Appointments and Performance Review Committee

OPEN MINUTES

Minutes of a meeting of the Appointments and Performance Review Committee held in Room 1, Level 26, 135 Albert St, Auckland on Wednesday 1 February 2017 at 1:32pm.

present

Chairperson	Hon Phil Goff, JP
Deputy Chairperson	Hon Christine Fletcher, QSO	Until 2.58pm, Item C1
Members	Cr Chris Darby
	Cr Richard Hills
	Cr Penny Hulse	From 1.34pm, Item 9
	Cr Desley Simpson, JP
Ex-officio	Deputy Mayor Bill Cashmore

ALSO PRESENT

Cr Cathy Casey
Cr Linda Cooper
Cr Alf Filipaina	From 1.52pm, until 1.54pm, after Item 10
Cr Denise Lee
Cr Mike Lee
Cr Daniel Newman
Cr Dick Quax
Cr Greg Sayers

Appointments and Performance Review Committee 1/02/2017

1          Apologies

There were no apologies.

2          Declaration of Interest

There were no declarations of interest.

3          Confirmation of Minutes

Resolution number APP/2017/1

MOVED by Deputy Chairperson C Fletcher, seconded by Cr D Simpson:

That the Appointments and Performance Review Committee:

a) confirm the ordinary minutes of its meeting, held on Thursday, 24 November 2016, including the confidential section, as a true and correct record.

CARRIED

4 Petitions

There were no petitions.

5 Public Input

There was no public input.

6 Local Board Input

There was no local board input.

7 Extraordinary Business

There was no extraordinary business.

8 Notices of Motion

There were no notices of motion.

9	Process for appointments to the boards of Auckland Transport and the Auckland Council/Selwyn Foundation joint venture company
	Cr P Hulse entered the meeting at 1.34 pm.
	Resolution number APP/2017/2 MOVED by Mayor P Goff, seconded by Deputy Chairperson C Fletcher: That the Appointments and Performance Review Committee: a)      note the board appointment process for Auckland Transport and the Auckland Council/Selwyn Foundation joint venture company, have now completed the advertising part of the board appointment process. b)      note that confidential reports for Auckland Transport and the Auckland Council/Selwyn Foundation joint venture company are included within the agenda and provide the necessary information for the committee to approve the short-listed candidates recommended by each nomination panel. c)      note the final appointment decisions will be made publicly available at the conclusion of the appointment process. CARRIED

10	Process for appointments to the board of the Auckland Regional Amenities Funding Board
	Resolution number APP/2017/3 MOVED by Mayor P Goff, seconded by Deputy Chairperson C Fletcher: That the Appointments and Performance Review Committee: a)      approve that the board appointment process for the Auckland Regional Amenities Funding Board appointments be consistent with Auckland Council’s board appointment and remuneration policy. b)      approve a nomination and interview panel for director vacancies, if any, on the Auckland Regional Amenities Funding board comprised of: i)       Deputy Chairperson C Fletcher and Cr A Filipaina ii)      an Independent Māori Statutory Board member iii)     Auckland Council’s Chief Executive (or his representative). c)      note that a confidential report is included in the agenda and provides information regarding the four board members appointed by Auckland Council whose appointment term expires on 31 May 2017. d)      note that the Amenities Board will undertake a separate process for its two board appointments. e)      note the final appointment decisions will be made publicly available at the conclusion of the appointment process. CARRIED
	Note:   Cr A Filipaina entered the meeting at 1.52pm and confirmed his agreement with the  above nomination in clause b), above and left the meeting at 1.54pm.

11	Accountability of Auckland Council Controlled Organisations
	A PowerPoint presentation was provided. A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.
	Resolution number APP/2017/4 MOVED by Mayor P Goff, seconded by Deputy Chairperson C Fletcher: That the Appointments and Performance Review Committee: a)      recommend to the Governing Body, at its 23 February 2017 meeting, the approval of the following objectives as the basis for the council-controlled organisations accountability review: i)       to increase the accountability and value for money of council-controlled organisations by: ·   increasing the transparency of council-controlled organisation decision-making ·   increasing the responsiveness of council-controlled organisations to the public and council ·   improving the recognition of ratepayer funding for council-controlled organisation activity ·   increasing the ability to align council-controlled organisations to the direction set by the council. b)      recommend to the Governing Body at its 23 February 2017 meeting, the approval of the scope and timing of option 2 outlined in the agenda report, which recommends that five mechanisms be added to the existing  twelve-mechanism work programme within the same timeline and budget.  c)      note that the existing work programme of council-controlled organisation accountability mechanisms will review the use of twelve out of twenty available tools and will proceed even if the committee does not agree to the enhanced programme described as option 2 in the agenda report. d)      agree that the progress of the council-controlled organisation accountability review be reported to Governing Body meetings as a programme of work on a quarterly basis. e)      request that as part of the council-controlled organisation accountability review, staff report back on the cost-effectiveness of the existing monitoring regime and the resource that is currently allocated to this function. CARRIED
	Attachments a     1 February 2017 - Appointments and Performance Committee - Item 11 - Accountability of Auckland CCOs PowerPoint presentation

12        Consideration of Extraordinary Items

There was no consideration of extraordinary items.

