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

 

Date:

Time:

Meeting room:

Venue:

 

Tuesday, 13 July 2021

9am

Council Chamber
Level 2

20 Don Street, Invercargill

 

Services and Assets Committee Agenda

OPEN

 

 

MEMBERSHIP

 

Chairperson

Ebel Kremer

 

 

Mayor Gary Tong

 

Councillors

Don Byars

 

 

John Douglas

 

 

Paul Duffy

 

 

Bruce Ford

 

 

Darren Frazer

 

 

George Harpur

 

 

Julie Keast

 

 

Christine Menzies

 

 

Karyn Owen

 

 

Margie Ruddenklau

 

 

Rob Scott

 

 

IN ATTENDANCE

 

Group manager services and assets

Matt Russell

Committee advisor

Alyson Hamilton

 

 

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

 

 


Health and safety – emergency procedures

Toilets – The toilets are located outside of the chamber, directly down the hall on the right.

 

Evacuation – Should there be an evacuation for any reason please exit down the stairwell to the assembly point, which is the entrance to the carpark on Spey Street. Please do not use the lift.

 

Earthquake – Drop, cover and hold applies in this situation and, if necessary, once the shaking has stopped we will evacuate down the stairwell without using the lift, meeting again in the carpark on Spey Street.

 

Phones – Please turn your mobile devices to silent mode.

 

Recording - These proceedings are being recorded for the purpose of live video, both live streaming and downloading.  By remaining in this meeting, you are consenting to being filmed for viewing by the public.

 

Covid QR code – Please remember to scan the Covid Tracer QR code.

 


 

Terms of Reference – Services and Assets Committee

 

TYPE OF COMMITTEE

Council standing committee

RESPONSIBLE TO

Council

SUBCOMMITTEES

None

LEGISLATIVE BASIS

Committee constituted by Council as per schedule 7, clause 30 (1)(a), LGA 2002.

Committee delegated powers by Council as per schedule 7, clause 32, LGA 2002.

MEMBERSHIP

The Services and Assets Committee is a committee of the whole Council.  The mayor and all the councillors will be members of the Services and Assets Committee. 

FREQUENCY OF MEETINGS

Six weekly or as required

QUORUM

Not less than seven members.

SCOPE OF ACTIVITIES

The Services and Assets Committee is responsible for ensuring that Council delivers its infrastructural asset based services in an effective and efficient manner that meets the needs of its communities and protects the investment that Council has in these assets.

The 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

•      Te Anau airport

•      Stewart Island Electrical Supply Authority

•      Stewart Island Jetties and Riverton Harbour

•      water supply schemes.

DELEGATIONS

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

Power to Act

The committee has the delegated authority to:

a)     assess and provide advice to Council on the strategic issues relating to the delivery of infrastructural asset services

b)    reviewing and recommending to Council strategies on how it should go about managing the delivery of the infrastructural asset services that it provides

c)     monitor the condition and performance capability of the infrastructural assets owned by Council so as to ensure that it protects its investment in these assets in accordance with accepted professional standards

d)     monitor the delivery of capital works projects and the implementation of the capital works programme

e)     monitor the delivery of operations and maintenance contracts

f)     approve and/or assign all contracts for work, services or supplies 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 $2 million a prior review and recommendation of the business case by the Finance and Assurance Committee is required.  The business case shall include as a minimum; risk assessment, a procurement plan and financial costings.  If there is a different recommendation from the Finance and Assurance Committee the matter will be referred to Council for a decision

g)     monitor the return on all Council’s investments including forestry

h)     monitor and track Council contracts and compliance with contractual specifications.

Power to Recommend

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

FINANCIAL DELEGATIONS

Council authorises the following delegated authority of financial powers to Council committees in regard to matters within each committee’s jurisdiction.

Contract Acceptance:

            accept or decline any contract for the purchase of goods, services, capital works or other assets where the total value of the lump sum contract does not exceed the sum allocated in the Long Term Plan/Annual Plan and the contract relates to an activity that is within the scope of activities relating to the work of the Services and Assets committee

            accept or decline any contract for the disposal of goods, plant or other assets other than property or land.

Budget Reallocation

Committee is authorised to reallocate funds from one existing budget item to another.  Reallocation of this kind must not impact on current or future levels of service and must be:

            funded by way of savings on existing budget items

            within the jurisdiction of the committee

            consistent with the Revenue and Financing Policy.

