Date / Friday,22September 2017
Time / 1.00pm – 3.00pm
Location / MinistryofHealth, 48HerefordStreet,Christchurch
Chair / EvanDavies
MembersinMargaretWilsher, TonyLanigan,Dr JohnWood
attendance
ExOfficios / MichaelHundleby-Director CriticalProjects, DavidMeates–ChiefExecutiveCanterburyDHBWest CoastDHB
Attendees / MinistryofHealth:,JohnHazeldine -ChiefAdvisorDHBFundingandPlanning,MarbethIsaac–HospitalRedevelopmentFinanceManager(viateleconference),LynnArchibald - minutes
CDHB:BarryBragg,CDHBmember/Observer, DrRobOjala –JointClinicalLeadFacilitiesDevelopmentProject, Dr RichardFrench –Joint ClinicalLeadFacilitiesDevelopmentProject,BradCabell,ProgrammeDirector ConstructionandProperty
RCP:WarenWarfield-ProgrammeDirector
RLB: NeilO’Donnell –Quantity Surveyor
TurnerTownsendThinc: LeonieKelly–ProjectDirector,AdrianMcLay–Director - item 3. Johnstaff:Alistair Burke(ProjectDirector)items4 and5.
Item / Subject
TheChairextendedawelcometoDrRichardFrenchwhoissharingtheroleof ClinicalLeadFacilitiesDevelopmentprojectwithDrOjala.
1aApologies
AngelaMills,Tony Lloyd

bRegister of Interests

NotedDrWood’sinterestshavebeenadded.
cMinutesandActionPointsof 31August2017
Itwasrecommendedthattheminutesofthemeetingheldon31August2017wereacceptedasatrueand correct record.
Moved fromtheChair
Carried
dOutstandingActionPoints
i.MeetingwithDesignPrincipalsto berescheduled.
ii.MeetingwithCPBtookplaceearliertoday.ArequestwasmadeforCPBtoprovideaprogramme detailingspecificactionstoincreaseresource.
.Withheldunder9(2)(g)(i)and (ii)
iii.HealthandSafety–DominionConstructorspolicywasreceived.Dominion’sview tobesoughtregardingtheirapparentnonzerotargetfordrugandalcoholtestingofover20yearoldsandtheir tolerance of this.
iv.NotedthattherearenolocalhealthandsafetyincidentfrequencyratescollatedfortheCanterburyConstructionregionnoristherearequirementforconstructioncompaniestoprovideincidentfrequencyratestoacentralorganisation(otherthantheonescontributingtotheBusinessLeadersHealthandSafetyForumreportwhichwasincludedforthePartnershipGroup’sinformation).
2 / CampusPlanning
BryanSpinksfromProj-X joinedthemeetingtoupdatethegroup onprogresstodateandtospeaktothetableddraftprogramme oftheMasterplan IBC process.
  • TomLovehascompletedthebednumberreviewandconsultationwiththeDHBonthishasbeencompleted.
  • Therehasbeenalargepopulationgrowthbutthisgrowthisn’treflectedintheover65groupwhichwasunexpected.SapereadvisedthereisanewsetofpopulationstatisticsdueinDecemberandtheseshouldbetakenintoaccount.ThereareanumberofclinicalquestionsthatwillneedtobeworkedthroughwithCDHBtogaugeimpactonbeddemandforecast.
  • Thestructuralreviewiswork inprogresswiththepreliminaryadviceexpectedbymidtolateOctober.
  • ContinueddiscussionswithDHBregardingIL3/IL4decisionforParkside.AgreedthatIL4wasnotasensibleinvestmentdecision.Howevertherearesomecriticalservicescontainedinthebuildingandthismaybeaddressedbyhavingaposteventcontingencyplan torelocatethem.
DiscussionensuedonthedraftMasterplan IBC programme. Itwasnoted:
  • EngagementperiodwithDHBencompassestheChristmasbreakwhichcouldprovechallenging.
  • Requesttoaddinfitoutandservicesfitforpurposereviewtobecompletedalongsidethe seismicreview.
  • Thechallengetomeetprogrammeissignificantaseachitemissubjecttoexternalinput.
  • Notedconcernastowriterofthe IBC. IntentionistohavePWCcompletetheworkasa lotofthe informationisalreadycompiled, it just needsrefining.
  • CarparkingisnottobeintegratedwiththisIBCtoavoidcomplicatingandslowingthisprocess down.
  • Masterplanningprocesswillcovertheforecastlifeleft inthebuildingasasubset of“fitfor purpose”.
  • Acknowledgementthattherewillbecommentaryaroundtheworkdevelopingandconversationsthroughouttheprocesstoavoidduplicationandrepeatingprocessesandto cometoa commonunderstanding.

