Agenda of Franklin Local Board

1 Welcome

The Chair will open the meeting and welcome everyone present.

2 Apologies

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

3 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.

4 Confirmation of Minutes

That the Franklin Local Board:

a) confirm the ordinary minutes of its meetings, held on Tuesday, 13 December 2016 and Tuesday, 28 February 2017, as true and correct records.

5 Leave of Absence

That the Franklin Local Board:

a) approve the request for leave of absence from Member A Cole.

6 Acknowledgements

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

7 Petitions

At the close of the agenda no requests to present petitions had been received.

8 Deputations

Standing Order 3.20 provides for deputations. Those applying for deputations are required to give seven working days notice of subject matter and applications are approved by the Chairperson of the Franklin Local Board. This means that details relating to deputations can be included in the published agenda. Total speaking time per deputation is ten minutes or as resolved by the meeting.

8.1 Deputation - Bremner Road Special Housing Area (SHA) - Mark Tollemache and Ian Munro

Purpose

1. A deputation from Mark Tollemache and Ian Munro with respect to the Bremner Road Special Housing Area (SHA).

Executive summary

2. As per standing orders the Chair has approved the request from Mark Tollemache and Ian Munro to bring a deputation with respect to the Bremner Road Special Housing Area (SHA).

Recommendation/s

That the Franklin Local Board:

a) thank Mark Tollemache and Ian Munro, consultants for the Bremner Road Special Housing Area (SHA), for their attendance.

8.2 Deputation - Counties Manukau Rugby League - Kasey King

Purpose

1. A deputation from Counties Manukau Rugby League with respect to their activities in the Franklin Local Board area.

Executive summary

2. As per standing orders the Chair has approved the request from Counties Manukau Rugby League to bring a deputation with respect to their activities in the Franklin Local Board area.

Recommendation/s

That the Franklin Local Board:

a) thank Kasey King (General Manager) from Counties Manukau Rugby League for his attendance with respect to their activities in the Franklin Local Board area.

8.3 Deputation - road naming application for a private way off 2-4 Woodhouse Road, Patumahoe - Darren Abernethy

Purpose

1. A deputation from Darren Abernethy in support of his application for the naming of his Private Way off 2-4 Woodhouse Road, Patumahoe.

Executive summary

2. As per standing orders the Chair has approved the request from Darren Abernethy to bring a deputation in support of his application for the naming of his Private Way off 2-4 Woodhouse Road, Patumahoe.

Recommendation/s

That the Franklin Local Board:

a) thank Darren Abernethy for his attendance in support of his application for the naming of his Private Way off 2-4 Woodhouse Road, Patumahoe.

8.4 Deputation - Waiuku Waterfront and Reserves Management Committee - Ron Murgatroyd and Barry Gibbon

Purpose

1. A deputation from Waiuku Waterfront and Reserves Management Committee about their activities in the Franklin Local Board area.

Executive summary

2. As per standing orders the Chair has approved the request from Waiuku Waterfront and Reserves Management Committee to provide a deputation about their activities in Waiuku.

Recommendation/s

That the Franklin Local Board:

a) thank Ron Murgatroyd (chairman) and Barry Gibbon (deputy chairman) from Waiuku Waterfront and Reserves Management Committee for their attendance and presentation regarding their activities in Waiuku.

Attachments

a Presentation - Waiuku Waterfront and Reserves Management Committee.............................................................................................. 87

8.5 Deputation - Closed Circuit Television (CCTV) in Pukekohe - Carol Steele

Purpose

1. A deputation from Carol Steele with respect to CCTV in Pukekohe.

Executive summary

2. As per standing orders the Chair has approved the request from Carol Steele to bring a deputation with respect to CCTV in Pukekohe.

Recommendation/s

That the Franklin Local Board:

a) thank Carol Steele for her attendance regarding Closed Circuit Television (CCTV) in Pukekohe.

9 Public Forum

A period of time (approximately 30 minutes) is set aside for members of the public to address the meeting on matters within its delegated authority. A maximum of 3 minutes per item is allowed, following which there may be questions from members.

At the close of the agenda no requests for public forum had been received.

10 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.”

11 Notices of Motion

At the close of the agenda no requests for notices of motion had been received.

Franklin Local Board

28 March 2017

Auckland Transport Update – March 2017

File No.: CP2017/00858

Purpose

1. To respond to resolutions and requests on transport-related matters; provide an update on the current status of the Local Board Transport Capital Fund (LBTCF); request approvals for LBTCF projects as required; provide a summary of consultation material sent to the Franklin Local Board; and provide information on transport-related matters of specific interest and application to the Franklin Local Board and its community.

Executive summary

2. No decisions are required this month but information is provided on the following matters:

· Franklin Local Board’s transport capital fund – projects and funding updates

· Pukekohe station update

· Response to Franklin Local Board December 2016 resolution

· Rail and bus timetable changes

· New Roads and Streets Framework and Transport Design Manual.

Recommendation/s

That the Franklin Local Board:

a) receives the report entitled ‘Auckland Transport Update – March 2017’ and the attached issues register from Auckland Transport’s Elected Member Relationship Manager (South).

Comments

Franklin Items

A1. Local board transport capital fund (LBTCF)

3. The Franklin Local Board’s funding allocation under the LBTCF was previously $434,966 per annum. Under the Long Term Plan, the allocation in the current and subsequent three financial years is $458,325; $471,158; $484,821; and $499,366 respectively.

4. The Board’s current LBTCF projects are included in the table below (in which ROC = rough order of costs, and FEC = firm estimate of cost):

*ID#*	*Project Description*	*Progress/Current Status*
443	Upgrade of Beachlands town centre gardens · ROC estimate of $105,000 · FEC estimate of either $221,362 (macrocarpa) or $279,396 (hardwood)	· The ROC estimate for the upgrade is $105,000. · On 24-Nov-15, the Board approved the project for detailed design and costing. · At the Board’s request, further designs have been developed taking community feedback into account. · Updated designs and costings (using either macrocarpa or hardwood) were presented to a Board workshop in Feb-17. The Board sought information on the timber used in nearby reserve areas in order to potentially tie the looks together. Council Parks has confirmed that the timber used was a hardwood eucalypt, but was originally Eucalyptus saligna – but various varieties have been used depending on availability. · The Board will consider this and other new potential LBTCF projects at a further workshop in April.
458	Second View Avenue, Beachlands – installation of new kerb and channel between Wakelin and Bell Roads (both sides) · SW component estimate $42,000 · LBTCF FEC estimate $355,000	· Construction completed. · Total LBTCF spend to date is $355,756 · Final costs to be reported but may include additional costs claimed by contractor such as extra TMP costs due to abnormal weather in Sep/Oct. AT is still reviewing the claim, having requested further information.

ID#

Project Description

Progress/Current Status

443

Upgrade of Beachlands town centre gardens

· ROC estimate of $105,000

· FEC estimate of either $221,362 (macrocarpa) or $279,396 (hardwood)

· The ROC estimate for the upgrade is $105,000.

· On 24-Nov-15, the Board approved the project for detailed design and costing.

· At the Board’s request, further designs have been developed taking community feedback into account.

· Updated designs and costings (using either macrocarpa or hardwood) were presented to a Board workshop in Feb-17. The Board sought information on the timber used in nearby reserve areas in order to potentially tie the looks together. Council Parks has confirmed that the timber used was a hardwood eucalypt, but was originally Eucalyptus saligna – but various varieties have been used depending on availability.

· The Board will consider this and other new potential LBTCF projects at a further workshop in April.