LIMITS TO DELEGATIONS

Matters that must be processed by way of recommendation to Council include:

•      amendment to fees and charges relating to all activities

•      powers that cannot be delegated to committees as per the Local Government Act 2002 and sections 2.4 and 2.5 of this manual.

Delegated authority is within the financial limits in section 9 of this manual.

STAKEHOLDER RELATIONSHIPS

This committee shall maintain relationships including, but not limited to the following organisations:

             Community Boards

             Regional Land Transport Committee

             WasteNet

             FENZ (Fire and Emergency New Zealand)

The committee will also hear and receive updates to Council from these organisations, as required. 

CONTACT WITH MEDIA

The committee chairperson is the authorised spokesperson for the committee in all matters where the committee has authority or a particular interest.

Committee members do not have delegated authority to speak to the media and/or outside agencies on behalf of Council on matters outside of the board’s delegations.

The group manager services and assets will manage the formal communications between the committee and the people of the Southland District and for the committee in the exercise of its business. 

Correspondence with central government, other local government agencies or official agencies will only take place through Council staff and will be undertaken under the name of Southland District Council.

 


Services and Assets Committee

13 July 2021

 

TABLE OF CONTENTS

 

ITEM                                                                                                                                                                                  PAGE

Procedural

1             Apologies                                                                                                                                                                9

2             Leave of absence                                                                                                                                                9

3             Conflict of interest                                                                                                                                             9

4             Public forum                                                                                                                                                          9

5             Extraordinary/urgent items                                                                                                                        9

6             Confirmation of minutes                                                                                                                               9

Reports

7.1         Te Anau Wastewater Scheme Update to Committee                                                                 15

7.2         Road Operations - May 2021                                                                                                                     23

7.3         Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for May 2021                                                                                                                                                                          39

7.4         IFS growth forest manager's report of forestry activity for period to 30 June 2021 59

7.5         Services and Assets Programme Report                                                                                           73

 

 


Services and Assets Committee

13 July 2021

 

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 12noon at least one clear day before the meeting. Further information is available at www.southlanddc.govt.nz or by 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, 01 June 2021


 

Services and Assets Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of Services and Assets Committee held in the Council Chamber, 20 Don Street, Invercargill on Tuesday, 1 June 2021 at 9.33am. (9.33am – 9.40am, 10.57am – 11.34am.)

 

present

 

Chairperson

Ebel Kremer

 

Mayor Gary Tong

Councillors

Don Byars (9.33am – 9.40am, 11.02am – 11.34am)

 

John Douglas

 

Paul Duffy

 

Bruce Ford

 

Darren Frazer

 

George Harpur

 

Julie Keast

 

Christine Menzies

 

Karyn Owen

 

Margie Ruddenklau

 

Rob Scott

 

 

 

IN ATTENDANCE

Group manager, project delivery – Nick Hamlin

Group manager, services and assets - Matt Russell via “Teams” (digital technology)

Committee advisor - Fiona Dunlop

 


1             Apologies

 

There were no 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 Chairperson Kremer, seconded Cr Frazer and resolved:

That the Services and Assets Committee confirms the minutes of the held on 23 March 2021 as a true and correct record of that meeting.

 

Reports

 

 

7.1

Procurement Strategy Financial Year 2021/2022

Record no: R/21/4/16696

 

Commercial infrastructure manager – Ashby Brown was in attendance for this item.

 

Mr Brown advised that the purpose of the report was to provide, for information, the proposed strategy to procure Council’s financial year 2021/2022 works programme.

 

The Committee noted that the report is to provide the clarity and comfort as to the capacity and capability of the organisation to delivery on commitments made.

 

 

Resolution

Moved Mayor Tong, seconded Cr Harpur and resolved:

That Services and Assets Committee:

a)            receives the report titled “Procurement Strategy Financial Year 2021/2022” dated 25 May 2021.

 

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.

 

 

7.2

Road Operations - March and April 2021

Record no: R/21/4/15558

 

Roading engineer – Rob Hayes and Strategic manager transport – Hartley Hare were in attendance for this item.

 

 

Resolution

Moved Chairperson Kremer, seconded Cr Scott and resolved:

That the Services and Assets Committee:

a)            receives the report titled “Road Operations - March and April 2021” dated 25 May 2021.

