Agenda of Infrastructure Committee Meeting - Wednesday, 21 October 2020

	Authorising Body	Mayor/Council
	Status	Standing Committee
COUNCIL COMMITTEE	Title	Infrastructure Committee Terms of Reference
	Approval Date	7 May 2020
	Responsible Officer	Chief Executive

Purpose

The purpose of the Infrastructure Committee (the Committee) is to ensure cost effective, quality and sustainable infrastructure decisions are made to meet the current and future needs of Far North communities and that Councils infrastructure assets are effectively maintained and operated.

The Committee will review the effectiveness of the following aspects:

· Affordable core infrastructure to support healthy and sustainable living;

· Operational performance including monitoring and reporting on significant infrastructure projects

· Delivery of quality infrastructure and district facilities

· Financial spend and reprogramming of capital works

· Property and other assets

To perform his or her role effectively, each Committee member must develop and maintain his or her skills and knowledge, including an understanding of the Committee’s responsibilities, Councils’ infrastructure assets such as roading, three waters and district facilities.

Membership

The Council will determine the membership of the Infrastructure Committee.

The Infrastructure Committee will comprise of at least six elected members (one of which will be the chairperson).

Mayor Carter

Felicity Foy – Chairperson

Ann Court – Deputy Chairperson

Dave Collard

Kelly Stratford

John Vujcich

Mate Radich

Mike Edmonds

Adele Gardner

Non-appointed councillors may attend meetings with speaking rights, but not voting rights.

Quorum

The quorum at a meeting of the Infrastructure Committee is 5 members.

Frequency of Meetings

The Infrastructure Committee shall meet every 6 weeks, but may be cancelled if there is no business.

Power to Delegate

The Infrastructure Committee may not delegate any of its responsibilities, duties or powers.

Committees Responsibilities

The Committees responsibilities are described below:

Quality infrastructure and Facilities

· Assess and provide advice to Council on strategic issues relating to the provision of Council’s infrastructural activities and district facilities

· Review, and recommend to Council, policy and strategies for the delivery of infrastructural asset services

· Monitor achievement of outcomes included in the Infrastructure Strategy and other infrastructure strategies eg District Transport Strategy

· Ensure that Council protects its investment in its infrastructural assets in accordance with accepted professional standards

· Monitor the risks, financial and operational performance of the Council's infrastructural activities and facilities

· Monitor major contract performance measures/key result areas (KRAs)

Significant Projects – spend, monitoring and reporting

· Monitor significant projects

· Approve budget overspend (above tolerance levels in the CE delegations) and any reprogramming of capex for a project or programme provided that:

o The overall budget is met from savings

o The overall budget for capex is not exceeded. Where this is not the case, the Committee must either:

§ Recommend to Council that additional funding is approved (outside the Annual Plan or Long Term Plan process), or

§ Recommend as part of the next round of Long Term Plan or Annual Plan process that the funding is considered for inclusion.

· Approve tenders and contracts provided they are:

o Up to $3 million,

o in accordance with the current year’s plan, whether that be Annual Plan or Long Term Plan, and

o deemed low by the Significance and Engagement Policy

Compliance

· Ensure that operational functions comply with legislative requirements and Council policy

· Ensure that consents associated with Council's infrastructure are being met and renewals are planned for

Service levels (non regulatory)

· Recommend service level changes and new initiatives to the Long Term and Annual Plan processes.

Relationships

· Monitoring Council’s relationship with the Northland Transportation Alliance

o Receive quarterly performance reports

· Monitoring Council’s relationship with the Far North Waters Alliance Partner

Property

· Recommend to Council the acquisition or disposal of assets.

· Approve new leases and lease renewals (of non-reserve land), in accordance with the current years’ plan, whether that be Annual Plan or Long Term Plan.

Receive updates on changes to national and regional policies that impact on Council provision of infrastructure and where appropriate make recommendation to Council.

Rules and Procedures

Council’s Standing Orders and Code of Conduct apply to all the committee’s meetings.

