Notice is hereby given that a Meeting of the Services and Assets Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

Wednesday, 8 May 2019

9am

Council Chamber
15 Forth Street
Invercargill

 

Services and Assets Committee Agenda

OPEN

 

 

MEMBERSHIP

Chairperson

Brian Dillon

 

 

Mayor Gary Tong

 

Councillors

Stuart Baird

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Ebel Kremer

 

 

Gavin Macpherson

 

 

Neil Paterson

 

 

Nick Perham

 

 

IN ATTENDANCE

Group Manager, Services and Assets

Matt Russell

Committee Advisor

Fiona Dunlop

 

 

Contact Telephone: 0800 732 732

Postal Address: PO Box 903, Invercargill 9840

Email: emailsdc@southlanddc.govt.nz

Website: www.southlanddc.govt.nz

 

Full agendas are available on Council’s Website

www.southlanddc.govt.nz

 

 

 


Terms of Reference – Services and Assets Committee

 

The Services and Assets Committee is responsible for overseeing the following Council activities:

·                  

 

 

Transport;

·                 Property management including community facilities, acquisitions and disposals (including land dealings);

·                 Forestry;

·                 Water supply, wastewater and stormwater;

·                 Solid waste management;

·                 Flood protection;

·                 Waste management;

·                 Rural fire management;

·                 Te Anau Airport;

·                 Stewart Island Jetties and Riverton Harbour Committee;

·                 Water supply schemes.

 

The Services and Assets Committee shall have the following delegated powers and be accountable to Council for the exercising of these powers:

 

(a)            Monitoring the delivery of capital works projects and the implementation of the capital works programme.

(b)           Monitoring the delivery of operations and maintenance contracts.

(c)            To approve and/or assign all contracts for work, services or supplies where the value is in excess of $200,000 where those contracts relate to work within approved estimates.  Where the value of the work, services; supplies or business case or the value over the term of the contract is estimated to exceed $2M a prior review and recommendation of the business case by the Finance and Audit Committee is required.  The business case shall include as a minimum; risk assessment, a procurement plan and financial costings.

(d)           To monitor the return on all the Council’s investments including forestry;

(e)           To monitor and track Council contracts and compliance with contractual specifications.

 

The Services and Assets Committee is responsible for considering and making recommendations to Council regarding:

(a)                 Policies relating to the scope of activities of the Services and Assets Committee;

(b)                Changes to Council’s adopted Levels of Service;

(c)                 The dividend from the Forestry Business Unit.

 

The Services and Assets Committee may delegate the management and control of all Riverton harbour assets vested in the Southland District Council to the Riverton Harbour Committee.

 

The Services and Assets Committee may delegate the responsibility to oversee the development and maintenance of jetties located at Fred’s Camp, Millars Beach, Ulva Island, Port William and Little Glory Cove to the Stewart Island Jetties Subcommittee.


Services and Assets Committee

08 May 2019

 

TABLE OF CONTENTS

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                5

2             Leave of absence                                                                                                                                                5

3             Conflict of Interest                                                                                                                                             5

4             Public Forum                                                                                                                                                         5

5             Extraordinary/Urgent Items                                                                                                                        5

6             Confirmation of Minutes                                                                                                                               5

Reports

7.1         IFS Growth Forest Manager's Report of Forestry Activity for the period to 31 March 2019                                                                                                                                                                                       9

7.2         CAMMS Capital Works Programme Report for May 2019                                                        17

7.3         Roading Operations March 2019                                                                                                            23

7.4         Footpath Renewal Programme 2018/2019                                                                                       37

Public Excluded

Procedural motion to exclude the public                                                                                                         43

C8.1      Road Pavement Rehabilitation Programme 2019/20

 


1             Apologies

 

At the close of the agenda no apologies had been received.

 

2             Leave of absence

 

At the close of the agenda no requests for leave of absence had been received.

