I hereby give notice that an ordinary meeting of the Emergency Committee will be held on:

 

Date:

Time:

Meeting Room:

Venue:

 

 

Thursday, 9 April 2020

10.00am

These meetings will be held remotely and can be viewed on the Auckland Council website

https://councillive.aucklandcouncil.govt.nz/

 

Te Kāhui Ngārahu / Emergency Committee

 

OPEN AGENDA

 

 

 

MEMBERSHIP

 

Mayor

Hon Phil Goff, CNZM, JP

 

Deputy Mayor

Deputy Mayor Cr Bill Cashmore

 

Councillors

Cr Josephine Bartley

Cr Tracy Mulholland

 

Cr Dr Cathy Casey

Cr Daniel Newman, JP

 

Cr Fa’anana Efeso Collins

Cr Greg Sayers

 

Cr Pippa Coom

Cr Desley Simpson, JP

 

Cr Linda Cooper, JP

Cr Sharon Stewart, QSM

 

Cr Angela Dalton

IMSB Chair David Taipari

 

Cr Chris Darby

Cr Wayne Walker

 

Cr Alf Filipaina

Cr John Watson

 

Cr Christine Fletcher, QSO

Cr Paul Young

 

Cr Shane Henderson

IMSB Member TBC

 

Cr Richard Hills

 

 

(Quorum 2 members)

 

 

 

Sarndra O'Toole

Kaiarataki Kapa Tohutohu Mana Whakahaere / Team Leader Governance Advisors

 

6 April 2020

 

Contact Telephone: +64 9 890 8152

Email: sarndra.otoole@aucklandcouncil.govt.nz

Website: www.aucklandcouncil.govt.nz

 

 


 


 

Terms of Reference

 

 

Responsibilities

 

This committee is an ad-hoc committee of the whole of the Governing Body which is established in times of emergency.  It will assume the functions and power of all governing body committees (and sub-committees), except for the Audit and Risk Committee, and its responsibilities include all the responsibilities of the Governing Body which can legally be delegated as well as the responsibilities of all the committees it assume the functions and power for.

 

Powers

(i) All the powers of the Governing Body which can legally be delegated, except those of the Audit and Risk Committee.

 

 


 

Exclusion of the public – who needs to leave the meeting

 

Members of the public

 

All members of the public must leave the meeting when the public are excluded unless a resolution is passed permitting a person to remain because their knowledge will assist the meeting.

 

Those who are not members of the public

 

General principles

 

·           Access to confidential information is managed on a “need to know” basis where access to the information is required in order for a person to perform their role.

·           Those who are not members of the meeting (see list below) must leave unless it is necessary for them to remain and hear the debate in order to perform their role.

·           Those who need to be present for one confidential item can remain only for that item and must leave the room for any other confidential items.

·           In any case of doubt, the ruling of the chairperson is final.

 

Members of the meeting

 

·           The members of the meeting remain (all Governing Body members if the meeting is a Governing Body meeting; all members of the committee if the meeting is a committee meeting).

·           However, standing orders require that a councillor who has a pecuniary conflict of interest leave the room.

·           All councillors have the right to attend any meeting of a committee and councillors who are not members of a committee may remain, subject to any limitations in standing orders.

 

Independent Māori Statutory Board

 

·           Members of the Independent Māori Statutory Board who are appointed members of the committee remain.

·           Independent Māori Statutory Board members and staff remain if this is necessary in order for them to perform their role.

 

Staff

 

·           All staff supporting the meeting (administrative, senior management) remain.

·           Other staff who need to because of their role may remain.

 

Local Board members

 

·           Local Board members who need to hear the matter being discussed in order to perform their role may remain.  This will usually be if the matter affects, or is relevant to, a particular Local Board area.

 

Council Controlled Organisations

 

·           Representatives of a Council Controlled Organisation can remain only if required to for discussion of a matter relevant to the Council Controlled Organisation.

