I hereby give notice that an ordinary meeting of the Auckland City Centre Advisory Board will be held on:

 

Date:                      

Time:

Meeting Room:

Venue:

 

Wednesday, 28 May 2014

3.00pm

Committee Room, Level 15
1 Greys Avenue, Auckland

 

Auckland City Centre Advisory Board

OPEN AGENDA

 

 

MEMBERSHIP

 

Chairperson

Dr Lucy Baragwanath

Strategic Relationships Advisor, Office of the Deputy Vice-Chancellor (Strategic Engagement) University of Auckland

Deputy Chairperson

Earl Gray

Partner, Simpson Grierson, Committee for Auckland

Members

Dick Ayres

Member, CBD Residents Advisory Group

 

Mayor Len Brown, JP

Mayor, Auckland Council

 

Jenny Bygrave

Head of Strategic Developments, Auckland University of Technology

 

Shale Chambers

Chair Waitemata Local Board

 

Tim Coffey

Member, CBD Residents Advisory Group

 

John Coop

Warren and Mahoney, NZ Institute of Architects

 

Jillian de Beer

Managing Director, de Beer Marketing & Communications

 

Kate Healy

Chief Operating Officer, Ngati Whatua o Orakei Corporate Limited

 

Barbara Holloway

Town Manager, Karangahape Road Business Association

 

Councillor Mike Lee

Councillor, Auckland Council

 

Alex Swney

Chief Executive, Heart of the City

 

Connal Townsend, JP

Chief Executive, Property Council of NZ

 

(Quorum 7 members)

 

 

 

Tam White, Democracy Advisor, 23 May 2014

Contact Telephone: (09) 307 7253

Email: tam.white@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 


 

 

 


Auckland City Centre Advisory Board

28 May 2014

 

 

ITEM   TABLE OF CONTENTS                                                                                        PAGE

1          Apologies                                                                                                                        5

2          Declaration of Interest                                                                                                   5

3          Confirmation of Minutes                                                                                               5

4          Extraordinary Business                                                                                                5

5          Feedback on the draft Karangahape Road and Newton Plans                                7

6          City East West Transport Study                                                                                  9

7          Maintenance issues related to the targeted rate projects in the Auckland Central Centre                                                                                                                                       11

8          Saint Patrick’s Square Lighting Report                                                                    21

9          Integrated cleaning and maintenance                                                                       23

10        Monthly report

The monthly report was not available when the agenda went to print.  This report

will be provided in an addendum agenda.

11        Consideration of Extraordinary Items

PUBLIC EXCLUDED

12        Procedural Motion to Exclude the Public                                                                 25

C1       Targeted Rate Funding and Future projects

The monthly report was not available when the agenda went to print, as more

information is required from the Finance team. This report will be provided in an

addendum agenda.

  

 


1          Apologies

 

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

 

2          Declaration of Interest

 

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.

 

3          Confirmation of Minutes

 

That the Auckland City Centre Advisory Board:

a)         confirm the ordinary minutes of its meeting, held on Wednesday, 30 April 2014, including the confidential section, as a true and correct record.

 

4          Extraordinary Business

 

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

 

“An item that is not on the agenda for a meeting may be dealt with at that meeting if-

 

(a)        The local authority by resolution so decides; and

 

(b)        The presiding member explains at the meeting, at a time when it is open to the public,-

 

(i)         The reason why the item is not on the agenda; and

 

(ii)        The reason why the discussion of the 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.”

 


Auckland City Centre Advisory Board

28 May 2014

 

 

Feedback on the draft Karangahape Road and Newton Plans

 

File No.: CP2014/10684

 

Purpose

1.       The Auckland City Centre Advisory Board resolved at its April meeting to provide feedback to the draft Karanghape Road and Newton Plans.

Executive summary

2.       The feedback was not available at the time the agenda went to print, and will be circulated in an addendum agenda.

 

Recommendation/s

That the Auckland City Centre Advisory Board:

a)      provide feedback to the draft Karangahape Road and Newton Plans.

 

 

Attachments

There are no attachments for this report.     

Signatories

Authors

Tam White - Democracy Advisor

Authorisers

John Dunshea – Manager City Transformation Project


Auckland City Centre Advisory Board

28 May 2014

 

 

City East West Transport Study

 

File No.: CP2014/10693

 

Purpose

1.       The Auckland City Centre Advisory Board will discuss the City East West Transport Study at the meeting.  More information will be circulated prior to the meeting.