 

3             Conflict of Interest

 

Committee Members are reminded of the need to be vigilant to stand aside from decision-making when a conflict arises between their role as a member and any private or other external interest they might have.

 

4             Public Forum

Notification to speak is required by 5pm at least two days before the meeting. Further information is available on www.southlanddc.govt.nz or phoning 0800 732 732.

 

5             Extraordinary/Urgent Items

To consider, and if thought fit, to pass a resolution to permit the committee to consider any further items which do not appear on the Agenda of this meeting and/or the meeting to be held with the public excluded.

Such resolution is required to be made pursuant to Section 46A(7) of the Local Government Official Information and Meetings Act 1987, and the Chairperson must advise:

(i)            the reason why the item was not on the Agenda, and

(ii)          the reason why the discussion of this item cannot be delayed until a subsequent meeting.

Section 46A(7A) of the Local Government Official Information and Meetings Act 1987 (as amended) states:

“Where an item is not on the agenda for a meeting,-

(a)           that item may be discussed at that meeting if-

(i)            that item is a minor matter relating to the general business of the local authority; and

(ii)           the presiding member explains at the beginning of the meeting, at a time when it is open to the public, that the item will be discussed at the meeting; but

(b)          no resolution, decision or recommendation may be made in respect of that item except to refer that item to a subsequent meeting of the local authority for further discussion.”

 

6             Confirmation of Minutes

6.1             Meeting minutes of Services and Assets Committee, 13 February 2019


 

Services and Assets Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Services and Assets Committee held in the Council Chamber, 15 Forth Street, Invercargill on Wednesday, 13 February 2019 at 9.04am. (9.04am – 10.28am)

 

present

 

Chairperson

Brian Dillon

 

Mayor Gary Tong (9.06am – 10.28am)

Councillors

Stuart Baird

 

John Douglas

 

Paul Duffy

 

Bruce Ford (9.07am – 10.28am)

 

Darren Frazer

 

George Harpur

 

Julie Keast

 

Ebel Kremer

 

Gavin Macpherson

 

Neil Paterson

 

Nick Perham

 

APOLOGIES

 

Mayor Tong (lateness)

Councillor Ford (lateness)

 

 

IN ATTENDANCE

 

Group Manager, Services and Assets

Matt Russell

Committee Advisor

Fiona Dunlop

Communications Manager

Louise Pagan

 


1             Apologies

 

Apologies for lateness were received from Councillor Ford and Mayor Tong.

 

Moved Chairperson Dillon, seconded Cr Macpherson 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 Frazer, seconded Cr Keast and resolved:

That the Services and Assets Committee confirms the minutes of the meeting held on 28 November 2018 as a true and correct record of that meeting.

 

Reports

 

(Mayor Tong joined the meeting at 9.06am.)

 

7.1

Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for December 2018

Record No: R/19/1/951

 

Manager Operations Water and Waste  – Bill Witham was in attendance for this item.

 

(Councillor Ford joined the meeting at 9.07am.)

 

 

Resolution

Moved Cr Kremer, seconded Cr Keast 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 2018” dated 4 February 2019.

 

 

7.2

Roading Operations December 2018

Record No: R/19/1/952

 

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

 

 

Resolution

Moved Cr Paterson, seconded Cr Douglas and resolved:

That the Services and Assets Committee:

a)            Receives the report titled “Roading Operations December 2018” dated 4 February 2019.

 

 

7.3

IFS Growth Forest Manager's Report of Forestry Activity for the period to 31 December 2018

Record No: R/19/1/1325

 

Group Manager, Services and Assets – Matt Russell was in attendance for this item.

 

 

Resolution

Moved Cr Harpur, seconded Cr Perham 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 to 31 December 2018” dated 1 February 2019.

 

 

 

The meeting concluded at 10.28am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Services and Assets Committee HELD ON WEDNESDAY 13 FEBRUARY 2019.

