Te Kaunihera o Tai Tokerau ki te Raki
AGENDA
Infrastructure Committee Meeting
Wednesday, 21 October 2020
Time: |
9.30 am |
Location: |
Council Chamber Memorial Avenue Kaikohe |
Membership:
Mayor John Carter
Cr Felicity Foy - Chairperson
Deputy Mayor Ann Court
Cr Dave Collard
Cr Mate Radich
Cr Kelly Stratford
Cr John Vujcich
Kaikohe-Hokianga Community Board Chairperson Mike Edmonds
Te Hiku Community Board Chairperson Adele Gardner
Authorising Body |
Mayor/Council |
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Status |
Standing Committee |
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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 |
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Carter Family Trust |
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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 |
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I will abstain from any debate and voting on proposed plan change items for the Far North District Plan. |
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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. |
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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. |
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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. |
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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. |
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Foy Farms Partnership |
Owner and partner in Foy Farms - a farm on Church Road, Kaingaroa |
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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. |
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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. |
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Previous employment at FNDC 2007-16 |
I consider the staff members at FNDC to be my friends |
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Shareholder of Coastline Plumbing NZ Limited |
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Felicity Foy - Partner |
Director of Coastline Plumbing NZ Limited |
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Friends with some FNDC employees |
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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 |
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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 |
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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 |
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Trustee of Te Ahu Charitable Trust |
Council delegate to this board |
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Mate Radich |
No form received |
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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 |
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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 |
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Will not discuss work/governance mattes that are confidential |
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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 |
|
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 |
Committee member |
Kaikohe Rugby Football and Sports Club |
Council Funding |
Withdraw and abstain |
|
Adele Gardner |
N/A - FNDC Honorarium |
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The Far North 20/20, ICT Trust |
Trustee |
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Te Ahu Charitable Trust |
Trustee |
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ST Johns Kaitaia Branch |
Trustee/ Committee Member |
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I know many FNDC staff members as I was an FNDC staff member from 1994-2008. |
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Partner of Adele Gardner |
N/A as Retired |
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Infrastructure Committee Meeting Agenda |
21 October 2020 |
Infrastructure Committee Meeting
will be held in the Council Chamber, Memorial Avenue, Kaikohe on:
Wednesday 21 October 2020 at 9.30 am
Order Of Business
1 Karakia Timatanga – Opening Prayer
2 Apologies and Declarations of Interest
4 Confirmation of Previous Minutes
4.1 Confirmation of Previous Minutes
5.1 NTA Maintenance Contract - Year 2 Provisional Data Quality Results
5.2 NTA Maintenance Contract - Year 2 Maintenance Contractor Key Performance Measure (KPM) Results
5.3 Infrastructure and Asset Management (IAM) Monthly Business Report for August 2020
6 Karakia Whakamutunga – Closing Prayer
2 Apologies and Declarations of Interest
Members need to stand aside from decision-making when a conflict arises between their role as a Member of the Committee and any private or other external interest they might have. This note is provided as a reminder to Members to review the matters on the agenda and assess and identify where they may have a pecuniary or other conflict of interest, or where there may be a perception of a conflict of interest.
If a Member feels they do have a conflict of interest, they should publicly declare that at the start of the meeting or of the relevant item of business and refrain from participating in the discussion or voting on that item. If a Member thinks they may have a conflict of interest, they can seek advice from the Chief Executive Officer or the Team Leader Democracy Support (preferably before the meeting).
It is noted that while members can seek advice the final decision as to whether a conflict exists rests with the member.
No requests for deputations were received at the time of the Agenda going to print.
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.
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.
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)
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:
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
21 October 2020 |
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.
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.
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 ⇩
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.
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.
1. Attachment 1 - Maintenance Contract Year 2 Maintenance Contractor Key Performance Measure (KPM) Results - A2960480 ⇩
21 October 2020 |
5.3 Infrastructure and Asset Management (IAM) Monthly Business Report for August 2020
File Number: A2960035
Author: Tania George, EA to GM - Infrastructure and Asset Management
Authoriser: Andy Finch, General Manager - Infrastructure and Asset Management
Purpose of the Report
To present a summary of Infrastructure and Asset Management activity and information items.
Executive Summary
The Infrastructure and Asset Management Update provides an overview of Infrastructure and Asset Management activity for the period of August 2020.
That the Infrastructure Committee receive the report Infrastructure and Asset Management (IAM) Monthly Business Report for August 2020. |
Background
This report presents a range of performance and interest items focussed around Council Infrastructure.
Discussion and Next Steps
The information is attached in the form of a report.
Financial Implications and Budgetary Provision
None
1. Attachment 1 - Infrastructure and Asset Management (IAM) Business Report as at 31 August 2020 - A2960028 ⇩