458

Second View Avenue, Beachlands – installation of new kerb and channel between Wakelin and Bell Roads (both sides)

· SW component estimate $42,000

· LBTCF FEC estimate $355,000

· Construction completed.

· Total LBTCF spend to date is $355,756

· Final costs to be reported but may include additional costs claimed by contractor such as extra TMP costs due to abnormal weather in Sep/Oct. AT is still reviewing the claim, having requested further information.

5. The Franklin Local Board’s transport capital fund to date is summarised below.

Franklin Local Board transport capital fund summary:

Previous funding available ($434,966 p.a. across 2012/13 to 2015/16)	$1,739,864
Funding available from 2016/17 to 2019/20	1,913,670
Completed projects reporting actual costs (Second View Ave kerb and channel; Patumahoe/Waiuku/Attewell investigation; Pukekohe station overbridge; Ardmore School footpath; Harris St bench; Pukeoware School signs; Waiuku pavers clean/seal upgrade; Third View Ave kerb and channel project x2; Awhitu flag lighting; Tobin St car park lighting; Kaiwaka Rd footpath; Whitford bus interchange; Kitchener Road angle parking upgrade; Hunua pedestrian facility; Waiuku pavers replacement – stage 1; Pukekohe pedestrian advisory signage; Mill/Harrisville RIAWS; Pacific St footpath)	-$1,654,314
Projects approved for construction based on ROCs or FECs (Second View Ave kerb and channel)	-$355,000
Projects with ROCs approved for detailed design and costing phase (Beachlands town centre gardens)	-$105,000
Total funding now available	$1,539,220

A2. Pukekohe station update

6. The scope of works for this project is a bus/rail interchange, park and ride, new station overbridge with lifts and renewal of timber platform surfacing plus improvements to the Custom Street, Harris Street and Manukau Road intersections to cater for the new network bus services exiting Custom Street onto Manukau Road.

7. The project is running behind the overall programme with Stage 2 being delayed.

a. Stage 1 snagging works are ongoing. There are no major issues to ongoing operations

b. The building consent for the remaining works is still under review with some comments received by Auckland Council. Responses to Council were being developed in the week beginning 13 March.

c. The Stage 2 tender was due in the week beginning 13 March.

d. The overbridge canopy is currently being redesigned to a solid roof. This will include mesh to the sides of the bridge to prevent unauthorized access and attempts to graffiti the canopy and bridge.

8. The overall programme is planning to open the full station by October 2017 but the tenderer’s programme is awaited for confirmation.

9. A workshop to update the Franklin Local Board on progress has been scheduled for 11 April.

10. The Pukekohe station project’s February 2017 update is included at Attachment A. For more information on the project, visit at.govt.nz/pukekohestation.

A3. Response to Franklin Local Board December 2016 resolution

11. At its December 2016 business meeting, the Franklin Local Board passed the following resolution:

Resolution number FR/2016/225

b) requests that Auckland Transport install a reduced temporary speed limit of 70kph and ‘slippery when wet’ warning signs on Capehill Rd between the intersection with Tuhimata Rd and the current 50kph area near Reynolds Rd. This temporary speed limit and signage to remain until the road resealing is completed.

12. The ‘slippery when wet’ signage was installed in mid-February and a temporary 70km/h speed limit was implemented on 7 March 2017. These will remain until the road resealing work is completed, which is expected in April 2017.

A4. Traffic Control Committee (TCC) report

13. Decisions of the TCC during the month of February 2017 affecting the Franklin Local Board area are listed below.

Date	Street	Type of Report	Nature Of Restriction	Committee Decision
10 Feb 2017	Queen Street (Pukekohe)	Temporary Traffic and Parking changes (Event) - BDO Wellington to Auckland Cycle Race, 18 February 2017	No Stopping At All Times	Carried

General Information Items

B1. Rail timetable changes

14. New rail timetables took effect on 12 March, and included the following changes:

· Shortened journey times for the Southern, Onehunga and Western Lines

· Shorter transfer times at Papakura station

· Additional trains running as six car units, using the units freed up by reduced journey times

· Parnell Station opened for limited services (but including all Southern Line trains)

· Westfield Station closed permanently.

15. The Pukekohe rail timetable was also changed to reflect the new arrival and departure times of Southern Line services at Papakura, and has been constructed to maximise the times when the transfer at Papakura station is between Platforms 3 and 4. For these connections, the transfer time has been reduced to four minutes.

16. For those occasions still requiring a cross platform transfer over the overbridge at Papakura station, the connection time has remained long enough to allow for passengers to cross the bridge.

17. Note that twice a day, Pukekohe trains will arrive and depart from Platform 2 and the connecting Britomart trains will use Platform 1. These times are when Platform 3 is being used by the Northern Explorer, which does not run every day but the same platform allocation will apply all seven days to be consistent for passengers.

B2. Southern bus timetable review

18. Auckland Transport has reviewed southern bus service timetables since the implementation of the New Network, and as a result some bus timetables also changed on 12 March, and other southern services will change in late April. These changes should address some of the timetable concerns raised since the introduction of the New Network, though there will be no changes to bus routes as part of the timetable review.

19. The timetable changes will improve connections between buses and trains at key stations and overall improve reliability across the network.

20. Bus timetable changes implemented on Sunday 12 March 2017:

· The 380 Airporter timetable

· Pukekohe bus timetables, including increases to transfer times between buses and trains at Pukekohe station.

21. Additional bus service timetable changes will occur in south Auckland in late April 2017.

22. People will need to plan their new journeys following the timetable changes. New rail and bus timetables can be accessed or printed from Auckland Transport’s website: www.at.govt.nz/journeyplanner

B3. New Roads and Streets Framework and Transport Design Manual

23. Auckland Transport is updating the Auckland Transport Code of Practice (ATCOP) and the current system for classifying roads and streets into ‘Arterial’, ‘Collector’ and ‘Local’ categories. The Roads and Streets Framework (RASF) and the Transport Design Manual (TDM) are the two documents that will replace ATCOP.

24. The RASF is a strategic document that will define a new structure for classifying roads. The RSAF’s aim is to provide classifications that reflect the use of roads by people instead of just their transport efficiency. The aim is to balance ‘place-making’ and ‘movement’ better. Auckland Transport aims to do this by using existing local plans (i.e. town centre plans, master plans etc) to be the basis for re-classifying existing roads and streets.

25. The TDM will replace the ATCOP and provide technical standards for building road corridor infrastructure.

26. The current ATCOP and road classification system does not provide much emphasis on ‘place-making’. Currently, efficient ‘movement’ often outweighs ‘place-making’ opportunities, and local boards have advocated that this weighting is not how planning should be undertaken.

27. To address this problem, Auckland Transport is introducing the RSAF and the TDM, which have been developed jointly with Auckland Council. The aim is to make guidelines for road corridor infrastructure more flexible and responsive to local needs but still maintain high technical standards.

28. Auckland Transport will attend a Franklin Local Boad workshop in late March to present the RASF and TDM.

B4. Southern Corridor Improvements project update

29. Continuing work in March will focus on completing the additional southbound lane from the Hill Road off-ramp to the Takanini off-ramp, and between the Takanini on-ramp and 300m north of the Pahurehure Inlet. This will see work continuing in the median and shoulders between Hill Road and the Papakura Interchange in the coming month.

30. Around mid-March, temporary traffic management will be installed to extend the safe work zone from the Pahurehure Inlet to the Papakura Interchange. This will include narrowed lanes and a 80 km/h reduced speed limit on the northbound side. Work will also continue on widening the motorway bridges over the Papakura Stream and the KiwiRail Lines.