Annual reporting

The Chair of the Committee will submit a written report to the Chief Executive on an annual basis. The review will summarise the activities of the Committee and how it has contributed to the Council’s governance and strategic objectives. The Chief Executive will place the report on the next available agenda of the governing body.

INFRASTRUCTURE COMMITTEE - MEMBERS REGISTER OF INTERESTS

Name	Responsibility (i.e. Chairperson etc)	Declaration of Interests	Nature of Potential Interest	Member's Proposed Management Plan
Hon John Carter QSO	Board Member of the Local Government Protection Programme	Board Member of the Local Government Protection Program
Hon John Carter QSO	Carter Family Trust
Felicity Foy (Chair)	Director - Northland Planning & Development	I am the director of a planning and development consultancy that is based in the Far North and have two employees. Property owner of Commerce Street, Kaitaia		I will abstain from any debate and voting on proposed plan change items for the Far North District Plan.
				I will declare a conflict of interest with any planning matters that relate to resource consent processing, and the management of the resource consents planning team.
				I will not enter into any contracts with Council for over $25,000 per year. I have previously contracted to Council to process resource consents as consultant planner.
	Flick Trustee Ltd	I am the director of this company that is the company trustee of Flick Family Trust that owns properties Seaview Road – Cable Bay, and Allen Bell Drive - Kaitaia.
	Elbury Holdings Limited	This company is directed by my parents Fiona and Kevin King.	This company owns several dairy and beef farms, and also dwellings on these farms. The Farms and dwellings are located in the Far North at Kaimaumau, Bird Road/Sandhills Rd, Wireless Road/ Puckey Road/Bell Road, the Awanui Straight and Allen Bell Drive.
	Foy Farms Partnership	Owner and partner in Foy Farms - a farm on Church Road, Kaingaroa
	Foy Farms Rentals	Owner and rental manager of Foy Farms Rentals for 7 dwellings on Church Road, Kaingaroa and 2 dwellings on Allen Bell Drive, Kaitaia, and 1 property on North Road, Kaitaia, one title contains a cell phone tower.
	King Family Trust	This trust owns several titles/properties at Cable Bay, Seaview Rd/State Highway 10 and Ahipara - Panorama Lane.	These trusts own properties in the Far North.
	Previous employment at FNDC 2007-16	I consider the staff members at FNDC to be my friends
	Shareholder of Coastline Plumbing NZ Limited
Felicity Foy - Partner	Director of Coastline Plumbing NZ Limited
Felicity Foy - Partner	Friends with some FNDC employees
Deputy Mayor Ann Court (Deputy)	Waipapa Business Association	Member		Case by case
	Warren Pattinson Limited	Shareholder	Building company. FNDC is a regulator and enforcer	Case by case
	Kerikeri Irrigation	Supplies my water		No
	Top Energy	Supplies my power		No other interest greater than the publics
	District Licensing	N/A	N/A	N/A
	Top Energy Consumer Trust	Trustee	Crossover in regulatory functions, consenting economic development and contracts such as street lighting.	Declare interest and abstain from voting.
	Ann Court Trust	Private	Private	N/A
	Waipapa Rotary	Honorary member	Potential community funding submitter	Declare interest and abstain from voting.
	Properties on Onekura Road, Waipapa	Owner Shareholder	Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)	Declare interest and abstain from voting.
	Property on Daroux Dr, Waipapa	Financial interest	Any proposed FNDC Capital works or policy change which may have a direct impact (positive/adverse)	Declare interest and abstain from voting.
