I hereby give notice that an ordinary
meeting of the Appointments, Performance Review and Value for Money Committee will
be held on:
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Date:
Time:
Meeting Room:
Venue:
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Wednesday, 3 October
2018
2.30pm
Room 1, Level
26
135 Albert St
Auckland
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Komiti Tohu me te Arotake Tūranga
Mahi, me te Rite o te Whiwhi ki Tā Tērā i Utu Ai / Appointments,
Performance Review and Value for Money Committee
OPEN AGENDA
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MEMBERSHIP
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Chairperson
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Hon Phil Goff, CNZM, JP
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Deputy Chairperson
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Hon Christine Fletcher, QSO
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Members
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Cr Josephine Bartley
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Cr Ross Clow
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Cr Chris Darby
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Cr Richard Hills
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Cr Penny Hulse
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Cr Desley Simpson, JP
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Ex-officio
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Deputy Mayor Bill Cashmore
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IMSB Chair David Taipari
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(Quorum 4 members)
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Suad Allie
Governance Advisor
26 September 2018
Contact Telephone: (09) 977 6953
Email: suad.allie@aucklandcouncil.govt.nz
Website: www.aucklandcouncil.govt.nz
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Terms
of Reference (Delegations)
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, with the exception of Ports of Auckland Limited
and Auckland International Airport Limited.
3. Receive updates
on appointments to the council organisations Ports of Auckland Limited and
Auckland International Airport Limited, as well as any relevant updates on
shareholder voting undertaken at Auckland International Airport Limited annual
general meetings.
4. Approve policies
relating to the appointment of directors and trustees to CCOs and Cos.
5. 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.
6. Approve the
scheduling of the forward s17A work programme, and recommend to the Governing
Body the terms of reference for individual reviews.
7. 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.
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Appointments,
Performance Review and Value for Money Committee
03 October
2018
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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 Quarterly
Savings Target Report 9
9 Update report
for appointments to Auckland Transport, Regional Facilities Auckland and Tamaki
Redevelopment Company Limited 13
10 Board appointments to
non-substantive council-controlled organisations 17
11 Forward Work Programme 21
12 Appointments and
Performance Review Committee Information Report - 3 October 2018 33
13 Consideration of
Extraordinary Items
PUBLIC EXCLUDED
14 Procedural
Motion to Exclude the Public 35
C1 Reappointment of board members
to Māngere Mountain Education Trust 35
C2 Appointment of trustees to Arts
Regional Trust 35
C3 Shortlist candidates for
director vacancies on Auckland Transport and Regional Facilities Auckland 35
C4 Confidential: Tamaki
Redevelopment Company Limited : Director appointments 36
C5 Board Appointments: Manukau
Beautification Charitable Trust (MBCT) 36
At the close of
the agenda no apologies had 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 Appointments, Performance Review and Value for Money
Committee:
a)
confirm the ordinary minutes of its meeting,
held on Thursday, 6 September 2018, 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
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.”
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Appointments,
Performance Review and Value for Money Committee
03 October
2018
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Quarterly
Savings Target Report
File No.: CP2018/17963
Te take mō te pūrongo / Purpose of the report
1. To
provide the Appointments, Performance Review and Value for Money Committee an
update on the progress towards meeting the 10-year Budget Long-term Plan
2018-2028 (LTP) savings target.
Whakarāpopototanga matua / Executive summary
2. The
LTP includes a $62 million savings target for the council parent over the first
three years. The target for financial year 2018/2019 is $23 million.
3. Council
is now using a centralised methodology for identifying, measuring and reporting
on savings to improve transparency on the achievement of the savings target
within the LTP, as well as capturing other value created such as cost avoidance
and non-financial benefits.
4. To
date, $1.9 million savings have been achieved, with a further $12.4 million
underway. Further work is underway to meet the remaining $8.7 million.
5. The
savings target relates to operating expenditure and not capital works.
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Ngā tūtohunga / Recommendation/s
That the Appointments,
Performance Review and Value for Money Committee:
a) receive
the quarterly benefits realisation report.
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Horopaki / Context
6. A
savings target has been included in the LTP after considering the build-up of
the expenditure to run the council and the level of rates we collect. This
considers changes to operating budgets impacted by items such as growth,
interest and inflation, the levels of external revenue, political decisions and
the overall affordability of rates increases.
7. The
savings target is set at a level where the council does not expect to have a
reduction to service levels.
8. The
achievement of the savings target is led by the Finance division in order to
provide a high level of transparency of the initiatives that are being
undertaken and the extent to which council is performing.
9. There
are many levers that can be used to deliver savings and efficiencies including:
· procurement
– reducing spend with third parties
· organisational
design – implementing structures that remove duplication and leverage
capability and capacity more efficiently
· technology
– leveraging existing investments for better outcomes or implementing new
tools that create efficiencies such as automation
· increasing
non-rates revenue
· prudent
financial management – a strong focus on costs through a culture of
questioning and challenging all expenditure, managing spend against budgets and
accurate forecasting
· demand
management – applying controls around consumption and activities such as
travel and recruitment.