31. The NZTA will attend a Franklin Local Board workshop in late March to provide a full update to the Board on the Southern Corridor Improvements project.

B5. Manukau bus station project

32. The Manukau Bus Station Construction project, now well underway, is delivering a first for Auckland Transport in the form of positive social outcomes through the procurement process.

33. The project was tendered in July 2016 and a contract awarded to NZ Strong Group Limited in October 2016. The tender was the first Auckland Transport procurement to contain evaluated Social Outcomes as part of the non-price attributes.

34. Working with Auckland Council’s The Southern Initiative (TSI) team, Auckland Transport included Social Outcomes in the tender, via a Targeted Recruitment and Development Plan.

35. This required the successful contractor to employ and train South Auckland graduates from TSI’s Māori and Pasifika Trades Training programme, as part of the project, at no additional cost to Auckland Transport. All tenderers responded positively to the request with detailed plans.

36. NZ Strong has fully committed to the initiative and six trainees are now trained with one already on-site and the rest due on-site shortly, including working with subcontractors, such as Grayson Engineering.

37. The ultimate objective of the initiative is to provide vital skills and training in the construction industry that will lead to further employment opportunities as well as additional social benefits to the local community.

38. The initiative is also being adopted in other Auckland Transport Infrastructure procurements.

B6. Draft Government Policy Statement on Land Transport 2018

39. The Government has released its draft Government Policy Statement (GPS) on Land Transport 2018 for public consultation and submissions close on 31 March.

40. The draft GPS 2018 sets out the Government’s priorities for expenditure from the National Land Transport Fund over the next 10 years and how funding is allocated between activities such as road safety policing, state highways, local roads and public transport.

41. The draft GPS continues with the current GPS 2015 strategic priorities of value for money, safety, and economic growth and productivity. The draft GPS 2018 also supports the Auckland Transport Alignment Package (ATAP). However, funding decisions for ATAP have not been made yet and the final GPS 2018 is expected to change once these funding decisions have been made.

42. For further information, visit http://www.transport.govt.nz/ourwork/keystrategiesandplans/gpsonlandtransportfunding

Media Releases

C1. Auckland Transport opens the books

43. Auckland Transport will be releasing details of all its contracts publicly. Since established in 2010, Auckland Transport has routinely published on its website the details of all contracts valued over $50,000. That threshold has now been dropped to zero.

44. Auckland Transport Chairman, Dr Lester Levy, said that as a publicly funded body, the organisation wants to be as transparent and accountable as possible and demonstrate a clear commitment to being open and accountable to the public at large.

45. The nature of some of Auckland Transport’s activities, such as property negotiations, means that sometimes information is commercially sensitive and involves third party businesses or individuals. Those cases are dealt with confidentially but when the reason for that confidentiality no longer exists, the material is routinely released and published on Auckland Transport’s website.

46. To see details of recent contracts, visit: https://at.govt.nz/about-us/procurement/awarded-contracts/

C2. New train station opens

47. A new transport link to Parnell and the universities began on 12 March with the official opening of Parnell Train Station. The station on Cheshire Street, provides access to Parnell and will later link to the Auckland Domain, the University of Auckland and AUT.

48. The new $12 million station will become a vital link for students and local residents.

49. To begin with, all Southern Line trains will stop at the station, while Western Line trains will stop there on weekends and off-peak.

50. The station currently has platforms, shelters, ticket and AT HOP card readers and an underpass to link the platforms.

51. When stage one is complete later this year the station will be equipped with electronic gates, CCTV, improved access, mobility parking, and upgraded connections to Cheshire St and Nicholls Lane.

52. Refurbishment of the exterior of the relocated former Newmarket Station heritage building will also be completed by KiwiRail.

53. When the station is complete and receiving full services, up to 2,000 passengers a day are expected to get off the train every morning and head to the universities.

54. For more on the new station, visit: https://at.govt.nz/projects-roadworks/train-station-improvements/parnell-station/

Issues Register

55. The regular monthly issues register is Attachment B to this report.

Consideration

Local board views and implications

56. The Board’s views will be incorporated during consultation on any proposed schemes.

Implementation

57. All proposed schemes are subject to prioritisation, funding and consultation.

Attachments

No.	Title	Page
a ⇩	Pukekohe Station February 2017 project update	15
b ⇩	Issues Register – Franklin Local Board – March 2017	17

Signatories

Authors

Jenni Wild – Elected Member Relationship Manager (South); Auckland Transport

Authorisers

Jonathan Anyon – Manager Elected Member Relationship Unit, Auckland Transport

Sue O'Gorman - Relationship Manager

Franklin Local Board

28 March 2017

Road name approval for a Private Way having access off 4 Woodhouse Road, Patumahoe

File No.: CP2017/02961

Purpose

1. The purpose of this report is to seek approval from the Franklin Local Board to name one Right of Way which has access off 4 Woodhouse Road, Patumahoe.

Executive summary

2. Auckland Council has road naming guidelines that set out the requirements and criteria of the Council for proposed road names. These requirements and criteria have been applied in this situation to ensure consistency of road naming for the Auckland Council.

3. Following assessment against the road naming criteria, the preferred name ‘Abernethy Way’ and the alternative names ‘Troydon Way’ and ‘Aberneth Way’ are consistent with the road naming guideline criteria.

4. Local iwi groups were consulted and a response has been received from Ngati Tamaoho, submitting the names ‘Tuturi Way’, ‘Pokere Way’, and ‘Ngamaire Way’. All these names are consistent with the road naming guideline criteria. Ngati Te Ata are opposed to the names, but have not provided alternative names. No further response has been received from any other Iwi groups.

5. The preferred name ‘Abernethy Way’ proposed by the Applicant, and the alternative names ‘Troydon Way’ and ‘Aberneth Way’ as well as the names proposed by Iwi, ‘Tuturi Way’, ‘Pokere Way’’, and ‘Ngamaire Way’ are considered for approval by the Local Board.

Recommendation/s

That the Franklin Local Board, pursuant to section 319(1)(j) of the Local Government Act 1974, considers for approval, the name ‘Abernethy Way’, proposed for the Right of Way created by a nine (9) lot subdivision off 4 Woodhouse Road, Patumahoe, while noting that the names ‘Troydon’, ‘Aberneth’, ‘Tuturi ’, ‘Pokere’ and ‘Ngamaire’ also meet the road naming criteria.

Comments

6. The Auckland Council Road Naming Guidelines allow that where a new road needs to be named as a result of a subdivision or development, the subdivider/developer shall be given the opportunity of suggesting their preferred road name for the Local Board’s approval.

7. On the 18^th October 2015, Resource Consent was granted by Auckland Council to undertake a residential lot subdivision at 2-4 Woodhouse Road, Patumahoe (Reference SUB/2015/3407). One Right of Way is required to serve nine (9) lots.

8. The Applicant has proposed the following names for consideration for the one Right of Way as part of the development off 4 Woodhouse Road, Patumahoe:

Preference	Proposed New Private Way Name	Meaning
Preferred Name	Abernethy Way	Being the surname of the developer, a supporter of the local community clubs such as the rugby and the bowling club. The name is derived from the words ‘Aber’ meaning ‘the district’ and ‘nethy’ meaning the river. This name is a version of the family name of Abernethy, coming from Scotland.
First Alternative	Troydon Way	Being the name of the company undertaking the development.
Second Alternative	Aberneth Way	Derived from the words ‘Aber’ meaning ‘the district’ and ‘nethy’ meaning the river. This name is a version of the family name of Abernethy, coming from Scotland.

