CITY OF ARMADALE
AGENDA
OF TECHNICAL SERVICES COMMITTEE TO BE HELD IN THE COMMITTEE
ROOM, ADMINISTRATION CENTRE, 7 ORCHARD AVENUE, ARMADALE ON
MONDAY, 27 OCTOBER 2003, AT 7.00 PM.
A meal will be served at 6.15pm.
PRESENT:
APOLOGIES:
OBSERVERS:
IN ATTENDANCE:
PUBLIC:
TECHNICAL SERVICES
COMMITTEE
2
27 OCTOBER 2003
DISCLAIMER
The Disclaimer for protecting Councillors and staff from liability of information and advice
given at Committee meetings to be read by the Chairman.
DECLARATION OF MEMBER’S INTERESTS
DEPUTATION
QUESTION TIME
CONFIRMATION OF MINUTES
RESOLVED
Minutes of the Technical Services Committee Meeting held on 22
September 2003, be confirmed.
ITEMS REFERRED FROM INFORMATION BULLETIN – ISSUE NO. 20
The following items were included for information in the “Technical Services” section:
!
!
!
Outstanding Matters
Report on Outstanding Matters – Technical Services Committee ..................................T-1
Quarterly Reports
Waste Services Quarterly Report – July to September 2003...........................................T-2
General Information
50km/h National Draft Default Urban Speed Limit ........................................................T-3
South East Metropolitan Regional Council – Activity Update 2002-2003 .....................T-4
Municipal Waste Advisory Council Information Bulletin – August 2003 ....................T-10
Works Programme .........................................................................................................T-16
If any of the items listed above requires clarification or a report for a decision of Council,
this item to be raised for discussion at this juncture.
INDEX
TECHNICAL SERVICES COMMITTEE
27 OCTOBER 2003
PARKS AND RESERVES
GILLAM DRIVE, KELMSCOTT – VERGE STREETSCAPING.......................................3
PROPERTY MANAGEMENT
BUILDING CONDITION, USAGE ASSESSMENT AND ENERGY AUDIT - CITY OF
ARMADALE BUILDINGS ..............................................................................................4
CAR PARK SECURITY – ADMINISTRATION CENTRE..............................................10
ENGINEERING, DESIGN AND DEVELOPMENT
**ECKO ROAD ADVERTISING OF CLOSURE .............................................................15
NICHOLSON RD / WARTON RD INTERSECTION – BLACK SPOT PROJECT.........20
WASTE SERVICES
JUNK BUSTERS PREMISES.............................................................................................11
TENDER NO. 34/98 - WASTE COLLECTION SERVICE – CONTRACT REVIEW.....12
TENDERS
TENDER NO. 31/03 – CONSTRUCTION OF CONCRETE PATHS ...............................22
TENDER NO. 33/03 – SUPPLY OF ONE ROAD SWEEPER ..........................................27
MISCELLANEOUS
**REVIEW OF DELEGATIONS OF AUTHORITY RELEVANT TO THE TECHNICAL
SERVICES DIRECTORATE..........................................................................................32
ANNUAL LEAVE – EXECUTIVE DIRECTOR TECHNICAL SERVICES....................30
ARTWORK ON BUS SHELTERS – FORRESTDALE COMMUNITY ASSOCIATION
..........................................................................................................................................34
TECHNICAL SERVICES
COMMITTEE – Parks and Reserves
3
27 OCTOBER 2003
GILLAM DRIVE, KELMSCOTT – VERGE STREETSCAPING
The matter of the Gillam Drive verge streetscaping was referred to the October meeting of
the Technical Services Committee by Councillor Reynolds.
Councillor Reynolds has provided the following further information.
With the public focus on developments associated with the town centres of Armadale and
Kelmscott, and the new industrial park at Forrestdale, it is important that the existing
industrial areas of Kelmscott and South Armadale are not forgotten and “left to rot”.
The public landholdings (i.e. street verges) will need funds allocated to them over a
number of years, and some plan for treatment that is endorsed by adjacent land owners.
The Kelmscott industrial area is surrounded by residential land, and we need to
encourage it to evolve from serving as our main industrial area to one that is more
sympathetic to surrounding land uses. The first stage of this was the rezoning of land
facing onto Champion Drive to showroom/warehouse from light industrial, and this has
already seen a change in some of the land uses opposite the Champion Drive shopping
centre, and an improved presentation of them to the street. The perimeter of this
industrial area has now been “gentrified” through increasing yield to its owners, and the
time has now come for us to focus on the major roads within the industrial area proper.
It is my view that we should start with Gillam Drive which has a wider road reserve as it
serves as the main traffic artery for the area. This extra width means that it also carries
significant levels of normal intra suburban traffic.
Approx twelve years ago, street verges in Owen Road looked like the ones in Gillam
Drive and Council, with assistance of a Federal Government work program, created the
existing sealed and landscaped streetscape. While that treatment was appropriate for
the Owen Road land users, it may not necessarily be appropriate for Gillam Drive,
although additional verge parking is certainly needed.
Given that we have increased the rates for this area by 10% in the latest budget, it would
be appropriate for us to enter into dialogue with landowners and tenants on this street to
establish what form of streetscape is appropriate and to find out how we can get them to
commit to not only working with us, but to perhaps contribute themselves to improving
the presentation of their premises and streetscape. Several landowners are already
managing their verges in an appropriate manner via either hard standing (deli/lunch bar,
and Armadale Mower World), or with reticulated lawn (car yard on northern side, or the
vehicle licensing centre).
Any work undertaken on Gillam Drive should also include a footpath given that any
pedestrian movement (currently quite significant) is difficult on verges with cars scattered
across them and in a road environment that combines higher speed because of the wider
road, with a higher proportion of heavy traffic due to the adjoining land uses.
I ask Committee to support some early exploration of options that will be able to be
supported in the longer term by landowners/tenants and which can be managed within
our current financial constraints.
RECOMMEND
MOVED Cr
MOTION CARRIED / LOST
TECHNICAL SERVICES
COMMITTEE – Property Management
4
27 OCTOBER 2003
BUILDING CONDITION, USAGE ASSESSMENT AND ENERGY AUDIT - CITY OF
ARMADALE BUILDINGS
WARD
All
FILE REF:
PTY/1
DATE
15 October 2003
REF
JNG
RESPONSIBLE
MANAGER
MTS
In Brief:
! Details how the Building Condition, Usage
Assessments and Energy Audit of the City of
Armadale buildings is being integrated into the 5
year Asset Preservation Program. Key objectives
have been used to program works.
! Recommend:
! That the reports on Building Condition,
Building Usage Assessments and Energy Audit
be received and that:
! a comprehensive strategy be developed, in
conjunction with the Community Services
Directorate, to enable better usage and
maximise potential income of current and
future building assets.
! full and proper consultation with all
affected users and other stakeholders is
undertaken
prior
to
any
asset
rationalisation.
! any building projects be assessed to
optimise their designs and are in locations
to maximise multiple users wherever
possible.
! the Energy Audit forms the basis for further
investigation into energy efficiencies and
initiatives.
! That an investigation be carried out to ascertain
the appropriate level of maintenance and
operation funding for Council buildings to be
included in the Five Year Works Programme
when it is next updated.
! That an investigation be carried out to ascertain
the appropriate level of refurbishment funding
for Council buildings to be included in the Five
Year Works Programme when it is next
updated.
Tabled Items
Consultants Building Condition, Building Usage Assessment and Energy Audit
Consultants Brief
Officer Interest Declaration
Nil.
Strategic Implications
Physical Infrastructure
Implement preventative maintenance and refurbishment programmes
Legislation Implications
General assessment of relevant legislation (eg. Local Government Act) has not revealed any
restrictions.
TECHNICAL SERVICES
COMMITTEE – Property Management
5
27 OCTOBER 2003
Council Policy/Local Law Implications
General assessment has not revealed any applicable Policies/Local Laws.
Budget/Financial Implications
Substantial under funding allocation within the Property Maintenance programme for Asset
Preservation requires significant adjustment to the Five Year Programme to achieve industry
standards.
Potential operating savings resulting from further Building Usage Assessment and Energy
Audit applications.
Consultation
Consultants, Community Facilities Infrastructure Group, Property Management Department
and various user groups.
BACKGROUND
Technical Services Directorate commissioned a Consultant to undertake a study of a selection
of the City of Armadale’s Public Buildings, to assess their condition, current usage and future
income potential. The head consultant retained the services of a Property Consultant and an
Environmental Consultant for the Building Usage Assessment and Energy Audit respectively.
The Building condition assessment involved detailed inspections, photographic records and
the current condition of the buildings ranked according to key criteria.
The rankings range from 1 being new or as new condition to 5 being deteriorated to a stage
where it no longer fulfils its intended purpose.
