BRIEFING PAPERS

FOR ELECTED MEMBERS’

BRIEFING SESSION

 

Draft Only

 

 

 

 

 

to be held at

the Council Chambers, Civic Centre, Dundebar Road, Wanneroo

on 29 January, 2019 commencing at 6.00pm

 

 

Briefing Papers for Tuesday 29 January, 2019

 

CONTENTS

 

Item  5_____ Late Reports_ 1

5.1                         Tender 18050 - Procure and Implement Financial Management Information System   1

5.2                         Decisions Under Delegation during 2018-19 Council Recess Period  17

5.3                         Cr Linda Aitken – Motion on Notice MN01-03/18 - Review of Issues Relating to Parking Around Schools to Decrease Congestion and Improve Parking During School Peak Times  19

 

 

Item  5      Late Reports

File Ref:                                              26848V02 – 19/4528

Responsible Officer:                           Director Corporate Strategy & Performance

Disclosure of Interest:                         Attached are the approved management plan documents for Disclosure of Interests for the Project Team.

Attachments:                                       3         

Issue

To consider Tender No. 18050 for Procurement and Implementation Services for Financial Management Information System.

Background

In catering for the needs of current and future generations, the City defined its community vision through the four strategic pillars of Environment (built and natural), Society, Economy and Civic Leadership. The City’s IT Strategy embraces technology as a key enabler towards this community vision, given its role in supporting two way communication with the community, harnessing information to support strategic decision making, and driving efficient business process and organisational productivity.

This vision is underpinned by a transformative IT vision that reinforces customer centricity through the optimisation of online channels enabled by web centric solutions. To deliver this, the City’s core systems require renewal and it is proposed that a best in class, scalable solution is adopted.

A significant output from the 2013/14 Operating Model Review was an Enterprise Software Roadmap defining an IT replacement vision and a shift towards best in class IT deployment models. The refreshed program level business case outlined the case for change in the replacement of a number of core and non-core systems. The RSM Australia Pty Ltd report was discussed with the Elected Members in March 2016 and then built into the Long Term Financial Plan and the Information Systems Plan. The Core Systems Replacement (CSR) Program is a key enabler to fulfilling the City’s community vision by providing a foundation to a scalable solution that addresses the City's rapid growth trajectory, transformation towards a customer-centric operating model, and growing compliance and reporting requirements. One component of the Core Systems Replacement Program is the renewal of the City’s Financial Management Information System, which is the subject of Tender No. 18050.

Provision of Financial Management Information System

Scope

 The City is seeking to engage a supplier to replace the incumbent Civica Authority finance system modules, with a best of breed system, including interfacing with all other applicable corporate systems, including provision to interface with oncoming corporate systems, progressively replaced under the Enterprise Systems Renewal Program.  Interfaces should provide for real-time information flows, as far as possible and practical.

The successful tenderer will be engaged to supply, configure and maintain, through software licence and maintenance agreement (including patches and version upgrades) a best of breed Financial Management Information System.

The Financial Management Information System sought is expected to:

a)         Provide a single source of truth for the City’s financial information;

b)         Be a commercial off the shelf solution, with minimal, or no customisation;

c)         Interface with other systems, via the City’s interface middleware, providing real-time information flows;

d)         Be effective, efficient and provide repeatable processes;

e)         Provide transparent, intuitive and easy to use interfaces;

f)          Provide opportunities for automation of existing manual tasks, including automated bank reconciliations, automatic three-way matching of purchase orders/receipts for goods or services/vendor invoices;

g)         Provide budgeting and planning functionality for budget development, mid-year reviews and long term financial planning;

h)         Provide enhanced reporting capabilities that will eliminate the need for third party      reporting tools,  as well as graphical dashboards, defined by roles;  

Provide improved financial management controls;

i)          Eliminate many hard copy based workflows; and

j)          Provide for streamlined project cost accounting, enabling effective project management and smarter decision making based on a single source of project financial truth. 

Detail

Tender No. 18050 for the Supply of Software and the Provision of Services, Financial Management Information System was advertised on 17 and 21 March 2018 and closed on Tuesday 15 May 2018.