	Flowers and gifts	Ratepayer 'Thankyou'	Bias/ Pre-determination?	Declare to Governance
	Coffee and food	Ratepayers sometimes 'shout' food and beverage	Bias or pre-determination	Case by case
	Staff	N/A	Suggestion of not being impartial or pre-determined!	Be professional, due diligence, weigh the evidence. Be thorough, thoughtful, considered impartial and balanced. Be fair.
	Warren Pattinson	My husband is a builder and may do work for Council staff		Case by case
Ann Court - Partner	Warren Pattinson Limited	Director	Building Company. FNDC is a regulator	Remain at arm’s length
	Air NZ	Shareholder	None	None
	Warren Pattinson Limited	Builder	FNDC is the consent authority, regulator and enforcer.	Apply arm’s length rules
	Property on Onekura Road, Waipapa	Owner	Any proposed FNDC capital work in the vicinity or rural plan change. Maybe a link to policy development.	Would not submit. Rest on a case by case basis.
David Collard	Snapper Bonanza 2011 Limited	45% Shareholder and Director
David Collard	Trustee of Te Ahu Charitable Trust	Council delegate to this board
Mate Radich	No form received
Kelly Stratford	KS Bookkeeping and Administration	Business Owner, provides book keeping, administration and development of environmental management plans	None perceived	Step aside from decisions that arise, that may have conflicts
	Waikare Marae Trustees	Trustee	Maybe perceived conflicts	Case by case basis
	Bay of Islands College	Parent Elected Trustee	None perceived	If there was a conflict, I will step aside from decision making
	Karetu School	Parent Elected Trustee	None perceived	If there was a conflict, I will step aside from decision making
	Māori title land – Moerewa and Waikare	Beneficiary and husband is a shareholder	None perceived	If there was a conflict, I will step aside from decision making
	Sister is employed by Far North District Council			Will not discuss work/governance mattes that are confidential
	Gifts - food and beverages	Residents and ratepayers may ‘shout’ food and beverage	Perceived bias or predetermination	Case by case basis
Kelly Stratford - Partner	Chef and Barista	Opua Store	None perceived
Kelly Stratford - Partner	Māori title land – Moerewa	Shareholder	None perceived	If there was a conflict of interest, I would step aside from decision making
John Vujcich	Board Member	Pioneer Village	Matters relating to funding and assets	Declare interest and abstain
	Director	Waitukupata Forest Ltd	Potential for council activity to directly affect its assets	Declare interest and abstain
	Director	Rural Service Solutions Ltd	Matters where council regulatory function impact of company services	Declare interest and abstain
	Director	Kaikohe (Rau Marama) Community Trust	Potential funder	Declare interest and abstain
	Partner	MJ & EMJ Vujcich	Matters where council regulatory function impacts on partnership owned assets	Declare interest and abstain
	Member	Kaikohe Rotary Club	Potential funder, or impact on Rotary projects	Declare interest and abstain
	Member	New Zealand Institute of Directors	Potential provider of training to Council	Declare a Conflict of Interest
	Member	Institute of IT Professionals	Unlikely, but possible provider of services to Council	Declare a Conflict of Interest
Mike Edmonds	Chair	Kaikohe Mechanical and Historic Trust	Council Funding	Decide at the time
Mike Edmonds	Committee member	Kaikohe Rugby Football and Sports Club	Council Funding	Withdraw and abstain
Adele Gardner	N/A - FNDC Honorarium
	The Far North 20/20, ICT Trust	Trustee
	Te Ahu Charitable Trust	Trustee
	ST Johns Kaitaia Branch	Trustee/ Committee Member
	I know many FNDC staff members as I was an FNDC staff member from 1994-2008.
Partner of Adele Gardner	N/A as Retired