10. The savings
target relates to operating expenditure. Any benefit relating to capital works
will be separately captured.
Tātaritanga me ngā tohutohu / Analysis and advice
11. Savings are
categorised into three main areas:
· realised
– the initiative has been delivered with the savings realised
· in
delivery – the initiative is underway, with the final confirmation of the
savings validated upon delivery
· pipeline
- the potential savings opportunity is being scoped.
12. The table
below shows the currently realised or in delivery initiatives that contribute
to achieving $14.3 million of the $23 million 2018/2019 target:
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Category
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Initiative
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Amount
($
million)
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Realised
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Organisational design within
the Operation division’s Commercial and Finance department.
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$1.1
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Auckland Council Investment
Limited disestablishment.
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$0.6
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Robotic process automation
within the Finance division’s Transactional Services department.
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$0.2
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In delivery
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Prudential financial
management
· review
on vacant roles
· the
level of contract roles
· reduction
in non-core spend
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$7.9
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System and process
improvements
Primarily:
· Building
Control inspection scheduling
· Leisure
operating system
· SAP
open text
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$2.5
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Procurement reduction in spend
with third parties
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$1.5
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Communications and Engagement
Value for Money Review benefits
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$0.5
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13. Work is
underway on further pipeline initiatives to meet the remaining savings target
for 2018/2019. This includes further work on prudential financial management
(such as optimising utilities management), organisational design, procurement
reductions and further system improvements.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
14. The
centralised savings approach has been set at a regional level. None of the
initiatives delivered or in delivery have specific local board impact on
service level reductions.
Tauākī whakaaweawe Māori / Māori impact
statement
15. The savings
initiatives delivered or in delivery have no specific impact on Māori
outcomes.
16. Initiatives
may require investment to achieve savings. The related procurement activities
will align to the Sustainable Procurement Framework. This framework enables
outcomes that can impact social, environmental, economic and cultural
wellbeing.
Ngā ritenga ā-pūtea / Financial implications
17. This report
provides visibility on how council is performing on its savings target which
supports meeting the 2018/2019 annual budget. There are financial implications
on the annual budget if the savings target is not met for 2018/2019. This may
result in a slightly higher debt level. Any additional budget pressures may
also result in additional savings being required.
Ngā raru tūpono / Risks
18. Some of the
initiatives that have been identified to deliver savings are active projects
currently being delivered. As with any project there are risks to delivery
including resource availability, competing priorities and technical
dependencies.
Ngā koringa ā-muri / Next steps
19. Due to the
timing of the Appointments, Performance Review and Value for Money Committee,
this first quarterly report does not capture all benefits from the month of
September 2018. If there are material changes to the savings and benefits
achieved, an updated report will be presented in November 2018.
Ngā
tāpirihanga / Attachments
There are no attachments for
this report.
Ngā kaihaina / Signatories
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Authors
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Robert Irvine - Head of Group Financial Planning
Sara Hay - Head of Financial Transformation
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Authorisers
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Matthew Walker - Group Chief Financial Officer
Phil Wilson - Governance Director
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Appointments,
Performance Review and Value for Money Committee
03 October
2018
|
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Update report for appointments to
Auckland Transport, Regional Facilities Auckland and Tamaki Redevelopment
Company Limited
File No.: CP2018/17459
Te take mō te pūrongo / Purpose of the report
1. To
provide an update on the programme of appointments to three of the boards of
Auckland’s substantive council-controlled organisations (CCOs) and
external partnerships for 2018.
Whakarāpopototanga matua / Executive summary
2. Recruitment
for the director vacancies for Auckland Transport and Regional Facilities
Auckland commenced in July 2018.
3. The
committee will today make decisions on a short-list of candidates for two
director vacancies; one for Auckland Transport and one for Regional Facilities
Auckland. A report on the confidential agenda provides advice on the
short-listed candidates.
4. A
second confidential report seeks approval from the committee regarding a
council-appointed director, and director jointly appointed with the Crown, on
the board of Tamaki Redevelopment Company Limited. In line with previous
processes undertaken in 2012 and 2016, the committee will be making decisions
regarding the appointment of two directors to this entity.
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Ngā tūtohunga / Recommendation/s
That the Appointments,
Performance Review and Value for Money Committee:
a) note
that two confidential reports are included on today’s committee agenda
that provide information to:
i) make
decisions on short-listing candidates for the directors of Auckland Transport
and Regional Facilities Auckland
ii) make
decisions on appointing directors to Tamaki Redevelopment Company Limited.
b) note
that the report is confidential due to the personal information contained in
it.
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Horopaki / Context
Links to strategies, policies and plans
5. The
board appointment process for appointing directors to any CCOs and external
partnership board is outlined in the table below:
6. Council’s policy sets a maximum tenure of six years for
substantive CCO directors in order to achieve a balance of experience and fresh
thinking on individual boards.
7. However, the policy also recognises that sometimes there are good
reasons to approve extensions beyond the two three-year terms, such as
retaining the knowledge, skills and leadership on a board.