Essential details of the proposed contract are as follows:

Tender submissions were received from the following five companies:

·              MAGIQ Software Ltd;

·              The Trustee for Simone Family Trust (Trading as Open Office Pty Ltd);

·              PrimeQ Australia Pty Ltd;

·              Technology One Limited; and

·              Red Rock Consulting Pty Ltd.

Tender submissions from Open Systems Technology and Civica were received after tender close and were therefore rejected in accordance with the Conditions of Tendering. These tenderers were notified.

The Tender Evaluation panel comprised:

Manager, Transactional Finance; Coordinator Business Systems, Customer & Information Services; Project Manager Financial Management Information Systems, Customer & Information Services; Financial Management Information System Project Analyst, Customer & Information Services. The City’s Contracts Officer facilitated the tender process.

Probity Oversight

Oversight to the tender assessment process was undertaken by William Buck Consulting (WA) Pty Ltd as external probity advisor.

Tender submissions were evaluated in accordance with the Tender Evaluation Plan (TEP).  The TEP included the following four step process:

Step No	Description	Purpose
1	Gateway / Compliance	Elimination of inadequate or over budget responses
2a	Mechanical Shortlisting Process	Mechanical assessment of responses against requirements
2b	Evaluation Panel Shortlisting	Panel plus subject matter expert assessments of quality of each response for functional and non-functional requirements
3	Vendor Demonstration	Panel plus subject matter expert assessments of vendor demonstrations of functional and non-functional requirements. Financial assessment performed by Corporate Scorecard for each tender response.
4	Value for Money Assessment	Reference checking and value for money assessments

Price was considered in Step 1 to consider any submissions received which exceeded the City’s budget expectations (financial threshold) and was also considered as part of the overall value for money assessment in Step 4.

Evaluation Step 1 – Gateway Process

An assessment was made to determine the completeness and financial threshold assessments for each Tender response:

Tenderer	Assessment
MAGIQ Software Ltd	Complete and within financial threshold*
Open Office Pty Ltd	Complete and within financial threshold
PrimeQ Australia Pty Ltd	Complete and within financial threshold
Technology One Ltd	Complete and within financial threshold
Red Rock Consulting Pty Ltd	Eliminated as exceeding financial threshold

 *The Financial Threshold was set as the total estimated contract budget, of $1.52M; with (up to) +10% variance of the total estimated up-front costs.

The tender submission received from Red Rock Consulting Pty Ltd was excluded from further evaluation as exceeding the financial threshold set for the tender evaluation.

Evaluation Step 2a – Mechanical Shortlisting

The tenderers’ responses to functional and non-functional requirements were mechanically assessed in order to evaluate their capability to meet the requirements of the contract. The tender document provided for each tenderer to complete a Register of Contract Specifics and a Register of Departures to record any requested departures from the Software and Services – FMIS supply Contract (“Draft Supply Contract”). Legal Services reviewed the two registers and provided advice on the nature of each departure and rated each as a “low impact” or “high impact”. The outcome of this review will be used during supply contract negotiations. The rankings as a result of this Step are listed below:

Evaluation Step 2b – Evaluation Panel Shortlisting

The tenderer’s resources as presented in their tender submission were assessed for quality in order to evaluate their capacity to meet the requirements of the contract.  Assessment of these criteria considered the tenderer’s responses to both functional and non-functional requirements. As well as the core panel, a team of 20 subject matter experts participated in the evaluations associated with this Step.

The assessment of this Step resulted in the following rankings:

The City’s Project Board requested financial assessments and reference checks to be brought forward to this Step to assist the Project Board with considerations for shortlisting Tenderers to progress to Vendor Demonstration Step of the process. Changes to the Tender Evaluation Plan were approved and endorsed by the external Probity Advisor.

Reference Checking

For reference checking each Tenderer was requested to provide details of reference sites and up to three referees were chosen for each of the four Tenderers, based on the reference sites’ similarity with the City of Wanneroo, in terms of number of rate payers, revenue, number of employees and local or other government orientation. Technology One Ltd only provided two suitable referees (despite a number of requests for an additional referee).

