Proof_CouncilAgenda_Coverpage_Template_Governance

 

 

 

Council Agenda

 

 

 

 

 

 

 

Ordinary Council Meeting

7.00pm, 10 October 2017

Council Chambers, Civic Centre, Dundebar Road, Wanneroo


PUBLIC QUESTION AND STATEMENT TIME

 

1.         TIME PERMITTED

A minimum of 15 minutes is permitted for public questions at each Council Meeting.  If there are not sufficient questions to fill the allocated time, the person presiding will move to the next item.  If there are more questions than can be considered within 15 minutes, the person presiding will determine whether to extend question time. Each person seeking to ask questions during public question time may address the Council for a maximum of 3 minutes each. 

 

2.         PROTOCOLS

No member of the public may interrupt the meeting’s proceedings or enter into conversation. 

 

Members of the public wishing to ask a question/s at the Council Meeting are to register on the night at the main reception desk located outside of the Chamber.  Members of the public wishing to submit written questions are requested to lodge them with the Chief Executive Officer at least 30 hours prior to the start of the meeting (that is by noon on the day before the meeting).

 

The person presiding will control public question time and ensure that each person wishing to ask a question is given a fair and equal opportunity to do so.  Members of the public wishing to ask a question should state his or her name and address before asking the question.  If the question relates to an item on the agenda, the item number should be stated.

 

3.         GENERAL RULES

The following general rules apply to public question and statement time:

·                Questions and statements should only relate to the business of the local government and should not be a statement or personal opinion.

·                Only questions relating to matters affecting the local government will be considered at an ordinary meeting, and only questions that relate to the purpose of the meeting will be considered at a special meeting. 

·                Questions may be taken on notice and responded to after the meeting.

·                Questions may not be directed at specific Elected Members or Employees.

·                Questions are not to be framed in such a way as to reflect adversely on a particular Elected Member or Employee.

·                First priority will be given to persons who are asking questions relating to items on the current meeting agenda.

·                Second priority will be given to public statements.  Only statements regarding items on the agenda under consideration will be heard.

 

DEPUTATIONS

 

An informal session will be held on the same day as the Council meeting at the Civic Centre, Wanneroo, commencing at 6.00pm where members of the public may, by appointment, present deputations relating to items on the current agenda. To present a deputation members of the public are required to submit a request for deputation in writing at least three clear business days prior to the meeting addressed to the Chief Executive Officer.  A request for a deputation must be received by Council Support by 12 noon on the Friday before the Council Meeting.

·                Deputation requests must relate to items on the current agenda.

·                A deputation is not to exceed 3 persons in number and only those persons may address the meeting.

·                Members of a deputation are collectively to have a maximum of 10 minutes to address the meeting, unless an extension of time is granted by the Council.

 

Please ensure mobile phones are switched off before entering the Council Chamber.

For further information please contact Council Support on 9405 5027.


Recording of Council Meetings Policy

 

 

Objective

 

·         To ensure that there is a process in place to outline access to the recorded proceedings of Council.

 

·         To emphasise that the reason for recording of Council Meetings is to ensure the accuracy of Council Minutes and that any reproduction is for the sole purpose of Council business.

 

Statement

 

Recording of Proceedings

 

(1)     Proceedings for meetings of the Council, Electors, and Public Question Time during Council Briefing Sessions shall be recorded by the City on sound recording equipment, except in the case of meetings of the Council where the Council closes the meeting to the public. 

 

(2)     Notwithstanding subclause (1), proceedings of a meeting of the Council which is closed to the public shall be recorded where the Council resolves to do so.

 

(3)     No member of the public is to use any electronic, visual or vocal recording device or instrument to record the proceedings of the Council or a committee without the written permission of the Council.

 

Access to Recordings

 

(4)     Members of the public may purchase a copy of recorded proceedings or alternatively listen to recorded proceedings with the supervision of a City Officer.  Costs of providing recorded proceedings to members of the public will be the cost of the recording plus staff time to make the copy of the proceedings. The cost of supervised listening to recorded proceedings will be the cost of the staff time. The cost of staff time will be set in the City's schedule of fees and charges each year.

 

(5)     Elected Members may request a recording of the Council proceedings at no charge.  However, no transcript will be produced without the approval of the Chief Executive Officer.  All Elected Members are to be notified when recordings are requested by individual Members.

 

Retention of Recordings

 

(6)     Recordings pertaining to the proceedings of Council Meetings shall be retained in accordance with the State Records Act 2000.

 

Disclosure of Policy

 

(7)     This policy shall be printed within the agenda of all Council, Special Council, Electors and Special Electors meetings to advise the public that the proceedings of the meeting are recorded.


 

 

Notice is given that the next Ordinary Council Meeting will be held at the Council Chambers, Civic Centre, Dundebar Road, Wanneroo on Tuesday 10 October 2017 commencing at 7.00pm.

 

 

 

 

 

D Simms

Chief Executive Officer

5 October, 2017

 

 

 

CONTENTS

 

Item  1_____ Attendances_ 1

Item  2_____ Apologies and Leave of Absence_ 1

Item  3_____ Public Question Time_ 1

Item  4_____ Confirmation of Minutes_ 1

OC01-10/17     Minutes of Ordinary Council Meeting held on 19 September 2017  1

Item  5_____ Announcements by the Mayor without Discussion_ 1

Item  6_____ Questions from Elected Members_ 1

Item  7_____ Petitions_ 1

New Petitions Received  1

Update on Petitions  1

UP01-10/17     Request for a Presentation from the Residents Association of Settlers Ridgewood Rise Lifestyle Village to the City of Wanneroo in regards to a Differential Rate (PT01-09/17) 1

UP02-10/17     Request to have Prescribe Burn off on Private Properties by the Wanneroo Fire Services Reinstated Immediately (PT02-09/17) 2

Item  8_____ Reports_ 2

Planning and Sustainability  2

Approval Services  2

PS01-10/17      Amendment No.154 to District Planning Scheme No.2 - Lot 311 Niche Parade, Wangara - Proposed Additional Use  2

PS02-10/17      Retrospective Development Application for an increase in Fill and Retaining Walls at 4 Nott Place, Yanchep  11


 

Assets  35

Asset Operations & Services  35

AS01-10/17      Highclere Boulevard and Hepburn Avenue Intersection Upgrade  35

Assets Maintenance  42

AS02-10/17      Tender No. 17077 - Quinns Beach Long Term Coastal Management Works  42

Community & Place  55

Cultural Development  55

CP01-10/17     Early Childhood Strategic Plan 2017/18-2019/20  55

CP02-10/17     Installation of Commemorative Plaque at Wanneroo War Memorial  85

Community Facilities  98

CP03-10/17     Edgar Griffiths Park Projects - Outcome of Community Consultation and Concept Approval  98

CP04-10/17     Wanneroo Aquamotion Outdoor Pool and Hydrotherapy Pool Re-tiling – Project Funding  122

Communication, Marketing and Events  130

CP05-10/17     Review of Council Policy - Sponsorship Policy  130

Community Safety & Emergency Management Report  148

CP06-10/17     CCTV Hub Kingsway Regional Sporting Complex - Budget Variation  148

Place Activation  151

CP07-10/17     Two Rocks Fitness Program Transition Model and Fee Waiver Proposal  151

Corporate Strategy & Performance  157

Business & Finance  157

CS01-10/17     Financial Activity Statement for the Period Ended 31 August 2017  157

Transactional Finance  186

CS02-10/17     Warrant of Payments for the Period to 30  September 2017  186

CS03-10/17     Change of Valuation of Land Method - 1139 Old Yanchep Road, Pinjar  247

CS04-10/17     Debt Write Off - Balga Job Link Inc  252

Property Services  255

CS05-10/17     Proposed Lease to Axicom Pty Ltd over portion of Lot 9023 Marmion Avenue, Clarkson, for telecommunication purposes  255

CS06-10/17     Proposed Lease to Telstra Corporation Limited over portion of 30 Tranquil Drive, Carramar for telecommunication purposes  261

CS07-10/17     Proposed commercial Lease of Lot 502, Jindalee Boulevard, Jindalee (Jindalee Beach Kiosk) to Shack Holdings Pty Ltd for a term of five (5) years  268

CS08-10/17     Proposed Surrender of Lease and new Lease to the Yanchep Sports and Social Club (Inc.) over Lot 1 (81) Yanchep Beach Road, Yanchep  277

CS09-10/17     Proposed Lease to Volunteer Task Force (Inc.) over a portion of Lot 500, Leach Road, Wanneroo  286

Council & Corporate Support  292

CS10-10/17     Donations to be Considered by Council - October 2017  292

Chief Executive Office  297

Office of the CEO Reports  297

CE01-10/17     Review of Connect Wanneroo Advocacy Agenda  297

Governance & Legal  301

CE02-10/17     Review of the Local Government Act 1995  301

CE03-10/17     Amendments and Changes to Delegated Authority Register  344

Item  9_____ Motions on Notice_ 362

Item  10____ Urgent Business_ 362

Item  11____ Confidential_ 362

Item  12____ Date of Next Meeting_ 362

Item  13____ Closure_ 362

 


Agenda

 

Good evening Councillors, staff, ladies and gentlemen, we wish to acknowledge the traditional custodians of the land we are meeting on, the Whadjuk people.  We would like to pay respect to the Elders of the Nyoongar nation, past and present, who have walked and cared for the land and we acknowledge and respect their continuing culture and the contributions made to the life of this city and this region and I invite you to bow your head in prayer:

 

Lord, We ask for your blessing upon our City, our community and our Council.  Guide us in our decision making to act fairly, without fear or favour and with compassion, integrity and honesty.  May we show true leadership, be inclusive of all, and guide the City of Wanneroo to a prosperous future that all may share.  We ask this in your name. Amen

Item  1      Attendances

Item  2      Apologies and Leave of Absence

Item  3      Public Question Time

Item  4      Confirmation of Minutes

OC01-10/17       Minutes of Ordinary Council Meeting held on 19 September 2017

That the minutes of Ordinary Council Meeting held on 19 September 2017 be confirmed.

Item  5      Announcements by the Mayor without Discussion

Item  6      Questions from Elected Members

Item  7      Petitions

New Petitions Received

Update on Petitions 

UP01-10/17       Request for a Presentation from the Residents Association of Settlers Ridgewood Rise Lifestyle Village to the City of Wanneroo in regards to a Differential Rate (PT01-09/17)

Cr Parker presented a petition of 350 signatures from the Residents Association of the Settlers Ridgewood Rise Lifestyle Village requesting an opportunity to make a formal presentation to the City of Wanneroo Council for a Differential Rate to be applied to the Settlers Ridgewood Rise Lifestyle Village.

 

Update

 

Report prepared for next ordinary Council Meeting to be held on 14 November 2017.

 

 

 

 

 

UP02-10/17       Request to have Prescribe Burn off on Private Properties by the Wanneroo Fire Services Reinstated Immediately (PT02-09/17)

Cr Newton presented a petition of 56 signatures requesting the City of Wanneroo to have prescribed burn off on private properties by the Wanneroo Fire Services reinstated immediately.

 

Update

 

Report currently being prepared for the next ordinary Council Meeting to be held on 14 November 2017.  As per the response provided at the Council meeting on 19 September 2017 during public question time, interim procedures for managing controlled burns on private property have been finalised and Volunteer Bushfire Brigades are able to continue undertaking controlled burns on private property.

Item  8      Reports

Declarations of Interest by Elected Members, including the nature and extent of the interest. Declaration of Interest forms to be completed and handed to the Chief Executive Officer.

Planning and Sustainability

Approval Services

PS01-10/17       Amendment No.154 to District Planning Scheme No.2 - Lot 311 Niche Parade, Wangara - Proposed Additional Use

File Ref:                                              23786 – 17/246652

Responsible Officer:                           Director Planning and Sustainability

Disclosure of Interest:                         Nil

Attachments:                                       4         

 

Issue

To consider an amendment to District Planning Scheme No. 2 (DPS 2) by including the use class Drive-Through Food Outlet as an Additional Use on Lot 311 (1) Niche Parade, Wangara (the subject land).

 

Applicant

Steve Pandevski

Owner

Samsara Developments Pty/Ltd

Location

Lot 311 (1) Niche Parade, Wangara

Site Area

7,162m2

MRS Zoning

Industrial

DPS 2 Zoning

General Industrial

 

 

Background

On 7 June 2017, Steve Pandevski on behalf of the landowners Samsara Developments Pty Ltd lodged Amendment No. 154 to DPS 2 for the City’s consideration to include the use class Drive-Through Food Outlet as an Additional Use on the subject land as it is a Not Permitted ‘X’ use in General Industrial zone.

Detail

Site

 

The subject land is located at the south-eastern corner of Ocean Reef Road and Niche Parade and adjoins a developed lot and a number of vacant lots to the south, which are currently owned by the owner of the subject land.

 

In May 2015, the City had granted planning approval to commence development of a Service Station, Convenience Store, Lunch Bar and Motor Vehicles Repairs on the subject land (DA2015/591). Under the provisions of DPS 2, in the General Industrial Zone the use class Motor Vehicles Repairs is a Permissible ‘P’ use and the remainder Discretionary ‘D’ use.  To date, only the Service Station has been developed and it is in operation 24 hours a day. Attachment 1 is the site plan. 

 

The Proposal

 

The use class Drive-Through Food Outlet is defined as follows:

 

“A take-away food outlet which includes the sale and serving of food direct to persons driving or seated in motor vehicles. The term may or may not include the preparation of food for sale and consumption within the building or portion thereof.”

 

Being a Not Permitted ‘X’ use in General Industrial Zone, the applicant has proposed to amend DPS 2 to include the subject land use as an Additional Use with a net lettable area (NLA) of 300m2. Hence it is proposed to modify Schedule 2 – Section 1 (Clause 3.20) Additional Uses of DPS 2 as follows and to amend the scheme map accordingly.

 

No

Street/Locality

Particulars of Land

Additional Use and Conditions (where applicable)

A36

1-36

1 Niche Parade, Wangara

Lot 311

Drive-Through Food Outlet limited to a maximum net lettable area of 300m2

 

Attachment 2 contains an extract of DPS 2 map depicting the current and proposed zoning of the subject land.

 

Attachment 3 contains the indicative concept plan of the site depicting the location of the proposed additional land use. Although the concept plan depicts an NLA of 250m2 for the additional land use, the applicant has advised that the proposed NLA of 300m2 will provide flexibility in the design and development of the land use.

 

The applicant’s justification for the proposal is summarised as follows:

 

1.         The proposed 300m2 NLA in comparison with the lot area of 7,162m2 is negligible and insignificant and therefore will not result in a significant loss of industrial land; and

 

2.         The proposed use is considered not to fall under the term sensitive land use in much the same way that a lunch bar is a discretionary land use in General Industrial zone is not a sensitive land use.

Consultation

The proposed amendment is considered as “complex” in accordance with Regulation 34 of the Planning and Development (Local Planning Schemes) Regulations 2015 (Regulations) for the following reason:

·   No Local Planning Strategy has been endorsed by the WAPC to support the amendment.

 

Under the provisions of the Regulations, prior to advertising a complex amendment, it is required to be referred to the WAPC for its consideration. The amendment will also need to be referred to the Environmental Protection Authority (EPA) to assess the environmental impacts of the proposal and to determine whether any formal environmental assessment is necessary.

 

Subject to the approval of the WAPC and the EPA, the complex amendment must be advertised for public comment for a period of 60 days.  Advertising is to occur in the following manner consistent with the requirements of the Regulations by way of:

 

·     Advertisement in a local newspaper;

·     Placement of an on-site sign giving notice of the proposal;

·     Display notice of the proposal at Council offices and on the City’s website;  and

·     Writing to the affected and adjoining businesses.

Comment

Loss of Industrial land

 

The total area of the site is 7,162m2. The applicant has advised that in comparison with the lot area, the proposed 300m2 NLA would not amount to any significant loss of industrial land in Wangara as it only constitutes 4.2% of the site area.

 

Attachment 4 is the site plan as approved under DA2015/591. This plan depicts the footprint of the proposed additional land use, which did not form part of the approval. Given that a planning approval was granted to develop the majority of the subject site to accommodate a Service Station, Convenience Store, Lunch Bar and Motor Vehicles Repairs, it is considered that the subject proposal is unlikely to contribute towards any significant loss of industrial land in Wangara.

 

Clientele

 

The applicant has advised that the proposed additional use will predominantly serve the Industrial employment catchment area. The applicant has advised that the proposed Drive-Through Food Outlet is intended to operate 24-hours a day. Considering the operating hours, and the site being located on Ocean Reef Road, which is an Other Regional Road in the Metropolitan Region Scheme currently carrying a traffic volume of about 30,000 vehicles per day (vpd), it is reasonable to conclude that the Drive-Through Food Outlet would predominantly serve the passing trade in addition to the surrounding catchment. However, co-locating a Drive-Through Food Outlet along with the Service Station is considered to be acceptable.

 

Traffic

 

Niche Parade is a 20-metre wide road reserve with a 10-metre wide carriage way. Where it abuts the subject lot, the road reserve width is 25 metres with a 14-metre wide carriageway accommodating a right-turn slip lane.

 

The City, to date, has not taken a traffic count on this road. The Traffic Impact Assessment (TIS) submitted by the applicant indicates that the current volume of traffic on Niche Parade is about 2,000 vehicles per day (vpd), which includes 1,300 vehicle trips per day generated by the Service Station.

 

The TIS states that the proposed development is expected to generate a traffic volume of 1,700 vpd and the possible future development of the vacant lots on Niche Parade is expected to generate 1,000 vpd. Therefore on the whole, Niche Parade will carry an estimated traffic volume of 4,700 vpd.

 

Niche Parade is an Industrial Road. The City’s Transport and Traffic section has advised that a 10-metre wide industrial road should be able to accommodate a traffic volume of 7,000 vpd. 

 

Sensitive Land Use

 

DPS 2 defines sensitive use as follows:

 

“Any use in which people involved in that use may have reason to object to, noise, dust, odour and other impacts which may arise from rural resources operations and includes, but is not limited to, residential, hospitals, schools, shops and all public establishment where food and drink is consumed.”

 

Although the above definition relates to noise etc. from a rural resource operation, on a similar vein, it is considered that by allowing the proposed additional use, concerns may be raised by those involved in that use about developments such as Industry-Hazardous land use on the adjoining vacant lots.

 

Currently the developed lots in the vicinity of the subject land contain uses such as Warehouse and Industry-light. While Warehouse is used for storage purposes and Industry-light is to be used for purposes as per the DPS 2 definition that ‘will not adversely affect the amenity of the locality by reason of the emission or light, noise, fumes, smell or smoke’, those who are involved in the use of Drive-Through Food Outlet, may not be concerned by the operation of Warehouse or Industry-light on the abutting vacant lots. In the event of City receiving a development application for a proposed Industry-Hazardous use on any of the adjoining vacant lots, it can be considered on its merits.

 

DPS 2 Objective

 

Clause 3.11.3 of DPS 2 states that non-industrial development is not favoured in the General Industrial Zone. Given the use of the subject site for industrial use is limited in view of the existing use on site and other approved uses, allowing the subject additional use is not considered to adversely impact on the General Industrial Zone.

Statutory Compliance

The scheme amendment will follow the statutory process outlined in the Planning and Development (Local Planning Schemes) Regulations 2015.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “2     Economy

2.1    Local Jobs

2.1.1  Develop strong economic hubs locally and near transport

 

 

 

Risk Management Considerations

There are no existing Strategic or Corporate risks within the City's existing risk registers which relate to the issues contained in this report.

Policy Implications

NIl

Financial Implications

Nil

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

 

1.       Pursuant to Section 75 of Planning and Development Act 2005 ADOPTS Amendment No. 154 to City of Wanneroo District Planning Scheme No. 2 (the amendment) by modifying Schedule 2 – Section 1 (Clause 3.20) – Additional Uses  by including the following entry and modifying the scheme map as shown in Attachment 2:

 

No.

