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Resolution number HB/2016/172
MOVED by Chairperson JG Parfitt, seconded by Member J Fitzgerald:
That the Hibiscus and Bays Local Board:
a)
requests that the changes must enhance,
not reduce, the amount of support available to the local board from staff and
their reporting on issues related to Parks and Building Maintenance
b)
expresses concern that the local board
has not seen the proposed structure being suggested to support this model and
requests that the Chief Executive presents to the incoming local board on how
this new structure will support local boards
c)
acknowledges the need for the proposed
approach for the 2017 Parks and Building Maintenance Contracts
d)
requests that the proposed outcomes
reflect local character, not one generic outcome across the region
e)
support the move to more outcomes
focussed Parks and Building Maintenance Contracts, noting that some
prescriptive requirements will remain to ensure that the transition to the
new approach is successful over time
f)
requests that as part of the 2017 Parks
and Building Maintenance Contracts an independent auditing function be set-up
to assess the success of the ‘outcomes’ so local boards do not
need to rely solely on the community to monitor performance and that this be
reported to the local boards on a quarterly basis or more regularly if
required
g)
supports an approach that achieves
quicker response maintenance and times
Geographical
clusters and term of contracts
h) is
generally satisfied that the size and makeup of the Tahi geographic cluster
is fit for purpose and notes that the main difference to the geographical
cluster is the removal of the Rodney Local Board area and that reduction in
size is acknowledged although the size of the Tahi area could have been
further reduced to ensure better service delivery
i) requests that the length of the 2017
Parks and Building Maintenance Contracts be a maximum of five years and that
any rights of renewal are made at the end of each term and are based on
pre-determined performance criteria and Key Performance Indicators which
should be agreed
by local boards
j) requests that any
breaches of contract are immediately responded to and that the relevant local
board is advised at the quarterly update of the breach and any actions that
are taken
Proposed
service specifications
k) requests
that the proposed service specifications outcomes for the 2017 Parks and
Building Maintenance Contracts are reviewed to remove all subjective
statements (such as high-quality, visually pleasing and quick response) and
replaced with definitive, objective statements
l) requests that the
service specification for “Sports Park” remove the references to
“typically at a higher maintenance standard than local neighbourhood
parks” and replace these with actual and meaningful metrics with which
to judge the outcomes for Sports Parks
m) notes that some boat
ramps, jetties and wharves that are the responsibility of Auckland
Transport will not be part of the proposed maintenance contracts and
requests that council work with Auckland Transport to align Auckland
Transport’s outcomes with the service specifications for
“Esplanades, Beaches and Coastal Areas” to avoid differing
service levels for the same type of assets
n) requests that the
service specification for “Esplanades, Beaches and Coastal Areas”
include:
i) a full definition
of “major urban
beaches” or that a definitive list of the “major urban
beaches” is provided for the local board’s review, noting that
the list provided is indicative only
ii) a definitive
list of the “number of beaches” which require sand replenishment/repositioning,
noting that the list provided is indicative only
iii) an explanation on
the proposed cleaning of all toilet/changing rooms in esplanades, beaches and
coastal areas, noting that the service specification only provides an outcome
for “toilet/changing room cleaning for major urban beaches and adjacent
reserves”
o) requests confirmation
of the council’s service standard in relation to the maintenance and
up-keep of council owned cemeteries prior to ANZAC and other commemorative
events
and activities as this has been a recurring annual issue
p) notes
that the staff have confirmed that the existing 2015/2016 service levels will
become the ‘standard’ levels of service in the 2017 Parks and
Building Maintenance Contracts and any specific current or future
enhancements beyond this standard will be identified in the contracts to
ensure that the service levels do not reduce
Smart Procurement principles
Local delivery and Community Empowerment
q) considers that
providing more opportunities for local suppliers for the 2017 Parks and
Building Maintenance Contracts will allow for:
i) greater
economic opportunities for these local providers
ii)
greater pride and ownership in the work and
consequently better standards
iii)
economic development in local areas, including jobs
closer to where people live
iv)
sensible outcomes allowing local people to deliver a service quickly
and efficiently rather than waiting for a contractor to travel vast distances
for a small job
r) suggests a
mechanism is created for bringing small and medium sized contractors and
community enterprises together with big contractors to broker partnering
arrangements as the current proposal has an inbuilt preference towards larger
companies
s) suggests that the
Smart Procurement Principle
“local community” be strengthened further with an amendment
stating that service delivery should be delivered locally wherever that is
practicable
t) requests a definition
of what would be considered local providers and suppliers under the Smart
Procurement
Principles
u) supports staff
incorporating creative solutions and opportunities to build community
empowerment into the 2017 Parks and Building Maintenance Contracts e.g. a
local community group could undertake all the maintenance of a local park
v) requests that the 2017
Parks and Building Maintenance Contracts be designed to allow for enough
flexibility to allow community empowerment opportunities to be increased on
an annual basis as more local groups and small business build capacity to
deliver locally
(this will ensure that the tight timeframes for the new contracts will not
lock these groups out for five or more years)
w) requests that staff,
when considering the tenders for the 2017 Parks and Building Maintenance
Contracts, give greater weight to tenderers who have included a majority of local
suppliers and groups from
across the Hibiscus and Bays Local Board area in their tenders.