The overall average ranking of buildings surveyed was interpolated as being 2.0 - 2.9,
average condition as shown below.
BUILDING ANALYSIS
50
45
No. OF BUILDINGS
40
35
30
25
44
20
31
15
10
5
4
1
0
1.0 - 1.9
2.0 - 2.9
3.0 - 3.9
4.0 - 5
RATING - 1 = EXCELLENT - 5 = BAD
An overview summary of the Building Condition Assessment and Building Usage reports
are included at Attachment A1 of the Agenda (See Summary of Attachments – Green
Page).
TECHNICAL SERVICES
COMMITTEE – Property Management
6
27 OCTOBER 2003
RESULTS
The recommended works outlined in the reports are confined to a ten-year time frame and are
prioritised as:
•
Rectifying those works in need of urgent attention where safety hazards may exist and
also those works that if they are not attended to quickly may lead to further rapid
deterioration of the particular building element. These are usually listed for works in the
next two years of the ten-year program.
•
Those elements with lesser priority are assigned to a particular year according to the rate
of deterioration. These may vary over time and require closer annual inspections. The
recommendations have been included in the Property Management 5 year
maintenance/asset management program. An annual building inspection program will be
incorporated within the new computer system currently being implemented by Council as
part of the Business Process Review. Further Databases will be created to incorporate
building lease arrangements, venue bookings, building plans, service plans and equipment
register. This would enable a timely response and planning for Council event
preparation.
•
This will also enable effective preventative and cyclic maintenance works to be
programmed with minimal disruption to the lessee and hirer.
Operational/Maintenance costs:
Much of the planned expenditure falls within the expected range of standard maintenance
practice, however a high percentage (80-85%) of funds allocated within the 5 year
maintenance and asset preservation program are expended on operations such as cleaning,
insurance, rubbish removal and Government services charges, leaving approximately 15-20%
for actual maintenance and vandalism repairs.
The total area of the built environment within the City is in the order of 83,000 square metres.
The amount of funding expended on buildings annually in relation to the budgeted 5-year
program is $1,216,494. This equates to $14.65 per square metre per annum and of that, the
amount expended on maintenance and asset preservation is in the order of $2.93 per square
metre. These amounts will not sustain adequate maintenance and asset preservation or indeed
any refurbishment programs into the future, without establishment of appropriate reserve
funding levels.
The estimated Capital Replacement Value (CRV) of all Council buildings, based on an
average cost of $1500 per square metre, is $126,000,000. The actual CRV will be subject to
further evaluation later this year.
Benchmarking:
Research into appropriate benchmark maintenance allowances, infers that there are no simple
strategies available that adequately address what funding is appropriate. Variables such as
age of the facility, construction and materials, strategic importance to the
organisation/community all have a bearing as to what funds are allocated. Vandalism is
another unpredictable consideration, which seriously disrupts available funds and adversely
affects the users of the facilities.
To ascertain what appropriate financial resources should be budgeted for maintenance and
operations and refurbishment, percentages used by the University sector throughout Australia
TECHNICAL SERVICES
COMMITTEE – Property Management
7
27 OCTOBER 2003
is generally perceived to be around 1.25% and 0.75% of CRV for maintenance and operations
and refurbishment program respectively.
As an example using these figures for the City of Armadale then for the maintenance and
operations, based on a CRV of $126m, the annual budget would equate to $1,575,000. This
is around $452,000 above what is currently allocated.
In addition to this a reserve fund equivalent to 0.75% of the CRV should be established per
annum for planned refurbishment projects.
Once again, based on the CRV of $126m an annual reserve fund of around $945,000 should
be set aside.
ENERGY AUDIT
An audit of some 35 buildings was undertaken and the total annual Electricity consumption
was 1,424,000 kWh and an annual Gas consumption of 610,000 kWh equivalent.
The major electricity user was the main Administration building at 38% of energy consumed
and the major Gas user was the Armadale Aquatic Centre at 88%.
In the audit year 2000, the total energy cost was determined as $251,000 and it is estimated
that a reduction in the order of between 20-40 % range amounting to $50,000 to $100,000 per
year, typically after five years by employing good housekeeping and applying cost effective
energy saving practices.
The audit recommended two cost-effective energy saving practice programmes, that when
fully implemented would result in a significant reduction in energy costs.
These are Monitoring and Targeting (M&T) which relates to “eliminating excess”,
maintenance of desired conditions and new methods or changes to equipment and Reliability
Centered Maintenance (RCM) which relates to a disciplined logic to identify preventative
maintenance to realise the inherent reliability of equipment for the least expenditure of
resources.
Due to the high capital cost of implementation, which at present is beyond available funding
only small low cost initiatives have or are currently being implemented at this time.
Examples of this are gradual replacement of fluorescent lighting tubes with a more energy
efficient tubes, installing timers to air conditioning units, installing photo-electric cells in lieu
of mechanical timers for security lighting, purchasing of “energy smart” printers, copiers and
computers.
A strategy for refurbishment or replacement of any plant and equipment that require
replacement are purchased with high-energy efficiency ratings. This also applies to any new
works or equipment purchases.
CONCLUSION
From analysis of the consultants’ reports a number of questions have been raised through
consultation with officers from Technical Services Directorate and Community Facilities
Infrastructure Group, a number of these standard management issues are continually being
addressed through Council’s Community Facilities Infrastructure Group.
TECHNICAL SERVICES
COMMITTEE – Property Management
8
27 OCTOBER 2003
These are listed below:
Condition
1.
Are our buildings in good condition
2.
Are we keeping them in good condition
3.
Are we provisioning for their condition maintenance and replacement
Usage
4.
Are our buildings being used
5.
Are we managing our leases effectively
6.
What is efficiency of use i.e. downtime of use/total duration available
7.
Do we have too many buildings
Costs/Income
8.
What does it cost to operate our buildings by category
9.
How much revenue do our buildings generate
10. Are our buildings being funded adequately
11. How much do we need to spend in the next 5, 10, 15, 20 years.
12. How much does it cost to operate our buildings on a daily usage basis
13. Are we charging enough rent/lease/hire fees
14. Are our arrangements equitable
The reports, whilst providing a condition assessments and recommendations for remedial
works over the next 10 years and possibilities for building rationalisation, offer little in the
way of positive strategic direction for the future refurbishment and upgrade of Council
buildings.
The reports do, however provide sound basis for further analysis, consultation and strategic
planning and budgeting in the rationalisation, refurbishment and ongoing maintenance
programs of the built environment within the City.
RECOMMEND
1.
That the reports on Building Condition, Building Usage Assessments
and Energy Audit be received and that:
•
a comprehensive strategy be developed, in conjunction with the
Community Services Directorate, to enable better usage and
maximise potential income of current and future building
assets.
•
full and proper consultation with all affected users and other
stakeholders is undertaken prior to any asset rationalisation.
•
any building projects be assessed to optimise their designs and
are in locations to maximise multiple users wherever possible.
•
the Energy Audit forms the basis for further investigation into
energy efficiencies and initiatives.
TECHNICAL SERVICES
COMMITTEE – Property Management
9
27 OCTOBER 2003
2.
That an investigation be carried out to ascertain the appropriate
level of maintenance and operation funding for Council buildings to
be included in the Five Year Works Programme when it is next
updated.
3.
That an investigation be carried out to ascertain the appropriate
level of refurbishment funding for Council buildings to be included
in the Five Year Works Programme when it is next updated.
MOVED Cr
MOTION CARRIED/LOST
TECHNICAL SERVICES
COMMITTEE – Property Management
10
27 OCTOBER 2003
CAR PARK SECURITY – ADMINISTRATION CENTRE
The matter of the security of vehicles parked in the Administration Centre Car Park was
referred to the Technical Services Committee by Councillor Hart.
Councillor Hart has provided the following further information.
Over the past 6 months we have had a large number of break-ins on cars parked in the public
car park during the evening. This has affected councillors, officers and visiting public.
A number of women fear for their own personal safety due to these events and require to be
escorted to their cars.
The Armadale / Gosnells Landcare Group have now moved their meetings back to Settlers
Common following numerous incidents. The BEAC committee has had incidents occur both
to their cars and to visitors cars over the past 6 months. I am sure there are many other
incidents that people are aware of.
Given the ongoing incidents and Council’s knowledge that break-ins are occurring, I believe
there is a duty of care required by the City of Armadale to address this matter.
I request that officers investigate various methods of ensuring evening security in the public
car park when meetings are taking place. These various methods need to be costed.
RECOMMEND
MOVED Cr
MOTION CARRIED/LOST
TECHNICAL SERVICES
COMMITTEE – Waste Services
11
27 OCTOBER 2003
JUNK BUSTERS PREMISES
The matter of premises on site at the Hopkinson Road Waste Disposal Site for the Junk
Busters was referred to the Technical Services Committee by Councillor Hart.