Street/Locality

Particulars of Land

Additional Use and Conditions (where applicable)

A36

1-36

1 Niche Parade, Wangara

Lot 311

Drive-Through Food Outlet limited to a maximum net lettable area of 300m2

 

2.       Pursuant to Regulation 35(2) of the Planning and Development (Local Planning Schemes) Regulations 2015 (the Regulations), RESOLVES that the amendment is a Complex Amendment for the following reason:

a)      No Local Planning Strategy has been endorsed by the Western Australian Planning Commission to support the amendment;

3.       Pursuant to Regulation 37(2) of the Regulations, SUBMITS two (2) copies of the amendment document to the Western Australian Planning Commission for its consideration;

4.       Pursuant to Section 81 of the Planning and Development Act 2005 REFERS the amendment to the Environmental Protection Authority (EPA); and

5.       Subject to approval from EPA and the WAPC, ADVERTISES the amendment for a period of 60 days.

 

 

Attachments:

1.

Attachment 1 - 154

17/246502

 

2.

Attachment 2 - 154

17/291522

Minuted

3.

Attachment  3 - 154

17/247049

 

4.

Attachment 4 - 154

17/272478

 

 


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                           7


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                           8


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                                                               9


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                         10


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                             11

PS02-10/17       Retrospective Development Application for an increase in Fill and Retaining Walls at 4 Nott Place, Yanchep

File Ref:                                              DA2017/666 – 17/266491

Responsible Officer:                           Director Planning and Sustainability

Disclosure of Interest:                         Nil

Attachments:                                       7         

 

Issue

To consider an application for retrospective development approval for retaining walls and fill at Lot 337 (4) Nott Place, Yanchep.

 

Applicant

Mr Phillip Murrin

Owner

Mr Phillip Murrin and Jennifer Murrin

Location

Lot (337) 4 Nott Place, Yanchep

Site Area

810m2

DPS 2 Zoning

Residential R20

 

Background

Lot 337 (4) Nott Place, Yanchep (subject property) is situated where indicated on the plan included as Attachment 1. The subject property is zoned Residential under the City’s District Planning Scheme No. 2 (DPS 2).

 

It is noted that a retrospective development application incurs a fee of three times that of a standard development application. This increased fee is considered to encompass the processing fee of the development application and a penalty for developing without the required approvals first being obtained from the City.

 

Current Development on the Subject Property

 

The subject property is a vacant lot with substantial retaining and fill located on-site. At the time of writing, it is noted that there is several soak wells, a trailer and a temporary site office located towards the rear boundary of the property. The soil behind the front retaining walls has been excavated to accommodate the soak wells and septics system (refer to Attachment 2).

 

Consideration of Past Development Applications

 

In 2015, Administration received two development applications for works to occur on the subject property. Administration considered both those development applications under delegated authority and has approved the following works:

 

·    DA2015/248 approved a top of wall height for the retaining walls at the southern (front) boundary of 18.70 (Australian Height Datum) AHD height, western boundary of 19.20AHD, eastern boundary of 18.70AHD and the northern (rear) boundary of 19.20AHD.

·    DA2015/1349 granted retrospective approval for the top of wall height for the retaining walls at the northern (rear) boundary of 20.70AHD and formwork around a pool area.

 

The applicant also lodged a building permit for a two storey dwelling at the subject property following the determination of the development applications. The building permit lodged was inconsistent with the approved DA2015/1349. The applicant appealed the determination of

 

DA2015/1349 arguing that the approval permitted fill at the site of 19.20AHD. The State Administrative Tribunal (SAT) refused to allow the application to be reviewed as the time permitting such a review had expired. However, the SAT stated that the applicant could make a further application for the southern (front) and eastern retaining walls, and fill to 19.20AHD as provided in the subject application.

Detail

On 26 May 2017, Administration received an application for retrospective development approval for:

 

·    The retaining wall on the eastern side boundary of the subject property to 19.20AHD;

·    A retaining wall within the southern (front) setback area of the subject property to 19.20AHD; and

·    Fill placed on the subject land to a height 19.20AHD.

 

The plans lodged by the applicant in respect to this application are included as Attachment 3. The applicant stated that he is prepared to lower the height of fill from 19.20AHD throughout the site to 19.10AHD for the eastern and southern retaining walls, finished ground levels to 19.00AHD and the slab to 19.10AHD, noting that the ‘slab level’ only indicates retaining and fill (that is, no slab is indicated on the plans). The applicant was also able to confirm that they would not be seeking approval for the fencing shown on the plan. The applicant also stated that the driveway gradient and sightlines should not be considered as part of this application. The applicant’s desire to lower the ground levels and retaining walls has not been reflected in the submitted plans, the plans forwarded by the City to the adjoining neighbours for comments or the applicant’s submission.

Consultation

Public consultation was undertaken for a period of 21 days from 26 June 2017 to 17 July 2017 by way of a letter to landowners and occupiers of eight land parcels adjoining and opposite the subject property.

 

The letter invited landowners/occupiers to comment on the application for retrospective development approval before the City.

 

At the conclusion of the comment period five submissions were received, all objecting to the proposal. A summary of submissions received and Administration’s responses are shown in Attachment 4.

 

The main issues raised during the advertising period and following detailed assessment by Administration relate to:

 

·        Streetscape appearance; and

·        Access to sunlight.

Comment

In assessing the proposal, Administration has identified the following key aspects as discussed below.

 

Assessment against the Residential Design Codes (R-Codes)

 

In accordance with Part 2 of the R-Codes, if a proposal does not meet the 'deemed-to-comply' provisions, the City is to exercise its judgement to consider the merits of the proposal having regard to the relevant 'design principles'. As the retrospective application for retaining

 

 

walls and fill does not meet the 'deemed-to-comply' requirements of clauses 5.3.7 and 5.3.8 of the R-Codes in respect to the fill to 19.20AHD and the southern and eastern retaining walls, it has been assessed against the corresponding 'design principles’.

 

Administration’s assessment of the development against the corresponding design principles is provided below:

 

Design Principles – Clause

Administration Comments

Clause 5.3.7 P7.1

Development that considers and responds to the natural features of the site and requires minimal excavation/fill.

 

The development does not consider the natural features of the site and requires excessive fill throughout most of the subject property.

Clause 5.3.7 P7.2

Where excavation/fill is necessary, all finished levels respecting the natural ground level at the lot boundary of the site and as viewed from the street.

 

The southern (front) retaining wall has a height of between 1.325m (near vehicle access) and 1.610m (south western boundary) across the front boundary. When viewed from the street, the impact of the retaining wall to the streetscape is increased as the verge slopes down towards the street. Therefore the development does not respect the natural ground levels when viewed from the street.

Clause 5.3.8 P8

Retaining walls that result in land which can be effectively used for the benefit of residents and do not detrimentally affect adjoining properties and are designed, engineered and landscaped having due regard to clauses 5.3.7 and 5.4.1.

 

Whilst, the applicant has not demonstrated through a single house development application that the retained areas will benefit residents, the applicant has both a septic tank and swimming pool formwork approval. The increase in fill on the site from 18.70AHD to 19.20AHD is in additional 0.5m AHD and will not change the impact on privacy. Privacy or sunlight to adjoining properties is prevented by the existing masonry fence to the northern, western and eastern boundaries. It is noted however, there is a detrimental impact in terms of streetscape amenity given the height of the above-mentioned southern (front) retaining wall. 

 

The applicant has provided a copy of their submission as justification against the criteria in Attachment 5. A summary of the submission with Administration’s response is included in Attachment 6.

 

Assessment against Local Planning Policy 2.4 (LPP 2.4)

 

Local Planning Policy 2.4: Site Works and Retaining for Residential Development (LPP 2.4) states that (development applications or building permit) for site works (fill) or retaining should be made concurrently with an application for dwellings on a site. LPP 2.4 also states that an application to alter site levels for retaining walls prior to an application for dwellings being made will not be supported by the City. The circumstances of this proposal are complicated however by an approval that has been granted by the City’s Health Services for the installation of an apparatus for the treatment of sewage, in accordance with the Health (Treatment of Sewage & Disposal of Effluent & Liquid Waste) Regulations 1974 and with structural, hydraulic & geotechnical engineers design specifications & certifications. A footnote to the approval states that the approval should not be construed as support for any other related (actual or future) development on the land.

 

Administration considers the site survey provided in 2015 (Attachment 7) and submitted in DA2015/248 is an accurate measure to determine the natural ground levels (NGL) across the

 

 

site. The levels show the highest natural ground level at the north eastern corner at 19.34AHD and the lowest at 17.65AHD at the south-western boundary. LPP 2.4 specifies that in order to meet the design principles of clause 5.3.7 (P7.1 & 7.2) there should be equal amounts of cut and fill to establish finished ground levels. LPP 2.4 also specifies that fill and/or retaining to the highest level of a site is not appropriate. The middle of the site has a natural ground level of 18.32AHD indicating a steep natural rise to the rear western boundary of the property. Administration has undertaken an assessment of the NGL’s across the site in accordance with Figure 2a of LPP 2.4. Figure 2a specifies that the calculation of the average natural ground level is taken from five natural ground levels which occur at lot boundaries and the centre of the lot. The average NGL is calculated using the survey previously provided (Attachment 7) and calculated to be 18.41AHD. LPP 2.4 states that the building pad should then be established at a level no more than 0.3 metres above the average NGL of the site as calculated, resulting in 18.71AHD being the maximum appropriate building pad height level.

 

In addition to the deemed-to-comply requirements of clause 5.3.7 (C7.1) of the R-Codes, LPP 2.4 specifies that the proposal would require:

 

a)   The first terrace level if located within 1.0 metre of the front boundary should not exceed 0.5 metres in height; and

b)   Subsequent terraces should be spaced a minimum of 1.0 metre apart, and retaining wall height for terracing should not exceed 1.0 metre. 

 

If the applicant were to adhere to this policy provision it would require alterations to the southern (front) and eastern retaining walls. The approved location of the septic tanks located in the front setback may also need to be relocated or repositioned in the ground. Whilst the formwork of the pool has not been approved at a specific level, it is reasonable to assume the formwork of the pool is approved at a level of 18.70AHD which is the approved height of the retaining wall at the eastern boundary.

 

As outlined in LPP 2.4, filling or retaining to the highest level should not be supported in the absence of an application for a dwelling. Whilst the proposal has been considered in this instance, the fill is up to 19.20AHD which is at the higher natural levels existing on the site, and an equal amount of cut and fill has not been apportioned. The City’s LPP 2.4 calculates an average natural ground level across the site as being 18.41AHD and allows an additional 0.3m to suit any pad level. The proposed 19.20 AHD is inconsistent with the level considered suitable as calculated by LPP 2.4. Further LPP 2.4 compliments the provisions specified in the R-Codes and the proposed level of up to 19.20AHD is inconsistent with the level specified in the policy.

 

The fill and retaining walls are not considered to have a significant detrimental impact to adjoining owners in preventing access to sunlight, due to the orientation of the lots. The neighbours comments that the front setback area and streetscape does not look appealing is considered particularly relevant. When viewed from the street the retaining walls will create a flat block at a significantly higher level than the street, which could also permit a solid fence of up to 1.2m on top of the front retaining wall. In addition, the retaining walls should be terraced as per the specifications of LPP 2.4 which would better reflect the natural ground levels of the site. The retaining walls and fill are considered appropriate at the approved height of 18.70AHD.

 

Conclusion

 

In light of the above, Administration is recommending that Council refuse to grant approval of the application for retrospective development approval.

 

In respect to any non-compliance on the subject property following Council’s determination of this application; Administration can commence compliance proceedings against landowners pursuant to the City’s Local Planning Policy 4.14: Planning Compliance.

 

Following the Briefing Session, Administration contacted the applicant and offered to engage an independent planning consultant, at the City’s cost, to review the application prior to presentation to Council for a decision.

 

The City’s offer was not accepted, however, and the application is now required to be determined. 

Statutory Compliance

This application has been assessed in accordance with the City of Wanneroo’s District Planning Scheme No. 2.

 

Pursuant to Part 8.3(b) of the City’s Delegated Authority Register, the application may be considered under delegation if, it is the view of the Director, Planning and Sustainability, that the objections do not raise relevant planning considerations that cannot be specifically addressed or overcome by modifications to the proposal, or imposition of appropriate conditions of approval.

 

In this instance, Administration is of the opinion that the objection raises relevant planning considerations in relation to the fill and retaining walls. Therefore, the application cannot be considered under delegated authority and must be determined by Council.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “3     Environment (Built)

3.4    Activated Places

3.4.4  Improve local amenity by retaining and complementing natural landscapes within the built environmental

Risk Management Considerations

There are no existing Strategic or Corporate risks within the City's existing risk registers which relate to the issues contained in this report.

Policy Implications

The proposed development has been assessed against the provisions of the State Planning Policy 3.1 – Residential Design Codes (R-Codes) as well as the City’s Local Planning Policy 2.4 Site Works and Retaining for Residential Development (LPP 2.4).

Financial Implications

Should compliance proceedings against the landowner require to be initiated following Council’s decision on this development application, costs in undertaking such further proceedings would be dependent on the landowner’s further actions arising there from.

Voting Requirements

Simple Majority

 

 

 

 

Recommendation

That Council:-

1.       Pursuant to Clause 68(2)(c) of the Deemed Provisions of District Planning Scheme No. 2, REFUSES to grant approval of the application for retrospective development approval for fill and retaining at Lot 337 (4) Nott Place, Yanchep as shown in Attachment 3 for the following reasons:

a)      The development is inconsistent with the City’s Local Planning Policy 2.4: Site Works and Retaining for Residential Development and the relevant sections of State Planning Policy 3.1 The Residential Design Codes;

b)      The proposal does not complement the natural topography of the surrounding land;     

c)      The retaining walls and associated fill adversely impacts on streetscape amenity.

2.       ENDORSES Administration’s responses to the submissions as provided for in Attachment 4.

3.       NOTES that Administration will pursuant to the City’s Local Planning Policy 4.14 Compliance, commence actions against the landowners of Lot 337 (4) Nott Place, Yanchep necessary to bring this property into compliance with District Planning Scheme No. 2; and

4.       ADVISES the applicant and the submitters of this decision.

 

 

 

Attachments:

1.

Attachment 1 - 4 Nott Place, Yanchep

17/311244

 

2.

Attachment 2 - Site Photo's- 4 Nott Place, Yanchep

17/325691

 

3.

Attachment 3 - Subject Plans - 4 Nott Place, Yanchep

17/292942

Minuted

4.

Attachment 4 - Summary of Submissions - 4 Nott Place, Yanchep

17/317006

Minuted

5.

Attachment 5 - Martin Dickie Submission - 4 Nott Place, Yanchep

17/292954

 

6.

Attachment 6 - 4 Nott Place, Yanchep

17/317004

 

7.

Attachment 7 - Site Survey - 4 Nott Place, Yanchep

17/292962

 

 

 

 

 

 

 

 

 


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Assets

Asset Operations & Services

AS01-10/17       Highclere Boulevard and Hepburn Avenue Intersection Upgrade

File Ref:                                              3120V03 – 17/206774

Responsible Officer:                           Director Assets

Disclosure of Interest:                         Nil

Attachments:                                       3         

 

Issue

To consider the detailed design and cost estimate for constructing a roundabout at the intersection of Highclere Boulevard and Hepburn Avenue, Marangaroo. Refer Attachment 1 for locality plan.

Background

Council, at its meeting of 24 May 2016, considered Item No AS06-05/16 on safety improvements at the intersection of Highclere Boulevard and Hepburn Avenue and resolved as following:

 

“That Council:

1.  DOES NOT ENDORSE the proposed Intersection Modifications - Option B, for the intersection of Highclere Boulevard and Hepburn Avenue, Marangaroo as shown in City Drawing No.’s 3252-3-0;

2.  REQUESTS administration to undertake a detailed design and prepare cost estimate for the proposed Intersection Modifications - Option C, for the intersection of Highclere Boulevard and Hepburn Avenue, Marangaroo as shown in City Drawing No.’s 3252-1-0 and SEEKS a further report  by December 2016; and

3.  LISTS $25,000 for the detailed design of the Intersection Modification for the intersection of Highclere Boulevard and Hepburn Avenue, Marangaroo in 2016/17 Capital Works Program”

Following Council’s resolutions, $25,000 was listed in the City’s 2016/2017 Capital Works Program for undertaking a detailed design of the modification of the intersection of Highclere Boulevard and Hepburn Avenue, however due to Western Power delay in providing a quote to the City, the report could not be presented to Council earlier.

Detail

The intersection of Highclere Boulevard and Hepburn Avenue is currently constructed as a standard T-intersection with a seagull island in the median of Hepburn Avenue. The area around this intersection is predominantly residential with a small market garden abutting the northern side of Hepburn Avenue. This intersection was substantially modified in June 2012 to facilitate a dual carriageway on Hepburn Avenue which is now a dual carriageway ‘District Distributor A’ road with two lanes in each direction running east-west, carrying approximately 26,000 vehicles per day and operating with the posted speed limit of 70km/h. Highclere Boulevard is a ‘Local Distributor’ road in the City’s Functional Road Hierarchy and is constructed as a dual carriageway with one lane in each direction, carrying approximately 8,800 vehicles per day and operating under the default Built Up Area speed limit of 50 km/h.

 

In line with Council Resolution 2 above, Administration has undertaken a detailed design and prepared a cost estimate for the proposed intersection modifications - Option C, construction of a roundabout. Refer Attachment 2, Drawing No 3252-16-A. While Austroads design guidelines recommends using a circular central island in a roundabout to manage the speed through the roundabout, this could not be achieved in this instance due to constraints in the road reserve width.  An elliptical shaped central island has therefore been considered for the roundabout design similar to the roundabout constructed by MRWA at the intersection of Marmion Avenue and Mullaloo Drive as shown in Attachment 3.

 

Considering the non-standard shape of the roundabout, a third party independent road safety audit has been undertaken to review the safety aspects of the detailed design, and the recommendations of the audit have been incorporated as part of finalising the design. The estimated cost for the construction of the designed roundabout is $1.2M. Based on this cost estimate, Administration undertook a Benefit Cost Ratio (BCR); analysis utilising Main Roads crash data based on the previous five year period ie. 2012 to 2016. The BCR analysis produced a result of 0.68, i.e. for the cost of $1 the benefit received will be $0.68. The layout of this intersection was modified in June 2012 as part of the dual carriageway construction on Hepburn Avenue. Therefore the first six months of this data does not apply to the current intersection layout.

Consultation

Consultation with relevant internal and external stakeholders including Western Power has been conducted in developing the roundabout design. No community consultation has been undertaken at this stage in preparing this report. If Council resolves to proceed with the project, the adjacent affected residents and businesses will be informed about the decision prior to the project delivery which will be subject to allocation of funding in the Long Term Capital Works Program.

Comment

Council has considered two alternative options in the previous report to improve the safety at this intersection that were not accepted:

 

·    Option A closed off the right hand turn from Highclere Boulevard into Hepburn Avenue (estimated cost - $80,000 and BCR of 5.29). However, this option reduced the functionality of the intersection.

·    Option B was to move the right turn slip lane in Hepburn Avenue south, further into the median to improve the sight lines for traffic turning right from Highclere Boulevard on to Hepburn Avenue (estimated cost - $190,000 and BCR of 0.47). This BCR is less than Option C installation of a roundabout treatment with a BCR of 0.68.  

 

Although the BCR for the roundabout treatment is unlikely to secure Black Spot Funding as a routine application, this project can be submitted for funding in accordance with the Road Safety Audit (RSA) Stream for funding in the 2019/20 Black Spot Funding round. In November 2015, the City engaged consulting engineers Cardno to perform a Traffic Analysis and Feasibility Study for the intersection of Highclere Boulevard and Hepburn Avenue. Although this report is not strictly a RSA it addresses both the effect on traffic flow and the safety aspects of the existing intersection and the proposed treatment options. The probability of a successful funding application for this project is estimated as low to medium and depending on the other applications submitted may be successful in receiving funding.     

 

The construction of a roundabout at the intersection of Highclere Boulevard and Hepburn Avenue will result in three roundabouts on Hepburn Avenue within a distance of one kilometre and will impact the Level of Service for through traffic on Hepburn Avenue. The distance between each of these three intersections is approximately 405metres. Although this is closer than desirable for consecutive roundabouts on a District Distributor road, the impact on the level of service for through traffic should not be significant while the level of service for Highclere Boulevard will improve significantly.

