BRIEFING PAPERS

FOR COUNCIL MEMBERS’

BRIEFING SESSION

 

Draft Only

 

Please note this meeting will be held electronically

 

 

 

to be held electronically

on 06 July, 2021 commencing at 6:00pm

 

COVID-19 Pandemic Situation

Given the current Pandemic situation and the risk it poses to the health and well-being of Council Members, staff and the public, this Briefing Session Meeting will be conducted via video conference. The Briefing Session Meeting will be recorded and an audio broadcast placed on the City’s website as soon as practicable after the meeting.

 

In accordance with Local Government (Administration) Amendment Regulations 2020 which came into effect on 26 March 2020, and in line with State and Federal Government advice, these meetings may not be attended by members of the public.

 

The City encourages any members of the public who wish to raise a question for the Briefing Session, to submit this information via the City’s online forms available on the City’s Meetings page of the website.  The City will make every endeavour to provide a response to any submissions at the Meeting. All submissions will form part of the electronic Meeting.

 

Thank you for your understanding of these circumstances.

 

PRINCIPLES

A Council Briefing occurs a week prior to the Ordinary Council Meeting and provides an opportunity for Council Members to ask questions and clarify issues relevant to the specific agenda items before council.  The Briefing is not a decision-making forum and the Council has no power to make decisions. The Briefing Session will not be used, except in an emergency, as a venue or forum through which to invoke the requirements of the Local Government Act 1995 and call a Special Meeting of Council.

 

In order to ensure full transparency the meetings will be open to the public to observe the process.  Where matters are of a confidential nature, they will be deferred to the conclusion of the Briefing and at that point, the Briefing Session closed to the public. The reports provided are the Officers’ professional opinions.  Whilst it is acknowledged that Council Members may raise issues that have not been considered in the formulation of the report and recommendation, it is a basic principle that as part of the Briefing Sessions Council Members cannot direct Officers to change their reports or recommendations.

 

PROCESS

The Briefing Session will commence at 6.00pm and will be chaired by the Mayor or in his/her absence the Deputy Mayor. In the absence of both, Councillors will elect a Chairperson from amongst those present. In general, the Standing Orders Local Law 2008 will apply, EXCEPT THAT Council Members may speak more than once on any item, there is no moving or seconding items, Officer’s will address the Council Members and the order of business will be as follows:

 

Members of the public present may observe the process and there is an opportunity at the conclusion of the Briefing for a Public Question Time where members of the public may ask questions (no statements) relating only to the business on the Agenda. The Agenda will take the form of:

 

·         Attendance and Apologies

·         Declarations of Interest

·         Reports for discussion

·         Tabled Items

·         Public Question Time

·         Closure

 

Where an interest is involved in relation to an item, the same procedure which applies to Ordinary Council Meetings will apply. It is a breach of the City’s Code of Conduct for an interest to not be declared. The Briefing Session will consider items on the Agenda only and proceed to deal with each item as they appear. The process will be for the Mayor to call each item number in sequence and ask for questions. Where there are no questions regarding the item, the Briefing will proceed to the next item.

 

AGENDA CONTENTS

While every endeavour is made to ensure that all items to be presented to Council at the Ordinary Council Meeting are included in the Briefing Session papers, it should be noted that there will be occasions when, due to necessity, items will not be ready in time for the Briefing Session and will go straight to the full Council Agenda as a matter for decision. Further, there will be occasions when items are TABLED at the Briefing Session rather than the full report being provided in advance. In these instances, staff will endeavour to include the item on the Agenda as a late item, noting that a report will be tabled at the agenda Briefing Session.

 

AGENDA DISTRIBUTION

The Council Briefing Session Agenda will be distributed to Council Members on the FRIDAY prior to the Council Briefing Session. Copies will be made on the City’s website for interested members of the public. Spare Briefing Session papers will be available at the Briefing Session for interested members of the public.

 

RECORD OF BRIEFING

The formal record of the Council Briefing Session will be limited to notes regarding any agreed action to be taken by staff or Council Members. No recommendations will be included and the notes will be retained for reference and are not distributed to Council Members or the public. 

 

LOCATION

The Council Briefing Session will take place in the Council Chamber at the Civic Centre.

 

The procedure for Deputations has changed for 2021 to allow Deputations to be presented during the Briefing Session.

 

During the Briefing Session, members of the public may, by appointment, present a Deputation relating to items on the current Briefing Session Agenda. A maximum of up to ten minutes (dependent on the number of deputations received) is permitted for each deputation with up to three people to address the Council Members.

 

Please note that Deputation requests are to be received by no later than 9:00am on the day of the Briefing Session, and must relate to an item on the current Briefing Session Agenda.

 

Deputation online form

 

Please note:

 

·         Deputation requests must relate to items listed on the current Briefing Session Agenda;

·         A Deputation is not to exceed three speakers in number and only those speakers may address the Council Members; and

·         Speakers of a Deputation will collectively have a maximum of up to 10 minutes (dependent on the number of deputations received) to address the Council Members, unless an extension of time is granted.

 

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

 

For further information please contact Council Support on 9405 5000.

 

 

 

 

 

Briefing Papers for Tuesday 6 July, 2021

 

 

 

 

CONTENTS

 

Item  1_____ Attendances_ 1

Item  2_____ Apologies and Leave of Absence_ 1

Item  3_____ Deputations_ 1

Item  4_____ Reports_ 1

Planning & Sustainability      1

Strategic Land Use Planning & Environment  1

4.1                         Consideration of Actions Relating to Developer Contribution Arrangements  1

Approval Services  7

4.2                         Consideration of Amendment No. 193 to District Planning Scheme No. 2
to allow Medical Centre as an Additional Use at Lot 1 (845) Wanneroo Road, Wanneroo  7

Assets  17

Strategic Asset Management  17

4.3                         Metropolitan Regional Roads Program - 2022/2023  17

4.4                         Policy Revision - Public Guidance Signs on Road Reserves  22

Infrastructure Capital Works  32

4.5                         RFT 21012 - The Renewal of Play Equipment, Softfall and Installation
of Shade Sail Structures  32

4.6                         PT02-03/21 Request to Reduce the Speed Limit to 60kph Outside
Lakelands Village, Sydney Road, Gnangara  47

Community & Place  52

Community Service Delivery  52

4.7                         Community and Place Policy Reviews  52

Community Facilities  78

4.8                         Update - Splendid Park Cycling Track  78

Communication, Marketing and Events  94

4.9                         Corporate Brand Refresh  94

Place Activation  114

4.10                      Review of Community Engagement Policy  114

Community Safety & Emergency Management Report  134

4.11                      Dog Exercise Options for Shared-Use Parks and Children's Playgrounds  134

Corporate Strategy & Performance  147

Business & Finance  147

4.12                      Financial Activity Statement for the period ended 31 May 2021  147

Transactional Finance  174

4.13                      Warrant of Payments for the Period to 31 May 2021  174

Property Services  242

4.14                      Proposed Road Closure of Unnamed and Unconstructed Road
Reserve  242

Contracts & Procurement  248

4.15                      Light Vehicle Fleet Policy  248

Chief Executive Office  262

Office of the CEO Reports  262

4.16                      Report outlining project funding committed to the City as a result of
the March 2021 State election campaign. 262

Item  5_____ Motions on Notice_ 268

Item  6_____ Late Reports (to be circulated under separate cover) 268

Item  7_____ Public Question Time_ 268

Item  8_____ Confidential_ 268

8.1                         Application for Indemnification of Legal Costs  268

Item  9_____ Date of Next Meeting_ 268

Item  10____ Closure_ 268

 

 

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.

Item  1     Attendances

Item  2     Apologies and Leave of Absence

Item  3     Deputations

Item  4     Reports

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

Planning & Sustainability

Strategic Land Use Planning & Environment

File Ref:                                              5734V06 – 21/261452

Responsible Officer:                          Director Planning and Sustainability

Disclosure of Interest:                         Nil

Attachments:                                       1         

 

Issue

To consider authorising various actions associated with the management of Developer Contribution Arrangements (DCA’s) under the City’s District Planning Scheme No. 2 (DPS2).

Background

At the Ordinary Council Meeting on 20 April 2021 (PS03-04/21), Council supported Amendment 185 (as modified) to DPS2 and authorised execution and referral of the amendment to the Western Australian Planning Commissions for approval (pending). The amendment will facilitate a number of improvements to the provisions relating to the management of DCP’s by the City.

 

In this regard, Administration previously identified numerous decisions relating to DCP management are not currently able to be delegated to Administration. This is due to DPS2 referring to Council in determining certain actions (which cannot be delegated) rather than the local government (that can be delegated).  Previously, the interpretation was broadly interpreted as ‘Council’ being the same as the ‘local government’; therefore, the daily decisions such as quotations, tax invoices and the deferral of contributions were carried out by Administration. As previously reported to Council, the inability to delegate certain aspects of Developer Contribution Plan (DCP) management was an unintended consequence embedded in the drafting of DPS2, but it cannot be interpreted differently until such time that DPS2 is amended to replace the term ‘Council’ with ‘local government’.

 

The consequence of this is that until the Scheme Amendment is gazetted, Council is required to make these decisions. Until this occurs, all discretionary decisions relating to DCP’s in  DPS2 that refer to ‘Council’, will need to be reported to Council for approval.

Subsequent to the finalisation of Amendment 185, Council will have the ability to determine which aspects of DCP management to delegate to the Chief Executive Officer.

Detail

Administration is required to refer a range of DCP decisions to Council in the form of a summary report to authorise various actions, including:

 

·    Tax Invoice/ Quotations for Contributions required by conditions of subdivision or development approval;

·    Deferral of contributions requests and lodgement of a Caveat;

·    Offsetting of Cell Works credits against Infrastructure Contributions Payable (land or works); and

·    Prefunding of Cell Works.

 

In relation to the above, the actions normally occur through the subdivision process and therefore require a timely determination. Subdividers frequently require quotations on DCP, offsetting of Cell Works Credits and payment of compensation in accordance with the requirements of DPS2 to satisfy conditions of subdivision. If these requests are not processed in a timely manner, then this could lead to delays in the creation of new lots.

In addition, certain actions required as part of the annual review of DCP’s may require an earlier determination by Council to inform the annual review process. These decisions may be included into the DCP report to enable the timely consideration of factors affecting the annual review.

Consultation

Nil

Comment

Attachment 1 includes the details of the various aspects of DCP management that require a Council determination as follows:

 

Tax Invoices/ Quotations

 

In accordance with the relevant sections of DPS2, Council may, upon receiving a written request from an owner of land in a Cell, provide the landowners with a Tax Invoice or Quotation to enable the subdivider to pay their infrastructure Costs. The estimates are valid for a period of six months and calculated using the Infrastructure Cost per Lot (ICPL) or contribution rate approved by Council at the last annual review of costs.

 

The preparation of a Tax Invoice is the preferred manner to provide landowners with an estimate of their Infrastructure Costs, which provides a mechanism to inform and capture the contribution liability for both the landowner and the City.

 

In most cases, a landowner will request a Tax Invoice or Quotation to facilitate the contribution payment necessary to comply with the conditions of planning approval. These conditions are most commonly associated with subdivision conditions and payment is required to enable the new lots to be created.

 

All Cells and DCP areas have well defined methodologies in DPS2 for calculating landowner’s contribution liabilities, thereby ensuring clarity in the calculation of individual landowner’s obligations, as reported in Attachment 1.

 

Cell Works – Payment for Credits

 

Cell works may be prefunded by the landowner through the provision of land and or construction works. Land acquisition is compensated at the ‘assessed’ value adopted by Council as part of the last Annual Review and in accordance with Clause 9.10.6 of DPS2.

 

The vesting or transfer of land for Public Open Space and/or road purposes to the crown occurs through the subdivision process in accordance with an approval issued by the WAPC. Where this land is a Cell Work or DCP funded infrastructure, the landowner receives a credit or compensation for the works (where funds are available) subject to Administration completing a due diligence and validation of the claim for expenditure. Further, DPS2 provides that compensation is payable at the ‘Assessed’ Value for the relevant Cell (unless compulsorily acquired), which is annually approved by Councils as part of the Annual Review process. In subdivisions that also include proposed residential lots, the contribution liability will be off-set against the credit payable for Cell Works in accordance with DPS2, with any residual payment being made to the landowner.

Credits for individual landowners are listed in Attachment 1 for Councils consideration; and will only be recommended where adequate funding exists within the relevant DCP account.

Statutory Compliance

The completion of the annual review ensures that contribution payments, compensation and estimated costs are compliant with Council’s statutory obligations in accordance with DPS 2.

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

Risk Title	Risk Rating
ST-G09 Long Term Financial Plan	Moderate
Accountability	Action Planning Option
Director Corporate Strategy & Performance	Manage

 

Risk Title	Risk Rating
ST-S23 Stakeholder Relationships	Moderate
Accountability	Action Planning Option
CEO	Manage

 

Risk Title	Risk Rating
CO-O17 Financial Management	Moderate
Accountability	Action Planning Option
Director Corporate Strategy and Performance	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 Registers. The annual review of the DCP assists in addressing the impacts of the strategic risk relating to Long Term Financial Planning as it ensures that appropriate budget monitoring, timing and provisions are considered. The strategic risk relating to stakeholder relationships applies as a key element in the DCP review process to maintain effective engagement with relevant stakeholders. In addition, the Corporate Risk relating to financial management would apply as awareness of financial policies and financial management at unit level will be maintained to promote accountability by business owners and an integrated approach to risk assurance.

Policy Implications

Nil

Financial Implications

Nil

Voting Requirements

Simple Majority

 

Recommendation

That Council APPROVES the actions in relation to the management of Developer Contribution Arrangements under District Planning Scheme No. 2, as contained in Attachment 1.

 

 

Attachments:

1⇩.

DCP Report Attachment July

21/261446

 

 

 

 

Approval Services

File Ref:                                              42708 – 21/195707

Responsible Officer:                          Director Planning and Sustainability

Disclosure of Interest:                         Nil

Attachments:                                       3         

 

Issue

To consider a request to amend District Planning Scheme No. 2 (DPS 2) to include ‘Medical Centre’ as an Additional Use at Lot 1 (845) Wanneroo Road, Wanneroo (Subject site).

 

Applicant	Planning Solutions
Owner	David Palmer
Location	Lot 1 (845) Wanneroo Road, Wanneroo
Site Area	1,369m2
MRS Zoning	Urban
DPS 2 Zoning	Residential R20

Background

On 13 April 2021, Planning Solutions on behalf of the landowner lodged Amendment No. 193 to DPS 2 for consideration of including the land use ‘Medical Centre’ as an Additional Use on the subject site. Medical Centre is a use that is listed as an ‘X’ (Not Permitted) use in the Residential Zone.