MentalHealthBusinessCase
BryanbriefedthePartnershipGroupontheprogrammefortheMentalHealthServicesBusinessCaseandtheplangoingforward.
.Withheldunder9(2)(g)(i) and (ii)and9(2)(i)(j)
Itwasnotedagreementofbednumbersand modelsofcarewillneed togothroughanotherreiterationwith theregionsandthiswillbebuiltintothe programme.
AlthoughnotpartofthebusinesscaseitwouldbeprudentintheDBCtooutlinetheDHB’sintentioninregards toThePrincessMargaretHospitalsite.
The twooptionsbeinginvestigatedarea partialrefurbishmentandrebuildora totalrebuild.Bryannotedthathisinitialreviewwasthatsomeofthebuildingsnotedtoberefurbishedmaywellhave a limited life and theChairaskedthat thisbeexploredaspartof theDBC.
TheChairhighlightedtheneedtobecautiouswithestimatesofcostasconstructionsectorisgettingmoreproblematiconcontractsandcostescalationwasthereforehardtopredicteven foranexperiencedQS.
Action:
CirculatepriortothenextmeetinganoutlineoftheprogrammefortheDetailedBusinessCaseandwhatisproposedinorder togivevisibilityon the pathforward.
LeonieKellyandAdrianMcLayfromTurnerandTownsendThincjoinedthemeeting.
3 / ASBConsultantreports
aTurnerandTownsendProjectManagement report
AdrianMcLayspoketohealthandsafetynoting there were nomajorincidentstoreportsincethelastreportingperiod.ThereweretworeportedalcoholreadingsfortheASBsite.Thesehavebeendealtwithaccordingly.NotedtherehasbeenanincreaseinpositivereadingsinChristchurchoverall.TheLucas SafetyAudit inAugustachievedascoreof99%.
InresponsetotheChair’srequestforahealthandsafetyindustrybenchmarkcomparativetobeprovided,itwasnotedthatthereisnolocalconstructionindustrystatisticsbeingcollated.Giventhe sizeofthisproject theredidnotappeartobemanyincidentsreported howeverit wasnotedthat CPBarerigorouswiththeir reporting.Thesite isextremelytidyfora project of thissizeandcontractorsareselfregulating.
AdriancontinuedwithageneralconstructionupdatenotingCBPnowhave450personnelonsite,includingtheirownstaff.ResourcelevelsareakeycontractorriskandTurnerandTownsendThinchaveissuedprogressivelynoticesofcontractresourcewise.ThishasresultedinachangeinworkmethodologiesandhowCPBrecruitandretainstaffinanefforttoimprovelabourratesandprogressonsite.TheteamarecurrentlyreviewingRev13programmewhichwillresetdateasaconsequenceofagreeddateofsettlementwhichhasbeennegotiated.CPBareworkingonresourcelevellingandwillreport backinnextweek.
TheChairreportedonhismeetingwithCPBearlierthatdayandtheconcernsraisedaroundadequacyofresource.Assurancesweremadethattheshortfallwillbemadeupandprogrammeachieved.AspecificactionoutlinewasrequestedfromCPBandthiswillbecirculatedwhen tohand.
Programme
Thecurrentdateforcontractcompletionis14August2018butthiswillbereadjustedtothe15Novemberdate,subjecttoextensionsoftimewhichmayoccurduetoweatherorchanges.TheteamcontinuetopushtogetthebuildingwatertightassoonaspossibleandaredrivingthecontractorhardtoensurecompletioninNovember.
NeilO’Donnellspoketothefinancialreportnotingreportingnowincludedtheadditionalcontingency.Thecontingencyspendoverthelastmonthwasstilltrackingaround
$XXXX. Withheldunder9(2)(i) and (j)
TheprojectteamhavebeenproactivelyrunninganumberofworkshopsfocussingonresolvingRFIs,withprincipalstalkedtooveranumberofsessions.Theteamaredrivinghard.Twodedicateddesignconsultantsareonsitefulltimeandengineersonsiteonrequest.Overallprogressisasgoodasitcanbewiththeresourcelevelsthatareonsite.CPBareestimatedtobeapproximately100-150personnelshortonsitetomeetcashflow.
TheChairrequestedthattheteamspecificallyconsidermechanismstoleveragingspecificissuesofnonperformancebyCPBandforma rangeofoptionsthatarelikelyto beeffectivefornegotiation.
Action:Turner andTownsendThinctocompile and circulatealistofkeyissues of thecontractorsnonperformance .
NotewordinginTurnerandTownsendThincreportparagraph7.2“settingminimumstandard of finish”. Changeto“settingrequiredhighlevelfinish”.
Theconsultant reportswere takenas read.
AlistairBurkefromJohnstaffjoinedthemeeting.
4 / OutpatientsConsultant reports
aJohnstaff Project Management report
TheJohnstaffreportdated21September2017wasreceived. AlistairBurkespoketotheconsultantreportsgivingabriefsummaryof progressandkeyissuesforthemonth.
  • A milestonehasbeenreachedwith thecommencement ofthefaçade.
  • Therevisedmitigationprogramme3.1iswithLeighsforresequencing.
  • Thereisaneedtoengagewithsubtradestoensuretheyhavetheresources.Theprogrammeisheavilyreliantontheabilitytoprovideadequateresourcestobeworkingconcurrentlyoverallfloorsofthebuilding,particularlythemainfitoutandservicestrades.
  • Flagraised–OxfordTerraceworkswillbecompletedpostoccupancy,creatingissuesforaccessanddropoffs, planisformainentrancetobere-routedthroughbackentrance.AntiguaStreetworksalsowillhaveimpactifnotcompletedpriortoOutpatientsoccupation.