 

 

 

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

 

 

 

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

 


Services and Assets Committee

8 May 2019

 

IFS Growth Forest Manager's Report of Forestry Activity for the period to 31 March 2019

Record No:             R/19/4/7042

Author:                      Matt Russell, Group Manager Services and Assets

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Report Summary

1        The IFS Growth Forest Manager’s Report advises of forestry activity for the period to
31 March 2019.

Southland District Council Forestry Activity

2        The IFS Growth Forest Manager’s report received is attached.

 

Recommendation

That the Services and Assets Committee:

a)            Receives the report titled “IFS Growth Forest Manager's Report of Forestry Activity for the period to 31 March 2019” dated 1 May 2019.

 

 

Attachments

a             Forestry Report for Period to 31 March 2019 (Quarter 3)    

 


Services and Assets Committee

08 May 2019

 

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Services and Assets Committee

8 May 2019

 

CAMMS Capital Works Programme Report for May 2019

Record No:             R/19/4/7121

Author:                      Trudy Saunders, Contracts and Projects Adminstrator

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Background

1        CAMMS Project now tracks all Services and Assets Projects. This report seeks to update the status of these projects to this Committee.

 

Summary

2        Please see attached report dated 16 April 2019 for your information.

 

Recommendation

That the Services and Assets Committee:

a)            Receives the report titled “CAMMS Capital Works Programme Report for May 2019” dated 30 April 2019.

 

 

Attachments

a             Services and Assets Programme Report 16.04.2019    

 


Services and Assets Committee

08 May 2019

 

Services and Assets Programme Report

Date: 16/04/2019

Author: Trudy Saunders 


Services and Assets Committee

08 May 2019

 

Projects Count and Expenditure Totals

Total Project Count:   195

Total Project Expenditure:  $45,064,210.34

Projects by Location

Projects by Phase

Projects by Purpose

 

Projects by Activity Group

 

Projects by Activity Name and Expenditure


Services and Assets Committee

8 May 2019

 

Roading Operations March 2019

Record No:             R/19/4/6979

Author:                      Hartley Hare, Strategic Manager Transport

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1       The purpose of this report is to update the Committee on the progress of the major roading maintenance contracts and provide some context to the 2018/19 budget.

2       SouthRoads currently have the Waimea and Central Alliance maintenance contracts with
Fulton Hogan having the Foveaux Alliance Contract.

Summary

3       Customer Satisfaction; 122 Requests for Service (RFS), across the three Alliance contracts were received in March compared to 91 in 2017/18, an increase of 29 or 34%. This is a swing from February which was a relatively quiet month by comparison.

4       Health and Safety; 12 safety audits were completed in March with no Lost Time Injuries and
16 near misses reported. 

5        Activity Performance:

·        Metalling, 4551m3 was completed in March with 39,242m3 (68%) of a total 2018/19 budget of 57,500 m3.  Generally, Fulton Hogan undertake a small amount of metalling each month where SouthRoads complete approximately 30% in the first half of the year with 60% occurring in the last quarter.

·        Grading, 1,195km were graded in March with 10,745km (83%) of a total 2018/19 budget of 12,900 km.

·        The 2019/20 pre-reseal repairs are currently being completed. SouthRoads focus was initial on the Central contract for the Stabilisation crew but with 100% completed focus was on Waimea area for March. Waimea now has 76% completed.

6       A major focus for the Alliance is the repair of structures identified by Stantec as part of their six yearly structural inspections with the majority of these urgent tasks identified being completed.

7       The Alliance also continue to focus on pre-seal repairs and getting as much of the pavement repairs (digouts and stabilisation) completed prior to winter.

8       Reseals programme for 2018/19 is now completed with all sites being sealed.

9       Brent Crude has seen a large reduction in price from a high of $85USD per barrel in September 2018 to low of $54USD per barrel in December. The rate at the start of April was sitting around $67USD per barrel.

10     With the resealing programme now completed the impact of the fluctuation can be better assessed however the final effect will take several months to filter into the NZTA Bitumen Index. 

