Finance and Performance Committee

28 April 2017

Order Paper for the meeting to be held in the

Council Chambers, 2nd Floor, 30 Laings Road, Lower Hutt,

on:

Wednesday 3 May 2017 commencing at 5.30pm

Membership

Cr C Milne (Chair)

Cr C Barry (Deputy Chair)

Deputy Mayor D Bassett	Cr G Barratt
Cr J Briggs	Cr M Cousins
Cr S Edwards	Cr M Lulich
Cr L Sutton	Mayor W R Wallace (ex-officio)

For the dates and times of Council Meetings please visit www.huttcity.govt.nz

FINANCE AND PERFORMANCE COMMITTEE
Membership:	10
Meeting Cycle:	Meets on a six weekly basis, as required or at the requisition of the Chair
Quorum:	Half of the members
Reports to:	Council

PURPOSE

To assist the Council execute its financial and performance monitoring obligations and associated risk, control and governance frameworks and processes.

Determine and monitor:

• Maintain an overview of work programmes carried out by the Council’s organisational activities (excluding strategy and policy development).

• Progress towards achievement of the Council’s objectives as set out in the LTP and Annual Plans.

• Revenue and expenditure targets of key City Development Projects.

• The effectiveness of the internal audit, risk management and internal control processes and programmes for the Council for each financial year.

• The integrity of reported performance information, both financial and non-financial information at the completion of Council’s Annual Report and external accountability reporting requirements.

• Oversight of external auditor engagement and outputs.

• Compliance with Council’s Treasury Risk Management Policy,

• Requests for rates remissions.

• Approval of overseas travel for both elected members and officers.

• Requests for loan guarantees from qualifying community organisations where the applications are within the approved guidelines and policy limits.

Consider and make recommendations to Council:

• The adoption of the budgetary parameters for the LTP and Annual Plans.

• The approval of The Statements of Intent for Council Controlled Organisations, and Council Controlled Trading Organisations, and monitoring progress against the Statements of Intent.

• The adoption of the Council’s Annual Report.

General:

• Any other matters delegated to the Committee by Council in accordance with approved policies and bylaws.

• Approval and forwarding of submissions on matters related to the Committee’s area of responsibility.

HUTT CITY COUNCIL

Finance and Performance Committee

Meeting to be held in the Council Chambers,

2nd Floor, 30 Laings Road, Lower Hutt on

 Wednesday 3 May 2017 commencing at 5.30pm.

ORDER PAPER

Public Business

1. APOLOGIES

2.       PUBLIC COMMENT

Generally up to 30 minutes is set aside for public comment (three minutes per speaker on items appearing on the agenda). Speakers may be asked questions on the matters they raise.      

3. CONFLICT OF INTEREST DECLARATIONS 

4.       Recommendations to Council - 23 May 2017

a)      Urban Plus Limited - Amendment to Constitution (17/667)

Report No. FPC2017/2/122 by the Portfolio Manager, Urban Plus           4

Chair’s Recommendation:

“That the recommendations contained in the report be endorsed.”

b)      Appointment of Trustees to Hutt City Community Facilities Trust (17/549)

Report No. FPC2017/2/103 by the General Manager Community Services                         26

Chair’s Recommendation:

“That the recommendations contained in the report be endorsed.”

c)       Response to Fraser Park Business Case (17/603)

Report No. FPC2017/2/121 by the General Manager Community Services                         34

Chair’s Recommendation:

“That recommendations (i) and (ii) contained in the report be endorsed, and recommendation (iii) be amended as follows:

(iii) agrees that a condition of annual funding will be, that FPS formally report to Council on a six monthly basis within its annual report and in particular progress against the Business Case.”

5.       Finance Update (17/602)

Report No. FPC2017/2/104 by the Chief Financial Officer                             109

Chair’s Recommendation:

“That the report be noted.”

6.       Information Item

Finance and Performance Work Programme 2017 (17/625)

Report No. FPC2017/2/69 by the Committee Advisor                                    144

Chair’s Recommendation:

“That the report be noted.”

7.       QUESTIONS

With reference to section 32 of Standing Orders, before putting a question a member shall endeavour to obtain the information. Questions shall be concise and in writing and handed to the Chair prior to the commencement of the meeting.

8.       EXCLUSION OF THE PUBLIC

CHAIR'S RECOMMENDATION:

“That the public be excluded from the following parts of the proceedings of this meeting, namely:

9.       Response to Hutt City Community Facilities Trust Funding Proposal (17/605)

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 are as follows:

(A)	(B)	(C)
General subject of the matter to be considered.	Reason for passing this resolution in relation to each matter.	Ground under section 48(1) for the passing of this resolution.
Response to Hutt City Community Facilities Trust Funding Proposal.	The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities (s7(2)(h)).	That the public conduct of the relevant part of the proceedings of the meeting would be likely to result in the disclosure of information for which good reason for withholding exist.

This resolution is made in reliance on section 48(1) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or 7 of that Act which would be prejudiced by the holding of the whole or the relevant part of the proceedings of the meeting in public are as specified in Column (B) above.”

CHAIR’S RECOMMENDATION:

“That Mr Alister Skene and Mr Peter Healy, of Hutt City Community Facilities Trust, be permitted to remain after the public during consideration of item 9 -“Response to Hutt City Community Facilities Trust Funding Proposal” as they have knowledge of the matter to be discussed that will assist the Committee in relation to this item.”

Annie Doornebosch

COMMITTEE ADVISOR SECRETARIAT SERVICES