8. The
confidential reports on this agenda provide advice and options to assist the
committee to make decisions regarding
i) short-listing
candidates for the director vacancies on Auckland Transport and Regional
Facilities Auckland
ii) whether
to reappoint directors to Tamaki Redevelopment Company Limited.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
9. Board
appointments to CCOs are the role of the Governing Body. Local boards can
participate in the nomination process for each director vacancy. The nomination
of a candidate requires the consent of that candidate.
Tauākī whakaaweawe Māori / Māori impact
statement
10. Council’s
policy also aims to achieve a diverse range of directors to all CCO boards.
11. This can have
positive impacts for Māori by creating opportunities for
Māori directors.
12. In line with
the policy, an Independent Māori Statutory Board
member may be appointed to the selection panel to provide a Māori
perspective throughout the process.
Ngā ritenga ā-pūtea / Financial implications
13. The costs
associated with these appointments will be managed from existing budgets.
Ngā raru tūpono / Risks
14. There are
risks associated with all board appointments including:
i) reputational:
all candidates are appropriately screened to meet the skill requirements for
directors of a board such as this and have appropriate governance experience
especially within public-facing entities. To mitigate any potential risks
of disqualified directors or under-qualified candidates:
a) a thorough due
diligence process is completed on all candidate applications in line with the
council’s appointment policy
b) short-listed candidates
will complete the council’s director consent form prior to interview
which requires directors to confirm that there is nothing that would disqualify
them from being a director
c) Kerridge and Partners
conduct thorough reference checks of candidates who are approved for
appointment to the CCOs.
ii) reputational:
breach of privacy if confidential candidate information is released prior to
final decisions being made by the committee. The risk is fewer and
potentially less qualified candidates being attracted into future board
appointment programmes. To mitigate the risk staff will continue to
highlight the need for maintaining confidentiality during the board appointment
programme and selection panel members have signed a confidentiality
document.
iii) governance:
the risk of an unbalanced board where a loss of institutional knowledge impacts
decision-making. Conversely, retaining board members for too long can
mean the board lack innovation and fresh thinking. There is a need to
maintain an appropriate balance of new and longer-serving board members to
ensure innovation and fresh thinking while retaining institutional knowledge.
Ngā koringa ā-muri / Next steps
15. Following
approval from this committee, staff from the CCO Governance and External
Partnerships department and council’s external director recruitment
support company (Kerridge and Partners) will liaise with the approved
candidates to set up interview dates-times for the selection panel members.
16. Staff will
discuss the outcome of the director appointments for the Tamaki Redevelopment
Company Limited board with the crown’s agent and ensure current directors
are notified of the outcome.
Ngā
tāpirihanga / Attachments
There are no attachments for
this report.
Ngā kaihaina / Signatories
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Author
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Josie Meuli - Senior Advisor
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Authorisers
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Alastair Cameron - Manager - CCO Governance &
External Partnerships
Phil Wilson - Governance Director
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Appointments,
Performance Review and Value for Money Committee
03 October
2018
|
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Board appointments to non-substantive
council-controlled organisations
File No.: CP2018/18172
Te take mō te pūrongo / Purpose of the report
1. To
provide an update on appointments to the boards of three Auckland
Council’s non-substantive council-controlled organisations (CCOs).
These CCOs are:
·
Arts Regional Trust (ART)
·
Mangere Mountain Education Trust (MMET)
·
Manukau Beautification Charitable Trust (MBCT)
Whakarāpopototanga matua / Executive summary
2. This
committee is being asked to make decisions regarding the appointment of
trustees to three non-substantive CCOs (ART, MMET, MBCT).
3. Reports
on the confidential agenda consider these trustee appointments.
4. This
report outlines the process that was undertaken for to each of these
appointment processes.
5. Staff
consider that the processes undertaken for these appointments were consistent
with Auckland Council’s Appointment and Remuneration Policy for Board
Members of Council Organisations (the policy).
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Ngā tūtohunga / Recommendation/s
That the Appointments,
Performance Review and Value for Money Committee:
a) note
that three confidential reports are included on today’s committee
agenda that provide information to make decisions on appointing:
i) a
trustee to the Arts Regional Trust
ii) a
trustee to Mangere Mountain Education Trust
iii) trustees
to Manukau Beautification Charitable Trust
b) note
that these reports are confidential due to the personal information contained
in them.
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Horopaki / Context
6. This
committee is being asked to make decisions regarding the appointment of
trustees to three non-substantive CCOs.
7. This
report sets out the process that has been undertaken in relation to these
trustee appointments.
Arts
Regional Trust
8. ART
is a council-controlled organisation subject to Local Government Act 2002
provisions. ART was established by the former Manukau City Council and Auckland
City Council to administer funds in lieu of the former Auckland Regional
Services Trust (dissolved October 1998).
9. ART’s
core purpose under its deed is to contribute to the development of a
flourishing arts and culture sector in the Auckland region. ART’s
ancillary objectives include the promotion of arts, culture and cultural
diversity, raising profile, promoting innovation and excellence and meet needs
in the broader arts and culture sector.
10. ART currently
has seven trustees and undertook a process to appoint up to two further
trustees between March and April 2018. This process is consistent with
requirements for non-substantive council-controlled organisation board
appointments set out in council’s policy.
