HNZ00028037 6 PSG Minutes binder Redacted.pdf

PROJECT STEERING GROUP
Minutes
Date
Thursday, 18 May 2023
Time
11:00am to 2:00pm
Location
NDH PMO Boardroom - Dunedin
9(2)(g)(ii)
Invitees
Members
Attendees
Evan Davies (Chair)
Tony Lloyd (NDH Programme Director, Health NZ)
Dr Margaret Wilsher
Bridget Dickson (Programme Director, Southern District,
Dr Tony Lanigan
Health NZ)
Robert Rust
Patrick Ng (Chief Digital Officer, Southern District, Health
Donna Matahaere-Atariki
NZ)
Emma Wyeth
Sheila Barnett (Chair Clinical Leadership Group, Southern
Joseph Tyro
District, Health NZ)
Monique Fouwler
Neil O’Donnell (Director, RLB)
Dan Pallister-Coward
Matt Allen (Director, RCP)
Pete Hodgson (Chair, Local Advisory Group)
Observers
Marcus Read (RCP) – item 2
Richard Wall (Te Waihanga - Infrastructure
Darryl Haines (Warren & Mahoney) – item 2
Commission)
Trevor Boustead (Warren & Mahoney) – item 2
Warner Peel (Analyst – Health, The Treasury)
Bill Gregory (Warren & Mahoney) – item 2
Secretariat
Ron Hicks (HDR) – item 2
Caleb Barone (Project Coordinator, Health NZ)
Joe Mihaljevic (HDR) – item 2
Apologies
Dr Murray Milner
James Allison
Hamish Brown (Interim Lead Hospital & Specialist, Southern
District, Health NZ)
John Hazeldine (Chief Advisor and Group Manager - Health
Infrastructure, Ministry of Health)
Welcome & Apologies
1
The Chair opened the meeting and advised attendees and observers agenda item 2 ‘Induction/Briefing on NDH
Project’ is optional for them and they are welcome to leave and re-join the meeting at 12:00pm.
under the Official Information Act 1982
Dr Murray Milner, James Allison, Hamish Brown, and John Hazeldine were noted as apologies.
Induction/Briefing on NDH Project
2
Marcus Read, Darryl Haines, Trevor Boustead, Bill Gregory, Ron Hicks, and Joe Mihaljevic joined the meeting at
11:05am
•
Received an oral update of the infrastructure/facility workstream from Tony Lloyd, Programme Director,
including an overview of cost impacts, design changes, and budget changes.
Released
•
Received a presentation from the design team on the design changes, including a comparison of the previous
and current design, renders of the buildings, a cross section of the buildings, and an overview of the layouts
for each floor.
•
Received a presentation on the transformation workstream from Bridget Dickson, Programme Director, which
included an overview of engagement with end users and stakeholders, outstanding clinical risks from the
value management, and the Outpatient Building Transition programme.
•
Received a presentation on the data and digital workstream from Patrick Ng, Chief Digital Officer, which
included an overview of the Detailed Business Case development and approvals, the scope of stage 1, next
steps in the digital programme, and the recent Gateway Review recommendations.
•
Action Point: The presentations will be distributed to the Project Steering Group members by the secretariat.
The Chair noted the meeting will have a 15-minute break at 12:00pm.
Page 1 of 6