Infrastructure Committee Meeting Agenda

21 October 2020

4 Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

File Number: A2971744

Author: Kim Hammond, Meetings Administrator

Authoriser: Aisha Huriwai, Team Leader Democracy Services

Purpose of the Report

The minutes of the previous Infrastructure Committee meeting are attached to allow the Committee to confirm that the minutes are a true and correct record.

Recommendation

That the Infrastructure Committee confirm that the minutes of the meeting held 9 September 2020 be confirmed as a true and correct record.

1) Background

Local Government Act 2002 Schedule 7 Section 28 states that a local authority must keep minutes of its proceedings. The minutes of these proceedings duly entered and authenticated as prescribed by a local authority are prima facie evidence of those meetings.

2) Discussion and Options

The minutes of the meeting are attached. Far North District Council Standing Orders Section 27.3 states that no discussion shall arise on the substance of the minutes in any succeeding meeting, except as to their correctness.

Reason for the recommendation

The reason for the recommendation is to confirm the minutes are a true and correct record of the previous meeting.

3) Financial Implications and Budgetary Provision

There are no financial implications or the need for budgetary provision as a result of this report.

Attachments

1. 2020-09-09 Infrastructure Committee Minutes - A2950339 ⇩

Compliance schedule:

Full consideration has been given to the provisions of the Local Government Act 2002 S77 in relation to decision making, in particular:

1. A Local authority must, in the course of the decision-making process,

a) Seek to identify all reasonably practicable options for the achievement of the objective of a decision; and

b) Assess the options in terms of their advantages and disadvantages; and

c) If any of the options identified under paragraph (a) involves a significant decision in relation to land or a body of water, take into account the relationship of Māori and their culture and traditions with their ancestral land, water sites, waahi tapu, valued flora and fauna and other taonga.

2. This section is subject to Section 79 - Compliance with procedures in relation to decisions.

Compliance requirement	Staff assessment
State the level of significance (high or low) of the issue or proposal as determined by the Council’s Significance and Engagement Policy	This is a matter of low significance.
State the relevant Council policies (external or internal), legislation, and/or community outcomes (as stated in the LTP) that relate to this decision.	This report complies with the Local Government Act 2002 Schedule 7 Section 28.
State whether this issue or proposal has a District wide relevance and, if not, the ways in which the appropriate Community Board’s views have been sought.	It is the responsibility of each meeting to confirm their minutes therefore the views of another meeting are not relevant.
State the possible implications for Māori and how Māori have been provided with an opportunity to contribute to decision making if this decision is significant and relates to land and/or any body of water.	There are no implications on Māori in confirming minutes from a previous meeting. Any implications on Māori arising from matters included in meeting minutes should be considered as part of the relevant report.
Identify persons likely to be affected by or have an interest in the matter, and how you have given consideration to their views or preferences (for example – youth, the aged and those with disabilities.	This report is asking for the minutes to be confirmed as true and correct record, any interests that affect other people should be considered as part of the individual reports.
State the financial implications and where budgetary provisions have been made to support this decision.	There are no financial implications or the need for budgetary provision arising from this report.
Chief Financial Officer review.	The Chief Financial Officer has not reviewed this report.

Infrastructure Committee Meeting Agenda

21 October 2020

MINUTES OF Far North District Council
Infrastructure Committee Meeting
HELD AT THE Virtually via Microsoft Teams
ON Wednesday, 9 September 2020 AT 9.30 am

PRESENT: Mayor John Carter (HWTM), Cr Felicity Foy, Deputy Mayor Ann Court, Cr Dave Collard, Cr Mate Radich, Cr Kelly Stratford, Cr John Vujcich, Mike Edmonds - Kaikohe-Hokianga Community Board Chairperson, Adele Gardner - Te Hiku Community Board Chairperson

IN ATTENDANCE: Cr Rachel Smith, Calvin Thomas (Northland Transport Alliance)

STAFF PRESENT: Shaun Clarke (Chief Executive Officer), Andy Finch (General Manager Infrastructure and Asset Management), Dean Myburgh (General Manager District Services), William J Taylor, MBE (General Manager Corporate Services), Darrell Sargent (General Manager Strategic Planning and Policy)

1 Karakia Timatunga – Opening Prayer

Cr Stratford opened the meeting with a Karakia and Chair Foy red the purpose of the Local Government Act.

2 Apologies and Declarations of Interest

Nil

3 Deputation

Nil

4 Confirmation of Previous Minutes

4.1 Confirmation of Previous Minutes

Agenda item 4.1 document number A2935336, pages 14 - 17 refers

Committee Resolution 2020/3

Moved: Cr Kelly Stratford

Seconded: Cr Felicity Foy

That the Infrastructure Committee confirm that the minutes of the meeting held 12 February 2020 be confirmed as a true and correct record.