11. Council
appoints all trustees to ART. Under its deed ART can have between five and nine
trustees.
12. ART currently
has seven trustees and undertook a process to appoint up to two further
trustees between March and April 2018. The process was undertaken as follows:
· the
trustee position was advertised on the Appoint Better Boards website (www.appointbetterboards.co.nz)
during March 2018.
· eleven
applications were received, and a shortlist was prepared by a subcommittee of
the ART board.
· three
applicants were interviewed by a subcommittee of the ART board on 6 April 2018.
· the
preferred applicant’s appointment was recommended by the subcommittee of
the ART board to the full board on 30 April 2018, and approved for referral and
request to council in May 2018.
13. Staff
consider that the appointment process undertaken by the ART board to seek new
trustees was robust and consistent with requirements for non-substantive
council-controlled organisation board appointments set out in council’s
Appointment and Remuneration Policy for Board Members of Council Organisations.
14. The
confidential report on this agenda recommends appointment(s) to the ART board
based on this process.
Mangere
Mountain Education Trust
15. MMET is a
council-controlled organisation subject to Local Government Act 2002
requirements.
16. MMET was
established in 2003 by the Manukau City Council with the purpose of managing a
visitor facility and other amenities on Te Pane o Mataoho (Māngere mountain), and to pursue
educational objectives in relation to the facilities, the maunga itself and the
surrounding cultural landscapes.
17. MMET’s
deed provides for the appointment of up to eight trustees. Under the deed,
council appoints up to four trustees, the Department of Conservation (DOC)
appoints up to two trustees and Te Waiohua Trust appoints up to two trustees.
DOC has rescinded its appointing role.
18. All trustees
serve a three-year term, the current trustee term ended on 30 June 2018. The
confidential report on this committee’s agenda considers the
reappointment of current trustees.
19. An appointment
process is also underway to seek new appointments to MMET. Staff will report to
the Appointments, Performance Review and Value for Money Committee by the end
of 2018 to consider the appointment of new trustees to MMET.
Manukau
Beautification Charitable Trust
20. The trust
deed requires MBCT to have no fewer than five trustees and no more than twelve,
all appointed by Auckland Council in consultation with the trust’s chair.
MBCT has eight trustees in the current term (1 July 2016 to 30 June 2019).
21. At the end of
each term, one-third of trustees who have been longest in office must retire.
If the retiring trustees have not completed three consecutive terms, they are
eligible for re-appointment.
22. Of the four
longest-serving retiring trustees, two will retire having served their full
nine-year term as at 30 June 2019. Another two will retire and are eligible to
seek reappointment for a further third three-year term, 1 July 2019 – 30
June 2022.
23. MBCT has
undertaken a process to appoint further trustees. The process was undertaken
with the assistance of a human resources and recruitment company. The
trustees used their own networks to approach potential candidates, as well as
using other organisations such as the Papakura Business Association, and
Positive Papakura.
24. A particular
emphasis was placed on finding candidates who had a strong commitment to the
community and a passion for the environment. In addition:
· current
and potential trustees completed an online questionnaire to ascertain core
competency levels within the trust board
· current
trustees and potential trustees were also asked to comment and rate their
commitment to serving the community, adhering to Te Tiriti o Waitangi
principles and the congruence of their personal values against those of the
MBCT
· the
potential candidates presented to the trust board a summary of their key
attributes, and experience
25. The MBCT
trust board unanimously recommended the candidates presented in the
confidential report.
Tātaritanga me ngā tohutohu / Analysis and advice
26. Staff
consider that the processes undertaken for these appointments were consistent
with Auckland Council’s Appointment and Remuneration Policy for Board
Members of Council Organisations.
Ngā whakaaweawe ā-rohe me ngā tirohanga a te
poari ā-rohe /
Local impacts and local board views
27. It is the
Governing Body’s role to make appointments to CCOs. However, given
the local activity of some of the non-substantive CCOs, feedback can be sought
from relevant local boards where appropriate.
Tauākī whakaaweawe Māori / Māori impact
statement
28. Auckland
Council’s Appointment and Remuneration Policy for Board Members of
Council Organisations also aims to achieve a diverse range of directors to all
CCO boards.
29. This can have
positive impacts for Māori by creating opportunities for
Māori directors.
Ngā ritenga ā-pūtea / Financial implications
30. There are no
financial implications associated with this report.
Ngā raru tūpono / Risks
31. There are
risks associated with all board appointments including:
i) reputational:
all candidates are appropriately screened to meet the skill requirements of the
individual trusts. The degree of governance experience required for
trustees of community organisations such as these non-substantive CCOs such as
these is proportionate to the scale of these organisations, however, trustees
must still have an understanding of their obligations and responsibilities.
ii) reputational:
breach of privacy if confidential candidate information is released prior to
final decisions being made by the committee. The risk is fewer and
potentially less qualified candidates being attracted into future board
appointment programmes.
iii) governance:
the risk of an unbalanced board where a loss of institutional knowledge impacts
decision-making. Conversely, retaining board members for too long can
mean the board lack innovation and fresh thinking. There is a need to
maintain an appropriate balance of new and longer-serving board members to ensure
innovation and fresh thinking while retaining institutional knowledge.