The meeting recommenced at 12:15pm
3
Register of Interests
The Register of Interests was noted, and no new declarations were required. However, the Chair asked for the new
Project Steering Group members to review and send their interests to the secretariat by the next meeting.
Action Point: New Project Steering Group Members to send interests to the secretariat by next meeting (June).
28 March 2023 Minutes
The Project Steering Group:
ACCEPTED the 28 March 2023 minutes as a true and accurate record.
DISCUSSED that the meeting paper pack was not sent to all attendees and observers. Key points to note from
discussion:
•
Monique Fouwler noted the paper pack was not distributed to all due to a decision by the Te Whatu Ora Board
to treat all steering group papers the same as board papers, with only the Project Steering Group members
receiving all papers and the NDH project team receiving all or part of the pack depending on their role.
•
The Chair noted that for attendees to perform their expected role in the meeting they should receive the paper
pack. Noting there will be papers concerning matters of commercial sensitivity in the future that, with
agreement of Project Steering Group members, would be limited to members only or members and a subset
of attendees.
•
The Chair noted that observers like the Treasury and Te Waihanga who attend these meetings to assist the
Project Steering Group to achieve the objectives of the project, as well as the Ministry of Health who have a
different objective as an observer, should also receive the paper pack.
•
Monique Fouwler noted she will seek reclarification from the Te Whatu Ora Board about sharing the paper
pack with observers and non-project team attendees.
NOTED overview of the Open Action Points from Tony Lloyd, Programme Director and Monique Fouwler, Acting
Director Delivery:
•
ESG-100321-06 (Delegation of Authority):
o
NOTED the Te Whatu Ora Board has requested details on how project delegations will be managed,
including how factors of project risk and value will be incorporated.
o
NOTED a paper is going to the June Capital and Infrastructure Committee meeting, outlining the
proposed project delegations for the Infrastructure and Investment Group.
o
DISCUSSED how risk and value of projects will influence the levels of delegations provided. Noting
the expectation is that a project operating within budget and scope would have full delegations.
o
DISCUSSED the potential time increase for decision making of the other workstreams as they have
not previously had to include the Project Steering Group in their approval processes.
under the Official Information Act 1982
•
ESG-210223-03 (Project Communication Alignment):
o
NOTED apologies from Monique Fouwler as clarification on the communication alignment for New
Dunedin Hospital was received from the Te Whatu Ora Communication Lead but had not been
passed onto the Project Steering Group.
o
Action Point: Monique Fouwler will provide the note on communication alignment to the secretariat
to share with all Project Steering Group members.
o
DISCUSSED the various communication teams working together on the New Dunedin Hospital
Released
project, including Te Whatu Ora, Te Whatu Ora Southern, and Pete Hodgson.
o
NOTED comments from Pete Hodgson that to bridge the perceived information gap within the
community a new website for the New Dunedin Hospital will go-live in early June, separate to the
New Dunedin Hospital page on the Te Whatu Ora website.
o
DISCUSSED the need for coordinated messaging as well as a communication strategy and plan for
the project that identifies the spokespeople for stakeholders to approach.
o
NOTED comments from Donna Matahaere-Atariki that her and Emma Wyeth were approached for
comment on the project after their names were given out by an unknown person in the
communications team.
Page 2 of 6

Programme Director Update
4
Inpatient Building Update:
•
The RCP Inpatient Building status report was taken as read.
•
DISCUSSED the Health, Safety, and Environment update, key points to note include:
o
NOTED demolition of the slab continues with no incidents reported.
o
NOTED Avid Plus and RCP are performing regular site checks for both building sites.
•
NOTED the project team are currently working with CPB, under the ECEA, to refine the delivery model. A
meeting is scheduled for Tuesday 23 May to discuss the current proposal received.
•
DISCUSSED the current lack of a delivery model approach for the Inpatient Building, noting once a refined
delivery model is agreed it will be presented to the Project Steering Group.
•
DISCUSSED delivery models currently being used in the current market, noting the move away from a lump
sum/fixed sum model. Further, discussed the difficulties being experienced in Dunedin, the rest of New Zealand,
and Australia including high costs, lack of competitive environment, and limited workforce.
•
NOTED due to the design reset CPB have been able to add more value into the design than previously, which
the design consultants have noted appreciation for.
•
NOTED CPB have advised that their expected resourcing has reduced to around 600, this is due to several
factors including façade engineering being handled by SRG and the inclusion of modularised services.
•
NOTED the user group process is complete for Preliminary Design and the team are currently working through
the concerns raised, including pathology and cardiac theatres.
•
NOTED the structural design is on programme with parts of the design being accelerated. The design process is
being monitored to ensure all workstreams are on track and nothing is left behind.
•
NOTED the pile casings have been ordered and delivery is expected in time for commencement of installation in
Feb 24.
•
DISCUSSED the proposal submitted by CPB for the Dairy Building.
•
NOTED a lessons learnt workshop has been held with Dunedin City Council due to delays experienced with
consents for the Outpatient Building.
• 9(2)(i)
•
NOTED the project team are having fortnightly meetings, and Tony Lloyd is having monthly meetings, with the
Dunedin City Council to discuss any issues and upcoming submissions.
•
NOTED the resource consent is on target.
Outpatient Building Update:
under the Official Information Act 1982
•
The RCP Outpatient Building status report was taken as read.
•
DISCUSSED the Health, Safety, and Environment update, key points to note include:
o
NOTED that since the footpath has been blocked off on Castle St some members of the public are
walking in the cycle lane instead of crossing the road. This will be raised with Waka Kotahi, as it is a
State Highway.
o
NOTED that Project Steering Group want more detailed Health and Safety reporting. Matt Allen noted
Released
the reporting received from Southbase is of a high standard and he will ensure this is appropriately
expressed in the RCP reports going forward.
• 9(2)(i)