Councillor Hart has provided the following further information.
Could it be possible to have a brief overview to committee in reference to this item. Only a
few Councillors are aware of this requested programme. The volunteers are very keen,
committed and active. I believe all Councillors should be made aware of this outstanding
concept.
Just what it is about, what they are requesting, what financial resources Council has
committed.
RECOMMEND
MOVED Cr
MOTION CARRIED/LOST
TECHNICAL SERVICES
COMMITTEE – Waste Services
12
27 OCTOBER 2003
TENDER NO. 34/98 - WASTE COLLECTION SERVICE – CONTRACT REVIEW
WARD
All
FILE REF
TEN/34/98
DATE
17 September 2003
REF
BS/GD
RESPONSIBLE
MANAGER
MTS
In Brief:
!
!
The In-House Service Agreement falls due on the
16th February 2004 and needs to be reviewed by
Council to determine whether there is a benefit to
recall tenders.
Recommend
! That Council confirms that it will not be
calling tenders for the Waste Collection
Service and that existing staff will continue
the service.
Tabled Items
Nil.
Officer Interest Declaration
Nil.
Strategic Implications
Corporate Services
To achieve maximum community benefit from effective use of resources (staff, finances and
information technology).
Legislation Implications
Assessment of legislation indicates that the following regulations apply:
Local Government (Functions and General) Regulations 1996 s3.57 (11)(2)(f)
Council Policy/Local Law Implications
Assessment of Policies/Local Laws indicates that the following are applicable:
Policy ENG 5 – Tendering and Purchasing
Budget/Financial Implications
Current budget allocation $730,500.
Consultation
Intra – Directorate liaison
BACKGROUND
At its Ordinary Meeting of 15th February 1999, Council resolved (T35/99) as follows:
(A)
That Contract 34/98 for the provision of Waste Collection Services be awarded to the
City of Armadale.
(B)
That following completion of the documentation of the process used, nominate it for
consideration for an appropriate WAMA “Best Practices” Award.
(C)
That the matter of the projected savings identified in the Tender Report be referred to
the appropriate committee(s) with a report which explores the various options and the
appropriateness thereof by which the benefit obtained could or should be returned to
the residents of the City of Armadale.
TECHNICAL SERVICES
COMMITTEE – Waste Services
13
27 OCTOBER 2003
The City of Armadale Waste Collection team has successfully carried out the work specified
in the tender for the past four and a half years. The In-House Service Agreement falls due on
the 16th February 2004 and needs to be reviewed by Council to determine whether there is a
benefit to recall tenders.
DETAILS
The budget for waste collection has been prepared for each year of the in-house service
agreement, based on the tendered price plus an estimated rise and fall adjustment. The
budget and actual costs are as follows:
Year
1999-2000
2000-2001
2001-2002
2002-2003
2003-2004
Adjusted
tender price *
$624,987
$673,004
$689,058
$709,757
Actual
$672,234
$661,741
$642,631
$646,248
Benefit to
council **
-$47,247
$11,263
$46,427
$63,509
* the price tendered plus the rise and fall adjustment as per tender documents price.
** the difference between the Adjusted Tendered Price and the Actual.
Currently Waste Collection Operations is $8,000 under budget for the first quarter of this
financial year and is estimated to be approximately $40,000 under for the full year.
Armadale’s Waste Collection Drivers also carry out a number of services not covered or in
excess of the tender. Under normal contractual arrangements these could be charged as
extras.
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Make up of 300 recycling bins.
Delivery of 300 recycling bins for new services.
Replace or deliver 800 new bins per year (500 specified in contract).
Increase in number of special events, 11 to 22 and number of bin lifts, 404 to 1020.
Emptying contaminated recycling bins.
Receiving new bins and stacking in shed.
85 extra litter pickups (75 specified in Agreement).
Tidy WA rubbish pickup.
Cleanup Australia rubbish pickup.
Reporting on potholes and other road maintenance issues.
Reporting on matters affecting Rangers.
Reporting on overhanging trees.
Road alignment reports (eg. cul-de-sac turn arounds).
Disposing of old bins.
The drivers have also taken on the following management functions that are included in the
in-house agreement, releasing the Coordinator Waste Services for other duties within Waste
Services:
1.
Rationalising truck runs. Modifying runs to reduce the number of loads to the tip.
2.
Negotiating with ratepayers over timing of collections to integrate with their operations
or difficult bin placements.
TECHNICAL SERVICES
COMMITTEE – Waste Services
14
3.
Drivers help with bin control, non payers, multiple bin users etc.
4.
Reporting of dumped rubbish
27 OCTOBER 2003
The Waste Collection Drivers take pride in their job, continually recommending
improvements. Their efforts combined with the service levels provided at the front counter
make a good team providing an excellent service. This is reflected by the various customer
surveys carried out by Council Staff and consultants. These surveys consistently show that
the service provided is of high quality and is most appreciated by the residents.
COMMENT
Apart from the first year of the Agreement, costs incurred by the Waste Collection Service
have been less than the costs that could have been paid to a contractor. The figures show a
3.3% return on the operations over the five year term of the agreement, without considering
‘extras’.
The percentage return is actually higher than that shown for the first 2 years as the finance
system had not been tuned to effectively reflect only the costs of the agreement. Other costs
were included in the collection service.
CONCLUSION
The Armadale Waste Collection Service has proved to be an efficient and economical service
well thought of by the community and that it is able to match the competition in price and
provide a service to the residents of the highest standard.
RECOMMEND
That Council confirms that it will not be calling tenders for the Waste
Collection Service and that existing staff will continue the service.
MOVED Cr
MOTION CARRIED/LOST
TECHNICAL SERVICES
15
COMMITTEE – Engineering, Design and Development
27 OCTOBER 2003
**ECKO ROAD ADVERTISING OF CLOSURE
WARD
Kelmscott
FILE REF
RDE/4
DATE
6thOctober 2003
REF
SB
RESPONSIBLE
MANAGER
MTS
In Brief:
! At its Ordinary Meeting 3rd June 2003 Council
resolved T37/5/03 to approve closure of Ecko Road
between Wahroonga Road and the Hospital driveway.
! Provides background; discusses consultation and
provides options that could be pursued.
! Recommend
! That Council revoke that part of prior resolution
T37/5/03 of 3rd June 2003 referring to the location
of the Ecko Road closure, namely, “between
Wahroonga Road and the Armadale/Kelmscott
Hospital driveway”.
! That Council approve the location of the closure
of Ecko Road, Mount Nasura between Billabong
Way and Brookton Highway in accordance with
the Local Government Act s3.50.
! That Council approve the installation of a
temporary closure of Ecko Road, Mount Nasura
between Billabong Way and Brookton Highway
whilst formal closure processes are completed.
! That Council approve an over expenditure of
$30,000 in Schedule M81 Civil Construction in
GL1790240, Job Number J0197 Ecko Road.
Tabled Items
Written submissions received in response to advertisements placed and letters sent.
Comment News article (12/08/03).
Officer Interest Declaration
Nil.
Strategic Implications
Physical Infrastructure
Develop an integrated transport system including safety aspects.
Legislation Implications
Assessment of legislation indicates that the following regulations apply:
Local Government Act 1995 s3.50.
Council Policy/Local Law Implications
General assessment has not revealed any applicable Policies/Local Laws.
Budget/Financial Implications
The funding for the closure can be accomplished by either removing works valued at between
$20,000 and $30,000 from the Road Works Programme or approving an over expenditure on
Schedule M81 Civil Construction in GL1790240, Job Number J0197. As the value is less
than the usual level of end of year savings, the latter is the preferred method at this point in
the 2003/2004 Financial Year.
TECHNICAL SERVICES
16
COMMITTEE – Engineering, Design and Development
27 OCTOBER 2003
Consultation
With community, emergency services and statutory authorities in accordance with:
! Section 3.50 of the Local Government Act 1995
! Section 58 of the Land Administration Act 1997.
BACKGROUND
At its Ordinary Meeting of 3rd June 2003, Council resolved (T37/5/03) as follows:
1.
That Council approve the closure of Ecko Road, Mt Nasura between Wahroonga Road
and the Armadale/Kelmscott Hospital driveway and in relation to this:
!
!
2.
a further report be presented to the Technical Services Committee, upon
completion of the detailed design and costing process, for consideration of a
funding allocation to undertake the works;
upon completion of the detailed design process, Officers proceed to advertise the
proposed closure in accordance with Section 58 of the Land Administration Act
1997.
Prior to the closure of Ecko Road, Officers enter into consultation with the residents of
Lefroy Road and connecting side streets on the impact the closure would have on their
traffic patterns and in relation to this:
!
a further report be presented to the Technical Services Committee upon
completion of the consultation process, for consideration of approval of the ban
and consideration of a funding allocation to undertake any works.