Ngā koringa ā-muri / Next steps
32. Staff will
advise the respective trusts of the committee’s decisions following
consideration of the confidential reports relating to these appointments.
Ngā
tāpirihanga / Attachments
There are no attachments for
this report.
Ngā kaihaina / Signatories
|
Author
|
Alastair Cameron - Manager - CCO Governance &
External Partnerships
|
|
Authoriser
|
Phil Wilson - Governance Director
|
|
Appointments,
Performance Review and Value for Money Committee
03 October
2018
|
|
Forward Work Programme
File No.: CP2018/17623
Te take mō te pūrongo / Purpose of the report
1. To
review and update the Appointments, Performance Review and Value for Money
Committee’s three-year forward work programme.
Whakarāpopototanga matua / Executive summary
2. It
is good practice to review the forward work programme at each committee
meeting, to ensure that it can be adapted quickly if council’s risk
profile changes and that it remains relevant to the needs of the committee.
3. There
are no substantive changes recommended to the forward work programme that arise
from a change in the risk profile of council.
|
Ngā tūtohunga / Recommendation/s
That the Appointments,
Performance Review and Value for Money Committee:
a) approve
its forward work programme.
|
Ngā
tāpirihanga / Attachments
|
No.
|
Title
|
Page
|
|
a⇩
|
20181003 - Forward Work Programme
|
23
|
Ngā kaihaina / Signatories
|
Author
|
Suad Allie - Governance Advisor
|
|
Authoriser
|
Phil Wilson - Governance Director
|
|
Appointments,
Performance Review and Value for Money Committee
03 October
2018
|
|
|
APPOINTMENTS,
PERFORMANCE REVIEW AND VALUE FOR MONEY COMMITTEE FORWARD WORK PROGRAMME 2019
This
committee reviews the chief executive’s performance, makes appointments
to Council-Controlled Organisations (CCOs) and Council Organisations (COs),
and approves policies relating to the appointments of directors and trustees
to CCOs and Cos as well as approving the Value for Money programmes
|
|
Priorities for 2018:
1. Director appointments
2. Value for Money
|
The work of the committee will:
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.
· Deliver succession priorities
· Deliver programme key milestones
|
Updated October 2018
|
Priority #
|
Area of work
|
Reason for work
|
Appointments, Performance and Review Committee role
(decision or
direction)
|
Expected timeframes
Quarter
(month if known)
|
|
Fy
19
|
|
|
Q1
Jul-Sept
|
Q2
Oct - Dec
|
Q3
Jan-March
|
Q4
April-June
|
|
|
Council Controlled Organisations
|
Director and appointment
process
|
Approve
appointment process and director appointments
|
|
|
Q3
|
|
|
|
Ports of Auckland
|
Director and appointment process
|
Approve
appointment process and director appointments
|
|
|
Q3
|
|
|
|
Tamaki Redevelopment Company Limited
|
Director and appointment process
|
Approve
appointment process and director appointments
|
|
|
Q3
|
|
|
|
Board Performance Review
|
|
Progress
to date:
Report
December 2018 meeting.
|
|
Q2
|
|
|
|
|
Legacy CCO’s
|
Appointment of Directors, board
members
|
To approve
appointment of board members and directors
|
|
|
Q3
|
|
|
|
Board Appointment Policy
|
Appointment of Directors, board
members
2019-2020
|
To approve
appointment of board members and directors
|
Q1
|
|
|
|
|
|
Remuneration Review
|
2019-2020
|
|
|
Q2
|
|
|
|
|
Auckland Transport board
Regional Facilities Auckland
|
Process and selection panel for appointment
Director appointments
|
Progress to date:
Approve skill requirement and selection panel approved
for director appointment for Auckland Transport. A confidential report
was considered at 4/04/2018 meeting
Confidential resolution APP/2018/19
Progress to date:
Report back shortlist for Auckland Transport and
Regional Facilities Auckland at 3 October 2018 meeting.
|
Q1
|
|
|
|
|
|
Auckland Council's organisational performance update
for the period ending February 2018
|
|
Progress to date:
Report received on 4 April 2018 meeting date noting
organisational update
Confidential resolutions APP/2018/20
|
Q1
|
|
|
|
|
|
Chief Executive's Performance Objectives
|
Setting objectives:
Performance objectives 2017/18 close-off
|
Progress to date:
Report was considered 17/11/2017. Resolution
APP/2017/1–
recommend to Governing Body for approval.