 

The site contains a single storey building with a residential appearance, which has been operating as a dental centre since 1979. The dental centre currently includes two consulting rooms, a reception area, a staff room, a storeroom and a bathroom. There are a total of three dental practitioners (only two operating at any time), three dental nurses and one administration officer employed at the facility. On a typical day, there are between eight to twenty appointments per day, with each appointment generally ranging from 20 minutes to two hours depending on the nature of the visit. The dental centre currently opens from 8:30am to 5:00pm Monday and Wednesday to Friday, 8:30am to 6:00pm on Tuesday and 8:00am to 1:00pm on Saturday. ‘Medical Centre’ is defined under DPS 2 as a premises that accommodates two or more consulting rooms, therefore, the existing operations of the dental centre falls within this land use.

 

Prior to lodgement of the proposed scheme amendment, the landowner of the dental centre sought advice from Administration to apply for an extension to the building. However, upon review of the previous approvals associated with the site, the City was unable to locate any development approvals for the dental centre. As the dental centre has been operating since 1979, the provisions of Town Planning Scheme No. 1 applied, which at the time, the site was zoned Residential Development and was capable of accommodating the land uses equivalent to a Medical Centre subject to development approval. As there is no evidence of development approval being granted for the dental centre prior to gazettal of DPS 2, this scheme amendment has been lodged to enable the lawful and ongoing operation of the dental practice.

 

 

 

 

Detail

Site

The subject site fronts onto Wanneroo Road and comprises the dental centre and seven parking bays. The site is bound by residential properties to the north, south and west. A plan showing the location of the subject site is included as Attachment 1.

Proposal

The proposal seeks to amend DPS 2 by:

 

1.       Introducing ‘Medical Centre’ as an Additional Use on Lot 1 (845) Wanneroo Road, Wanneroo and amending Schedule 2 – Section 1 (Clause 3.20) – Additional Uses as follows:

 

No		Street/Locality	Particulars of Land	Additional Use and Conditions (where applicable)
A43	1-43	845 Wanneroo Road, Wanneroo	Lot 1 on Diagram 55592	Medical Centre (‘P’ Use)

 

2.       Amend the Scheme Map accordingly.

 

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

 

1.       The Residential zone is intended to cater for residential development with high standards of amenity and safety, and compatible urban support services. The proposed Medical Centre is considered to be an urban support service that would not result in land use conflict or unacceptable offsite impacts.

 

2.       The dental centre has been operating for 42 years, and does not produce high levels of noise or traffic.

 

3.       There are a number of similar sites along Wanneroo Road comprising a Medical Centre with an Additional Use in DPS 2.

 

Attachment 2 contains the amendment plan showing the existing zoning and proposed scheme amendment zoning.

Consultation

The proposed amendment is considered to be a ‘standard amendment’ in accordance with Part 5 – Division 1 of the Planning and Development (Local Planning Schemes) Regulations 2015 for the following reasons:

 

·        It is consistent with the objective of the Residential zone to provide for compatible urban support services; and

·        It would have minimal impact on land in the scheme area that is not subject of the amendment.

 

Where a scheme amendment is required to be advertised, the amendment will 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 prior to advertising.

Subject to no objections being received from the EPA, the amendment must be advertised for public comment for a period of 42 days.  Advertising is to occur in the following manner, consistent with the requirements of the Planning and Development (Local Planning Schemes) Regulations 2015:

 

·        Advertisement in a local newspaper for one week;

·        Placement of a sign on affected sites, giving notice of the proposal;

·        Display notice of the proposal in Council offices;

·        Display on the City’s website; and

·        Referral in writing to affected persons/agencies.

Comment

Compatibility with the Residential Zone

The subject site is located within the Residential zone. The objectives of the Residential zone are to:

 

a)   Maintain the predominantly single residential character and amenity of established residential areas;

b)   Provide the opportunity for grouped and multiple dwellings in selected locations so there is a choice in the type of housing available within the City;

c)   Provide the opportunity for aged persons housing in most residential areas in recognition of an increasing percentage of aged residents within the City; and

d)   Provide for compatible urban support services.

 

The proposed Additional Use is considered to be consistent with the objective (a) and (d) of the Residential zone for the following reasons:

 

·    The site operates within a single storey dwelling that has been repurposed for the dental centre and is considered to be an urban support service compatible within the surrounding residential area. This maintains the single residential character and amenity of the established residential area.

·    Noise generated from the site is required to comply with the Environmental Protection (Noise) Regulations 1997 at all times. If noise is at a level that becomes a nuisance to local residents, the City will investigate the noise levels and if substantiated, require the property owner to undertake appropriate measures to ensure compliance. To date, no complaints have been received relating to noise generated from the dental centre. In addition, the current operating hours are during standard business hours which do not exceed past 6pm. Therefore, the noise generated from the dental centre is minimal and will ensure that the amenity of the established residential area is maintained.

·    The WAPC Transport Impact Assessment Guidelines states that a Transport Impact Statement (TIS) is required for development where it generates moderate volumes of traffic of 10 to 100 vehicle trips in the peak hour. It also states that an increase in traffic of less than 10 per cent of the road capacity would not have a material impact on any particular section of the road. Wanneroo Road is a primary distributor road which is capable of accommodating 35,000 vehicles per day. A TIS was not requested as the traffic generated from the dental centre is less than 10 per cent of the capacity of Wanneroo Road. The traffic generated for the dental centre would not have a material impact on Wanneroo Road and is unlikely to impact the amenity of the residential area.

 

Existing Medical Centres

 

There are a number of Medical Centres operating one kilometre of the subject site along Wanneroo Road. These are detailed in the table below which outlines their land use permissibility and respective zones. A map of these locations is included in Attachment 3.

 

No.	Details of the Medical Centre	DPS 2 Zoning	Use permissibility
1	Revitalize Physiotherapy, 880 Wanneroo Road, Wanneroo	Residential	Additional Use A21 Medical Centre
2	Wanneroo Total Health Care, 876 Wanneroo Road, Wanneroo	Residential	Additional Use A20 Medical Centre
3	West Coast Skin Clinic, 857 Wanneroo Road, Wanneroo	Residential	Additional Use A32 Medical Centre
4	Wanneroo Medical and Wanneroo Physiotherapy, 771 Wanneroo Road, Wanneroo	Residential	Additional Use A1 Medical Centre

 

The above table demonstrates that all four of these Additional Use Medical Centres are within the Residential zone and are specifically located along Wanneroo Road. These uses are appropriate along Wanneroo Road for the following reasons:

 

·    Wanneroo Road is a major freight route and carries high volumes of traffic, which provides more commercial exposure;

·    There are less residential properties in close proximity to their location due to larger road reserve widths; and

·    There is a different level of amenity to existing residential properties compared to suburban areas.

 

Given the above, this type of Additional Use is not uncommon along Wanneroo Road and could satisfy the objectives of the Residential zone. Notwithstanding this, all proposals are considered on its own merits, and in this instance, the proposed amendment has demonstrated that the Medical Centre land use could satisfy the objectives of the Residential zone specifically along Wanneroo Road.

Land Use Permissibility

 

The Amendment is to include Medical Centre as an Additional Use with a land use permissibility of ‘P’ (Permitted) for the subject site. The applicant has advised the reason for this is that the current operations has been in place for a long time without creating any problems and the scheme amendment will formalise this activity. This will also remove the need for the dental centre operators to seek further development approval, as ‘P’ uses do not require development approval provided that no works are proposed as per Clause 61 of the Planning and Development (Local Planning Scheme) Regulations 2015.

 

It is acknowledged that the dental centre has been operating harmoniously for 42 years without creating any amenity problems or access issues, and the City has not received any objections or complaints to the dental centre over that period. Notwithstanding this, Administration does not support the proposed ‘P’ classification of the Medical Centre land use. If the Medical Centre is a ‘P’ use, the land use and any internal modifications to the building such as additional partitions, does not require development approval. The subject site could therefore have additional consulting rooms and practitioners operating on site without requiring further approval, which could result in parking and noise issues. Administration typically imposes conditions of approval which restricts the number of practitioners on site and operating hours to minimise impacts to surrounding sensitive uses.

 

As such, Administration recommends the permissibility of the Medical Centre land use be a ‘D’ (Discretionary) use. This will require a development application to be submitted and enable the City to apply relevant conditions of approval to ensure that the continued operation of the dental centre is undertaken in a manner that does not impact upon the amenity of the established residential area.

 

Conclusion

 

In light of the above, Administration is of the view that the proposed Medical Centre as an Additional Use to the subject site satisfies the objectives of the Residential zone as it provides an urban support service that can have minimal impacts to the amenity of the established residential areas specifically as the subject site is located along Wanneroo Road. Administration also recommends the land use permissibility be modified from ‘P’ to a ‘D’ use to ensure that planning controls can be imposed on the activity to ensure the continued operations of the site maintains the amenity of the surrounding areas. It is recommended Council adopts Amendment No. 193 to DPS 2 for advertising subject to modifications.

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

Risk Title	Risk Rating
ST-S12 Economic Growth	Moderate
Accountability	Action Planning Option
Chief Executive Officer	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 accept this risk to support existing management systems.  This proposal aligns with the Economic objective of the existing Strategic Community Plan, Council should therefore consider the following risk appetite statement: 2.1 Local Jobs. 

 

The City is keen to develop strong economic hubs for growth and employment within the region. This would involve exploring opportunities which will attract and promote investment for local businesses and job creation. The City’s Strategic Community Plan acknowledges that development initiatives (for example, in Yanchep and Neerabup) requires planning, due diligence, consultation and funding. The City acknowledges that to achieve the growth that will lead to jobs, the City needs to work strategically with partners including investors and to promote a clear vision. Therefore the City is prepared to accept a high level of financial risk provided that the City implements a risk management strategy to manage any risk exposure.

 

Policy Implications

 

Nil

Financial Implications

Nil

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       Pursuant to Section 75 of the Planning and Development Act 2005 ADOPTS Amendment No. 193 to District Planning Scheme No. 2 to allow the use class Medical Centre as an Additional Use at Lot 1 (845) Wanneroo Road, Wanneroo and AMENDS:

a)   Schedule 2 of the District Planning Scheme No. 2 as follows:

No		Street/Locality	Particulars of Land	Additional Use and Conditions (where applicable)
A43	1-43	845 Wanneroo Road, Wanneroo	Lot 1 on Diagram 55592	Medical Centre (‘D’ Use)

b)   The Scheme Map accordingly.

2.       Pursuant to Section 35(2) of Planning and Development (Local Planning Schemes) Regulations 2015 RESOLVES that Amendment No. 193 to District Planning Scheme No. 2 is a Standard Amendment for the following reasons:

a)      The Amendment is consistent with the objectives identified in the scheme for the Residential zone; and

b)      The Amendment would have minimal impact on land in the scheme area that is not the subject of this amendment.

3.       Pursuant to Section 81 of the Planning and Development Act 2005 REFERS Amendment No. 193 to District Planning Scheme No. 2 to the Environmental Protection Authority; and

4.       Subject to approval from Environmental Protection Authority, ADVERTISES Amendment No. 193 to District Planning Scheme No. 2 for a period of not less than 42 days pursuant to Regulation 47(2) and 47(3) of the Planning and Development (Local Planning Schemes) Regulations 2015.

 

 

Attachments:

1⇩.	Attachment 1 - Location Plan - Scheme Amendment No. 193 - Lot 1 (845) Wanneroo Road, Wanneroo	21/197781
2⇩.	Attachment 2 - Existing and Proposed Scheme Amendment Map - Scheme Amendment No. 193 - Lot 1 (845) Wanneroo Road, Wanneroo	21/197785
3⇩.	Attachment 3 - Existing Medical Centres Map - Scheme Amendment No. 193 - Lot 1 (845) Wanneroo Road, Wanneroo	21/197936

 

 

 

 

 

Assets

Strategic Asset Management

File Ref:                                              6923V02 – 21/201353

Responsible Officer:                          Director Assets

Disclosure of Interest:                         Nil

Attachments:                                       Nil         

 

Issue

To consider submissions for grant funding from the 2022/2023 Metropolitan Regional Road Program (MRRP) for Road Improvement and Road Rehabilitation Projects.

 

Background

Each year, Main Roads WA (MRWA) invites project submissions for grant funding consideration as part of the Metropolitan Regional Road Program (MRRP).

 

This report outlines the guidelines for the assessment of road works and recommends projects for consideration by the Metropolitan Regional Road Group (MRRG).

 

The project types are separated into two categories as outlined below:

 

Road Improvement Projects

Improvement projects are those which involve the upgrading of an existing road to a higher standard than currently exists, i.e. dual carriageway construction, pavement widening, new overtaking lanes, traffic control measures, etc.

 

A multi-criteria analysis (taking into consideration road capacity, geometry, crashes, benefits and costs) is used to prioritise road improvement projects on urban arterial roads within the metropolitan area.  This analysis is an integral part of the guidelines for the MRRP and must be followed for submissions to be considered for funding.

 

Road Rehabilitation Projects

Road rehabilitation projects are those proposed for existing roads where a failed link is to be brought back to pre-existing physical condition, e.g. resealing/resurfacing or reconstruction.

 

A number of conditions have to be met for a project to be considered in the program.  Projects qualify only if the road has a classification of a local distributor road or higher and its Average Annual Daily Traffic (AADT) exceeds 2,000 vehicles per day or the design traffic exceeds 1 x 10⁶ Equivalent Standard Axles (a measurement that relates to the commercial vehicle content).  Each project is assessed using the approved accumulative points scoring system that considers road condition, surface age and volume of traffic with a minimum score of 700 points for the condition assessment.

Detail

Road Improvement Projects

One new project has been submitted for the 2022/23 program which is:

·    The duplication of Lenore Road between Kemp Street and Elliot Road to facilitate forecast traffic growth in Pearsall/Hocking.

The project details are summarised below:

 

This road project was selected based on the overall score it achieved in accordance with the Road Improvement Grant multi-criteria assessment.

 

Grant funding available for Road Improvement projects to each Council is limited to $4.0M per financial year.  Where the value of successful projects exceeds this limit, the City coordinates with Main Roads WA to fund the projects over multiple years.

 

Road Rehabilitation Projects

Pavement Analysis Pty Ltd was commissioned to undertake the road rehabilitation visual assessment and mechanical study of various roads, and to provide technical details and recommendations to comply with the criteria for the assessment of road rehabilitation projects. The table below lists the rehabilitation projects that were submitted for consideration in the 2022/2023 program. All the rehabilitation projects are proposed as asphalt reseals.

 

 

Grant funding available for Road Rehabilitation projects to each Council is limited to $750,000 per financial year.

 

Timelines

The deadline for Road Rehabilitation submissions was 23 April 2021 while the deadline for Road Improvement submissions was 21 May 2021. The above projects were submitted to MRWA by their respective due dates subject to Council endorsement. Following Council’s endorsement, a follow up letter will be sent to MRWA advising of the outcome.