This report addresses Part 2 of the above Resolution relating to the Consultation.
DISCUSSION
Consultation
The proposal to close Ecko Road between Wahroonga Road and the Armadale/Kelmscott
Hospital driveway and the proposal to ban the left turn from Lefroy Road into Albany
Highway was advertised in the local press on the 8th and 10th of July 2003, allowing for a
period of 35 days for written submissions to be received. In addition to the advertisements,
letters to locally affected residents and property owners, State Emergency Services and
Statutory Authorities providing notification and information were also sent.
The general results of the written submissions received are as follows:
TOTAL
LOCAL
DISTRICT
0
3
16
22
15
53
1
2
70
76
ECKO ROAD
LETTERS RECEIVED
126
PETITION OBJECTING
3
AGREE
YES BUT
OBJECT
17
24
85
126
354
signatures
TECHNICAL SERVICES
17
COMMITTEE – Engineering, Design and Development
TOTAL
27 OCTOBER 2003
LOCAL
DISTRICT
ECKO & LEFROY
LETTERS RECEIVED
34
AGREE
OBJECT
NO BUT
YES BUT
1
26
5
2
34
1
5
5
2
13
2
2
2
2
113
5
18
26
162
22
5
17
24
68
21
0
0
21
LEFROY ONLY
LETTERS RECEIVED
OBJECT
Totals
Object
Object But
Agree
Agree But
94
0
1
2
97
It is considered that the submissions received from the community at the district level, ie.
from outside of the local area serviced by Ecko Road, are of less relevance than local
community input when determining the most appropriate outcome for the local area. The
district level objections relate to the closure rather than its location.
Although it is acknowledged that some members of the wider community, over a long period
of time, have established Ecko Road as their preferred route when travelling to and from
Armadale, the fact is that Ecko Road is classified in the Metropolitan road hierarchy as a
local distributor road and therefore is intended for use by locally generated traffic only. The
Brookton and Albany Highways provide the preferred route for district traffic.
Whilst all roads are accessible to the community, there needs to be a hierarchy - an order of
importance of roads, to enable Council to properly manage the network in terms of safety and
efficiency.
The general theme of objections received from the wider community has been based on the
need for access to the Armadale/Kelmscott Memorial Hospital in an emergency. To our
knowledge such objections have not been lodged by the same sections of the community
against the closure of access to Accident and Emergency off Ecko Road through the recent
Hospital re-construction and it is considered that it is fair to say that many of this section of
the community would not impose such considerations upon themselves for example, in the
instance of moving house further away from the hospital.
No objections from the State Emergency Services to the proposal to close Ecko Road have
been received. However comments in the local press have been made by the St. Johns
Ambulance Operations Manager, regarding the subject of Ecko Road, stating that it was
unlikely an ambulance would use back streets to reach the hospital.
TECHNICAL SERVICES
18
COMMITTEE – Engineering, Design and Development
27 OCTOBER 2003
In terms of local community submissions, these are generally split into three categories being:
•
those in favour of the closure as advertised;
•
those objecting to the closure as advertised but not objecting outright to a closure at
some location;
•
those objecting to any closure.
Again as with the district level objection submissions, local objections have been based on
emergency access to the hospital. However, in the case of local objections this is considered
to be an acceptable argument given that Ecko Road’s function is to provide access to and
from their homes and the arterial road network. Technical Services Directorate staff are
aware of, for example, a family who have purposely moved into the Ecko Road local area to
be close to the hospital due to a family member requiring frequent urgent medical assistance.
Those local residents objecting to the closure proposal as advertised, but not objecting
outright to a closure at some location, have generally expressed a preference for the closure
of Ecko Road at the Brookton Highway end. This preference is in line with the results of a
letterbox survey undertaken in the local area in November 2001 to 236 locally affected
landowners and residents. The survey form asked the recipients if they supported (yes), or
opposed (no), a temporary closure of Ecko Road at its intersection with the Brookton
Highway. There was a high response rate to the survey, as reported to Council in May 2002,
with strong local community support for the temporary closure of Ecko Road at this location.
Of the 150 submissions received, 69% agreed to the temporary closure.
OPTIONS
Based on the responses that Council received relating to the location of the closure of Ecko
Road there are two options that Council can consider and pursue following receipt of the
written submissions to its advertised proposals as follows:
a) Close Ecko Road at the advertised location being between Wahroonga Road and the
Armadale/Kelmscott Hospital driveway.
!
!
Potential for through traffic – none - due to no entry/exit point at Albany
Highway.
Equity of access – poor - due to closure of access choice for local traffic at Albany
Highway.
b) Close Ecko Road between Billabong Way and the Brookton Highway.
!
!
Potential for through traffic – some - via Billabong Way.
Equity of access – poor - due to closure of access choice for local traffic at
Brookton Highway.
SUMMARY
Council must necessarily weigh up the advantages and disadvantages of the level of
elimination of the through traffic problem versus the level of access provided to the wider
local community. Generally a road network that has the qualities of permeability and
provides good access has an overall positive effect on the community it serves.
In noting:
•
general local community support for a closure of Ecko Road at the Brookton Highway,
albeit not at the location as advertised,
TECHNICAL SERVICES
19
COMMITTEE – Engineering, Design and Development
•
•
27 OCTOBER 2003
general local community concerns regarding access to and from their properties in an
emergency situation e.g. house fire or heart attack,
the preferred district level route for through traffic of the Brookton and Albany
Highways, including the upgrade of the intersection of the two highways
It is considered that a closure of Ecko Road between Billabong Way and Brookton Highway
best meets the local community’s views and concerns.
Any such closure could be affected temporarily through Section 3.50 of the Local
Government Act 1995 in conjunction with the rehabilitation works, commencing
coincidentally at the time of this Report, with formalisation of the closure being pursued
through Section 58 of the Land Administration Act 1997.
Funding of this closure will be required at an estimated cost of between $20,000 and $30,000
depending on final design, with this amount being over and above Metropolitan Regional
Road Rehabilitation Programme grant funds.
Following monitoring of the impacts of any such closure of Ecko Road, further funding may
be required to implement the left turn ban from Lefroy Road into Albany Highway, this is
estimated to cost approximately $20,000. The process for banning the left turn in accordance
with Section 3.50 of the Local Government Act 1995 has commenced.
The funding for the closure can be accomplished by either removing works valued at between
$20,000 and $30,000 from the Road Works Programme or approving an over expenditure on
Schedule M81 Civil Construction in GL1790240, Job Number J0197. As the value is less
than the usual level of end of year savings, the latter is the preferred method at this point in
the 2003/2004 Financial Year.
RECOMMEND
1.
That Council revoke that part of prior resolution T37/5/03 of 3rd
June 2003 referring to the location of the Ecko Road closure,
namely, “between Wahroonga Road and the Armadale/Kelmscott
Hospital driveway”.
2.
That Council approve the location of the closure of Ecko Road,
Mount Nasura between Billabong Way and Brookton Highway in
accordance with the Local Government Act s3.50.
3.
That Council approve the installation of a temporary closure of
Ecko Road, Mount Nasura between Billabong Way and Brookton
Highway whilst formal closure processes are completed.
4.
That Council approve an over expenditure of $30,000 in Schedule
M81 Civil Construction in GL1790240, Job Number J0197 Ecko
Road.
**ABSOLUTE MAJORITY REQUIRED
MOVED Cr
MOTION CARRIED/LOST
TECHNICAL SERVICES
20
COMMITTEE – Engineering, Design and Development
27 OCTOBER 2003
NICHOLSON RD / WARTON RD INTERSECTION – BLACK SPOT PROJECT
WARD
Forrest
FILE REF
ENG/23
DATE
15 October 2003
REF
SA
RESPONSIBLE
MANAGER
MDE
In Brief:
! Council has received advice from MRWA advising
of funding changes for the proposed roundabout at
the intersection of Nicholson Road and Warton
Road. The Cities of Gosnells and Cockburn have
also contributed funds from their 2003/04 budgets
to support this project.
! Recommend
! That Council endorse the modification to the
funding structure for the Nicholson Road /
Warton Road roundabout as detailed.
Tabled Items
Nil.
Officer Interest Declaration
Nil.
Strategic Implications
Physical Infrastructure
Develop an integrated transport system including safety aspects
Legislation Implications
General assessment of relevant legislation (eg Local Government Act) has not revealed any
restrictions
Council Policy/Local Law Implications
General assessment has not revealed any applicable Policies/Local Laws.
Budget/Financial Implications
Nil.
Consultation
Main Roads Western Australia, Cities of Gosnells and Cockburn
BACKGROUND
At its Ordinary Meeting on 16th December 2002, Council resolved (T150/02) as follows:
1.