While constructing a roundabout at the Highclere Boulevard and Hepburn Avenue intersection is considered a high cost ($1,200,000) with low BCR (0.68) option, this remains the most suitable option for improving safety at the intersection. It is expected to address the greatest number of crash types, and giving the best overall level of service for traffic movements through this intersection.

Statutory Compliance

Nil

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “3     Environment (Built)

3.5    Connected and Accessible City

3.5.1  Deliver local transport infrastructure including roads, footpaths and cycle ways to improve accessibility

Risk Management Considerations

There are no existing Strategic or Corporate risks within the City's existing risk registers which relate to the issues contained in this report.

Policy Implications

Nil

Financial Implications

The cost to undertake works to construct a roundabout at Highclere Boulevard and Hepburn Avenue is estimated to be in the order of $1,200,000. The City will submit a Black Spot Funding application for 2019/20 on the basis of a Road Safety Audit Project. Depending on the outcome of the application, the City may be required to fund one third (being $400,000) to the full cost (being $1,200,000) of the project cost. It is noted that this project is not listed in the City’s Draft Long Term Capital Works Program. 

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       RECEIVES the detailed design and NOTES cost estimate of $1,200,000 for the construction of a Roundabout at the intersection of Highclere Boulevard and Hepburn Avenue, Marangaroo as shown in the drawing No. 3252-16-A (Attachment 2);

2.       REQUESTS Administration to submit a Road Safety Audit stream Blackspot funding application for 2019/20 for the construction of a roundabout at the intersection of Highclere Boulevard and Hepburn Avenue, Marangaroo; and

 

3.       LISTS $1,200,000 for consideration in the Long Term Capital Works Program to construct a Roundabout at the intersection of Highclere Boulevard and Hepburn Avenue, Marangaroo noting that the project priority will be dependent on the outcome of the funding application noted in Item 2 above.

 

Attachments:

1.

Highclere Boulevard and Hepburn Avenue Intersection Locality Plan.

17/280362

 

2.

Hepburn Avenue Highclere Boulevard - Proposed Roundabout Drawing - 3252-16-A

17/280522

 

3.

Intersection of Marmion Avenue and Mullaloo Drive aerial photograph

17/207764

 

 

 

 

 

 

 

 

 

 

 

 


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Assets Maintenance

AS02-10/17       Tender No. 17077 - Quinns Beach Long Term Coastal Management Works

File Ref:                                              24685 – 17/258379

Responsible Officer:                           Director Assets

Disclosure of Interest:                         Nil

Attachments:                                       1         

 

Issue

To consider Tender No. 17077 for the Quinns Beach Long Term Coastal Management Works.

Background

The Quinns Rocks coastline has been subject to ongoing erosion over many years. The City has actively managed these erosion issues since 1996 via coastal engineering investigations, data collection, construction of coastal protective structures and ongoing coastal inspections and maintenance. Implementation of additional coastal management measures are required to address these issues in the longer term and reduce the risk of damage to public and private assets. 

 

The Quinns Beach Long Term Coastal Management Study commenced in September 2014 with the appointment of coastal engineering consultant, Cardno and was completed and received by Council at its meeting on 4 April 2017, Item No AS02-04/17 refers, and resolved to:

“1.     RECEIVES the Stage 3 Report and Detailed Design prepared by Cardno for the Quinns Beach Long Term Coastal Management Study;

2.       APPROVES the following staging of Quinns Beach Long Term Coastal Management Works:

·    2017/18: Construction of Groyne 4, beach re-nourishment and construction of a beach access ramp;

·    2018/19: Extension of Groyne 2 and beach re-nourishment; and

·    2019/20: Extension of Groyne 3 and beach re-nourishment;

3.       NOTES the funding submission submitted to the State Government in December 2016 for the Quinns Beach Long Term Coastal Management Works and REQUESTS the Mayor to write to the State Government seeking a response as a priority to enable delivery of the Project as per Resolution No. 2;

4.       AUTHORISES Administration to prepare tender documentation and advertise for the construction of the Quinns Beach Long Term Coastal Management Works, staged over three years commencing 2017/18 including:

·    2017/18: Construction of Groyne 4, beach re-nourishment and construction of a beach access ramp;

·    2018/19: Extension of Groyne 2 and beach re-nourishment; and

·    2019/20: Extension of Groyne 3 and beach re-nourishment;

5.       AUTHORISES Administration to prepare tender documentation and advertise for the design and construction of pedestrian beach access staircases south of Groyne 1 and at Waterland Point with construction works to be undertaken in 2017/18;

6.       APPROVES the allocation of a further $1.8M in 2018/19 and $1.7M in 2019/20  from the Strategic Projects/Initiatives Reserve for Stages 2 and 3 of the Quinns Beach Long Term Coastal Management Works respectively; and

7.       REQUESTS Administration to prepare Coastal Adaptation and Protection Grant Funding submissions to the Department of Transport for the Quinns Beach Long Term Coastal Management Works.” 

The Quinns Beach Long Term Coastal Management Study has greatly increased the understanding of local sand transport along the Quinns Rocks coastline through the collection and analysis of local met-ocean data and the development of coastal numerical models. This technical investigation, along with a comprehensive community engagement programme, has enabled the selection of the most appropriate option to address the ongoing coastal erosion issues. The recommended option includes the extension of Groyne 2 (middle groyne) and Groyne 3 (northern groyne) and construction of a new groyne (Groyne 4). The extended and additional groynes will result in additional sand to be trapped within the coastal compartments created by the groynes as the sand moves along the coast, resulting in a wider beach and buffer against erosion events during winter storms. This option also allows the City to maintain the existing Quinns Beach carpark which will assist in meeting the future parking demands for this popular section of coast.

 

Coastal construction works will be staged over three years as follows:

·    Construction Stage 1 (2017/18) – Construction of Groyne 4, Beach Re-nourishment (8,400 m3), Groyne 4 Beach Access Ramp and all associated works;

·    Construction Stage 2 (2018/19) – Extension of Groyne 2 by 45m, Beach Re-nourishment (14,400 m3) and all associated works; and

·    Construction Stage 3 (2019/20) – Extension of Groyne 3 by 15m, Beach Re-nourishment (10,800 m3) and all associated works.

 

This staged construction approach will enable construction works to be restricted to calm weather periods during the summer season, limit interruption to beach users and assist with budgeting requirements by allowing annual funding submissions to the State Government. It will also enable coastal monitoring to be undertaken between construction stages to assess the on-site impacts of each new or extended groyne structure prior to commencement of the subsequent construction stage.

 

This report considers the outcome of Tender No. 17077 for the Provision of Major Works for Quinns Beach Long Term Coastal Management Works.

Detail

Tender No. 17077 for the Provision of Major Works for Quinns Beach Long Term Coastal Management Works was advertised on 1 July 2017 and closed on Tuesday 8 August 2017. A copy of the Request for Tender document is available in the Elected Members Reading Room.

Five addenda were issued during the tender period relating to technical queries raised by tenderers prior to and during a non-mandatory contractor site meeting held on 1 August 2017.

 

 

 

 

 

Essential details of the proposed contract are as follows:

 

Item

Detail

Contract Form

Construction: Major (CoW amended AS4000-1997)

Contract Type

Lump Sum

Contract Duration

3 years

Commencement Date

1 November 2017

Practical Completion  Dates

Construction Stage 1 (estimated) April 2018

Construction Stage 2 (estimated) April 2019

Construction Stage 3 (estimated) April 2020

Extension Permitted

No

Defects Liability

12 months from Practical Completion of each Construction Stage.

 

Tender submissions were received from the following:

·    Neo Infrastructure Pty Ltd;

·    WA Limestone and Italia Stone Group Joint Venture;

·    Delta Civil (WA) Pty Ltd; and

·    D. B. Cunningham Pty Ltd t/a Advanteering Civil Engineers.

 

Alternative tenders were also received from Neo Infrastructure Pty Ltd and WA Limestone and Italia Stone Group Joint Venture. Upon review of the alternative tenders by the City, Department of Transport and coastal engineering consultant, Cardno, these proposals were determined to be unacceptable from a coastal engineering design and maintenance perspective.

 

The Tender Evaluation Panel comprised:

·    Manager Assets Maintenance, Assets Maintenance;

·    Project Manager Coastal Projects, Assets Maintenance;

·    Project Manager Infrastructure Projects, Infrastructure Capital Works; and

·    Occupational Safety & Health Officer, People and Culture.

 

Oversight to the tender assessment process was undertaken by the City’s Contracts Officer.

Tender submissions were evaluated in accordance with the following selection criteria:

Item No

Description

Weighting

1

Price for Works

30%

2

Methodology

15%

3

Demonstrated Experience in Similar Works

35%

4

Safety Management

20%

 

Specific details are provided below under each selection criterion.

 

Evaluation Criteria 1 - Price for Works (30%)

 

Evaluation of this criterion was based on the total lump sum price of all three construction stages (Schedule 1 – Price Schedule) in conforming tender submissions. A summary of the pricing has been prepared, refer Attachment 1. The lump sum price ranking is summarised below:

 

 

 

 

Tenderer

Ranking

Delta Civil (WA)

1

Advanteering Civil Engineers

2

Neo Infrastructure

3

WA Limestone and Italia Stone Group Joint Venture

4

 

Evaluation Criteria 2 - Methodology (15%)

The tenderer’s understanding of the scope of works was assessed through the methodology provided in tender submissions. This included assessment of construction programme and methodology statements in relation to the main components of the works including clearing/earthworks, groyne construction, beach re-nourishment, beach access ramp construction and dune rehabilitation.

WA Limestone and Italia Stone Group Joint Venture provided a detailed construction methodology statement covering the main components of the works whilst identifying certain construction challenges. This provided a good indication of the tenderer’s understanding of the proposed scope of work. Their methodology along with the submitted detailed construction programme provides assurances that the scope of works could be undertaken as proposed and to a high standard.

Advanteering Civil Engineers and Delta Civil both provided detailed construction methodologies addressing the main components of the proposed scope of works. Certain details of Advanteering’s methodology appeared to be more suited to protected waters rather than an open coastal environment. Delta Civil’s methodology provided sufficient detail and understanding of the scope, however a detailed construction programme was not provided in their tender submission.

Neo Infrastructure provided a detailed construction methodology, however their submission identified potential construction issues with the design included in the scope. Two potential groyne construction methodologies were provided, however no assurances were provided to confirm the suitability of either method.

The assessment of this criterion has resulted in the following ranking:

Tenderer

Ranking

WA Limestone and Italia Stone Group Joint Venture

1

Advanteering Civil Engineers

2

Delta Civil (WA)

2

Neo Infrastructure

4

 

Evaluation Criteria 3 - Demonstrated Experience in Similar Works (35%)

 

The tenderer’s relevant experience in recent similar works was assessed for both the company and nominated personnel for the project. This was based on assessment of staff CV’s, descriptions of recent relevant projects and company capability statements.

 

WA Limestone and Italia Stone Group Joint Venture provided examples of extensive experience in the construction of rock armoured coastal protection works throughout Western Australia. All examples of recent similar works are relevant to the proposed works and groynes similar in design to that proposed at Quinns Beach have been constructed successfully in an active coastal environment.

 

Neo Infrastructure’s submission provides examples of coastal protection construction projects. Although numerous examples of sandbag construction projects are detailed, rock armour construction experience is also demonstrated sufficiently. Neo Infrastructure demonstrated successful completion of a number of coastal protection works in active coastal environments and provided evidence of positive feedback from Clients.

 

Advanteering Civil Engineers submission demonstrated noteworthy marine construction experience. Relevant projects however were not undertaken in an exposed and active wave environment. Therefore, the difficulties that are likely to be encountered during construction at Quinns Beach due to wave action have not previously been experienced by Advanteering based on their tender submission.

 

Delta Civil has provided an indication of coastal construction experience through the involvement of two of their staff members in previous breakwater projects. It was unclear from their submission as to the extent and their involvement of those works. Their submission acknowledges that Delta Civil as a company have not had previous direct experience in the construction of groynes.

 

The assessment of this criterion has resulted in the following ranking:

Tenderer

Ranking

WA Limestone and Italia Stone Group Joint Venture

1

Neo Infrastructure

2

Advanteering Civil Engineers

3

Delta Civil (WA)

4

 

Evaluation Criteria 4 - Safety Management (20%)

Evidence of safety and quality management systems was assessed from the tender submissions. The assessment for safety management was based on the tenderers’ responses to an Occupational Health and Safety Management System Questionnaire and supporting documentation included within the tender documentation.

WA Limestone and Italia Stone Group Joint Venture, Neo Infrastructure and Delta Civil (WA) all scored equally under this evaluation criterion and provided details of very good safety management systems along with evidence of completed safety documentation and application on site during previous relevant projects.

Advanteering Civil Engineers also provided evidence of a very good safety management system, however example safety documentation were not directly applicable to high risk works in a coastal/open ocean environment and they were subsequently scored lower on this basis.

The assessment of this criterion has resulted in the following ranking:

Tenderer

Ranking

WA Limestone and Italia Stone Group Joint Venture

1

Neo Infrastructure

1

Delta Civil (WA)

1

Advanteering Civil Engineers

4

 

Overall Weighted Assessment and Ranking

Tenderer’s submissions were reviewed in accordance with the Tender Evaluation Plan with the following key observations:

·    The key component of the tender evaluation is demonstrated experience (35%) and price (30%); and

·    The tenderers’ bids were evaluated in accordance with the selection criteria and were assessed as having the necessary resources, previous experience, capability and safety and quality management systems to undertake the tender.

 

Tenderer

Ranking

WA Limestone and Italia Stone Group Joint Venture

1

Delta Civil (WA)

2

Neo Infrastructure

3

Advanteering Civil Engineers

4

The overall weighted assessment resulted in the following tenderer ranking:

Consultation

Community Engagement

The Quinns Rocks community was engaged via a comprehensive community consultation programme throughout the Quinns Beach Long Term Coastal Management Study. Community feedback was used in the assessment of coastal management options and selection of the recommended option.

 

The Quinns Beach Long Term Coastal Protection Community Reference Group continues to meet on a regular basis to discuss project milestones and provide community input into future plans for implementation of coastal management measures. The group will be updated with the outcome of the tender process at a future meeting after the tender award. The local community will also be advised of the construction program at each stage of the works by way of on-site signage and letters.

 

Department of Transport

The Department of Transport (DoT) has provided assistance throughout the Quinns Beach Long Term Coastal Management Project including comments on the consultancy scope of work, involvement in tender evaluation and clarifications, attendance at key meetings with the City and review of technical documentation. DoT has also provided data necessary for the Quinns Beach Long Term Coastal Management Study including hydrographic survey data and met-ocean data and financial assistance through the Coastal Adaptation and Protection (CAP) Grant programme described below.

Comment

The tender submission from WA Limestone and Italia Stone Group – Joint Venture achieved the highest overall ranked score in accordance with the assessment criteria and weightings as detailed in the Tender Evaluation Plan. The tender submission was therefore shortlisted for further consideration.

 

During the tender evaluation process, discussions between the City of Wanneroo, Department of Transport and coastal engineering consultant, Cardno, identified that minor  changes to the groyne design could result in a simpler construction process, safer working environment and potential cost saving for the City. Following the initial shortlisting of a preferred tenderer, a workshop was then held on 28 August 2017 between the City, Department of Transport, Cardno and representatives from the shortlisted tenderer (WA Limestone and Italia Stone Group – Joint Venture) to determine whether the minor design changes would compromise the coastal engineering stability of the structure or long term maintenance requirements for the City. The minor change to the groyne design was agreed at the workshop and is as follows:

 

·    Offshore section of all groynes – replacement of geotextile at the groyne toe with the extension of secondary armour material beneath the primary armour; and

·    Areas where limestone bedrock is found – primary armour is to be trenched into the existing limestone bedrock.

 

Updated groyne design drawings were then developed and provided to the shortlisted tenderer for their consideration of a revised pricing schedule and methodology statement based on the minor design modifications. The financial implications of this minor variation based on updated Price Schedules provided by the shortlisted tenderer, WA Limestone and Italia Stone Group Joint Venture are included in Attachment 1.

 

This minor design change is recommended to be adopted as a minor variation before entry into Contract in accordance with the Local Government (Functions and General) Regulations 1996, Part 4, Division 2, Regulation 20 (1); “Variation of requirements before entry into contract”.

 

It is therefore recommended to accept the WA Limestone and Italia Stone Group Joint Venture tender for Tender No. 17077 for the Provision of Major Works for Quinns Beach Long Term Coastal Management Works, subject to a minor variation before entry into Contract as identified above.

 

It is noted that the design and construction of two beach access staircases south of Groyne 1 and at Waterland Point (northern extent of the Quinns Dog Beach) forms a separate Tender (Tender No. 17076) which is currently in the tender evaluation phase. These works will be scheduled as follows:

·    Groyne 1 Beach Access – to be completed as soon as possible following Tender award; and

·    Waterland Point Beach Access – installation works to commence following practical completion of Groyne 4 works (Construction Stage 1) in order to limit disruptions to the Quinns Dog Beach access points.

Statutory Compliance

Tenders were invited in accordance with the requirements of Section 3.57 of the Local Government Act 1995. The tendering procedures and evaluation complied with the requirements of Part 4 of the Local Government (Functions and General) Regulations 1996.

 

The following approvals and advice has been sought from the following State Government agencies with regards to the implementation of the Quinns Beach Long Term Coastal Management Project:

 

·    Department of Planning, Lands and Heritage

Confirmation has been received that a Development Application is not required for these works since all works fall within the definition of “public works” as per Section 2 of the Public Works Act.

Advice received indicates that granting of tenure to encompass the groyne boundaries will require further discussion with the Department of Planning, Lands and Heritage legal department to confirm the process. However, no delays are anticipated and issues are expected to be resolved by the end of October 2017.

Confirmation has been received that there are no Registered Aboriginal Heritage Sites within the boundary of the proposed coastal management works at Quinns Beach.

 

·    Department of Water and Environmental Regulation – Clearing Permit Approval has been received.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “3     Environment (Natural)

3.1    Resource Management

3.1.1  Minimise impacts of climate change

 

“3      Environment (Natural)

                   3.2     Enhanced Environment

3.2.1  Maximise the environmental value of beaches, nature reserves and parklands”

Risk Management Considerations

Risk Title

Risk Rating

ST-S06 Climate Change

High

Accountability

Action Planning Option

Director Planning and Sustainability

Manage

 

Risk Title

Risk Rating

CO-022 Environmental Management

High

Accountability

Action Planning Option

Director Planning and Sustainability

Manage

 

The above risks relating to the issue contained within this report have been identified and considered within the City’s Strategic/Corporate risk registers. Action plans have been developed to manage/mitigate/accept this risk to support existing management systems.

It is noted that the ongoing coastal erosion risks pending the implementation of the Quinns Beach Long Term Coastal Management works are being managed via ongoing monitoring and implementation of coastal maintenance works, such as beach re-nourishment, and emergency coastal protection works as required.

Social and Environmental Considerations

Social considerations have been addressed during the Quinns Beach Long Term Coastal Management Study via a comprehensive community consultation process which provided community input into the assessment of coastal management options and selection of the recommended option.

 

Disabled access was considered as part of the assessment of beach access options, however due to cost and site constraints, universal access to Groyne 4 was not possible. However, the existing beach access ramp at the southern end of Quinns Beach in front of the Quinns Mindarie Surf Life Saving Club provides universal access to the beach.

Environmental impacts have been considered in the scope of the works to ensure that disturbance to dune habitat is minimised. The coastal management option provides protection to coastal assets landward of the beach which includes existing flora and fauna. Also, any areas of cleared/disturbed dune vegetation will be rehabilitated with matting and planting of native dune species. A clearing permit has recently been approved by the Department of Water and Environmental Regulation for all stages of the works.

 

Broader Economic Impact Implications for the City of Wanneroo

Completion of the proposed Contract Works will provide additional coastal protection to the public and private coastal assets along the Quinns Rocks coastline. This will help to improve beach amenity and potentially increase the number of visitors to the area. Resulting benefits to small businesses and adjacent property values may result from the completion of the proposed works which may also increase the tourism value of the area.

