Komiti Mahi Āta Torotoro Rawa /

Strategic Procurement Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Strategic Procurement Committee held in Room 1, Level 26, 135 Albert Street, Auckland on Wednesday, 5 September 2018 at 9.33am.

 

present

 

Chairperson

Deputy Mayor Bill Cashmore

 

Members

Cr Dr Cathy Casey

 

 

Cr Linda Cooper, JP

 

 

Cr Alf Filipaina

 

 

Cr Penny Hulse

 

 

Cr Daniel Newman, JP

From 9.46am, Item 10

 

 

 

 

 

ABSENT

 

Ex-officio

Mayor Hon Phil Goff, CNZM, JP

 

 

Deputy Chairperson Ross Clow

For leave of absence

 

 


Strategic Procurement Committee

05 September 2018

 

 

 

1          Apologies

  

Resolution number STR/2018/46

MOVED by Chairperson BC Cashmore, seconded by Cr L Cooper:  

That the Strategic Procurement Committee:

a)         accept the apology from Mayor P Goff for absence and Cr D Newman for lateness.

CARRIED

 

 

 

2          Declaration of Interest

 

There were no declarations of interest.

 

 

 

3          Confirmation of Minutes

 

Resolution number STR/2018/47

MOVED by Cr C Casey, seconded by Cr A Filipaina:  

That the Strategic Procurement Committee:

a)         confirm the ordinary minutes of its meeting, held on Wednesday, 8 August 2018, including the confidential section, as a true and correct record.

CARRIED

 

 

 

4          Petitions

 

There were no petitions.

 

 

 

5          Public Input

 

There was no public input.

 

 

 

6          Local Board Input

 

There was no local board input.

 

 

 

7          Extraordinary Business

 

There was no extraordinary business.

 


 

8

Information report - 5 September 2018

 

Resolution number STR/2018/48

MOVED by Cr P Hulse, seconded by Cr L Cooper:  

That the Strategic Procurement Committee:

a)      receive the information report – 5 September 2018.

CARRIED

 

 

 

9

Update on capital projects over $5 million

 

Resolution number STR/2018/49

MOVED by Chairperson BC Cashmore, seconded by Cr A Filipaina:  

That the Strategic Procurement Committee:

a)      note the information contained in this report, on the updated summary of currently agreed capital projects, enables transparency on the topic due for discussion in the public excluded part of the meeting.

b)      note that the confidential report contains information that could prejudice council's position with suppliers.

CARRIED

 

 

 

10

Procurement plan for St Mary's Bay and Masefield Beach water quality improvement project

 

Note:   changes to the original motion, adding new clauses c) and d), were made with the agreement of the meeting.

 

A PowerPoint presentation was provided. A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.

 

A document was requested to be tabled by the Western Isthmus Water Quality Improvement Programme (WIWQIP). A copy has been placed on the official minutes and is available on the Auckland Council website as a minutes attachment.

 

Cr D Newman joined the meeting at 9.46 am.

 

Resolution number STR/2018/50

MOVED by Chairperson BC Cashmore, seconded by Cr P Hulse:  

That the Strategic Procurement Committee:

a)      note the information contained in this report, on the St Mary’s Bay and Masefield Beach water quality improvement project, enables transparency on the topic due for discussion in the public excluded part of the meeting.

b)      note that the confidential report contains information that could prejudice council's position in negotiations with suppliers.

c)      acknowledge receipt of the letter from Stop Auckland Sewerage Overflows Coalition.

d)        note that the Auckland Council Chief Executive and the Watercare Chief Executive will be briefing the local community stakeholders on the water quality improvement initiative in the near future.

CARRIED

 

Attachments

a     Item 10 - Strategic Procurement Committee - St Marys Bay and Masefield Beach - 20180905 - presentation

b     Item 10 - Strategic Procurement Committee - letter from Western Isthmus Water Quality Improvement Programme (WIWQIP) - 20180905

 

 

 

11

Westgate multipurpose facility (integrated library and
community centre) construction: status update

 

Resolution number STR/2018/51

MOVED by Cr L Cooper, seconded by Cr P Hulse:  

That the Strategic Procurement Committee:

a)      note the Westgate multipurpose facility (integrated library and community centre) construction status update report.

b)      note the information in this report enables transparency on the construction status update for the Westgate multipurpose facility (library and community facilities), due for discussion and approval in the public excluded part of the meeting.

CARRIED

 

 

 

12

Resource consent processing services - supplier recommendation report

 

Resolution number STR/2018/52

MOVED by Cr A Filipaina, seconded by Cr D Newman:  

That the Strategic Procurement Committee:

a)      note that the information in this report enables transparency around the supplier recommendation report for resource consents processing services, due for discussion and approval in the public excluded part of the meeting.

CARRIED

  

 

 

 

13        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.   

 

 


 

14        Procedural motion to exclude the public

Resolution number STR/2018/53

MOVED by Chairperson BC Cashmore, seconded by Cr D Newman:  

That the Strategic Procurement Committee:

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       CONFIDENTIAL: Update on capital projects over $5 million

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

In particular, the report contains information that could prejudice council's position with suppliers.

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.

 

C2       CONFIDENTIAL: Procurement plan for St Mary's Bay and Masefield Beach water quality improvement project

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

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 relating to procurement of stormwater services.

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.

 

 

 

 

C3       CONFIDENTIAL: Westgate multipurpose facility (integrated library and community centre) construction: status update

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

In particular, the report contains information that could prejudice council's position with suppliers and other parties with regard to the resolution of disputes.

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.

 

C4       CONFIDENTIAL: Resource consent processing services - supplier recommendation report

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

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 information that if made public, will have a negative impact on council's relationship with suppliers.

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.

 

 

The text of these resolutions is made available to the public who are present at the meeting and form part of the minutes of the meeting.

CARRIED

 

10.14am          The public was excluded.

 

Resolutions in relation to the confidential items are recorded in the confidential section of these minutes and are not publicly available.

 

11.51am          The public was re-admitted.

 

 


 

 

 

restatementS

 

It was resolved while the public was excluded:

 

 

C1

CONFIDENTIAL: Update on capital projects over $5 million

 

Resolution number STR/2018/54

MOVED by Chairperson BC Cashmore, seconded by Cr C Casey:  

Restatement

b)      confirm that the resolutions and report remain confidential until reasons for confidentiality no longer exist.

 

 

 

C2

CONFIDENTIAL: Procurement plan for St Mary's Bay and Masefield Beach water quality improvement project

 

Resolution number STR/2018/55

MOVED by Cr P Hulse, seconded by Cr A Filipaina:  

Restatement

c)      confirm that the resolutions and report remain confidential until reasons for confidentiality no longer exist.

 

 

 

C3

CONFIDENTIAL: Westgate multipurpose facility (integrated library and community centre) construction: status update

 

Resolution number STR/2018/56

MOVED by Cr L Cooper, seconded by Cr P Hulse: 

Restatement

b)      confirm that the resolutions and report remain confidential until reasons for confidentiality no longer exist.

 

 

 

C4

CONFIDENTIAL: Resource consent processing services - supplier recommendation report

 

Resolution number STR/2018/57

MOVED by Chairperson BC Cashmore, seconded by Cr L Cooper:  

Restatement

e)      confirm that the resolutions and report remain confidential until reasons for confidentiality no longer exist.

  


 

 

 

11.51am                                             The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

 

CONFIRMED AS A TRUE AND CORRECT RECORD AT A MEETING OF THE Strategic Procurement Committee HELD ON

 

 

 

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

 

 

 

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