In Favour: Crs John Carter, Felicity Foy, Ann Court, Dave Collard, Mate Radich, Kelly Stratford, John Vujcich, Mike Edmonds and Adele Gardner

Against: Nil

Carried

5 Reports

5.1 Three Waters Programme of Works

Agenda item 5.1 document number A2926053, pages 18 - 29 refers

Committee Resolution 2020/4

Moved: Cr Felicity Foy

Seconded: Deputy Mayor Ann Court

That the Infrastructure Committee approves the attached programme of works to Far North Waters in accordance with the Water Services Alliance Agreement for the amount of $2,479,516.00.

In Favour: Crs John Carter, Felicity Foy, Ann Court, Dave Collard, Mate Radich, Kelly Stratford, John Vujcich, Mike Edmonds and Adele Gardner

Against: Nil

Carried

Note: The Infrastrucure Committee request an update on the Kaitaia Damn at the next Infrastructure Committee meeting.

5.2 Otaua Bridge N28 Replacement - Increase in Project Value

Agenda item 5.2 document number A2938231, pages 30 - 37 refers.

Committee Resolution 2020/5

Moved: Cr Kelly Stratford

Seconded: Cr John Vujcich

That the Infrastructure Committee:

a) approves additional capital funding of $225,378.81 plus GST for the Otaua Bridge Replacement Project, subject to the final review of the COVID-19 claim made by United Civil to the Northland Transport Alliance.

b) approves an increase in the contract value of Contract 7/18/200 Otaua Road Bridge from $805,092.88 to $1,030,471.00.

c) notes that as a result of items a and b, the total project cost increases from $998,592.88 to $1,223,971.61.

In Favour: Crs John Carter, Felicity Foy, Dave Collard, Mate Radich, Kelly Stratford, John Vujcich, Mike Edmonds and Adele Gardner

Against: Nil

Abstained: Cr Ann Court

Carried

Note: The Infrastructure Committee would like to be provided with the evidence of costs that United Civil has claimed for the additional $104,721.56 due to COVID-19.

5.3 NTA Benefits Assessment

Agenda item 5.3 document number A2940302, pages 38 - 48 refers.

Committee Resolution 2020/6

Moved: Deputy Mayor Ann Court

Seconded: Te Hiku Community Board Chairperson Adele Gardner

That the Infrastructure Committee:

a) receive the report from the Northland Transportation Alliance; and

b) note the contents of the report detailing the assessment of benefits achieved since formation of the Northland Transportation Alliance compared with benefit projections contained within the “Northland Transport Collaboration Opportunities” Business Case of 2016.

Abstained: Cr John CarterIn Favour: Crs John Carter, Felicity Foy, Ann Court, Dave Collard, Mate Radich, Kelly Stratford, John Vujcich, Mike Edmonds and Adele Gardner

Against: Nil

Carried

6 Information Reports

6.1 The Water Tabling Activity - Road Maintenance Contracts

Agenda item 6.1 document number A2947827, pages 49 - 52 refers

Committee Resolution 2020/7

Moved: Cr Felicity Foy

Seconded: Mayor John Carter

That the Infrastructure Committee receive the report The Water Tabling Activity - Road Maintenance Contracts.

In Favour: Crs John Carter, Felicity Foy, Ann Court, Dave Collard, Mate Radich, Kelly Stratford, John Vujcich, Mike Edmonds and Adele Gardner

Against: Nil

Carried

6.2 Regional Land Transport Plan 2021-2027

Agenda item 6.2 document number A2947840, pages 53 - 59 refers

Committee Resolution 2020/8

Moved: Deputy Mayor Ann Court

Seconded: Cr Kelly Stratford

That the Infrastructure Committee receive the report Regional Land Transport Plan 2021-2027.

In Favour: Crs John Carter, Felicity Foy, Ann Court, Dave Collard, Mate Radich, Kelly Stratford, John Vujcich, Mike Edmonds and Adele Gardner

Against: Nil

Carried

6.3 Roading Efficiency Group Report

Agenda item 6.3 document number A2947852, pages 60 - 70 refers

Committee Resolution 2020/9

Moved: Cr Felicity Foy

Seconded: Deputy Mayor Ann Court

That the Infrastructure Committee receive the report Roading Efficiency Group Report.