 

Recommendation/s

That the Auckland City Centre Advisory Board:

a)      discuss the City East West Transport Study.

 

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Tam White - Democracy Advisor

Authorisers

John Dunshea – Manager City Transformation Project

 

 


Auckland City Centre Advisory Board

28 May 2014

 

 

Maintenance issues related to the targeted rate projects in the Auckland Central Centre

 

File No.: CP2014/10838

 

Purpose

1.       To provide the Board with an update on the following issues identified at the CBD Advisory Board March 26 meeting:

·         Identify how the maintenance issues in the targeted rate areas are to be resolved.

·         Outline how the highest A+ standard of cleaning will be applied to all upgraded CBD streets.

·         Identifying what auditing and Q&A processes are in place for streetscape maintenance

·         Clarify who is responsible for maintaining design elements and artworks located within an upgraded streetscape.

·         Determine the appropriate protocol for the removal of elements from the street for maintenance reasons

·         Addressing the Maintenance of St Patricks Square and the Karangahape Road Bridge

·         Outline to what extend the CBD targeted rate consequential opex budget has been spent since July 2012.

Executive summary

2.       Auckland Council and Auckland Transport have been asked to work collaboratively to provide the following:

·         Clarity around the current maintenance roles and responsibilities within the Auckland Central Centre, particularly around Karangahape Road and St Patrick’s Square.

·         A process around how to manage ongoing maintenance issues within the Auckland Central Centre.

3.       This report outlines the current roles and responsibilities Auckland Council and Auckland Transport have in the delivery of maintenance services within the Auckland Central Centre.  It discusses some of the maintenance issues within the CBD and the desire to clarify the allocation consequential opex associated with the CBD targeted rate.   Once identified, this budget will enable the consistent delivery of an optimum service level within targeted rate project areas, as well as the budget required to address street furniture repairs and ongoing paving maintenance.

4.       A working group including Auckland Transports maintenance staff and Auckland Councils parks and solid waste staff is working to identify options to improve delivery and opex outcomes across all of the CBD (not just upgraded streets).  An agreed action from this initial meeting is a more pragmatic alignment of contract management (and budget) responsibilities. This means that all similar functions e.g. litter control, would be managed by one organisation.

Recommendation/s

That the Auckland City Centre Advisory Board:

a)      receive monthly updates from Auckland Transport and the City Transformation team on the progress of resolving the maintenance issues within the CBD targeted rate project areas.

Comments

Resolution of maintenance issues within the CBD

5.       The responsibility of Maintenance and renewal programmes within the CBD sits with  four key groups;  Auckland Transport, Auckland Council Solid Waste Unit and Auckland Council Parks and Reserves and Auckland Council Community Development and Arts Culture. Appendix 1 outlines the responsibilities of these groups within the Town Centre and Auckland Central Centre setting.

6.       To date delivery responsibilities for operational activities in the CBD has been assigned to Auckland Transport and Auckland Council based on the Service Level Agreement between the two organisation which addresses roles and responsibilities within the road corridor.  A working group made up of Auckland Transports maintenance staff and Auckland Councils parks and solid waste staff has now been set up to critically review this assignment and identify improvements to delivery and Opex outcomes.  This review is not predicated on who has what budget, rather how can together best deliver maintenance and cleaning services and contribute to better “place making” of the CBD.

7.       Some of the actions items underway include:

·    Realignment of Service Level Agreements, contracts, and organisational budgets to ensure delivery of single point accountability for similar functions, e.g. all litter control by solid waste

·    Value analysis of existing spend to identify more effective use of budgets and resources

·    Investigation into a rapid response unit to tidy up the ad-hoc incidents.

8.       This work is designed to ensure that all Council and COO groups are collaborating to ensure that Council and Auckland Transport Officers adopt a more integrated approach towards delivering maintenance services within the Auckland CBD area.   This approach will be discussed in more depth as part of a separate presentation to the Board by the Chief Operating Officers of both Auckland Council l and Auckland Transport.

