GENERAL
GEN-5 DOCUMENT CONTROL AND MANAGEMENT
TABLE OF CONTENTS
GEN-5.1 General ... 1
GEN-5.2 Amendment Processes ... 1
GEN-5.3 Advisory Panel ... 4
GEN-5.4 Adoption and Delegations ... 5
GEN-5.5 Notification ... 5
GEN-5.6 Table of Amendments ... 5
GEN-5.1 General
The Infrastructure Development Code (IDC) forms part of the quality assurance mechanisms for infrastructure development in Tauranga City.
The IDC is a policy document prepared and managed in accordance with the Local Government Act 2002. The IDC sits outside the City Plan. It will be used for the development of quality assets by the Tauranga City Council (Capital Works) and may be used by Resource Consent applicants as a mechanism for satisfying some requirements of the City Plan (Development Works).
The purpose of this section of the IDC is to ensure that:
a) Amendments to the IDC are undertaken openly and regularly.
b) Decision making is undertaken in accordance with Part 6 of the Local Government Act 2002.
c) The IDC is published and maintained as a controlled document. GEN-5.1.1 Management of the IDC
Responsibility for the management of the IDC is delegated to the Manager: Asset and Infrastructure Planning.
The Manager: Asset and Infrastructure Planning will maintain a master copy of the IDC, a table of amendments and is delegated authority and responsibility to perform the following tasks:
a) Upon receipt or initiation of a proposed amendment (from internal or external parties), determine what type of amendment it is and consequently, which amendment process (detailed in Gen-5.2 below) will be followed.
b) Determine what level of consultation (if any) is required in respect of any proposed amendments in accordance with the amendment process being followed for the type of amendment.
c) Once the decision on the proposed amendment has been made by the relevant decision-maker, to publish that decision, make the amendment to the IDC and update the Table of Amendments.
GEN-5.2 Amendment Processes
There are five potential processes for amending the IDC. A different amendment process will be followed for each of the five types of amendment which are:
a) Gen-5.2.1 Type A – Minor Amendments. b) Gen-5.2.2 Type B – Approved Materials. c) Gen-5.2.3 Type C – Substantive Amendments. d) Gen-5.2.4 Triennial Review.
GEN-5.2.1 Type A - Minor Amendments
Minor amendments are those that have no substantive effect on the technical components of the IDC. These include items such as typing and grammatical errors, changes in format/layout or amendment to content which is of a minor nature.
These amendments will be made "as required" using the following process:
a) The proposed amendment is advised to the Manager:Asset and Infrastructure Planning.
b) The Manager: Asset and Infrastructure Planning will review the proposed amendment and is delegated authority to either approve or decline it.
c) Where approved, the amendment will be implemented. GEN-5.2.2 Type B - Approved Materials
Refer to AM-1 General Provisions for the process relating to approved materials and the delegations related to amendments to approved materials specified in the IDC.
GEN-5.2.3 Type C - Substantive Amendments
Substantive amendments are those that have a substantive effect on the technical components of the IDC or are a result of legislation changes, plan changes or changes to other Council policy documents that impact the IDC.
Any party may initiate a proposed substantive amendment which will be considered using the following process:
a) The proposed amendment (including supporting information) is submitted in writing to the Manager: Asset and Infrastructure Planning who will review the proposal. If required, further information regarding the proposed amendment will be requested. b) The Manager: Asset and Infrastructure Planning will determine the extent of the
consultation required, if any, with the community over and above the Advisory Panel. c) The proposed amendment and supporting information will be forwarded to the
Advisory Panel for review.
d) The Advisory Panel will make a recommendation relating to the proposed amendment and will provide a written report to the Manager: Asset and Infrastructure Planning.
e) Taking the recommendation of the Advisory Panel into account, the Manager: Asset and Infrastructure Planning will provide a written report/memo to the General Manager: Infrastructure Services detailing the relevant considerations and making a recommendation in respect of the proposed amendment.
f) The General Manager: Infrastructure Services is delegated authority to determine whether to approve (with or without modification) or decline the proposed amendment.
Requests for substantive changes may be made at anytime. However, as the process relating to substantive changes involves an Advisory Panel and possibly other contributors, Council may elect to only review proposed substantive changes on a twice yearly basis to reduce the impact on those involved in reviewing and managing the process.
GEN-5.2.4 Triennial Review
No less than six (6) months prior to the required completion date, an email will be forwarded to those Persons on the IDC Register to advise them of the Triennial Review of the IDC and offering them the opportunity to forward any proposed amendments in writing (including supporting information), on the prescribed form, to the Manager: Asset and Infrastructure Planning, prior to the last working day of March.
A table of proposed amendments will be compiled and published on the Council’s website.
This review will then follow the process outlined in GEN-5.2.3 Type C – Substantive Amendments.
The General Manager: Infrastructure Services is delegated authority to determine whether to approve (with or without modification) or decline any amendments proposed during this Triennial Review process.
The next GEN-5.2.4 Triennial Review is required to be completed by 1 July 2014.