 

 

(The meeting adjourned for morning tea at 10.40am and reconvened at 10.57am)

 

(Mayor Tong and Councillors Douglas, Duffy, Ford, Frazer, Harpur, Keast, Kremer, Menzies, Owen, Ruddenklau and Scott were present when the meeting reconvened.)

 

 

7.3

Services and Assets Programme Report

Record no: R/21/5/22261

 

Group manager project delivery – Nick Hamlin was in attendance for this item.

 

(During discussion, Councillor Byars returned to the meeting at 11.02am.)

 

 

Resolution

Moved Cr Menzies, seconded Cr Frazer and resolved:

That the Services and Assets Committee:

a)            receives the report titled “Services and Assets Programme Report” dated 24 May 2021.

 

 

7.4

Te Anau Wastewater Scheme Update to Committee

Record no: R/21/5/22262

 

Group manager project delivery – Nick Hamlin was in attendance for this item.

 

 

Resolution

Moved Mayor Tong, seconded Cr Ruddenklau and resolved:

That the Services and Assets Committee:

a)            receives the report titled “Te Anau Wastewater Scheme Update to Committee” dated 25 May 2021.

 

 

7.5

Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for March 2021

Record no: R/21/4/19869

 

Manager contracts, water and waste – Bill Witham was in attendance for this item.

 

 

Resolution

Moved Cr Keast, seconded Cr Douglas and resolved:

That the Services and Assets Committee:

a)            receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for March 2021” dated 25 May 2021.

 

 

 

 

 

The meeting concluded at 11.34am.                    CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Services and Assets Committee HELD ON TUESDAY 1 JUNE 2021.

 

 

 

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

 

 

 

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

 


Services and Assets Committee

13 July 2021

 

Te Anau Wastewater Scheme Update to Committee

Record No:             R/21/6/35879

Author:                      Geoff Gray, Senior projects manager

Approved by:         Nick Hamlin, Group manager programme delivery

 

  Decision                                        Recommendation                                  Information

 

 

 

Purpose

1        To update the Services and Assets Committee on progress of the Te Anau Wastewater scheme project.

Executive summary

2        This reporting period covers activities on the Te Anau Wastewater project from 10 May to 24 June 2021

 

Recommendation

That the Services and Assets Committee:

a)            receives the report titled “Te Anau Wastewater Scheme Update to Committee” dated 23 June 2021.

 

 

Attachments

a             Te Anau Wastewater Scheme  Report to Services and Assets Committee - 13 July 2021    

 


Services and Assets Committee

13 July 2021

 

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Services and Assets Committee

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Road Operations - May 2021

Record No:             R/21/6/33548

Author:                      Rob Hayes, Roading engineer

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 contracts and provide the necessary context to the 2020/2021 budget.

Executive summary

2        WSP have completed 404 bridge inspections to the end of May 2021.

3        Maintenance spend across the three contracts totalled $10.9m to the end of May.

4        Mclean Road box culvert is in place with rock and road reinstatements under construction and is scheduled to be completed by the end of June.

5        The resource consent to extract the gravel island from the Mataura River that is causing bank erosion upstream of Nokomai Road bridge No 2 has been granted. Gravel was extracted and stockpiled during May to be crushed and utilised as maintenance gravel in the future.

6        Customer satisfaction; 148 requests for service (RFS), across the three Alliance contracts were received in May, compared to 59 in 2020, an increase of 250%. When compared to 2020 the significant increase can be attributed to the unusually low number of RFS reported after the Covid-19 lockdown last year. 197 RFS were received in May 2019 and 181 in May 2018 confirming RFS have return to traditional levels.

7        In relation to health and safety for the Alliance contracts; 18 contractor safety audits were completed during March and April with 28 near misses reported.

8        Activity performance:

·        metalling, 50,300m3 (90%) has been placed by the end of May of a total 2020/21 budget of 55,967m3

·        grading, 11,900 (88%) has been graded by the end of May of a total 2020/21 budget of 13,600km for the year.

Pavement rehabilitations

9        All 2020/2021 road rehabilitations have been completed, with the Fortrose Otara seal widening accessways to be completed during July.

10      The five 2021/2022 pavement rehabilitations are currently with WSP and Bonsich consultants for design.

 

McLean Road box culvert under construction

Nokomai Road bridge No 2 - gravel island extracted

 

Resurfacing

11      The focus is now on getting the pre-seal work completed for the 2021/2022 resurfacing programme which consists of 870,000m2. Work is also underway to select and confirm the sites for 2022/2023 resurfacing season.