The rankings for referee checks were as follows (based on scoring of three referees for each):

Financial Assessment

Detailed financial assessments were undertaken against each tenderer. The City’s Strategic Finance team further analysed the assessment reports and provided financial viability assessments and recommendations. Two scorecards were ranked as passes, one as marginal and one as a fail, with Technology One and Open Office Pty Ltd rated as ‘strong’, PrimeQ Australia Pty Ltd as marginal and MagiQ Ltd rated as ‘marginal’.

Risk mitigation recommendations were suggested for each Tenderer. There was no suggestion that any Tenderer should be disqualified based on their financial assessment.  MagiQ was rated as the most vulnerable financially. PrimeQ was rated as marginal due to being a relatively new business formed in 2015 and noted as having significant investments in setup, investment in staff, R&D and initiating first projects in the early trading years, which was stated as not unusual for a new software business.

In December 2018 PrimeQ was acquired by Accenture, a global management consulting and professional services firm that is a Fortune Global 500 company, employing approximately 459,000 people worldwide. This acquisition provides substantial potential for cross entity guarantee to mitigate any concerns regarding PrimeQ Australia Pty Ltd’s financial capacity to deliver tender obligations.

The rankings for financial assessment were as follows:

Based on the accumulation of all prior evaluation step rankings and the outcomes of financial assessments and reference checks, PrimeQ Australia Pty Ltd and Open Office Pty Ltd were shortlisted for vendor demonstrations.

Evaluation Step 3 – Vendor Demonstrations of Product and Presentation of Capability Statements

Each shortlisted Tenderer was required to demonstrate their tendered products against functional requirements contained in the Tender Specification and a list of specific scenarios, as well as address five general capability categories. Tenderer’s demonstrations and capability statements were evaluated by a core evaluation team and subject matter experts for the various software modules and capabilities demonstrated.

Both tenderers were allotted four days for their demonstrations. Rankings after Vendor demonstrations were as follows:

Evaluation Step 4 – Value for Money Assessment

Value for Money Assessments was based on Total Cost of Ownership and considered Local Presence (10% weighting), Reference Checks (25% weighting), Financial Checks (25% weighting) and Consensus Scores of Core Panel members for Evaluation of Demonstrations (40% weighting). As per Step 3, only the two shortlisted Tenderers were subject to value for money assessments.

VFM Item	Open Office	PrimeQ
Total Scores	55.00	66.00
Total Score Rank	2	1

To extrapolate value for money metrics, methods outlined on Landell Management Consultants website were utilised. A Cost per Point metric was calculated for the tenderers by dividing the total cost of ownership of their bid by their total weighted score. The Cost per Point for PrimeQ Australia Pty Ltd was calculated as $39,041 and for Open Office Pty Ltd was calculated as $46,144, demonstrating PrimeQ as having lower cost per point of value.

A Value for Money Index for each tenderer was calculated by dividing their total weighted score by the total cost of ownership of their bid, multiplied by 1,000,000. These calculations resulted in VFM Indexes of 25.61 for PrimeQ Australia Pty Ltd and 21.67 for Open Office Pty Ltd, identifying that PrimeQ has a better VFM Index than Open Office Pty Ltd.

 

Consequently, the rankings for the value for money assessments were as follows:

Overall Assessment and Ranking

Overall, whilst both shortlisted Tenderers were considered viable, the evaluation processes demonstrated that the bid from PrimeQ Australia Pty Ltd is the superior Value for Money for the City, based on considerations of Total Cost of Ownership, Local Presence, Reference Checks, Financial Checks and Consensus Scores of Core Panel members for Evaluation of Demonstrations.

Tenderer’s submissions were reviewed in accordance with the Tender Evaluation Plan.

Consultation

William Buck Consulting (WA) Pty Ltd, external probity advisor, provided oversight to the tender assessment process, Governance & Legal provided advice on contract departures, and Strategic Finance provided consultation for the financial assessments. Financial risk mitigation strategies recommended by Strategic Finance for PrimeQ Australia Pty Ltd included obtaining a Parent company Guarantee, contracting on a joint and several basis with PrimeQ Ltd (likely to be Accenture, following their acquisition of PrimeQ Australia Pty Ltd) and ongoing financial monitoring, with termination clause for unsatisfactory performance.