 

 

 


Emergency Committee

09 April 2020

 

ITEM   TABLE OF CONTENTS                                                                                         PAGE

1          Apologies                                                                                                                        7

2          Declaration of Interest                                                                                                   7

3          Confirmation of Minutes                                                                                               7

4          Petitions                                                                                                                          7  

5          Public Input                                                                                                                    7

6          Local Board Input                                                                                                          7

7          Extraordinary Business                                                                                                7

8          COVID-19 briefing and Auckland Emergency Management status update            9

9          Approval of Auckland Council’s ‘shovel-ready’ infrastructure projects and programmes to Crown Infrastructure Partners Limited                                          11

10        Update on the Healthy Waters southern and regional maintenance contracts   13  

11        Consideration of Extraordinary Items 

PUBLIC EXCLUDED

12        Procedural Motion to Exclude the Public                                                                 19

C1       CONFIDENTIAL: Supplier recommendation for Healthy Waters southern and regional maintenance contracts                                                                                19  

 


1          Apologies

 

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

 

 

2          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.

 

 

3          Confirmation of Minutes

 

That the Emergency Committee:

a)         confirm the ordinary minutes of its meeting, held on Thursday, 2 April 2020, including the confidential section, as a true and correct record.

 

 

4          Petitions

 

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

 

 

5          Public Input

 

Standing Order 7.7 provides for Public Input.  Applications to speak must be made to the Governance Advisor, in writing, no later than one (1) clear working day prior to the meeting and must include the subject matter.  The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders.  A maximum of thirty (30) minutes is allocated to the period for public input with five (5) minutes speaking time for each speaker.

 

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

 

 

6          Local Board Input

 

Standing Order 6.2 provides for Local Board Input.  The Chairperson (or nominee of that Chairperson) is entitled to speak for up to five (5) minutes during this time.  The Chairperson of the Local Board (or nominee of that Chairperson) shall wherever practical, give one (1) day’s notice of their wish to speak.  The meeting Chairperson has the discretion to decline any application that does not meet the requirements of Standing Orders.

 

This right is in addition to the right under Standing Order 6.1 to speak to matters on the agenda.

 

At the close of the agenda no requests for local board input had been received.

 


 

 

7          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.”

 

 


Emergency Committee

09 April 2020

 

COVID-19 briefing and Auckland Emergency Management status update

File No.: CP2020/04342

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To enable the committee to be briefed on the COVID-19 pandemic, Auckland Emergency Management status and council’s response.

Whakarāpopototanga matua

Executive summary

2.       Ian Maxwell, Director Executive Programmes and Mace Ward, Group Controller, Auckland Emergency Management will provide a written and verbal briefing.  The report will be circulated prior to the meeting.

 

Ngā tūtohunga

Recommendation/s

That the Emergency Committee:

a)      receive the report and thank Ian Maxwell, Director Executive Programmes and Mace Ward, Group Controller, Auckland Emergency Management for the briefing on the COVID-19 pandemic, Auckland Emergency Management status and council’s response.

 

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.      

Ngā kaihaina

Signatories

Author

Sarndra O'Toole - Kaiarataki Kapa Tohutohu Mana Whakahaere / Team Leader Governance Advisors

Authoriser

Phil Wilson - Governance Director

 


Emergency Committee

09 April 2020

 

Approval of Auckland Council’s ‘shovel-ready’ infrastructure projects and programmes to Crown Infrastructure Partners Limited

File No.: CP2020/04347

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To seek Emergency Committee approval of Auckland Council’s list of ‘shovel-ready’ infrastructure project and programmes to Crown Infrastructure Partners Ltd.

Whakarāpopototanga matua

Executive summary

The report would normally go before the Planning Committee; however, in light of COVID-19, it must now be considered by the Emergency Committee.

2.       The Government has asked the Infrastructure Industry Reference Group to advise them around issues relating to the construction industry in light of the COVID-19 pandemic.  Crown Infrastructure Partners Limited is supporting this group. Any final decisions on implementation will be made by the Government.

3.       All local authorities have been asked to provide information on projects/programmes that may be suitable for Government support.  In particular, the Government is wishing to understand the availability, benefits, geographical spread, and scale of “shovel ready” projects/programmes in New Zealand with a view to providing direct assistance to commencing or completing these projects/programme once construction is able to restart.

