Infrastructure
Committee
MEETING
11 December 2019
Order of Business
NOTE: The
Infrastructure Committee meeting coincides with the ordinary meeting of the Arts, Culture & Heritage Committee meeting.
The Committees will conduct business in the following order:
- Arts, Culture & Heritage Committee.
- Infrastructure
Committee.
1. Apologies
2. Notification
of Additional Items
Pursuant to Sections 46A(7) and
46A(7A) of the Local Government Official Information and Meetings Act 1987, to
receive the Chairperson’s explanation that specified item(s), which do
not appear on the Agenda of this meeting and/or the meeting to be held with the
public excluded, will be discussed.
Any additions in accordance with
Section 46A(7) must be approved by resolution with an explanation as to why
they cannot be delayed until a future meeting.
Any additions in accordance with
Section 46A(7A) may be received or referred to a subsequent meeting for further
discussion. No resolution, decision or recommendation can be made in
respect of a minor item.
3. Declarations
of Interest (if any)
Members are reminded of their duty
to give a general notice of any interest of items to be considered on this
agenda and the need to declare these interests.
4. Public Participation
at Meetings Page 5
Memorandum, presented by Natalya
Kushnirenko, Democracy & Governance Administrator.
5. Papaioea
Place Redevelopment 6-Monthly Update Page 9
Memorandum, presented by Bryce
Hosking, Manager - Property.
6. Committee
Work Schedule Page 15
7. Exclusion
of Public
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To be moved:
“That the
public be excluded from the following parts of the proceedings of this
meeting listed in the table below.
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 are as
follows:
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General
subject of each matter to be considered
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Reason for
passing this resolution in relation to each matter
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Ground(s)
under Section 48(1) for passing this resolution
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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 the
relevant part of the proceedings of the meeting in public as stated in the
above table.
Also that the
persons listed below be permitted to remain after the public has been
excluded for the reasons stated.
[Add Third
Parties], because of their knowledge and ability to assist the
meeting in speaking to their report/s [or other matters as specified] and
answering questions, noting that such person/s will be present at the meeting
only for the items that relate to their respective report/s [or matters as
specified].
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PALMERSTON NORTH CITY COUNCIL
Memorandum
TO: Infrastructure
Committee
MEETING DATE: 11
December 2019
TITLE: Public
Participation at Meetings
Presented By: Natalya
Kushnirenko, Democracy & Governance Administrator
APPROVED BY: Sheryl
Bryant, General Manager - Strategy & Planning
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RECOMMENDATION(S)
TO Infrastructure Committee
1. That the
Infrastructure Committee set aside a public comment section of not more than
30 minutes at the commencement of each ordinary meeting of the Committee to provide
members of the community the opportunity to comment.
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1. ISSUE
Each newly established
Committee needs to consider whether or not it wishes to have public
participation at its meetings. The procedures to receive public comment
are set out in this report.
2. BACKGROUND
It has been a decision by
Committees and Subcommittees in the past to set aside a period of time to
receive public comment at the beginning of the meetings for members of the
public to comment on issues on the agenda, and if time permits, on other
issues. This procedure has been proven to be effective in providing an
opportunity for greater communication with the community.
Providing a public comment
section at the beginning of the meeting enables any member of the public to
come along to the meeting to make comment on any matters on the agenda or other
matters if time permits.
This procedure also enables an
opportunity for quick response from any Council officer who might be present
and also facilitates the request for reports for subsequent meetings. In
some cases, concerns raised by members of the public may well be resolved by
Council officers present at the meeting.
The Council has previously
adopted its own Standing Orders and in those Standing Orders provision has been
made to allow for public comment at Committee and Subcommittee meetings should
a Committee wish to adopt this practice. Please refer to the
‘Public Participation’ section as outlined in clause 3.23 of the
Palmerston North City Council’s Standing Orders and as appended to this
report.
If a member or members of the
public wish to comment on issues that do not appear on the agenda, they must do
so with the Chairperson’s approval in the public comment section of the
meeting.
3. NEXT
STEPS
If the Committee decide to
allow public comment, this will be provided for in all Committee ordinary
meetings for the following term.
4. Compliance
and administration
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Does the Committee have
delegated authority to decide?
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Yes
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Are the decisions significant?
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No
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If they are significant do they
affect land or a body of water?
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No
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Can this decision only be made
through a 10 Year Plan?
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No
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Does this decision require
consultation through the Special Consultative procedure?
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No
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Is there funding in the current
Annual Plan for these actions?
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No
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Are the recommendations
inconsistent with any of Council’s policies or plans?
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No
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The recommendations contribute
to Goal 3: A Connected and Safe Community
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The recommendations contribute
to the outcomes of the Connected Community Strategy
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The recommendations contribute
to the achievement of action/actions in the Active Citizenship Plan
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Contribution to strategic
direction and to social, economic, environmental and cultural well-being
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Increasing opportunities for
the community to contribute to Council decision making and for the Council to
engage with the community.
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Attachments
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1.
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Standing Orders - Public Participation ⇩ 
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PALMERSTON NORTH CITY COUNCIL
Memorandum
TO: Infrastructure
Committee
MEETING DATE: 11
December 2019
TITLE: Papaioea
Place Redevelopment 6-Monthly Update
Presented By: Bryce
Hosking, Manager - Property
APPROVED BY: Tom
Williams, Chief Infrastructure Officer
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RECOMMENDATION(S) TO Infrastructure Committee
1. That
the memorandum dated 7 November 2019 and titled `Papaioea Place
Redevelopment 6-Monthly Update’ be received for information.
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1. ISSUE
1.1 Stage
1 of the Papaioea Place housing project is funded through Programmes 357 and
1277 – C/fwd of the 2018 10-Year Plan.
