Chairperson
IM Fordham will open the meeting and welcome everyone in attendance. Member J
Cleave will lead a karakia.
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 Great Barrier Local Board:
a)
confirm the ordinary minutes of its meeting,
held on Tuesday, 16 May 2017 and the extraordinary minutes of its meeting,
held on Tuesday, 6 June 2017, as a true and correct record.
b)
confirm the ordinary minutes of its meeting
held on Tuesday, 18 April 2017 as a true and correct record, subject to the
following change to item 12, resolution GBI/2017/30,
clause c) as follows:
c) agree to fund, part-fund or decline each community grants
application received in local grant round two listed in table two.
Table two:
Great Barrier local grant round two applications
|
ID and focus
|
Applicant
|
Project
|
Requested
|
Board’s
decision
|
|
LG1704-206
Arts and culture
|
Island Screens Incorporated
|
Towards weekly screening fees and the
purchase of new DVDs for Island Screens 2017.
|
$5,347
|
$5,347
|
|
LG1704-210
Arts and culture
|
Great Barrier Island Community Heritage and
Arts Village Trust
|
Towards bringing a tutor to the island, tutor
fees and materials for the ‘Design Your Own Board - Skateboard design
workshops’.
|
$2,200
|
$2,200
|
|
LG1704-201
Community
|
Blue Light Ventures
|
Towards 2017 Great Barrier Island
(GBI)” Kids Hunter National Training Scheme” expenses.
|
$1,883
|
$1,883
|
|
LG1704-212
Community
|
Great Barrier Island Sports and Social Club
Incorporated
|
Towards two events; Santa parade prize money
to contestants and gifts for the participating children and Guy Fawkes
night fireworks and freight. Also towards the cost of rates for the club
building.
|
$5,700
|
$5,700
|
|
LG1704-214
Community
|
Destination Great Barrier Island
|
Towards design work for Dark Sky brand only.
|
$9,123
|
$9,123
|
|
LG1704-218
Community
|
North Barrier Residents and Ratepayers
Association
|
Towards a fuel supply business scoping plan.
|
$15,220
|
$13,220
|
|
LG1704-219
Community
|
Angela Wright
|
Towards the purchase and manufacture of the
basic equipment required to run a workshop for Aotea Glass Association.
|
$6,078
|
Decline;
limited funding available in this round requested to reapply in July 2017
funding round
|
|
LG1704-202
Events
|
The Marion Barleyman Memorial Cottage Rural
Women New Zealand Awana Branch Incorporated
|
Towards audio visual equipment, airfares and
on island expenses for four panellists, a moderator, the outreach programme
and costs for media to attend ‘No Barriers - small Island, big ideas
panel discussion Intelligence - man or machine?”
|
$6,000
|
$1,000
|
|
LG1704-207
Events
|
Kaitoke School
|
Towards general event expenses for Great
Barrier Island Barry Mouat Memorial Wharf to Wharf.
|
$5,000
|
$5,000
|
|
LG1704-216
Events
|
Ngati Rehua Ngatiwai ki Aotea Trust board
|
Towards event costs for ‘Aotea Great
Barrier Island Walking Festival 2017’.
|
$20,000
|
Decline; financial information provided did not meet minimum
requirements
|
|
LG1704-204
Environment
|
Murray Staples
|
Towards set up and operating costs for
three years for rat eradication.
Towards the purchase of rat toxin and
associated freight and dispensing equipment costs for rat eradication.
|
$7,337
|
$5,000
|
|
LG1704-222
Environment
|
Rohan MacMahon
|
Towards the purchase of rat toxin and
associated freight and dispensing equipment costs for Okiwi Stream
monitored rat traps.
Towards set up and operating costs for Okiwi
Stream monitored rat traps.
|
$15,543
|
$7,355
|
|
LG1704-208
Sports and recreation
|
Michelle Hartley-Scott
|
Towards balls, bibs a first aid box, bags,
whistles and an echo cleaner.
|
$2,503
|
$2,503
|
|
LG1704-223
Sports and recreation
|
Louise Bibby
|
Towards costs for providing swimming lessons
to primary aged school children.
|
$1,000
|
Decline; not considered to be a high priority with the limited
funding available
|
|
Total
|
|
|
$102,934
|
$58,331.00
|
|
5 Leave of Absence
At the close of
the agenda no requests for leave of absence had been received.
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 Great Barrier 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.
At the close
of the agenda no requests for deputations had been received.