Location and Layout of the Right of Way with access off Woodhouse Road, Patumahoe

Decision Making

9. The Auckland Council, by way of the Auckland Council Long Term Plan (2012 - 2022), allocated the responsibility for the naming of new roads, pursuant to section 319(1)(j) of the Local Government Act 1974, to Local Boards.

Assessment

10. The Applicant’s proposed road name has been assessed against the criteria set out in the Auckland Council road naming guidelines.

11. The Applicant’s preferred name, ‘Abernethy’, and the alternative names, ‘Troydon’, and ‘Aberneth’ comply with all the criteria of the road naming guidelines.

12. The proposed suffix ‘Way’ is in accordance with the Road Naming Guidelines, as it describes a ‘Short Enclosed Roadway’.

Consideration

Local Board views and implications

Significance of Decision

13. The decision sought from the Franklin Local Board for this report does not trigger any significant policy and is not considered to have any immediate impact on the community.

Māori impact statement

14. The decision sought from the Franklin Local Board on this report is linked to the Auckland Plan Outcome, “A Maori identity that is Auckland’s point of difference in the world”. The use of Maori names for roads, buildings and other public places is an opportunity to publicly demonstrate Maori identity.

Consultation

15. Consultation with 11 Iwi groups has been undertaken. A response has been received by Ngati Tamaoho submitting the following names:

a. Tuturi:

To sleep with knees raised to the chest – acknowledging the many ancient Tamaoho urupa/burial sites that were once part of the landscape.

b. Pokere:

Full name Kaahu Pokere – translation ‘black hawk’ an ancient bird of mana, a symbol of Rangatira/chieftainship and pure ancestry line.

c. Ngamaire:

Acknowleging the Whangamaire Awa that meanders its way in and around Patumahoe on its journey to Manukau.

Ngati Tamaoho concludes to say ‘I hope our names are taken into serious considerations (understanding that the local board has the final sign off).

All these submitted names are in accordance with the criteria of the road naming guidelines.

A response has been received from Ngati Te Ata (email 3^rd March 2017) ‘Ngati Te Ata is opposed to these names’, and no alternative names have been submitted.

No further responses have been received from any Iwi groups.

16. NZ Post was consulted and had no objection to the proposed names.

Financial and Resourcing Implications

17. The cost of processing the approval of the proposed new road name and any installation of road name signage is recoverable in accordance with Council’s Administrative Charges.

Legal and Legislative Implications

18. The decision sought from the Franklin Local Board for this report is not considered to have any legal or legislative implications.

Implementation

19. The Resource Consenting Team is involved in ensuring that appropriate road name signage will be installed accordingly once an approval is obtained for the new road name.

Attachments

There are no attachments for this report.

Signatories

Authors

Mineke Meyerink - Intermediate Planner

Authorisers

Ian Smallburn - General Manager Resource Consents

Sue O'Gorman - Relationship Manager

Franklin Local Board

28 March 2017

Reinstatement of the Manukau Harbour Forum

File No.: CP2017/04256

Purpose

1. To approve the reconstitution of the Manukau Harbour Forum (the forum), including the Franklin Local Board, for the 2016 to 2019 local government term.

2. To nominate a board member, and an alternate, to represent the Franklin Local Board on the forum.

Executive summary

3. The Manukau Harbour Forum was established in 2012 as a joint committee of nine local boards bordering the Manukau Harbour Member boards recognised the need for joint decision making and advocacy to achieve water quality improvements for the Manukau Harbour.

4. The committee ceases to exist at the end of every electoral term and can be reconstituted following agreement of the entities involved. This report invites boards to consider reconstitution of the forum, and to nominate a board member (and alternate) to represent this board on the Forum.

5. The Forum’s Terms of Reference outlines the purpose. The report also notes that a review of the forum will be undertaken in the next twelve months to develop a future state direction and new three year work programme.

Recommendation/s

That the Franklin Local Board:

a) agree to re-constitute the Manukau Harbour Forum joint committee with the Mangere-Otahuhu, Manurewa, Maungakiekie-Tāmaki, Otara-Papatoetoe, Papakura, Puketapapa, Whau, and Waitakere Ranges Local Boards for the 2016/19 electoral term;

b) appoint one named member and one named alternate member to the Manukau Harbour Forum;

c) confirm that the chairperson and deputy chairperson of the Manukau Harbour Forum will be elected by a majority of members at the first meeting of each electoral term;

d) confirm the Terms of Reference for the Manukau Harbour Forum as outlined in Attachment A;

e) delegate authority to the Manukau Harbour Forum to make decisions within its terms of reference, noting that any significant or controversial decisions will only be made by the forum with the confirmation by resolution of all the member boards that would be affected by the decision and that the local board will reserve the right to hold and promote a different view to that of the forum on any issue that may impact the local board area;

f) confirm that any changes to the forum’s terms of reference will be agreed first by the forum then recommended to the nine member boards for their approval, noting that resolutions must be identical;

g) note that in order for the requirements of this agreement for the Manukau Harbour Forum to be reached, the resolutions of each of the nine member boards made in respect of recommendations a) (b)-(f) above (with the exception of (b) where appointees are to be named) must be identical and that in the absence of identical resolutions by all member boards the Forum will not meet the requirements under clause 30a of Schedule 7 to the Local Government Act 2002.

Comments

6. Nine local boards (Franklin, Mangere-Otahuhu, Manurewa, Maungakiekie-Tamaki, Otara-Papatoetoe, Papakura, Puketapapa, Whau, and Waitakere Ranges Local Boards) together formed the Manukau Harbour Forum with the view to form a means of collective local board advocacy on common issues affecting the Manukau Harbour.

7. The Manukau Harbour Forum was constituted formally as a joint committee of nine local boards (Franklin, Mangere-Otahuhu, Manurewa, Maungakiekie-Tamaki, Otara-Papatoetoe, Papakura, Puketapapa, Whau, and Waitakere Ranges Local Boards) under standing orders 2.8.1 and 2.8.2.

8. Standing orders 2.8.1 and 2.8.2 enable a local board to appoint a joint committee with another local board or boards. Being a joint committee enables the Forum to conduct business more efficiently, as a local board joint committee can make decisions and provide direction to officers without seeking confirmation and/or ratification from the individual member boards. In accordance with Clause 30(7) of the Local Government Act 2002, the Forum automatically dissolved following the 2016 Local Government elections.

9. The Terms of Reference for the Manukau Harbour Forum setting out the purpose and principles of the forum setting out the purpose and principles of the forum are presented in Attachment A. The purpose of the Forum is to champion a sustainable management approach for the Manukau Harbour. Since its formation the Forum has:

· identified issues, such as mangroves, pacific oysters, coastal erosion, stormwater, recreational access/wharves and Maui Dolphin Sanctuary as high priority;

· funded a work programme consisting of annual seminar, communications programme, and a business to business education programme;

· developed a ‘Manukau Harbour Forum Vision and Strategy’, undertaken a comprehensive stocktake of all research pertaining to the Manukau Harbour and catchment, produced a set of maps and a list of stakeholders;

· received regular updates on marine monitoring within the Manukau Harbour;

· advocated to central government and Auckland Council (e.g. feedback on the Unitary Plan) on issues affecting the Harbour, including hydrodynamic modelling of sediment runoff;

· identified areas of interest and potential projects that the local boards surrounding the Manukau Harbour could progress jointly and through funding from the member local boards’ budget, adopted a work programme to deliver the forum’s objectives.