 

The WA Limestone and Italia Stone Group Joint Venture has advised that the majority of limestone and sand required for these works will be sourced from the local quarries; and 10 employees proposed to be working on this project live locally. In addition, other material and resources are proposed to be acquired from the Perth Metropolitan area.

 

Financial and Performance Risk

Financial Risk

A financial risk assessment was undertaken as part of the tender evaluation process and the outcome of this independent assessment by Corporate Scorecard Pty Ltd advised that the WA Limestone and Italia Stone Group Joint Venture submission was assessed with only a marginal financial capacity to meet the requirements of the contract. The Corporate Scorecard report identified a number of further options/recommendations to be considered including the following:

·    Security to be obtained in the form of a Bank Guarantee or Surety Bond from a suitable Tier 1 issuer with an investment grade credit rating, for the duration of the contract and any warranty/defects liability period.

·    Given the proposed contract would represent a high level of exposure to the subject, it should provide evidence of sufficient operational resources to undertake the contract. If there is to be a material reliance on a subcontractor(s), we recommend that an assessment be undertaken on the subcontractor(s).

·    Given that the proposed contract represents a high level of exposure, we recommend that prompt payments are made by the client to ensure the subject's cash flow is not materially impacted.

·    Consideration should also be given to undertaking a financial assessment on the separate corporate partners, PMR Quarries Pty Ltd and Italia Stone Group Pty Ltd to determine their financial capacity to support the contract being tendered for by the subject.

·    As the proposed contract is multi-year, we recommend that if the contract is to be awarded to the subject a reporting covenant be imposed requiring the subject to participate in an ongoing financial monitoring regime throughout the course of the contract, requiring the provision of financial statements and other information to support ongoing financial reviews (at the request of the principal). A termination clause should be included in the event of an unsatisfactory assessment.

 

The reason for the Corporate Scorecard assessment result is considered a consequence of limited recent joint venture works being undertaken by the respective companies. The City has undertaken the following steps to implement the recommendations from the Corporate Scorecard report:

·    A security in the form of a Bank Guarantee is to be obtained as a condition of the contract award;

·    Evidence has been received of the organisational resources to undertake the major construction elements of the works as outlined within the tender. There is only a small component of works to be delivered by nominated sub-contractors, including landscaping, fencing and concrete works;

·    The City will ensure prompt payment of invoices in accordance with the timeframes as indicated in the general conditions of contract;

·    Separate independent assessments by Corporate Scorecard Pty Ltd were undertaken on the two individual companies forming the joint venture. The outcome of these individual assessments indicated that PMR Quarries Pty Ltd as Trustee for WA Limestone Unit Trust and Italia Stone Group Pty Ltd each have a “very strong” financial capacity to meet the requirements of the contract; and

·    A reporting covenant is being imposed throughout the contract enabling the City to request ongoing financial monitoring.  

 

Performance Risk

Independent reference checks with the Department of Transport have also indicated that WA Limestone and Italia Stone Group Joint Venture has a very good standard of work, can complete projects on time and on budget and are recommended for similar projects.

Policy Implications

The Quinns Beach Long Term Coastal Management Study has been undertaken with consideration of the State Coastal Planning Policy 2.6 (SPP 2.6) and the City’s Local Planning Policy 4.21 – Coastal Assets Policy.

 

Tenders were invited in accordance with the requirements of the City’s Purchasing Policy.

 

The Coastal Protection Policy for Western Australia is now obsolete and the Department of Transport is nearing completion of a review process which will produce a new document summarising State Government’s role with regards to coastal hazard management. Meanwhile, the Department of Transport has been kept well informed throughout the study with involvement in technical reviews and funding via the Coastal Adaptation and Protection Grants programme.

Financial Implications

Based on the recommended tenderer’s lump sum price, 2017/18 expenditure and commitments, adopted Capital Works Budget for 2017/18, approved grant funding and allocated Capital Works Budget in the Long Term Capital Works Program, the project cost/estimated expenditure for implementation of the Quinns Beach Long Term Coastal Management Works is summarised below.

 

PR-2561 (2017/18 to 2019/20)

Description

Expenditure

Budget

Budget:

 

 

Adopted Capital Works Budget for 2017/18 (PR-2561)

 

$2,950,000

Approved State Government Grant Funding for 2017/18

 

$299,212

Capital Works Budget 2018/19 (PR-2561) - Listed

 

$2,800,000

Capital Works Budget 2019/20 (PR-2561) - Listed

 

$1,700,000

Expenditure:

 

 

Expenditure for the period 1 July 2017 to date

$1,241

 

Commitment to date

$9,500

 

Project Management Fees

$250,000

 

Coastal Management Works based on recommended tender price (Tender No. 17077) including minor variation before entry into Contract

$6,766,245

 

Estimated Cost for 2 Beach Access Staircases at Quinns Beach (Tender No. 17076, Tender evaluation is underway)

$500,000

 

Contingency

$220,000

 

 

 

 

Total Estimated Expenditure

$7,746,986

 

Total Funding commitment/allocation for PR-2561

 

$7,749,212

 

The City of Wanneroo recently received approval for two 2017/18 Coastal Adaptation and Protection (CAP) Grants in June 2017, one of which relates to Stage 1 of the Quinns Beach Long Term Coastal Management Works. This Grant will contribute $299,212 towards the Stage 1 works – Construction of Groyne 4, Beach Re-nourishment (8,400 m3) and Groyne 4 Beach Access Ramp. A budget variation to include the Coastal Adaptation and Protection (CAP) Grant funding is reflected in the recommendation below.

 

It is noted that a separate funding application was also submitted to the State Government in December 2016 requesting a 50% contribution towards the long term coastal management works at Quinns Beach on the basis that the works will not only enhance beach amenity for the community, but will also protect both public and private coastal assets including State Government owned public utilities and private residences. A response was received in June 2017 which indicated that the requested funding from the State Government was not available. The City will continue to apply for CAP Grants in subsequent financial years (2018/19 and 2019/20), however even if successful, this funding will be limited to the maximum grant amount of $300,000.

 

Final funding requirements for 2018/19 and 2019/20 will be confirmed as part of the annual budget processes noting that funding for the subsequent financial years works is currently listed in the City’s Long Term Financial Plan.

Voting Requirements

Absolute Majority

 

Recommendation

That Council:-

 

1.       ACCEPTS a minor variation of groyne design before entry into Contract in accordance with Regulation 20 (1) of the Local Government (Functions and General) Regulations 1996;

 

2.       ACCEPTS the tender submitted by WA Limestone and Italia Stone Group Joint Venture for Tender No. 017077 for the Provision of Major Works for Quinns Beach Long Term Coastal Management Works for a lump sum price of $6,766,245.56 noting that:

 

a)      construction works shall be staged over three financial years commencing 2017/18; and

b)      the lump sum price is amended as inclusive of the minor variation before entry into Contract in accordance with Local Government (Functions and General) Regulations 1996;

 

3.       ACCEPTS Grant Funding from the State Government of $299,212 as part of the 2017/18 Coastal Adaptation & Grant (CAP) funding submission;

 

4.       APPROVES by ABSOLUTE MAJORITY the following variation to the budget to reflect the receipt of $299,212 CAP grant funding:

          INCOME

Description

GL Account/

Capital Project

Approved Budget

Additional Budget

Revised Budget

Quinns Beach Coastal Protection Works

PR-2561

$0

$299,212

$299,212

          EXPENDITURE

Description

GL Account/

Capital Project

Approved Budget

Requested Additional Budget

Revised Budget

Quinns Beach Coastal Protection Works

PR-2561

$2,950,000

$299,212

$3,249,212

 

5.       THANKS the members of the Quinns Beach Long Term Coastal Management Community Reference Group for their input in the development of this project.  

 

 

Attachments:

1.

Attachment - Tender No 17077 -  Lump Sum Pricing

17/320490

 

 

 

 

 

 


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Community & Place

Cultural Development

CP01-10/17       Early Childhood Strategic Plan 2017/18-2019/20

File Ref:                                              20637 – 17/305283

Responsible Officer:                           Director, Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       3         

 

Issue

To consider the draft Early Childhood Strategic Plan and revised Early Childhood Policy.

Background

The City’s Corporate Business Plan for 2016/17 included a priority to Develop an Early Childhood Strategic Plan for 2017/18 – 2019/2020 (Attachment 1).  The previous Early Childhood Policy (Attachment 2) has also been reviewed to incorporate administrative changes aligned to a new policy template and organisational structure (Attachment 3).   

 

The attached plan has been established to build on the significant achievements of the City’s first Early Childhood Strategy, which has culminated in successful outcomes for the community.  The most recent results from Australian Early Development Census (AEDC), conducted in 2015, show that while 21.2% of five year old children in the City remain vulnerable in one or more domains, this is a 3.8% improvement since the AEDC commenced in 2012.

Detail

The City of Wanneroo is widely recognised as a leader in facilitating effective, evidence based early childhood initiatives for its community.  As with its inaugural strategy, this plan emphasises the need for the City to continue to work collaboratively with our partners and the community so that children in their formative years are provided with opportunities to be healthy and socially, emotionally and cognitively prepared for success in school and life.  The development of this new plan has been guided by the City’s demographics, results from the AEDC and the aspirations of our community as established through consultation with partners, parents and the broader community.

 

Strategies and actions included in the plan are linked to four priorities:

1.   Leadership and advocacy to increase community understanding of and support for high quality early childhood learning and development opportunities throughout the City.

2.   Support and strengthen a connected network of partners to provide quality early learning services in the City, promoting a common agenda that reflects the shared responsibility for our young children.

3.   Provide families with access to high quality early learning facilities, programs and services that are affordable and culturally relevant to those who require them.

4.   Maximise existing infrastructure and projects to create high quality early learning environments.

Consultation

In preparing this draft plan, there has been consultation with all members of the Wanneroo and Surrounds Early Years Network (WASEY) as well as with community members via this network and through the City’s early years programs held in libraries and community centres.

Comment

Early childhood is identified as the period from birth to eight years of age and extensive international research demonstrates that relevant, high quality family and community experiences play a vital role in nurturing young children from birth.  It is in a child's first five years that their physical, emotional and cognitive skills develop at a faster rate than at any other stage of life.  Seventy five percent of a child's brain development occurs in their first three years of life.  Biological and scientific research compelling shows that as well as their genes, a young child's environment and experiences impact on their brain development and therefore on their overall development – physical, cognitive, language, social and emotional.  Facilitating the health and wellbeing of the next generation of our community will cultivate a skilled workforce and healthy, engaged citizens to meet the economic and social challenges of the future in the City of Wanneroo.

Statutory Compliance

Nil

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “1     Society

1.1    Healthy and Active People

1.1.1  Create opportunities that encourage community wellbeing and active and healthy lifestyles

Risk Management Considerations

There are no existing Strategic or Corporate risks within the City's existing risk registers which relate to the issues contained in this report.

Policy Implications

Nil

Financial Implications

Expenditure associated with the revised Early Childhood Policy and Early Childhood Strategic Plan 2017/18 – 2019/20 is supported through the City’s operating budget.  External funding through grant applications will be sought for the implementation of actions where additional funding is required.

Voting Requirements

Simple Majority

 

 

 

 

Recommendation

That Council:-

1.       ADOPTS the Early Childhood Strategic Plan as per Attachment 1; and

2.       ENDORSES the revised Early Childhood Policy as per Attachment 3.

 

 

 

Attachments:

1.

Early Childhood Strategy  Dec16

16/424717

Minuted

2.

Early Childhood Policy

14/168055

 

3.

CITY OF WANNEROO Policy Manual Early Childhood Policy

16/240368

Minuted

 

 

 

 


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CP02-10/17       Installation of Commemorative Plaque at Wanneroo War Memorial

File Ref:                                              20844 – 17/323057

Responsible Officer:                           Director Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       1         

 

Issue

To consider the placement of a commemorative plaque within the City of Wanneroo’s War Memorial Precinct.

Background

The Wanneroo RSL Sub-Branch (Wanneroo RSL) has submitted an application (Attachment 1) to the City of Wanneroo requesting that a memorial plaque be installed at the Wanneroo War Memorial to commemorate John Rogers Hall, the only known serviceman from the City of Wanneroo who perished during the Korean Conflict of 1950-1953.  If approved, the Wanneroo RSL intends to hold a Dedication Ceremony at the Commemorative Service to mark Remembrance Day on the 11 November 2017.

Detail

Details of the proposed plaque are as follows:

 

·        Bronze plaque 380mm by 280mm.

 

·        Plaque to contain; crucifix (to left), crest, and wording to read ‘IN MEMORY OF A SOLDIER OF THE WANNEROO DISTRICT WHO PAID THE SUPREME SACRIFICE IN THE KOREAN WAR 1950-1953. NO5/400213 PTE AUST ARMY JOHN R HALL LEST WE FORGET’.

 

Installation is proposed for October 2017 in preparation for the Remembrance Day Service on the 11 November 2017.

Consultation

There has been consultation with representatives from the Wanneroo RSL and the City’s Governance, Facilities and Planning Units in the preparation of this report. 

Comment

Placement of the plaque is in line with the City of Wanneroo’s ‘Naming of City Assets and Memorials Policy’, specifically: Category 2 – Commemorating individuals, groups or events through Memorials and/or Commemorative Plaques.

 

Administration recommends that the plaque is placed on the semi-circular wall that frames the war memorial obelisk. The wall has existing plaques and has the capacity for more plaques to be added (if required).  The Wanneroo RSL has indicated its support for this project and location.  The location is also supported by the above policy which states:

 

·        “Memorials are to be appropriately located. Applicants must consider whether the memorial will enrich a public open space and should be carefully balanced against public benefits;

 

·        Not compromise the aesthetic integrity of the site nor interfere or disturb the fabric or character of the proposed site.”

 

The placement of the plaque provides an opportunity for the City to support veterans and acknowledge the efforts of ex-servicemen who served in the Korean War. The plaque offers the opportunity to respectfully provide an enduring legacy to these veterans and provide a focal point for community response and expressions of support.

Statutory Compliance

Nil

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “1     Society

1.3    Distinctive Places

1.3.1Create distinctive places based on identity of areas

Risk Management Considerations

There is no existing Strategic or Corporate risks within the City’s existing risk registers which relates to the issue contained in this report. 

Policy Implications

Naming of City Assets and Memorials Policy

Financial Implications

As per the Policy, the Wanneroo RSL intends to cover all costs associated with the design, manufacture, installation and maintenance of the plaque and the organisation and funding of the commemorative ceremony.

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       SUPPORTS the placement by the Wanneroo RSL of a memorial plaque acknowledging the only known serviceman from the City of Wanneroo who perished during the Korean War. The plaque is to be installed on the semi-circular wall of the Wanneroo War Memorial; and

2.       APPROVES the Wanneroo RSL holding a Ceremony of Dedication to acknowledge the installation of the plaque.

 

 

Attachments:

1.

Memorial Plaque Application - John Rogers Hall - War Memorial Wall - Memorial Park

17/186015

 

  


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Community Facilities

CP03-10/17       Edgar Griffiths Park Projects - Outcome of Community Consultation and Concept Approval

File Ref:                                              24615 – 17/305963

Responsible Officer:                           Director Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       5         

 

Issue

To consider the proposed concept design for the development of the Edgar Griffiths Park Sports Amenities Building, Floodlighting and Oval Extension.

Background

Edgar Griffiths Park (Reserve No: 36601) is located at 60 Garden Park Drive, Wanneroo Attachment 1. The land was vested in the City of Wanneroo in 1987 for the purposes of Public Recreation.

 

Edgar Griffiths Park comprises of two land parcels.  The area directly adjacent to Garden Park Drive (Lot 10080) is currently used for formal sporting activities (i.e. AFL and cricket) and passive recreation (i.e. dog walking) and is 14.7ha in size.  This portion is zoned Parks and Recreation. The east land parcel (Lot 10857) has an area of 9.2 ha and is zoned Parks & Recreation as well as Regional Parks and Recreation, however approximately 5.8 ha of this site to the north/east is bush forever and is fenced with conservation fencing.  This section of land is not subject to this proposed development.

 

Edgar Griffiths Parks has previously been the subject of a Master Planning exercise in 2004. While the draft Master Plan was released for community consultation, it was not formally considered by Council due to the Motion on Notice (MN02-10/04) outcome from the Council Meeting held on 12 October 2004.  

Detail

PR-4010 Sports Amenities Building

The location of the proposed new sports amenities building is on the southern boundary of the active reserve and will replace the existing toilet/changeroom facility.  The concept plan has been included as Attachment 2 and was used as the basis for the consultation process. 

 

The concept plan includes:

 

Element

Description

Changerooms

2 x 42m2 changeroom facilities including an amenities area for each changeroom.

Storerooms

2 x 20m2 user group external storerooms.

First Aid Room

10m2 first aid room

Umpires room

includes 1 shower and toilet facilities

Male & Female Toilets

Male and female toilets that are separate facilities from changerooms.  A separate universal access toilet that provides external access.  These facilities will service the reserve hirers.

100m2 of Multipurpose Room

Future provision as a stage 2, subject to demand.

The proposed facility provision is considered to be appropriate for a neighbourhood level sport reserve of this size (Reserve size of 14.7ha and Playing Field size of 2.5 ha). The provision of a 100m2 of multipurpose room has been included as a future second stage, based on demand. It has not been included in the stage 1 development on the basis that there is not sufficient demand to justify the development of this space at the present time.

 

This position is consistent with the Draft Community Facility Standards which are currently being developed by Administration in respect to future community level sport infrastructure provision. The draft Standards will propose all future neighbourhood level Active Open Space is provided with a sports amenities building of up to 100m2, subject to consideration through the planning process of:

 

·                Number of user groups; and

·                Specific sport requirements.

 

Future facility provision will be guided by the Draft Community Facility Standards. These will be based around the below existing hierarchy which applies to Active Open Space:

 

Designation

Number of Ovals Provided*

Size +

Minimum Multipurpose Facility Provision

Maximum Multipurpose Room Provision

Local

0

Between 0.4 and 1 ha

N/A

N/A

Neighbourhood

1

1 to 5ha

0m2

100m2

District

2

5 to 15+ha

100m2

150m2

Regional

More than 2

At least 20ha

150m2

200m2

*1 Oval can host cricket, AFL, 2 x Rugby / Soccer fields

 +based on classification framework developed by Department of Sport and Recreation(DSR) in 2012 and revised City of Wanneroo Local Planning Policy 4.3 – Public Open Space.

 

In accordance with the Draft Community Facility Standards that will ultimately be presented to Council for endorsement, the provision of such infrastructure would also be measured against the levels of activity at each location on a case by case basis specific to sport requirements and a clear demonstration of the need identified for the provision of the facilities within the minimum and maximum provision.  In terms of the broader catchment for the Park, the following table provides an overview of the other active reserves within the catchment and their current use.

 

Park

Size

Distance from Edgar Griffiths

Facilities

Current users

Level of use per week (hours)

Houghton Park

5ha

6.2km

One playing field, floodlighting,

sports amenities building,

playground equipment,

BMX facility

Carramar FC

Carramar Primary School

Wanneroo Cricket Club

Step into Life

Wanneroo/ Joondalup Tee ball

Wanneroo Lacrosse

21 (W)

30 (A)

 

22 (S)

 

7 (A)

 

0.5 (S)

2 (S)

Peridot Park

3ha

6km

One playing field, toilet block, playground, floodlighting, tennis courts

Neerabup Junior Football Club

Carramar FC

Neerabup Primary School

*No summer club usage

8.5 (W)

 

7.5 (W)

 

35 (A)

Scenic Park

4.6ha

3.6km

Two playing fields, floodlighting, playground,

Wanneroo Junior Football Club

Personal Trainer

Brazilian Soccer School

RSPCA

4 (W)

 

8 (A)

3 (A)

 

3 (A)

Lake Joondalup Park

9.2ha

3.1km

One playing field, changerooms, toilets,

cricket nets, floodlighting, playground,

fitness equipment

Wanneroo Cricket Club – Juniors

Wanneroo Junior Football Club

15 (S)

 

 

8 (W)

Wanneroo Showgrounds

9.3ha

3.06km

One playing field, clubrooms,

3 x toilet blocks, tennis courts, pavilion,

cricket nets,

power supplies

Wanneroo Cricket Club – Juniors

Wanneroo Cricket Club – Seniors

Wanneroo Junior Football Club

Wanneroo Amateur Football Club

Step into Life (Fitness)

Nollamara RSL Swap Meets

17 (S)

 

9.5 (S)

 

21 (W)

 

10.25 (W)

6.25 (W)

 

6 (A)

Note: W – Winter, S – Summer, A - Annual

 

In respect to population growth within the catchment area, the table below outlines the anticipated growth within the locations of Wanneroo, Carramar and Tapping. As can be seen, the level of growth over the 10 year period will be significant, with the population threshold meeting the required 1:7,000 ratio for Neighbourhood POS (Active) (Northern Coastal Growth Corridor Community Facilities Plan, 2011).