In Favour: Crs John Carter, Felicity Foy, Ann Court, Dave Collard, Mate Radich, Kelly Stratford, John Vujcich, Mike Edmonds and Adele Gardner

Against: Nil

Carried

6.4 FNDC 2020/2021 Unsealed Road Upgrades and Drainage Programme

Agenda item 6.4 document number A2947869, pages 71 - 170 refers

Committee Resolution 2020/10

Moved: Cr Felicity Foy

Seconded: Cr Kelly Stratford

That the Infrastructure Committee receive the report FNDC 2020/2021 Unsealed Road Upgrades and Drainage Programme.

In Favour: Crs John Carter, Felicity Foy, Ann Court, Dave Collard, Mate Radich, Kelly Stratford, John Vujcich, Mike Edmonds and Adele Gardner

Against: Nil

Carried

Note: The Infrastructure Committee request that the roads provided in the FNDC 2020/2021 Unsealed Road Upgrades and Drainage Programme report, be made public and published by FNDC.

6.5 FNDC 2020/2021 Roading Capital Works and Renewals Programme

Agenda item 6.5 document number A2947884, pages 171 - 176 refers

Committee Resolution 2020/11

Moved: Cr Felicity Foy

Seconded: Cr Kelly Stratford

That the Infrastructure Committee receive the report FNDC 2020/2021 Roading Capital Works and Renewals Programme.

In Favour: Crs John Carter, Ann Court, Dave Collard, Mate Radich, Kelly Stratford, John Vujcich, Mike Edmonds and Adele Gardner

Against: Nil

Abstained: Cr Felicity Foy

Carried

The meeting was adjourned from 11.36 am to 11.43 am.

6.6 FNDC Infrastructure & Asset Management (IAM) Business Report for July 2020

Agenda item 6.6 document number A2939811, pages 177 - 177 refers

Committee Resolution 2020/12

Moved: Cr Felicity Foy

Seconded: Cr Dave Collard

That the Infrastructure Committee receive the report FNDC Infrastructure & Asset Management (IAM) Business Report for July 2020.

In Favour: Crs John Carter, Felicity Foy, Ann Court, Dave Collard, Kelly Stratford, John Vujcich, Mike Edmonds and Adele Gardner

Against: Cr Mate Radich

Carried

7 Public Excluded

RESOLUTION TO EXCLUDE THE PUBLIC

Committee Resolution 2020/13

Moved: Cr Felicity Foy

Seconded: Mayor John Carter

That the public be excluded from the following parts of the proceedings of this meeting.

The general subject matter 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 of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution are as follows:

General subject of each matter to be considered	Reason for passing this resolution in relation to each matter	Ground(s) under section 48 for the passing of this resolution
7.1 - Northern Animal Shelter	s7(2)(i) - the withholding of the information is necessary to enable Council to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations)	s48(1)(a)(i) - 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 would exist under section 6 or section 7

In Favour: Crs John Carter, Felicity Foy, Ann Court, Dave Collard, Mate Radich, Kelly Stratford, John Vujcich, Mike Edmonds and Adele Gardner

Against: Nil

Carried

8 Confirmation of Decisions and Information in Open Meetings

Committee Resolution 2020/4

Moved: Mayor John Carter

Seconded: Cr Kelly Stratford

That the Infrastructure Committee confirms that the following decision contained in the part of the meeting held with the public excluded be restated in the public meeting

7.1 Northern Animal Shelter

That the Infrastructure Committee:

a) approve the award of contract 5/20/009 Construction of Kaitaia Animal Care Facility to KPH Construction in the sum of $1,400,989.00.

b) REDACTED

c) delegates authority to the Chief Executive Officer to sign the contract.

d) REDACTED

In Favour: Crs John Carter, Felicity Foy, Ann Court, Dave Collard, Kelly Stratford, John Vujcich and Adele Gardner

Against: Cr Mate Radich

Carried

9 Karakia Whakamutunga – Closing Prayer

Member Stratford closed the meeting with a Karakia.