10. It is recommended that each constituting local board agrees to re-instate the Manukau Harbour Forum for another term and appoints one member plus an alternate to represent the board on the Forum.

11. During the 2016/19 term of the Forum, it is recommended to undertake a review of the role of the Forum in order to recommend a decision-making structure that will enable the objectives relating to the Manukau Harbour to be addressed effectively.

Consideration

Local board views and implications

12. Local boards have previously agreed, through adoption of the forum’s terms of reference, that the Manukau Harbour is a regional asset and it was appropriate that local boards collectively contribute to strategies and outcomes that enhance the social, economic, environmental and cultural well-being of the harbour. The forum has been seen as an effective mechanism to achieve this.

13. The role of the forum is to champion the sustainable management of the Manukau Harbour and adjacent communities. It developed a vision and strategy in line with this which was adopted in September 2014.

14. In the last term, the forum agreed a three year work programme. Following the ratification of this work programme by member boards, each board committed between $8,000 and $15,000 from its budget to implement that work programme.

Māori impact statement

15. The Manukau Harbour Forum recognised mana whenua interest in Manukau Harbour. During the last term, the forum agreed to hold up to three hui per financial year with mana whenua.

16. While the forum did discuss a joint committee with mana whenua, or mana whenua representatives being appointed to the forum, it was agreed that this was inappropriate while treaty negotiations are pending. The forum anticipates receiving further advice and options as to how it interfaces with mana whenua as treaty settlement progresses.

17. Workshops of the Manukau Harbour Forum were held on 13 April and 8 June 2015 to discuss the ongoing role of mana whenua in relation to the forum. Some minor changes were made to the forum’s terms of reference as a result of this to reflect the forum’s obligations under Te Tiriti o Waitangi/The Treaty of Waitangi, and its desire to work with mana whenua on an ongoing basis.

Implementation

18. Local Board Services provide governance advisory and support services to the Forum. Co-ordination and delivery of the work programmes adopted to date are led by Infrastructure and Environmental Services. It is recommended that the role of Infrastructure and Environmental Services (I&ES) to administer the entire work programme be considered during the proposed review.

19. I&ES has provided full technical support to the forum since its inception It is recommended that as part of the forum’s review, consideration be given to how other council teams can offer support to the forum. I&ES will continue to engage with the forum as an important stakeholder group in the development of an integrated watershed management plan for the Manukau catchment.

Attachments

No.	Title	Page
a ⇩	Manukau Harbour Forum Terms of Reference	29

Signatories

Authors	Anthea Clarke - Democracy Advisor
Authorisers	Sue O'Gorman - Relationship Manager

Franklin Local Board

28 March 2017

Project 17: Auckland Council Maintenance Contracts

File No.: CP2017/03433

Purpose

1. The purpose of this report is to seek feedback from local boards on maintenance contracts for parks, buildings and open space, prior to Finance and Performance Committee approval on 28 March 2017.

Executive summary

2. Auckland Council manages over 5,000 sites across the region including parks, buildings and open space. Existing Auckland Council maintenance contracts for these sites expire on 30 June 2017.

3. Project 17 was setup to procure and implement new maintenance contracts due to take effect 1 July 2017. This includes Full Facilities, Arboriculture and Ecological services across the Auckland Council region.

4. Over the last twelve months, Community Facilities has engaged with elected members through both formal and informal processes, to shape up the direction of this project and seek feedback on maintenance requirements and service levels. Refer to Attachment A for the Political Engagement Timeline.

5. Elected member feedback, including local priorities, informed the Request for Proposal document which was the basis of negotiation with suppliers. Refer to Attachment B for this local board’s resolutions dated September 2016.

6. This report outlines the following documents which will form part of final maintenance contracts and standard service levels:

· Attachment C Standard and Enhanced Assets;

· Attachment D Full Facilities Contract Service Specifications;

· Attachment E Supplier Specific Information (CONFIDENTIAL);

· Attachment F Contractor Performance Balanced Scorecard;

· Attachment G Tupuna Maunga Values Specifications; and

· Attachment H Contract Information (CONFIDENTIAL).

· Attachment I Franklin Local Board feedback on Project 17: Auckland Council Maintenance Contracts

7. Community Facilities seek feedback from local boards on Attachments C, D and E, prior to Finance and Performance Committee approval on 28 March 2017.

Recommendation/s

That the Franklin Local Board:

a) note the feedback provided by urgent decision made on 20 March 2017 (Attachment I, ‘Franklin Local Board feedback on Project 17: Auckland Council Maintenance Contracts’) attached to the report entitled Project 17: Auckland Council Maintenance Contracts’.

Comments

Process

8. Over the last twelve months, Community Facilities has engaged with elected members through both formal and informal processes, to shape up the direction of this project and seek feedback on maintenance requirements and service levels. Refer to Attachment A for the Political Engagement Timeline.

9. An open, competitive tender process seeking proposals for the supply of full facilities, arboriculture and ecological maintenance services of council assets was conducted as follows:

· On 10 August 2016, an Expression of Interest was published to identify market interest in providing maintenance services for buildings, parks and open spaces to Auckland Council. 36 Expressions of Interest were received.

· Formal feedback from local boards on the project approach and proposed service specifications was received in September 2016.

· Feedback was also sought from local boards on the list of assets in their area, used as the basis of asset data in the Request for Proposal.

· Refer to Attachment B for this local board’s resolutions.

· Feedback was used to inform the Request for Proposal document which was released on 28 October 2016 and submissions closed 9 January 2017.

· Submissions were assessed and scored by an evaluation team against weighted criteria including methodology, resources and capability, innovation and SMART procurement, and price.

· Negotiations are now underway with shortlisted suppliers, due for completion 10 March.

· Recommended contracts for five areas across the region, including pricing and baseline service levels, will be presented to the Finance & Performance Committee on 28 March 2017 for final approval.

10. Community Facilities seek feedback from local boards on Attachments C, D and E, prior to Finance and Performance Committee approval on 28 March 2017.

Approach

11. Following a review last year of management and maintenance processes of council’s assets, this project has adopted an improved approach to maintenance services, to:

· focus on the whole-of-life cycle of assets;

· deliver more services without compromising quality;

· encourage and incentivise contractors to be accountable for the assets and develop ownership at all levels of their service delivery;

· provide a contractual framework that enables contractors to employ innovate ideas and methods without compromising on quality delivery; and

· implement five new contract areas (called Tahi, Rua, Toru, Whā, Rima) to allow for better economies of scale. The local boards represented within each area are:

Contract Area
Devonport-Takapuna Hibiscus and Bays Kaipātiki Upper Harbour	Albert-Eden Great Barrier Puketāpapa Waiheke Whau	Henderson-Massey Rodney Waitākere Ranges	Howick Maungakiekie-Tāmaki Orākei Waitematā	Franklin Māngere-Ōtāhuhu Manurewa Ōtara-Papatoetoe Papakura

Contract Area

Tahi

Rua

Toru

Whā

Rima

Devonport-Takapuna

Hibiscus and Bays

Kaipātiki

Upper Harbour

Albert-Eden

Great Barrier

Puketāpapa

Waiheke

Whau

Henderson-Massey

Rodney

Waitākere Ranges

Howick

Maungakiekie-Tāmaki

Orākei

Waitematā

Franklin

Māngere-Ōtāhuhu

Manurewa

Ōtara-Papatoetoe

Papakura

12. A key change is that contracts will have a more outcome-based focus on service levels, as opposed to predictive or frequency based maintenance schedules (unless where necessary). This ensures service standards are consistently maintained and managed by suppliers.