4.       A detailed template needs to be completed for each project/programme.  The deadline for submitting proposals to Crown Infrastructure Partners Limited is 5pm, 14 April 2020.

5.       The Emergency Committee received a verbal update on the Summary of Infrastructure criteria at its meeting on 2 April (EME/2020/4). Following that meeting, the Chief Executive sought feedback from Councillors and Local Board Chairs on what the final projects/programmes could be, with guidance.  Council’s internal deadline for that request for information was later extended to 12 noon on 6 April 2020. 

6.       The emphasis is on projects/programmes that would have been ready to commence construction within the next 12 months but for COVID-19.  As such, they will have been well down the consenting and/or procurement process and will be costed and have the necessary cost/benefit analysis.  They should also have a real impact on employment and would act as an economic stimulus. The criteria are:

·    The extent to which the project/programme is construction-ready now or within a realistic 6-12 months;

·    The project/programme is of an infrastructure nature, either horizontal or vertical, and that the project/programme is public or regional benefit infrastructure;

·    Whether the project/programme is of a size (i.e. $10M+) and has material employment benefits;

·    The overall benefits and risks of the project/programme.


 

 

7.       Alongside the feedback received from Elected Members, staff are using the work that we have been doing on our existing infrastructure work programme over recent years as a basis for council’s proposals.  Such work includes the Auckland Transport Alignment Programme, the Auckland Plan 2050 and the Development Strategy, Crown/Council joint work programme, The Auckland Housing Programme (Kāinga Ora’s work programme), structure planning and spatial priorities, Māori outcomes, city centre developments, Panuku work programme, asset management plans for stormwater, water, wastewater, community facilities and community services, local board capital works programmes, and Auckland Transport’s work programme.   

8.       Staff are currently assessing the feedback received. It has not been possible to assess the information and bring together a recommended list of projects/programmes for the published agenda. A preliminary list will be circulated to committee ahead of the meeting.  Given the amount of work required staff recommend a political delegation to finalise the list prior to submitting it to Crown Infrastructure Partners Ltd by the submission deadline of 5pm, 14 April 2020.

 

Ngā tūtohunga

Recommendation/s

That the Emergency Committee:

a)      note that a preliminary list of ‘shovel-ready’ infrastructure projects and programmes will be circulated to the committee ahead of the meeting.

b)      delegate to the Mayor, Deputy Mayor, Chair of Planning Committee, Chair of Finance and Performance Committee and Chair of the Independent Māori Statutory Board the final approval of Auckland Council’s ‘shovel-ready’ projects/programmes to Crown Infrastructure Partners Limited on or before Tuesday 14 April 2020.

 

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.    

Ngā kaihaina

Signatories

Author

Vanessa  Blakelock - Executive Officer - Chief Planning Office

Authorisers

Megan Tyler - Chief of Strategy

Phil Wilson - Governance Director

 


Emergency Committee

09 April 2020

 

Update on the Healthy Waters southern and regional maintenance contracts

File No.: CP2020/04115

 

  

 

Te take mō te pūrongo

Purpose of the report

1.       To provide an update on the Healthy Waters southern and regional maintenance contracts.

Whakarāpopototanga matua

Executive summary

This report was previously on the Strategic Procurement Committee 7 April 2020 meeting agenda, however in light of COVID-19, it must now be approved by the Emergency Committee.

2.       Healthy Waters has four current contracts for stormwater operations and maintenance in the northern, central, western and southern areas. These contracts are due to expire between June 2020 and June 2025.

3.       The proposed new contracts align the contract boundaries with the existing Healthy Waters Lifecycle Management teams, and the council’s three hub approach comprising of the southern, northern and central/western areas.

4.       Procurement for new southern operations and maintenance, and regional catchpit and treatment device cleaning contracts was undertaken between September and November 2019, in alignment with the procurement plan approved by the Strategic Procurement Committee in September 2019 (resolution STR/2019/75).

5.       This procurement has enabled Healthy Waters staff to build resilience into the scope of the contracts, in order to respond to more frequent and severe storm events as a result of climate change.

6.       In accordance with the procurement plan, an open tender was issued to the market for three contracts, over a period of up to eight years:

·        southern operations and maintenance services (Part A)

·        regional maintenance of catchpits (Part B)

·        regional maintenance of treatment devices (Part C).

