has made improvements in their
reporting contribution to Māori outcomes. As a result, no comment was
added. It is recommended that no modification be requested on the SOI with
on-going monitoring undertaken through the CCO Governance and Monitoring
Committee quarterly performance reporting.
9. SOIs for Comet Auckland, Te Puru
Community Charitable Trust and the Contemporary Art Foundation were received on
30 June 2014. The shareholder comments have been considered, and appropriate
changes have been made to the SOIs.
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Recommendation/s
That the Council Controlled
Organisations Governance and Monitoring Committee:
a) note the shareholder comments
that have not been addressed by Auckland Council Investments Limited and
Auckland Transport, with further discussion held through the CCO Governance
and Monitoring Committee quarterly performance reviews.
b) agree the Statement of Intent
of Auckland Council Investments Limited, Auckland Council Property Limited,
Auckland Tourism Events and Economic Development Limited, Auckland Transport,
Regional Facilities Auckland, Watercare Services Limited and Waterfront
Auckland for the period 1 July 2014 to 30 June 2017.
c) agree the Statement of Intent
for Comet Auckland, Te Puru Community Charitable Trust and the Contemporary
Art Foundation for the period 1 July 2014 to 30 June 2017.
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Comments
Background
10. Agreeing the final SOIs for the
period 1 July 2014 to 30 June 2017 is the final step in a process that
commenced with agreeing the Letter of Expectation in December 2013. Since then,
the process has covered the following steps:
a) On 1 March 2014, the CCOs submitted
a draft SOI to Auckland Council
b) In April, the CCO Governance and
Monitoring Committee agreed shareholder comments on the draft SOIs, which were
sent to CCO board chairs.
c) CCOs considered the shareholder
comments at public meetings through May and June 2014
d) On 30 June 2014, the CCOs
delivered their board approved SOIs to council
e) Council staff reconciled the
final SOIs to the shareholder comments.
11. This report provides detail on
how the final SOIs reflected the shareholder comments. It focuses on the
exceptions where the CCOs have not adequately responded to the shareholder
comments, with a full reconciliation provided as an attachment.
12. If a change is required, the CCO
Governance and Monitoring Committee can resolve to request the CCO board to
modify the SOI.
Auckland Council Investments
Limited
13. The ACIL board considered
council’s shareholder comments at its 4 June 2014 board meeting. The ACIL board
satisfactorily addressed the shareholder comments, with the exception of one.
14. ACIL did not include for Auckland
Film Studios Limited (AFSL) the bullet point, “Encourage AFSL to increase focus
and reporting on contribution to Māori through specific initiatives,
engagement and business performance” in the final SOI.
15. This was requested as an
equivalent bullet point that is included for the other two ACIL shareholdings
(Ports of Auckland Limited and Auckland International Airport Limited).
16. ACIL have not included this
bullet point in the final SOI on the basis that AFSL owns land and buildings in
Henderson which are leased from time to time for film, television and
commercial producers to use for the production of film media. AFSL does not
deliver film or TV productions. It only rents its land and building for
producers to use for those purposes. AFSL has only one employee, a site
manager, who is very much focussed on the day to day maintenance and property
management. As such, it is not reasonable for AFSL to deliver on this
shareholder request.
17. It is therefore recommended that
no modification is requested, and the ACIL 2014-2017 SOI be agreed.
Auckland Council Property
Limited
18. The ACPL board considered
council’s shareholder comments at its 26 June 2014 board meeting. The ACPL
board satisfactorily addressed all shareholder comments.
19. It is therefore recommended that
the ACPL 2014-2017 SOI be agreed.
Auckland Tourism, Events and
Economic Development Limited
20. The ATEED board considered
council’s shareholder comments at its 27 June 2014 board meeting. The ATEED
board satisfactorily addressed all shareholder comments.
21. It is therefore recommended that
the ATEED 2014-2017 SOI be agreed.
Auckland Transport
22. The Auckland Transport board
considered council’s shareholder comments at its 24 June 2014 board meeting. The
Auckland Transport board satisfactorily addressed all shareholder comments,
with the exception of one.
23. One of the shareholder comments
requested the inclusion of a sentence that Auckland Transport identify
mechanisms to capture financial information in relation to projects and
programmes which contribute to Auckland Transport’s responsiveness to
Māori, and will include such information in quarterly reports to Auckland
Council. This comment was not specifically included.
24. However, Auckland Transport
commits to deliver on council’s reporting requirements and has been improving
their systems to report on contribution to Māori outcomes, including the
recent improvements in the quarterly report.