Extensive consultation was undertaken with all service units within the City to derive the requirements for the tender and will continue throughout the project planning and implementation phases, to ensure the solution configuration meets stakeholders’ requirements and that the transformational change is managed to achieve expected benefits for the City.

Comment

The tender submission from PrimeQ Australia Pty Ltd satisfied the overall value for money assessment in accordance with the assessment criteria as detailed in the Tender Evaluation Plan and is therefore recommended as the successful tenderer, subject satisfactory resolution of commercial terms.

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.

Strategic Implications

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

 “4     Civic Leadership

4.3    Progressive Organisation

4.3.1  Lead excellence and innovation in local government”

 

Enterprise Risk Management Considerations

Risk Title	Risk Rating
CO-O02 Technological Advancement	Moderate
Accountability	Action Planning Option
Director Corporate Strategy and Performance	Manage

 

Risk Title	Risk Rating
CO-O05 Corporate Systems	Moderate
Accountability	Action Planning Option
Director Corporate Strategy and Performance	Manage

 

Risk Title	Risk Rating
CO-O09 Integrated Reporting	Moderate
Accountability	Action Planning Option
Director Corporate Strategy and Performance	Manage

 

Risk Title	Risk Rating
CO-O17 Financial Management	Moderate
Accountability	Action Planning Option
Director Corporate Strategy and Performance	Manage

Financial and Performance Risk

Financial Risk

The Financial capacity of PrimeQ Australia Pty Ltd, at the time of tendering, was assessed as ‘marginal’. PrimeQ Australia Pty Ltd has since been acquired by Accenture, a global management consulting and professional services firm that is a Fortune Global 500 company, employing approximately 459,000 people worldwide. This acquisition overcomes any financial capacity concerns about PrimeQ Australia Pty Ltd’s financial capacity to deliver the services. Mitigations to be sought include parent company guarantee, contracting on a joint and several basis with PrimeQ Ltd (likely to be Accenture, following their acquisition of PrimeQ Australia Pty Ltd) and ongoing financial monitoring, with termination clause for unsatisfactory performance. 

Performance Risk

PrimeQ Australia Pty Ltd indicated that it has had no client disputes and no notices of default in its history and has had no direct involvement with the City of Wanneroo, previously.

Three reference sites were provided by PrimeQ Australia Pty Ltd to allow the City to assess their performance on projects where they provided similar services to those being procured by this Tender. These checks provided no indication of risk associated with the selection of PrimeQ Australia Pty Ltd to perform these services at the City of Wanneroo. All feedback was positive and indicated that the recommended tenderer has high customer satisfaction ratings and a reputation for on time and on budget implementation services delivery.

Departures from the City’s Contract Terms requested by PrimeQ Australia Pty Ltd are of a commercial nature and will be subject to satisfactory negotiation.

Social and Environmental (Sustainable Procurement) Considerations

Social and environmental considerations were not included as requirements for the Tender.

Broader Economic Impact Implications for the City of Wanneroo

The Tender document included broader economic impact implications as a non-weighted criterion through use of a “Buy Local Questionnaire”.

PrimeQ Australia Pty Ltd’s response states:

·          The award of the Tender will not require additional staff;

·          Ten of PrimeQ Australia Pty Ltd’s employees live in the Perth Metropolitan area; and

·          Any sub-contractors used in the delivery of services will be WA based.

Policy Implications

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

Financial (Budget) Implications

Estimated Contract Costs

Based on the preferred tenderer’s schedule of rates, a calculation was made to determine the total value of the contract. The contract will run for five years and the total cost is as follows:

·          Total Estimated Implementation and First Year of Operations    $1,260,538;

·          Total Estimated Operations Cost Years two to five                     $1,316,038

·          Total Contract Value                                                                     $2,576,690

The 2016 RSM Australia Pty Ltd Consulting Report to the City estimated implementation costs of $1.7M and ongoing annual license and support costs of $130K for a total estimated cost of $2.22M (assuming $130K of Operational funding for four years). The table below shows the original RSM Australia Pty Ltd costings extrapolated RSM costings and current FMIS Project estimates. The original RSM costings did not include costs for Point of Sale functionality, which was added during the establishment of functional requirements for the Tender. The FMIS Project has also included a $40K allowance for independent consulting advice. The FMIS Project estimated costs, include work undertaken before the tender was issued, effort the City will provide to the implementation of the new system, the tendered costs for implementation and the first year of operations and work necessary to wrap up the Project after implementation. Top up Budget will be required to extend the previously allocated amount of $1.64M to take the total Capital Budget Funding to $2,845,000.