The tight timeframe for the preparation of the grant submissions from the date of invitation (which was 03 February 2021) to the associated deadlines meant that reporting to Council prior to the deadline was not feasible. The City engaged specialist consultants to collate data, evaluate and prepare the submissions in accordance with the criteria set out in the invitation. The scheduling of the work and the time taken to complete these submissions could not be aligned with Council’s reporting cycle and as a result, the submissions could not be presented to Council prior to the specified deadlines.

 

Following the closing date, submissions are checked by MRWA for omissions and errors in computations. The MRWA Pavement Branch will audit submissions relating to Road Rehabilitation Projects and an independent auditor appointed by MRWA will audit Road Improvement Projects.

 

Final audited projects are then collated by MRWA and a priority listing developed based on the audited points score. It is anticipated that this list of audited projects will be distributed to all Councils by September 2021.

 

The Sub Groups of the Metropolitan Regional Road Group (MRRG) each have group meetings to discuss and recommend projects within their own Sub Group. Recommendations are forwarded to the MRRG.  The Cities of Wanneroo, Joondalup and Stirling form the North West Sub Group.  The MRRG considers funding submissions in accordance with the guidelines and makes recommendations to the State Road Funds to Local Government Advisory Committee.

 

Councils would expect to receive advice from MRWA early in 2022 of the successful projects for the 2022/23 financial year. The final listing of the successful projects in subsequent years’ budgets will be considered by Council as part of the annual budget process.

Consultation

Nil

Comment

The projects selected have been identified as they best meet the grant funding program’s selection and assessment criteria and enables the City to maximise the opportunity for funding under the MRRP’s competitive process.

 

Based on previous years grant funding submissions to the MRRP, the Road Rehabilitation Projects listed have a high potential of success. Should the City be unsuccessful in receiving grant funding for the rehabilitation projects, the road conditions will continue to be monitored and projects will be included in the City’s Annual Transport Assets Renewal Program in accordance with the priorities determined by the City’s Road Asset Management System. Likewise, with the Road Improvement projects, annual traffic growth will continue to be monitored and projects will continue to be submitted for annual MRRP funding until such a time they are considered for funding.

Statutory Compliance

Nil

 

Strategic Implications

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

 “3     Environment (Built)

3.5    Connected and Accessible City”

 

                   2.5    Improve transport options and connections

Risk Management Considerations

Risk Title	Risk Rating
ST-G09 Long Term Financial Planning	Moderate
Accountability	Action Planning Option
Director Corporate Strategy & Performance	Manage

 

Risk Title	Risk Rating
ST-S04 Integrated Infrastructure & Utility Planning	Moderate
Accountability	Action Planning Option
Director Planning & Sustainability and Director Assets	Manage

 

The above risks relating to the issue contained within this report have been identified and considered within the City’s Strategic risk register.  Action plans have been developed to accept this risk to support existing management systems.  This proposal aligns with the Environment (Built) objective of the existing Strategic Community Plan, Council should therefore consider the following risk appetite statement:  3.5 Connected and Accessible City.

 

The City’s defined risk appetite for 3.5 Connected and Accessible City  is articulated through the risk appetite statement as - Connectedness is key to building strong communities and the City acknowledges that development and improvement of local transport infrastructure and improved accessibility initiatives requires appropriate planning, due diligence, consultation, funding and focusing on communication and consultation to achieve desired outcomes. Therefore, the City will accept moderate reputational risk when undertaking improvements to enhance accessibility for the community.

Policy Implications

Nil

 

Financial Implications

The maximum annual grant allocation for Councils is $4.0M for Road Improvement Projects and $750K for Road Rehabilitation Projects. A condition of the grant under the MRRP is that the City must contribute at least one third of the project cost to secure the State Government funding.

City’s share of the Lenore Road project cost will be met from the City’s own sources funding and Town Planning Scheme contributions.

The City's current Long Term Financial Plan (LTFP) makes provisions for Metropolitan Regional Road Program projects in the 2022/23 financial year, comprising the State government’s grant allocation and the City’s one third contribution. Should the funding submission for projects submitted to the Road Improvement and Road Rehabilitation Program be successful, the exact matching funding requirements would be adjusted as part of the 2022/23 annual budget deliberations.

Voting Requirements

Simple Majority

 

Recommendation

That Council ENDORSES the submission of the following projects to Main Roads WA for grant funding consideration as part of the 2022/2023 Metropolitan Regional Road Program: -

 

1.       Road Improvement Projects – Year 2022/23:

2.       Road Rehabilitation Projects - Year 2022/23:

Road	Locality	Section	Estimated Project Cost ($)	Grant ($)	Muni ($)
Beach Road (a)	Girrawheen	Hainsworth Avenue (SLK 2.59) to Mirrabooka Avenue (SLK 3.22)	229,852	153,235	76,618
Beach Road (d)	Girrawheen	East of Honeywell (SLK 4.63) to west of Alexander Drive (SLK 5.3)	241,188	160,792	80,396
Blackmore Avenue	Girrawheen	Templeton Cr to Beach Road	307,342	204,895	102,447
Hepburn Avenue (a)	Madeley	Giralt Road (SLK 4.92) to west of Spectator Drive (SLK 4.41)	285,822	190,548	95,274
Hepburn Avenue (b)	Madeley	Spectator Drive (SLK 4.23) to east of Hartman Drive (SLK 3.54)	366,432	244,288	122,144

 

 

 

Attachments: Nil

 

File Ref:                                              6130 – 21/226065

Responsible Officer:                          Director Assets

Disclosure of Interest:                         Nil

Attachments:                                       1         

 

Issue

To consider changes to the Public Guidance Signage in Road Reserves Policy following public consultation.

Background

A review of the Public Guidance Signage in Road Reserves Policy was completed with the amendments to the Policy presented to Council for adoption at its meeting in April 2021 (AS02-4/21) with the following resolution:

 

“That Council ENDORSES the revised Public Guidance Signage in Road Reserves Policy as detailed in Attachment 2 for community feedback“

 

Community feedback has now been obtained and is as outlined below.

Detail

The amendments to the Public Guidance Signage in Road Reserves Policy include:

·    Guidance signs for schools and churches may include names and denominations;

·    All other guidance signs should be generic, e.g. Dentist rather than ‘xxxxx’ Dentist; and

·    Clarification on the use of variable message signs (VMS) within road reserves.

Consultation

Community feedback was invited in various ways including:

·    An email to the Wanneroo Business Association requesting feedback;

·    An advertisement in the Wanneroo Times Thursday 20 May 2021 requesting feedback;

·    A notice on the ‘Have Your Say’ web page on the City’s internet site with the revised policy and requesting feedback

 

No community feedback was received.

Comment

No external comments were received. A minor change to reflect the internal responsibility on the collection of impounding fee has been made in section 1.5 of the revised policy.

 

The above amendment has been made with track changes as shown in the final version of the policy in Attachment 1.

 

The amendments will result in the Public Guidance Signage in Road Reserves Policy being more streamlined and easier to administer for the organisation; and easier for community groups and organisations groups to apply for as well as complying with Main Roads WA requirements.

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

The purpose of this report is to recommend changes to the Public Guidance Signage in Road Reserves Policy to provide clarity and improve the administration of the Policy. The intent of the Policy, which is to provide public guidance signage to assist the public in locating community and commercial services and facilities within the City of Wanneroo, has not changed.

 

Reviewing this policy supports Council’s objective of reviewing and developing policies covering signage within the City of Wanneroo.

Financial Implications

Nil

Voting Requirements

Simple Majority

 

Recommendation

That Council ENDORSES the revised Public Guidance Signage in Road Reserves Policy as detailed in Attachment 1.

 

 

 

Attachments:

1⇩.

ATTACHMENT 1 - Council Policy : Public Guidance Signage In Road Reserves Policy (2021)

19/97166[v2]

  

 

 

Infrastructure Capital Works

File Ref:                                              24985V04 – 21/228003

Responsible Officer:                          Director Assets

Disclosure of Interest:                         Nil

Attachments:                                       2         

 

Issue

To consider Tender No. 21012 for the Provision of Minor Works for the Renewal of Play Equipment, Softfall and Installation of Shade Sail Structures within the City of Wanneroo.

Background

The 2021/22 Capital Works Program has identified twenty-five parks across the City that require the renewal of park assets and/or the installation of shade structures.

 

Tender No. 21012 included each park as a separable portion, which allowed Tenderers to submit tenders for each park separately, or collectively for all parks.

 

The parks that form the Scope of this Tender are as follows:

 

No	Park Name	Suburb	Scope of Works
Part A The renewal of playgrounds that require equipment, softfall and shade sails
1	Eiffel Park	Tapping	Play equipment, softfall replacement and the installation of new shade sails
2	Elliot Park	Wanneroo	Play equipment, softfall replacement and the installation of new shade sails
3	Yanchep Community Centre	Yanchep	Play equipment, softfall replacement and the installation of new shade sails
4	Brightlands Park	Carramar	Play equipment, softfall replacement and the installation of new shade sails
5	Avondale Park	Mindarie	Play equipment, softfall replacement and the installation of new shade sails
6	Chesterfield Park	Hocking	Play equipment, softfall replacement, the extension of the playground footprint and the installation of new shade sails
7	Litchfield Park	Carramar	Play equipment and softfall replacement
8	Little Green Park	Quinns Rock	Play equipment, softfall replacement and the installation of new shade sails
9	Ashdale Park	Darch	Play equipment and softfall replacement
10	Tandara Park	Tapping	Play equipment and softfall replacement
11	Donnelly Park	Wanneroo	Play equipment, softfall replacement, the extension of the playground footprint and the installation of new shade sails
12	Lake Joondalup Pre-School	Wanneroo	Swing and softfall replacement
Part B The renewal of playgrounds that require shade sails and/or softfall only
13	Mintaro Park	Quinns Rock	Installation of shade sails
14	Curtis Park	Girrawheen	Softfall replacement and installation of shade sails
15	Booderee Park	Yanchep	Softfall replacement
16	Alexander Heights Community Centre	Alexander Heights	Softfall replacement
17	Glenfine Park	Carramar	Softfall replacement
18	Jenolan Way Community Centre	Merriwa	Softfall replacement
19	St Andrews Park	Yanchep	Softfall replacement
20	Versailles Park	Landsdale	Softfall replacement
21	Verwood Park	Butler	Softfall replacement and installation of shade sails
22	Rosslare Park	Mindarie	Installation of shade sails
23	Clarkside Park	Wanneroo	Installation of shade sails
24	Studmaster Park	Wanneroo	Installation of shade sails
25	Paloma Park	Marangaroo	Installation of shade sails

Detail

Tender No. 21012 for the Provision of Minor Works for the Renewal of Play Equipment, Softfall and Installation of Shade Sail Structures was advertised on the 20 of March 2021 and closed on the 11 of May 2021.

 

A number of addenda were issued as follows:

 

·    Addendum 1 - Response to tenderers queries – General Questions;

·    Addendum 2 - Response to tenderers queries – Design Questions;

·    Addendum 3 - Response to tenderers queries – General Questions;

·    Addendum 4 - Response to tenderers queries – Design Questions; and

·    Addendum 5 - Revised Price Schedule.

 

The addendums did not change the tendered Scope of Works.

 

Essential details of the proposed contract are as follows:

 

 

Tender submissions were received from the following companies:

 

Part A

·    A_Space Australia Pty Ltd (A-Space);

·      Active Discovery (Active Discovery);

·      Hansen Pty Ltd T/F Hansen Family Trust T/A Forpark Australia (Forpark);

·      Kompan Playscapes Pty Ltd (Kompan); and

·      Playmaster Pty Ltd (Playmaster).

 

Part B

·    Astro Synthetic Surfaces Pty Ltd (Astro Synthetic Surfaces);

·    NH Enterprises Pty Ltd t/as Perth Better Homes (Perth Better Homes);

·    Perth Playground and Rubber (Perth Playground and Rubber);

·    Supreme Shades (Supreme Shades); and

·    West Coast Shade ATF the West Coast Shade Trust (West Coast Shade).

 

Part A & B

·      MAS (WA) Pty Ltd atf the Simpson Family Trust t/a Miracle Recreation Equipment (Miracle).

 

The initial review of the tender submissions by the Tender Evaluation Panel (TEP), confirmed that all offers were conforming and suitable for further evaluation.

 

The TEP comprised:

 

·      Project Manager Infrastructure Capital Works

·      Specialist Parks Contracts

·      Landscape Designer

·      Coordinator Safety Systems

 

Probity Oversight

The City’s Contracts Officer undertook oversight of the tender assessment process.

Tender submissions were evaluated in accordance with the Procurement Evaluation Plan (PEP).  The PEP included the following selection criteria:

·        Item No	·        Description	·        Weighting
·        1	·        Sustainable Procurement (Corporate Social Responsibility)  ·    Environmental Considerations 5% ·    Buy Local 10% ·    Reconciliation Action Plan 2.5% ·    Disability Access & Inclusion 2.5%	20%
·        2	·        Demonstrated Understanding and Methodology	30%
·        3	·        Demonstrated Experience and Capacity	30%
·        4	·        Occupational Health and Safety	20%
·        5	·        Design Suitability and Play Value Offered	Not weighted
·        6	·        Pricing (assessed based exclusively on Value for Money principles)	·        Not weighted

 

Price and design were not included in the weighted criteria, but were considered as part of the overall value for money assessment.

Value for money assessed the quality, play value and suitability to the City’s requirement of the individual playground proposals in comparison to the lump sum price for each park.

Evaluation Criteria 1 – Sustainable Procurement (Corporate Social Responsibility) (20%)

An assessment was made to determine the ranking based on the tenderers’ environmental policy and practices, buy local contributions, as well as commitment to reconciliation and disability access and inclusion.

Sub criteria a) Environmental Considerations (5%)

An assessment based on tenderers’ Environmental policy and practices, resulted in the following ranking:

Part A

Tenderer	Ranking
Kompan	1
Forpark	2
Playmaster	3
A-Space	3
Miracle	5
Active Discovery	6

 

Part B

Tenderer	Ranking
Supreme Shades	1
Perth Better Homes	1
West Coast Shade	1
Perth Playground & Rubber	4
Miracle	4
Astro Synthetic Surfaces	6

Sub criteria b) Buy Local (10%)

An assessment was made on the responses provided, that relate to:

·    Purchasing arrangements through local businesses;

·    Location of tenderer’s offices, depots and production facilities;

·    Residential addresses of staff and subcontractors; and

·    Requirement for new employees arising from award of the contract.

This assessment resulted in the following ranking:

Part A

Tenderer	Ranking
Miracle	1
Playmaster	2
Forpark	3
Kompan	4
A-Space	5
Active Discovery	5

 

Part B

Tenderer	Ranking
Miracle	1
Supreme Shade	2
Perth Playground & Rubber	3
Perth Better Homes	4
West Coast Shade	5
Astro Synthetic Surfaces	6

 

Sub criteria c) Reconciliation Action Plan (2.5%)

An assessment was made on the responses provided that relate to:

·    RELATIONSHIPS - building positive relationships between indigenous and non-indigenous people;

·    RESPECT – recognising the contribution of Indigenous people to Australia and learning more about the history, culture and diversity in a two-way communication process; and

·    OPPORTUNITIES – attracting, developing and retaining organisational talent to build opportunities for aboriginal employment, training, development and mentoring.