•
NOTED Southbase’s Rev10 programme has not yet been submitted.
•
DISCUSSED the issue with cold zones in the ceiling space noted by the façade engineer, noting the cold zones
could generate condensation and mould. Warren and Mahoney are working on a re-design to mitigate the issue
however the drawings are required for the upcoming consent application due in 4 weeks.
•
NOTED the cold zone issue has been incorporated as a lesson for the Inpatient Building design.
•
NOTED the procurement for theatre pendants, lights, monitors, and digital integration has been completed.
•
NOTED the Stage 3 ‘Fit Out and Services for Outpatient Building Dunedin Hospital’ building consent has been
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1982
Act
Information
Official
the
under
Released

Closed Action Points:

1982

Act

Open Action Points:

REF
ITEM
FIRST RAISED
STATUS
ACTION REQUIRED
RESPONSIBLE
ACTION BY
DUE BY
PRIORITY
UPDATE/STATUS
ACTION BY
18/05/23
- NOTED the Te Whatu Ora Board has requested details on how
Information
Revised arrangements for DoA are currently being
project delegations will be managed, including how factors of project
8/07/2022
ESG-100321-06
Delegation of Authority
10/03/2021
In progress
worked through with the new SRO and will be
Te Whatu Ora
Monique F
Normal
risk and value will be incorporated.
Monique F
TBC
reported back on to ESG.
- NOTED a paper is going to the June Capital and Infrastructure
Committee meeting, outlining the proposed project delegations for
the Infrastructure and Investment Group.
18/05/23
- NOTED apologies from Monique Fouwler as clarification on the
The Chair requested a paper be provided to the ESG
communication alignment for New Dunedin Hospital was received
Official
outlining how the various communication teams for
Monique F/
28/03/2023
from the Te Whatu Ora Communication Lead but had not been
ESG-210223-03
Project Communication Alignment
21/02/2023
In progress
Te Whatu Ora
Normal
Monique F
the project (Te Whatu Ora, mana whenua, and LAG)
Tony Lloyd
TBC
passed onto the Project Steering Group.
will be joined together and work collaboratively.
- DISCUSSED the need for coordinated messaging as well as a
communication strategy and plan for the project that identifies the
the
spokespeople for stakeholders to approach.

under
Released
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PROJECT STEERING GROUP
Minutes

Date
Tuesday, 27 June 2023
Time
10:30am to 1:30pm
Location
NDH PMO Boardroom - Dunedin
9(2)(g)(ii)

Invitees
Members
Attendees
Evan Davies (Chair)
Tony Lloyd (NDH Programme Director, Health NZ)
Dr Tony Lanigan
Bridget Dickson (Programme Director, Southern District,
Donna Matahaere-Atariki
Health NZ)
Emma Wyeth
Patrick Ng (Chief Digital Officer, Southern District, Health
1982
Joseph Tyro
NZ)
Monique Fouwler
Hamish Brown (Interim Lead Hospital & Specialist, Southern
Act
Dan Pallister-Coward
District, Health NZ)
James Allison
Sheila Barnett (Chair Clinical Leadership Group, Southern
Dr Murray Milner
District, Health NZ)