The application of the A+ standard of cleaning to all upgraded CBD Streets

9.      A map of the Auckland Central Centre is attached in Attachment B.  The map has two functions:

·    It provides spatial representation of the roles and responsibilities that Auckland Transport and Auckland Council have within the road corridor.

·    Pinpoints those areas within the CBD which have a B, A or A+ standard of cleaning.

10.     The working group will work with the City Transformation Projects team on the consequential opex impacts on proposed street upgrades within the CBD.  Part of the impact analysis will include the additional costs off delivering an optimum level of service to the upgraded and proposed upgrade areas.  Assuming better utilisation of funds from the alignment review, one of the challenges could be whether to extend the A+ service across more upgrades or increase upgraded areas to A++ (or some other standard).

11.     These costs will form the basis of budget requests for consequential opex under the targeted rate.

The auditing and Q&A processes in place for streetscape maintenance

12.     One of the key responsibilities of Auckland Transport is to manage the delivery of maintenance and renewal works on the transport network.  Delivery is carried out by various contractors in accordance with the specification and service levels outlined in the Road Corridor Maintenance Contracts.  In additional to outlining a schedule of works the contracts also require independent robust auditing processes to ensure that the contract specifications and levels of service and are met in full.

Responsibility for maintaining design elements and artworks located within an upgraded streetscape

13.     Given the changes in asset management and responsibilities which came into being with the formation of the Auckland Council and Auckland Transport on 1 November 2010, a Service Level Agreement (SLA) was drafted to outline each organisation’s responsibility within the road corridor.  Under this SLA artworks and design elements located within the road corridor are responsibility of the Community Development, Arts and Culture Group (CDAC) of Auckland Council.   CDAC are responsible not only for the artwork but also any ongoing maintenance issues associated with them.

Protocol for the removal of elements from the street for maintenance reasons

14.     There is currently an issue in the Auckland City Centre area where key design elements such as lights, bins or seats are removed from an upgraded CBD streetscape.  In the past the communication around when this was to occur, and why, has been haphazard and groups with a vested interest in the Auckland CBD have not been informed or notified until after the event.  Going forward a protocol should be set up to whereby the project sponsor (City Transformation Team) and the project delivery team (Auckland Transport Infrastructure Development Group) should be consulted to advise the reason why.  This would ensure that any permanent removals wouldn’t have any adverse impact on the original design intent.

The maintenance of St Patrick’s Square and the Karangahape Road Bridge

St Patrick’s Square

15.     Both Auckland Transport and Auckland Council handle the maintenance of St Patrick’s Square.  The Specific areas of responsibility are based on the February 2013 Service Level Agreement between the two organisations and are outlined in more depth in Attachment A.

Karangahape Road

16.     Auckland Transport clean the bridge footpath and bus shelters under the town centre cleaning section of the central Road Maintenance contract. The cleaning of the bridge barriers was not initially included in the town centre cleaning scope of the contract but a programme is now in place to include these within the contract cleaning specifications.

17.     The maintenance of the artwork poles sit with Auckland Council and they have been informed that they need to maintain this asset.

CBD targeted rate consequential opex expenditure since July 2012

18.     To date Auckland Transport has not had any visibility around the targeted rate and is therefore unable to provide any figure around expenditure to date. Auckland Transport have prepared a targeted rate consequential opex budget request for the 2014/2015 financial year (attached in attachment C). A request for guidance around on how to apply, and account for, this budget is currently before the Finance department of Auckland Council.

Attachments

No.

Title

Page

aView

Allocation of maintenance responsibilities

15

bView

Preliminary map of the Auckland Central Centre outlining asset ownership and AT maintenance service levels

17

cView

CCTR combined costs for 2014/15 financial year

19

     

Signatories

Authors

Rennae Corner - Acting Maintenance Office Manager (Auckland Transport)

Authorisers

John Dunshea – Manager City Transformation Project


 


Auckland City Centre Advisory Board

28 May 2014

 

 

Attachment A

 

Allocation of maintenance responsibilities within the Auckland Central Centre

 