13. A standard maintenance service level is applied to every asset to ensure it is fit for purpose, in good condition and achieves community outcomes.

14. Where an asset may have specific known demands such as high frequency use, high reputational risk, requires attendance due to its nature (e.g. old, troublesome asset) or is a heritage site, an enhanced level of service may be applied to the asset.

15. An enhanced service level should not be confused with poor performance from a supplier to provide the agreed standard service level.

16. Refer to Attachment C outlining the updated asset list (including those requiring an enhanced service level) for this local board area as at March 2017. Please note that this asset list is continually reviewed to ensure up to date data in alignment to council decisions and asset assessments.

17. Maintenance contracts have been negotiated to cover three core functions across the five areas:

· Full Facilities;

· Specialist Arboriculture; and

· Specialist Ecological.

18. Council may immediately terminate (or suspend the supplier’s performance of) the contract in whole or in part, by written notice to the supplier, if a persistent performance breach occurs. Please refer to the Contractor Management section in this report for further details.

19. Refer to Attachment H (confidential) for further information about contract terms and Attachment E (confidential) for supplier specific information.

Standard Service Levels

Full Facilities Contract (FFC)

20. Service specifications determine the criteria and outcomes associated with maintaining an asset or facility, which then sets the foundation of a contract agreement.

21. Refer to Attachment D for the Service Specifications expected across the Auckland region for Full Facilities maintenance work. In summary, these are service level output statements by category:

Full Facilities Category	Output Statement
Open Space	Parks, reserves and roadsides within Auckland are maintained and developed to provide a sustainable, safe, clean and healthy environment while assets are maintained and enhanced to meet the amenity and use needs of council, Auckland residents and visitors.
Arboriculture	Trees (under three metres in height) are maintained to an aesthetically pleasing state which promotes healthy growth with the tree adding to the resident or visitors experience with targeted maintenance activities to achieve healthy and safe trees.
Locking and Unlocking	Assets are actively managed to minimise vandalism and anti-social behavior
Buildings - Maintenance	All Auckland Council owned and/or operated facilities require on-going Planned and Response Maintenance (compliance and non-compliance) to ensure that all facilities provided for public and Auckland Council staff use are functional, fit-for-purpose, safe and where possible ensure that the building services are optimised to reduce disruption to the facilities operation.
Buildings – Cleaning	All Auckland Council owned and/or operated buildings that require planned and response cleaning shall be cleaned to a standard that allows all buildings users to utilise a sanitary, hygienic, safe, functional and fit for purpose space for their operation. All litter and debris shall be removed from site and done so in a sustainable manner.

22. Standard Operating Procedures have been developed to agree minimal functional requirements such as height of grass mowing, mulching thickness, goal post painting etc. These procedures have been developed through expertise knowledge and are operational in nature.

23. Minor Capital Works (low value, low risk) is included in these contracts to ensure appropriate mitigation measures are incorporated when maintaining assets.

24. The baseline service level for specialist sportsfield maintenance ensures sports playing surfaces are managed to provide surfaces and assets that are ‘fit for use’ for the type and level of sport being played and which maximise usage and support organised sporting activities.

25. Specialist sportsfield renovation work includes:

· Fertilisation, application, fertilisers;

· Winter treatment - cambridge rolling, slicing and spiking, solid tine vertidraining, ground breaking, vibramoling;

· Summer - vertimowing, dethatching, organic matter removal, leaf collection, scarifying/ dethatching, coring/hollow tine, core harvesting, undersowing/oversowing, sand topdressing, soil topdressing, vibramoling, mole plough, verti-draining, ground probe aeration, weed control, weed control (couch), agrichemical controls on sportsfields, top planning;

· Turfing – turf replacement (minor);

· Artificial - cleaning, rubber top-ups, grooming, repair, hygiene;

· Supply bulk supply materials - eg sand, soil, seed, agrichemicals, turf (winter and summer species), fertilizer;

· Renovation works programme development; and

· Not that the Full Facilities contract incorporates sports mowing, line marking, goal posts/furniture, soil and/or tissue sample analysis, grass selection, pest and disease detection, minor turf repairs, renovation works programme report, cricket.

26. Sportsfield renovations seasonally renovate surfaces back into condition for subsequent sporting code use, including renewal of surfaces that have reached their life span, or reinstating an asset that has been damaged through excessive overuse.

27. Sportsfield renovations are collaboratively implemented to complement maintenance activities in the contract.

28. When asset components are replaced (e.g. turf type), the same style and material type is supplied, unless otherwise directed by Auckland Council.

Arboriculture Specialist Contract

29. The scope of the arboriculture contract covers the management of council owned trees i.e. it’s ‘urban forest and rural surrounds’

30. The arboriculture contract includes, but is not limited to, the following services:

· general administration and communication;

· inspections and programmes;

· pruning;

· reactive works;

· clean-up;

· tree removal;

· planting;

· aftercare maintenance; and

· tree asset inventory.

31. The arboriculture contract will be managed as a prescriptive measure and value contract, but may shift to output basis through the term of the contract. Work will be managed on both a scheduled and reactive basis.

32. Auckland Council will retain ownership of all chipped bio-mass (foliage, brushwood and wood) resulting from Arboriculture Specialist contracts.

33. It will be expected that the supplier takes a proactive approach in relation to Council’s assets, including those not directly related to the contract’s scope. This will involve reporting any faults or issues, regardless of asset ownership in a timely manner e.g. reporting a vandalised bus shelter (Auckland Transport) next to a street garden.

34. The management of Kauri Dieback and weeds are incorporated into Standard Operating Procedures included in the Arboriculture Specialist contract.

Ecological Specialist Contract

35. The ecological contract provides for the maintenance of Auckland Council’s high value ecology sites, and significant bush and natural areas. The prioritised targeted removal of animal and plant pests from council’s open spaces is a core service within this contract. The overarching objective is to restore and rehabilitate native biodiversity in a sustainable and long term approach.

36. The scope of the ecological contract includes:

· preparing ecological restoration plans that take a long term perspective and provide the optimum cost effective management to reinstate the ecological processes, so the site environmental values are conserved and enhanced;

· assessing, monitoring and controlling pests impacting the ecological processes and or values at each site. This includes but is not limited to plant, animal and invertebrate pests; and

· restorative planting of sites.

37. The supplier is required to have all vehicles to carry a web based GPS tracking system. This enables reports to be produced on journey length and stay.

38. The ecological contract is supplemented by an Ecological and Environmental Pest Control Standard Operating Procedure which provides guidance to methodologies and site-specific requirements.

39. The supplier is required to report any hazardous dumping to Auckland Council’s Pollution Hot Line immediately

Other Maintenance Priorities

SMART Procurement

40. The following SMART procurement outcomes are requirements outlined in maintenance contracts:

· Increase capability and capacity – suppliers are required to create sustainable businesses that provide training and development to ensure continued quality delivery of services over the term of the contract;

· Youth employment - contracts should facilitate connecting work-ready youth to local employment by creating local jobs with training and development opportunities;

· Diversity and inclusion - contracts should promote inclusion, reduce discrimination and remove barriers to opportunity and participation, particularly for disadvantaged groups who face barriers to employment e.g. long term unemployed, and people with disabilities;

· Valuing Māori - suppliers are required to work collaboratively with council to achieve better outcomes with Māori, by supporting skill development and labour market participation, and engagement with Māori owned businesses;

· Pacific Auckland - contracts should support further training, development and labour market participation for Pacific youth and communities; and

· Local community and economy - contracts should support local business where reasonable/practical, and should meet the social needs of the delivery area.