Neil O’Donnel  (Director, RLB)
Observers
Timneen Taljard (Director Finance – Infrastructure and

Investment, Health NZ)

Pete Hodgson (Chair, Local Advisory Group)
Secretariat
Caleb Barone (Project Coordinator, Health NZ)
Apologies
Dr Margaret Wilsher
Information

Robert Rust
Matt Allen
John Hazeldine
Blake Lepper
Warner Peel
Official

Induction/Briefing on NDH Project
1
•
Received a presentation on the data and digital workstream from Patrick Ng, Chief Digital Officer, which
the
included an overview of the Detailed Business Case development and approvals, the scope of stage 1, next
steps in the digital programme, and the recent Gateway Review recommendations.
•
Received a presentation on the transformation workstream from Bridget Dickson, Programme Director, which
included an overview of engagement with end users and stakeholders, outstanding clinical risks from the
value management, and the Outpatient Building Transition programme.
under
•
Received an oral update of the infrastructure/facility workstream from Tony Lloyd, Programme Director,
including an overview of cost impacts, design changes, and budget changes.

Welcome & Apologies
2
The Chair opened the meeting and welcomed all.
Dr Margaret Wilsher, Robert Rust, Matt Allen, John Hazeldine, Blake Lepper, and Warner Peel were noted as
Released
apologies.
Patrick Ng and Hamish Brown were noted as attending late due to conflicting commitments.
NOTED introduction from Timneen Taljard, Infrastructure and Investment Finance Director.
Register of Interests
The Register of Interests was noted, and no new declarations were required.
James Allison noted he will send an updated list of interests, via email, to the Secretariat.
28 March 2023 Minutes
The Project Steering Group:
ACCEPTED the 18 May 2023 minutes as a true and accurate record.
Page 1 of 6

NOTED overview of the Open Action Points from Monique Fouwler, Acting Director Delivery:
•
ESG-100321-06 (Delegation of Authority):
o
NOTED the paper regarding project delegations for the Infrastructure and Investment Group went to
the Capital and Infrastructure Committee in June.
o
NOTED feedback has been incorporated and the paper will be reviewed by the Te Whatu Ora
Executive Leadership Team before progressing back through the Capital and Infrastructure
Committee and the Te Whatu Ora Board.
o
NOTED delegations for contractors remains a work in progress as approval from the Te Whatu Ora
Board has not been given.
o
AGREED to close action point, until the Te Whatu Ora Board reviews delegations for contractors,
noting the action could be reopened in the future.
•
ESG-210223-03 (Project Communication Alignment):
o
NOTED a note from the Te Whatu Ora Communication Lead, regarding the New Dunedin Hospital
communication alignment, was circulated to members via email on 19 May 2023.
1982
o
AGREED to close this action point.
Act
DISCUSSED that the meeting paper pack was not sent to all attendees and observers. Key points to note from
discussion:
•
NOTED the Project Steering Group is considered a committee of the Te Whatu Ora Board.
•
NOTED the Te Whatu Ora Board set the restrictions on papers for the Board and Committees.
•
The Chair noted he disagrees with these restrictions. The participation of attendees and observers like
Manatu Hauora - Ministry of Health, Treasury, and Te Waihanga provide a positive set of perspectives to the
Project Steering Group and for discussion.
•
DISCUSSED presenting the view that all attendees and observers should receive papers to the Te Whatu Ora
Information
Board.
•
DISCUSSED who should express this view on behalf of the Project Steering Group, whether it is via Monique
Fouwler or via the Chair.
•
NOTED the required pathway to express this view is via the Capital and Infrastructure Committee then to the
Te Whatu Ora Board.
Official
•
The Chair noted that he will discuss the situation with Naomi Ferguson, the interim Te Whatu Ora Board Chair
and the Chair of the Capital and Infrastructure Committee.
the