Progress to date:
Report at 2 August 2018 meeting confidential RES
APP/2018/58 recommendations to the Governing Body
Report back in November 2018.
|
Q1
|
|
|
|
|
|
Mangere Mountain Education Trust
|
Director appointments
|
Progress to date:
Report to be received at the 3 October meeting to
approve director appointments
|
|
|
|
|
|
|
Tamaki Redevelopment
|
Director appointments
|
Progress to date:
Report to be received at the 3 October meeting to
approve director appointments
|
|
|
|
|
|
|
Arts Regional Trust
|
Appointment of trustees
|
Progress to date:
Report to be received at the 3 October meeting to
approve appointment of trustees
|
|
|
|
|
|
|
Manukau Beautifical Charitable Trust
|
Director appointments
|
Progress to date:
Report to be received at 3 October meeting to approve
appointment of director
|
Q1
|
|
|
|
|
|
Appointment process for the Board of Ports of Auckland
Limited
|
|
Receive list of shortlisted candidates
Progress to date:
Report received at 4/05/2017 meeting
Confidential resolutions APP//2017/1
|
|
|
|
|
|
Priority #
|
Area of work
|
Reason for work
|
Appointments, Performance and Review Committee role
(decision or
direction)
|
Expected timeframes
Quarter
(month if known)
|
|
FY18/19
|
|
Q1
Jul-Sep
|
Q2
Oct-Dec
|
Q3
Jan-March
|
Q4
April
|
|
|
Value for Money Reviews (Section 17a)
Regional Parks, sport and recreation
|
Final Value for Money Review programme
Parks open Spaces
Group Procurement
|
Report at the
7/06/2018 meeting
Progress to
date:
Res Resolution number APP/2018/28
Group
procurement endorsed
Parks and
Open spaces to be workshop and reported further to the committee –
needs to come back to the committee for approval.
May 2019
|
Q1
Parks TBC
|
|
|
|
|
|
Local Parks, sport and recreation
|
|
Report on 1
August 2018
1 November
2019
|
|
|
|
Q4
|
|
|
Benefits Realisation
|
Quarterly updates on initiatives delivering value to
Council and benefits realisation management
|
Receive the benefits realisation report against
savings targets
|
|
|
|
|
|
|
Organisational Support
|
Customer Services
|
Underway – June 2018
|
Q1
|
|
|
|
|
|
|
Information Systems
|
Underway – June – September 2018
|
Q1
|
|
|
|
|
|
|
Corporate Property
|
August 2018
|
Q1
|
|
|
|
|
|
|
Transactional Services and Payroll
|
2017
|
|
|
|
|
|
|
|
Finance and Financial Planning
|
2017
|
|
|
|
|
|
|
|
Procurement, Legal and Human Resources
|
August 2018
|
Q1
|
|
|
|
|
|
|
Corporate Property
|
May 2019
|
|
|
|
Q4
|
|
|
Solid Waste and Environmental Services
|
Organics
|
Report 1 August 2018-1 November 2018
|
|
Q2
|
|
|
|
|
Regional Facilities
|
Conventions and Events
|
November 2018-1 February 2019
|
|
Q2
|
|
|
|
|
|
Stadium Facilities
|
May – August 2019
|
|
|
|
Q4
|
|
|
Regional and Local Community Services
|
Regional Community services
|
August 2019
|
|
|
|
Q4
|
|
|
Public transport and travel demand management
|
Off Street parks
|
Report 1 November 2018
|
|
Q2
|
|
|
|
|
|
Bus Rail and ferry
|
1 May 2019
|
|
|
|
Q4
|
|
|
|
On Street parks and Enforcement
|
November 2018
|
|
Q2
|
|
|
|
|
Property and Waterfront Development
|
Commercial Property and Investments
|
November 2018
|
|
Q2
|
|
|
|
|
|
Urban development
|
February 2019
|
|
|
Q3
|
|
|
|
Regulation
|
Regulation
|
August 2019
|
|
|
Q4
|
|
|
|
Roads and Footpaths
|
Roads and footpaths
|
February – May 2019
|
|
|
|
Q4
|
|
|
Regional and Local Governance
|
Regional Governance
|
May 2019
|
|
|
|
Q4
|
|
|
|
Local Governance
|
November 2019
|
|
|
|
Q4
|
|
|
Regional and Local Planning and Development
|
Regional Planning
|
August 2018
|
Q1
|
|
|
|
|
|
|
Local Planning and Development
|
February 2019
|
|
|
|
Q4
|
|
|
|
|
|
|
|
|
|
|
|
|
Board Appointments to Auckland Regional Amenities
Board
|
Approve selection
|
Progress to date:
Report received 4/05/2017. RES APP/2017/3
a) appoint select board members
|
|
|
|
|
|
|
City Rail Link Board Appointments
|
To appoint 4 directors to the board
|
Progress to date:
A report was considered on 8/06/2017. RES APP/2017/4
a) note Auckland Council and the Crown
are jointly responsible for appointing the City Rail Link Limited Board.
b) Approve the recommended candidates
|
|
|
|
|
|
|
Mount Albert Grammar School Community Swimming Pool
Trust: Appointment of Trustees
|
Director appointments
|
Progress to date:
Report received at 8/06/2017. RES APP/2017/5
|
|
|
|
|
|
|
Auckland Council Organisation Strategy (Performance
Plan)
|
To provide feedback to Chief Executive
|
Progress to date:
A report was considered in 5/08/2017
Report back 4 April 2018 RES APP/2018/20
|
|
|
|
|
|
|
Appointments to the board of Auckland War Memorial
Museum and Museum of Transport and Technology
|
Director of appointments
|
Progress to date:
Report received at 7/09/2017. RES APP/2017/7
a) approve re-appointments and
appointments
|
|
|
|
|
|
|
Appointments to the boards of Watercare Services
Limited and Auckland Tourism, Events and Economic Development Limited -
shortlisted candidates for interview.
|
Decision-making over regional environment fund as per
the grants funding policy and fund guidelines
|
Decision on shortlisted candidates for Watercare,
ATEED Boards.