Asset or activity type

Responsibility and Asset Management

Maintenance

Renewal

Upgrade Modification

Funding

Cleaning and Maintenance of the paved assets

Transport

Transport

Transport

Transport

Transport

Green (gardens etc) and Play assets

Parks

Parks

Parks

Parks

Parks

Litter bins

Solid Waste

Solid Waste

Solid Waste

Solid Waste

Solid Waste

Loose litter

Solid Waste

Solid Waste

Solid Waste

Solid Waste

Solid Waste

Illegal Dumping

Solid Waste

Solid Waste

Solid Waste

Solid Waste

Solid Waste

Artworks

Community Development Arts and Culture

Community Development Arts and Culture

Community Development Arts and Culture

Community Development Arts and Culture

Community Development Arts and Culture

 

Source: Memorandum of Understanding between Auckland Council and Auckland Transport around Roles and responsibilities within the Road Corridor February 2012

 


Auckland City Centre Advisory Board

28 May 2014

 

 



Auckland City Centre Advisory Board

28 May 2014

 

 



Auckland City Centre Advisory Board

28 May 2014

 

 

Saint Patrick’s Square Lighting Report

 

File No.: CP2014/10821

 

Purpose

1.       This report provides an update to the Board on the current situation with maintenance of lighting in St Patrick’s Square.

Executive summary

2.       This report has been developed with information provided by Auckland Transport staff.

3.       The lighting in St Patrick’s Square was installed in two stages. The first stage was undertaken as part of the main square upgrade in 2009, and the second stage was completed by AT in 2011. These were separated due to financial constraints.  A number of issues have arisen with the lighting.

The Issues

4.       The lighting consists of streetlight fixtures, lighting attached to the cathedral and in-ground lighting.

5.       After completion of the stage one works, it appears there were some lighting problems associated with the maintenance handover from Auckland Council to Auckland Transport. It is understood that these have now been resolved with new maintenance contracts in place and improved recognition of the AC/AT maintenance agreements.

6.       Following the stage two works, there were a number of in ground light failures, primarily relating to the stage two uplights at the perimeter of the cathedral. There were considerable investigations but the cause of failures could not be found. As a result, the in ground lamps were replaced in 2013. There were some problems with getting the uplights properly working, however these have now been resolved.

7.       Some lighting (not uplights) was installed on St Patricks Cathedral.  This is the responsibility of the Cathedral and is detailed in an agreement between AC and St Patrick’s Cathedral. The lighting agreement with St Patricks Cathedral requires the Bishop to have ownership and responsibility for the lights that are directly fixed to the Cathedral building and have direct control and use over the lights near the Grove restaurant.

Going Forward

8.       All the lights not attached to the Cathedral are the responsibility of Auckland Transport. 

9.       The lights not maintained by the Cathedral are maintained by AT in accordance with the 2013 Service Level Agreement between AC and AT. 

10.     It is noted that, together with the stage one installations and some experience with other locations in Auckland, that a relatively high level of maintenance is required with uplights.

11.     There are over 200 individual lights including uplights, bollard lights and streetlights. According to AT’s street lighting supervisor, the current lighting contract allows for only 1 inspection during the year. Normally they rely on the public and/or the Cathedral property management staff to notify AT/AC of any faults.

12.     Nevertheless, due to the significant number of lights involved and location, proactive inspections would be desirable to ensure all lights are working. Public/property management staff are currently relied on to advise AT when lights are not working. Additionally, it may be appropriate to recommend that the site gets proactive inspections, estimated at 4 times a year.

 

 

Recommendation/s

That the Auckland City Centre Advisory Board:

a)      receive the update report on Saint Patrick’s Square lights.

 

 

Attachments

There are no attachments for this report.

Signatories

Authors

John Dunshea – Manager City Transformation Project

 


Auckland City Centre Advisory Board

28 May 2014

 

 

Integrated cleaning and maintenance

 

File No.: CP2014/09689

 

Purpose

1.       To present for discussion an improved delivery model for maintenance and cleaning services within the Auckland City Centre.

Executive summary

2.       This report is in response to a resolution arising from the March 26 meeting. It seeks to identify how maintenance and cleaning issues within Auckland City Centre will be resolved.

3.       The approach outlined below reflects consideration by Auckland Transport and the Operations Division of Auckland Council.

4.       Full implementation of the new delivery model will require a transition period. This period is necessary to given the need to change existing contracts etc. 

5.       Elements of the model could be implemented in the short term.

6.       In terms of maintenance and cleaning in the Auckland City Centre the following is proposed:

i.        Auckland Transport being responsible for:

·        Maintenance and renewal of the “hard assets” associated with the road carriageway and footpaths. This includes surfaces of roads and footpaths, traffic control devices including signage and street furniture.