10 Meeting Close

The meeting closed at 12.20 PM.

The minutes of this meeting will be confirmed at the Infrastructure Committee meeting to be held on 21 October 2020.

...................................................

CHAIRPERSON

Infrastructure Committee Meeting Agenda

21 October 2020

5 Information Reports

5.1 NTA Maintenance Contract - Year 2 Provisional Data Quality Results

File Number: A2959919

Author: Tania George, EA to GM - Infrastructure and Asset Management

Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management

Purpose of the Report

The purpose of this report is to provide the Far North District Council Infrastructure Committee with an update on the provisional data Quality results from 2019/20 for the three Northland District Councils.

Executive Summary

The consistent improvement in data quality results is a positive step forward for the Far North District (and the Northland Region), with the quality of Asset Data a key component when making informed Asset Management and investment decisions.

As we work through some of the individual graphs in detail it is apparent that there is never a finish line when it comes network and asset management. There remain areas to improve in and we will continue to look at these and fill the gaps.

Recommendation

That the Infrastructure Committee receive the report NTA Maintenance Contract - Year 2 Provisional Data Quality Results and notes the consistent improvement in Data Quality results.

Background

One of the key objectives of the five Maintenance, Operations and Renewals (MO&R) Contracts is to drive improvements in the quality of Asset Information to enable informed Asset Management decisions and strengthen evidence for funding applications.

Within these contracts the following specific KPM’s are measured in relation to data quality and contribute to the overall measure:

KPM Number	KPM Impact on data quality
KPM 2	Dispatch information quality
KPM 3	RAMM Data Quality
KPM 11	Drainage Inspections: this improves the quality of the RAMM data during the inspection (along with condition profile)
KPM’s 9 & 10	Sealed and Unsealed Inspection: relationship to work identification and decisions on maintenance work undertaken
KPM’s 34, 35 & 36	Audit of Inspections: Ensures accurate identification and completion of work and is key part of the maintenance measure.

The dashboard results below (with full details in the three attached Council reports) demonstrate consistent improvements in the data quality for all three District Councils, with the most significant of these in the Far North District Council area.

Discussion and Next Steps

The improvement in these results comes through a combination of Contractor and Northland Transportation Alliance (NTA) staff effort. There have been some key developments over the last two years associated with the implementation of the MO&R Contracts and these results signify that we are now beginning to realise some of the benefits of:

· All those involved in the process working to identify issues and caring about the data we capture. This goes across the business.

· The move to the NTA Functional Structure to further support and enhance ability to share and support improving work practices/processes.

· Strong support partners assisting with network and asset management

· The quality systems the NTA have put in place such as MAX.Q and MAX.Maint helping measure and understand what is being delivered through the maintenance contracts and performance management system.

· The KPM measures within the maintenance contracts themselves helping to shape the behaviours being sought in the delivery of this data and drive the outcomes.

· The Maintenance Contractors for buying in to the KPM system and stepping up their performance to meet these requirements.

In some areas it may look like we have taken a backward step when in fact we have moved forward. One of these is under Network Management where Rural Carriageways are short. This is a bit misleading as RCA Local Authority networks, if they are truly managing their network properties, will have short sealed carriageways due to bridge approach seals, dust seals. These need to be managed correctly on the database if we are going to have valid data and manage these assets correctly.

Financial Implications and Budgetary Provision

There are no financial implications.

Attachments

1. Attachment 1 - Far North District Council Data Quality Metrics Dashboard (Provisional) - A2959930 ⇩

2. Attachment 2 - Kaipara District Council Data Quality Metrics Dashboard (Provisional) - A2959931 ⇩

3. Attachment 3 - Whangarei District Council Data Quality Metrics Dashboard (Provisional) - A2959932 ⇩

Infrastructure Committee Meeting Agenda

21 October 2020

5.2 NTA Maintenance Contract - Year 2 Maintenance Contractor Key Performance Measure (KPM) Results

File Number: A2960478

Author: Tania George, EA to GM - Infrastructure and Asset Management

Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management

Purpose of the Report

The purpose of this report is to provide the Far North District Council Infrastructure Committee with an update on the Maintenance, Operations and Renewals (MO&R) Key Performance Measure (KPM) results from 2019/20 for the five maintenance contracts across the three Northland District Councils.

