Territorial authority BCA accreditation preparations

The deadline for organisations to be accredited as building consent authorities (BCAs) is drawing closer, and a number of territorial authorities are clustering together and sharing services as they
prepare for the change.

From 30 November 2007, the Building Act 2004 requires organisations to be registered and accredited as building consent authorities (BCAs) before undertaking building consent and inspection functions. The new BCA accreditation scheme aims to strengthen decision-making at the critical building consent and inspection stages of the building process. It is intended to bring about greater consistency in regulatory building control across New Zealand, as well as generally improve performance, raise standard and provide consumers with more confidence in the building control system.

The implementation of the new scheme is an important undertaking and is likely to bring about considerable change in the sector. The concept of shared services is not a new one in the local government arena and there appears to be significant benefits involved in territorial authorities sharing services as they move towards accreditation.

The Department of Building and Housing wholeheartedly supports the shared service clustering concept and actively encourages other territorial authorities not already involved to consider it. The Department recently surveyed seven territorial authority clusters on the benefits of a shared services arrangement. Our findings are briefly summarised below.

PROJECT MANAGEMENT

A number of clusters, such as the Waikato and South Island Central groups, have engaged a project manager to coordinate the accreditation preparation process and facilitate the flow of information between territorial authority management and building control staff.

STANDARDISING PROCESSES

Several territorial authorities in regional areas are synchronising building consent processes by standardising their building consent application forms, letters, inspection checklists, and consent processing and inspection systems and practices. Achieving standardisation has involved a number of steps, including identifying what is currently in place across each territorial authority, analysing the similarities and identifying any inconsistencies and gaps, then consulting on and producing relevant materials.

MEMORANDA OF UNDERSTANDING (MOU) AND OPERATIONAL AGREEMENTS

Many of the groups surveyed are considering MoUs, operational or service level agreements, or agreements-in-principle to formalise shared service arrangements. For example, the five territorial authorities in the greater Wellington region and the 12 territorial authorities in the central South Island have recently signed an MoU to adopt a regional approach to developing and implementing common building control systems, processes and resources in preparation for accreditation.

COSTS

There are costs associated with forming cluster groups, mainly around developing new materials, staff acquisition and employment of external consultants where required. These costs are negotiated on a case-by-case basis between the territorial authorities within the clusters, sometimes on a pro-rata basis. For example, the Wellington group has established a populationbased formula for sharing the costs.

FURTHER INFORMATION ON ESTABLISHING SHARED SERVICE ARRANGEMENTS

Territorial authorities working together on BCA accreditation preparations can be a practical and cost-effective way to share experiences and best practice, and access resources and specialist technical expertise across a region or indeed the country. It can also help to strengthen organisational capacity and capability, improve compliance with legislation and standards, and achieve savings through economies of scale.

The Department is looking at developing guidance material to help organisations start or further progress work on establishing shared service arrangements for building consent authority functions. In the meantime, existing general guidelines on the development of shared service agreements between local authorities can be found on the Office of the Auditor-General’s website: http://www.oag.govt.nz/2004/working-together/

Further sources of information may also include Local Government New Zealand and the Department of Internal Affairs. The Department of Building and Housing has recently released the Building Consent Authority Development Guide. This resource is available as a tool for applicant BCAs to use when preparing for accreditation.

If you would like more information about the BCA accreditation scheme go to http://www.dbh.govt.nz or contact the Department on 0800 242 243. The seven territorial authority groups surveyed and their members are as follows.

• Far North Cluster:
  Far North District Council
  Kaipara District Council
  Whangarei District Council
• Waikato Cluster:
  Hamilton City Council
  Matamata-Piako District Council
  Otorohanga District Council
  Waikato District Council
  Waipa District Council
• Central North Island Cluster:
  Kawerau District Council
  Opotiki District Council
  Rotorua District Council
  South Waikato District Council
  Taupo District Council
  Whakatane District Council
• Lower North Island Cluster:
  Palmerston North City Council
  Manawatu District Council
  Horowhenua District Council
  Tararua District Council
  Rangitikei District Council
  Wanganui District Council
  Ruapehu District Council
  Horizons Regional Council
• Wellington Cluster:
  Lower Hutt City Council
  Kapiti Coast District Council
  Porirua City Council
  Upper Hutt City Council
  Wellington City Council
• South Island Central Cluster:
  Ashburton District Council
  Buller District Council
  Christchurch City Council
  Grey District Council
  Hurunui District Council
  Kaikoura District Council
  Marlborough District Council
  Nelson City Council
  Selwyn District Council
  Tasman District Council,
  Waimaki District Council
  Westland District Council
• Southern Region Cluster:
  Central Otago District Council
  Civic Corp
  Clutha District Council
  Dunedin City Council
  Invercargill City Council
  Gore District Council
  Mackenzie District Council
  Timaru District Council
  Southland District Council
  Waitaki District Council
  Waimate District Council.