12      Information obtained from the high-speed data has been utilised to identify priority skid resistance sites across the network. We are currently undertaking 29,000m2 of water cutting to remove the excess bitumen. Priority sites which have not made the water cutting programme are being further accessed for alternative treatments.    

Pavement marking

13      Downer has completed the bulk of the 2020/2021 programme with some minor works still outstanding. Planning is also underway to completed a full network remark for the 2021/2022 season.

Bridges

14      Downer has had two more bridges added to the Southern Southland design and build package to total 12 bridge replacements. These addition bridges are located at Kirkbride Street, Wallacetown and McLeod Road North, Caroline Valley.

15      SouthRoads has completed nine bridges of the 10 bridges in the Northern Southland design and build package. Construction is underway on the final bridge on Piano Flat Road.

16      Transport team is currently re-evaluating the bridge replacement programme. The reduction in funding requires us to review the prioritisation. 

Parawa Station Road bridge under construction

 

Completed Parawa Station Road bridge

 

Piano Flat Road bridge under construction

Final stages of the bridge being realigned at Biggar Road

 

Recommendation

That the Services and Assets Committee:

a)            receives the report titled “Road Operations - May 2021” dated 5 July 2021.

 

Attachments

a             Foveaux Alliance May A3

b             Central Alliance May A3

c             Waimea Alliance May A3

d            SouthRoads May H&S report

e             Fulton Hogan May H&S report    

 



Services and Assets Committee

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Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for May 2021

Record No:             R/21/6/34744

Author:                      Bill Witham, Manager contracts - water and waste

Approved by:         Matt Russell, Group manager services and assets

 

  Decision                                        Recommendation                                  Information

 

 

 

Background

1        Downer was awarded Contract 10/01 for delivery of water and wastewater services to Council for the Southland District.  The contract was awarded in 2010 for a maximum period of 12 years.

Purpose

2        The purpose of this report is to update the committee on the progress of this contract. 

Summary

3        KPI scoring was 100% for May 2021 which is up 8% from last month.

Compliance (Drinking-water)

4        All drinking water compliance testing was completed and carried out as per New Zealand Drinking-water Standards.  All samples were absent of Escherichia Coli, thus meeting the required bacteriological standards.  Protozoa compliance was high for the individual determinants including filtration and ultra violet disinfection performance.  Overall compliance for each scheme is assessed at the end of the year.

Compliance (Environmental)

5        There were no non-compliant tests during May.

Operations and Maintenance

6        53 service request calls were received for May 2021 including 24 water, 20 rural water, six sewer, two general and one stormwater.

Minor Capital Projects

7        The minor capital projects awarded to Downer are all on track for completion by end of June.

Financial

8        There were no outstanding variations. 

Customer Service

9        There were 53 service requests received and one recorded as resolution time exceeded.  

Health and Safety

There were no safety incidents in May 2021. 

Quality Assurance

10      No non-conformance/opportunity for improvement reports were issued and no instances of rework or product failure during the month.

 

 

Recommendation

That the Services and Assets Committee:

a)            receives the report titled “Downer Water and Wastewater Maintenance Contract 10/01 - Monthly Report for May 2021” dated 5 July 2021.

Attachments

a             Downer Utilities Monthly Report May 2021

b             Downer Report May 2021    

 


Services and Assets Committee

13 July 2021

 

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IFS growth forest manager's report of forestry activity for period to 30 June 2021

Record No:             R/21/7/37940

Author:                      Ashby Brown, Commercial infrastructure manager

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 30 June 2021.

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 period to 30 June 2021”

 

Attachments

a             Forest manager report to end June 2021    

 


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Services and Assets programme report

Record No:             R/21/7/37654

Author:                      Carolyn Davies, Executive assistant

Approved by:         Nick Hamlin, Group manager programme delivery

 

  Decision                                        Recommendation                                  Information

 

 

 

Summary

1        The CAMMS project system tracks all Services and Assets projects. This report seeks to update the status of these projects to the committee.

2        Please see the attached report for your information.

 

Recommendation

That the Services and Assets Committee:

a)            Receives the report titled “Services and Assets Programme Report” dated 6 July 2021.

 

Attachments

a             Services and Assets Programme Report 11 May to end June 2021    

 


Services and Assets Committee

13 July 2021

 

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