Facility Workstream Update
3
Inpatient Building Update:
•
The RCP Inpatient Building status report was taken as read.
under
•
DISCUSSED the Health, Safety, and Environment update, key points to note include:
o
NOTED Avid Plus and RCP continue to perform regular site checks for both building sites.
o
NOTED demolition of the slab continues with no incidents reported.
•
NOTED current programme is Rev5. All consultants are on track, except one who is currently 4 weeks behind.
•
NOTED ECE process is going well and been beneficial. CPB is fully engaged in the design process and
Released
identifying efficiencies.
•
NOTED the project team continues to work with CPB, under the ECE agreement, to refine the delivery model.
•
DISCUSSED the proposed contract approach with CPB for the Dairy Building. Noting concept design for the
Dairy Building refurbishment is underway.
•
NOTED the amendment for the piling resource consent has been submitted.
•
DISCUSSED the scope change to the Bow Lane slab for the generators. Noting the slab will be piled.
•
NOTED the project team is working well with the Data and Digital team regarding the cell phone signal
repeaters required inside the building.
•
NOTED regular meetings are scheduled with the design team to resolve any issues that arise due to the
accelerated asymmetric design process.
•  9(2)(i)
Page 2 of 6

•
NOTED CPB have advised they can provide the total outrun cost by September. The project team will consider
and report back on the feasibility of this type of contract methodology.
Outpatient Building Update:
•
The RCP Outpatient Building status report was taken as read.
•
DISCUSSED the Health, Safety, and Environment update, key points to note include:
o
NOTED two minor incidents, regarding an unauthorised person on-site and a near miss between a
Southbase vehicle and cyclist, that have occurred since the last reporting period.
o
NOTED Andrew Holmes, Avid Plus, and RCP perform regular site check and are happy with the health
and safety processes in place by Southbase.
•
DISCUSSED issues with steel shop drawings and general design coordination. Noting the project team has
meet with design consultants to express concern.
•
NOTED façade design continues and further work is ongoing regarding the condensation issue. The façade
consent application is due to be submitted shortly.
1982
•
NOTED Monique Fouwler and Tony Lloyd have meet in person with Southbase leadership regarding the
Extension of Time claim that was rejected by the Engineer to the Contract.
•
NOTED Rev10 draft programme has been provided by Southbase but remains a work in process due to a
Act
number of inefficiencies in the programme. RCP is leading this work.
•
NOTED Rev 9.1 programme remains the current contract programme.
•
NOTED the FF&E procurement for theatre lights, pendants, and digital integration has been approved, and the
procurement for imaging equipment is ongoing.
•
NOTED the current main risks are cost and programme delay.
•
NOTED comments from Neil O’Donnel  regarding current financial risks and issues, including the intumescent
paint trade pricing received exceeding the current budget allowance and there needing to be additional seismic
Information
braces included in the Outpatient Building design.
Financial Update:
•
The financial report was taken as read.
The Project Steering Group:
Official
•
NOTED the updates on progress.
the

Mana Whenua Design Engagement
4
Received an oral update on the Mana Whenua Design Engagement. Key points to note from discussion:
•
NOTED comments from Tony Lloyd that the architects continue to work with Aukaha reincorporating the cloak in
the façade design.
under
•
NOTED comments from Bridget Dickson that the Māori Models of Care remain a work in progress with support
and collaboration from Donna Matahaere-Atariki and Emma Wyeth.
•
NOTED comments from Joseph Tyro that a workshop has been arranged for 9 August 2023, in Christchurch,
with the Trustees of HK Taiaroa Korowai to provide an update on the co-design process underway following the
value management.
The Project Steering Group:
Released
•
NOTED the update on Mana Whenua design engagement.

Transformation/Transition Workstream Update
5
Received an update on workforce and organisational change from Bridget Dickson, NDH Programme Director, Te
Whatu Ora Southern. Key points to note from discussion:
•
The papers were taken as read.
•
NOTED a decision has been made by Te Whatu Ora, Te Pūkenga, and Otago University to shelve the
Interprofessional Learning Centre project, with an alternative plan for the PDU is now required.
•
NOTED there are only 3 department endorsements outstanding for the updated Inpatient Building preliminary
design. Those departments that have been endorsed will move into the developed design phase.
Page 3 of 6

The Project Steering Group:
•
NOTED the updates for the Transformation/Transition Workstream.