 

The population of Wanneroo is expected to increase by 38% by the year 2024 and a 16% rise in population is anticipated for the suburb of Carramar.  

 

Suburb

2014

2024

Difference

%

Wanneroo

12,749

17,706

+ 4,957

38%

Carramar

7,134

8,339

+ 1,205

17%

Tapping

9,791

10,001

+ 210

2%

Total

29,674

36,046

6,372

21%

Source – Population Forecast id

 

To ensure access by the broader community to the building, it will be necessary to implement an appropriate management model that does not allow any one group or only a small number of groups to have dedicated exclusive use. Fundamentally, this will be achieved via the City’s Facility Hire and Use Policy, providing equitable access to all of the community.

 

PR-4101 Floodlighting and Oval Extension

The proposal to realign the oval Attachment 2 will better accommodate existing sports to be played on this reserve. It is proposed that Edgar Griffiths Park is floodlit to allow clubs to train after dusk in winter. It is proposed to design and construct a 4 pole installation on the playing field to AS 2560.2.3 for large ball sport training (50 lux) with capacity to increase to 100 lux at a future point in time should it be required.  The City of Wanneroo is now controlling floodlighting through an SMS system. This system prevents power wastage by only activating floodlighting when there is a booking on the reserve. The current Facility Hire & Use Policy permits the use of floodlights up until 10pm each night.

The lighting installation will adhere to AS 4282 - Control of the obtrusive effects of outdoor lighting. This Standard specifically refers to the potentially adverse effects of outdoor lighting on nearby residents, users of adjacent roads and transport signalling systems, and on astronomical observations.

 

After inspection by City staff, there are a proposed 15 trees to be removed to accommodate all of the works required, all trees are non-native and are not considered significant as indicated within Attachment 2. As such no clearing permit is required. One tree adjacent to the building location was identified as significant and the building design was adjusted to negate the need to remove this specific tree. A tree planting program will be developed and implemented for Edgar Griffiths Park to be delivered over the 2018 and 2019 winter seasons.  The program will include the planting of native and deciduous trees to complement and increase the current canopy cover in the passive surrounds of the park.  These works will be funded through the annual Parks and Conservation Management Operating Budget.

 

PR-4106 – Edgar Griffiths Park – Water Main Extension

The current provision for drinking water is provided through a water filtration system however this amenity would not have the capacity to provide clean water to the proposed new facilities.

 

There is currently no scheme water connection at Edgar Griffiths Park and this will be required to support the functions of the new sports amenities building.  This will allow the building to be used to its full potential and provide drinking water to the community members and sporting clubs that will use this facility. 

 

As per the project schedule outlined below, the connection of the reserve to mains water will be undertaken to coincide with the construction of the new sports amenities building, which is anticipated to commence in July 2018 and conclude in February 2019. The specification and design of the supply infrastructure will be suitable to accommodate the new building allowing for the capacity and location of the new building. The building has a considerably larger number of water appliances, in showers, toilets and kiosk areas in comparison to the existing toilet building.

 

The existing building will continue to operate through the use of the onsite water treatment plant to provide drinking quality water to the existing users of the reserve and will be decommissioned as part of the demolition of the existing building.

 

Project Schedule

 

The proposed timeframes for the Edgar Griffiths Park Sports Amenities Building, Floodlighting, Oval Extension and Water Main Extension are as follows;

 

Key Tasks

Target Date

Council report – consultation outcomes and concept, cost and funding model

10 October 2017

Procurement Oval Extension

Oct 2017

Oval Extension

Oct – Dec 2017

Procurement Floodlighting

Jan – March 2018

Construction Floodlighting

April – June 2018

Detailed design Sports Amenities Building

Oct- Dec 2017

Procurement Sports Amenities Building

Jan – March 2018

Construction Sports Amenities Building

July 18 – Feb 2019

It should be noted that the project schedule will be subject to further refinement as the project progresses and more detailed planning is undertaken.

Consultation

The community consultation period for Edgar Griffiths Park projects was conducted between 21 August to 15 September 2017 and included the following consultation strategy: 

 

·                Distribution of an information letter and survey Attachment 3 and plans Attachment 2 to 291 residents and landowners within 400m from the Park, requesting that they take part by providing feedback and view the concept plan;

·                Community consultation held onsite on 11 September 2017 to allow interested members of the public to view and discuss the draft concept plan with the relevant City of Wanneroo staff members and Elected members; and

·                Inclusion of the concept plan and comment form on the City's web site with links provided on City of Wanneroo Facebook and Youth Facebook pages.

 

The Wanneroo Junior Cricket Club, Wanneroo Cricket Club, Wanneroo Amateur Football Club, Wanneroo Junior Football Club and the Wanneroo Little Athletics were also contacted and provided with links to the consultation and survey information for distribution through their networks.

 

Public Comment Outcomes

At the close of the consultation period, Administration received 52 responses, a return rate of 17.8%.  Of the 52 responses, 49 were supportive of the Sports Amenities Building (94.2%), 47 (90.3%) supported the oval realignment, while 5 (9.7%) did not support the tree removal or the upgrades at this reserve in general. 

 

In respect to the floodlighting, 46 (88.4%) of respondents supported the proposed project, while 6 (11.6%) opposed the project stating that consideration should be given to the local residents who have chosen to live semi-rural and that the floodlighting will attract anti-social behaviour.  

 

A list of all comments for the Sports Amenities Building can be found on Attachment 4.  Some of those comments in favour of the project are;

 

·                It would be great if the toilets were made available during the day in the new building;

·                Better oval needs better facilities;

·                Yes, about time it was updated;

·                Sport is a fantastic thing for both adults and children. There can never be too many opportunities for sport. Well done on this proposal City of Wanneroo.

 

Comments were mainly supportive for the Oval Realignment as shown in Attachment 4. Some of those comments in favour of the project are;

 

·                Again, to use the park to the full capacity that is required for future events. The oval should be changed to suit the sports that are to be played on it;

·                It is only minor. My grandson plays there and it will bring it in line with other ovals;

·                Sports are important for the younger generations so future venues need to keep up with the growing suburbs, but Wanneroo definitely needs updating, anything for the youth is a good thing as there is not a lot for them

 

The comments were generally supportive for the Floodlighting Attachment 4. Some of those comments in favour of the project are;

 

·                Fantastic, flood lighting activates public space at times people are most able to utilise. The safety benefits and overall community benefit is outstanding. Great job;

·                Good quality community facilities are invaluable and have many benefits;

·                The use of the oval under lights will be a great success for more sports to be able to use at different times of the day.

 

A summary of the responses received which were not in favour of the proposed projects, has been included below and has been outlined in more detail in Attachment 4:

 

·                The provision of 30 metre lighting columns is not required to satisfy passive recreation needs. Further encouraging night time use of the facility is likely to result in anti-social behaviour and inconvenience to adjacent property owners;

·                Remediation and upgrading of the verges is currently required as present use has damaged the verges significantly;

·                Lighting towers as proposed are not in keeping with the Special rural designation of the Garden Park area, which is able to provide a suitable amenity for the vast majority of current users and has done so for more than thirty years. If illuminated facilities are required to accommodate incoming residents, they should be located in the newly developed/developing areas;

·                The present oval has served the required purpose for the past thirty+ years. I see no point in destroying trees to expand it;

·                This would be a much better improvement if the verge area on Garden Park Drive had a hard surface as a lot of cars are parked along there and surface is dug up and cars are getting bogged.  Also this makes it hard for people to walk along side park;

 

The survey also asked of there were any other comments that the respondent would like to advise the City and the full list is on Attachment 4.  A sample of those comments includes;

 

·                Please create a bin compound storage area;   

·                Onsite BBQ would be nice;   

·                There is a great need for much more parking areas than at the moment;

·                I am behind all positive changes for young people;

·                I would like to frequent Edgar Griffiths park more often but it is difficult to access as there is no proper footpath from Dundebar road and I can't push my double pram safely along the shoulder. It would be great if this could be taken into consideration as part of these upgrades or in future;

·                Once done need security people driving and keeping as eye on the new area;

·                I am not a resident of Wanneroo but a rate payer so believe I have a right to comment particularly on the environmental impact of loss of tree cover and the need to replace it due to my interest in these matters.

 

Onsite Community Consultation

As part of the community consultation period, Administration and Councillors attended Edgar Griffiths Park on Monday 11 September 2017 to present the design to interested community members. The opinion of the residents present was that this park is regularly used by dog walkers and this was evident as there were about 16 dogs with their owners at this meeting. 

 

Their concern was that the oval would have more sporting usage, disadvantaging their group although they were pleased with the proposed design.  There were suggestions to make the area to the east more accessible by the inclusion of dog waste bags and picnic shelters allowing the dog walkers to use another portion of Edgar Griffiths Park avoiding conflict and competing time with sports groups for the oval space.

 

Other issues that were raised at this meeting were parking along Garden Park Drive.  This is regularly used for parking and creates a safety issue with cars parking along the soft edges and also that this is a 70km speed zone.  Requests were made to reduce the speed limit along this section and to formalise off street parking.

 

It should be noted that these comments were submitted through the formal survey and included in Attachment 4.

The consultation process has been undertaken as per the City’s Community Engagement Policy. Consultation with key stakeholders will be undertaken as a matter of course throughout the design and construction processes.

Comment

Administration is of the view that the proposed facility provision, being the Sports Amenities Building, Floodlighting and Oval extension is appropriate for a neighbourhood level active reserve of this size.

 

Although the large majority of respondents are in support of the concept as presented, Administration will seek to work with Main Roads Western Australia in regards to the speed limit along Garden Park Drive. The provision of dog waste bags and a picnic shelter and / or seating will be further investigated by Administration, and may be considered as part of this project if budget funding permits. 

 

In respect to the comments received opposing the development as it is thought not to be in accordance with the original subdivision.  Administration can advise that Edgar Griffiths Park is utilised within the parameters of the Vesting Order Attachment 5 issued by the Governor of Western Australia to the City of Wanneroo on 31 March 1987 under the Land Act 1933 (Section 33) for the purposes of “Public Recreation” which by definition includes active and passive leisure pursuits.  The Garden Park estate was zoned ‘Special Rural’ under the City’s former Town Planning Scheme No. 1 in 1979 and during subdivision in the 1980’s the Park was formally created as a Reserve for the purpose of “Public Recreation” 

 

It should be noted that the development proposal outlined in this report is to extend the current use and not introduce new uses.

 

In respect to the requests for additional infrastructure which resulted from the consultation process, the following information is provided:

 

·         Additional Car Parking

The cost of providing an additional 50 car park bays as an extension to the existing car park is estimated to be in the order of $490,000. This cost has not been allowed for within the project or the City’s Long Term Financial Plan;

 

·         Garden Park Drive – Verge Works

The cost of additional works on the Garden Park Drive verge to allow for car parking is estimated to be in the order of $125,000. The scope of these works includes creation of an unsealed hardstand for a 250m length. This cost has not been allowed for within the project or the City’s Long Term Financial Plan;

 

·         Additional Shelter and Dog Bin Bags

The cost for the installation of a picnic shelter and dog bag bin dispenser at the eastern end is estimated to be in the order of $18,750. This cost is not currently allowed for within the project, however may be able to be funded via savings in other aspects of the project. This cost is not currently listed within the City’s Long Term Financial Plan.  

Statutory Compliance

The City will be required to secure the necessary Building Licence and Development Approvals prior to the commencement of construction.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “1     Society

1.1    Healthy and Active People

1.1.1  Create opportunities that encourage community wellbeing and active and healthy lifestyles

Risk Management Considerations

Risk Title

Risk Rating

CO-O01 Relationship Management

Moderate

Accountability

Action Planning Option

Executive Leadership Team

Manage

 

Risk Title

Risk Rating

CO-O20 Productive Communities

Moderate

Accountability

Action Planning Option

Director Community and Place

Manage

 

Risk Title

Risk Rating

CO-O23 Safety of Community

Moderate

Accountability

Action Planning Option

Director Community and Place

Manage

 

The above risks relating to the issue contained within this report has been identified and considered within the City’s Corporate risk register. Action plans have been developed to manage this risk to improve the existing management systems.

Policy Implications

The City's Local Planning Policy 4.3 Public Open Spaces was used as the guiding framework for the development of the draft concept plan. The community consultation process was undertaken as per the City’s Community Engagement Policy.

Financial Implications

The total estimated cost for the Sports Amenities Building, Floodlighting, Oval Extension and Water Main Extension is $2,606,000 with the funding source being the City of Wanneroo municipal funds, as captured within the Long Term Financial Plan.  A summary of the combined project has been outlined in the table below.

 

Year

Project No.

Description

Total

1 (2017/18)

4101

Oval Extension and Sports Floodlighting Design

69,000

1 (2017/18)

4010

Sports Amenities Building (New / Refurbishments / Additions) - Detailed Design & Construct Stage 1 (ARMP)

400,000

1 (2017/18)

4106

Water Main Extension

150,000

 

 

Year 1 Total

619,000

2 (2018/19)

4010

Sports Amenities Building (New / Refurbishments / Additions) - Detailed Design & Construct Stage 2 (ARMP)

1,300,000

3 (2019/20)

4101

Oval Extension and Sports Floodlighting - Construction

687,000

 

 

Year 2 & 3 Total

1,987,000

 

 

Project Total

2,606,000

As a consequence of developing the Project Management Plan (which occurred after the initial listing of the project on the 2017/8 Capital Works Budget), the order in which the proposed works are scheduled to be undertaken within the 2017/18 and 2018/19 financial years has altered as reflected in the table below. The costs identified within the table are based on current pre-tender estimates and are subject to tender outcomes.

Year

Project No.

Description

Total

1 (2017/18)

4101

Oval Extension and Sports Floodlighting - Design

69,000

1 (2017/18)

4101

Oval Extension and Sports Floodlighting – Construction

500,000

1 (2017/18)

4010

Sports Amenities Building - Detailed Design

50,000

 

 

Year 1 Total

619,000

2 (2018/19)

4106

Water Main Extension

150,000

2 (2018/19)

4010

Sports Amenities Building (New / Refurbishments / Additions) - Construct

1,650,000

 

 

Year 2

1,800,000

 

 

Project Total

2,419,000

To facilitate the completion of the project in the 2018/19 financial year, it should be noted that the funding allocation to item PR-4101 Oval Extension and Sports Floodlighting Construction ($687,000), which is currently listed in 2019/20, will need to be brought forward to the 2018/19 financial year and re-allocated to PR-4106 and the balance of funding required for PR-4010. It is intended that this will be considered as a part of the 2018/19 budget development process.

Voting Requirements

Absolute Majority

 

Recommendation

That Council:-

1.         ENDORSES the Edgar Griffiths Park Sports Amenities Building, Floodlighting, Oval Realignment Concept Plan as shown in Attachment 2 of this report;

2.         NOTES that construction of the proposed development is estimated to commence by end October 2017 and will be concluded in February 2019;

3.         ENDORSES the revised schedule of works for the Edgar Griffiths Park projects, to be undertaken within the 2017/18 and 2018/19 financial years as outlined within the table below;

 

 

 

Year

Project No.

Description

Total

1 (2017/18)

4101

Oval Extension and Sports Floodlighting - Design

69,000

1 (2017/18)

4101

Oval Extension and Sports Floodlighting – Construction

500,000

1 (2017/18)

4010

Sports Amenities Building - Detailed Design

50,000

 

 

Year 1 Total

619,000

2 (2018/19)

4106

Water Main Extension

150,000

2 (2018/19)

4010

Sports Amenities Building (New / Refurbishments / Additions) - Construct

1,650,000

 

 

Year 2

1,800,000

 

 

Project Total

2,419,000

4.         APPROVES BY ABSOLUTE MAJORITY the following budget amendment,  pursuant to Section 6.8(1)(b) of the Local Government Act 1995 to fund the delivery of PR-4101 Oval Extension and Sports Floodlighting – Construction in the 2017/18 financial year:

Project Number

From

To

Description

PR-4010

$350,000

 

Sports Amenities Building (New / Refurbishments / Additions) - Detailed Design & Construct Stage 1 (ARMP)

PR-4106

$150,000

 

Water Main Extension

PR-4101

 

$500,000

Oval Extension and Sports Floodlighting – Construction

5.         NOTES that as a part of the 2018/19 Budget development process,  item PR-4101 Oval Extension and Sports Floodlighting Construction ($687,000) will need to be brought forward from 2019/20 to 2018/19 and re-allocated to PR-4106 Water Main Extension and PR-4010 Sports Amenities Building Construction to enable the completion of the project in the 2018/19 financial year; and

6.         RECOGNISES and THANKS the community for its involvement in the community consultation component of the project.

.

Attachments:

1.

Edgar Griffiths Park - Land Parcels and Location Plan

17/311146

 

2.

Edgar Griffiths Park - Building and Oval Concept

17/319346

Minuted

3.

Edgar Griffiths Park Letter and Survey

17/319350

 

4.

Edgar Griffiths Park - Survey Comments

17/319474

 

5.

Edgar Griffiths Park - Vesting

17/311159

 

 


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CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                       121


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                           122

CP04-10/17       Wanneroo Aquamotion Outdoor Pool and Hydrotherapy Pool Re-tiling – Project Funding

File Ref:                                              24129 – 17/313030

Responsible Officer:                           Director Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       2         

 

Issue

To consider tiling rectification works to the Wanneroo Aquamotion (Aquamotion)  Outdoor Pool and Hydrotherapy Pool and related adjustments to the 2017/18 Capital Works Budget.

Background

The Wanneroo Aquamotion refurbishment was undertaken in 2007/8 and as part of the refurbishment a new deep water outdoor pool and indoor hydrotherapy pool were constructed.

 

Both pools were constructed using industry recognised thick reinforced concrete shell construction methods (to water retention codes), coated with ceramic tiles bonded with nanolight glue, all of which met with the standards of the day.

 

The original tiling specification was warranted for 10 years and was to meet the British Codes for adhesive mortar and tiling in pools (EN144111) and Australian Standards code AS3958 (Ceramic Tiles – Guide to the installation of ceramic tiles). These standards specify that the tiles should be laid with and adhesive overage to a minimum of 80% of the surface and tiles be back buttered (i.e. a thin layer of adhesive is applied to the back of the tile before laying the tile onto the comb-spread adhesive applied directly to the concrete pool shell). Tiles should then be twisted and tapped into position, removing air/voids between the tile and the concrete shell to a minimum level of 80%.

 

The original works were carried out by the sub-contractor tiling company engaged by the main contractor for the facility refurbishment. The sub-contractor has since ceased to operate.

 

Detail

 

Outdoor Pool

 

In August 2017, staff at Aquamotion discovered a number of tiles delaminating from the upper section of the outdoor deep water pool (Attachment 1). At the time the pool was closed for the winter season and, as a result of the tile delamination, the pool will remain closed (for safety reasons) until the re-tiling is completed.

 

Administration engaged the specialist Aquatic Engineers, Geoff Ninnes Fong and Partners Ltd (GNFP) to inspect the pool, provide advice on the extent of the delamination, investigate the cause of the problem and identify required rectification. GNFP were the Aquatic Engineers for the refurbishment works at Aquamotion in 2007/8.

 

An inspection of delaminated areas of the pool tank was undertaken on 10 August 2017, with the following being noted;

 

·        Delamination was at the tile-adhesive barrier;

·        No back-buttering appeared to be present on delaminated tiles;

·        No twisting of tiles appeared to have occurred to spread the adhesive evenly between tile and concrete shell, resulting in a less than minimum 80% coverage of adhesive.