Progress to date
Approved
shortlisted candidates and interviews of shortlisted candidates APP/2017/2Res
APP/2017/3 and APP/2017/4
|
|
|
|
|
|
|
Substantive council-controlled organisations board remuneration
update review
|
|
Progress to date:
Res APP/2017/11
|
|
|
|
|
|
|
Appointment of directors to the boards of Watercare
Services Limited and Auckland Tourism, Events and Economic Development
Limited
|
Appointment of Directors
|
Progress to date:
a) appoint directors to ATEED and
Watercare board. Res APP/2017/12
|
|
|
|
|
|
|
Panuku Development Auckland Limited
|
Shortlisting candidates for the director vacancy of
Panuku Development Auckland Limited
|
Decision approve to interview candidates.
Progress to date:
a) approve list of interview
candidates res APP/2017/13
|
|
|
|
|
|
|
Chief Executive Performance Review
|
Review CE performance against 2016/2017 objectives
|
Decision:
a) review performance against
2016/2017 objectives
b) report back to the 27 October 2017
APR Committee meeting Res APP/2017/14
|
|
|
|
|
|
|
Community Education Trust Auckland (COMET)
|
Approve Community Education Trust Auckland Board
appointment.
|
Interviews February 2018.
Progress to date:
Shortlisted candidates were considered and approved at
X meeting confidential resolutiont APP/2018/5.
|
|
|
|
|
|
|
Workshop
|
|
Committee workshop on:
• 2017
Observations and process improvements for 2018 programme
• 2018
Success Priorities
2018 Key milestones
|
|
|
|
|
|
|
Auckland Regional Amenities Funding Board
|
Sign off research briefs for first wave appointments
(Chairs and AT Director)
Agree selection panel for director vacancies
|
Approve panel selection for Director
appointments.
Progress to date:
Report was considered at 1/03/2018
meeting. Res APP/2018/12
a) note to advertise for the two
vacancies
b) approve selection panel for
director vacancies
c) approve skills requirements for
director appointments
|
|
|
|
|
|
|
Auckland Regional Amenities Funding Board
|
Review Short lists and agree selection panel for
interviews
Select panel briefing
|
Report was considered at 3/05/2018 meeting
Res APP/2018/6
a) approve
shortlist candidates
Report approved at
7/06/2018 meeting
Confidential
resolutions APP/2018/7
a) approve council-appointed board
member to Auckland Regional Amenities Funding Board
|
|
|
|
|
|
|
Chief Executive's Employment Review Process
|
|
Decision on approval for public release
Progress to date:
Res APP/2018/8 Report received 4 April
2018. Recommend to Governing Body TOR changes
|
Q1
|
|
|
|
|
|
Chief Executive’s Employment Review Process
– Part one
|
|
Progress to date:
Report was considered at 3/05/2018 meeting
Res APP/2018/9
|
Q1
|
|
|
|
|
|
Chief Executive’s Employment Review Process
– Part Two
|
|
Progress to date:
Report was considered at7/06/2018 meeting.
Res APP/2018/10
Resolutions recommended to Governing Body – 28
June 2018
|
Q1
|
|
|
|
|
|
Tamaki Redevelopment Company – Board
appointments
|
To decide on director appointments for the board of
the Tamaki Redevelopment Company Limited:
|
Shortlist report back August 2017
Progress to date:
Report received at 4/05/2017 confidential resolution
APP 2017/3
• approve
process appointment
• approve
skill set requirements
• approve
joint panel members
Progress to date:
Report received 3/08/2017 confidential resolution
APP/2017/6
a) approve
shortlist
Report back 5 July Board Appointments
Progress to date:
2018/07/05
Resolution number confidential resolution APP/2018/42
Joint process for chair vacancy
|
|
|
|
|
|
|
Contemporary Art Foundation
|
Process for the appointment of a trustee to the
Contemporary Art Foundation
|
Report at the 2 August 2018 meeting Resolution number
APP/2018/55
Approve appointment of trustees.
