I hereby give notice that an ordinary meeting of the Appointments, Performance Review and Value for Money Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Thursday, 3 May 2018

9.30am

Room 1, Level 26
135 Albert St
Auckland

 

Appointments, Performance Review and Value for Money Committee

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

 

Chairperson

Hon Phil Goff, CNZM, JP

 

Deputy Chairperson

Hon Christine Fletcher, QSO

 

Members

Cr Josephine Bartley

 

 

Cr Ross Clow

 

 

Cr Chris Darby

 

 

Cr Richard Hills

 

 

Cr Penny Hulse

 

 

Cr Desley Simpson, JP

 

 

 

 

Ex-officio

Deputy Mayor Bill Cashmore

 

 

IMSB Chair David Taipari

 

 

(Quorum 5 members)

 

 

 

Suad Allie

Governance Advisor

 

30 April 2018

 

Contact Telephone: (09) 977 6953

Email: suad.allie@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 



Terms of Reference

 

Responsibilities

 

The Council Appointments, Performance Review and Value for Money Committee is established to:

 

1.         Review the chief executive’s performance and to recommend to the Governing Body the terms and conditions of the CE’s employment including any performance agreement measures and annual remuneration

2.         Make appointments to Council-Controlled Organisations (CCOs), Council Organisations (COs) and exempt CCOs and COs

3.         Approve policies relating to the appointment of directors and trustees to CCOs and COs.

4.         Monitor and report to the Governing Body on the implementation of service delivery reviews required under s17A of the Local Government Act 2002, and the recommendations arising from those reviews

5.         Approve the scheduling of the forward s17A work programme, and recommend to the Governing Body the terms of reference for individual reviews

6.         Request reports on Auckland Council parent and CCO value for money, savings and effectiveness-focused initiatives that are beyond the scope of s17A reviews, and make recommendations on these reports to the Governing Body.

 

Powers

 

All powers necessary to perform the committee’s responsibilities.

 

Except:

 

(a)        powers that the Governing Body cannot delegate or has retained to itself (section 2)

(b)        where the committee’s responsibility is limited to making a recommendation only

(c)        the power to establish sub-committees

 

 


Exclusion of the public – who needs to leave the meeting

 

Members of the public

 

All members of the public must leave the meeting when the public are excluded unless a resolution is passed permitting a person to remain because their knowledge will assist the meeting.

 

Those who are not members of the public

 

General principles

 

·         Access to confidential information is managed on a “need to know” basis where access to the information is required in order for a person to perform their role.

·         Those who are not members of the meeting (see list below) must leave unless it is necessary for them to remain and hear the debate in order to perform their role.

·         Those who need to be present for one confidential item can remain only for that item and must leave the room for any other confidential items.

·         In any case of doubt, the ruling of the chairperson is final.

 

Members of the meeting

 

·         The members of the meeting remain (all Governing Body members if the meeting is a Governing Body meeting; all members of the committee if the meeting is a committee meeting).

·         However, standing orders require that a councillor who has a pecuniary conflict of interest leave the room.

·         All councillors have the right to attend any meeting of a committee and councillors who are not members of a committee may remain, subject to any limitations in standing orders.

 

Independent Māori Statutory Board

 

·         Members of the Independent Māori Statutory Board who are appointed members of the committee remain.

·         Independent Māori Statutory Board members and staff remain if this is necessary in order for them to perform their role.

 

Staff

 

·         All staff supporting the meeting (administrative, senior management) remain.

·         Other staff who need to because of their role may remain.

 

Local Board members

 

·         Local Board members who need to hear the matter being discussed in order to perform their role may remain.  This will usually be if the matter affects, or is relevant to, a particular Local Board area.

 

Council Controlled Organisations

 

·         Representatives of a Council Controlled Organisation can remain only if required to for discussion of a matter relevant to the Council Controlled Organisation.

 

 

 


Appointments, Performance Review and Value for Money Committee

03 May 2018

 

ITEM   TABLE OF CONTENTS                                                                                         PAGE

1          Apologies                                                                                                                        7

2          Declaration of Interest                                                                                                   7

3          Confirmation of Minutes                                                                                               7

4          Petitions                                                                                                                          7  

5          Public Input                                                                                                                    7

6          Local Board Input                                                                                                          7

7          Extraordinary Business                                                                                                8

8          Notices of Motion                                                                                                           8

9          Value for Money (s17A) Review programme                                                              9  

10        Consideration of Extraordinary Items 

PUBLIC EXCLUDED

11        Procedural Motion to Exclude the Public                                                                 39

C1       Shortlist candidates for three director vacancies on the Auckland Regional Amenities Funding Board                                                                                           39

C2       Chief Executive's Employment Review: Part One                                                   39  

 


1          Apologies

 

An apology from Cr P Hulse has 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

 

That the Appointments, Performance Review and Value for Money Committee:

a)         confirm the ordinary minutes of its meeting, held on Wednesday, 4 April 2018, including the confidential section, as a true and correct record.

 

4          Petitions

 

At the close of the agenda no requests to present petitions had been received.

 

5          Public Input

 

Standing Order 7.7 provides for Public Input.  Applications to speak must be made to the Governance Advisor, in writing, no later than one (1) clear working day 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 6.2 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 one (1) day’s 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 6.1 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

 

There were no notices of motion.