 

This assessment resulted in the following ranking:

 

Part A

Tenderer	Ranking
Forpark	1
Playmaster	2
Active Discovery	3
A-Space	4
Miracle	5
Kompan	5

 

Part B

Tenderer	Ranking
Perth Better Homes	1
Supreme Shades	2
Perth Playground & Rubber	2
Astro Synthetic Surfaces	4
Miracle	4
West Coast Shade	4

Sub criteria d) Disability Access & Inclusion (2.5%)

An assessment was made to on the responses provided that relate to:

·    People with disabilities have the same buildings and facilities access opportunities as other people;

·    People with disabilities receive information in a format that will enable them to access information as readily as other people are able to access it;

·    People with disabilities receive the same level and quality of service from staff as other people receive;

·    People with disabilities have the same opportunities as other people to make complaints; and

·    People with disabilities have the same opportunities as other people to participate in any employment opportunities.

The assessment resulted in the following ranking:

 

Part A

Tenderer	Ranking
Playmaster	1
Forpark	1
Active Discovery	1
A-Space	4
Miracle	4
Kompan	6

 

Part B

Tenderer	Ranking
Perth Better Homes	1
West Coast Shade	2
Miracle	2
Supreme Shade	4
Astro Synthetic Surfaces	5
Perth Playground & Rubber	5

 

The overall assessment of all Sustainable Procurement criteria resulted in the following consolidated ranking:

 

Part A

Tenderer	Ranking
Miracle	1
Forpark	2
Playmaster	3
Kompan	4
A-Space	5
Active Discovery	6

 

Part B

Tenderer	Ranking
Supreme Shades	1
Miracle	2
Perth Better Homes	3
Perth Playground & Rubber	4
West Coast Shade	5
Astro Synthetic Surfaces	6

 

Evaluation Criteria 2 – Demonstrated Understanding and Methodology (30%)

The tenderer’s methodology and understanding as presented in their tender submission were assessed in order to evaluate their capacity to meet the requirements of the contract. Assessment of this criterion considered the tenderer’s understanding of the project scope, how the scope is to be delivered and the proposed Schedule of Works.

 

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

Part A

Tenderer	Ranking
Playmaster	1
Miracle	1
Active Discovery	3
Forpark	4
Kompan	4
A-Space*	6

 

Part B

Tenderer	Ranking
Perth Better Homes	1
West Coast Shade	2
Miracle	2
Supreme Shades	4
Perth Playground & Rubber	4
Astro Synthetic Surfaces	6

 

*A-Space did not achieve the minimum acceptable score for this evaluation criterion.

 

Criteria 3 – Demonstrated Experience and Capacity (30%)

The tenderers’ relevant experience in demonstrating the achievement of meeting client expectations, as well as the personnel available as presented in their tender submission were assessed in order to evaluate their capability to meet the requirements of the contract. Assessment of this criterion considered the tendering entity’s credentials, current workload and resources available to fulfil the requirements of the contract.

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

 

Part A

Tenderer	Ranking
Forpark	1
Miracle	2
Playmaster	3
Kompan	3
Active Discovery	3
A-Space	3

 

Part B

Tenderer	Ranking
Supreme Shades	1
West Coast Shade	1
Perth Better Homes	3
Perth Playground & Rubber	3
Miracle	3
Astro Synthetic Surfaces	6

 

Evaluation Criteria 4 – Occupational Health and Safety (20%)

Evidence of safety and quality management policies and practices 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 included within the tender documentation.

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

Part A

Tenderer	Ranking
Playmaster	1
Miracle	2
Active Discovery	2
Forpark	4
Kompan	4
A-Space*	6

 

Part B

Tenderer	Ranking
Perth Playground & Rubber	1
Perth Better Homes	1
West Coast Shade	3
Supreme Shades	4
Miracle	5
Astro Synthetic Surfaces	6

 

*A-Space did not achieve the minimum acceptable score for this evaluation criterion.

 

Overall Weighted Assessment and Ranking

 

Tenderers’ submissions were reviewed in accordance with the PEP with the following key observations:

·        Price and Design are not weighted and are included in the overall value for money assessment;

·        The tenderers’ submissions 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;

·        The tenderers’ design proposals for both shade sails and play equipment complied with the scope of works; and

·        The Park Asset Renewal Program is to be issued as a separable portion contract.

 

The overall qualitative weighted assessment resulted in the following ranking:

 

Part A

Tenderer	Ranking
Miracle	1
Playmaster	2
Forpark	3
Active Discovery	4
Kompan	5
A-Space*	6

Part B

Tenderer	Ranking
Perth Better Homes	1
Supreme Shades	2
Miracle	3
West Coast Shade	4
Perth Playground & Rubber	5
Astro Synthetic Surfaces	6

*A-Space did not achieve the minimum acceptable score for the Occupational Health & Safety criterion as well as the Demonstrated Understanding & Methodology criterion, therefore, did not proceed to the value for money assessment stage.

Evaluation Criteria 5 – Design Suitability and Play Value Offered (Non-weighted)

Each tenderer was required to provide an individual design proposal for each park within the scope of works. Each design was assessed on the play value offered, their compliance to all relevant City and Australian Standards, and the value for money provided.

The results of the design evaluation was included in the overall value for money assessment for tenderers that met the minimum Overall Qualitative Criteria requirement.

Evaluation Criteria 6 - Pricing (Non-weighted)

The fixed lump sum price per each individual park proposal was applied in the overall value for money assessment for tenderers that met the minimum Overall Qualitative Criteria requirement.

Overall Value for Money Assessment

Miracle, Playmaster, Forpark, Active Discovery, Kompan, Perth Better Homes, Supreme Shades, West Coast Shades, Astro Synthetic Surfaces and Perth Playground & Rubber all achieved acceptable qualitative criteria weighted scores.

The individual playground proposals from these tenderers were assessed on the value for money offered, based on the lump sum price provided and the design consensus reached.

Refer to Confidential Attachment 2 for the outcome of this assessment.

A summary of this outcome is as follows:

Park Name	Preferred Tender
Eiffel Park	Playmaster
Elliot Park	Playmaster
Yanchep Community Centre	Forpark
Brightlands Park	Kompan
Avondale Park	Forpark
Chesterfield Park	Playmaster
Litchfield Park	Playmaster
Little Green Park	Forpark
Ashdale Park	Active Discovery
Tandara Park	Forpark
Donnelly Park	Playmaster
Lake Joondalup Pre-School	Forpark
Mintaro Park	Supreme Shades
Curtis Park	Supreme Shades
Booderee Park	Perth Better Homes
Alexander Heights Community Centre	Astro Synthetic Surfaces
Glenfine Park	Perth Better Homes
Jenolan Way Community Centre	Astro Synthetic Surfaces
St Andrews Park	Astro Synthetic Surfaces
Versailles Park	Astro Synthetic Surfaces
Verwood Park	Astro Synthetic Surfaces
Rosslare Park	Not recommended for award (refer to comments under Consultation)
Clarkside Park	Perth Better Homes – Option 1
Studmaster Park	Supreme Shades
Paloma Park	Supreme Shades

 

As a result, it is recommended that the separable portions tenders be awarded to the tenderers as detailed in Attachment 1.

Consultation

The community was further consulted on the concepts for Chesterfield Park and Donnelly Park due to the high level of interest in the existing playgrounds and the feedback received was incorporated into the scope of works.

Additional community consultation was undertaken for Rosslare Park in Mindarie due to the specified height of the shade sails proposed in the designs received. The adjoining property owners were contacted and significant negative feedback was received, therefore it is proposed to not install shade sails at Rosslare Park at this stage. Administration will review this design, consult with the community if required and develop a new delivery schedule for the installation of shade sails in Rosslare Park.

On award of each Contract, the relevant contractor is required to install signage of the intended works at each individual playground relating to the construction works. Prior to construction, an information letter will be delivered to all residents within a 400m radius of the relevant park.

Post tender award and prior to the construction phase, the City will provide regular progress updates on key project milestones; posting of information on the City’s webpage and media channels.

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:

 “3     Environment (Built)

3.4    Activated Places

3.4.2  Provide safe spaces, centres and facilities through our infrastructure management and designs for community benefit and recreation”

Enterprise Risk Management Considerations

Risk Title	Risk Rating
CO-O08 Contract Management	Moderate
Accountability	Action Planning Option
Director Corporate Strategy & Performance	Manage

 

Risk Title	Risk Rating
ST-S04 Integrated Infrastructure & Utility Planning	Moderate
Accountability	Action Planning Option
Director Planning & Sustainability and Director Assets	Manage

 

Financial and Performance Risk

Financial Risk

A financial risk assessment was undertaken on all Recommended Tenderers as part of the tender evaluation process. The outcome of this independent assessment by Corporate Scorecard Pty Ltd advised that all Recommended Tenderers have been assessed with a satisfactory financial capacity to meet the requirements of the contract.

 

Each playground that forms part of the seven contracts will be awarded as separable portion, and payment for each separable portion will be made in full on reaching the practical completion for each park.

 

Performance Risk

All tenderers have a varying degree of experience in the playground industry working with various local governments across Western Australia. They have completed several projects for the City with positive results. In addition to that, the recommended tenderers have no disputes and claims history as stated in each submission.

Individual reference checks have also indicated that the recommended tenderers have a strong track record of working with local government for more than 5 years.

Policy Implications

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

Financial (Budget) Implications

The table below summarises the available funding for the renewal of play equipment, softfall and installation of shade sails and associated expenses in the 2020/2021 Capital Works Program:

 

Description	Expenditure	Budget
Budget:
Allocated Capital Works Budget (PR-1910)		$1,713,118
Allocated Capital Works Budget (PR-2484)		$165,000
Allocated Capital Works Budget (PR-4321)		$380,000
Expenditure:
Expenditure incurred to date	$0
Commitment to date	$0
Project Management & Professional Fees	$80,480
Tender 21012 (this Tender) - Total	$1,630,182
Other Works -     Rotary Park Design -     Playground safety audit -     Service locations -     Studmaster Park Viewing Platform renewal -     Donnelly Park Footpath and Park Furniture upgrade -     Chesterfield Park Lighting Design	$328,484
Construction Contingency	$218,972
Total	$2,258,118	$2,258,118

Voting Requirements

Simple Majority

 

Recommendation

That Council ACCEPTS the separable portions tenders, detailed in Attachment 1, submitted by Active Discovery, Astro Synthetic Surfaces, Forpark, Kompan, Perth Better Homes, Playmaster and Supreme Shades for Tender No. 21012, renewal of park assets and installation of new shade sails, for their respective separable portions’ lump sum prices as per the General Conditions of Tendering.

 

 

Attachments:

1⇩.	21012 - Attachment 1 - Tender 21012	21/240976
2⇩.	21012 - Confidential Attachment 2 - Tender 21012	21/241000

 

 

 

Tender 21012 for the Provision of Minor Works for the Renewal of Play Equipment, Softfall and Installation of Shade Sail Structures.

 

The following table outlines the recommended separable portions to be awarded for Tender No 21012:

Tenderer	Separable Portion - Parks	Scope	Total Value
Active Discovery	• Ashdale Park, Darch	• Play equipment and softfall replacement.	$ 99,445.00       $ 249,946.00
Astro Synthetic Surfaces Pty Ltd	• Alexander Heights Community Centre • Jenolan Way Community Centre • St Andrews Park, Yanchep • Versailles Park, Landsdale • Verwood Park, Butler	• Softfall replacement. • Softfall replacement. • Softfall replacement. • Softfall replacement. • Softfall replacement and installation of new shade sails.	$ 151,120.00
Hansen Pty Ltd T/F Hansen Family Trust T/A Forpark Australia	• Yanchep Community Centre   • Avondale Park, Mindarie   • Little Green Park, Quinns Rock   • Tandara Park, Tapping • Lake Joondalup Pre-School, Wanneroo	• Play equipment, softfall replacement and installation of new shade sail. • Play equipment, softfall replacement and installation of new shade sails. • Play equipment, softfall replacement and installation of new shade sails. • Play equipment and softfall replacement. • Play equipment and softfall replacement.	$   371,279.00
Kompan Playscapes Pty Ltd	• Brightlands Park, Carramar	• Play equipment, softfall replacement and installation of new shade sails.	$ 80,380.20
NH Enterprises Pty Ltd t/as Perth Better Homes	• Booderee Park, Yanchep • Glenfine Park, Carramar • Clarkside Park, Wanneroo	• Softfall replacement. • Softfall replacement. • Installation of new shade sails.	$ 77,306.00
Playmaster Pty Ltd	• Eiffel Park, Tapping   • Elliot Park, Wanneroo   • Chesterfield Park, Hocking   • Litchfield Park, Carramar   • Donnelly Park, Wanneroo	• Play equipment, softfall replacement and installation of new shade sails. • Play equipment and softfall replacement. • Play equipment, softfall replacement and installation of new shade sails. • Play equipment and softfall replacement. • Play equipment, softfall replacement and installation of new shade sails.	$   707,503.20
Supreme Shades	• Mintaro Park, Quinns Rock   • Curtis Park, Girrawheen   • Studmaster Park, Wanneroo   • Paloma Park, Marangaroo	• Installation of new shade sails. • Softfall replacement and installation of new shade sails. • Installation of new shade sails. • Installation of new shade sail.	$ 143,149.00

 

 

Attachment 2 – Confidential Attachment 2 - Tender 21012

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

This attachment is confidential and distributed under separate cover to all Council Members.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Administration Use Only

Attachment 1 – Confidential 21/241000

 

 

File Ref:                                              3120V07 – 21/258966

Responsible Officer:                          Director Assets

Disclosure of Interest:                         Nil

Attachments:                                       1         

 

Issue

To consider a petition for speed limit reduction on Sydney Road in the vicinity of the Lakelands Leisure Village in Gnangara.

Background

Council received petition PT02-03/21 at its meeting of 16 March 2021.  The petition was signed by 67 residents of the City of Wanneroo. The petition reads:

 

“Please sign this petition to have the speed limit lowered to 60kmh outside Lakelands Village on Sydney Rd, Gnangara.”

 

A location plan of the Lakelands Leisure Village is shown at Attachment 1.

 

The City has previously considered two petitions (PT01-02/09 & PT04-05/14) requesting a speed reduction on Sydney Road at its meetings of April 2009 and July 2014 respectively (IN07-04/09 & IN04-07/14 refers).  These both resulted in resolutions to request Main Roads WA (MRWA) to undertake a speed zone review of Sydney Road. On both occasions MRWA concluded that the current 80km/h posted speed limit was still considered appropriate. MRWA also stated that Sydney Road is a semi-rural road, providing an alternative connecting route to rural properties both residential and commercial in nature. Most semi-rural type roads are designed for a higher speed than those in residential areas, which is the expectation by the majority of motorists.