Alternative Coastal Route Seal Extension

11      Legalisation work is still progressing well and Bonisch are still on track to have the works complete their portion of work in late March / April 2019.  It is hoped the project will be finalised prior to 30 June 2019. 

12      Pavement marking is well underway with approximately 67% of the Eastern contract completed, the Western area is approximately 59% completed.

Otapiri Gorge Emergency Event

13      The bulk of the road works has been completed with focus shifting to addressing the various slips. The main slip on Otapiri Gorge Road has also had works completed but work is still ongoing to address the smaller slips.

Chaslands Highway

14      This project is nearing completion with the smaller of the two slips being completed including sealing. The main slip site has been back filled and road pavement built up. Sealing and guardrail instillation is scheduled to be completed by mid-April.

Pavement Rehabilitation

15      Three out of the four sites have been completed for the season with only 1km of sealing left to be completed on Otauatu Tuatapere road. Depending on weather condition this is anticipated to be sealed in April.

16      The programme for the 2019/20 season has been finalised. This will be presented as a separate report to the Services and Assets Committee.

Financial

17      There were no outstanding claims or variations to the maintenance contracts.  All claims and invoices for completed work were certified and accepted.

 

 

Recommendation

That the Services and Assets Committee:

a)            Receives the report titled “Roading Operations March 2019” dated 1 May 2019.

 

Attachments

a             Overview Alliance Report March 2019

b             Central Alliance Report March 2019

c             Waimea Alliance Report March 2019

d            SouthRoads Safety Report March 2019

e             Foveaux Alliance Report March 2019

f             Fulton Hogan Safety Report March 2019    

 



Services and Assets Committee

08 May 2019

 

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08 May 2019

 

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Services and Assets Committee

8 May 2019

 

Footpath Renewal Programme 2018/2019

Record No:             R/19/4/7328

Author:                      Hartley Hare, Strategic Manager Transport

Approved by:         Matt Russell, Group Manager Services and Assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1.       To outline to the Committee the areas identified for the 2018/2019 Footpath Renewal Programme, and seek endorsement of the programme along with delegation to let the associated contract.

Executive Summary

2.       The report covers the renewal of 1750m of footpath across the district, from five different areas for the 2018/2019 construction season

3.       Sites have been selected based off, the current footpath asset condition and funding allocated for footpath renewal in the Annual Plan (AP) and Long Term Plan (LTP). For the first time
New Zealand Transport Agency (NZTA) have made funding available for footpath maintenance and renewal that meet the necessary criteria (asset condition).

4.       The areas with funding allocated in the AP/LTP:

·        Edendale/Wyndham (735m)

·        Lumsden (180m)

·        Otautau (161m)

·        Riverton (625m)

·        Orepuki (45m)

5.      The current proposed programme has an estimated value of $415,000 with a maximum budget of $450,000.

6.       This report seeks endorsement from the Services and Assets Committee for the projects including delegation to the Chief Executive and Group Manager Services and Assets to let a contract to the successful tenderer.

 

Recommendation

That the Services and Assets Committee:

a)        Receives the report titled “Footpath Renewal Programme 2018/201919” dated 1 May 2019.

 

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)        Determines that the townships listed below as part of the 2018/2019 Footpath Renewal Programme be approved for procurement:

 

·    Edendale/Wyndham (≈735m)

·    Lumsden (≈180m)

·    Otautau (≈161m)

·    Riverton (≈625m)

·    Orepuki (≈45m)

 

e)        Agrees that the proposed programme continue to be managed within the overall roading and footpath activity and within Long Term Plan and Annual plan budgets.

 

f)         Delegates authority to the Chief Executive and Group Manager Services and Assets to let a contract to cover works for the townships listed in d) above to a total programme value of $450,000, subject to satisfactory tenders being received that provide value to the Southland District Council.

 

Background

7.       The new Government Policy Statement on Land Transport (GPS) introduced in 2018 has made allowance for funding assistance of footpath maintenance and renewals by the New Zealand Transport Agency (NZTA) at standard Funding Assistance Rate (FAR) of 51%.