25. It is therefore recommended that
no modification is requested and the Auckland Transport 2014-2017 SOI be
agreed.
Regional Facilities Auckland
26. The RFA board considered
council’s shareholder comments at its 28 May 2014 board meeting. The RFA board
satisfactorily addressed all shareholder comments.
27. It is therefore recommended that
the RFA 2014-2017 SOI be agreed.
Watercare
28. The Watercare board considered
council’s shareholder comments at its 29 May 2014 board meeting. The Watercare
board satisfactorily addressed all shareholder comments.
29. It is therefore recommended that
the Watercare Services Limited 2014-2017 SOI be agreed.
Waterfront Auckland
30. The Waterfront Auckland board
considered council’s shareholder comments at its 28 May 2014 board meeting. The
Waterfront Auckland board satisfactorily addressed all shareholder comments.
31. It is therefore recommended that
the Waterfront Auckland 2014-2017 SOI be agreed.
Legacy CCOs
32. Comet Auckland has worked with
council staff to make improvements to its SOI. The COMET Auckland SOI has a
focus on championing skills and education, youth employability, Māori
education issues, and adult literacy. Council staff are always seeking
improvement in the performance measures contained in the SOIs, and COMET
Auckland’s measures will continue to be refined over time. Council staff
believe the shareholder comments have been considered, and appropriate changes
have been made to the SOI.
33. Improvements have been made to Te
Puru Community Charitable Trust’s final SOI in line with council’s comments on
the draft. The main improvement is in the performance measures, developed by
the trust with input from council staff (Parks, Sport and Recreation; CCO
Governance and External Partnerships). As noted in the shareholder comments,
the budget has been appended to the final SOI.
34. Some improvements have been
incorporated into the Contemporary Art Foundation’s draft SOI in line with
council’s comments. Council note the concerns raised by the Contemporary Arts
Foundation regarding the Reeves Road Flyover. Staff (Community Development,
Arts and Culture, City Transformation and Auckland Transport) will continue to
liaise with the Chair and Chief Executive Officer regarding the timing and
potential impact of this transport upgrade.
35. It is recommended that Legacy
CCOs 2014-2017 SOIs are agreed.
Consideration
Local
board views and implications
36. The Governing Body is responsible
for providing shareholder comments on the draft SOIs. In December 2012 the
Accountability and Performance Committee resolved that CCOs either hold
workshops with Local Boards regarding their upcoming annual work programmes, or
offer to engage with Local Boards on their work programmes. This engagement is
to ensure the Local Boards are involved at the front end of CCOs’ planning of
their annual work programmes, which may influence the SOIs.
Māori
impact statement
37. The activities of CCOs have
potential to impact Māori wellbeing and to influence the achievement of
Auckland and LTP outcomes relevant to Māori. The draft SOIs were
separately reviewed by the Independent Māori Statutory Board (IMSB) and
the council’s Te Waka Angamua department.
38. Feedback from IMSB and Te Waka
Angamua were included in the shareholder comments.
Implementation
39. No significant implementation
issues are applicable.
Attachments
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No.
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Title
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Page
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a
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Substantive CCOs 2014-2017 SOI reconciliation to
shareholder comments (Under Separate Cover)
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b
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ACIL 2014-2017 Statement of Intent (Under Separate
Cover)
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c
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ACPL 2014-2017 Statement of Intent (Under Separate
Cover)
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d
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ATEED 2014-2017 Statement of Intent (Under Separate
Cover)
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e
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Auckland Transport 2014-2017 Statement of Intent
(Under Separate Cover)
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f
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RFA 2014-2017 Statement of Intent (Under Separate
Cover)
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g
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Watercare 2014-2017 Statement of Intent (Under Separate
Cover)
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h
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Waterfront Auckland 2014-2017 Statement of Intent
(Under Separate Cover)
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i
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COMET Auckland 2014-2017 Statement of Intent (Under
Separate Cover)
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j
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Contemporary Art Foundation 2014-2017 Statement of
Intent (Under Separate Cover)
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k
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Te Puru Charitable Trust 2014-2017 Statement of Intent
(Under Separate Cover)
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l
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Te Puru Charitable Trust Budget 2014-15 (Under
Separate Cover)
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Signatories
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Authors
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Robert Irvine - Financial Planning Manager CCOs
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Authorisers
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Matthew Walker - Manager Financial Plan Policy and
Budgeting
Stephen Town - Chief Executive
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