Komiti mō te Kaitaonga me te Whakahaere i ngā

Whakapaunga Pūtea / Expenditure Control and

Procurement Committee

OPEN MINUTES

Minutes of a meeting of the Expenditure Control and Procurement Committee held in the Reception Lounge, Auckland Town Hall, 301-305 Queen Street, Auckland on Tuesday, 21 March 2023 at 10.04am.

Te Hunga kua Tae mai | present

Chairperson	Cr Maurice Williamson
Deputy Chairperson	Cr Greg Sayers
Members	Cr Angela Dalton
	Cr Julie Fairey
	Cr Alf Filipaina, MNZM	Until 12.17pm, Item C1
	Cr Shane Henderson
	Cr Mike Lee	From 10.14am, Item 7.1
	Cr Daniel Newman, JP
	IMSB Chair David Taipari
Ex-officio	Mayor Wayne Brown	From 10.09am, Item 7.1

Te Hunga Kāore i Tae Mai | ABSENT

Members

IMSB Member Tony Kake, MNZM

Te Hunga Āpiti kua Tae mai | ALSO PRESENT

Cr Josephine Bartley	Via electronic link
Cr Chris Darby
Cr Sharon Stewart
Cr Wayne Walker

Expenditure Control and Procurement Committee 21 March 2023

1          Ngā Tamōtanga | Apologies

Resolution number ECPCC/2023/7

MOVED by Cr J Fairey, seconded by Chairperson M Williamson:

That the Expenditure Control and Procurement Committee:

a) accept the apologies from the following members:

Absence

IMSB Member Tony Kake

Early Departure

Mayor Wayne Brown – on council business

Cr A Filipaina

Lateness

Mayor Wayne Brown – on council business

Cr Mike Lee

CARRIED

2          Te Whakapuaki i te Whai Pānga | Declaration of Interest

There were no declarations of interest.

3          Te Whakaū i ngā Āmiki | Confirmation of Minutes

Resolution number ECPCC/2023/8

MOVED by Deputy Chairperson G Sayers, seconded by IMSB Chair D Taipari:

That the Expenditure Control and Procurement Committee:

a) whakaū / confirm the ordinary minutes of its meeting, held on Tuesday, 21 February 2023, including the confidential section, as a true and correct record.

CARRIED

4          Ngā Petihana | Petitions

            There were no petitions.

5          Ngā Kōrero a te Marea | Public Input

There was no public input.

6          Ngā Kōrero a te Poari ā-Rohe Pātata | Local Board Input

There was no local board input.

7          Ngā Pakihi Autaia | Extraordinary Business

7.1	Extraordinary Business – CCO Financial Information
	Mayor W Brown joined the meeting at 10.09am. Cr M Lee joined the meeting at 10.14am.
	MOVED by Chairperson M Williamson, seconded by Cr D Newman: That the Expenditure Control and Procurement Committee: a)        whakaae / agree to consider an extraordinary item “CCO Financial Information” at Item 12 – Consideration of Extraordinary Items of this agenda, noting: i)          the reason the matter was not on the agenda is because the CCOs and Ports of Auckland have not provided the financial information as required by this committee before the 31 March and ii)         the reason why this matter cannot be delayed until a subsequent meeting is to fulfil this committees terms of reference to undertake an immediate line by line analysis of expenditure across the Auckland Council Group including the CCOs by 31 March 2023.
	Note:       After discussion on the motion, the item was withdrawn with the agreement of the meeting.

8

Discretionary spend

A presentation was provided.  A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.

IMSB Chair D Taipari left the meeting at 10.19am.
IMSB Chair D Taipari returned to the meeting at 10.30am.

Resolution number ECPCC/2023/9

MOVED by Chairperson M Williamson, seconded by Cr D Newman:

That the Expenditure Control and Procurement Committee:

a) tuhi ā-taipitopito / note the discretionary spend control measures being progressed by management prior to the next annual budget.

A division was called for, voting on which was as follows:

For Mayor W Brown Cr M Lee Cr D Newman Deputy Chairperson G Sayers IMSB Chair D Taipari Chairperson M Williamson

Against Cr A Dalton Cr J Fairey Cr A Filipaina Cr S Henderson

Abstained

The motion was declared carried by 6 votes to 4.