Baseline Budget	$ 1,640,000.00
Pre-tender Expenditure	$    376,000.00
Tender Cost	$ 1,260,538.00
Consultancy/ Data Migration/Testing/Legacy Decommissioning	$    229,000.00
Contingency	$    243,000.00
Project Team, SMEs	$    737,164.00
Total Project Cost	$ 2,845,702.00
Capital shortfall	$ 1,205,702.00

The additional Capital will be spread over the 2019/20 and 2020/21 financial years.

 

		RSM Estimate				Current Estimate
Project Duration (In Months)		15				46
	Requirements Gathering	0				11
	Procurement	6				14
	Implementation	9				21
Capital Funding		RSM ($'000)		RSM / Extrapolated Timeline* ($'000)		FMIS Project     ($'000)
Total		$1,700		$2,929		$2,845
Operational Funding
Annual Licence Maintenance (incremental)			$100	$100	$329
Support Costs			$30	$30	$ -
Total			$130	$130	$329

It needs to be noted that there will be a period of time where the City will continue to operate the Civica Authority System for the ongoing provision of other corporate systems as well as the new FMIS.  Additionally for noting, the budget estimate completed by RSM Australia Pty in early 2016 did not take into account the additional effort required in capturing the business needs, a robust tendering and procurement process, establishment of a specialist software contact, or architecture system reviews.   Also at that time, there was no mature market research on this type of software delivery which now that the City has tested the open market, we have more certainty in the ongoing operating costs.  The timeline suggested by RSM Australia Pty was only ever an approximate estimate which the City have now assessed and determined that in order to complete a thorough planning and procurement process and an implementation plan that takes into business change management, more time is required. 

The FMIS system will be delivered via Oracle Cloud subscription services. The benefits of this type of software model, when compared to the on premise version which predates Civica Authority, are largely associated with the software as a service (SaaS) delivery model outlined below:

·          The Cloud is hosted in Australia;

·          System administration is included in Cloud subscription fees;

·          Security is managed by the Cloud service;

·          On demand scalability;

·          Costs of managing, patching and updating software and hardware is eliminated;

·          Regular product updates.

Estimated Overall Project Costs

The overall estimated cost for the FMIS Project is $2,845,702. This compares favourably with the normalised RSM costs which reflect timelines able to be accommodated by the City of Wanneroo.

 

Voting Requirements

Simple Majority

 

Recommendation

That Council ACCEPTS the tender submitted by PrimeQ Pty Ltd for Tender No. 18050, for the Supply of Software and the Provision of Services Financial Management Information System, at an estimated initial contract sum of $2,576,690 (including license fees over the five years and excludes optional extensions) excluding GST as per the schedule of rates in the tender submission and subject to satisfactory negotiation of contract terms.

 

Attachments:

1⇩.	Disclosure of Interest Management Plan Approval - Philip May - October 2018	19/13013
2⇩.	18050 Disclosure of Interest Management Plan Approval - Ahmed Abumarzouq	19/13046
3⇩.	Disclosure of Interest - Bimsara Pathirathna - Non Recruitment - 21 November 2018	18/501674

 

 

 

 

 

 

File Ref:                                              3131 – 19/1445

Responsible Officer:                           Executive Manager Governance and Legal

Disclosure of Interest:                         Nil

Attachments:                                       Nil         

 

Issue

To advise Council of the decisions made under delegated authority in accordance with Council resolution CE01-12/18 (11 December 2018) and Delegation 1.1.1 “Authority to Make Decisions on Behalf of the City During Council Recess”.