Detail

Sydney Road and Lakelands Drive are Local Distributor Roads in the City's Functional Road Hierarchy. The posted speed limit is 80km/h for Sydney Road and 60km/h for Lakelands Drive. 

 

The area is zoned as “Special Rural” and “General Rural”, however the Zoning may change in the future as it is part of the East Wanneroo District Structure Plan.

 

The Lakelands Leisure Village is located on the northwest corner of the junction of Sydney Road and Lakelands Drive and is on land zoned “General Rural”.  Access to the Lakelands Leisure Village is off Sydney Road.

 

Street lighting on Sydney Road and Lakelands Drive is provided by luminaries mounted on Western Power distribution poles.  The standard of street lighting on this classification of road is similar to that provided for the majority of rural zoned areas in the City serviced by overhead power, where intersections are lit and streetlights provided on every second power pole. There are existing footpaths on Sydney Road and Lakelands Drive, which service both frontages of the Lakelands Leisure Village. The road is delineated with the appropriate signage and line marking.

 

A traffic count was carried on Sydney Road out adjacent to the Lifestyle Village in June 2021.  This indicated that the road carries approximately 2,850 vehicles per day with an operating (85%ile) speed of 81.7Km/hr, which demonstrates general compliance with the posted speed limit of 80kph. 

 

Further analysis of the measured speeds identified that there is a small percentage of vehicles that exceed the posted speed limit, with the highest speeds on the road occurring overnight. Approximately 1% of all vehicles were recorded as exceeding the speed limit by more than 20kph, indicating that speeding is occurring as a result of a minority of inconsiderate road users disobeying the road rules dictated by the Road Traffic Code 2000 & associated Road Traffic Act 1974.

 

Following this analysis, Administration again approached MRWA with the data from the latest traffic count, to seek a Speed Zone Review of the road and received the following response on 16 June 2021:

 

Sydney Road, Gnangara Rd to Pine Crest Way

Existing posted speed limit, 80km/h between Gnangara Road 0.00 SLK through to Pine Crest Way 4.3 SLK

 

Findings:

·      Current operating speed 81.7km/h

·      Local Distributor Road

·      2,861 vehicles per day

·      8.2% heavy vehicles

·      The southern section of Sydney Road is a four lane, dual carriageway for the lower 1000m

·      The northern section of Sydney Road is a two lane, undivided single carriageway for the upper section extending 3,300m

·      This section of road is a low standard rural/semi-developed road providing network connectivity and access to partially built-up areas and rural properties

·      There are 4 un-signalised T-intersections, 7 un-signalised T-intersections and 1 signalised intersection at Gnangara Road

·      Target Speed range is 60km/h – 80km/h

 

Recommendation:

·      Noting all the above factors it is considered that the current posted speed limit of 80km/h is in line with driver expectations whilst also achieving a balance between traffic safety, land use amenity, transport efficiency and network consistency.

·      The requested reduction to 60km/h speed limit is not supported.

Consultation

Consultation has mainly been with MRWA who is the authority responsible to assign speed limits and install traffic signs on public roads in WA.

Comment

MRWA is the authority responsible for considering the speed zoning for all roads. Accordingly, the latest traffic data was provided to MRWA requesting a speed zone review. MRWA did not support the speed limit reduction, determining that the current 80kph speed zoning is appropriate for the rural / semi developed nature of the road.

 

The traffic data identified that there is a small percentage of vehicles that exceed the posted speed limit, with the highest speeds on the road occurring overnight. Administration considers that awareness of the posted speed limit may assist the road users in driving to speed limit. Therefore it is proposed to deploy City’s speed advisory trailer on Sydney Road and Lakelands Drive to assist in educating motorists of the posted speed limit in these roads. The deployment of this trailer is considered advantageous as it helps to educate motorists of the appropriate speed environments on roads.

 

Additionally, Administration will review the standard of the street lighting on Sydney Road at this location to improve awareness of the development at night, if required.  

 

It is also noted that in December 2020, the WA Planning Commission finalised the East Wanneroo District Structure Plan to guide development of the area over the next 50 years. In the approved structure plan, Sydney Road is designated as an “Integrator Arterial” road and eventually will be upgraded to a dual carriageway standard. Sydney Road will continue to grow in importance in the City's transport network providing support to adjacent residential development and economic activity generally. The timeframe for the upgrade will be determined by the rate of development in the surrounding area and meeting the necessary warrants to secure funding. It is anticipated that the ultimate Sydney Road design will include the upgrade of the Lakelands Road intersection. Appropriate speed zoning for all roads in the area will be determined under the MRWA speed zoning policy, as the use of the road and its adjacent land uses change.

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

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

 

Risk Title	Risk Rating
CO-001 Relationship Management	Moderate
Accountability	Action Planning Option
Director Corporate Strategy and Performance	Manage

 

The above risks relating to the issue contained within this report have 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.

 

Alignment with the following risk appetite statements should also be considered:

 

Society: 1.2 Safe Communities. The City places a high priority on the safety of its community particularly in the public realm and the importance of hazard and risk identification, management and reduction, and will therefore accept a moderate risk to reputation, low risk to financial and safety.

 

Civic Leadership:  4.1 Working With Others. The City is committed to engaging with community, partners, government agencies and the broader business community to achieve agreed outcomes that are aligned to community aspirations. The City acknowledges that success in service delivery by the City cannot be achieved in isolation. It requires a collaborative approach, working with the community, partners, government agencies and the broader business community to achieve outcomes that are aligned to community aspirations. This will be achieved by being transparent with information, delivering, and maintaining a consistent message when engaging with stakeholders. The City acknowledges that working with others involves managing any potential unfavourable feedback, which could have a reputational impact however the City is prepared to accept a moderate level of reputational risk.

Policy Implications

Nil

Financial Implications

The costs associated with the deployment of a speed trailer in Sydney Road form part of the ongoing operating budgets. Should street lighting upgrades be required, they can be funded using the existing budget allocation for the Street lighting Upgrade Program.

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       NOTES that Main Roads WA does not support speed reduction from 80kmh to 60kmh on Sydney Road;

2.       REQUESTS Administration to deploy the Speed Advisory Trailer on Sydney Road to educate motorists of the appropriate speed environments on roads;

3.       REQUESTS Administration to review the street lighting provided on Sydney Road adjacent to the Lakelands Leisure Village; and

4.       ADVISES the Petition organiser of Council’s decision. 

 

 

 

Attachments:

1⇩.

Location map - Sydney Road Gnangara

21/262884

 

 

 

 

Community & Place

Community Service Delivery

File Ref:                                              38319 – 21/247914

Responsible Officer:                          Director Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       4  

Previous Items:                                   SCS02-07/20 - Community Support and Financial Assistance Framework - Special Council - 20 Jul 2020 6:00pm (Special)

                                                            CP07-07/19 - Council Policy Amendments - Community & Place Directorate - Ordinary Council - 30 Jul 2019 7.00pm

                                                            CS03-05/20 - Fee Waivers, Concessions and Debt Write Off Policy and Donations and Youth Sponsorships Policy - Ordinary Council - 05 May 2020 6:00pm

                                                            CP02-05/18 - Review of Council Policy - Youth Reward and Recognition - Ordinary Council - 01 May 2018 7.00pm      

 

Issue

To consider policy revisions and extensions to scheduled review timeframes for a number of Council Policies applicable to the Community and Place Directorate.

 

Background

Council Policies are a statement of the principles or position that is intended to guide or direct decision-making within the City.

All Council Policies (as well as other like documents) should be reviewed regularly to ensure compliance with legislation; continued alignment with the adopted Strategic Community Plan and the City’s requirements to provide sound and effective internal controls to minimise risk and deliver desired outcomes. 

The Community and Place Directorate has a number of policies under review, with proposed changes presented below for consideration.

Detail

Community Funding Policy

 

The Community Funding Policy was approved by Council at a Special Council Meeting on 20 July 2020.  The current version requires a minor amendment to improve clarity of the arrangements for the Flagship Fund. This administrative change has been identified as necessary through stakeholder consultation however does not impact on the intent of the policy (Attachment 1).

 

Social Media Guidelines Policy

 

The Social Media Guidelines Policy (Attachment 4) was approved by Council at its Ordinary Meeting on 27 May 2014.  The review date for this policy was extended until 10 December 2019 at the Ordinary Council Meeting on 30 July 2019 (CP07-07/19), to enable consideration in line with a new Communications Strategy.   

 

Since that time, this Policy (as it relates to Council Members) has been superseded by the Local Government (Model Code of Conduct) Regulations 2021.   

 

For City employees, a new Corporate Policy was approved by Administration on 3 June 2021, subject to the repeal of the Social Media Guidelines Policy by Council. The Communications and Social Media Policy (Corporate) will provide the continued guidance required for City employees. 

 

It is considered that the introduction of the Model Code Regulations and availability of the new Communications and Social Media Policy (Corporate) removes the requirement to have a Social Media Guidelines Policy, and it is recommended that this Policy is repealed. 

 

The following Policies require approval for an extension of the review date: 

 

·        Donations and Youth Sponsorships Policy

·        Youth Reward and Recognition Policy

The Donations and Youth Sponsorships Policy was adopted by Council at its Ordinary Meeting on 5 May 2020 (CS03-05/20), noting at the time that this was an interim policy subject to further review in alignment with a new overarching Community Funding Policy and Community Support and Financial Assistance Framework. 

 

The Youth Reward and Recognition Policy was originally approved in June 2006, with the current version adopted by Council on 1 May 2018 (CP02-05/18).   It provides a framework for the provision of scholarships and awards to primary and secondary school students attending schools within the City of Wanneroo.  

 

Both policies are subject to major review to ensure alignment with the Community Support and Financial Assistance Framework and to consider the opportunity to include the financial aspects of each in a revised Community Funding Policy.  It is intended that the review of these policies will be progressed in collaboration with the Community Support and Financial Assistance Working Group at meetings scheduled in July and August 2021, and it is therefore proposed that the scheduled review date be extended to 14 December 2021.

Consultation

Consultation has been undertaken with the relevant external stakeholders and all policies have been reviewed as per City’s Policy and Procedure review process.

Comment

The intent of the Community Funding Policy has not changed and the minor amendment proposed is considered to be administrative in nature.

 

It is considered that the Social Media Guidelines Policy is no longer required with the Local Government (Model Code of Conduct) Regulations 2021 bringing into effect a mandatory code of conduct for council members, committee members and candidates.  For employees the Communications and Social Media Policy (Corporate) provides the ongoing necessary guidance. 

 

Extensions to the review date for the Donations and Youth Sponsorships Policy, and Youth Reward and Recognition Policy are sought to enable strategic work to be progressed with the Community Support and Financial Assistance Working Group, to align the financial aspects with the Community Support and Financial Assistance Framework.

Statutory Compliance

Policies have been reviewed to ensure ongoing compliance with appropriate standards and legislation.

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

Risk Title	Risk Rating
CO-019 Decision Making	Low
Accountability	Action Planning Option
Chief Executive Officer	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.

Risk Appetite Statements

The City places a high priority on the importance of maintaining good governance and has no appetite for deliberate act or omission by any party.  Decisions are aligned to policy to ensure non-compliance impacts are reduced as low as reasonably practicable (ALARP) and reputational damage is restricted to low.  Therefore the City accepts low or ALARP of compliance and governance risk. 

Policy Implications

These policies have been recommended for amendment, repeal or extension as a result of an evaluation and review process undertaken in accordance with the City of Wanneroo’s Policy and Procedure Register and associated Management Procedure.

Financial Implications

Nil

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       APPROVES the revised Community Funding Policy (Attachment 1);

2.       APPROVES the repeal of the Social Media Guidelines Policy (Attachment 4);

 

3.       APPROVES an extension of the review date for the Youth Reward and Recognition Policy to 14 December 2021; and

4.       APPROVES an extension of the review date for the Donations and Youth Sponsorships Policy to 14 December 2021. 

 

 

 

Attachments:

1⇩.	Attachment 1 - Community Funding Policy (July 2021) Minor amendment	19/211787[v2]	Minuted
2⇩.	Attachment 2 - Community Funding Policy minor amendment July 2021 tracked changes	21/188453
3⇩.	Attachment 3 - Community Funding Policy (July 2020)	19/211787[v1]
4⇩.	Attachment 4 - Social Media Guidelines Policy	11/75322[v3]	Minuted

 

 

 

 

Community Facilities

File Ref:                                              40569 – 21/214486

Responsible Officer:                          Director Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       5

Previous Items:                                   CP02-02/19 - North Coast Cycling Facility Master Plan Implementation Working Group - Terms of Reference - Ordinary Council - 05 Feb 2019

                                                            CP04-06/20 - Splendid Park Cycling Facility Concept Design and Cost Estimate - Ordinary Council - 02 Jun 2020

                                                            CP02-08/20 - Splendid Park Cycling Facility - Community Engagement Outcomes - Ordinary Council - 25 Aug 2020    

 

Issue

To consider an update regarding the detailed design of the Splendid Park Cycling Track.

Background

Splendid Park (the Park) is located on Splendid Avenue, Yanchep (Attachment 1). The Park has an overall land area of approximately 12.8 hectares, classifying it as a District Park. The Park is Crown Land vested to the City of Wanneroo for the purpose of public recreation.

The Park is bounded by residential properties to the west and bushland to the north, east and south. Residents to the west are separated by the road reserve for the future Marmion Avenue extension.

The Park includes the following amenities:

·        Two multi-purpose ovals catering for athletics and junior and senior Australian Rules Football (AFL), Soccer, Rugby and Cricket;

·        Two multipurpose hard courts accommodating Basketball and Netball;

·        Floodlighting to the required Australian Standard for large ball sports;

·        Cricket nets;

·        Long jump pits;

·        1.8 metre perimeter fence;

·        Sports Amenities Building;

·        Playground adjacent to the amenities building; and

·        Skate Park.

The Northern Beaches Cycling Club (the Club) is based in the City’s northern coastal corridor. Most recent membership data (May 2020) indicates a total membership of 1,100 (800 in 2018) and active members (i.e. who participate in cycling activities) of 639 (333 in 2018). The NBCC accommodates a diversity of cycling interests from social rides, racing, mountain biking and cyclocross, and has also developed a school-based cycling academy.

At its meeting held on 2 June 2020, Council considered Report CP04-06/20 Splendid Park Cycling Facility Concept Design and Cost Estimate and resolved the following:

“1.        ENDORSES, for the purposes of public comment, Option 1 and Option 2 in the draft Splendid Park Cycling Master Plan, as shown in Attachment 2 of this report;

2.         NOTES that Administration’s preferred option is Option 1 (Attachment 4) based on the ability to deliver a cycle track and its cost effectiveness; and 

3.         NOTES that the draft Splendid Park Cycling Master Plan is intended to be released for a 28-day public comment period from 8 June 2020 to 3 July 2020, with the outcome to be reported to Council at its meeting held on 28 July 2020.”