·        All aspects of lighting – street lighting and amenity lighting throughout the CBD.

ii.       Auckland Council being responsible for:

·        All aspects associated with the maintenance and renewal of public squares and plaza’s (these will need to be further defined) including surfaces of squares and plaza’s.

·        All sweeping, cleaning / washing on carriageways, storm water catch pits etc, footpaths, squares, plaza’s and amenity areas – throughout the city centre.

·        All cleaning of litter bins

·        All pick up of loose litter

·        All gardens and trees

·        All aspects associated with the maintenance, renewal and operation of public toilets.

7.       In order to promote accountability and transparency, we shall over time move toward a model of a series of “full facility” contracts for maintenance and cleaning services. This will include:

·        A single “full facility” contract with one contractor reporting to Auckland Transport being responsible for maintenance of hard assets in the road corridor.

·        A single contract with one contractor reporting to Auckland Transport responsible for all public lighting.

·        A single “full facility street environment” contract with one contractor reporting to the Infrastructure and Environment Department Auckland Council to be responsible for sweeping, cleaning, washing, litter bins, loose litter.

·        A single “full facility” contract with one contractor reporting to Parks, Sports and Recreation to be responsible for maintenance of hard assets in parks and spares / plaza’s, green assets and public toilets.

8.       Please note, given the nature of existing contracts we cannot implement the model of full facility contracts in the short term. We can however transition over time to the new model.

9.       In association with the above changes are the following initiatives:

i.        A City Centre Delivery Team, led by a third tier manager be formed that draws together from Auckland Transport and Auckland Council those staff accountable for these activities operations within the Auckland city centre. This Delivery Team shall be accountable for the effective integration of maintenance and cleaning services within the Auckland City Centre.

ii.       A “City Centre Service Clock” be established which schedules times for bin and bag clearance, loose litter pick up, street and footpath sweeping and washing to ensure effectiveness and efficiency.

iii.      A geographic “City Centre Service Schedule” shall be mapped. The schedule shall define basic levels of service together with various enhanced levels of service and the locations where such enhanced levels shall be applied. Definition of service levels will include outcomes expected, frequency and methods of delivery – machine cleaning / hand cleaning.

iv.      The “City Centre Service Schedule” together with costings of enhanced service levels shall be the basis of accounting for utilization of the revenue derived from the CBD Targeted Rate.

v.       The City Centre Delivery Team to take an active role in ensuring materials and equipment selection for new works is appropriate to ensure consequential operational expenditure arising from such work is adequately budgeted for.

vi.      Establish up to six “orderlies”, each to operate and “own” a patch within the Auckland City Centre with roles to include liaison with local business people, coordinate contractors and deal with immediate issues.

vii.     Currently Council does not provide maintenance and cleaning services within the Britomart area. This is undertaken by the developer who organises their own service. Over time we shall seek to include this area within the approach outlined above.

Recommendation/s

That the Auckland City Centre Advisory Board:

a)      consider and comment upon the proposed delivery model for maintenance and cleaning services within the Auckland City Centre.

 

Attachments

There are no attachments for this report.    

Signatories

Authors

Ian Maxwell - Manager Parks, Sports & Recreation

Authorisers

Dean Kimpton - Chief Operating Officer

John Dunshea – Manager City Transformation Project

 

      

 


Auckland City Centre Advisory Board

28 May 2014

 

 

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

 

That the Auckland City Centre Advisory Board:

a)      exclude the public from the following part(s) of the proceedings of this meeting.

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 follows.

This resolution is made in reliance on section 48(1)(a) of the Local Government Official Information and Meetings Act 1987 and the particular interest or interests protected by section 6 or section 7 of that Act which would be prejudiced by the holding of the whole or relevant part of the proceedings of the meeting in public, as follows:

 

C1       Targeted Rate Funding and Future projects

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

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

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.

s7(2)(i) - The withholding of the information is necessary to enable the local authority to carry on, without prejudice or disadvantage, negotiations (including commercial and industrial negotiations).

In particular, the report contains commercially sensitive information.

s48(1)(a)

The public conduct of the part of the meeting would be likely to result in the disclosure of information for which good reason for withholding exists under section 7.