41. Contracts have retained flexibility to remove assets (by contract variation) to facilitate active participation by the third sector/volunteers to deliver maintenance outcomes.

42. Suppliers (and subcontractors) are required to establish, document, implement, maintain and continually improve an environmental management system. This will capture practices such as an environmental policy, environmental impacts of significance, legal requirements, environmental objectives and targets. At a mimimum the management system will monitor and measure energy conservation, water conservation, waste management and recycling, chemical use, Scope 1 and Scope 2 Greenhouse gas (GHG) emissions.

43. Suppliers are proposed to annually reduce the carbon footprint from year two onwards.

44. The environmental management system must be certified by an accredited third party to the standard of ISO14001, EcoWarranty, Enviro-Mark or an agreed-upon alternative programme. Where the supplier has certified to the Enviro-Mark programme they will commit to attaining the highest level of certification, Enviro-Mark Diamond.

45. Please refer to Attachment E for further supplier specific information.

Weed Management

46. A memorandum from Barry Potter, Director Infrastructure and Environmental Services, was circulated to local board members on 15 November 2016 regarding weed management. A second memorandum was circulated to all elected members on 16 December 2016 providing an update on the implementation of Auckland Council’s Weed Management Policy, particularly with regards to this project.

47. New maintenance contracts have been designed to reflect the objectives of Auckland Council’s Weed Management Policy which includes implementing the following changes:

48. What will change?

· Minimise agrichemical use

§ the new contracts require a reduction in agrichemical usage and this will be closely monitored - a 10% penalty of the monthly invoice to the supplier will be applied if the ‘annual reduction in use of agrichemicals’ KPI is not met;

§ chemical usage will be reported monthly by suppliers and tracked on a local park by local park basis. Please refer to the Contract Management section in this report for further information on reporting, auditing and KPI’s;

§ contracts will standardise which type of glysophate will be used across the region by all suppliers;

§ manual and mechanical weed control methods are currently used in and around children’s playgrounds across the region. Agrichemicals are not used within these spaces. This will continue under new contracts; and

§ mechanical edging will be applied along paving and other hard edges.

· Integrated weed management, ensure best practice and value for money

§ the volume of mulch in gardens and garden beds will be increased to reduce other methods of weed control;

§ change from frequency based maintenance contracts to a focus on environmental outcomes, to encourage suppliers to be more innovative in their approach to weed management and edge control;

§ learnings from innovations will be socialized across all suppliers to promote continuous improvement and best practice methodology;

§ suppliers will be encouraged and rewarded for innovation in weed management at quarterly supplier forums;

§ development of a weed management manual which is currently being reviewed by the Best Practice Reference Group;

§ establishment of the Best Practice Reference Group made up of external technical experts and community representatives as per the policy action plan; and

§ a No-Spray register will be used by suppliers to ensure consistency in practice and process.

· Empower the community to manage weeds in accordance with the policy

§ weed control programmes in ecological restoration contracts will be planned and agreed in advance of the works;

§ targeted weed control, including the use of volunteers, will be enabled to ensure that agrichemical usage is minimized and integrated with other sustainable practices such as replanting with eco-sourced species to prevent weed re-infestation;

§ contracts include supplier inductions and training on public awareness of vegetation controls, including herbicides and the importance of public education, including signage when spraying; and

§ improved information on council’s website outlining how and why council controls weeds.

49. At the 13 December 2016 Finance and Performance Committee meeting, the following resolutions relating to weed management were approved:

· an addition to recommend to the Environment and Community Committee as follows:

a) Note that significant funding reallocations are not within the scope of the Annual Plan process

b) Endorse glysophate reduction targets within the current budget

c) Express support for the continued implementation of the Weed Management Policy

d) Agree that a political group be appointed by the Mayor, monitors and reviews the implementation of Auckland Council’s Weed Management Policy and practice

e) Recommend that a review and consultation of allocated funding take place through the upcoming Long-term Plan process

· resolution d) reshapes the weed management political advisory group

Co-Governance

50. As pre-agreed with co-governance partners, suppliers submitted a detailed report and costings on how they would manage and provide specific services to the Tūpuna Maunga Authority and / or Parakai Recreation Reserve in their preferred areas.

51. This report is being socialised with leaders and representatives from co-governance entities with the outcome being determined at the end of March 2017 with either of the following options being the preferred solution:

· maintain the status quo;

· offer maintenance services to the supplier in the specific area; or

· offer maintenance services to only one supplier who would be accountable for all outcomes.

52. Whenua Rangatira (Bastion Point) – no change proposed to current maintenance agreements where iwi are responsible for managing this site.

Community Empowerment

53. Local boards expressed strong support to enable community empowerment including volunteers, through these contracts.

54. Contracts have the flexibility to accommodate contract variations such as community empowerment initiatives, however compliance with Health and Safety, legislative obligations, agreed service levels and operating procedures are critical in these cases.

55. Local boards should work with their strategic brokers (within the Arts, Community and Events team) to identify requirements and opportunities, who will then liaise with Community Facilities to agree and implement suitable solutions.

Contract Management

Contractor performance

56. Key Performance Indicators (KPI’s) measure how well the Supplier is doing to meet specifications and outcomes. KPI’s cover five categories:

· quality;

· innovation;

· management;

· smart procurement and environmental management; and

· stakeholder, customer and community impact.

57. Health and Safety (H&S) is a contractual obligation.

58. KPI’s are measured monthly, bi-monthly, quarterly or annually.

59. Suppliers are required to meet Full Facilities Key Performance Indicators (KPI’s) and Minor Capital Work KPI’s to have their level of direct award for Minor Capital Works increased, as an incentive for good performance.

60. For each category component failed, suppliers must provide an improvement plan to resolve the performance issue.

61. If a supplier continues to fail on a category component beyond the performance resolution improvement plan deadline, council will be entitled to withhold payment of 10% of each month's invoices (excluding minor capex) until the supplier starts meeting the category component target.

62. Suppliers have the right to earn back withheld payments relating to category components if they start meeting required target levels by a timeframe set by council.

63. Attachment F outlines the Contractor Performance Balanced Scorecard that will be monitored and applied across the region.

Auditing

64. Auditing of contractor performance was previously conducted by external parties. However, this function is now being conducted internally by Community Facilities. A team of auditors conduct spot checks onsite targeting 10% of all maintenance work conducted by each supplier.

Response maintenance

65. Response maintenance work will be categorised by urgency and a maximum response time determined. Criteria is still under negotiation and agreement for some suppliers.

66. The supplier will undertake programmed maintenance, responsive maintenance and all other minor contract works (including emergency works on an as needs basis only) on Monday to Sunday, restricting noisy and any activities that may cause a nuisance to between the hours of:

· 7:00am and 6:00pm (52 weeks of the year); and

· 10:00am and 6:00pm (Saturdays and Sundays and statutory holidays).

67. The supplier will provide a call out service 24 hours, 7 days a week, carried out as part of normal duties.

68. Following completion of response maintenance work, the supplier will call the customer (between 8:00am and 6:00pm unless otherwise stated), to inform them that works have been undertaken and check that the customer is satisfied.

69. It is expected that suppliers assist with ‘whole of life’ asset management which requires the supplier to assess and make recommendations on the optimal most cost effective balance of programmed maintenance, responsive maintenance, and renewal of assets across their whole life.