Following the community engagement period, the following recommendations were adopted by Council at its Ordinary Meeting on 25 August 2020:

 

“1.  NOTES the outcome of the North Coast Cycling Facility Master Plan Implementation Working Group meeting held on 8 July 2020, as follows:

 

a.       NOTES the outcome of the Splendid Park Cycling Facility Master Plan community engagement (public comment) process held from 8 June 2020 to 3 July 2020, which resulted in the following outcomes:

 

i.        A total of 348 responses received, with 338 (97.1%) in favour and 10 (2.9%) against of the proposed development of a cycling track at Splendid Park;

ii.       Of those responses 216 (66.1%) indicated a preference for Option 2 (with the flyover), with 111 (33.9%) indicating a preference for Option 1 (without the flyover);

iii.      A total of 20 (6%) comments were received which indicated a preference for either option; and

iv.      Of the 79 responses received from Northern Beaches Cycling Club members, 43 (54.4%) indicated their preference for Option 1 and 36 (45.6%) indicating a preference for Option 2;

 

b.       NOTES that Administration’s preferred option is Option 1 (Attachment 2) based on the ability to deliver a cycle track and its cost effectiveness; and

 

c.       RECOMMENDS to Council the implementation of Option 1.

 

2.   NOTES the outcome of the Splendid Park Cycling Facility Master Plan community engagement (public comment) process held from 8 June 2020 to 3 July 2020, which resulted in the following outcomes:

 

a.       A total of 348 responses received, with 338 (97.1%) in favour and 10 (2.9%) against of the proposed development of a cycling track at Splendid Park; and

b.       Of the 79 responses received from Northern Beaches Cycling Club members, 43 (54.4%) indicated their preference for Concept 1 and 36 (45.6%) indicating a preference for Concept 2;

 

3.   NOTES the completion of the Splendid Park Cycling Master Plan Report, as per Attachment 2;

 

4.   ENDORSES Concept 1 as per Attachment 3, at an estimated cost of $2,287,100 as itemised below, noting that the feasibility of increasing the width of the track as outlined in Concept 1B, will be considered as part of the detailed design:

 

5.   NOTES that progress of the construction phase of the project is subject to the City’s Community Sport and Recreation Facility Fund grant application for the sum of $762,366 being successful, or securing other external funding to at least the equivalent value or additional municipal funding being identified as a result of the Long Term Financial Plan review, to cover the budget shortfall.”

Detail

Following the August 2020 Council Meeting, several meetings of the North Coast Cycling Facility Master Plan Implementation Working Group (the Working Group) and engagement with relevant stakeholders have taken place to inform progression of the project.  The outcomes of these meetings are detailed below:

 

Working Group Meeting – 26 October 2020

The purpose of the meeting was primarily to provide the Working Group with an update in terms of the August 2020 Council Meeting, and discuss the next steps. These steps included the plan to appoint a consultant and progress both Options 1 and 1B (herewith referred to as Option 2) through the detailed design process to 15%.

 

As part of the design progression, a workshop was scheduled to be held on site at Splendid Park, Yanchep on 18 November 2020.

 

A summary of key milestones was introduced to the Working Group, with updates to be provided at subsequent meetings. The key milestones for the project are indicated in the table below:

 

Item	Commencement	Completion Date
Procurement - Detailed Design	Started	Nov-20
Consultant Appointment	Started	Nov-20
Stakeholder Workshop	18-Nov-20
Detailed Design to 15%	Nov-20	Feb-21
Working Group Meeting (evaluate Detailed Design Outcomes)	04-Feb-21
Detailed design to 50%	Feb-21	Apr-21
Working Group Meeting (evaluate Detailed Design Outcomes) - if required	Apr-21
Detailed Design completion	Apr-21	Sep-21
Biological Survey	Started	Feb-21
Clearing Permit Application	Feb-21	Oct-21
Procurement - Construction	Sep-21	Nov-21
Contractor Appointment	Nov-21
Construction	Nov-21	Oct-22
Practical Completion	Oct-22
Consolidation Period	Oct-22	Jan-23
Defects Liability	Oct-22	Oct-23

 

It was also noted that consideration will need to be given to submitting a clearing permit for the development of the track, as previous Planning Approvals for the construction of Splendid Park required landscaping to be undertaken utilising Black Cockatoo habitat species to re-establish the vegetation lost as a result of the development of the site. The development of the proposed track will impact on this re-vegetation and triggers the clearing permit requirement. As the requirement for revegetation was conditioned under the Planning and Development Act 2005, the vegetation is deemed as being ‘native’ under the Environmental Protection Act 1986.

 

It is likely that this application will require the City to provide an offset of land for Black Cockatoo habitat at an alternate site.

Following discussion at the meeting, the Working Group resolved to:

1.       NOTE the update provided on the Splendid Park Cycling Facility project; and

2.       NOTE that a stakeholder workshop will be held on 18 November 2020 to inform the detailed design of the facility.

 

Stakeholder Workshop – 18 November 2020

Following the 26 October Working Group meeting, Administration appointed Emerge Associates (the Consultant) to undertake the detailed design phase of the project. The consultant had commenced the process of progressing concept design 1 (Attachment 2) to detailed design, incorporating consideration of the alternative criterium width track outlined in concept 2 (Attachment 3).

 

As part of this process, a workshop was held with relevant stakeholders to provide final input into the design before it moved on to the next phase of the design process. This workshop was held at Splendid Park on 18 November 2020.

 

Although not an exhaustive list, the following items were discussed at the workshop:

 

·        Risk identification and management:

o   Mulch around path exterior;

o   Fencing adjacent to skate park;

o   Fencing on northern end of eastern oval; and

o   Boom gate.

·        Signage requirements:

o   Etiquette signage;

o   Directional; and

o   Warnings regarding cars entering.

·        Accessibility: 

o   Path to be widened at start/finish line to allow access direct from car park.

·        Design components

o   Location of walking paths.

 

It should be noted that there was a clear indication from those who attended the workshop that the criterium width track (Option 2) was their preferred option, reflecting the community engagement from June/July 2020.

 

Working Group Meeting - 17 February 2021

With the consultant in attendance, the Working Group was presented with the 15% detailed design for both Options 1 and 2. The presentation included the items noted at the November Workshop, as well as presenting the initial risks for both options.

 

 

The costings for both options were presented as follows:

 

 

As indicated above, there is a cost difference of $89,940 (at the 15% design) between the options. This represented a cost difference of around 4%. As such, the cost increase compared to the benefits of increased use of Option 2 was considered acceptable by the Working Group. While there was still capacity for the consultant to continue working on both options up to 50% detail, it was the determination of the Working Group that Option 2 would be the only considered option moving forward.

 

Following the August 2020 Council Meeting, Administration sought a grant to a maximum of one-third of the total project cost ($762,366) through the 2020 round of the Community Sport and Recreation Facility Fund (CSRFF), via the Department of Local Government Sport and Cultural Industries (DLGSC). As per correspondence received by the City in December 2020, the application for CSRFF Funding was unsuccessful (Attachment 4).

 

Feedback received from DLGSC on the application outcome was that the City was welcome to re-apply for the next round of CSRFF, noting that while some of the issues such as management and safety could be addressed in more detail, there are other factors such the level of demand, State Government priorities and competitiveness of the applications received which would influence future decisions.

 

A fly-through video was shown at the meeting, providing Working Group members with an impression of what riding the track may represent.

Following discussion at the meeting, the Working Group resolved to:

·        NOTE the development of Option 1 (5m width track) and Option 2 (criterium width track) to 15% design development;

·        NOTE the cost estimates for the Option 1 and Option 2 (as detailed above);

·        ENDORSE progressing Option 2 to 50% detail design.

 

Working Group Meeting – 14 April 2021

Following additional design work, the consultant presented the updated design, focusing on Option 2 as the preferred design.

It should be noted that the additional design work lead to an increase in the cost estimate of $235,175 from the 15% design.

 

It was noted by the consultant that there could be some savings identified if the trackside kerbing was removed around the full extent of the track. The Working Group supported the removal of the kerbing during the meeting. Following the meeting, Administration investigated and recommend that the kerbing be retained to ensure integrity of the bitumen track.

 

Additional items were added to the scope of the design:

·        CCTV

·        Electronic Track Timing System

·        Digital Notice Boards

 

As the CSRFF Funding was not successful, the City has applied for funding through the Building Better Regions Fund for $500,000. The outcome of the application is anticipated toward the end of June 2021.

 

The following resolutions were made by the Working Group:

 

“1.     NOTE the development of Splendid Park Cycling Facility Upgrade to 50% design development, as per Attachment 2 of this report;

2.       NOTE the cost estimates for the upgrade are as follows:

 

 

3.  SUPPORT the removal of the side kerbing from the design, pending review by Administration.”

 

A request was made by the Club to release the updated designs and fly through video for the public. This release is one of the outcomes of this report.

 

Working Group Meeting – 16 June 2021

The updated 85% design was presented to the Working Group (Attachment 5).

 

As mentioned, Administration investigated the possibility of removing the kerbing from the side of the track. Following investigation, the Consultant recommended that only corners of the track have concrete flush kerb (1m wide concrete shoulder) to limit any lateral movement in these locations. There would be no flush kerb on straight sections of the track. Additionally, there will also be concrete edge beams for areas used for maintenance access. The conservative approach (kerbing around the entirety of the track) is included in the updated project cost estimate. Removing the kerbing from the straight edges of the track (while ensuring vehicle entry and exit points are kerbed) could result in saving to the project. As a result of discussion, the kerbing will be included as a separable portion in the tender documentation.

 

The following resolutions were made by the Working Group:

 

1.       NOTE the development of Splendid Park Cycling Facility Upgrade to 85% design development;

2.       NOTE the cost estimates for the upgrade are as follows:

 

 

3.       REQUEST Administration to present the detailed design and funding options for review by Council at the next available Ordinary Meeting.

Consultation

Broad community consultation has been completed on the proposal to develop a cycling facility at Splendid Park.

 

As part of the detail design process, the City provided relevant stakeholders the opportunity to attend a workshop held at Splendid Park on 18 November 2020. This allowed all stakeholders the opportunity to provide additional feedback regarding the existing design, particularly in regards to the ongoing usability of the facility for either training and/or criterium-level activities.

 

The following stakeholders attended the workshop:

·        Northern Beaches Cycling Club;

·        Yanchep Redhawks Junior Football Club;

·        Yanchep Redhawks Football Club;

·        Masters Cycling WA;

·        Roues Chaudes Cycle Club;

 

The following stakeholders were invited, but were unable to attend:

·        Yanchep Netball Club;

·        Yanchep Little Athletics Club;

·        Yanchep Football Club (Soccer);

·        Yanchep Cricket Club

·        Two Rocks Yanchep Residents Association;

·        West Cycle;

·        South Perth Roulleurs Cycle Club;

·        Rebound WA;

·        Inline Speed Skating;

·        Peel Districts Cycling Club; and

·        Midland Cycling Club.

 

Though the layout of the path upgrade did not change significantly, outcomes of the workshop included additions/clarifications regarding the design, signage recommendations, safety features (fencing) and overall improvement ideas. These changes, where practicable, have been included in the detail design.

Engagement with the Northern Beaches Cycling Club will continue on an as needed basis throughout the detailed design process.

Comment

As an outcome of the February Working Group Meeting, the Working Group resolved to progress only with Option 2 – the full criterium-width track. The cost difference between the two designs is minimal and Option 2 will provide additional uses for the facility. It should be noted that this facility was originally conceived as an interim facility until a dedicated facility is constructed at the planned Alkimos Regional Open Space. At this stage, it is unlikely the dedicated facility in Alkimos will be constructed for at least the next 10 to 15 years. Considering this, the provision of full criterium width is supported.

 

At the Working Group meetings, the request has been made to release for public information the updated designs (85%) and the 3D fly-through video. This will assist with marketing and promotion of the upgraded facility, as well as provide further funding opportunities.

 

The clearing permit has been lodged with the DWER following the meeting in April. Subsequent to the receipt of the application, DWER released the application for public comment in May, citing a 21 day period for the public to provide comment. This period was due to be completed in June 2021. At the time of writing, the City had not received any notification regarding the outcome of the public comment period. Based on previous experiences, should there be no appeals, formal notification of the permit application outcome is anticipated towards the end of 2021.

 

As the detailed design for the cycling track is now at 85%, Administration has approached the City’s insurance provider, LGIS, with the view of providing the designs for their review. LGIS will be requested to consider the safety aspects of the track, as well as the need for fencing. This is an important step, as the advice received will allow the City to ensure that risks are minimised during and following the construction of the track.  Once the advice has been received from LGIS, this will be presented to the Working Group for initial consideration.

 

In March 2021, the City applied for a grant from the Building Better Regions Fund (BBRF) for $500,000. At this stage, the City is yet to receive a response in terms of the application’s success or otherwise. However, given that the BBRF is a nationally popular fund, there is a high probability that the application will be unsuccessful.

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
ST-S23 Stakeholder Relationships	Moderate
Accountability	Action Planning Option
Chief Executive Officer	Manage

 

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

 

Risk Title	Risk Rating
ST-G09 Long Term Financial Planning	Moderate
Accountability	Action Planning Option
Director Corporate Strategy and Performance	Manage

 

Risk Title	Risk Rating
CO-O22 Environmental Management	Moderate
Accountability	Action Planning Option
Director Planning and Sustainability	Manage

 

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

Policy Implications

Nil

Financial Implications

Currently, the project is listed in the City’s Long Term Financial Plan as per the following:

 

Year	Detail	Amount
1	Survey, Site Investigation and Procurement	$80,000
2	Detailed Design and Construction	$1,500,000
Total		$1,580,000

In the lead up to the 2021 State election, the City received advice of a $400,000 funding commitment towards the project from the local Member of Parliament. The incorporation of this funding into the project is the subject of a separate report in this agenda.

The consultant has provided an indicative cost estimate based on 85% detail design:

 

 

This indicates an increase of approximately $37,465 from the 50% detailed design estimate.

 

In March, the City applied for grant from the Building Better Regions Fund (BBRF) for $500,000. At this stage, the City is yet to receive a response in terms of the application’s success or otherwise.

 

As it stands at present, taking into account the $400,000 funding commitment from the State Government, and assuming the BBRF grant is unsuccessful, the project budget has a shortfall of $608,580. The City will need to consider how this funding shortfall may be addressed, noting the potential for the project costs to continue to increase as a result of environmental offsets (which were indicated at a provisional amount of $135,000 in the report to the August 2020 Council Meeting).  The costs for the environmental offsets are not  included in the latest estimate of $2,588,580 as the exact amount is difficult to determine at this time. 

 

In terms of additional funding, the following options may be considered:

 

·        Application to the 2021/22 round of the CSRFF program. This will likely result in the delay to the construction start date;

·        Identify additional municipal funds in the Long Term Financial Plan; or

·        Utilisation of the funding that is likely to become available through the Local Roads and Community Infrastructure Program (LRCIP) in January 2022.

