2014-03-03 General Committee Agenda

GENERAL COMMITTEE MEETING AGENDA                                                   3 MARCH 2014


REPORTS DIRECT TO GENERAL COMMITTEE

1    DEVELOPMENT OF THE CAPITAL WORKS FRAMEWORK – FURTHER REPORT

Author           Coordinator, Assets and Investigations, Bryan O’Connor
                 Community Infrastructure Department

Index            ECM/ Subject/ 2013-14 Annual Capital Works Program

Attachments      1.    NSC Program Statements



REPORT

The purpose of this report is to provide detail around the Councillor involvement in the
development of the Capital Works Framework and subsequent Capital Works Program and also
present a consolidated program statement to support the Capital Works Framework.

The development of the Capital Works Framework was presented to the Infrastructure and
Services Committee on the 25 February 2014. As a result of the report the Committee requested
that further clarification be provided on the process for Councillor involvement in the development
of the Capital Works Program and, in particular, how Councillors can initiate projects to be placed
in the program. In addition, it was requested that the program statements be simplified.

There are three areas of involvement for Councillors in the development of the Capital Works
Program, namely:

1.   Project Initiation
Councillors are able to initiate projects by discussion with the Assets and Investigations team.
The Assets and Investigations team will record the details of the project to support investigation
and scoping activities. This record keeping is fundamental in ensuring that key issues are defined
and that stakeholders are identified and considered.

In order to meet the timing for the development of the annual Capital Works Program any
proposed projects need to be initiated through the Assets and Investigations team prior to the
end of March for the 2014/15 program. In future years this time line will be by the end of February
to ensure sufficient time for investigations and scoping can be undertaken prior to budget
development.

2.   Emergent Works
There will be emergent issues that arise throughout any given year that will require immediate
action. Should there be an emergent project that needs to be considered after the budget has
been adopted then there is the opportunity to have these works included in the budget when
considering the quarterly budget reviews. These emergent projects can also be initiated through
the Assets and Investigations team.

3.   Councillor Workshops
Once the draft Capital Program has been developed, workshop(s) with Councillors and project
staff will be held to review individual projects that have been scored and prioritised. It is
anticipated that the workshop for the development of the 2014/15 budget will be held in April.
There may be a requirement to have additional workshops should there be a need for further
information on proposed projects of a complex nature.



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