Services and Assets Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Services and Assets Committee held in the Council Chambers, 15 Forth Street, Invercargill on Thursday, 8 February 2018 at 9.02am.

 

present

 

Chairperson

Brian Dillon

 

 

Mayor Gary Tong (9.02am – 10.12am)

 

Councillors

Stuart Baird

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

IN ATTENDANCE

 

Group Manager Services and Assets

Ian Marshall

Communications Manager

Louise Pagan

Governance and Democracy Manager

Clare Sullivan

Committee Advisor

Fiona Dunlop

 


Services and Assets Committee

08 February 2018

 

1             Apologies

 

There were apologies for absence from Councillor Perham and an apology for an early departure from Mayor Tong.

 

Resolution

Moved Mayor Tong, seconded Cr Douglas and resolved:

That the Services and Assets Committee accept the apologies.

 

 

2             Leave of absence

 

There were no requests for leave of absence.

 

 

3             Conflict of Interest

 

There were no conflicts of interest declared.

 

 

4             Public Forum

 

There was no public forum.

 

 

5             Extraordinary/Urgent Items

 

There were no Extraordinary/Urgent items.

 

 

6             Confirmation of Minutes

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

That the Services and Assets Committee confirms the minutes of the meeting, held on 15 November 2017 as a true and correct record of that meeting.

 

Reports for Resolution

 

 

7.1

Otautau Wreys Bush Road Pavement Rehabilitation

Record No: R/18/1/1894

 

Group Manager, Services and Assets – Ian Marshall, Strategic Manager Transport - Hartley Hare and Commercial Lead Roading – Dylan Rabbidge were in attendance for this item.

 

1          The Officers advised that the report outlined  Contract 18/5 – Otautau Wreys Bush (10500 - 11800) Pavement Rehabilitation and seeks approval for the awarding of the contract.

2          The Meeting noted that the report covered the background to the project, the engineers estimate and recommendations for letting the contract.  They were concerned that the price for the tender was too high.

 

Resolution

Moved Cr Kremer, seconded Cr Macpherson recommendations a to d and e with changes (as indicated with underline and strikethrough) and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Otautau Wreys Bush Road Pavement Rehabilitation” dated 31 January 2018.

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

d)           Endorses that the rehabilitation project proceed as part of the 2017/2018 Transport Programme along with design and procurement process.

e)            Delegates authority to the Group Manager Services and Assets to let the contract up to the value of $470,000 (excl GST) $540,750 subject to satisfactory tenders being received that provide value to the Southland District Council.

 

 

7.2

Waste Contracts Right of Renewal Process

Record No: R/17/10/25321

 

Group Manager, Services and Assets – Ian Marshall and Strategic Manager Water and Waste – Ian Evans were attendance for this item.

 

 

Mr Evans advised that the purpose of the report was to inform the Committee of the intentions to review the solid waste contractual arrangements for kerbside collection and transfer station operation, and for provision of recycling operations.

The Meeting noted that Invercargill City Council is part of the solid waste shared service, known as WasteNet Southland.   In partnership with the other WasteNet councils (Southland District Council and Gore District Council), Invercargill City Council has entered into Contract 550 Collection and Transfer Station Services and Contract 650 Recyclables Acceptance.

Mr Evans also advised that these Contracts have contract terms of eight years and include a right of renewal clause for a further eight year period.  The Contracts are currently in their sixth year, and the contract document requires the WasteNet councils to make a decision on the right of renewal clause in the 2017/2018 financial year.

The Meeting noted that the Waste Management Group is recommending to Waste Advisory Group that they should enter into negotiations with these Contractors as part of the right of renewal process.

 

 

Resolution

Moved Chairperson Dillon, seconded Cr Paterson and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Waste Contracts Right of Renewal Process” dated 31 January 2018.

 

b)           Determines that this matter or decision be recognised as not significant in terms of Section 76 of the Local Government Act 2002.

 

c)            Determines that it has complied with the decision-making provisions of the Local Government Act 2002 to the extent necessary in relation to this decision; and in accordance with Section 79 of the Act determines that it does not require further information, further assessment of options or further analysis of costs and benefits or advantages and disadvantages prior to making a decision on this matter.

 

d)           Agrees that WasteNet Southland leads the process of reviewing Contracts 550 and 650 on behalf of the Southland District Council.

 

 

Reports

 

 

8.1

IFS Growth Forest Manager's Report of Forestry Activity for the period 1 October to 31 December 2017

Record No: R/18/1/1651

 

Group Manager, Services and Assets – Ian Marshall was in attendance for this item.

 

Mr Marshall presented the report of forestry activity for the period 1 October to 31 December 2017.

 

 

Resolution

Moved Cr Harpur, seconded Cr Paterson and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “IFS Growth Forest Manager's Report of Forestry Activity for the period 1 October to 31 December 2017” dated 30 January 2018.

 

 

 

 

 

 

8.2

Roading Operations December 2017

Record No: R/18/1/1202

 

Strategic Manager Transport Hartley Hare and Commercial Lead Roading – Dylan Rabbidge were in attendance for this item.

 

Mr Rabbidge advised that the purpose of the report was to update the Committee on the progress of the major roading maintenance contracts.

 

The Meeting noted that SouthRoads currently have the Waimea and Central Alliance maintenance contracts with Fulton Hogan have the Foveaux Alliance.

 

(Mayor Tong left the meeting at 10.12am.)

 

 

Resolution

Moved Cr Kremer, seconded Cr Frazer and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Roading Operations December 2017” dated 30 January 2018.

 

 

8.3

Update on Contract Status

Record No: R/18/1/1448

 

Group Manager, Services and Assets – Ian Marshall was in attendance for this item.

 

The Committee were advised on the status of the Community Services contracts within the Department except where the Roading and Water and Waste OPEX and CAPEX were reported on through their respective reports.

 

 

Resolution

Moved Cr Harpur, seconded Cr Macpherson and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Update on Contract Status” dated 30 January 2018.

 

 

8.4

Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for December 2017

Record No: R/18/1/1199

 

Group Manager, Services and Assets, Strategic Manager Water and Waste – An Evans and Operations Manager – Bill Witham were in attendance for this item.

 

Officers informed the Meeting that the purpose of the report was to update the Committee on the progress of the contract 10/01 for delivery of water and wastewater services to Council for the Southland District.

 

 

 

Resolution

Moved Cr Baird, seconded Cr Ford and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for December 2017” dated 31 January 2018.

 

 

Group Manager Services and Assets

 

The Chair advised the Committee that this was Ian Marshall’s last meeting as Group Manager Services and Assets.  While he is not retiring from Council until the end of the year, the Chair thanked Mr Marshall for his work with the Committee.

 

 

 

The meeting concluded at 10.44am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Services and Assets Committee HELD ON THURSDAY 8 FEBRUARY 2018.

 

 

 

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

 

 

 

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