 

GNFP identified that there was no evidence of diagonal tile crack, suggesting that the reinforced concrete structure of the pool shell was sound and that the delamination was not due to structural movement but rather due to the tiling works not being undertaken to standard.

 

As a result of the inspection, GFNP recommend that:

 

·        The outdoor deep water pool be drained and the entire pool be checked for adhesion levels and retiled where appropriate throughout;

·        The specifications used for the re-tiling are in keeping with the current best industry practice and require a minimum coverage of 90% with a target of 100%;

·        All tiles are checked for adhesion levels as part of the quality assurance for the work undertaken; and

·        The use of a specific adhesive product and tile product which also requires the work be carried out by a toiler approved by the product supplier, giving a 10 year warranty on the rectification works.

 

Hydrotherapy Pool

 

On 15 September 2017, Aquamotion staff found approximately 100 tiles delaminating from the floor of the hydrotherapy pool (Attachment 2). Given the risk to pool users, the pool was closed immediately, impacting on the Swim School program and public hydrotherapy sessions (18 sessions per week). Customers impacted by this closure have been provided with a credit for the next term of classes or a refund.

 

Interim rectification works (retiling of the affected areas) is in the process of being completed. These works were funded via existing maintenance budgets.

 

An inspection of delaminated areas of the pool tank was undertaken on 19 September 2017, with the following being noted;

 

·        Delamination was at the tile-adhesive barrier;

·        No back-buttering appeared to be present on delaminated tiles;

·        No twisting of tiles appeared to have occurred to spread the adhesive evenly between tile and concrete shell, resulting in a less than minimum 80% coverage of adhesive.

 

As with the outdoor pool, GNFP found that the reinforced concrete structure of the pool shell was sound and that the delamination was not due to structural movement, but rather due to the tiling works not being undertaken to standard.

 

As a result of the inspection, GFNP recommend that:

 

·        The hydrotherapy pool be drained and the entire pool be checked for adhesion levels and retiled where appropriate throughout;

·        The specifications used for the re-tiling are in keeping with the current best industry practice and require a minimum coverage of 90% with a target of 100%;

·        All tiles are checked for adhesion levels as part of the quality assurance for the work undertaken; and

·        The use of a specific adhesive product and tile product which also requires the work be carried out by a toiler approved by the product supplier, giving a 10 year warranty on the rectification works.

 

 

 

Project Schedule

 

Administration’s intention is to undertake the re-tiling of the outdoor pool as soon as possible so that it is available for use prior to the onset of the summer season. In respect to the hydrotherapy pool, the intention is to undertake these works post the completion of Term 4 2017, to minimise impact on the Aquamotion Swim School program. Further advice will be provided on specific project timeframes once the relevant procurement processes have been completed and contractors appointed.

 

Consultation

 

Aquamotion staff continue to provide customers ongoing updates and progress reports on the rectification works, in addition address enquiries in respect to program registrations, credits and refunds.

Comment

Administration will continue to work with GNFP and relevant contractors to undertake the required rectification works for the outdoor pool and the hydrotherapy pool.

Administration will also be seeking advice from the City’s Lawyer in respect to any claim that may be able to be made against relevant parties in respect to costs incurred in rectification of the issue and lost income.

It should be noted that the tile delamination issue being experienced with the outdoor pool and the hydrotherapy pool appear to be the same as those being experienced in the main lap pool. Aquamotion staff are currently managing the delamination issue in the main lap pool, replacing tiles where required, thus enabling the pool to remain open. Administration is currently progressing with a more detailed review of the issues pertaining to the main lap pool, with a view to undertaking corrective works in the 2018/19 financial year.

The City’s Building Asset Management Plan (2011) details the levels of service, maintenance requirements and predicts the long term renewal demand of the City’s building portfolio. This Plan is currently being reviewed and updated. The AMP identified and listed the most critical and valuable facilities within the City requiring detailed Facility Management Plans (FMP) which included the Aquamotion facility. The development of the FMP is intended to ensure that these high profile facilities remain ‘fit for purpose’ throughout their anticipated life. The Facility Management Plan (FMP) for Aquamotion has yet to be completed and is scheduled for completion in 2018/19 following the review of the 2011 Building Asset Management Plan (AMP) in 2017/18.

 

In the absence of the FMP for Aquamotion, the City in 2012, engaged an asset management consultant to undertake a building asset inventory audit and asset condition assessment at the Aquamotion facility. The final report also provided the future renewal expenditure requirements of the facility which included the pools in question. The scope of the inspections at the time considered the assets in their entirety and did not drill down to the detailed elements of the asset, for example the surface tiling for the pools. The need for the renewal of the pools in their entirety was not expected until 2036.

Statutory Compliance

Nil

 

 

 

 

 

 

 

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “1     Society

1.1    Healthy and Active People

1.1.1  Create opportunities that encourage community wellbeing and active and healthy lifestyles

Risk Management Considerations

Risk Title

Risk Rating

CO-O01 Relationship Management

Moderate

Accountability

Action Planning Option

Executive Leadership Team

Manage

 

The above risks relating to the issue contained within this report has been identified and considered within the City’s Corporate risk register. Action plans have been developed to manage this risk to improve the existing management systems.

Policy Implications

Nil

Financial Implications

The total estimated cost to undertake the rectification work for the outdoor pool and the hydrotherapy pool is $89,050 and $89,335, respectively. These estimates include the preparation of specifications, Quality Assurance inspections during and at the completion of works, tiling works, project management fees and contingencies.

Given the urgency of the works, this report will recommend that these works be funded from the Asset Replacement Reserve. The current balance of this reserve is $4.5 million of uncommitted funds in 2017/18, as per the recently adopted Long Term Financial Plan. 

It should also be noted that the closure of these pools will result in loss of income for the centre.

Voting Requirements

Absolute Majority

 

Recommendation

That Council:-

1.       NOTES the required re-tiling rectification works for the Wanneroo Aquamotion Outdoor Pool and Hydrotherapy Pool;

2.       APPROVES BY ABSOLUTE MAJORITY the unbudgeted expenditure listed in the following table, pursuant to Section 6.8(1)(b) of the Local Government Act 1995 for the Wanneroo Aquamotion Outdoor Pool and Hydrotherapy Pool Re-tiling Works:

Description

GL Account/

Capital Project

Current Budget

Adjusted Budget

Wanneroo Aquamotion Outdoor Pool and Hydrotherapy Pool Re-tiling Works

PR-TBA

$0

$178,385

3.       APPROVES the following budget amendment to address the project funding shortfall for the Wanneroo Aquamotion Outdoor Pool and Hydrotherapy Pool Re-tiling Works, noting that a new Project Number will be created upon Council endorsement; 

Project Number

From

To

Description

Reserve

$178,385

 

Asset Replacement Reserve 

PR- TBA

 

$178,385

Wanneroo Aquamotion Outdoor Pool and Hydrotherapy Pool Re-tiling Works

4.       NOTES Administration will explore opportunities to recover costs incurred as  a result of these rectification works and lost income.

 

 

 

Attachments:

1.

Outdoor Pool tiles 22.9.17

17/321466

 

2.

Hydrotherapy Pool Tile Delamination

17/322813

 

 

 

 

 

 

 

 


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                       127

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CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                           130

 

Communication, Marketing and Events

CP05-10/17       Review of Council Policy - Sponsorship Policy

File Ref:                                              6193 – 17/317671

Responsible Officer:                           Director Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       2         

 

Issue

To consider proposed amendments to the Sponsorship Policy.

Background

Council policies are a statement of the principles or position that are intended to guide or direct decision-making and operations within the City. All Council policies should be reviewed regularly to remain compliant with legislation and the City of Wanneroo (the City) requirements.

Detail

A review of Communications, Marketing & Events documents has been undertaken. As a result, it is recommended that Council consider the adoption of amendments as shown in the marked-up document listed below.

 

1.   Sponsorship Policy

 

The Sponsorship Policy was developed in 2010 and provides guidance on how to coordinate and manage sponsorships for City activities, events and initiatives.

 

The policy has been reviewed and changes have been made to:

·        rename to Incoming Sponsorship Policy

·        clarify the scope of incoming sponsorships (only)

·        outline the sponsorships the City will and will not undertake

·        ensure there is neither conflict of interest nor negative impact on the City’s reputation and probity

·        the process for attracting sponsors, and

·        the sponsorship approval process.

 

The proposed amendments are outlined in Attachments 1 and a clean, unmarked version is provided in Attachment 2. To ensure this policy is supported by robust processes, a Management Procedure for the Incoming Sponsorship Policy is under development. 

Consultation

Consultation has been undertaken with the relevant internal and external stakeholders.

Comment

The review of Council Policies will ensure that the information available to the City’s stakeholders is aligned to the City’s Strategic Community Plan, and it is clear, relevant and up to date.

 

It should also be noted that an overall review of outgoing financial assistance provided by Council, including sponsorship is scheduled to be undertaken in the current financial year.

Statutory Compliance

Nil

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “4     Civic Leadership

4.1    Working with Others

4.1.2  Engage, include and involve community

Risk Management Considerations

Risk Title

Risk Rating

Decision Making

Low

Accountability

Action Planning Option

Chief Executive Officer

Manage

 

The above risk/s relating to the issue contained within this report has been identified and considered within the City’s Corporate risk register.  The review of the policies as set out in this report will support existing management systems.

Policy Implications

Nil

Financial Implications

Nil

Voting Requirements

Simple Majority

 

Recommendation

That Council ACCEPTS the marked-up amendments and ADOPTS the amended Incoming Sponsorship Policy as set out in Attachment 1.

 

 

 

Attachments:

1.

Sponsorship Policy

10/16982[v2]

Minuted

2.

Incoming Sponsorship Policy - finalised copy

17/305473

 

 

 

 

 


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                       132

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CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                       143

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CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                           148

 

Community Safety & Emergency Management Report

CP06-10/17       CCTV Hub Kingsway Regional Sporting Complex - Budget Variation

File Ref:                                              3272 – 17/311790

Responsible Officer:                           Director Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       Nil       

 

Issue

To consider a budget variation to the approved 2017/2018 Capital Works Budget for PR-4066, CCTV Hub Kingsway Regional Sporting Complex.

Background

In September 2016 the City sought funding through the Attorney-General’s Department, “Crime Prevention through Environmental Design Initiatives, Safer Streets Programme” funding round for the design and installation of a CCTV hub around the exterior entry/egress routes and interior access roads of the Kingsway Regional Sporting Complex. 

 

Grant funding of $207,700 was approved for the purpose of installing a CCTV system in and around the sporting complex to help deter anti-social behaviour, vandalism and criminal activity occurring in the vicinity whereby creating a safe, family friendly  and social environment.  The Commonwealth Attorney-General’s Department and the City agreed to enter in to an Agreement to meet the project objectives.

 

The project was listed within the 2016/2017, Capital Works Program and was subsequently carried forward to the 2017/2018 financial year.

Detail

Request for Tender No. 16227 was advertised on 26 November 2016 and closed on 24 January 2017.  Two (2) tenders were received and evaluated against the assessment criteria.  Following the evaluation process, the Tender Evaluation Panel concluded to decline both offers on the basis that the submissions were in excess of the budget and the process highlighted a lack of understanding of some aspects contained in the scope of works.

 

Consequently Administration approached the market through the eQuote portal, inviting four (4) Western Australian Local Government Association (WALGA) panel preferred CCTV suppliers to provide a quotation for services and product to undertake the scope of works.  Only one (1) company provided a quote with the price schedule resulting in excess of $100,000 of the grant funds received.

 

Administration engaged an independent CCTV consultant to review the price schedule and provide expert advice in relation to scope of works required to complete the project.  It has been determined that the pricing is feasible considering costs associated with undertaking the civil works. 

Consultation

Consultation has been undertaken with an independent CCTV Consultant (Redfish Technologies) to determine best product and cost solutions to derive maximum value from the technology. 

Comment

Given the costs associated to deliver the project as documented in the endorsed Commonwealth Government Grant Agreement, a budget transfer is necessary.

 

Administration does not recommend the scope of works be varied in an attempt to reduce costs as the endorsed Commonwealth Government Grant Agreement would require a written request for any variation.  There may be a possibility of this request being rejected by the Attorney-General’s Department and will further cause delays to commence this project.

Statutory Compliance

Part 6 – Financial Management of Local Government Act and Part 2 – General Financial Management of the Local Government (Financial Management) Regulations 1996 makes provision for budget variations.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “1     Society

1.2    Safe Communities

1.2.1  Enable community to be prepared and to recover from emergency situations

Risk Management Considerations

Risk Title

Risk Rating

CO-O23 Safety of Community

Moderate

Accountability

Action Planning Option

Director Community and Place

manage

 

The above risk relating to the issue contained within this report has been identified and considered within the City’s Corporate risk register.  Action plans have been developed to manage this risk to support existing management systems.

Policy Implications

The City’s Accounting Policy Section 2 Budget Variations (c) states:

 

“Circumstances:

Where the budget allocation for a new initiative, the acquisition of an asset or a capital work project is insufficient.

 

Action:

In accordance with Section 6.8 of the Local Government Act 1995 by way of a report and recommendation to the Council seeking authorisation of the expenditure and to endorse the necessary budget variation.”

Financial Implications

The funding shortfall required to fully complete the work to design, supply and install a CCTV Hub at the Kingsway Regional Sporting Complex project can be sourced from project PR-2094 for CCTV Expansion. 

 

The adjusted funding of $102,170 for CCTV expansion is sufficient to carry out additional CCTV camera installations and necessary connectivity to the CCTV control room as required within the existing CCTV hubs.  It should also be noted that $150,000 will be listed in the 2018/19 Capital Works Program for CCTV Expansion and will be a priority project for commencement in 2018.

 

The funding transfer is summarised below.

 

Project No.

Description

Approved Municipal Budget/ Grant Funding

Transfers

From/To

Adjusted Totals

 

PR-2094

CCTV Expansion

$202,170

-$100,000

$102,170

PR-4066

CCTV Hub – Kingsway Regional Sporting Complex

$217,700

+$100,000

$317,700

Voting Requirements

Absolute Majority

 

Recommendation

That Council:-

 

1.       NOTES the current status of PR-4066, CCTV Hub at Kingsway Regional Sporting Complex; and

 

2.       APPROVES BY ABSOLUTE MAJORITY the budget transfer of $100,000 as listed in the following table, pursuant to Section 6.8 (1)(b) of the Local Government Act 1995.

 

Project No.

From

To

Description

PR-2094

$100,000

 

CCTV Expansion

PR-4066

 

$100,000

CCTV Hub – Kingsway Regional Sporting Complex

 

 

 

Attachments: Nil  


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                           151

 

Place Activation

CP07-10/17       Two Rocks Fitness Program Transition Model and Fee Waiver Proposal

File Ref:                                              6355 – 17/273714

Responsible Officer:                           Director Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       Nil       

 

Issue

To consider fee waivers associated with the Two Rocks Fitness Program transition model.

Background

The City has delivered low cost fitness classes in Two Rocks since 2013 through the Healthy Communities Initiative. The program was established to address the high number of seniors living in the area, and its low Socio-Economic Indexes for Areas (SEIFA) on disadvantage score (960.1 compared to City of Wanneroo average 1,025.5). The fitness classes have remained ongoing due to the lack of other affordable programs and services within the Two Rocks area, including no other City managed leisure centres in the North Coast Ward and the popularity / benefit of the initiative.

 

The City directly funds and manages two exercise classes that operate twice weekly at the Phil Renkin Recreation Centre (Phil Renkin), Two Rocks.

 

Move for Life: one hour low intensity group fitness program utilising light weights and chair exercises designed for people over the age of 60. Participant cost per class is $4.00.

 

Move for Fitness: one hour moderate intensity group fitness program that utilises heavier weights than Move for Life and ends with a cardio component.  A crèche service is available for this class. Participant cost per class is $4.00 and $3.00 for crèche.

 

Both classes run twice a week as part of four, 11 week terms and provide a local, affordable and convenient service for local seniors, unemployed, shift workers and stay at home parents.

 

At present, the City funds an external fitness instructor to deliver both programs, with three City staff operating the crèche. The City receives income generated from both classes and crèche. The City manages room bookings and promotion of the programs. As this is currently a City managed program, no fee waiver is applicable for room use.

 

Currently both the Move for Life program for over 60’s and Move for Fitness program experience high attendance with the over 60’s class averaging 16 – 20 attendees per session, the over 18’s class averaging 10 – 12 people per session, and 6 – 8 children in the crèche. Last financial year, there were over 2,500 attendances at fitness classes, and 600 children attendances within the crèche facility as part of the Two Rocks program.

 

Below is a breakdown of the City’s operational costs for the current Two Rocks programs.

 

 

 

 

 

 

Table 1:

Item

Detail

Amount

In-kind room provision

 

Includes both Function Room for fitness sessions and Meeting Room for crèche.

 

Function Room - $29.50 p/hour

Meeting Room - $22.40 p/hour

$11,500 per annum

Crèche Worker salary

 

3 crèche workers.

Crèche worker 0.10 FTE each or $5,509.80 p/year.

$16,529 per annum

Facilitator contractor costs

6hrs p/week x 48 weeks @ $60.00 p/hour (plus administration time)

$17,280 per annum

Administration support

In-kind salary and on costs – 0.1 Health Promotion Officer FTE

$7,500 per annum

Less Income

Income received from participants fees

- $8,360 per annum (average)

Total

$44,449 per annum

 

Fitness Program Review

 

In 2016/17, the City undertook a review of the current fitness programs offered from the Phil Renkin Centre and within Two Rocks to identify future operating models.

 

The review highlighted:

·        There are no gym or fitness centres in Two Rocks. The closest is located in Yanchep however does not offer a crèche or an over 60’s program.

·        Local parks and the Yanchep Community Centre host a number of small businesses that run specific programs such as Yoga, Zumba and Bootcamp but classes do not offer the weight training and functional movement of current programs, and are more expensive than the City’s fitness programs. 

·        The provision of crèche and low cost programs in Two Rocks are vitally important;

·        Participants did not support a self-managed, volunteer operated crèche;

·        Potential for the City to lower operational costs and facilitation requirement by transitioning programs to a local business owner / instructor;

·        Ability to identify an appropriate local fitness instructor via an Expression of Interest process who would manage core operations of the program;

·        The City may need to continue in-kind support via room hire and crèche, due to no other crèche services operating in the far north of the City;

·        In-kind room hire for fitness classes at Phil Renkin would enable costs for participants to remain low, while making the initiative financially viable for an external provider, thereby assisting a sustainable transition process / model.

Detail

The following operating models were investigated as a result of the review process:

·        Option One – The City retain existing delivery model;

·        Option Two – The City ceases program delivery;

·        Option Three – The City transitions the program to an external business without in-kind room hire and crèche support;

·        Option Four – The City transitions the program to an external business with City room hire and crèche in-kind support.

 

 

Proposed Model

 

To enable the City to lower its operational costs, retain levels of service, and provide a local business opportunity, Option Four is the proposed future operating model. To enhance sustainability and longer term benefits of this model, transition to an external local business / instructor with in-kind support is proposed to be delivered over two stages.

 

Stage One (January 2018 – January 2019)

Stage one involves continued City support of the Two Rocks fitness program with ongoing crèche staffing resource and in-kind facility hire for both Function Room (program room) and Meeting Room (crèche room) for a period of 12 months. All participant bookings, enquires, income collection and class facilitation will be transferred to the successful business / instructor identified through an Expression of Interest (EOI) process. The program outcomes will be reviewed after 12 months to evaluate its effectiveness and any required changes prior to stage two commencing.

 

The EOI is expected to be released November 2017, pending facility waiver endorsement by Council, and be for a two year period.

 

The table below highlights the cost breakdown of stage one of the transition proposal.

 

Table 2:

Item

Detail

Amount

In-kind room provision – Both rooms

 

Includes both Function room for fitness sessions and Meeting Room for crèche.

 

Function Room - $29.50 p/hour

Meeting Room - $22.40 p/hour

$11,500 per annum

Crèche Worker salary costs

x3 Crèche Workers.