That the construction of a roundabout at the Nicholson Road/Warton Road intersection
be selected as the treatment for the State Blackspot Programme in preference to the
traffic light channelisation funded under the State Federal Scheme.
2.
That schedule M81 Civil Construction - MRWA Blackspot State (G/L 179294) be
modified to include the one third component i.e., $165,667 for the roundabout. The
required funds be transferred from Wymond Road (Schedule M81) budget $377,500,
leaving the Wymond Road budget with $211,833.
3.
That a report be presented to Council once the three other Councils have
Agreed/Disagreed with contributing towards the construction of the roundabout.
TECHNICAL SERVICES
21
COMMITTEE – Engineering, Design and Development
27 OCTOBER 2003
Main Roads Western Australia (MRWA) has advised Council that additional Federal
Blackspot funding has become available and can be utilised for this project.
The following cost structure was implemented to allow for the construction of the
roundabout:
Federal Black Spot Grant
State Black Spot Grant
$171,333
$240,000
Local Government 1/3
Contribution
$88,667
The neighbouring Cities of Gosnells and Cockburn have contributed towards this project, as
they foresee a safer and more attractive intersection. The City of Canning declined to commit
to the project, as they believe the roundabout will not affect their City.
Previously each of the two adjoining Councils were asked to contribute $35,000, however as
the amount of Local Government contribution required was altered to $88,667, these figures
were reduced. The Cities of Gosnells and Cockburn have now each contributed $22,167,
whilst Armadale contributed $44,334.
RECOMMEND
That Council endorse the modification to the funding structure for the
Nicholson Road / Warton Road roundabout as detailed below:
Federal Black Spot
Grant
$171,333
MOVED Cr
MOTION CARRIED / LOST
State Black Spot
Grant
$240,000
Local Government
1/3 Contribution
$88,667
TECHNICAL SERVICES
COMMITTEE – Tenders
22
27 OCTOBER 2003
TENDER NO. 31/03 – CONSTRUCTION OF CONCRETE PATHS
WARD
All
FILE REF
TEN/31/03
DATE
21 October 2003
REF
JC
RESPONSIBLE
MANAGER
MCW
In Brief:
! Tender No. 31/03 was recently called for the
Construction of Concrete Footpaths within the
City boundaries.
! Three conforming tenders and two nonconforming tenders were received by the specified
closing time.
! The tender from Sandtech Pty Ltd has been
assessed as being the most advantageous to
Council.
! Recommend
! That with Tender No. 31/03 - Construction of
Concrete Footpaths, Council accept the tender
from Sandtech Pty Ltd for the period 1
December 2003 to 30 April 2004 in
accordance with their submitted tender,
Council’s contract documentation and budget
allocation.
Tabled Items
Footpaths schedule, Tenders received, contract information, Selection criteria, summary of
tender assessment, tenderers ranking.
Officer Interest Declaration
Nil.
Strategic Implications
Corporate Services
To achieve maximum community benefit from effective use of resources (staff, finances and
information technology).
Legislation Implications
Assessment of legislation indicates that the following regulations apply:
Local Government (Functions and General) Regulations 1996 s3.57 (11)(2)(f).
Council Policy/Local Law Implications
Assessment of Policy/Local Law indicates that the following are applicable:
Policy ENG 5 – Tendering and Purchasing
Budget/Financial Implications
Total Budget Allocation for tendered works is
Estimated contract management and matching Council costs is
Contractor’s tendered lump sum price
Minus Poad Street path from park to Lake road cost (Developer to pay)
New Contractor’s Cost
Total approximate Cost
Balance between budget allocation and the contract’s cost is
Consultation
Senior Project Engineer
$203,000
$25,000
$189,012
$12,322
$176,690
$201,690
$1,310
TECHNICAL SERVICES
COMMITTEE – Tenders
23
27 OCTOBER 2003
BACKGROUND
A tender for the construction of Concrete Paths has been called in order to continue the
improvement of the footpath network within the Municipality.
The scope of the work involves the construction of eight new paths with a budget of $74,500
(excluding the cost of path on Poad Street that will be paid by the developer) and eight
existing path replacements with a budget of $128,500. As the value of this work will exceed
$50,000 a tender to conform to the Local Government Act and Council’s Purchasing Policy is
required.
Table 1 : Existing Contract Information
Current Contractor
Contract Type
Contract Duration
Commencement Date
Expiry Date
Extension Permitted
Annual Budget
Total Contract Cost
Rise And Fall Clause Included
Westside Concrete Contractors Pty Ltd
Lump sum
4 months
2 December 2002
1 April 2003
No
$255,500
$149,384
No
DETAILS OF PROPOSAL
The paths included in the tender are shown below.
Table 2 : Path Schedule
Path
New
Lisbon Wy, Armadale
Poad Street, Armadale
Dale Rd, Armadale
Deerness Wy, Armadale
Angorra Rd, Mt Nasura
Wungong Road (North),
Armadale
Billabong Wy, Mt Nasura
Forrestdale Foreshore,
Forrestdale.
Path Replacements
Public Access Way, Westfield
Fourth Rd, Armadale
Third Rd, Armadale
Public Access Way, Roleystone
Public Access Way, Roleystone
Forrest Rd, Armadale
Public Access Way, Armadale
Public Access Way, Mt Nasura
Section
Side
Armadale Rd to Strawberry Dr
Barry Poad Reserve to Lake Rd
Forrest Rd to Public Open space
Existing path Dale Cottages (Rice Pl) to
Lenshman Pl
Wangoola Tce to Henrietta Ave. (Stage 1 & 2)
Seventh Rd to Sixth Rd
Right
Left
Right
Left
At Ecko Rd crossing
Broome St to Moore St
Left
Left
Eva & Bill Moore Reserve to Lake Rd
Southwest Hwy to Church Ave
Southwest Hwy to Church Ave
Athena Pl to Brookton Hwy
13 Eatts Rd to Westbourne Rd
Abbey Rd to Dale Rd
Cohuna Dr to Seventh Rd
Carradine Rd to Canns Rd via Ophelia Ave
N/A
Left
Left
N/A
N/A
Right
N/A
N/A
Left
Left
TECHNICAL SERVICES
COMMITTEE – Tenders
24
27 OCTOBER 2003
TENDER RECEIVED
Three conforming tenders were received from Westside Concrete Contractors, Grayson’s
Concrete Services and Sandtech Pty Ltd. Two non-conforming tenders were received from
Alex Hepburn and Cobblestone Concrete. Information of submitted prices for each path is
detailed in Table 2.
Table 3 : Detail Of Tendered Prices
Budget
New
Lisbon Wy, Armadale
Poad Street, Armadale
(Developer to pay)
Dale Rd, Armadale
Deerness Wy, Armadale
Angorra Rd, Mt Nasura (Includes Stage
1 & 2)
Wungong Road (North), Armadale
Billabong Wy, Mt Nasura
Forrestdale Foreshore, Forrestdale.
Sub Total
Replacements
Public Access Way, Westfield
Fourth Rd, Armadale
Third Rd, Armadale
Public Access Way, Roleystone
Public Access Way, Roleystone
Forrest Rd, Armadale
Public Access Way, Armadale
Public Access Way, Mt Nasura
Sub Total
Total
(*)
Westside
Sandtech
$17,900
$12,322 (*)
$11,261
$9,770
$15,171
$12,879
$15,084
$12,322
$17,000
$6,100
$12,101
$8,000
$20,196
$12,102
$20,892
$9,616
$4,500
$19,500
$1,500
$8,000
$74,500
$13,972
$12,300
$750
$8,698
$76,852
$19,527
$14,739
$1,386
$9,563
$105,563
$16,488
$14,880
$1,050
$8,901
$99,233
$27,000
$24,000
$9,000
$3,300
$3,800
$9,400
$6,000
$46,000
$128,500
$203,000
$10,997
$16,178
$6,135
$1,338
$2,717
$10,190
$4,331
$30,577
$82,463
$159,315
$12,955
$20,328
$7,648
$2,143
$3,946
$12,953
$5,008
$33,711
$98,692
$204,255
$11,965
$17,486
$7,560
$1,898
$3,803
$11,061
$5,162
$30,844
$89,779
$189,012
This is not included in totals.
Table 4 : New Contract Information
Contract Type
Contract Duration
Commencement Date
Expiry Date
Extension Permitted
Rise and Fall Included
Grayson
Lump sum
5 months
1 December 2003
30 April 2004
No
No
TECHNICAL SERVICES
COMMITTEE – Tenders
25
27 OCTOBER 2003
SELECTION CRITERIA
The selection criteria and weighting for the evaluation of the tender are as follows:
Table 5 : Selection Criteria
Item No.
1.
2.
3.
4.
Description
Capability / competence of Tenderer to perform the work required
Experience of Tenderer in supplying similar goods or completing
similar projects.