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.
|
9.1 Great Barrier Island
rubbish collection – James Heyward
|
|
Executive summary
1. James
Heyward will be in attendance to address the Board on the rubbish
collection on Great Barrier Island.
|
|
Recommendation
That the Great Barrier Local
Board:
a) thank James
Heyward for his attendance and presentation.
|
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
There were no
notices of motion.
|
Great Barrier
Local Board
20 June 2017
|
|
Project 17: Auckland Council Maintenance Contracts
File No.: CP2017/11642
Purpose
1. The
purpose of this report is to seek endorsement from the local board on the smart
procurement approach to maintenance contracts on Great Barrier, and to identify
and site specific issues (if any) that are unique to the local
board and may require particular attention over and above standard maintenance
service specifications.
Executive
summary
2. Auckland
Council’s maintenance contracts for parks, buildings and open space
expire on 30 June 2017. This has presented a unique
opportunity to reconsider and reshape how council approaches the maintenance of
Auckland Council’s assets and open spaces in the future.
3. At
the end of March 2017, a new contract structure was approved by the Strategic
Procurement Committee and Finance and Performance Committee, with contracts due
to commence 1 July 2017.
4. One
of the key performance indicators for each supplier is a Community Outcomes and
Workforce Development Plan, which includes smart procurement measures and
targets.
5. This
report seeks endorsement from the local board on the smart procurement approach
to maintenance contracts on Great Barrier.
6. This report seeks formal feedback from the local board on site
specific issues (if any) that are unique to the local board area and may
require particular attention for 2017/2018, and is over and above standard
service specifications.
|
Recommendations
That the Great Barrier Local
Board:
a) endorse
the smart procurement approach to maintenance contracts on Great Barrier.
b) agree site specific issues (if any) that are unique to the local board
and may require particular attention in year one (2017/2018), over and above
standard maintenance service specifications
c) note that Auckland Council will continue to encourage, support and
work with volunteer and community groups across the region in alignment to
the new maintenance contracts.
|
Comments
Background
7. Auckland
Council’s maintenance contracts for parks, buildings and open space
expire on
30 June 2017. This presented a unique opportunity to
reconsider and reshape how we approach maintenance of Auckland Council’s
assets and open spaces in the future.
8. Over
the last twelve months, Community Facilities has engaged with local boards and
the governing body to provide direction and shape up the procurement of a new
contract structure. This included receiving formal feedback from all
local boards in March 2017, prior to a decision being made.
9. At
the end of March 2017, the new contract structure was approved by the Strategic
Procurement Committee and Finance and Performance Committee, with contracts due
to commence on 1 July 2017.
10. The
new maintenance contracts incorporate three main service types for the Auckland
region:
· Full Facilities – maintenance of parks, open spaces, sports
fields, buildings, public toilets, cleaning (including toilets in town
centres), locking and unlocking services of park gates and public toilets,
rubbish bin emptying, weed control, mowing and maintenance of streetscape
gardens
· Arboriculture - street tree pruning, park tree pruning,
street tree and powerline clearance, species specific pruning, tree inspections
and removals and planting/aftercare maintenance
· Ecological - pest animal and pest plant monitoring and control,
ecological restoration, revegetation and enrichment planting and reactive pest
control/monitoring
11. A
key change to maintenance contracts is that the majority of service levels will
now be outcome based (e.g. ‘rubbish bins shall not exceed the bin’s
capacity and items shall not overflow’), as opposed to services that were
previously prescriptive or frequency based (e.g. ‘rubbish bins are
emptied once a day’).
12. Refer
to Attachment A for the final version of the Full Facilities Service
Specifications which outline agreed outcome statements that will apply across
the Auckland region from
1 July 2017.
13. Arboriculture and ecological services are specialist contracts,
largely based on compliance with legislation and policies. Specifications
are detailed, technical and more prescriptive in nature.
Smart
Procurement
14. Key
performance indicators measure how well the supplier is doing to meet their
contractual agreement with Auckland Council.
15. One
of the key performance indicators for each supplier is a Community Outcomes and
Workforce Development Plan. This outlines community and workforce
measures and targets to be agreed with each supplier.
Great Barrier smart procurement approach
16. The
Great Barrier local board area is unique in that there are a small number of
council owned community facilities on the island to manage, limited resources
available on the island to deliver required services and there is significant
travel time, cost and inefficiency associated with utilising staff and
resources from the mainland.
17. Therefore,
it has been agreed that a local smart procurement approach will be applied to
the Great Barrier local board area as follows:
· An Auckland Council Community Facilities
staff member will directly recruit and manage locals for carpentry, plumbing,
electrical, parks mowing and rural AT mowing.
· City Parks Services (approved council
supplier for the Rua area) will manage the cleaning of town centres, bus
shelters and buildings, and maintenance of gardens, playgrounds, tracks, litter
bins, loose litter, urban AT mowing and street spraying.
· Smart procurement measures and targets will
not apply to this local board area at this stage, due to limited resources
available.