GEN-5.2.5 Comprehensive Review
A comprehensive review of the IDC will be undertaken every 9 years using the following process.
a) On or about the 1st working day in July an email will be forwarded to those Persons on the IDC Register and a public notice placed in the local newspapers and on Council’s website advising all interested parties of a Comprehensive Review of the IDC. The notice will offer all interested parties the opportunity to forward any proposed amendments or feedback, on the draft IDC, in writing (including supporting information), on the prescribed form, to the Manager: Asset and Infrastructure Planning, prior to the last working day of August.
Notes:
For the purposes of this review the version of the IDC current on the 1st working day in July is deemed to be the draft IDC document to be used in the comprehensive review of the IDC.
For the avoidance of doubt, the version of the IDC current on the last working day of June will remain operative until the comprehensive review has been completed and
Council has adopted the new version of the IDC.
b) A table of amendments/feedback will be compiled and published on the Council’s website.
c) The Manager: Asset and Infrastructure Planning will review the proposed amendments/feedback (including supporting information) and, where required, further information regarding the proposed amendment will be requested.
d) The proposed amendments/feedback (including supporting information) will be forwarded to an Advisory Panel for their review.
e) The Advisory Panel will convene to review the proposed amendments/feedback and make a recommendation to the Manager: Asset and Infrastructure Planning on the proposed amendments/feedback.
f) Taking the recommendations of the Advisory Panel into account, the Manager: Asset and Infrastructure Planning will draft a report to full Council detailing the relevant considerations and making recommendations in respect of the proposed amendments/feedback.
g) The table of amendments/feedback will be updated on a regular basis during the course of the review and published on Council’s website.
h) On completion of g) above all interested parties who submitted during the review process will be emailed a copy of the table of amendments, including recommendations/actions, for their information. At the same time each submitter will be offered the opportunity to be heard by Council where they are not satisfied with the actions proposed.
i) A Council resolution will be required to make decisions on the amendments and to adopt the amended IDC.
The initial GEN-5.2.5 Comprehensive Review year for the IDC is 2020.
GEN-5.3 Advisory Panel
The role of the Advisory Panel is to represent the sector of the community (primarily the development community) most affected by any substantive amendment of the IDC.
The Advisory Panel provides opinion/advice and recommendation to the Manager: Asset and Infrastructure Planning when a decision is to be made on whether any proposed substantive amendment to the IDC will or will not be made. The Advisory Panel is chaired by the Manager: Asset and Infrastructure Planning or theirdelegate.
Feedback will be sought from the Advisory Panel by way of electronic means in the first instance. However, where required, the Advisory Panel will meet to discuss any issue requiring more extensive review and discussion.
The Advisory Panel may comprise representative(s) from the following groups/entities: a) Infrastructure Services Group.
b) Community and Environmental Services Group. c) Contractors Federation.
d) Institute of Surveyors.
e) Association of Consulting Engineers New Zealand. f) Developers Working Party.
Where specialist knowledge is required for a particular issue, specialists may also be included on the Advisory Panel.
GEN-5.4 Adoption and Delegations
The initial version of the IDC (2011) was adopted by resolution of Council. Thereafter, decision-making in respect of proposed amendments and implementation of the IDC is delegated as specified in Gen-5.1.1 Management of the IDC and Gen-5.2 Amendment Processes.
Table 1: Summary of Delegations for Control and Management of IDC
AUTHORITY DELEGATED TO REFERENCE
Initial Adoption of IDC Not delegated -
Resolution of Council required
Gen-5 Adoption of amendments and revised
IDC following Comprehensive Review
Not delegated - Resolution of Council
Gen-5.2.5 Adoption of amendments following
Triennial Review
General Manager: Infrastructure Services
Gen-5.2.4 Type C - Substantive Amendments General Manager: Infrastructure
Services
Gen-5.2.3 Type B - Approved Materials Manager: Asset and Infrastructure
Planning
Gen-5.2.2 Type A - Minor Amendments Manager: Asset and Infrastructure
Planning
Gen-5.2.1 Decision as to the Level of consultation required Manager: Asset and Infrastructure
Planning
Gen-5.1.1 and Gen-5.2 General Document Control and
Process Management
Manager:Asset and Infrastructure Planning
Gen-5.1.1
GEN-5.5 Notification
Other than Gen-5.2.1 Type A – Minor Amendments, all amendments will be publicly notified on Council's website once adopted.
A register of Persons who wish to be informed when amendments to the IDC occur will be maintained. The register is known as the IDC Register. An open invitation is extended to
those Persons who wish to be included on the IDC Register.
It is the responsibility of each industry practitioner to keep their contact information up to date and correct on the IDC Register. Council should be advised immediately if contact details change so these can be updated.
GEN-5.6 Table of Amendments
A Table of Amendments will be managed and updated by the Manager: Asset and Infrastructure Planning and made publicly available on Council's website. This table will show all amendments and the date the amendment took effect.
GEN-5.7 Publication
The IDC is offered as an online resource only and will be controlled and managed (and updates made in a timely manner to incorporate any amendments) by the Manager: Asset and Infrastructure Planning and made publicly available on Council's website.
It is the responsibility of each industry practitioner to keep their printed IDC versions up to date.