Understanding of Requirement
Tendered Price/s
Total
Weighting
15%
20%
25%
40%
100%
TENDER EVALUATION
The tender from Alex Hepburn has been marked as non-conforming as he has submitted a
price per square metre and not a lump sum price for the whole schedule as specified in the
Request for Tender document. The tender from Cobblestone Concrete has been marked as
non conforming as this company has not measured the paths as requested in tender
documents and has submitted a rate per square metre and converted to a lump sum price from
the information supplied in the Request for Tender documentation.
The tender evaluation of the conforming tenders has been carried out according to general
information provided by the tenderers, submitted prices and past experiences that the City of
Armadale has had in the past especially with Grayson’s Concrete Services and Westside
Concrete Contractors. Sandtech Pty Ltd is new to the City of Armadale and a positive
response has been received from their referees.
The overall tender evaluation has demonstrated that the tender from Sandtech Pty Ltd is the
most advantageous tender to Council interests.
TENDER RANKING
The tender ranking resulting from the application of the selection criteria is as follows:
Table 6 : Tender Ranking
Tenderer
Sandtech Pty Ltd
Westside Concrete Contractors Pty Ltd
Grayson’s Concrete Services
Ranking
1
2
3
The detailed tender assessment summary is available if required.
CONCLUSION
It is recommended that the tender be awarded to Sandtech Pty Ltd who has satisfied the
selection criteria and is ranked number one in the tender evaluation.
TECHNICAL SERVICES
COMMITTEE – Tenders
26
27 OCTOBER 2003
RECOMMEND
That with Tender No. 31/03 - Construction of Concrete Footpaths,
Council accept the tender from Sandtech Pty Ltd for the period 1
December 2003 to 30 April 2004 in accordance with their submitted
tender, Council’s contract documentation and budget allocation.
MOVED Cr
MOTION CARRIED / LOST
TECHNICAL SERVICES
COMMITTEE – Tenders
27
27 OCTOBER 2003
TENDER NO. 33/03 – SUPPLY OF ONE ROAD SWEEPER
WARD
ALL
FILE REF
TEN/33/03
DATE
25 September2003
REF
JMC
RESPONSIBLE
MANAGER
MTS
In Brief:
! Tender No. 33/03 was called for the Supply of One
Road Sweeper.
! Three tenders were received by the specified
closing time.
! The tender from McDonald Johnston has been
assessed as being the most advantageous to Council.
! Recommend:
! That Tender No. 33/03 - Supply of One Road
Sweeper, Council accept the tender from
McDonald Johnston in accordance with their
submitted
tender,
Council’s
contract
documentation and budget allocation, for the
supply of one Hino Ranger 9 Road Sweeper for
$252,930 ($278,223 including GST).
Tabled Items
Tenders received, contract information, Selection criteria, summary of tender assessment,
tenderers ranking.
Officer Interest Declaration
Nil.
Strategic Implications
Corporate Services
To achieve maximum community benefit from effective use of resources (staff, finances and
information technology).
Legislation Implications
Assessment of legislation indicates that the following regulations apply:
Local Government (Functions and General) Regulations 1996 s3.57 (11)(2)(f).
Council Policy/Local Law Implications
Assessment of Policy/Local Law indicates that the following are applicable:
Policy ENG 5 – Tendering and Purchasing
Budget/Financial Implications
Current budget allocation
Transfer from the Plant and Equipment Reserve
Total
$245,000
$7,930
$252,930
Consultation
Departmental Manager/ Coordinator/ Operator/ Mechanical staff
BACKGROUND
Council currently dry leases a McDonald Johnston Road Sweeper that was due for
replacement in September 2003. The total lease payments for the Road Sweeper AK 022
(P146) for 7 years is $328,300. There is an allocation to purchase outright a new road
sweeper to replace the leased road sweeper AK 022 (P146) for an amount of $245,000.
TECHNICAL SERVICES
COMMITTEE – Tenders
28
27 OCTOBER 2003
The leased road sweeper has reached optimum changeover, and the 5-year programme shows
no reduction in the workload.
Tenders were therefore called for Supply of One Road Sweeper.
SELECTION CRITERIA
The selection criteria and weightings for the evaluation of the tenders are as follows
Table 1: Selection Criteria – Purchase
Item No.
1.
2.
3.
4.
Description
Tender Proposal
Operational Assessment
Mechanical Assessment
Whole of Life Costs
Total
Weighting
10%
20%
20%
50%
100%
DETAILS OF TENDERS RECEIVED
Two companies submitted conforming tenders for the supply of one Road Sweeper.
!
Schwarze Industries offered four options.
!
McDonald Johnston offered three options.
One non-conforming tender was received from E & M.J Rosher, (Did not comply with the
required specifications)
TENDER EVALUATION
Details of tenders received are as follows:
Table 2 : Tenders Received
Tenderer
Schwarze Industries
Schwarze Industries
Schwarze Industries
Schwarze Industries
McDonald Johnston
McDonald Johnston
McDonald Johnston
Model
A5500
A6500XL
A7500
A8500
770 Cyclone
605LT
605LT
Truck Model
Isuzu FRR500
Isuzu FRR500
Hino Ranger 7
Hino Ranger 9
Hino Ranger 9
Hino Ranger 9
Hino Ranger 7
Price
$267,277
$277,277
$283,277
$293,277
$252,930
$265,160
$259,960
TENDER EVALUATION
McDonald Johnston offered two types of road sweepers, regenerative air and suction models.
Schwarze Industries offered four regenerative air models. Both types of machines were road
tested and the regenerative air model is most suited to Council’s applications.
TECHNICAL SERVICES
COMMITTEE – Tenders
29
27 OCTOBER 2003
McDonald Johnston is a well-established company who have provided a high level of service
to the City of Armadale in the past. Mechanical staff has indicated the McDonald Johnston
Road Sweeper is easy to maintain and suitable to perform the work required.
Operational staff assessed sweepers from both companies and rated the McDonald Johnston
770 Cyclone as the machine most suitable to Council’s requirements. Cabin noise levels
whilst operating the sweeper was considered to be much lower in all the models offered by
McDonald Johnston. The storage areas and service points were easier to access to carry out
daily/weekly driver maintenance checks.
Referee checks were carried out with the following Councils, City of Melville, City of Perth,
Shire of Cockburn, Town of Vincent, City of Rockingham, Shire of Kalamunda and City of
Mandurah.
Table 3 : Tender Rankings
Company
McDonald Johnston
McDonald Johnston
McDonald Johnston
Schwarze Industries
Schwarze Industries
Schwarze Industries
Schwarze Industries
Model
770 Cyclone
Regenerative Air
605 LT
Suction
605LT
Suction
A8500
Regenerative Air
A7500
Regenerative Air
A6500XL
Regenerative Air
A5500
Regenerative Air
Truck Model
Hino Ranger 9
Price
$252,930
Ranking
1
Hino Ranger 9
$265,160
2
Hino Ranger 7
$259,960
3
Hino Ranger 9
$293,277
4
Hino Ranger 7
$283,277
5
ISUZU FRR500
$277,277
6
ISUZU FRR500
$267,277
7
CONCLUSION
It is recommended that the tender be awarded to McDonald Johnston, who have satisfied the
selection criteria and are ranked number one in the tender evaluation.
RECOMMEND
That with Tender No. 33/03 - Supply of One Road Sweeper, Council
accept the tender from McDonald Johnston in accordance with their
submitted tender, Council’s contract documentation and budget
allocation, for the supply of one Hino Ranger 9 Road Sweeper for
$252,930 ($278,223 including GST).
MOVED Cr
MOTION CARRIED/LOST
TECHNICAL SERVICES
COMMITTEE – Miscellaneous
30
27 OCTOBER 2003
ANNUAL LEAVE – EXECUTIVE DIRECTOR TECHNICAL SERVICES
WARD
All
FILE REF
PSF/641
DATE
13 October 2003
REF
NB
RESPONSIBLE
MANAGER
EDTS
In Brief:
! Advice of proposed annual leave from 7th – 14th
November 2003 for the Executive Director
Technical Services.
! Recommend
! That Council note the Executive Director
Technical Services’ absence of leave from 7th –
14th November 2003, returning to work on
Monday 17th November 2003.
! That the Manager Technical Services be
appointed Acting Executive Director Technical
Services for the period 7th – 14th November
2003 inclusive.
Tabled Items
Nil.
Officer Interest Declaration
Nil.
Strategic Implications
Nil.
Legislation Implications
General assessment of relevant legislation (eg Local Government Act) has not revealed any
restrictions.
Council Policy/Local Law Implications
Assessment of Policy/Local Law indicates that the following are applicable:
ADM12 – Acting “Senior” Positions
Budget/Financial Implications
Nil.