1.2 The
Finance and Performance Committee Chairperson has requested a quarterly update
to be brought back to the Finance and Performance meeting for the duration of
the construction period.
1.3 The
terms of reference for the new Infrastructure Committee Meeting include scope
for updates on the progress of the Papaioea Place Redevelopment. As such, this
report is being presented to this Committee, and all future update reports for
this programme will now be presented to the Infrastructure Committee as opposed
to the Finance and Performance (now Finance and Audit) Committee.
1.4 The
Construction Programme was received from Latitude Homes in June and presented
to Finance and Performance at the 18 June 2018 meeting for information.
2. BACKGROUND
2.1 The
Papaioea Place project form of contract is a design and build contract between
Palmerston North City Council (Principal) and Latitude Homes (Contractor) of
New Plymouth.
2.2 The
overall project management is being provided by WT Partnership Advisory. The
day-to-day project management is being carried out by Council Officers.
2.3 Site
meetings and Project Control Group meetings are held on the last Thursday of
each month. This report is a summary from 31 October 2019 meeting.
3. SUMMARY
– PROJECT CONTROL GROUP REPORT 11: 7 MAY 2019
Health
and Safety
3.1 There
have been no health and safety incidents reported since the last update to
Council dated 17 June 2019.
Programme
– Stage 1
3.2 Blocks
1 and 2 of Stage 1 (the first 30 units) were completed by 28 February 2019.
3.3 Works
are underway for Blocks 3 and 4 of Stage 1 (20 units). Blocks 3 and 4 are due
for completion in late February 2020.
Programme
– Stage 2
3.4 Demolition
and Asbestos removal for the balance of the old units will begin in December
2019.
3.5 Earthworks
will begin in mid-late January 2020, construction March 2020.
3.6 A
report titled ‘Papaioea Place – Stage 2’ was presented to the
Finance and Performance Committee meeting held on 16 September 2019. The
following resolutions were adopted by Council:
1. That Council increase the budget of Programme
1219 by $1,126,573 taking the total programme budget from $4,859,959 including
GST to $5,986,532 including GST. This will enable the completion of Stage 2
noting that this will increase the total number of units from 48 to 78 as
previously approved by Council in the 2019/20 annual budget. This excludes the
development of a communal tenant lounge and gardens.
2. That Council considers options for Stage 3
Papaioea Place development as part of the 2020/21 Annual Budget considerations.
Regulatory
3.7 Resource
and Building Consents are being lodged for approval in the last week of
November 2019 for Stage 2.
Design
3.8 Detailed
Design for the 28 units of Stage 2 is complete.
3.9 Pending
the decision on the green space in Clause 3.6 above, detailed designs will need
to be developed for Council’s preferred option and submitted for a
further resource consent for these works.
Financial
3.10 Stage
1 Variation Schedule to date:
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Description
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Amount ($)
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Initial
Potential Savings from Design
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($153,900)
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Additional
excavations and Hardfill Block 1a, 1b, 2a, 2b
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$37,854
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Pre-wire for
Sky and additional light switches to bedrooms
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$9,800
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Professional
Indemnity Insurance & Bond in Lieu of Retentions
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$12,811
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Stage 2
– Concept Design Fees
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$38,950
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Asbestos
Removal 3 & 4
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$13,724
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Patio bolts
and installation
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$2,061
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Additional
excavation and metal
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$48,973
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Papaioea Place
Stage Two - 4th Design Option
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$5,200
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The provision
of additional windows to end elevations to Portion 4
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$8,000
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Professional
Indemnity Insurance Extension
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$8,204
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Curtains
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$67,500
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Chorus
Connections
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$60,000
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Landscaping
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$36,000
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Supply and
install 30x heaters including power points
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$25,799
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Total
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$220,976
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3.11 These
variations have been accommodated within the project contingency.
3.12 An
overview of the Project Budget Status is in the table below:
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Description
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Project Budget
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Budget Variance
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Final Forecast
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Construction
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$6,646,031
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$220,976
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$6,867,008
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Professional Fees
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$265,400
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$27,700
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$293,100
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Authorities Fees
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$55,000
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$1,626
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$56,626
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Construction Contingency
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$332,561
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($250,302)
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$82,259
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Project Contingency
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$333,000
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$0
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$333,000
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Total
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$7,631,992
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$0
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$7,631,992
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4. NEXT
STEPS
4.1 Continue
the construction programme to complete Stage 1 as per the budget and timeline.
4.2 Council
to decide regarding their preferred option for the ‘green space’
within the complex. Additional funding of the preferred option will be formally
approved as part of the 2020/21 Annual Plan.
5. Compliance
and administration
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Does the Committee have delegated
authority to decide?
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Yes
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Are the decisions significant?
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No
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If they are significant do they
affect land or a body of water?
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No
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Can this decision only be made
through a 10 Year Plan?
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No
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Does this decision require
consultation through the Special Consultative procedure?
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No
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Is there funding in the current
Annual Plan for these actions?
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Yes
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Are the recommendations
inconsistent with any of Council’s policies or plans?
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No
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The recommendations contribute
to Goal 3: A Connected and Safe Community
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The recommendations contribute
to the outcomes of the Connected Community Strategy
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The recommendations contribute
to the achievement of action/actions in the Social Housing Plan
The action is: Upgrade
the Papaioea housing complex (by end of 2018/2019).
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Contribution
to strategic direction and to social, economic, environmental and cultural
well-being
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Programme 357 is stage 1 of the
Papaioea Place Redevelopment project – to demolish 32 existing units
and create 50 new units in their place which will be suitable for tenants to
age in place.
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Attachments
Nil