Review of NDH Pathology Services
6
•
The paper was taken as read, noting the final report has not yet been provided.
•
DISCUSSED the three short listed options, noting the advantages and efficiencies of options 3 and 4.
•
NOTED the draft report concluded that a stat lab is not a feasible option.
•
DISCUSSED the previously endorsed Southern DHB site master plan and that there are some options for a
pathology lab within the health precinct.
•
NOTED there is a Te Whatu Ora pathology labs policy in development, which is 4-6 weeks away from going
back to the Te Whatu Ora Executive Leadership Team for review.
•
NOTED comments from Shelia Barnett that the Clinical Transformation Group and local expert group have been
involved in the review by Destravis, noting two national experts have been engaged to peer review.
1982
•
NOTED the final report should be ready soon but it is expected the proposed options put forward will not
change.
•
DISCUSSED the risk around the uncertainty of a funding pathway for Option 3 or 4, noting it is outside the
Act
purview of the Project Steering Group.
Patrick Ng joined the meeting at 12:31pm
Emma Wyeth left the meeting at 12:33pm
•
DISCUSSED if the Minister of Health is being kept abreast of the pathology review. Monique Fouwler advised
that the Minister of Health will be advised of the pathology review outcome once the report is finalised. Shelia
Barnett advised a clinical recommendation report is being developed alongside the Destravis report, which the
Minister of Health has expressed interest in.
Information
•
NOTED the clinical recommendation report will sit alongside the Destravis report.
•
The Chair noted the Project Steering Group members endorse the recommendations put forward in the paper,
noting further work is still required on a final option.
•
NOTED the Destravis report will be circulated to the Project Steering Group members once finalised.
Official
The Project Steering Group:
9(2)(f)(iv)
the
under
Released

Data and Digital Update
7
Received an update on Data & Digital from Patrick Ng, Chief Digital Officer, Te Whatu Ora Southern. Key points to
note from discussion:
•
The papers were taken as read.
•
NOTED negotiations are nearing completion with the preferred Digital Infrastructure Delivery Partner (DIDP),
contract approval is anticipated in the next 6 weeks.
•
NOTED delegations and how to access the approved data and digital funding has been clarified.
•
NOTED a meeting is being held Wednesday 28 June with the Te Whatu Ora Finance team to discuss who can
formally approve the DIDP contract.
Page 4 of 6

1982
Act
Information
Official
the
under
Released

Closed Action Points:

REF
ITEM
FIRST RAISED
STATUS
ACTION REQUIRED
RESPONSIBLE
ACTION BY
DUE BY
PRIORITY
UPDATE/STATUS
ACTION BY DATE
CLOSED
27/06/2023
1982
- NOTED the paper regarding project
delegations for the Infrastructure
and Investment Group went to the
Capital and Infrastructure Committee
Act in June.
- NOTED progress has been made
Revised arrangements for DoA are currently being
regarding delegations for contractors,
8/07/2022
ESG-100321-06
Delegation of Authority
10/03/2021
In progress
worked through with the new SRO and will be
Te Whatu Ora
Monique F
Normal
however it remains a work in
Monique F
27/06/2023
TBC
reported back on to ESG.
progress as approval from the Te
Whatu Ora Board has not been
given.
- AGREED to close action point, until
the Te Whatu Ora Board reviews
delegations for contractors, noting
the action could be reopened in the
future
Information
27/06/2023
- NOTED the note from the Te Whatu
The Chair requested a paper be provided to the ESG
Ora Communication Lead, regarding
outlining how the various communication teams for
Monique F/
28/03/2023
the New Dunedin Hospital
ESG-210223-03
Project Communication Alignment
21/02/2023
In progress
Te Whatu Ora
Normal
Monique F
27/06/2023
the project (Te Whatu Ora, mana whenua, and LAG)
Tony Lloyd
TBC
communication alignment, was
will be joined together and work collaboratively.
circulated to members via email on
19 May 2023.
- AGREED to close this action point.

Official

the
Open Action Points:

under
Released
Page 6 of 6