Environmental
18. Each
supplier is required to develop an environmental management system that
monitors, measures and sets goals. At a minimum the following will be
measured – local boards will have the opportunity to identify (at a later
date) what measures they seek regular reporting on:
· energy conservation
· water conservation
· waste management and recycling
· chemical use
· Scope 1 and Scope 2 greenhouse gas (GHG)
emissions
19. Environmental
key performance indicators will track progress of these goals, noting that this
specifically includes targets for suppliers to annually reduce their carbon
footprint and annually reduce use of agri-chemicals (as outlined in Auckland
Council’s Weed Management Policy).
Local Service
Level Variations
20. Feedback
received from local boards indicates the following most common and typical
maintenance issues experienced in their area, which is largely due to the
prescriptive nature of the previous contract model:
· Toilets not being clean
· Rubbish bins overflowing
· Grass in parks getting too long
21. New
maintenance contracts intend to address these common issues through an outcome
based model, as outlined in the background section above.
22. In
some cases, there may be some site specific issues, or a common maintenance
problem, that is unique to the local board area and requires particular
attention. For example a 100% spray free reserve, overflowing bins near
tourist beaches, litter caused from freedom campers in a particular location.
23. This
report seeks agreement from the local board on site specific issues (if any)
that are unique to the local board area and may require particular attention
for 2017/2018, and is over and above standard service specifications.
Asset Data
24. Over
the last six months, Auckland Council’s asset data team conducted a full
system review of asset information to support the development of new
maintenance contracts.
25. Attachment
B outlines an updated asset list for this local board area as at 2 June 2017.
26. Note
that asset data is continually updated to reflect council decisions and asset
assessments, and that new maintenance contracts have flexibility to accommodate
changes.
Volunteers and
Community Groups
27. Auckland
Council values the huge number of volunteer and community groups across the
region, who undertake a significant amount of work over many years to shape and
maintain the beauty of Auckland.
28. Council
will continue to encourage and support volunteers, community empowerment
initiatives and local community groups where they align to council’s
objectives and enhance our community.
29. Under
the new maintenance contract model, council does not expect volunteers to have
to undertake work to address poor performance in contract delivery, such as
cleaning up litter where the supplier has a responsibility to do so.
30. It
is acknowledged that many volunteer and community groups achieve a sense of
pride, value and enjoyment in supporting maintenance work, such as restoration,
garden maintenance and pest control. Council will continue to work with
these groups and with suppliers to support them as best as possible in these
activities.
31. Over
the next few months council staff will be in contact with key volunteer and
community groups where maintenance related work is undertaken, to ensure
alignment of objectives and determine how council and suppliers can best
support this work.
Consideration
Local
board views and implications
32. Project
17 has engaged with local boards through various channels including:
o Local Board Chairs Procurement Working Group;
o Local Board Chairs Forum presentations;
o memorandums;
o cluster workshops;
o individual local board workshops; and
o business meeting reports.
33. Community
Facilities is now seeking agreement from local boards on smart procurement and
local service level variations (if any) for 2017/2018, prior to new contracts
commencing on 1 July.
34. This
information will be provided to suppliers and Community Facilities before new
contracts commence.
Māori
impact statement
35. Auckland Council is committed to meeting its responsibilities under
Te Tiriti o Waitangi/the Treaty of Waitangi and its broader statutory
obligations to Māori.
36. 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:
o Building positive relationships with Māori – effective
communication and engagement with Māori, developing resilient
relationships with mana whenua;
o Significantly lift Māori social and economic well-being; and
o Building Māori capability and capacity.
37. Through
these contracts, opportunities to support local community outcomes and economic
development include (but are not limited to):
o Providing employment opportunities, in particular for local people
and for youth;
o Increasing capability and capacity (apprenticeships, cadetships or
equivalent) in particular for youth;
o Building
on community and volunteer networks;
o Focusing on smart procurement initiatives that support Maori
outcomes.
Implementation
38. Mobilisation is currently underway with suppliers to prepare for 1
July 2017 (day one). This includes finalising processes, implementing systems,
recruiting staff, purchasing equipment, creating health and safety plans and
developing work schedules.
39. Local boards
are meeting new suppliers in June 2017 and will have the opportunity to present
and discuss local priorities with the supplier.
40. Reporting requirements for local boards on local service levels and
contractor performance is currently underway.
41. New
maintenance contracts take effect on 1July 2017, noting that there may be up to
twelve months to bed in changes, particularly with regards to
systems and reporting.
Attachments
|
No.
|
Title
|
Page
|
|
a⇩
|
Full facilities service specifications
|
25
|
|
b⇩
|
Asset list
|
67
|
Signatories
|
Author
|
Kate Marsh - Principal Business Analyst
|
|
Authorisers
|
Rod Sheridan - General Manager Community Facilities
Karen Lyons - General Manager Local Board Services
|