CARRIED

Attachments

a     21 March 2023, Expenditure Control and Procurement Committee, Item 8 – Discretionary Spend, presentation

9	Asset Optimisation
	Mayor W Brown left the meeting at 11.25am.
	The motion was taken in parts.
	Resolution number ECPCC/2023/10 MOVED by Chairperson M Williamson, seconded by Deputy Chairperson G Sayers: That the Expenditure Control and Procurement Committee: a)      tuhi ā-taipitopito / note an update on the current asset recycling programme will be provided in the confidential section of the agenda CARRIED
	MOVED by Chairperson M Williamson, seconded by Deputy Chairperson G Sayers: That the Expenditure Control and Procurement Committee: b)      whakaae / approve the asset ownership framework LOST
	MOVED by Chairperson M Williamson, seconded by Deputy Chairperson G Sayers: That the Expenditure Control and Procurement Committee: c)      whakaae / agree the approach of using the framework to assess asset ownership and the development of a multi-year asset optimisation programme to inform the next long-term plan. LOST

10

Expenditure Control and Procurement Committee Draft Forward Work Programme

Resolution number ECPCC/2023/11 MOVED by Chairperson M Williamson, seconded by IMSB Chair D Taipari: That the Expenditure Control and Procurement Committee: a)      tuhi ā-taipitopito / note the Expenditure Control and Procurement Committee draft forward work programme (Attachment A of the report) currently in development with the committee chair that will be finalised and included on the committee’s 18 April 2023 agenda. CARRIED

11	Summary of Expenditure Control and Procurement Committee information memoranda and briefings – 21 March 2023
	Resolution number ECPCC/2023/12 MOVED by Cr J Fairey, seconded by Cr S Henderson: That the Expenditure Control and Procurement Committee: a)      whiwhi / receive the Summary of Expenditure Control and Procurement Committee information memoranda and briefings – 21 March 2023. CARRIED

12        Te Whakaaro ki ngā Take Pūtea e Autaia ana | Consideration of Extraordinary Items

There was no consideration of extraordinary items.

13        Procedural motion to exclude the public

Resolution number ECPCC/2023/13

MOVED by Cr A Dalton, seconded by Cr A Filipaina:

That the Expenditure Control and Procurement 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       CONFIDENTIAL: Council Group Insurance Renewal 2023-2024

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)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities. In particular, the report contains details of the proposed insurance strategy, policies and programme for which terms and costings are being sort from and negotiated with the insurance market.	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       CONFIDENTIAL: Service Prioritisation Framework - Outsourcing Opportunities

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)(b)(ii) - The withholding of the information is necessary to protect information where the making available of the information would be likely unreasonably to prejudice the commercial position of the person who supplied or who is the subject of the information. s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities. In particular, the report contains commercial figures and costs.	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       CONFIDENTIAL: Asset recycling programme update

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)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities. In particular, the report contains commercial information on council assets. This may prejudice council's commercial position and future negotiations.	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

12.11pm          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.

1.23pm            The public was re-admitted.

restatementS

It was resolved while the public was excluded:

C1

CONFIDENTIAL: Council Group Insurance Renewal 2023-2024

Resolution number ECPCC/2023/14 MOVED by Chairperson M Williamson, seconded by Deputy Chairperson G Sayers: That the Expenditure Control and Procurement Committee: a)      tuhi ā-taipitopito / note the challenges around the insurance renewal for 2023-2024, especially given the recent weather events and resulting insurance claim b)      ohia / endorse council staff exploring options to reduce insurance premiums for this renewal and to inform future renewals c)      tautapa / delegate final placement of the 2023-2024 insurance policies to the Group Chief Financial Officer Restatement d)      whakaae / agree that the decisions be transferred to the open minutes, but the report and attachments remain confidential.

C2	CONFIDENTIAL: Service Prioritisation Framework - Outsourcing Opportunities
	Resolution number ECPCC/2023/15 MOVED by Chairperson M Williamson, seconded by Cr A Dalton: That the Expenditure Control and Procurement Committee: a)      ohia / endorse the work on exploring outsourcing options as part of the service prioritisation framework in relation to Holiday Parks, the Waitākere Refuse and Recycling Transfer Station and Pools and Leisure centres b)      tono / request staff to report back to the committee on the specific outsourcing options noted in this report c)      tono / request staff to undertake further work on the pipeline of outsourced opportunities and report back to the committee on this work Restatement  d)      whakaae / agree that the agenda report and resolutions be restated in the open minutes, but the attachments and presentation provided for the item remain confidential.
	Attachments a     21 March 2023, Expenditure Control and Procurement Committee, Item C2 - CONFIDENTIAL: Service Prioritisation Framework - Outsourcing Opportunities, report

C3

CONFIDENTIAL: Asset recycling programme update

Resolution number ECPCC/2023/16 MOVED by Chairperson M Williamson, seconded by Deputy Chairperson G Sayers: That the Expenditure Control and Procurement Committee: a)      whiwhi / receive the confidential update on the current status of the asset recycling programme Restatement b)      whakaae / agree to restate the decisions in the open minutes, but the report and any presentations remain confidential.

1.23 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 Expenditure Control and Procurement Committee HELD ON

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

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