13        Procedural motion to exclude the public

Resolution number APP/2017/5

MOVED by Mayor P Goff, seconded by Deputy Mayor B Cashmore:

That the Appointments and Performance Review Committee:

a)      exclude the public from the following part(s) of the proceedings of this meeting.

b)      agree that Christine Winter and Amy Tea from Sheffield Recruitment be permitted to remain for Confidential Items C2 - Board Appointments Council Controlled Organisations: Auckland Transport Candidate Short-list and C3 - Board appointments to the Auckland Council/Selwyn Foundation joint venture company providing housing services for older people, after the public has been excluded, because of their knowledge of the process, which will help the Appointments and Performance Review Committee in its decision-making.

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

C1       Chief Executive's Performance Review

Reason for passing this resolution in relation to each matter	Particular interest(s) protected (where applicable)	Ground(s) under section 48(1) for the passing of this resolution
The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.	s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person. In particular, during this item, the Appointments and Performance Review Committee will examine and discuss progress against agreed performance objectives for the Chief Executive.	s48(1)(a) The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

C2       Board Appointments Council Controlled Organisations: Auckland Transport Candidate Short-list

Reason for passing this resolution in relation to each matter	Particular interest(s) protected (where applicable)	Ground(s) under section 48(1) for the passing of this resolution
The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.	s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person. In particular, the report contains information regarding the candidates who have applied to be directors on Auckland Council's Council Controlled Organisations.	s48(1)(a) The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

C3       Board appointments to the Auckland Council/Selwyn Foundation joint venture company providing housing services for older people

Reason for passing this resolution in relation to each matter	Particular interest(s) protected (where applicable)	Ground(s) under section 48(1) for the passing of this resolution
The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.	s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person. In particular, the report contains information about candidates who have applied to be directors on Auckland Council's joint venture company with the Selwyn Foundation to provide housing services for older people.	s48(1)(a) The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

C4       Board Appointments to the Auckland Regional Amenities Funding Board

Reason for passing this resolution in relation to each matter	Particular interest(s) protected (where applicable)	Ground(s) under section 48(1) for the passing of this resolution
The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.	s7(2)(a) - The withholding of the information is necessary to protect the privacy of natural persons, including that of a deceased person. In particular, the report contains  information about the board members on the Auckland Regional Amenities Funding Board and their potential reappointment or retirement.	s48(1)(a) The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

The text of these resolutions is made available to the public who are present at the meeting and form part of the minutes of the meeting.

CARRIED

2.34pm            The public was excluded.

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available.

4.41pm            The public was re-admitted.

restatementS

It was resolved while the public was excluded:

C1	Chief Executive's Performance Review
	Resolution number APP/2017/6 MOVED by Mayor P Goff, seconded by Cr D Simpson: That the Appointments and Performance Review Committee: a)      discuss the performance of the Chief Executive for the period 1 January 2016 to 31 December 2016. b)      note that the agenda report and any associated attachments will remain confidential.

C2	Board Appointments Council Controlled Organisations: Auckland Transport Candidate Short-list
	Resolution number APP/2017/7 MOVED by Mayor P Goff, seconded by Cr R Hills: That the Appointments and Performance Review Committee: d)      note that the report and attachments will remain confidential and that the decisions will be made publicly available after the conclusion of the appointment process.

C3	Board appointments to the Auckland Council/Selwyn Foundation joint venture company providing housing services for older people
	Resolution number APP/2017/8 MOVED by Mayor P Goff, seconded by Cr D Simpson: That the Appointments and Performance Review Committee: b)      note that the report and attachments will remain confidential and that the decisions will be made publicly available after the conclusion of the appointment process.

C4	Board Appointments to the Auckland Regional Amenities Funding Board
	Resolution number APP/2017/9 MOVED by Mayor P Goff, seconded by Cr C Darby: That the Appointments and Performance Review Committee: e)      note that the report and attachments will remain confidential until the conclusion of the appointment process, after which the decisions will be made publicly available.

4.41 pm                                              The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Appointments and Performance Review Committee HELD ON

DATE:.........................................................................

CHAIRPERSON:........................................................