Komiti Mahi Āta Torotoro Rawa /

Strategic Procurement Committee

 

OPEN MINUTES

 

 

 

Minutes of a meeting of the Strategic Procurement Committee held in the Room 1, Level 26, 135 Albert Street, Auckland on Wednesday, 7 August 2019 at 9.32am.

 

present

 

Chairperson

Deputy Mayor Cr Bill Cashmore

 

Deputy Chairperson

Cr Ross Clow

 

Members

Cr Dr Cathy Casey

 

 

Cr Linda Cooper, JP

 

 

Cr Penny Hulse

 

 

Cr Daniel Newman, JP

From 10.56am, Item C3

 

ABSENT

 

 

Cr Alf Filipaina

 

 

 

 

 

 

Ex-officio

Mayor Hon Phil Goff, CNZM, JP

 

 

 

 


Strategic Procurement Committee

07 August 2019

 

 

 

1          Apologies

  

Resolution number STR/2019/51

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

That the Strategic Procurement Committee:

a)         accept the apologies from Cr A Filipaina for illness and Cr D Newman for lateness.

CARRIED

 

 

 

2          Declaration of Interest

 

There were no declarations of interest.

 

 

 

3          Confirmation of Minutes

 

Resolution number STR/2019/52

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

That the Strategic Procurement Committee:

a)         confirm the ordinary minutes of its meeting, held on Thursday, 6 June 2019, including the confidential section, as a true and correct record.

CARRIED

 

 

 

4          Petitions

 

There were no petitions.

 

 

 

5          Public Input

 

There was no public input.

 

 

 

6          Local Board Input

 

There was no local board input.

 

 

 

7          Extraordinary Business

 

There was no extraordinary business.

 

 

 

 

8

Update on the procurement plan for Corban Reserve Stormwater Upgrade - Stage one

 

Note: changes to the original motion, adding new clause b), were made with the agreement of the meeting.

 

Resolution number STR/2019/53

MOVED by Cr L Cooper, seconded by Deputy Chairperson R Clow:  

That the Strategic Procurement Committee:

a)      note the information contained in this report on the procurement plan for stage one of the Corban Reserve stormwater upgrade project, enables transparency on the topic due for discussion in the public excluded part of the meeting

b)      ensure a strong health and safety program is adhered to for this project

c)      note that the confidential report contains commercially sensitive information relating to the procurement of the proposed works for the stormwater upgrade could prejudice council's position in negotiations with suppliers.

CARRIED

 

9

Te Manawa multipurpose facility at Westgate (integrated library and community centre) construction: final status report

 

Resolution number STR/2019/54

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

That the Strategic Procurement Committee:

a)      note the Te Manawa multipurpose facility at Westgate (integrated library and community centre) construction: final status report

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

CARRIED

 

10

$5M Capital Projects Update

 

Resolution number STR/2019/55

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

That the Strategic Procurement Committee:

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

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

CARRIED

 

11

Group Source Procurement update 2018-2019

 

Resolution number STR/2019/56

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

That the Strategic Procurement Committee:

a)      receive the Group Source Procurement update for 2018-2019. 

CARRIED

 

12

Summary of Strategic Procurement Committee information memoranda and briefings, including the Forward Work Programme - 7 August 2019

 

Resolution number STR/2019/57

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

That the Strategic Procurement Committee:

a)      note the progress on the forward work programme appended as Attachment A of the agenda report

b)      receive the Summary of Strategic Procurement Committee information memoranda and briefings – 7 August 2019.

CARRIED

  

 

 

13        Consideration of Extraordinary Items

 

There was no consideration of extraordinary items.   

 

 

 

14        Procedural motion to exclude the public

Resolution number STR/2019/58

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

That the Strategic Procurement Committee:

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

The general subject of each matter to be considered while the public is excluded, the reason for passing this resolution in relation to each matter, and the specific grounds under section 48(1) of the Local Government Official Information and Meetings Act 1987 for the passing of this resolution follows.

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

 

C1       CONFIDENTIAL: Approval of the procurement plan for Corban Reserve Stormwater Upgrade - Stage one

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

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

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

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

In particular, the report contains commercially sensitive information relating to procurement of stormwater services.

s48(1)(a)

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

 

C2       CONFIDENTIAL: Te Manawa multipurpose facility at Westgate (integrated library and community centre) construction: final status report

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

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

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

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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

s48(1)(a)

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

 

C3       CONFIDENTIAL - $5M Capital Projects Update

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

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

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

s7(2)(h) - The withholding of the information is necessary to enable the local authority to carry out, without prejudice or disadvantage, commercial activities.

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

s48(1)(a)

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

 

 

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

CARRIED

 

10.04am          The public was excluded.

 

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

 

11.35am          The public was re-admitted.

 

 

restatementS

 

It was resolved while the public was excluded:

 

 

C1

CONFIDENTIAL: Approval of the procurement plan for Corban Reserve Stormwater Upgrade - Stage one

 

Resolution number STR/2019/59

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

d)      confirm that the agenda report, attachments of the agenda report, and resolutions will remain confidential until reasons for confidentiality no longer exist.

 

 

C2

CONFIDENTIAL: Te Manawa multipurpose facility at Westgate (integrated library and community centre) construction: final status report

 

Resolution number STR/2019/60

MOVED by Cr P Hulse, seconded by Deputy Chairperson R Clow:  

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

 

 

C3

CONFIDENTIAL - $5M Capital Projects Update

 

Resolution number STR/2019/61

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

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

  

 

11.35am                                             The Chairperson thanked Members for their attendance and attention to business and declared the meeting closed.

 

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

 

 

 

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

 

 

 

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