 


Appointments, Performance Review and Value for Money Committee

03 May 2018

 

Value for Money (s17A) Review programme

 

File No.: CP2018/04070

 

  

Te take mō te pūrongo / Purpose of the report

1.       To approve the terms of reference for two new value for money reviews so that they can be recommended to the Governing Body for final approval.

Whakarāpopototanga matua / Executive summary

2.       At its 22 March 2018 (GB/2018/57) meeting the Governing Body approved the terms of reference for the Appointments, Performance Review and Value for Money (APRVFM) Committee. This incorporated the oversight for the value for money review programme under section 17A of the Local Government Act 2002.

3.       The review programme is in the process of being reset in consultation with the executive leadership team and will be confirmed and tabled at the next APRVFM Committee. In the interim, this report is seeking approval from the APRVFM Committee for the next two terms of reference for the following activities:

·   group Information, Communication and Technology (ICT)

·   group Customer Services.

4.       These reviews have been selected as they both build on previous review work that looked at communications and engagement for customer services and group procurement for ICT. They are also likely to have a bearing on the possible development of a group corporate support strategy. Both reviews are part of the governance and operational support in the Long-term Plan 2018-2028 which represents a large group expenditure over 10 years ($4.2 billion in operating expenditure and $1.3 billion in capital expenditure) and both undertake activities that are common across the group.

5.       The reviews are in place of earlier proposals indicated in the 21 March 2017 programme. The original reviews impact the Finance function namely finance, financial planning and transactional services. After consultation with the business it is recommended that the original reviews be deferred until after the long-term planning workload has peaked and managing year end is undertaken as the function’s workload is very high at present.

 

Ngā tūtohunga / Recommendation/s

That the Appointments, Performance Review and Value for Money Committee:

a)      approve the terms of reference for the following two value for money reviews, so that they can be recommended to the Governing Body for final approval:

·    group Information, Communication and Technology  

·    group Customer Services reviews for commencement in May 2018

b)      note that an indicative and revised value for money review programme together with a detailed evaluation of review priorities will be presented to the next Appointments, Performance Review and Value for Money Committee meeting.

 


 

 

Tātaritanga me ngā tohutohu / Analysis and advice

Previous decisions:

Date

Committee

Recommendation Number

Decision

21 March 2017

Finance and Performance

FIN/2017/23

endorsed a value for money programme for the council group and approved four terms of reference

21 September 2017

Finance and Performance

FIN/2017/128

two terms of reference (group procurement and parks & open spaces) were approved

6 November 2017

Finance and Performance

FIN/2017/153

the first four completed reviews were endorsed by the F&P Committee for implementation by the council

22 March 2018

Governing Body

GB/2018/57

approved oversight for the value for money (S17A) programme be moved to the Appointments, Performance Review and Value for Money (APRVFM) Committee

 

6.       The value for money review programme is in the process of being revised and reset in consultation with executive leadership team and will be confirmed shortly and tabled at the next APRVFM Committee. The next two reviews proposed in this report have been endorsed for approval by the council’s executive leadership team.

7.       This report is seeking approval from the APRVFM Committee to recommend to the Governing Body the next two new terms of reference attached in Attachment A and Attachment B:

·   Group Information, Communication and Technology (ICT)

·   Group Customers Services

8.       The reasons for proposing these next two reviews include:

·   Acknowledgement that the group shared services strategy work is about to get underway. The value for money review will complement the development of the strategy by reviewing areas of significant group expenditure with high levels of potential duplication customer services and ICT.

·   The two new reviews seeking recommendation today build on two previously approved and underway reviews (namely communications and engagement for group customer services and group procurement for group ICT). These are also likely to have relevance in the development of a group corporate support strategy both representing a large group spend and both having activities that are common across the group.

·   Feedback received verbally from the business on the capacity to accommodate review work given the current workload of certain functions. For example, the Finance function and the workload associated with obtaining approval for the long-term plan and managing year end over the next quarter.

·   Considering Auckland Tourism, Events and Economic Development is undertaking a review of its purpose and, given this review, it is desirable that the continuation of the economic development review await the outcomes of that work.

·   Reviews including an investment scope (covering Ports of Auckland Limited) need to consider the timing with reference to central government’s anticipated port study.

 

Ngā tāpirihanga / Attachments

No.

Title

Page

a

Terms of Reference Group Information, Communication and Technology VfM Review

13

b

Terms of Reference Group Customer Services VfM Review

27

      

Ngā kaihaina / Signatories

Author

Sally Garrett- Programme Manager – Value For Money

Authorisers

Kevin Ramsay - General Manager Corporate Finance and Property

Matthew Walker - Acting Group Chief Financial Officer

Phil Wilson - Governance Director

 


Appointments, Performance Review and Value for Money Committee

03 May 2018

 


 


 


 


 


 


 


 


 


 


 


 


 


 


Appointments, Performance Review and Value for Money Committee

03 May 2018

 


 


 


 


 


 


 


 


 


 


 


 

     

 


Appointments, Performance Review and Value for Money Committee

03 May 2018

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

a)               

That the Appointments, Performance Review and Value for Money Committee:

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

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       Shortlist candidates for three director vacancies on 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 private information about the candidates that have applied for the three vacancies on the Auckland Regional Amenities Funding Board.

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       Chief Executive's Employment Review: Part One

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 committee will discuss the performance of the Chief Executive, including discussion about the meeting of objectives, terms of employment and general performance. The agenda item also includes information supplied by external parties which has been supplied on the basis of confidentiality.

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.