7.       More details on the recommended suppliers for the Healthy Waters southern and regional maintenance and operations contracts will be provided in the confidential section of the Emergency Committee meeting agenda for 9 April 2020. This includes contingency planning for COVID-19 to ensure essential service delivery continues for all contracts.

 

Ngā tūtohunga

Recommendations

That the Emergency Committee:

a)      note the information contained in this report, on the Healthy Waters maintenance contracts, 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 the council’s position in negotiations with suppliers.

 

Horopaki

Context

8.      Healthy Waters is primarily responsible for managing and improving the health of Auckland’s harbours and waterways, operating and maintaining the stormwater network and providing reactive responses to flooding.

9.       Healthy Waters has four current operations and maintenance contracts for Auckland’s northern, central (including Waiheke), western and southern areas. The contracts provide essential maintenance services to:

·        ensure that stormwater assets are properly maintained to assure performance and to enhance asset life

·        proactively inspect and clear high-risk flooding areas

·        respond to flooding incidents and other severe climatic or natural events that require response or intervention

·        reduce the incidence and severity of potential flooding issues.

10.      All contract areas outlined in Figure 1 below currently include the catchpit cleaning and treatment device maintenance contracts within their existing contract scopes.

 

 

 

 

 

 

 

 

 

 

Figure 1. Map showing the operations and maintenance service area covered in the southern area contract

11.     The current operations and maintenance contracts will expire over the next five years as outlined in Table 1 below:

Table 1: Existing Healthy Waters operations and maintenance contracts

Area

Supplier

Expiry

South

Intergroup

30 June 2020

Central (including Waiheke)

Downer

30 June 2021

North

Downer

30 June 2022

West

AIM Services

30 June 2025

12.      Once approved by the Emergency Committee, the proposed southern operations and maintenance, regional catchpit cleaning, and regional treatment device cleaning contracts will be implemented as outlined in Table 2 below, in alignment to the procurement plan approved by the Strategic Procurement Committee in September 2019.

Table 2.  Proposed Healthy Waters contracts

Area and scope

Timing to market

Implementation date

Contract term (including extension)

Southern stormwater operations and maintenance

September 2019

 1 July 2020

5+3 years

Central stormwater operations and maintenance

September 2020

 1 July 2021

5+3 years

Waiheke stormwater operations and maintenance

September 2020

 1 July 2021

5+3 years

Northern stormwater operations and maintenance

September 2021

 1 July 2022

5+3 years

Regional catchpit cleaning and treatment devices cleaning

September 2019

1 July 2020

5+3* years

*Note: The contract terms for catchpit cleaning and treatment devices will be phased across each area in line with the area implementation dates above. Phasing in may occur earlier as a negotiated outcome where this is mutually agreed.

13.     This procurement enables Healthy Waters to implement their operations and maintenance strategy which:

·        aligns with the geographical areas of Auckland Council’s operational teams through new contracts for north, central (including west) and south

·        builds resilience into the scope of the contracts to better respond to the impacts of storms which are becoming more frequent due to climate change

·        builds resilience and diversity in the supplier market, and a supply chain consisting of both large and small suppliers to ensure sufficient future capacity to respond to the impacts of climate change

·        supports sustainable outcomes including local employment and upskilling through the 2 in a Ute initiative which is currently being trialled in Franklin, Māngere-Ōtāhuhu, Ōtara-Papatoetoe, Rodney and Waitākere 

·        ensures a more consistent approach across the region to catchpit cleaning and the maintenance of treatment devices.

Tātaritanga me ngā tohutohu

Analysis and advice

14.     Details regarding the analysis and advice for the procurement of the southern and regional maintenance contracts will be provided in the confidential section of the 9 April 2020 Emergency Committee meeting agenda.

15.     The confidential supplier recommendation report includes contingency planning for COVID-19 to ensure essential service delivery continues for all contracts.