Executive Summary

The consistent improvement in Contractor KPM results is a positive step forward for the Far North District (and the Northland Region), noting that while the measures indicate a lift in Contractor Performance against contract measures, areas for improvement remain to convert these achievements into a lift on overall perception of the quality of the transport network.

Recommendation

That the Infrastructure Committee

a) receive the report NTA Maintenance Contract - Year 2 Maintenance Contractor Key Performance Measure (KPM) Results.

b) notes this paper demonstrates consistent improvement in Contractor Key Performance Measures.

Background

The five Northland ‘Road Maintenance and Renewals Contracts 2018 to 2022’ (the ‘MO&R’ contracts) commenced on 01 July 2018, two in the Far North District (Fulton Hogan and BroadSpectrum), two in the Whangarei District (Fulton Hogan and Downer), and one in the Kaipara District (BroadSpectrum).

The contracts are inspection-led contracts and the Contractors are required to undertake inspections of the networks at defined frequencies and record all defects in asset management databases (RAMM). This data is then used to trigger responses by the Contractors to remedy the defects within the defined response times for routine work items, and to inform the prioritisation of forward works programmes for ordered works.

The inspection frequencies therefore in effect set the levels of service for each classification of the roads within the network, with the higher classified roads having shorter inspection intervals (and therefore a higher level of service).

The MO&R contracts set out how performance will be managed based on a compliance measuring process. A ‘Performance Measures Table’ (provided in Attachment 1) provides the list of the 33 Key Performance Measures (KPM) to be used within the performance system.

Key Success Factors (KSF) are a subset of performance measures that attract a higher weighting in the performance management system to ensure that the Contractors focus on the performance measures that support and drive the right behaviours or activity areas.

Monthly Network Compliance Scores are calculated using the performance measures, and these are used to determine the monthly At-risk Payment.

Discussion and Next Steps

Through the last quarter four (4) of the Maintenance & Renewal Contracts, including both FNDC Contracts, have consistently met 90% compliance. The one (1) remaining Contractor (WDC South) is tracking between 86-88% after falling to 78% at the end of the third quarter. Reoccurring incidents of non-achievement of a single KPM continue to be raised as Non-Compliance Records and further impact the ‘at-risk bonus’.

Progress continues to be made on the following areas for improvement;

· Development of photographic inspection catalogue detailing examples of defects;

· Contractor input into Treatment Length (Annual Works Plans for >40,000cum in FNDC are set);

· Unsealed gravel QA and test results (Contractors submitting updated Lab results for review).

The dashboard results below (with full details in the 3 attached Council reports) demonstrate consistent improvements in the data quality for all three District Councils, with the most significant of these in the Far North District Council area.

The following graph summarises the Contractors’ performances for Year 2, noting that the lower the Monthly Network Compliance Score (MNCS), the higher the performance:

The following graph summarises the Contractors’ performances as a percentage for Year 1, noting that in this figure the higher the percentage, the higher the performance:

The improvement in these results comes following completion of a deep dive review following the completion of Contract Year 1, where 34 individual improvement opportunities were identified across the Contractor’s (8), the NTA (18) and client Councils (8). While a number of these individual improvement opportunities have been completed, several remain in progress with scope for further improvements in overall performance to be obtained, with the most significant of these being:

· Continued work to utilise captured defect data to validate and adjust inspection frequencies to be reflective of maintaining desired levels of service for specific roads.

· Review and modification of customer request and response process in effort to improve Customer Experience.

Financial Implications and Budgetary Provision

There are no financial implications.

Attachments

1. Attachment 1 - Maintenance Contract Year 2 Maintenance Contractor Key Performance Measure (KPM) Results - A2960480 ⇩