Consultation
Chief Executive Officer
COMMENT
The Executive Director Technical Services is advising that he has made arrangements to take
leave effective from Friday 7th November to Friday 14th November 2003 inclusive, returning
to work on Monday 17th November 2003.
It is recommended that the Manager Technical Services be appointed Acting Executive
Director Technical Services for the period Friday 7th November to Friday 14th November
2003 inclusive.
TECHNICAL SERVICES
COMMITTEE – Miscellaneous
31
27 OCTOBER 2003
RECOMMEND
1.
That Council note the Executive Director Technical Services’
absence of leave from 7th – 14th November 2003, returning to work
on Monday 17th November 2003.
2.
That the Manager Technical Services be appointed Acting Executive
Director Technical Services for the period 7th – 14th November 2003
inclusive.
MOVED Cr
MOTION CARRIED/LOST
TECHNICAL SERVICES
COMMITTEE – Miscellaneous
32
27 OCTOBER 2003
**REVIEW OF DELEGATIONS OF AUTHORITY RELEVANT TO THE TECHNICAL
SERVICES DIRECTORATE
WARD
All
FILE REF
PCY/2
DATE
15 October 2003
REF
CB
RESPONSIBLE
MANAGER
EDTS
In Brief:
! It is a requirement of the Local Government Act 1995
that all Delegations be reviewed annually.
! Delegations of Authority for the Technical Services
Directorate have been reviewed to confirm
legislative correctness, continuing relevancy and
appropriateness of each delegation.
! Recommend
! That the powers or duties detailed in Attachment
“A2” to this report as delegated by Council
remain in force for the next 12 months.
Tabled Items
Nil.
Officer Interest Declaration
Nil.
Strategic Implications
Corporate Services
1.2 - “Review and Clarify Delegations, including:
Involving staff in determining levels of team and individual empowerment.
Increasing delegations from Council to management”.
Legislation Implications
Assessment of legislation indicates that the following regulations apply:
Local Government Act 1995 s5.46 (2).
Council Policy / Local Law Implications
General assessment has not revealed any applicable Policies/Local Laws.
Budget / Financial Implications
Nil.
Consultation
Intra-directorate liaison.
BACKGROUND
It is a requirement of the Local Government Act 1995 – Section 5 5.46(2) that delegations of
authority be reviewed annually.
Copies of the delegations relevant to the Technical Services Committee are at Attachment
“A2” of the Agenda (see Summary of Attachments – Green Page).
TECHNICAL SERVICES
COMMITTEE – Miscellaneous
33
27 OCTOBER 2003
COMMENT
Analysis
The delegations generally appear to remain appropriate.
CONCLUSION
It is recommended that all delegations continue to apply and operate until the next review
date in twelve months time.
RECOMMEND
That the powers or duties detailed in Attachment “A2” to this report as
delegated by Council remain in force for the next 12 months.
** ABSOLUTE MAJORITY REQUIRED
MOVED Cr
MOTION CARRIED/LOST
TECHNICAL SERVICES
COMMITTEE – Miscellaneous
34
27 OCTOBER 2003
ARTWORK ON BUS SHELTERS – FORRESTDALE COMMUNITY ASSOCIATION
The matter of artwork on bus shelters as requested by the Forrestdale Community
Association was referred to the Technical Services Committee by Councillor Cominelli.
Councillor Cominelli to provide further information.
TECHNICAL SERVICES
COMMITTEE
35
LATE ITEMS
COUNCILLORS’ ITEMS
MEETING CLOSED __________PM.
27 OCTOBER 2003
TECHNICAL SERVICES COMMITTEE
SUMMARY OF “A” ATTACHMENTS
27 OCTOBER 2003
Attachment
Subject
Page
No.
A-1
Council Buildings Assessment
37
A-2
Register of Delegations
43
TECHNICAL SERVICES
COMMITTEE
1
37
ATTACHMENT ‘A1’
BUILDING CONDITION ASSESSMENT
Each building was inspected in detail and a comprehensive photographic record produced.
The condition of each construction element of the building was recorded in a standard format
as shown below, with key elements of the structure ranked in condition from 1 to 5.
BUILDING NAME
LOCATION/ADDRESS
ASSET CATEGORY
ASSET TYPE
ASSET NO.
INSPECTION DATE
INSPECTED BY
GWYNNE PARK FOOTBALL PAVILLION (1971)
SEVENTH RD, ARMADALE
AS022
CLUBROOMS
B60720000
1-Apr-01
B.P.
BUILDING ELEMENT:
RANKING:
(1 - 5)
ROOF
2
GUTTERS
2
DOWNPIPES
3
EXTERNAL WALLS
2
EXTERNAL PAVING/STEPS 2 TO 4
EXTERNAL STRUCTURES NIL
DOORS & WINDOWS
2 TO 4
CEILINGS
2 TO 3
INTERNAL WALLS
3
FIXTURES
3
EQUIPMENT
(owned by club)
ELEMENT
RANKING No.
GPFP02
EXPLANATION
1
New or “as new” condition
2
Above average
3
Average condition
4
Below average but still serviceable
5
Deteriorated to the stage where the element no longer fulfils its intended
purpose
Each assessment sheet concludes with a list of recommended works based upon the defects
observed, and aimed at preserving, as far as possible, the original condition of the asset. The
recommended works are confined to a ten-year time frame.
The recommended works were prioritized as the most urgent need in rectifying those items
that may pose a safety hazard to the building users. Items that, if not rectified, would lead to
rapid deterioration of a particular building element closely followed this.
Works with these priorities are generally recommended in the first two years of the 10-Year
Works Program. Items with lesser priorities such as painting and carpet replacement were
assigned to a particular year based upon a best assessment of rate of deterioration, but
obviously there could be significant variation from this assessment and on going monitoring
by Council Officers will be necessary.
TECHNICAL SERVICES
COMMITTEE
38
ATTACHMENT ‘A1’
Some of the recommendations and costing have been included in the current Property
Management 5 Year maintenance/asset preservation programme.
2
BUILDING USAGE
The Building Usage Assessments was compiled in accordance with instructions provided by
the head consultant and addressed the following:
•
•
•
•
•
•
•
•
Analyse the total net operating cost of all buildings
Identify any extra maintenance or rehabilitation costs
Apply income provided by Council
Identify further potential income
Identify net whole of life cost of operating buildings
Identify annual cost
Provide data on an Excel spreadsheet.
Assess building usage and make recommendations to maximize efficiency
Income and Expense Budgets were provided by the City of Armadale and these have formed
the basis of the analysis. Each building was inspected, photographed and, where considered
appropriate, measured and the details reported separately.
The public buildings that form the basis of the report have generally been constructed for a
specific purpose. They are generally at least 10 years old and were not designed for
commercial use.
Many of the buildings were purpose designed and as such do little to encourage multiple
users. For instance, in Roleystone, Cross Park has a football pavilion, cricket pavilion and a
new tennis pavilion. Perhaps a single, multi-purpose building could have satisfied the usage
requirements for all three sporting groups. The community buildings are fairly closely
grouped. Apart from the three buildings at Cross Park, other facilities close by include the
Roleystone Hall, the Roleystone Family Centre, the Seniors Centre and the Guides hall.
Traditionally, community buildings have limited income-producing potential. Local
authorities try to recover a proportion of land and building construction costs over a 40 year –
45 year life span and every local authority must address the issue of ongoing maintenance
costs brought about by depreciation, obsolescence and, in many instances, vandalism. Most
community user groups have access to limited funds and they are rarely in a position to
contribute much, if anything, towards that maintenance cost.
In addition to promoting existing facilities, two further strategies whereby Council can reduce
maintenance expenditure are:
•
•
Rationalise usage and dispose of surplus buildings where possible.
Ensure that all future buildings are multi-purpose and are located in areas where they
will receive an appropriate level of usage. This view is supported in Council’s “Enquiry
By Design” report which recommends that future facilities, preferably be located in
“Neighbourhood Centres”.
Most of the buildings reviewed in this study, with the exception of the more modern
structures, are in fairly average condition. Although constructed of generally maintenancefree materials, it would seem that some buildings have received limited maintenance for a
TECHNICAL SERVICES
COMMITTEE
39
ATTACHMENT ‘A1’
number of years and now require, in the short term, additional expenditure on maintenance
items.
Recommendations suggested in the report were made on the assumption that any proposed
major changes to existing usage would be undertaken following appropriate public
consultation.
•
Operating Cost Assessment
The background to Council’s requirement for this assessment was based on the high cost of
maintaining public buildings, relative to the income they produce.
Generally, most of the buildings inspected have been constructed of generally maintenancefree materials (eg. unpainted face brick, galvanised or colorbond metal roofing). The majority
are public buildings, originally constructed to meet community needs.