Crèche worker 0.10 FTE each or $5,509.80 p/year

$16,529 per annum

Administration in-kind

In-kind salary and on costs – 0.05 Health Promotion Officer FTE

$3,750 per annum

 Total

$31,779 per annum

 

Stage Two (January 2019 – January 2020)

 

Stage two of the transition model would involve the City providing in-kind contributions to the crèche room (Meeting Room) and crèche service provision only, with the instructor taking on board Function Room booking and hire costs.

 

Stage two would commence after the initial 12 month review period finished (from January 2019), and remain in place for a further 12 months (to January 2020). During the latter part of the Stage Two period, the program operating model would again be reviewed to inform the decision making process about its future state.

 

It is anticipated that by the end of Stage Two, the business model would have more capacity to stand alone, or other complementary fitness based programs would be available within the Two Rocks area thereby reducing the requirement for the City to be the service provider. 

 

The Table below highlights the cost breakdown of the stage two transition proposal.

 

 

 

 

Table 3:

Item

Detail

Amount

In-kind room provision – Crèche room only

The meeting room $22.40 p/hour; used x2 hrs per program = 4hrs p/week x 48 weeks.

$4,300 per annum

Crèche Worker salary costs

x3 Crèche Workers.

Crèche worker 0.10 FTE each or $5,509.80 p/year

$16,529 per annum

Administration in-kind

In-kind salary and on costs – 0.05 Health Promotion Officer FTE

$3,750 per annum

Income for Room Hire

Function Room hire fee income - for fitness classes paid by Instructor

- $7,200 per annum

Total

$17,248.80 per annum

Consultation

A participant survey was conducted in 2016 to gauge program satisfaction, potential future delivery options, pricing, importance of crèche and indoors format, and awareness of other local services. The findings from this survey and associated investigations were used to inform the proposed transition model.

 

At the latter part of Stage One and Stage Two, the City will conduct further engagement activities of key stakeholders, to inform model refinements and future directions.

Comment

The importance of supporting local jobs, smart business and healthy and active people has been highlighted in the City’s Corporate Business Plan 2017/18 to 2021/22 (CBP). Supporting this arrangement will contribute towards the achievement of these objectives, while ensuring provision of a much needed service within the Yanchep / Two Rocks community.

 

The City will request that the successful local business / instructor acknowledge the support provided by the City via use of the City logo on promotional materials.  The successful business will also be required to provide evidence to the City of program statistics, outputs and outcomes achieved through service delivery. This data will also be used as part of the review and refinement processes.

 

The City will be continuing the current service delivery model until the beginning of January 2018, from which it is intended that the transition model will commence.

Statutory Compliance

As the fee waiver component of the proposal is $11,500 for Stage One and $4,300 for Stage Two, and is over the $1,000 CEO delegation limit, a majority decision from Council is required pursuant to the Local Government Act 1995 and the Donations, Sponsorships and Waiver of Fees and Charges Policy.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “1     Society

1.1    Healthy and Active People

1.1.1  Create opportunities that encourage community wellbeing and active and healthy lifestyles

Risk Management Considerations

Risk Title

Risk Rating

CO-O17 Financial Management

Moderate

Accountability

Action Planning Option

Executive Management Team

Manage

 

Risk Title

Risk Rating

CO-O20 Productive Communities

Moderate

Accountability

Action Planning Option

Director Community & Place

Manage

 

The above risks relating to the issues contained within this report have been identified and considered within the City’s Corporate risk register. Action plans have been developed to manage these risks to improve the existing management systems.

Policy Implications

Expressions of Interest will be invited in accordance with the requirements of the City’s Purchasing Policy and Request for Tenders and Expressions of Interest Management Procedure.

 

The fee waiver request does not adhere to the City’s Donations, Sponsorships and Waiver of Fees and Charges Policy as the successful business will be collecting a minimum user entry fee from the participants. Council can still decide to waiver the facility hire fee in accordance to the Local Government Act 1995, section 6.12 that states a local government may waive or grant concessions in relation to any amount of money which is owed to the local government.

Financial Implications

The table below highlights the cost comparisons between the current delivery model, proposed stage one transition and proposed stage two transition.

 

Table 4:

Item

Current delivery model

Stage One Transition (Jan 2018)

Stage Two Transition (Jan 2019)

Facilitator / contractor expenses

$17,280 per annum

Nil

Nil

In-kind room provision

 

 

$11,500 per annum (Includes both Function room and Meeting Room)

 

$11,500 per annum (Includes both Function room and Meeting Room)

 

$4,300 per annum

(Meeting Room only)

Crèche Worker salary costs

$16,529 per annum

(x3 crèche workers)

 

$16,529 per annum (x3 crèche workers)

 

$16,529 per annum (x3 crèche workers)

 

Administration in-kind costs

$7,500 per annum

$3,750 per annum

$3,750 per annum

Minus City income

- $8,360 per annum (Average participant income)

Nil

- $7,200 (room hire fees)

Total

$44,449 per annum

$31,779 per annum

$17,248.80 per annum

 

There is no operational budget allocated towards ongoing external contractor expenses from January 2018. Therefore, if Council do not support a fee waiver for room hire fees as outlined above, this may result in difficulty contracting an instructor (due to decreased profit capability), or result in increased fees to participants due to increased room booking / program costs being passed on by the business owner.

 

At present, the City recoups all income generated from the programs and crèche. The transition proposal will allow the successful business to receive and keep the income in lieu of the City paying contractor fees. The change in income has been reflected in the above table.

 

As the Two Rocks Fitness Program has been a City managed initiative to date, there has been no previous requirement to seek fee waivers for the model, however if this program transitions to an independent (for profit) contractor, and the City’s involvement significantly decreases, then a fee waiver endorsed by Council is required. 

 

Should the City fail to successfully engage a business to undertake the new model, the City would continue to provide the current level of service for a further 12 months (to January 2019) while other options are explored.

Voting Requirements

Absolute Majority

 

Recommendation

That Council:-

1.       NOTES the proposed Two Rocks fitness program transition model;

2.       NOTES that the Administration will continue to provide the current service delivery until January 2018, at which point it is intended that the transition model will commence.

3.       APPROVES BY ABSOLUTE MAJORITY to waiver the Facility Hire fees in accordance with section 6.12 of the Local Government Act 1995 for both:

a)      Stage One (January 2018 – January 2019) transition model for Function Room (program room) and Meeting Room (crèche room) at the Phil Renkin Centre to the value of $11,500; and

b)      Stage Two (January 2019 – January 2020) transition model for Meeting Room (crèche room) at the Phil Renkin Centre to the value of $4,300.

4.       NOTES further review of the transition model after the completion of Stage One to occur in December 2018, prior to Stage Two commencing.

 

 

 

Attachments: Nil   


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                           157

 

Corporate Strategy & Performance

Business & Finance

 CS01-10/17      Financial Activity Statement for the Period Ended 31 August 2017

File Ref:                                              25974 – 17/299882

Responsible Officer:                           Director Corporate Strategy and Performance

Disclosure of Interest:                         Nil

Attachments:                                       7         

 

Issue

To consider the Financial Activity Statement for the period ended 31 August 2017.

Background

In accordance with Local Government Regulations, the Financial Activity Statement has been prepared in compliance with the following:

 

1.       Regulation 34(1) of the Local Government (Financial Management) Regulations 1996, which requires a local government to prepare a statement of financial activity each month, presented according to nature and type, by program, or by business unit.  For the 2017/18 financial year the statement of financial activity will be presented by nature and type.

 

2.       Regulation 34(5) of the Local Government (Financial Management) Regulations 1996, which requires a local government to adopt a percentage or value, calculated in accordance with Australian Accounting Standards, to be used in statements of financial activity for reporting material variances.  For the 2017/18 financial year 10% and a value greater than $100,000 will be used for the reporting of variances.

Detail

Summary

 

OVERALL SUMMARY OF CURRENT MONTH FINANCIAL FIGURES

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Result from Operations

 

 

Capital Program

 

 

OVERALL COMMENTS ON YEAR-TO-DATE (YTD) FIGURES

 

Result from Operations

 

 

Capital Program Progress

 

 

 

 

 

Investment Portfolio Performance

 

 

DETAILED ANALYSIS OF STATEMENT OF COMPREHENSIVE INCOME (ATTACHMENT 1)

 

Comments relating to the Statement of Comprehensive Income are provided under the following two sections:

a)      Current month comparison of actuals to budgets, and

b)      Year to date and end of year comparison of actuals to budgets.

 

a)      Current Month Comparison of Actuals to Budgets

The below table highlights the operating performance for the current month and identifies variances of actual to budget for each category of Revenue & Expense. 

 

 

 

 

Total Comprehensive Income

 

August resulted in an unfavourable variance of -$3.2m. This was largely due to Town Planning Scheme expenses (-$8.4m) where public open space land relating to 22 East Road was budgeted for the 2016/17 financial year however has now been finalised in 2017/18. This was moderately offset by a favourable variance in Town Planning Scheme Income (+$3.9m) through 22 East Road receipts which were expected to be received in the 2016/17 financial year.

 

Materials and Contracts resulted in a favourable variance due to lower contract expenses in Parks Maintenance and Assets Maintenance. Whilst these two areas have contributed most substantially to the favourable variance it is noted that these expenditures are attributed to a large number of service units.  

 

Within Assets Maintenance contract expenses have been budgeted on an assumption of equal expenditure throughout the year however some activities are dependent on weather and operational requirements for which works are scheduled for later in the year. There is also additional infrastructure gifted to the City by developers and new buildings due to become operational later in the year. 

 

As with Assets Maintenance, contract expenses in these areas have been budgeted on an assumption of equal expenditure throughout the year however seasonal weather changes, scheduling and timing of works and contract commencement dates for additional areas gifted to the City by developers has resulted in the reduction of maintenance requirements for August 2017.

 

Operating Revenues

The month of August resulted in a positive variance for Total Operating Revenue of +$211K.  The main contributor was within Interest Earnings where a portion of rates instalment interest income was received earlier than expected. Additionally Operating Grants has resulted in a positive variance (+$195K) through an early receipt of a Department of Education grant. Both of these positive variances were moderately offset through lower rates revenue being that interim rates anticipated for August were lower than budgeted.

 

 

 

 

 

Operating Expenses

 

The favourable variance for August relates to materials and contracts where lower contract expenses in Parks Maintenance and Assets Maintenance have been observed as a result of seasonal weather conditions.

 

In engineering maintenance a number of preventative maintenance drainage activities, including stormwater pipe jetting and stormwater pollution traps have not yet commenced.

 

Within building maintenance a number of contract expenses such as pest control, electrical compliance testing and asbestos inspections have been budgeted on an assumption of equal expenditure throughout the year. However, these programmes are scheduled for later in the year. There is also a number of new buildings and leased sites which will come on line later in the financial year. In addition, there is also currently lower than predicated electricity expenses.

 

Within Parks and Conservation Management, contract expenses in these areas have been budgeted on an assumption of equal expenditure throughout the year. However seasonal weather changes, scheduling and timing of works and contract commencement dates for additional areas gifted to the City by developers has resulted in the reduction of maintenance requirements for August 2017.

 

Depreciation resulted in a positive variance however it is noted that this is only an estimate as the asset system is pending roll over to the new financial year. It is anticipated that estimates will no longer be used for the September report as asset revaluations and financial year roll over will be finalised.

 

An unfavourable variance was observed in Employee expenses as a result of a higher leave provision recognised in August as well as an allocation error in contract labour expenses which is to be corrected in September.

 

 

 

 

 

 

 

 

 

 

Other Revenue & Expenses

 

An unfavourable variance of -$4.7m was observed in August largely due to higher Town Planning Scheme expenses (-$8.4m). These expenses relate to public open space land relating to 22 East Road development being budgeted for the 2016/17 financial year however has now been finalised and recorded in 2017/18. This was moderately offset by a favourable variance in Town Planning Scheme Income (+$3.9m) through 22 East Road receipts which were expected to be received in the 2016/17 financial year.

 

b)      Year to Date and End of Year Comparison of Actuals to Budgets

 

 

Details for the variances are outlined below.

 

Operating Revenues

 

Operating Grants, Subsidies and Contributions (Actual $2.7m, Revised Budget $1.6m)

 

The large positive variance relates to an early receipt of grants relating to Home and Community Care funding which were received in July but anticipated to be received in September. Further contributing to the positive variance, there has been a grant received from the Department of Education in August which was not anticipated to be received until the end of the financial year.

 

Interest Earnings (Actual $1.3m, Revised Budget $1.1m)

 

The positive variance to August pertains to rates instalment interest income being partially recognised earlier than anticipated.

 

Operating Expenses

 

Materials and Contracts (Actual $6.6m, Revised Budget $9.7m)

 

The majority of the favourable variance to August relates to Materials and Contracts which is a result of lower contract expenses in Parks Maintenance and Assets Maintenance.

 

Assets Maintenance had a favourable variance of $0.43 million in Materials and Contracts. Contract expenses for Assets Maintenance have been budgeted on an assumption of equal expenditure throughout the year. However, some activities are dependent on weather and operational requirements and some works are scheduled for later in the year. There is also additional infrastructure gifted to the City by developers and new buildings due to become operational later in the year.

 

Parks and Conservation Management had a favourable variance of $1.2 million in Materials and Contracts. As with Assets Maintenance, contract expenses in these areas have been budgeted on an assumption of equal expenditure throughout the year. However, seasonal weather changes, scheduling and timing of works and contract commencement dates for additional areas gifted to the City by developers have resulted in the reduction of maintenance requirements for August 2017.

General material expenses also presented a favourable variance directly as a result of the maintenance requirements related to Parks and Assets Maintenance areas.

 

Refuse removal expenses were also lower than budgeted due to an invoice being receipted late.

 

Utility Charges (Actual $1.4m Revised Budget $1.6m)

A favourable variance was observed in August through electricity expenses in Parks Maintenance due to lower maintenance requirements in August. Street lighting was lower than budget due to installation of new light fixtures yet to take place. Street light installation is not in the control of the City and has only been estimated. Civic Centre electricity expenses were also lower than budgeted in August.

 

Insurance Expenses (Actual $0.2m, Revised Budget $0.3m)

 

The favourable result for August is due to annual premiums being lower than budgeted. Additionally, an estimate on the second instalment for insurance premiums was included in August. This instalment is expected to be received and processed in September.

 

Other Revenue & Expenses

 

Non-Operating Grants, Subsidies and Contributions (Actual $1.4m, Revised Budget $2.4m)

The unfavourable variance is related to expected grants yet to be received. The majority of receipts are awarded on progress of capital works projects. 

 

Contributed Physical Assets (Actual $0.0m, Revised Budget $12.5m)

The year to August resulted in an adverse variance due to no recognition of contributed assets from developers.  It is noted that the contributed assets are based on estimates, and developers are subject to market conditions that can vary throughout the year.

 

Profit / Loss on Asset Disposals (Actual $0.3m, Revised Budget $0.0m)

 

The favourable variance is a result of Tamala Park Regional Council land sale accruals being recorded while budget expectations were to receive the sales revenue in December.  As the timing of asset disposals cannot be reliably estimated results to budgets can be subject to variations.

 

Town Planning Scheme (TPS) Revenues (Actual $8.1m, Revised Budget $0.5m)

Town Planning Schemes resulted in a large positive variance to August due to revenue relating to the development at Nicholson Road and Clarkson Ave being recorded earlier than anticipated.  In addition, a payment from Starbrake Holdings was also received earlier than anticipated. Cells 6 and 9 also achieved positive variances due to early receipt of income which was also higher than anticipated.

 

Town Planning Scheme (TPS) Expenses (Actual $8.5m, Revised Budget $0.1m)

The year to August has resulted in an unfavourable variance. This is due to public open space land development relating to 22 East Road being budgeted for the 2016/17 financial year, however has now been finalised and recorded in 2017/18. Additionally, development of lot 334 in Lansdale has also incurred expenditure earlier than anticipated contributing to the adverse variance to August.

 

 

 

 

STATEMENT OF FINANCIAL POSITION (Attachment 2)

Net Current Assets

When compared to the opening position Net Current Assets have increased by $132.0m which largely reflects the timing of Rates receipts for 2017/18.

Current Receivables are largely related to collectable Rates income ($139.3m).  The majority of the remaining current receivables relates to Emergency Services Levy collections ($19.4m) and sundry debtor accounts.

Non-Current Assets

Non-Current receivables largely relate to Deferred Pensioner Rebates; being funds that cannot be collected until the Pensioner ceases to reside at the rateable property.

Year to date Non-Current Assets have increased by $7.2m from 2016/17 estimates. This is largely due to the increase in Work in Progress through capital works.

Non-Current Liabilities

Year to date Non-Current Liabilities have increased by $2.8m which is attributed to a draw down on the new loan facility for the Yanchep DCP.  The existing loan with the Western Australia Treasury Corporation remains unchanged and when combined with the new loan make up 98% of total Non-Current Liabilities.

 

FINANCIAL PERFORMANCE INDICATORS

 

The table below present’s data on relevant financial ratios, comparing the minimum standard expected as per the Department of Local Government & Communities status at the beginning of the financial year, and year to date figures.  An explanation of the purpose of each ratio is also provided together with commentary where a ratio does not meet the minimum standard (highlighted in Red).  A green highlight is used where the minimum standard is met or exceeded.

 

 

 


 

CAPITAL PROGRAM

 

The current status of the Capital Program is summarised below by Sub-Program category.

 

 

Actual expenditure of the projects within the adopted capital works program equates to 10%, being $8.2 million, of the $82 million budget as at 31 August 2017.

 

Where, $4.9 million of works were progressed during the calendar month of August. Significant capital works undertaken in August included:

•        $977k Yanchep District Sports Amenities Buildings

•        $687k Yanchep Surf Life Saving Club Construction

•        $600k Civic Centre Extension

•        $195k Road Replacement Programs

•        $181k Yanchep District Playing Fields development

•        $125k Quinns Surf Life Saving Club

•        $114k Mary Lindsay Homestead Building, Yanchep

•        $111k Construct Sports Amenities at Riverlinks Park

•        $109k Parks Asset Renewal Program

•        $71k   Domestic Waste Vehicle Replacement

 

 

It is noted that of the $12.8m carry forward funding from 2016/17 approximately $6.3m has been spent to 31 August which represents approximately 50% of total carry forwards.

 

To further expand on the Capital Works Program information above, key capital projects are selected to be specifically reported on, which are itemised in the Top Capital Projects attachment to this report (Attachment 3).

 

Annual 2016/17 Completed Capital Projects Variances Report (Refer to Attachment 4)

In accordance with the requirement of Regulation 34(5) of the Local Government (Financial Management) Regulations 1996, the 2016/17 Capital Works Material Variance Report is included as Attachment 4, which provides specific commentaries on capital projects reflecting +/-10% variances to Revised Budgets for the financial year ended 30 June 2017.

The related Regulation requires local governments to compare year to date actual with year to date budget and report the variances with commentaries to Council. However, as progress of capital works projects vary throughout the year depending on a range of factors, including factors outside of the City's control, it is appropriate to report the variances on completed projects on an annual basis post financial year end closing.

Whilst it is recognised that actual costs incurred may occasionally exceed the allocated budget, the City is dedicated to ensuring that effective processes are in place to achieve an appropriate level of financial management in accordance to the City's Accounting Policy.  This will be achieved through the ongoing monitoring of each Capital Project by Responsible Officers and monthly internal reporting on the status of works and costs.

Annual 2016/17 Capital Carry Forward Adjustment Report (Refer to Attachment 5)

Each year as part of the annual budget development for capital projects, consideration is given for any unspent funds from the prior year which will need to be carried forward to the subsequent year. At the time of the budget adoption these funds are estimates only, as actual expenditure for projects has not yet been finalised. As a result the City undertakes a further review once expenditure has been finalised and recorded, to adjust the carry forward budgets to reflect a more accurate budget.

This process provides an opportunity for sound financial management in respect to capital projects and also mitigates risk by providing an opportunity to scrutinise each projects budget requirements. As a result of this process we have observed a reduction in the carry forward requirements from 2016/17 of $370K reflecting accurate forecasting undertaken in the annual budget development.

It is noted that since the introduction of the Project Management Office unit, forecasting of capital projects has been significantly enhanced through the development of new processes and controls, resulting in a significant reduction in the value of the adjustment to the carry forwards. A list of the capital works carry forward adjustments is shown in attachment 5.

