SPG Meeting Minutes 28 Feb 2017 - Final

SOUTHER N PARTNER SHIP GROUP Minutes

1:30pm to 4:00pm

F e b r u a r y

2 0 1 7

D u n e d i n 1. Attendees

SPG Members Initials

Andrew Blair AB Chair, Southern Partnership Group

Dr Margaret Wilsher MW Southern Partnership Group

Richard Thomson RT Southern Partnership Group

Dr Tony Lanigan (by phone) TL Southern Partnership Group

Mr Andrew Connolly AC Southern Partnership Group

Ex officio Initials

John Hazeldine JH Acting Director, DHB Performance, Ministry of Health

Michael Hundleby MH Director Critical Projects, Ministry of Health

Other Attendees Initials

Kathy Grant KG Southern DHB Commissioner

Chris Fleming CF Southern DHB CEO

San Ting Gilmartin STG Programme Manager, Infrastructure & Hospital Rebuild, SDHB

Liz Disney LD Acting Executive Director, Planning and Funding, SDHB Cathy Webber CW Senior Advisor, Capital and Operating, MoH

Rebecca Drew (by phone) RD Sapere

David Moore (by phone) DM Sapere

Matthew Holmes MH Jacobs

Adam Flowers AF CCM

Cath Lewin CL Johnstaff

Dr Nigel Millar NM CMO

Davin Hall (Observer) DH Senior Analyst, Treasury

Dr David Perez DP Chair, Clinical Leadership Group, Southern DHB

Rachael Bruce RB Senior Communications Advisor, MoH

Secretariat Initials

Kieran Reilly KR Senior Project Manager, MoH 2. Minutes

Item Topic

1 Welcome a) Welcomed members and other attendees. b) Noted no changes to the Register of Interests were required.

Item Topic

2 Minutes and Action Points Accepted the minutes of 20 December 2016. a) Reviewed the action points and noted that: b)  AP 2 (quarterly report), AP7 (operationalise the financial model) AP 9 (Gateway update), AP 11 (Feb SPG teleconference) and AP 12 (Forum) were closed.  AP 3 –the Ministry of Health indicated they would be appointing a project co-ordinator to support this project. Southern DHB would look at resourcing once a roadmap was developed by the project team in March.  AP 5 –- draft ToR to come to March SPG  AP 6 – the arrangements are still to be confirmed for a meeting of all partnership groups – likely to be in the New Year.  AP 7 – discussed the ongoing work to operationalize the financial model framework and next steps.  AP 10 – Execution of the QS contract is underway. Action Whom Date Compl Status Assigned etion date

1 Draft quarterly report to Ministers (Feb, May, August, Nov) KR Ongoing

2 Southern DHB and MoH to formally advise SPG of any gaps or concerns with JH/CF Ongoing resources 3 Finalise the approved SPG minutes (KR/AB). KR/AB Ongoing - refer SPG schedule

4 Draft ToR to come to March SPG meeting. JH 24/05/2016 28/03/2017 Open

5 Arrangements for the meeting of partnership groups – a series of possible MH/JH 26/07/2016 To be Open dates have been sent to all partnership group members. arranged early 6 Finalisation of Media Releases. RB/KR As required Ongoing Open

7 Execution of the QS contract is underway. JH/KR 20/12/2016 ASAP Open 3 Consultant Progress Reports a) Welcomed representatives from Sapere, Jacobs, Johnstaff and CCM Architects. Consortium (CCM, Jacobs and Johnstaff) progress report b) Received presentation on the models of care framework currently being worked through and some initial indicative area assessments for each short listed option. c) Noted a risk profile will be developed as part of costing all options and the elements within each option. d) Noted the proposed strategic and facility models of care will be discussed on Thursday with the SDHB Facilities Redevelopment Executive. A roadmap of decisions is being sought through the IBC and DBC phases for different DHB groups. e) Noted the initial areas would be discussed on Thursday with the SDHB Facilities Redevelopment Executive prior to another round of revisions and estimates before the next Southern Partnership Group. f) Requested the requirements in the Indicative Business Case be reviewed to see if a decision framework could be developed that would assist in working through reducing the short list at the 2 May SPG meeting. This framework may include qualitative assessments.

Sapere progress report g) Noted references to staging relate to what costs might be avoided being incurred by the DHB depending on the different timeframes for completing the rebuild – 3 years versus 5 years versus 7 years was an example. h) Noted a workshop to progress the management case would be held with the Facilities Redevelopment Executive on 14 March 2017. i) Noted the market sounding on 13 April 2017 will involve providing interested parties with general high level information about the project and an opportunity to ask questions about its scope and scale. j) Noted SDHB and Sapere had continued to work together on ensuring the DHB’s financial model would be ready to cost up the different options. Remaining steps prior to testing and reviewing results include incorporating the initial cost estimates from the quantity surveyor, clarifying some of expenditure in different areas of the DHB and confirming the forward funding path.

Action Whom D Completion date Status at e 8 Provide progress report on options area assessments and initial estimates of costs Jacobs/ 28 28/03/2017 Open for different options at next SPG meeting RLB /0 2/ 9 Cover the market sounding in an April communication release from SPG (by email) RB 2820 20/04/2017 Open /0 2/

Item Topic

5 SDHB reports Received and noted the interim works report. a) Received and noted the progress report. b)

6 MoH Report Noted the process of setting the General Election is not expected to have an impact on this project as the Detailed a) Business Case can continue while the Indicative Business Case is decided. Requested a paper be prepared on the options for contracting consultants in the Detailed Business Case phase. b) Requested the timing of the Gateway 1 review be looked at again prior to it being scheduled into diaries. c) Action Whom D Completion date Status at e A 11 Advice paper on contractors for Detailed KR 28 ASAP Open Business Case stage /0 12 Gateway 1 scheduling KR/ JH 28 28/03/2017 Open /0 Item Topic

7 Other business a) Agreed the Chair would review and finalise the quarterly report after the public forum is held. It will only be recirculated if material changes to it are required. b) A media release will be prepared and circulated after the forums. c) Noted the update on Gateway 0. d) Noted the next meeting is 28 March at Wellington Airport.

Action Whom Da Completion date Status te As si 13 Quarterly report finalised AB 28 ASAP Open /0 14 Media release drafted RB 28 ASAP Open /0

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Andrew Blair Chair Southern Partnership Group