 

Background

At the Ordinary Council meeting held on 11 December 2018, Council resolved (CE01-12/18) as follows:

“That Council DELEGATE BY ABSOLUTE MAJORITY to the Chief Executive Officer the authority to DETERMINE and ACCEPT the following tenders during Council’s recess period from 12 December 2018 to 4 February 2019 only, subject to confirmed budgetary provisions and the requirements of the Local Government (Functions and General) Regulations 1996:

1.         Tender 18198 Construction of Edgar Griffiths Park Sports Amenities Building;

2.         Tender 18209 Park Asset Renewals 2018-19; and

3.         Tender 18238 Wanneroo Districts Netball Association Building Upgrade.”

In addition, Delegation 1.1.1 “Authority to Make Decisions on Behalf of the City During Council Recess” empowers the Chief Executive Officer (CEO) to make decisions on behalf of Council during the annual recess period, subject to any such decisions being with the agreement of the Mayor, and a report on any such decisions made being presented to Council at the end of the recess period.

Detail

The following sets out the decisions made or to be considered during the recess period:

1.         Tender 18198 Construction of Edgar Griffiths Park Sports Amenities Building:-

            The Recommendation has been provided to the CEO during the last week of January 2019.  The CEO is currently reviewing the recommendation.

2.         Tender 18209 Park Asset Renewals 2018-19:-

            On 14 December 2018 the CEO approved the award of Tender 18209 for the Park Asset Renewals 2018-19 under normal CEO Delegation 1.1.14 – Choice of Most Advantageous Tender limited to $1,000,000. The Tender was accepted for the total lump sum price of $645,970.00 (ex GST) from specific tenderers at specific locations.

3.         Tender 18238 Wanneroo Districts Netball Association Building Upgrade:-

On 24 January 2019 the CEO approved the award of Tender 18238 for Wanneroo Districts Netball Association Building Upgrade under delegation CE01-12/18.  The Tender was accepted for the total lump sum price of $2,227,152.14 (ex GST) from Geared Construction Pty Ltd.

Consultation

Nil

Comment

Given that the Council recess period officially concludes on 4 February 2019, it is possible for further decisions to be made under this delegation following the compilation of this report.

If necessary, this report will be amended to include any further decisions for presentation to Council at the meeting.

Statutory Compliance

Section 5.42 of the Local Government Act 1995 allows Council to delegate functions to the CEO. Section 5.43 does not permit Council to delegate authority to the CEO to award a tender above a limit set by Council.

Strategic Implications

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

 “4     Civic Leadership

4.2    Good Governance

4.2.1  Provide transparent and accountable governance and leadership”

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 financial implications related specifically to the approved budgets for each respective tender award sum.

Voting Requirements

Simple Majority

 

Recommendation

That Council NOTES the following decisions made under delegated authority during the period 12 December 2018 and 4 February 2019 being the award of:

1.         Tender 18209 Park Asset Renewals 2018-19; and

2.         Tender 18238 Wanneroo Districts Netball Association Building Upgrade.

Attachments: Nil

 

 

 

File Ref:                                              3120V03 – 18/496794

Author:                                                Cr Linda Aitken

Action Officer:                                    Director Assets

Disclosure of Interest:                         Nil

Attachments:                                       1         

Issue

To consider a review of issues relating to a lack of parking and resulting congestion around the schools within the City with the aim of decreasing congestion and improving parking at the commencement and conclusion of the school day.

Background

The City has a number of schools and the community has repeatedly expressed concerns about a lack of parking areas for drop-off/pick-ups around these schools. A number of new schools are also being developed within the emerging suburbs of the City of Wanneroo and sufficient parking provision need to be considered for these.

Detail

The City has a number of schools and in many instances, especially for the primary school communities, parents drive their children to and from school. Due to the large number of parents doing this the local and school communities are concerned that they are not able park safely around their schools due to a lack of parking provision. This results in traffic congestion and potential traffic safety hazards as parents try to find space for their vehicles, so they can take their children to class

It is understood that schools do provide initial parking within the school boundary and on-street parking is also available around most schools. However as the areas surrounding the schools develop, parking shortage becomes evident due to an increase in the number of students over the years.

Consultation

No formal consultation has been undertaken on this matter. Subject to Council’s decision on this matter, further consultation with the relevant stakeholders may be required.