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       NOTES the outcomes of the North Coast Cycling Facility Master Plan Implementation Working Group Meetings held on 26 October 2020, 14 February 2021, 14 April 2021 and 16 June 2021, and the Stakeholder Workshop held on 18 November 2020;

2.       NOTES the progress of the detailed design (Attachment 5), including the adoption of Option 2 (Criterium Width Track) as the preferred design;

 

3.       NOTES the cost estimates for the upgrade are as follows:

4.       NOTES that the cost estimate may increase as the detailed design process is finalised and information becomes available on the potential costs for environmental offsets and risk mitigation measures;

5.       REQUESTS Administration to investigate funding options for the balance of the project, totalling $608,580 as per the 85% detailed design, including securing external funding or additional municipal funding identified as a result of the forthcoming review of the City’s Long Term Financial Plan.

 

 

 

Attachments:

1⇩.	Attachment 1 - Site Map - Splendid Park, Yanchep	21/259640
2⇩.	Attachment 2 - Splendid Park Cycling Facility - Concept Design - Option 1	20/139513
3⇩.	Attachment 3 - Splendid Park Cycling Upgrade - Concept Design - Option 1B	20/320738
4⇩.	Attachment 4 - CSRFF Grant Application Unsuccessful - Splendid Park Cycling Upgrade - City of Wanneroo	20/571491
5⇩.	Attachment 5 - 85% Landscape Overall - Splendid Park Cycling Upgrade	21/248101

 

 

 

 

 

Communication, Marketing and Events

File Ref:                                              7142V03 – 21/262976

Responsible Officer:                          Director Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       3  

Previous Items:                                   3.3 - Brand Update - Forum - 27 Apr 2021 5:30pm

                                                            3.4 - Brand Update - Forum - 03 May 2021 5:30pm (Special)

                                                            3.2 - Brand Update - Forum - 22 Jun 2021 6:00pm      

 

Issue

To consider a refreshed Corporate brand concept for the City of Wanneroo together with a proposal to introduce a Business Wanneroo subsidiary brand.

Background

The City is updating its branding – last reviewed in 2003 – to align with accessibility guidelines, its strategic direction, business and community expectations, and contemporary applications for smart device technology. The refreshed branding is designed to reflect the City’s diversity and inclusion objectives, and a stronger expression of the City’s demographics and median age of 33 years.

 

Following consideration by Council Members of four concepts for a refreshed Corporate brand in April 2021, three options for the City’s corporate logo were selected. These were subsequently submitted for market testing with seven representative community focus groups to determine accessibility in font arrangement, colour and readability, and emotional affiliation with the overall design.

 

One of the concepts was clearly favoured and focus group feedback was combined with Council Member feedback to produce a final design (Attachments 1 and 2).

 

In addition to the refreshed Corporate brand, a Business Wanneroo subsidiary brand has been developed as part of the master suite of branding.  The proposed Business Wanneroo brand (Attachment 3) was market tested with business groups and Council Members and received very positive feedback.

Detail

Each of the three Corporate logo concepts were presented to the focus groups, showing print, embroidery, letterhead, social media and single colour options. The focus groups comprised a broad cross-section of the community including seniors, culturally and linguistically diverse people, Aboriginal and Torres Strait Islander people, youth, people in the median age group, and people with disability.

 

Based on input from the focus groups and Council Members, the most favoured concept was amended to produce a final design which is recommended to Council for endorsement.

 

In a separate consultative process, the design and objectives of the Business Wanneroo subsidiary brand received overwhelming support from local business representatives including the Wanneroo Business Association and the Small Business Development Corporation. Additionally, the Small Business Commissioner wrote a letter to the CEO offering:

 

…support for the concept of a strong and unique business brand for the City, which would be distinctly different from the corporate branding used to communicate with local residents and ratepayers. This branding will be particularly critical when marketing the benefits of doing business in Wanneroo as per the City’s investment attraction program.

 

To enrich the City’s distinctive individuality through its brand expression, commissioning of a local Aboriginal artist is being undertaken to visually articulate the unique local story of Wanneroo.

 

The final design will be digitised and applied to respectful treatments in association with City’s corporate brand, such as the Reconciliation Action Plan, NAIDOC Week activities, uniforms, themed community consultation initiatives, themed communications such as the Aboriginal seasons, events, corporate documents and select merchandise.

Consultation

The City held seven workshops during May 2021 with the representative focus groups on the concepts for the City’s refreshed Corporate logo.

 

The Business Wanneroo subsidiary brand concept was also market tested with local business representatives including the Wanneroo Business Association and the Small Business Development Corporation.

Comment

The adoption of a refreshed Corporate brand will ensure alignment with accessibility guidelines, reflect the City’s recently updated strategic direction, business and community expectations, and contemporary applications for smart device technology.

 

Ideally, the refreshed corporate brand will be showcased with the release of the 2021/22- 2031/32 Strategic Community Plan.

 

A comprehensive Brand Book will be developed to ensure application of the refreshed brand has a strong governance model and guidelines to reduce risk of diluting the City’s brand identity.

 

It is proposed that the refreshed corporate brand will be applied gradually, allowing for a progressive increase in brand awareness and resonance with the community. A considered timeline for implementation is recommended via platforms such as electronic templates in the first instance and applied to more established examples such as signage as opportunities present.

 

The introduction of the proposed Business Wanneroo subsidiary brand reflects the strategic focus the City has on economic and business development, and presents a strong and unique business to business brand.

Statutory Compliance

Nil

Strategic Implications

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

 “1     Society

1.4    Connected Communities

1.4.1  Connect communities through engagement and involvement”

 

“4 Civic Leadership

4.3 Progressive Organisation

4.3.1 Lead excellence and innovation in local government”

Risk Management Considerations

Risk Title	Risk Rating
ST-S23 Stakeholder Relationships	Low
Accountability	Action Planning Option
Chief Executive Officer	Manage

 

The above risk relating to the issue contained within this report has been identified and considered within the City’s Strategic risk register. Mitigation strategies include alignment of the brand refresh to the current work on the City’s Strategic Community Plan and delivery of the Brand Strategy 2019-2022. Alignment with risk appetite statements are considered including 1.4 Connected Communities.

 

The City acknowledges that segments of the community will resist change and hence have a negative impact on its reputation. In view of this, the City is prepared to accept risk which can be mitigated by appropriate media, community and employee engagement.

 

There is a risk that failure to refresh the City’s brand to meet accessibility guidelines and community expectations will lead to criticism of a lack of inclusion and have an adverse reputational impact.

Policy Implications

Nil

Financial Implications

A budget of $150,000 was allocated in 2020/21 for brand primarily focused on concept development and delivery. Changes to the social and economic environment due to COVID-19, however, coupled with an identified need for further consultation on logo design, resulted in underspend.

 

The proposed 2021/22 budget of $80,000 to $100,000 recognises prior work done both in-house and by a professional design agency to finalise the logo concepts for market, and incorporates activities identified to complete the corporate brand narrative. These include brand book development, digital and print template creation, Aboriginal artwork commissioning and application of the brand across various touch points.

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       APPROVES the City’s Corporate brand concept and logo as articulated in Attachments 1 and 2, noting that this will be the master brand for all City programs, services and community interfaces; and

2.       APPROVES the Business Wanneroo subsidiary brand and logo as articulated in Attachment 3, noting that this will be the City’s tailored business-to-business branding.

 

 

Attachments:

1⇩.	Attachment 1:  Final Corporate Brand Presentation for Council Briefing 6 July 2021	21/269650
2⇩.	Attachment 2 - City of Wanneroo Corporate Logo - July 2021	21/278048
3⇩.	Attachment 3 - City of Wanneroo Business Brand Logo - July 2021	21/278055

 

 

 

 

 

 

Place Activation

File Ref:                                              37130V03 – 21/270121

Responsible Officer:                          Director Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       3         

 

Issue

To consider a review of the Community Engagement Policy.

Background

The City’s first Community Engagement Policy was approved by Council at its meeting on 6 April 2006 (GS07-04/06).  Following a major review, a revised Community Engagement Policy was approved by Council at its meeting of 25 July 2017 (CP02-07/17), after inviting community feedback via public advertising.

 

In 2018 the City introduced comprehensive new community engagement procedures and guidelines, and the Policy was subsequently reviewed and updated (minor changes only), with the current version (refer Attachment 1) being approved on 9 April 2019 (CP08-04/19).

 

The supporting Management Procedure was approved by Administration on 13 March 2020, following an internal audit which identified the need to capture the decision to engage on projects, as well as the proposed engagement level.  This procedure is also being revised.

 

Whilst a Community Engagement Policy has been in place at the City for many years, increased engagement levels and improved skills of City officers has been evident in recent years.

 

The current review of the Policy and associated documentation has resulted in some proposed changes to the Policy to support the City’s Social Strategy and Place Management Approach, which has a new community leadership and empowerment vision encouraging community-led initiatives. 

 

A tracked changes version illustrating these changes is shown at Attachment 2, with a draft revised Policy inclusive of all proposed changes shown at Attachment 3.

Detail

The main changes proposed to the Policy include:

 

·        Reference to recent changes to the Local Government Act requirements around community engagement which now support use of more modern community engagement tools (e.g. social media);

·        Reference to the City’s Place Approach;

·        The addition of ‘empower’ as an engagement approach in the definition of Community Engagement, aligned to the International Association of Public Participation (IAP2) Engagement Level Matrix; and

·        Minor administrative changes to reflect Policy ownership and responsibility for implementation.

 

Consultation

Given the nature of this Policy, the City proposes on this occasion to consult with the community for a period of 28 days before presenting the revised Community Engagement Policy to Council for final adoption.  The engagement methods will include:

 

·    Advertising on the “Your Say” community engagement hub on the City’s website;

·    Advertising in local community newspapers;

·    Announcements in social media posts; and

·    Email to the City’s Community Engagement Network.

Comment

The majority of proposed changes to the Policy are administrative in nature and do not change the Policy’s purpose or intent.

 

The most significant proposed change is to include “Empower” in the definition of Community Engagement.  This allows the City to support community led decision-making or responsibility for project implementation where appropriate and where there is capacity in the community to do so.

 

This option is best practice for community engagement within the International Association of Public Participation (IAP2) “Quality Assurance Standard for Community and Stakeholder Engagement”, which the City’s Community Engagement Policy and Procedures are based on.

 

The City’s Social Strategy and Place Framework aim to empower communities to achieve a better whole of community outcome and share the responsibility for improving the quality of life of our residents, particularly as the City continues to grow.  While there are already some procedures in place to work with and empower local community groups, should Council endorse the draft revised Policy, the City will finalise its review of the Community Engagement Management Procedure to ensure that it continues to manage the overall process efficiently and effectively in the future.  The Community Engagement Management Procedure will be updated to:

 

·        Modernise community engagement communication tools with the increased use of social media;

·        Provide a mix of engagement methods i.e. online, hard copies, in person, onsite signage, newspaper advertising etc., including letter drops to surrounding local residents;

·        Require mail or letter drops to adjoining residents within 400m (or other distance as appropriate) from the affected site, where there is potential to be affected by the proposal;

·        Require onsite signage where there is potential for the proposal to have an impact beyond just adjoining residents;

·        Clarify the City’s position on the use of incentives to increase public participation;

·        Cater for all community members, including those with specific needs (e.g. people with disability, older people, people from culturally and linguistically diverse backgrounds);

·        Reference the City’s latest guidelines for Access and Inclusion and engagement with Traditional Owners.

Statutory Compliance

Nil

 

Strategic Implications

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

 “1     Society

1.4    Connected Communities

1.4.1  Connect communities through engagement and involvement”

Risk Management Considerations

Risk Title	Risk Rating
ST-S20 Strategic Community Plan	Low
Accountability	Action Planning Option
Director Corporate Strategy & Performance	Manage

 

Risk Title	Risk Rating
ST-S23 Stakeholder Relationships	Low
Accountability	Action Planning Option
CEO	Manage

 

Risk Title	Risk Rating
ST-020 Productive Communities	Low
Accountability	Action Planning Option
Director Community & Place	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 registers.  Action plans have been developed to manage these risks to support existing management systems.

Policy Implications

Nil

Financial Implications

There are no specific financial implications associated with this report, noting that community engagement is funded as required within the City’s annual budget.

Voting Requirements

Simple Majority

 

Recommendation

That Council APPROVES the draft revised Community Engagement Policy included as Attachment 3 being released for public consultation for a period of 28 days with feedback to be submitted to a future Council meeting for consideration.

 

 

 

Attachments:

1⇩.	Community Engagement Policy - Approved by Council 9 April 2019	17/196922[v4]
2⇩.	Draft Revised Community Engagement Policy - April 2021 (Tracked changes)	17/196922[v9]
3⇩.	Draft Revised Community Engagement Policy - April 2021 (clean copy)	17/196922[v10]

 

 

 

 

 

Community Safety & Emergency Management Report

File Ref:                                              4190 – 21/215786

Responsible Officer:                          Director Community and Place

Disclosure of Interest:                         Nil

Attachments:                                       2

Previous Items:                                   AS05-06/16 - Installation of "Dogs on Leash" signs on approach to playground areas - Ordinary Council - 28 Jun 2016       

 

Issue

To consider the dog exercise provisions for shared use parks associated with schools and children’s playgrounds.

Background

Shared Use Parks

The City has a number of shared use agreements for parks/ovals with the Department of Education and schools.  These agreements provide non-exclusive use for schools however do not alter Council’s resolution to allow for off lead exercise by dog owners.

 

In February 2019 the Principal of Quinns Rocks Primary School contacted the City with concerns relating to community use of Gumblossom Park as a dog exercise area. These concerns related to risks to students and staff when dogs are exercised off lead during school activities on the oval. The Principal requested that dogs be on a leash when the oval was in use by the school.

 

Consultation has been undertaken with the local community and results are contained within this report. This matter was scheduled for consideration by Council in 2020 however it was deferred due to the impacts of COVID-19. 

 

In June 2020 the Principal of Carramar Primary School corresponded with the City expressing similar concerns and requested dogs be on lead when the oval is being used during school hours.

 

It is suggested that the initial consultation conducted in 2019 be considered indicative of requirements that could be applied to all parks and ovals across the City that are the subject of a shared use agreement with the Department of Education.

 

Children’s Playgrounds

 

In terms of playground areas, at its meeting on 28 June 2016 Council discussed the installation of “Dogs on Leash” signs on approach to all playground areas.