Note the agenda and report remain confidential.
|
|
|
|
|
|
|
Council Controlled Organisations
|
2018 Board Appointment programme – chair
vacancies
To decide on chairs for council
controlled organisations
· the
skill requirements for CCO chair vacancies
· the
membership of the 2016-2019 pool of councillors for the selection panels of
CCO appointments
· the
selection panels for each of the CCO chair recruitment processes.
|
Progress to date:
Approve panel selection for CCO organisations
1/03/2018 meeting confidential Res APP/2018/11
Report received at the 7/06/2018 meeting
Confidential Resolutions APP/2018/12
Report was considered at 5/07/2018 meeting for
selection of CCO chair
5/07/2018
A report was provided Resolution number APP/2018/13
· Panuku: report back 2
August 2018
· ATEED: agreed on
preferred chair candidate – note further due diligence to take place
· RFA: agreed on
preferred candidate- note further due diligence to take place
Progress to date:
2 August 2018
A report was provided Resolution
number APP/2018/57
Chairs appointed:
· ATEED
· RFA – report back 3 October
Progress to date:
6 September confidential reason APP/2018/14
Chair
appointed for Panuku Development Auckland Limited
|
|
|
|
|
|
|
Board Performance Review Framework
|
|
Progress to date:
Report considered at 7/06/2018 meeting
Res APP/2018/15
|
Q1
|
|
|
|
|
|
Auckland Regional Amenities Funding Board
Auckland Transport
|
Council-controlled organisations
Approve skills requirements for appointments
|
Decision to agree on the skill requirements for
director and board appointment vacancies and panel selection for vacancies
Progress to date:
Confidential resolution
APP/2018/16
Approval of panel selection
and skilled requirements for director – Auckland Regional Amenities
Funding Board
Progress to date;
7 June 2018 meeting
Confidential resolution APP/2018/17
Chair candidate shortlist approved for:
ATEED
· ARFA
|
Q1
|
Q2
|
|
|
|
|
Council-controlled organisation
|
|
Progress to date:
Confidential resolution APP/2018/18
This will be
reported at the 7June APRVFM meeting
Progress to date:
2018/06/07
Confidential
resolution number APP/2018/3519
Approval of chair for RFA
|
|
|
|
|
|
|
Council Controlled Organisations
|
2018 Board Appointment programme – chair
vacancies
To decide on chairs for council
controlled organisations
· the
skill requirements for CCO chair vacancies
· the
membership of the 2016-2019 pool of councillors for the selection panels of
CCO appointments
· the
selection panels for each of the CCO chair recruitment processes.
|
Progress to date:
Approve panel selection for CCO organisations
Report was considered at 1/03/2018 meeting. Res
APP/2018/20
Report received at the 7/06/2018 meeting
Res APP/2018/21
Report was considered at 5/07/2018 meeting for
selection of CCO chair
5/07/2018
A report was provided Resolution number APP/2018/22
· Panuku: report back 2 August 2018
· ATEED: agreed on preferred chair
candidate – note further due diligence to take place
· RFA: agreed on preferred candidate-
note further due diligence to take place
Progress to date:
2 August 2018
A report was provided Resolution number APP/2018/57
Chairs appointed:
· ATEED
· RFA
|
Q1
|
|
|
|
|
|
Value for Money Reviews (Section 17a)
|
Terms of Reference for each new Value for Money review
|
Decision
approve the Terms of Reference
Res APP/2018/23 – 3 May Committee meeting
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
|
Q1
|
|
|
|
|
|
Value for Money Reviews (Section 17a)
|
Forward work programme
|
Progress to date:
Report at the 7/06/2018 meeting
Res APP/2018/29
Work programme approved
|
Q1
|
|
|
|
|
Appointments,
Performance Review and Value for Money Committee
03 October
2018
|
|
Appointments and Performance Review
Committee Information Report - 3 October 2018
File No.: CP2018/17517
Te take mō te pūrongo / Purpose of the report
1. To
provide a public record of memos, workshop or briefing papers that have been
distributed for the committee’s information since 3 October 2018.
Whakarāpopototanga matua / Executive summary
2. This
is a regular information-only report which aims to provide public visibility of
information circulated to committee members via memo or other means, where no
decisions are required.
3. The
following confidential workshop has taken place:
- 6 September
2018
1. Programme overview and
progress report on the review programme
2. Information,
Communications and Technology Services Review (Confidential – no
attachment).
4. Note
that, unlike an agenda report which requires a decision, staff will not be
present to answer questions about the items referred to in this summary.
Committee members should direct any questions to the authors.
|
Ngā tūtohunga / Recommendation/s
That the Appointments,
Performance Review and Value for Money Committee:
a) receive
the information report – 3 October 2018.
|
Ngā
tāpirihanga / Attachments
There are no attachments for
this report.
Ngā kaihaina / Signatories
|
Author
|
Suad Allie - Governance Advisor
|
|
Authoriser
|
Phil Wilson - Governance Director
|
|
Appointments,
Performance Review and Value for Money Committee
03 October
2018
|
|
Exclusion of the Public: Local Government Official Information
and Meetings Act 1987
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 Reappointment
of board members to Māngere Mountain Education Trust
|
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 personal information about candidates.
|
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 Appointment
of trustees to Arts Regional Trust
|
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 personal information
|
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 Shortlist
candidates for director vacancies on Auckland Transport and Regional Facilities
Auckland
|
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 who
have applied for the director vacancies on Auckland Transport and Regional
Facilities Auckland.
|
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 Confidential:
Tamaki Redevelopment Company Limited : Director appointments
|
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 current directors
on the board of Tamaki Redevelopment Company Limited.
|
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.
|
C5 Board
Appointments: Manukau Beautification Charitable Trust (MBCT)
|
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, report contains private information about the candidates for the
positions of trustee in the Manukau Beautification Charitable Trust
|
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.
|