70. Suppliers are required to update a condition assessment grading once a maintenance service has been undertaken, to be included in council’s asset management system, and to notify council of any significant degradation.

Consideration

Local board views and implications

71. Project 17 has engaged with local boards through various channels including:

· Local Board Chairs Procurement Working Group;

· Local Board Chairs Forum presentations;

· memorandums;

· cluster workshops;

· individual local board workshops; and

· business meeting reports.

72. Refer to Attachment A outlining the political engagement timeline.

73. Community Facilities is now seeking feedback from local boards during the final stage of this procurement process, prior to Finance and Performance Committee approval of contracts.

Māori impact statement

74. Auckland Council is committed to meeting its responsibilities under Te Tiriti o Waitangi/the Treaty of Waitangi and its broader statutory obligations to Māori.

75. Māori responsiveness requires the collective effort of everyone. Under the new contracts, suppliers will work collaboratively with council to achieve better outcomes with Māori and for Auckland. This will include:

· building positive relationships with Māori – effective communication and engagement with Māori, developing resilient relationships with mana whenua;

· significantly lift Māori social and economic well-being; and

· building Māori capability and capacity.

76. Through these contracts, opportunities to support local community outcomes and economic development include (but are not limited to):

· providing employment opportunities, in particular for local people and for youth;

· increasing capability and capacity (apprenticeships, cadetships or equivalent) in particular for youth;

· building on community and volunteer networks.

77. The Request for Proposal outlined Tūpuna Maunga Value Specifications as outlined in Attachment G, which suppliers are required to support as part of new maintenance contracts.

Implementation

78. The transition into new contracts will commence once formal approval is agreed by the Finance & Performance Committee.

79. Local boards will have the opportunity to meet new suppliers in April and May 2017 to discuss specific local priorities. Any local service level variations may need to be reflected in contract variations and implementation timelines agreed with the supplier.

80. New maintenance contracts take effect on 1July 2017. Note that there will be approximately six to twelve months to bed in changes, in particularly systems and reporting.

Attachments

No.	Title	Page
a ⇩	Political Engagement Timeline	43
b ⇩	Local Board Resolutions (September 2016)	45
c ⇩	Standard and Enhanced Assets	49
d ⇨	FFC Service Specifications (Under Separate Cover)
e ⇩	Supplier Specific Information - Confidential
f ⇩	Contractor Performance Balanced Scorecard	53
g ⇩	Tupuna Maunga Values Specifications	57
h ⇩	Contract Information - Confidential
i ⇩	Franklin Local Board feedback on Project 17: Auckland Council Maintenance Contracts	61

Signatories

Authors

Kate Marsh - Financial Planning Manager - Local Boards

Authorisers

Rod Sheridan - General Manager Community Facilities

Karen Lyons - General Manager Local Board Services

Sue O'Gorman - Relationship Manager

Franklin Local Board

28 March 2017

Attachment Two - Local Board Resolutions

September 2016

The following are resolutions and/or feedback provided by this local board to inform the Request for Proposal document.

Franklin

[Item] 25 Community Facilities Maintenance Contracts 2017

Resolution number FR/2016/159

MOVED by Chairperson A Baker, seconded by Member A Cole:

That the Franklin Local Board delegates authority to the Chair and Deputy Chair to provide the local board’s feedback on the proposed service specifications, local outcomes and the overall structure for new Community Facilities maintenance contracts by 23 September 2016.

CARRIED

New contracts for maintenance of parks and buildings

Staff Attending: Gwyn De-Arth

Feedback is sought on the new contracts which will be effective from 1 July 2017

Action

Chair and deputy chair delegated to provide the feedback by 23 September 2016

Franklin Local Board feedback - 2017 Parks and Building Maintenance Contracts

Overall approach

a) Support the proposed approach for the 2017 Parks and Building Maintenance Contracts with the proviso that the outcomes reflect local character, not one generic outcome across the region.

b) Support the move to an outcomes focus, noting that some prescriptive requirements will remain to ensure that the transition to the new approach is successful over time.

c) Request that 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.

Proposed specifications

d) Request that the proposed service specifications outcomes include definitive, rather than subjective statements (such as high-quality and visually pleasing).

e) Note that 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.

f) Support for a one-stop shop approach for each facility and an increased onus on the contractor to meet the standards.

g) Request that the unique requirements of rural areas is taken into account in setting specifications e.g. usage of tank water for cleaning.

h) Request that seasonal usage for rural and coastal areas is reflected in the service specifications and reflects the increased usage at holiday times.

i) Request that assets are added to the contracts as they are vested in council.

Geographical clusters and term of contracts

j) Support the five proposed geographic clusters, noting that staff have tested the market and have provided advice to local boards that the size of the clusters are efficient and will not disadvantage local suppliers.

k) Note that the five proposed geographic clusters will not have an impact on local board outcomes.

l) Request that the length of the 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 are agreed by local boards.

Procurement principles

m) Considers that providing more opportunities for local suppliers 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.

n) Request that the contracts provide a sustainable procurement approach which includes ‘increased local spend and enhanced local capability where appropriate”.

o) Request that local suppliers are provided advice and support so they have a full and fair opportunity to compete for the contracts.

p) Request that the use of volunteers is allowed for, where appropriate.

q) Request that successful tenders are required to ensure local sub-contractors (community groups and small businesses) are paid a fair and reasonable rate.

r) Request that the contracts have a “local impact assessment” as part of the procurement process and that local boards have input at the strategic level on the development of the “local impact assessment”.

s) Support incorporating creative solutions and opportunities to build community empowerment into the contracts e.g. a local community group could undertake all the maintenance of a local park.

t) Request that the 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 won’t lock these groups out for five or more years).

u) Request that the contracts be designed to allow for enough flexibility for local boards to make minor changes to levels of service without the need for them to allocated locally driven initiative funding.

v) Request that the contracts be designed to enable local boards to use locally driven initiative funding for major increases to levels of service on an annual basis.

w) Request that staff ensure that increases to levels of service resulting from the planned growth for Auckland are built into the 2018-28 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.

x) Request that simple and measurable Key Performance Indicators and penalties for non-performance are included in the 2017 Parks and Building Maintenance Contracts.

y) Request that the simple and measurable Key Performance Indicators are used to inform the measures for the 2018-28 Long-term Plan as this will enable local boards to have better governance oversight of contract delivery and performance.

Reporting, advice and ongoing support

z) Notes that there is no intention to reduce the existing 2015/2016 service levels and request that staff to provide options to address any proposed reductions to the affected local boards for consideration within existing asset-based services budgets.

aa) Request 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.

bb) Request 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.

cc) Request confirmation from staff as to how the new contracts will be managed and how the local boards will be supported, including confirmation that resourcing will be sufficient to provide timely service and advice to local boards.

dd) Request that staff work closely with the council-controlled organisations and the rest of the council family to ensure that service delivery is collaborative and integrated.

[1] Member boards listed in geographical order from north to south

Chairperson	Angela Fulljames
Deputy Chairperson	Andrew Baker
Members	Malcolm Bell
	Alan Cole
	Brendon Crompton
	Sharlene Druyven
	Amanda Hopkins
	Murray Kay
	Niko Kloeten

No.	Title	Page
a ⇨	Report to regulatory Committee - Statement of Proposal: Draft Air Quality Bylaw for Indoor Domestic Fires (Under Separate Cover)
b ⇨	Statement of Proposal: Draft Air Quality Bylaw for Indoor Domestic Fires (Under Separate Cover)