Comment

A lack of parking around schools creates congestion and potential traffic safety hazards. In the present economic climate, both parents work and drive their children to and from school. This is particularly applicable to the primary school age children as older children are able to walk or ride to their school. In view of the safety of our community and children it is important that consideration is given to some measures to alleviate these concerns. Some of such measures which will provide additional parking spaces and need consideration are:

·          A review of the City’s Parking Local Law to allow verge parking around the school perimeter during school drop off and pick up  times; and

·          Provision of angled parking instead of parallel on street parking where possible.

It is acknowledged that the provision of angled parking may not be feasible in several locations due to lack of available space, existing infrastructure and costs. However, in the developing areas, this option needs to be considered and may require development of relevant policies to guide the developments to provide the ability for increased parking provision.

Statutory Compliance

The City’s Parking Local Law 2015 applies to parking matters in the City of Wanneroo and specifically to the stopping or parking of vehicles around school areas.

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

Risk Title	Risk Rating
CO-023 Safety of Community	Moderate
Accountability	Action Planning Option
Director Community & Place	Manage

 

Risk Title	Risk Rating
ST-S04 Integrated Infrastructure and Utility Planning	Moderate
Accountability	Action Planning Option
Executive Leadership team	Manage

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

Policy Implications

·          District Planning Scheme No. 2

·          Development Control Policy 2.4: School Sites (Western Australian Planning Commission)

Financial Implications

The exact financial implications of any works as a result of consideration of the suggested measures will be dependent on an assessment and suitability of each location. However, in certain locations and developing areas the provision of such infrastructure is likely to be accommodated with the developments.

Voting Requirements

Simple Majority

 

 

Recommendation

That Council REQUESTS Administration to consider the following measures where applicable to alleviate a lack of parking issues and traffic congestion around schools:

a)      A review of the City’s Parking Local Law to allow verge parking around the school perimeter during school drop off and pick up times;

b)      Provision of angled parking instead of parallel on street parking;

c)      To review current planning guidelines around identified school sites to increase verge and road widths to allow for an angled or increased parking provision;

d)      For traffic planning to be done to assess the best way to manage traffic movement around future schools prior to the building of the school and development of the residential subdivision; and

e)      Respond to Council with the outcome of this investigation by the November 2018 Council meeting.

The City’s Parking and Parking Facilities Local Law 2003 was repealed and the Parking Local Law 2015 adopted on 13 October 2015 after a lengthy review process.  Notwithstanding this review, local laws may be amended as and when the context requires.

The City’s District Planning Scheme No. 2 (DPS 2) sets out the minimum number of car parking bays required for development.  Schools are required to provide on-site parking for staff and visitors, as well as a number of pick-up/set-down bays, which may be provided in the road reserve.  The requirement set out in DPS 2 is consistent with the Western Australian Planning Commission’s (WAPC) Development Control Policy 2.4: School Sites, which identifies that facilities for pick-up and set-down of students should be within the road reserve where possible.

Congestion arises due to the high demand for parking spaces during morning and afternoon drop off and pick-ups.  Apart from providing additional parking bays and/or drop off and pick up areas, either within road reserves or within school sites themselves (where possible) other solutions should be considered such as seeking the Department of Education and School Principals assistance to better manage parking and drop off/pickup areas and include arrangements for the shared use of existing facilities adjoining or nearby schools sites and enabling the use of playing fields on school sites.

On Street angle parking is uncommon because of the road reserve width required to accommodate these. On Street angle parking in the vicinity of school is not preferred because the vehicles need to reverse on heavy school traffic which creates further traffic safety hazards. Similarly, the reversing manoeuvre also poses a safety risk for young children who might walk behind the parked cars. The provision of angled parking around existing schools will be challenging due to these reasons. However, for the new schools, it may be possible for the proponent to consider design solutions to accommodate the provision of on street angled parking.

The Growth Areas Alliance Perth and Peel (GAPP) have been considering this issue as it impacts on all outer metropolitan growth Councils.  The GAPP has organised meetings with the Department of Education and Department of Planning, Lands & Heritage to consider how best to address parking issues around schools.  There are ongoing discussions on this matter that are being facilitated by the Western Australian Local Government Association (WALGA) to examine options moving forward. 