 INVESTMENT PORTFOLIO (Attachment 6)

 

In accordance with the Local Government (Financial Management) Regulations 1996 (and per the City’s Investment Policy), the City only invests in the following highly secured investments in Australian currency:

1.       Deposits with authorised deposit taking institutions and the Western Australian Treasury Corporation for a term not exceeding 12 months;

 

2.       Bonds that are guaranteed by the Commonwealth Government or a State or Territory for a term not exceeding three years.

 

As at the current month end, the City holds an investment portfolio (cash & cash equivalents) of $369.3m (Face Value), equating to $373.5m inclusive of accrued interest.  The City’s year to date investment portfolio return has exceeded the Bank Bill index benchmark by 0.88% pa (2.67% pa vs. 1.79% pa), however it is noted that Interest Earnings were budgeted at a 2.75% yield.

 

RATE SETTING STATEMENT (Attachment 7)

 

The Rate Setting Statement represents a composite view of the finances of the City, identifying the movement in the Surplus/(Deficit) based on the Revenues (excluding Rates), Expenses, Capital Works and Funding Movements, resulting in the Rating Income required.  It is noted that the closing Surplus/(Deficit) will balance to the reconciliation of Net Current Assets Surplus/(Deficit) Carried Forward (detailed below).

 

It is noted that during a review of the 2017/18 budget after council adoption there was an error of an immaterial nature identified on the Rate Setting Statement. A report was presented to the Audit and Risk Committee on 6th September 2017 highlighting the nature of the error and the required adjustment to be incorporated in the Rate Setting Statement. It is important to note that this error and subsequent adjustment has no effect on the determined rates for 17/18 financial year budget. This adjustment has been captured in Attachment 7 of this report through a reduction in the required transfer from Reserves.

 

Through the report presented to the Audit and Risk Committee a number of measures and controls have been identified to be incorporated in subsequent budget development to largely mitigate any similar errors which may arise in the future.

 

Consultation

This document has been prepared in consultation with Responsible Officers for review and analysis.

Comment

The budget figures within this report incorporate approved budget amendments.

 

As per item 2 in Background, comments on material variances have been provided.

 

In reference to tables provided in the report, the following colours have been used to categorise three levels of variance:

·        Green >+10%,

·        Orange <+/-10%, and

·        Red >-10%.

Statutory Compliance

This monthly financial report complies with Section 6.4 of the Local Government Act 1995 and Regulations 33A and 34 of the Local Government (Financial Management) Regulations 1996.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2017 – 2027:

 “4     Civic Leadership

4.2    Good Governance

4.2.2 Provide responsible resource and planning management which recognises our significant future growth

Risk Management Considerations

Risk Title

Risk Rating

Financial Management

Moderate

Accountability

Action Planning Option

Executive Management Team

Manage

 

The above risk relating to the issue contained within this report has been identified and considered within the City’s corporate risk register.  Action plans have been developed to manage this risk to improve the existing management systems.

Policy Implications

·        Accounting Policy

·        Strategic Budget Policy

·        Investment Policy

 

Financial Implications

 

As outlined above and detailed in Attachments 1 – 7

Voting Requirement

Absolute Majority

 

Recommendation

That Council;

1.       RECEIVES the Financial Activity Statements and commentaries on variances to YTD Budget for the period ended 31 August 2017,

1.1: August 2017 YTD Actuals;

1.2: August 2017 Statement of Financial Position and Net Current Assets

1.3: August 2017 YTD Material Financial Variance Notes; and

1.4: 2016/17 Capital Works End of year Variances (+/-10%)

2.       APPROVES by Absolute Majority the following items,

2.1: 2016/17 Capital Project Carry Forward Adjustments

2.2: 2017/18 Rate Setting Statement Correction

2.3: 2017/18 Annual Revised Budget

 

Attachments:

1.

August 2017 Statement of Comprehensive Income

17/302534

Minuted

2.

August 2017 Statement of Financial Position

17/302537

Minuted

3.

Top Projects 2017-18 - August 2017

16/151914[v18]

Minuted

4.

Annual 2016-17 Completed Capital Projects Variance Report

17/325871

 

5.

2016/17 Carry Forward Adjustments

17/326569

 

6.

August 2017 Investment Report

17/302710

Minuted

7.

August 2017 Rate Setting statement

17/302544

Minuted

 


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                                                           175

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CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                       176

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CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                                                           177

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CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                                                           179


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                       180


 


CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                                                           182

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CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                                                                           185

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CITY OF WANNEROO Agenda OF Ordinary Council Meeting 10 October, 2017                                           186

 

Transactional Finance

CS02-10/17       Warrant of Payments for the Period to 30  September 2017

File Ref:                                              1859 – 17/326142

Responsible Officer:                           Director Corporate Strategy and Performance

Disclosure of Interest:                         Nil

Attachments:                                       Nil         

 

Issue

Presentation to the Council of a list of accounts paid during the month of September 2017, including a statement as to the total amounts outstanding at the end of the month.

Background

Local Governments are required each month to prepare a list of accounts paid for that month and submit the list to the next Ordinary Meeting of the Council.

 

In addition, it must record all other outstanding accounts and include that amount with the list to be presented.  The list of accounts paid and the total of outstanding accounts must be recorded in the minutes of the Council meeting.

Detail

The following is the Summary of Accounts paid in September 2017:

 

Funds

Vouchers

Amount

Director Corporate Services Advance A/C

Accounts Paid – September 2017

   Cheque Numbers

   EFT Document Numbers

TOTAL ACCOUNTS PAID

 

Less Cancelled Cheques

Town Planning Scheme

Manual Journal

RECOUP FROM MUNICIPAL FUND

 

 

110410 - 110658

3001 - 3027

 

 

$691,823.67

$16,894,225.27

$17,586,048.94

 

($1,386.30)

 ($304,790.51)

($716,638.88)

$16,563,233.25

Municipal Fund – Bank A/C

Accounts Paid – September 2017

Municipal Recoup

Direct Payments

Payroll – Direct Debits

TOTAL ACCOUNTS PAID

 

 

 

$16,563,233.25

$63,212.22

$3,566,814.37

$20,193,259.84

Town Planning Scheme

Accounts Paid – September 2017

                           Cell 6

                           Cell 7

                           Cell 9

TOTAL ACCOUNTS PAID

 

 

 

 

$13.15

$13.15

$304,764.21

$304,790.51

 

At the close of September 2017 outstanding creditors amounted to $1,114,291.09.

Consultation

Nil

Comment

The list of payment (cheques and electronic transfers) and the end of month total of outstanding creditors for the month of September 2017 is presented to the Council for information and recording in the minutes of the meeting, as required by the Local Government (Financial Management) Regulations 1996.

Statutory Compliance

Regulation 13(1) of the Local Government (Financial Management) Regulations 1996 requires a local government to list the accounts paid each month and total all outstanding creditors at the month end and present such information to the Council at its next Ordinary Meeting after each preparation.  A further requirement of this Section is that the prepared list must be recorded in the minutes of the Council meeting.

Strategic Implications

The proposal aligns with the following objective within the Strategic Community Plan 2013 – 2023:

 “4     Civic Leadership

4.3    Progressive Organisation

4.3.2 Provide excellence in customer service

Risk Management Considerations

Risk Title

Risk Rating

Warrant of Payments Information Only

Low

Accountability

Action Planning Option

Transactional Finance Manager

Accept

 

There are no existing Strategic or Corporate risks within the City's existing risk registers which relate to the issues contained in this report.

Policy Implications

Nil

Financial Implications

Nil

Voting Requirements

Simple Majority

 

Recommendation

That Council RECEIVES the list of payments drawn for the month of September 2017, as summarised below:-

 

 

 

 

 

 

Funds

Vouchers

Amount

Director Corporate Services Advance A/C

Accounts Paid – September 2017

   Cheque Numbers

   EFT Document Numbers

TOTAL ACCOUNTS PAID

 

Less Cancelled Cheques

Town Planning Scheme

Manual Journal

RECOUP FROM MUNICIPAL FUND

 

 

110410 - 110658

3001 - 3027

 

 

$691,823.67

$16,894,225.27

$17,586,048.94

 

($1,386.30)

 ($304,790.51)

($716,638.88)

$16,563,233.25

Municipal Fund – Bank A/C

Accounts Paid – September 2017

Municipal Recoup

Direct Payments

Payroll – Direct Debits

TOTAL ACCOUNTS PAID

 

 

 

$16,563,233.25

$63,212.22

$3,566,814.37

$20,193,259.84

Town Planning Scheme

Accounts Paid – September 2017

                           Cell 6

                           Cell 7

                           Cell 9

TOTAL ACCOUNTS PAID

 

 

 

 

$13.15

$13.15

$304,764.21

$304,790.51

 

WARRANT OF PAYMENTS SEPTEMBER 2017

 

 

 

 

PAYMENT

DATE

DESCRIPTION

AMOUNT

00110410

05/09/2017

Rates Refund

$1,473.29

00110411

05/09/2017

Rates Refund

$1,400.23

00110412

05/09/2017

Nicole Langullah 

$100.00

 

 

  Bond Refund

 

00110413

05/09/2017

Shirni Yati Shah 

$540.00

 

 

  Bond Refund

 

00110414

05/09/2017

Edward Inglis 

$540.00

 

 

  Bond Refund

 

00110415

05/09/2017

Colleen McConville 

$850.00

 

 

  Bond Refund

 

00110416

05/09/2017

Hana Hyun 

$540.00

 

 

  Bond Refund

 

00110417

05/09/2017

Vishal Pandya 

$100.00

 

 

  Bond Refund

 

00110418

05/09/2017

Dai Nguyen

$100.00

 

 

  Bond Refund

 

00110419

05/09/2017

Paresh Garara 

$100.00

 

 

  Bond Refund

 

00110420

05/09/2017

Ajay Patel 

$850.00

 

 

  Bond Refund

 

00110421

05/09/2017

Brad Morfett 

$37.70

 

 

  Refund - Facility Hire - Overpayment

 

00110422

05/09/2017

Abigail Harding 

$30.00

 

 

  Dog Registration Refund - Sterilised

 

00110423

05/09/2017

Gail Sturrock 

$30.00

 

 

  Dog Registration Refund - Deceased

 

00110424

05/09/2017

Ideal Homes 

$566.69

 

 

  Reimbursement - Development Application Fee - Withdrawn

 

00110425

05/09/2017

The Visionone Group 

$158.00

 

 

  Refund - Sign Licence Application - Rejected

 

00110426

05/09/2017

Plunkett Homes (1903) Pty Ltd 

$310.00

 

 

  Refund - Building Application Fee - Not Required

 

00110427

05/09/2017

Janice Keogh 

$72.00

 

 

  Reimbursement - Copies Of Plans - Charged Twice

 

00110428

05/09/2017

Chloe Lowry 

$360.00

 

 

  Vehicle Crossing Subsidy

 

00110429

05/09/2017

Erin Hinsley WAIFS 

$360.00

 

 

  Vehicle Crossing Subsidy

 

00110430

05/09/2017

Isabella MacDonald 

$80.00

 

 

  Dog Registration Refund - Deceased

 

00110431

05/09/2017

Emily Rogers 

$77.50

 

 

  Dog Registration Refund - Sterilised

 

00110432

05/09/2017

Lisa Mills 

$80.00

 

 

  Dog Registration Refund - Deceased

 

00110433

05/09/2017

Rates Refund

$1,107.31

00110434

05/09/2017

Leslee Panes 

$360.00

 

 

  Vehicle Crossing Subsidy

 

00110435

05/09/2017

Yagneshkumar Solanki 

$360.00

 

 

  Vehicle Crossing Subsidy

 

00110436

05/09/2017

Casey Baines 

$75.00

 

 

  Dog Registration Refund - Sterilised

 

00110437

05/09/2017

Rates Refund

$652.46

00110438

05/09/2017

Rates Refund

$1,343.73

00110439

05/09/2017

Paul Lapham 

$360.00

 

 

  Vehicle Crossing Subsidy

 

00110440

05/09/2017

Bonnie Smith 

$75.00

 

 

  Dog Registration Refund - Sterilised

 

00110441

05/09/2017

Capricorn Village

$274.45

 

 

  Partial Refund - Fees Not Expended Processing Amendment No 1 - Capricorn Coastal Node Agreed Structure Plan No 75

 

00110442

05/09/2017

Ideal Homes Pty Ltd 

$585.80

 

 

  Refund - Development Application - Rejected

 

00110443

05/09/2017

Julie Strickland 

$1,010.00

 

 

  Refund - Street & Verge Bond

 

00110444

05/09/2017

City of Wanneroo 

$1,860.00

 

 

  Cash Advance - Cr Treby - National Risk Management Forum

 

 

 

  Cash Advance - Refund - Staff For Charity Golf Day

 

00110445

05/09/2017

Optus 

$30.18

 

 

  Phone Charges For The City

 

00110446

05/09/2017

Water Corporation 

$937.58

 

 

  Water Supplies For The City

 

00110447

05/09/2017

Telstra 

$181.22

 

 

  Phone Charges For The City

 

00110448

05/09/2017

Finance Services Petty Cash 

$643.70

 

 

  Petty Cash

 

00110449

05/09/2017

Ashby Operations Centre Petty Cash 

$294.95

 

 

  Petty Cash

 

00110450

05/09/2017

Commissioner Of Police 

$1,418.00

 

 

  Renewal Of Crowd Control Agents Licence And Security Agents Licence - Rangers

 

00110451

05/09/2017

Australian Institute of Building Surveyors

$6,352.00

 

 

  WA Chapter Conference 2017 - 8 X Attendees - Building Approvals

 

00110452

05/09/2017

Mr Evan Martin 

$72.05

 

 

  Keyholder Payment - Annual Leave

 

00110453

05/09/2017

Quinns Rocks Adult Day Care Petty Cash 

$122.55

 

 

  Petty Cash

 

00110454

05/09/2017

Water Corporation 

$492.56

 

 

  Water Supplies For The City

 

00110455

05/09/2017

Telstra 

$56.03

 

 

  SMS Charges For The City - IT

 

00110456

05/09/2017

Building & Construction Industry 

$69,582.84

 

 

  Collection Levy Payments August 2017 - Finance

 

00110457

12/09/2017

Scott Lucas 

$360.00

 

 

  Vehicle Crossing Subsidy

 

00110458

12/09/2017

Yik Wei Lau 

$360.00

 

 

  Vehicle Crossing Subsidy

 

00110459

12/09/2017

Cancelled

 

00110460

12/09/2017

Acumen Development Solutions 

$152.67

 

 

  Refund  Overpayment Of Invoice 182510 - Credit Issued - Finance

 

00110461

12/09/2017

Rates Refund

$439.47

00110462

12/09/2017

Rates Refund

$170.91

00110463

12/09/2017

Rates Refund

$901.69

00110464

12/09/2017

Olivia Wingco 

$100.00

 

 

  Bond Refund

 

00110465

12/09/2017

Beatrix Delport 

$850.00

 

 

  Bond Refund

 

00110466

12/09/2017

Angela Trebell 

$100.00

 

 

  Bond Refund

 

00110467

12/09/2017

Giewel De Lara 

$540.00

 

 

  Bond Refund

 

00110468

12/09/2017

Brighton Seahawks Junior Football Club 

$540.00

 

 

  Bond Refund

 

00110469

12/09/2017

Amara Ransley 

$100.00

 

 

  Bond Refund

 

00110470

12/09/2017

Niken Jethwa 

$540.00

 

 

  Bond Refund

 

00110471

12/09/2017

Christopher Ramsawmy 

$100.00

 

 

  Bond Refund

 

00110472

12/09/2017

Catharina Ma 

$100.00

 

 

  Bond Refund

 

00110473

12/09/2017

Jibumon Abraham 

$100.00

 

 

  Bond Refund

 

00110474

12/09/2017

L Driver 

$5.00

 

 

  Refund - Overpayment Multisport

 

00110475

12/09/2017

The Patio Factory 

$118.00

 

 

  Refund - Building Application - Not Required

 

00110476

12/09/2017

Tayla Wilton 

$360.00

 

 

  Vehicle Crossing Subsidy

 

00110477

12/09/2017

Anthony Sharples 

$360.00

 

 

  Vehicle Crossing Subsidy

 

00110478

12/09/2017

Linda Bishop 

$360.00

 

 

  Vehicle Crossing Subsidy

 

00110479

12/09/2017

Franz Tuller 

$136.00

 

 

  Refund - Food Business Registration Fee - Application Cancelled

 

00110480

12/09/2017

Rates Refund

$2,245.43

00110481

12/09/2017

Rates Refund

$350.16

00110482

12/09/2017

Rates Refund

$1,899.98

00110483

12/09/2017

Rates Refund

$1,949.33

00110484

12/09/2017

Rates Refund

$473.88

00110485

12/09/2017

Buccaneer Pools 

$2,000.00

 

 

  Refund - Street & Verge Bond

 

00110486

12/09/2017

Clontarf Foundation 

$560.00

 

 

  Donation - Lunch For Participants In The Deadly Attendees Cup 11.08.2017

 

00110487

12/09/2017

Ashdale Primary P & C 

$730.00

 

 

  Donation - Subscription - The Safety House Program 2017 & Cost Of Safety House Educational Puppet Shows To Be Held In September 2017

 

00110488

12/09/2017

Football West 

$200.00

 

 

  Sponsorship - 1 X Member - National Training Centre Challenge Canberra 24.07.2017 - 28.07.2017

 

00110489

12/09/2017

Westside BMX Club 

$1,000.00

 

 

  Sponsorship - 2 X Members - 2017 UCI BMX World Championships In Rock Hill South Carolina USA 26 - 29.07.2017

 

00110490

12/09/2017

School Sport Western Australia Incorporated 

$600.00

 

 

  Sponsorship - 8 X Members - The School Sport Australia Cross Country National Championships Held In Hobart 10 - 14.08.2017

 

00110491

12/09/2017

Cancelled

 

00110492

12/09/2017

Cancelled

 

00110493

12/09/2017

Semas Academy Wanneroo 

$1,500.00

 

 

  Sponsorship - 6 X Members - International Abacus Math Championship In Bangkok Thailand 01.10.2017

 

00110494

12/09/2017

ARLC WA Limited - NRL WA 

$600.00

 

 

  Sponsorship - 2 X Members - Affiliated States Championships Adelaide SA 22.06.2017 - 25.06.2017

 

 

 

  Sponsorship - 1 X Member - Australian Schoolboys 15y National Championship Wollongong NSW 25.06.2017 - 30.06.2017

 

00110495

12/09/2017

Lansdale Christian School 

$2,000.00

 

 

  Sponsorship - 6 X Members - Year 10 Mission Trip To Cambodia 17.09.2017 - 27.09.2017

 

00110496

12/09/2017

Mak May Chee 

$15.30

 

 

  Refund - Term 2 2017 Cancelled Swimming Lessons Due To Pool Closure

 

00110497

12/09/2017

Girrawheen Library Petty Cash 

$84.90

 

 

  Petty Cash

 

00110498

12/09/2017

Water Corporation 

$6,494.09

 

 

  Water Supplies For The City

 

00110499

12/09/2017

Telstra 

$351.00

 

 

  Internet Charges - IT

 

00110500

12/09/2017

Cr F Cvitan 

$2,663.79

 

 

  Monthly Allowance

 

00110501

12/09/2017

Cr D Newton 

$2,563.79

 

 

  Monthly Allowance

 

00110502

07/09/2017

Calisthenics Association of WA State Team 

$1,800.00

 

 

  Sponsorship - 3 Teams - ACF National Championships 2017 Sydney NSW 05.07.2017 - 08.07.2017

 

00110503

07/09/2017

School Sport Western Australia 

$600.00

 

 

  Sponsorship - 2 Teams - School Sports Australia 15y Boys And Girls AFL National Championship Perth 23 - 29.07.2017

 

00110504

19/09/2017

Rates Refund

$1,540.00

00110505

19/09/2017

Rates Refund

$1,726.67

00110506

19/09/2017

Rates Refund

$785.99

00110507

19/09/2017

Ethiopian Orthodox Church of DMMA 

$540.00

 

 

  Bond Refund

 

00110508

19/09/2017