 

 

Tauākī whakaaweawe āhuarangi

Climate impact statement

16.     The new operations and maintenance contracts proposed within the confidential report will respond to challenges around the increased frequency and intensity of weather events caused by climate change. The contracts address the increased need to prepare and maintain stormwater assets, including more frequent clearing of debris and sediment, and upgrades and renewals of infrastructure to deal with more frequent and severe weather events.

17.     Healthy Waters is actively pursuing the implementation of technology to futureproof water sensitive infrastructure. This may include fitting sensors on manhole covers to measure water and sediment levels, so that proactive maintenance can occur to if water and sediment levels rise.

18.     More details regarding the climate impact of the southern and regional maintenance contracts will be provided in the confidential section of the Emergency Committee meeting agenda for 9 April 2020.

Ngā whakaaweawe me ngā tirohanga a te rōpū Kaunihera

Council group impacts and views

19.     Details regarding the council group impacts and views of the southern and regional maintenance contracts will be provided in the confidential section of the Emergency Committee meeting agenda for 9 April 2020.

Ngā whakaaweawe ā-rohe me ngā tirohanga a te poari ā-rohe

Local impacts and local board views

Local impacts

20.     The proposed southern operations and maintenance contract will enable efficiencies in terms of response times to localised flooding events in the south.

21.     The three contracts will have significant positive benefits for all Auckland residents as they will assist with:

·        reducing the incidence and severity of potential flooding

·        provide the resource capacity to respond to flooding incidents

·        provide additional resource and resilience to respond to increasing climatic events.

Local board views

22.     Healthy Waters staff regularly engage with local boards on both operational and project-specific initiatives. Healthy Waters also deliver a number of water quality and stream restoration projects on behalf of local boards.

23.     The Franklin, Māngere- Ōtāhuhu, Papatoetoe, Rodney and Waitākere local boards will be involved in a trial of the 2 in a Ute initiative. The 2 in a Ute programme provides an opportunity for local residents to be employed to maintain local stormwater assets and to improve the condition of water sensitive infrastructure.


 

 

Tauākī whakaaweawe Māori

Māori impact statement

24.     The contract deliverables align with the principles of kaitiakitanga, as they seek to improve water quality outcomes, and mitigate the environmental impacts of flooding and climate change events. Iwi will be consulted on specific contract activities where appropriate. Opportunities to employ rangatahi through the new contracts are currently being explored.

25.     More details regarding the impact of the southern and regional maintenance contracts on Māori will be provided in the confidential Emergency Committee report for 9 April 2020.

Ngā ritenga ā-pūtea

Financial implications

26.     Details regarding the financial implications of the southern and regional maintenance contracts will be provided in the confidential Emergency Committee report for 9 April 2020.

Ngā raru tūpono me ngā whakamaurutanga

Risks and mitigations

27.     Details regarding the risks and mitigations of the southern and regional maintenance contracts will be provided in the confidential Emergency Committee report for 9 April 2020.

Ngā koringa ā-muri

Next steps

28.     Auckland Council’s Procurement and Healthy Waters staff will notify all successful and unsuccessful suppliers of the outcome of this procurement, subject to the approval of the supplier recommendations outlined in the confidential report. A transition plan will be enacted where required, working with both current and future suppliers to ensure there is no disruption to existing services.

29.     A debrief meeting will be held with all unsuccessful suppliers to provide them with feedback on how to improve their bids in future, and to keep them engaged for future opportunities in the central and northern regions.

30.     The new contracts will commence from 1 July 2020 through a staged approach.

 

Ngā tāpirihanga

Attachments

There are no attachments for this report.     

Ngā kaihaina

Signatories

Authors

Dukessa Blackburn-Huettner - Head of Lifecycle Management

Vivian Dias – Procurement Manager

Authorisers

Craig Mcilroy – General Manager Healthy Waters

Barry Potter - Director Infrastructure and Environmental Services

Jazz Singh - General Manager Procurement

Phil Wilson - Governance Director

      

 


Emergency Committee

09 April 2020

 

Exclusion of the Public: Local Government Official Information and Meetings Act 1987

That the Emergency 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: Supplier recommendation for Healthy Waters southern and regional maintenance contracts

Reason for passing this resolution in relation to each matter

Particular interest(s) protected (where applicable)

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

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

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

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

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