 

It was resolved that Council:-

 

“1.  Does NOT SUPPORT the immediate installation of Dogs on Leash signs in all playgrounds;

2.   APPROVES a programmed installation of Dogs on Leash sign(s) on the perimeter of the playgrounds over a five year period from 2016/2017 with the priority order based on an assessment matrix to be prepared by Administration;

3.   APPROVES the installation of Dogs on Leash signs in playgrounds outside of the program where complaints about dogs affecting the use of playgrounds justify such installation; and

4.   REQUEST Administration to undertake a proactive education program in relation to responsible dog ownership.”

 

Signs were subsequently installed in a number of playground areas, however these signs conflict with a resolution made in 2014 (CB04-09/14 refers) where Council resolved that:

 

“SPECIFIES BY ABSOLUTE MAJORITY as a dog exercise area, all public reserves vested in or under the care, control and management of the City of Wanneroo, excluding road and street reserves, designated as dog exercise areas for the purposes of the Dog Act 1976.”

Detail

Dog Exercise Areas

 

In accordance with Section 31(1) of the Dog Act 1976, dogs must be held or securely tethered at all times when in a public place, unless the area is designated as a dog exercise area as per Section 31(2). In dog exercise areas there is still a requirement that the animal is under effective control.

 

All public reserves within the City are deemed dog exercise areas with the following exceptions:

 

·        Frederick J Stubbs Grove, Quinns Rocks;

·        Wanneroo Showgrounds, Wanneroo;

·        Kingsway Sporting Complex;

·        Beach reserves, except designated areas; and

·        Road and Street reserves.

 

The parks where requests have been made by the respective Principals to have dogs on lead during school usage include:

 

Shared Use Park - Gumblossom Park

 

Gumblossom Park (Reserve 28376) is Crown Land, managed by the City under a management order for the purpose of “Recreation and Community Purposes”. The management order allows the City to lease or licence the land for a term of up to 21 years, subject to the consent of the Minister for Lands under section 18 of the Land Administration Act 1997.

 

In addition to the community and the school, Gumblossom Park is regularly utilised by two local sporting groups who hold Facility Hire contracts with the City. The Facility Hire contracts grant permission to Quinns Football Club and North Coast Ball Club to use Gumblossom Park and facilities, specifically Gumblossom Park East, West, Central and Gumblossom Clubrooms, during agreed times. The conditions of hire do not offer these sporting groups exclusive use of the grounds.

 

The below table summarises agreed usage for Gumblossom Park for the two sporting groups and the school:

 

 

Shared Use Park - Houghton Park

 

Houghton Park (Reserve 48106) is Crown Land, managed by the City for the purpose of “Public Recreation”. The management order allows the City to lease or licence the land for a term of up to 21 years, subject to the consent of the Minister for Lands under section 18 of the Land Administration Act 1997.

 

Houghton Park has other users in addition to the Carramar Primary School, with Facility Hire contracts providing permission for the Carramar Football Club, Wanneroo Cricket Club and the Hi 5 Fitness Group to use the Park during agreed times. Activity is outside of school hours. The conditions of hire do not offer these sporting groups exclusive use of the grounds.

 

The below table summarises agreed usage for Houghton Park for the two sporting groups and the school:

 

 

Shared Use Agreements

 

License agreements for shared use are in place between the City and the Department of Education for the Quinns Rock Primary School and Gumblossom Park, and Carramar Primary School and Houghton Park.

 

The portion of Gumblossom Park licensed in the Shared Use Agreement is the active playing field on the south-western end of the reserve. The Agreement is for a term of 21 years and commenced in 2006.

The portion of Houghton Park licensed in the Shared Use Agreement is the active playing field on the reserve. The Agreement is for a term of 11 years and commenced in 2016.

 

The Agreements provide for the payment of an annual maintenance fee to the City by the Department of Education that is applied to maintenance of turf, cleaning and rubbish removal.

 

The Agreements permit the Quinns Primary School priority usage of the licensed area of Gumblossom Park between the hours of 9.00am and 3.30pm on school days, and the Carramar Primary School has priority usage of the licensed area of Houghton Park between the hours of 8.00am and 4.00pm on school days.

 

The Agreements for the use of Gumblossom Park and Houghton Park are two of 16 licence agreements for shared use with the Department of Education that are summarised in the table below. The terms of the agreements have changed with those entered from 2016 onwards involving reciprocal use of facilities on Department of Education-owned land.

 

	Reserve	School	Suburb	Issued
1	Gumblossom Park	Quinns Rocks Primary School	Quinns Rocks	2006
2	Richard Aldersea Park	Clarkson Primary School	Clarkson	2006
3	Koondoola Park	Koondoola Primary School	Koondoola	2006
4	Warradale Park	Landsdale Primary School	Landsdale	2006
5	Addison Park	Merriwa Primary School	Merriwa	2006
6	Abbeville Park	Mindarie Primary School	Mindarie	2006
7	Oldham Park	Yanchep District School	Yanchep	2006
8	Ashdale Park	Ashdale Primary School	Darch	2016
9	Houghton Park	Carramar Primary School	Carramar	2016
10	Kingsbridge Park	Butler Primary School	Butler	2016
11	Belhaven Park	Quinns Beach Primary School	Quinns Rocks	2016
12	Peridot Park	Banksia Grove Primary School	Banksia Grove	2016
13	Riverlinks Park	Somerly Primary School	Clarkson	2016
14	Grandis Park	Joseph Banks Secondary College	Banksia Grove	2017
15	Leatherback Park	Alkimos Beach Primary School	Alkimos	2018
16	Fragola Park	Carnaby Rise Primary School	Landsdale	2018

Consultation

Community consultation was undertaken in the local Quinns Rocks community and with regular users of Gumblossom Park. Participants were invited to take part in an online community survey from 6 May to 26 May 2019.

 

Engagement activities included:

 

·        Mail out to 449 homes within a 500m radius of Gumblossom Park;

·        Quinns Rocks Primary School – survey link included in school newsletter;

·        North Coast Ball Club – survey link posted to the Club’s private Facebook page;

·        Quinns Football Club – letter emailed to members with survey link included;

·        Signage at Gumblossom Park with survey details; and

·        Social Media messages.

It is proposed that a communication plan will be developed once a decision has been made by Council on the classification of Shared Use Reserves under the provisions of the Dog Act. The plan will provide information to create awareness and understanding within the community and among stakeholders.

 

Consultation Results

 

Community consultation has been undertaken in response to the Quinns Rocks Primary School’s concerns. The local Quinns Rocks community and the regular users of Gumblossom Park were invited to participate in an online survey, with a total of 397 complete responses received.

 

The community survey presented questions about the frequency and reasons for visiting Gumblossom Park, levels of support for suggested restrictions applicable to dogs, and an opportunity to provide suggestions and comments on the issue.

 

More than 70% of survey respondents indicated they use Gumblossom Park multiple times per week. The majority of respondents use Gumblossom Park for the purpose of dog exercise, with the second highest category being personal leisure.

 

The response selections were not exclusive and therefore show that just under half of those using Gumblossom Park for dog exercise, also use it for other reasons such as:

 

·        School activities - 6%;

·        Sporting club activities - 12%; and

·        Personal leisure - 31%.

 

The options presented in the survey regarding dogs being exercised at Gumblossom Park were that dogs be:

 

·        Permitted off lead at all times (no change to current arrangements);

·        Permitted off lead at specific times;

·        Permitted on lead at all times; or

·        Prohibited at all times.

The greatest level of support is for no change to the current arrangements. Considering both the support and opposition received for each option, there is no clear preference for the level of change.

Of the three options proposing change, dogs permitted off lead at specific times gained the most support and less opposition. The response for dogs permitted on lead at all times is more opposed than it is supported. Prohibiting dogs at all times has very little support and is overwhelmingly opposed.

Comments received through the community survey are consistent in suggesting restricting dogs to leads during school hours. In addition, various comments suggested specific times to restrict dogs to a lead and this is between the hours of 8.00am and 4.00pm. One quarter of these comments also propose having dogs restricted to leads during sporting events/activities.

There are a number of alternative dog exercise areas surrounding Gumblossom Park, including:

 

·        Littleham Park, Quinns Rocks;

·        Driftwood Park, Quinns Rocks;

·        Mindarie Park, Quinns Rocks;

·        Mintaro Park, Quinns Rocks;

·        Tapping Park, Quinns Rocks;

·        Kinsale Park, Mindarie; and

·        Addison Park, Merriwa.

 

All locations are between 800m to 1.7km from Gumblossom Park, and the Quinns Rocks dog beach is 2.3km from Gumblossom Park.

 

There are more than 14 alternative dog exercise areas available near Houghton Park, including

 

·        Allanbi Park;

·        Waldburg Park;

·        Staunton Park;

·        Glenfine Park;

·        Brightlands Park;

·        Litchfield Park;

·        Castledene Park;

·        Da Vinci Park; and

·        Alvarez Park.

 

All locations are between 450m to 1.3km from Houghton Park.

 

Many Local Governments, in addition to designated dog exercise areas, specify dog prohibited areas and/ or dog on lead areas, either by reserve or by a class of place. Some of the defined class of place include:

·        An area being used for sporting or other activities, as permitted by the local government, during the times of such use – City of Swan;

·        Within five metres of playgrounds, or sports grounds when a game is underway – City of Stirling;

·        Any land that has been set apart as a children’s playground – City of Armadale;

·        Any areas set aside by a wall, fence, sandpit or other soft wall surface as a children's playground – City of Melville.

 

 

The following table summarises the various prohibition and restrictions in place for other Local Governments:

 

 

Children’s Playgrounds

 

Currently dogs, aligned with the 2014 Council resolution, are permitted to be exercised off lead in most City parks and reserves. Many of these parks have playgrounds provided for children, with some being fenced and the majority unrestricted in terms of direct access. Often people with children and dogs will attend the playgrounds to make use of facilities however at times, some dogs are not being kept under effective control and may approach other facility users, particularly children causing unwanted interactions.

 

To address the unwanted interactions, the 2016 Council resolution sought to provide signage to ensure dogs were kept on lead when in or around playgrounds thus preventing unwanted interactions and an environment where owners would be able to immediately address any negative or potentially dangerous behaviour/actions of their dog.

 

It is noted that the 2016 Council resolution and associated signage is in conflict with the 2014 Council resolution allowing dogs off lead, and in addition was not made under the provisions of Section 31(3) of the Dog Act 1976 where the City can specify places where a dog must be on lead at all times. This means that the signage is not enforceable and may create conflict as a result.

Comment

Shared Use Parks

 

Administration considers that the Shared Use Agreements and the concerns raised by schools provides a basis to review the current status of all shared use reserves, inclusive of Gumblossom Park and Houghton Park as dog exercise areas.

 

From the consultation undertaken, it is considered that there is sufficient community support for permitting dogs off lead at specific times.  Given this there are two options proposed that reflect this, with a third option that proposes no change. It is recommended the following options be considered for the portion of Reserve 28376, Gumblossom Park, 15 Tapping Way, Quinns Rocks as indicated in Attachment 1.

Similar changes are proposed for the portion of Reserve 48106, Houghton Park, 93 Houghton Drive, Carramar as indicated in Attachment 2.

Option 1: Dogs permitted on lead during the hours of 8.00am – 4.00pm on all school days, and are permitted off lead at all other times. This option provides a restriction that stipulates set times and days, making it clear for users.

 

Option 2: Dogs permitted on lead at times the reserve is being used for sport (whether this be school or community) or other activities as stipulated by the City, and are permitted off lead at all other times. This option is less stringent whereby dogs are not restricted to leads at specific times during school hours as the school or community may not be physically using the reserve for sport at all times within the indicated timeframe.  This may prove challenging to seek compliance given the potential confusion with designated activities and times.

 

Option 3: Dogs permitted off lead at all times with no change to current designation as a dog exercise area, noting that this does not address the concerns that have been raised.

 

For ease of community understanding and implementation of compliance, Administration’s preference is Option 1 if changes are to be made for ovals that are subject to shared use agreements with the Department of Education.

 

It is suggested that the preferred provisions can be applied to shared use ovals by adding a clause to Shared Use Agreements in operation with the Department of Education, on request from the school principal should significant dog control issues be experienced. Signage would be installed to indicate the area and times where dogs must be on lead, namely 8.00am to 4.00pm on school days.

 

Children’s Playgrounds

 

To give effect to the provisions of Section 31(3) of the Dog Act 1976 and enable Administration to enforce dogs being on lead at playgrounds, the City needs to specify that playgrounds, where signage has been installed, are places where a dog must be on a lead.

 

In playgrounds where no signage has been installed the current designation would prevail, namely allowing dogs to remain off-lead.

 

Similar to shared use parks, signage would be installed to indicate where dogs must be on lead at all times.

Statutory Compliance

Section 31(2B) of the Dog Act 1976 allows for a local government to, by absolute majority, specify a public place, or a class of public place, that is under the care, control or management of the local government to be a place where dogs are prohibited –

 

(a) at all times; or

(b) at specified times.

 

Section 31(3B) of the Dog Act 1976 provides for a local government to, by absolute majority, specify a public place that is under the care, control or management of the local government to be a rural leashing area.

 

Pursuant to Section 31(3C) of the Dog Act 1976, at least 28 days before specifying a place to be a place where dogs are prohibited at all times or at a specific time, or a rural leashing area, a local government must give local public notice as defined in the Local Government Act 1995 section 1.7 of its intention to so specify.

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
ST-S23 Stakeholder Relationships	Low
Accountability	Action Planning Option
Chief Executive Officer	Manage

 

Risk Title	Risk Rating
ST-S26 Resilient and 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 have been identified and considered within the City’s Strategic and Corporate risk registers.  Action plans have been developed to manage these risks to support existing management systems.  Alignment with the following risk appetite statements should be considered for 1.1 Healthy and Active People.

 

All sporting activities in which local governments are involved have the potential to cause injury and/or ill health to participants, spectators and third parties.  However, the City believes the health benefits for the community outweigh these impacts, and will continue to plan, deliver, fund and permit events and activities which support a healthy and active population – subject to robust risk assessment and management that can be evidenced.    The City provides facilities that are for leisure and general recreation activities and as a facility provider; ensures facility design and support the community to utilise the facilities.  Therefore the City will accept a low to moderate level of risk to ensure health and safety impacts are reduced to ‘as low as reasonable practicable’ (ALARP) and reputation risk is restricted to low.

Policy Implications

Nil

Financial Implications

Any changes made will require updated signage on location and implementation of a communication plan.  These costs will be covered by existing budget.

Voting Requirements

Simple Majority

 

Recommendation

That Council:-

1.       APPROVES the advertising of the intention to deem playgrounds in parks in the City of Wanneroo, where appropriate signage has been installed, to become designated places where dogs must be on lead at all times;

2.       APPROVES the advertising of the intention to deem places, where signage is installed, to become designated as places where dogs must be on lead at specified times, namely from 8.00am to 4.00pm on school days at parks/ovals subject to Shared Use Agreements with the Department of Education; and

3.       NOTES that a further report will be presented to Council at the end of the 28 day notification period to request approval of areas as specified in accordance with Section 31(3C) of the Dog Act 1976.A

 

Attachments:

1⇩.	Attachment 1 - Proposed Lead Required Area - Gumblossom Park	21/258916
2⇩.	Attachment 2 Proposed Lead Required Area - Houghton Park	21/258926