It is the local suppliers and groups that have the flexibility to undertake
specific local requirements and are able to work in with volunteer groups
x) requests that staff,
as per the Auckland Council’s procurement policy, ensure that local
suppliers are provided advice and support so they have a full and fair
opportunity to compete for the 2017 Parks and Building Maintenance Contracts,
including ensuring that the process as to how the new approach is conveyed to
local suppliers and community groups allows for a single integrated approach
to procurement, service delivery and community empowerment
y) requests that as part of the new 2017
Parks and Building Maintenance Contracts successful tenders are required to
ensure local sub-contractors (community groups and small businesses) are paid
a fair and reasonable rate
z) requests that the
2017 Parks and Building Maintenance Contracts have a
“local impact assessment” as part of the procurement process as
per the Auckland Council’s procurement policy and requests that local
boards have input at the strategic level on the development of the
“local impact assessment”
aa) requests that
an open tender process continues for all capital projects
Sustainability
bb) requests that staff ensure that the 2017 Parks and
Building Maintenance Contracts provide a sustainable procurement approach as
per the Council’s procurement policy which includes
”increased local spend and enhanced local capability where
appropriate”
cc) requests that the sustainable procurement approach
also requires that
where practical the use of environmentally friendly products e.g. cleaning
products
Service level changes
dd) requests that the 2017 Parks and Building
Maintenance Contracts be designed to allow for enough flexibility for local
boards to make minor changes to levels of service without the need for
locally driven initiative funding
ee) requests that the 2017 Parks and
Building Maintenance Contracts be designed to enable local boards to use
locally driven initiative funding for increases to levels of service on an
annual basis
ff) requests that staff
ensure that increases to levels of service resulting from the planned growth
for Auckland are built into the 2018-2028 Long-term Plan to ensure that local
boards’ locally driven initiative funding is not required to cover a
potential shortfall in asset-based services funding
Performance Measures
gg) requests that simple and
measurable Key Performance Indicators and penalties for non-performance are
included in the 2017 Parks and Building Maintenance Contracts
hh) requests that the simple and measurable Key
Performance Indicators developed for the 2017 Parks and Building
Maintenance Contracts are used to inform the measures for the 2018-2028
Long-term Plan as this will enable local boards to have better governance
oversight of contract delivery and performance
ii) seeks confirmation
that the Auckland Council will adopt an internal audit approach rather than a
contractor self-audit process
jj) proposes that there
is a built in review period at six months with feedback to the local boards
on the first six months
Reporting, advice
and ongoing support
kk) seeks confirmation that there is no intention to reduce
the existing 2015/2016 service levels as part of the 2017 Parks and Building
Maintenance Contracts and requests staff to provide options to address any
proposed reductions to the affected local boards for consideration within
existing asset-based services budgets
ll) requests that staff
provide local boards with timely, relevant and high-quality advice during the
annual planning process which will enable local boards to make informed level
of service decisions
following consultation with the community as part of the annual planning
process
mm) requests
information on the performance of contractors against the 2017 Parks and
Building Maintenance Contracts and information on customer queries and
requests for service
that relate to these contracts as part of the regular local board quarterly
reports
nn) requests confirmation as to how the new contracts
will be managed by Community Facilities and how the local boards will be
supported by the council, including confirmation that
resourcing will be sufficient to provide timely service and advice to local
boards and how the model will enhance the local board’s current level
of support, - i.e. which staff will work with locals boards at relevant
portfolio, workshop and
business meetings
oo) requests that Community Facilities work closely
with the council-controlled organisations and the rest of the council family
to ensure that service delivery is collaborative and integrated
pp) requests that maintenance (such as lawn mowing) for
community-owned assets that provide valuable community services, e.g.
community halls, be included in the 2017 Parks and Building Maintenance
Contracts.
CARRIED
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