8.       As a result a Footpath Renewal Programme for 2018/2019 has been produced. This has totalled to 1,750m of footpath renewal and maintenance. This programme has been developed through a footpath condition survey that was carried out district wide by WSP Opus. This has been evaluated and accepted by the transport team.

9.       Sites have been selected based off the current footpath asset condition, along with funding allocated for footpath renewal in the Annual Plan (AP) and Long Term Plan (LTP).


 

10.     The Townships identified are:

·        Edendale/Wyndham (735m)

·        Lumsden (180m)

·        Otautau (161m)

·        Riverton (625m)

·        Orepuki (45m).

Issues

11.     The various sites identified currently provide a lower level of service and if not repaired will continue to deteriorate. This would cause an increased health and safety risk and greater expense in the future.

12.     The chosen sites attempt to balance all factors to come up with the most economical long term solution to produce the best value for money.

Factors to Consider

Legal and Statutory Requirements

13.     No unusual legal considerations are involved with these projects. 

Community Views

14.     Although no specific community views have been sought on individual sites, feedback has been sought and received from the Roading Contract Managers and the Transport Team.

15.     The relevant CBs and CDAs will be notified prior to work commencing.

Costs and Funding

16.     The programme of work fits within the AP/LTP and NZTA approved budget for 2018-2019.

17.     The NZTA share of 51% will be apportioned appropriately to the projects.

18.     The current proposed programme is estimated at $415,000 with the annual budget remaining for 2018/2019 set at $450,000 for this NZTA category of funding.

19.     Once tenders are received and assessed using the lowest price conforming methodology, an economic analysis will be carried out to ensure that the tender and tender rates is the best option and provides value for money to the Southland District Council and the ratepayers.

Policy Implications

20.     The project will be tendered and evaluated under the Lowest Price Conforming Tender methodology and in compliance with Council’s Procurement Policy. The tender methodology has been selected due to the relatively straight forward nature of the work required.

Analysis

Options Considered

21.     Two main options have been considered; the Services and Assets Committee is to approve the programme or not approve the programme.

Analysis of Options

Option 1 – Approve Programme

Advantages

Disadvantages

·        Reinstating levels of service for pedestrians and other users, including improved health and safety.

·        Qualifies for NZTA Funding (51% FAR)

·        Removing inconvenience to users and providing improved economic output.

·        Nil.

 

Option 2 – Do Not Programme

Advantages

Disadvantages

·        Nil

·        Continued reduction in levels of service and subsequent inconvenience to users.

·        Not maximising NZTA Funding

·        Increased risk of footpath deterioration requiring greater section needing reconstructing, imposing more significant financial requirement particularly in the longer term.

 

Assessment of Significance

22.     Based on the Council’s Significance and Engagement Policy and given that any decision made is in line with the Long Term Plan and Annual Plan, it is believed that the decision made based on this recommendation is not significant.

23.     The procurement method proposed, along with this activity forming part of the Annual Plan and Long Term Plan, means that the letting of this contract is not significant in terms of Section 76 of the Local Government Act 2002 the footpath renewal programme is not considered significant.

Recommended Option

24.     That the programme and delegated authority be approved for the delivery of the 2018/2019 Footpath Renewal Programme within current Annual Plan roading budget.

Next Steps

25.     That the areas detailed as part of the 2018/2019 Footpath Renewal Programme continue with procurement and construction.

 

Attachments

There are no attachments for this report. 

   

 


Services and Assets Committee

08 May 2019

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

 

Recommendation

 

That the public be excluded from the following part(s) of the proceedings of this meeting.

C8.1 Road Pavement Rehabilitation Programme 2019/20

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:

General subject of each matter to be considered

Reason for passing this resolution in relation to each matter

Ground(s) under section 48(1) for the passing of this resolution

Road Pavement Rehabilitation Programme 2019/20

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

That the public conduct of the whole or 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 exists.