With respect to school developments in future, consideration can be given to a range of measures that maybe implemented to ensure that verge and road widths are sufficiently wide to accommodate an increased area for car parking.  Although any such measures will generally only be possible in new areas where no structure planning or subdivision has been approved.  It is estimated that there are likely to be over 40 additional primary schools and 12 high schools to be constructed in the City over the next 30 years and therefore any measures introduced will apply widely in emerging areas of the City.

Consideration can be given to recommend provisions that can be included in new structure plans to provide the requirements for subdivision plans to incorporate wider road reserves around school sites.  The preparation of a local planning policy to provide the City’s position on the planning and design expectations relating to location, road design and planning to inform future structure planning and subdivision. 

Administration will give consideration to the preparation of a local planning policy to provide the City’s position on the planning and design expectations relating to location, road design and planning to inform future structure planning and subdivision. 

MN01-03/18 Cr Linda Aitken – Review of issues relating to parking around schools to decrease congestion and improve parking during school peak times was discussed at the Ordinary Council meeting on 27 March 2018.

During the discussion on the Motion on Notice on 27 March 2018, the following additional recommendation was supported by Council:

The Director of Assets to consider preparing an engagement strategy to engage local schools in parking management. 

After discussion, Council considered a procedural motion and resolved as following:

That the Motion be referred for discussion to the next Roadwise Working Group meeting.

Administration advises that the Motion MN01-03/18 was presented to the Roadwise Working Group at a meeting held on 15 August 2018 and an extract of the minutes of the meeting relevant to this item is presented below:

4.7     Review of Issues Relating to Parking around Schools to Decrease Congestion and Improve Parking During School Peak Times.

Moved Cr Sangalli, Seconded Mr Bill Street

That RoadWise Working Group discusses the issue relating to parking around schools to decrease congestion and improve parking during school peak times.

The Director Assets presented the item and gave the Working Group background information for their consideration. Cr Newton advised that the Local Law was originally amended to stop indiscriminate parking on verges neighbouring/adjacent to schools.

 

Russell Jackson went through the report and concerns raised on Motion on Notice (MN01-03/18). Four items were discussed by Working Group with support as indicated below:

1.       A review of the City’s Parking Local Law to allow verge parking around the school perimeter during school drop off and pick up times;

UNSUPPORTED

2.       Provision of angled parking instead of parallel on street parking;

UNSUPPORTED

3.       To review current planning guidelines around identified school sites to increase verge and road widths to allow for an angled or increased parking provision;

UNSUPPORTED

4.       For traffic planning to be done to assess the best way to manage traffic movement around future schools prior to the building of the school and development of the residential subdivision; and

SUPPORTED

MN01-01/18 Cr Linda Aitken – Review of Issues Relating to Parking Around Schools to Decrease Congestion and Improve Parking During School Peak Times was discussed at the Ordinary Council meeting on 13 November 2018. At this meeting, Cr Aitken presented the following revised recommendations in lieu of the recommendations presented at 27 March 2018 Council meeting (refer Attachment 1):

“That Council REQUESTS Administration to consider the following measures where applicable to alleviate a lack of parking issues and traffic congestion around schools:

1.         For traffic planning to be done to assess the best way to manage traffic movement around future schools prior to the building of the school and development of the residential subdivision;  

2.         Administration to consider, prepare and implement an engagement strategy to engage local schools in parking management; and 

3.         Administration to prioritise and implement pedestrian and cycling infrastructure improvements around Schools zones in support of the City’s Draft Wanneroo Cycle Plan.”

Council considered a Procedural Motion on 13 November 2018 and resolved as following:

That the Motion be REFERRED back for further consideration of the review of issues relating to parking around schools to decrease congestion and improve parking during school peak times.

In addition to the comments provided to the Motion recommendations made on 27 March 2018, it is noted that the revised recommendations are under Administration’s consideration as summarised below;

·          As part of improving road safety around schools, Administration engages with the schools and will continue to do so; and provide guidance as appropriate; and

·          The recently adopted Wanneroo Cycle Plan 2018/19 to 2021/22 proposes the provision of cycle paths to provide connections to the schools to encourage walking or cycling to schools.

 

Attachments:

1⇩.

Motion on Notice - Review of Issues Relating to Parking Around Schools to Decrease Congestion and Improve Parking during School Peak Times

19/29144