  • Commissioningplanisindraft andhasbeencirculated toDHBfor comment.
Action:
JohnstafftodetailtheimpactoftheAntiguaSt/OxfordTerraceworksinnextmonth’sreport, includingacopyofthe siteplananddatesprovided totheCDHBbyOtakaro.
Johnstafftoconfirm areasonablelevelofdrugandalcoholtestingistakingplace.
Theconsultant reportswere takenasread.
5 / EnergyCentreconsultantreports
aJohnstaff Project Management report
AlistairBurkespoketoprogressoverthelastmonthontheservicestunnelandinfrastructureworksandacknowledgedthe work ofDominionandtheir subcontractors.
ItwasnotedthatDominion’sdrugandalcoholpolicydoesnothavezerotoleranceforpersons20yearsofageandover.
Action:
JohnstafftoconfirmtheindustrystandardforalcoholtoleranceandwhattolerancesASBadhereto underCPB’spolicy.
ArequestbemadetoDominionConstructorsthatazerotoleranceforalcoholbeimplementedforthwith.
Thefirstdraftoftheboilerhouseconceptdesignreportwasissuedearlylastweektothe DHBand a workshopwasheldyesterdayto workthrough the design.Thereisstillworkto becarriedouttovalidatedata.
Discussionensuedontheneedforthedesigntoincludesomecapacityforfuturegrowth. Itwas importanttoquicklyresolvethedatavalidation, current,futureloadsandplanningissuesto avoidputtingprogrammeat risk.
Itwasnotedthe PartnershipGroupmembers hadearlierparticipatedin a walkthroughofthetunnelfollowedbya sitevisit totheOutpatientsbuilding.
Theconsultant reportswere takenas read.
CDHBFacilitiesProject
TheFacilitiesDevelopmentreport fortheperiod22Augustto11September2017,togetherwithupdatesonthefollowingweretakenasread:OutpatientsServicesWorkforce,InfectionControl,MaiaHealthFoundation,OperationalTransitionProjectforASBandtheBenefitsRealisationupdateforSeptember2017.
Withheldunder9(2)(g)(i) and (ii)

TheFoodServiceslinkhasnotbeenincludedduetocostpressureandthelinkwasnotincludedintheDetailedBusinessCase.TheDHBwashopefulasolutionmaybeworkedthrough with the cleandockworkcurrentlyunderway.
NeilO’Donnellconfirmedthelinkbridgeisduetogototenderintwoweekswiththeoptionthat,dependingonbudget,thereisflexibilityforachangeinfaçadetypeandadditionalwindows. Thesecanbereviewedwithoutholdingupthetender process.
Action:
Confirmthatoptionalityforfaçadeandadditionalwindowshasbeenbuiltintobridgelinktender documentation.
7 / Programmeof Works
TheOverviewSummaryofCDHBEarthquakerepairsprogrammeofworksdated22September2017andAppendices1_4wastakenasread.
BradCabellnotedthereisanintenttosharethedecisionmakingframeworktoenableabetterunderstandingoftheprioritisationprocessthattheDHBhasbeenworkingthroughwithResilientOrganisation.ThisprocesshasbeenendorsedbytheCDHB.Ameetingistobeconvenedbythe DHBwithMinistryofHealthofficials.
8 / GeneralBusiness
EndorsementoftheincentiveschemeforDominionConstructors.TheChairnotedtheincentivewasmodifiedtothatpreviouslycirculatedsoDominiondonotgetthebenefitofanyapprovedextensionsoftimeaspartofthe incentiveschedule.
Themeetingclosedat2.45pm.