•
Operating and Maintenance Costs (2001)
Much of the past and planned expenditure falls within the range of standard maintenance
expected. Some larger amounts of expenditure were budgeted, as follows;
Roleystone Hall
Bedfordale Pavilion
Kelmscott Hall
Creyk Park Pavilion
Armadale Hall
Armadale Seniors
Forrestdale Hall
Morgan Park Pavilion
Harold King Community Centre
Westfield Seniors
Evelyn Gribble Community Centre
$20,950
$15,625
$24,810
$17,700
$20,860
$16,675
$16,600
$19,625
$28,860
$18,300
$29,000
Of the figures above, approximately 80-85% is the operating costs (Cleaning, Insurance,
Government Services, Rubbish Removal), leaving 15-20% for actual maintenance works and
vandalism repairs.
A number of these buildings are modern structures and would not incur high maintenance
costs at this stage. However, operational costs will remain. Buildings like the Evelyn Gribble
Community Centre, Westfield Seniors and the Harold King Community Centre are unlikely
to incur high maintenance costs in the short term, however, some of the older buildings in the
above list will have a fairly high requirement for ongoing maintenance.
•
“Asset Preservation” Maintenance
Apart from the cost of normal, ongoing operational and maintenance items, as derived above,
each building has been assessed and recommended allowances made for likely additional
Asset Preservation expenditure, which will be required over the next 10 years.
•
Budgeted Income
Council’s budget for the year ending 30 June 2001 provided for revenue income from only
some of the identified buildings. It included $67,100 from the Evelyn Gribble Centre,
Armadale Hall, Forrestdale Hall, Karragullen Hall, Kelmscott Hall, Roleystone Hall and
Harold King Centre.
TECHNICAL SERVICES
COMMITTEE
40
ATTACHMENT ‘A1’
Additional income identified amounts to $7,000 for the Morgan Park, Creyk Park, Frye Park
and Bob Blackburn Pavilions. Other minor sums are being received for lease/use of
buildings, with rents reflecting almost “peppercorn” figures.
For instance, the Springdale Park Pavilion has an income of $50 pa, most of the scout halls
also have an income of $nil or $50 pa and the two John Dunn Pavilions have a total income
of $500 pa. Similarly, the Armadale Park Soccer Club and the Gwynne Park Football
Pavilion each attract a rental of $500 pa.
•
Potential Further Income
From the report it appears to be difficult to ascertain any likely further income potential from
these buildings. With few exceptions, none of the buildings offer viable accommodation for
full-time occupancy on a commercial basis.
There may be the possibility of local interest groups being able to utilize a particular facility
within their location, in conjunction with existing users. However, additional potential users
are not readily identified.
With the exception of the two John Dunn Pavilions, none of the other buildings have any
form of advertising to identify that the buildings were available for lease or casual hire. The
consultant’s opinion is that advertising signs on each building and perhaps some consistent,
non property-specific advertising in the local press would be the best way to alert the
community to the availability of these buildings.
The buildings in general have no identifiable commercial use potential.
•
Rationalisation of the Buildings Asset
The cost of maintaining and operating Council’s Buildings Asset is already relatively high.
Furthermore, as can be seen from preceding comments, and from the results of the Condition
Survey, an increase in annual maintenance expenditure in the order of 20% will be required
to just maintain the present condition of the buildings. In purely economic terms this
expenditure is difficult to justify for buildings that receive minimal usage. Council should
therefore consider very closely the opportunities for reducing the total number of buildings
and/or rearranging usage to reduce maintenance costs and increased income.
Possible buildings to be considered for disposal should not be restricted to those where
Council directly pays maintenance costs. Any leased building with anticipated high
maintenance costs should also be considered, where there is the potential to relocate the
particular user group to a nearby Council maintained building and thereby increase income
for the latter. One such example is the Roleystone Guide Hall where required “assetpreservation” maintenance is estimated at $15,150.00 and yet the nearby Roleystone Hall
currently receives minimal usage.
TECHNICAL SERVICES
COMMITTEE
41
ATTACHMENT ‘A1’
•
The Size of the Buildings Asset
As background to the question of whether Council should dispose of some of its buildings,
the Consultants compared the size of the City of Armadale’s buildings asset with that of some
other local authorities. Relevant figures are shown below:
Local Authority
City of Canning
City of Armadale
Shire of Kalamunda
City of Belmont
No of Buildings
(excluding Depot)
125
106
102
95
Population
74,000
52,000
48,500
30,000
Persons per
Building
592
490
475
316
It can be seen that in general terms the total number of buildings in the City of Armadale is
not unusually high.
•
Distribution of the Buildings Asset
Distribution of existing buildings is such that there seems to be an excessive number in
central Roleystone (given the density of population) and also in Kelmscott (Kelmscott Hall,
Frye Park pavilion and the Kelmscott Scout Hall are all in close proximity). In northern
Armadale, the Police & Citizens Youth Club, Creyk Park Pavilion and Bob Blackburn
Pavilion are within approximately 1km of each other and at Gwynne Park there are several
buildings all together.
• Opportunities for Rationalisation
Some comments regarding possible disposal or amalgamation of facilities have already been
made earlier in this report. The following list taken from the Consultants report represents all
those buildings where the opportunities for rationalisation should be further investigated.
1.
Dispose of Karragullen Hall and re-direct potential users to either Springdale Park
Pavilion or Roleystone Hall.
2.
Build one new, low-maintenance pavilion at Cross Park to serve (as a minimum) the
needs of both football and cricket clubs. Demolish the existing separate football and
cricket pavilions.
3.
Relocate Kelmscott Scouts to Rushton Park, either in the Ag. Society Schools Pavilion,
or in Kelmscott Hall. Demolish the existing damaged scout hall.
4.
Minimise expenditure on Frye Park Pavilion by reducing its role to just “toilets and
change rooms” with other uses being encouraged to use facilities at Rushton Park as
appropriate.
5.
Similar to (4) above, restrict use at Creyk Park to “toilets and change rooms”,
encouraging other activities to transfer to either the Police & Citizens Hall or Bob
Blackburn Pavilion.
6.
At Gwynne Park, considerable “asset preservation” is indicated for both the Guide and
Scout Halls. These groups should be encouraged to transfer to other facilities, notably
the Recreation Centre.
7.
Remove the Settlers Common Field Study Centre and concentrate activities into
“Willow House”.
TECHNICAL SERVICES
COMMITTEE
42
ATTACHMENT ‘A1’
8.
Existing pavilions on sports ovals throughout the city generally include toilets, change
rooms and a kitchen but also a small hall. Whilst the former facilities are essential for
an oval, halls typically receive only infrequent use.
9.
To further reduce costs it is therefore recommended that emphasis be placed on
maintaining toilets, change rooms and kitchens, while downgrading hall facilities to
say, storage areas.
10.
User groups requiring a higher level of facilities should be encouraged to transfer to
other more appropriate buildings.
•
Public Consultation
The above recommendations are put forward on the basis of minimal consultation with
stakeholders. During the course of the usage study it became obvious to the Consultants that
the various user groups have a great sense of “ownership” of the particular Council buildings
that they use. This is a commendable attribute on the part of the individuals concerned and
has ensured that the respective buildings have not deteriorated even more than they have. It is
therefore in Council’s interest to foster this attribute and one necessary prerequisite for this
will be to ensure full and proper consultation prior to any rationalisation.
TECHNICAL SERVICES
COMMITTEE
43
ATTACHMENT ‘A2’
REGISTER OF DELEGATIONS – COUNCIL TO CEO
DATE: June 2002
Local Government Act 1995
NO.
SECTION
DELEGATION
1
3.25(1)
2
3.25(1)
Notices requiring certain things to be done by owner or
occupier of land
These powers relate to the approval of expenditure from the
Community/Safety works Account (Account No. 1356920)
subject to the works complying with the following criteria:• be initiated as a result of identification of an issue which
is assessed by the Executive Director Technical Services
•
3
3.27(1)
4
3.34
7
3.54(1)
9
5.43(b)
14
3.26(2)
ASSIGNEE(S)
No
Yes
to be of a technical nature;
be of sufficient urgency in the opinion of the Executive
Director Technical Services to warrant immediate
attention, rather than referral to annual budget
consideration; and
• be estimated to cost $7,500 or less.
• That Council be informed of the work via a report in the
“Information Bulletin”.
Things that can be done on land that is not local government
property.
Authority to require any tree which in the Chief Executive
Officer opinion constitutes a danger to persons or property to be
rendered safer.
Authority to do anything on land vested or under the control and
management of Council.
Authority to accept or reject tenders and quotations under
$50,000.
Take action to achieve compliance with a notice given under
s3.25(1)
Yes
Yes
Yes
No
No
TECHNICAL SERVICES
COMMITTEE
44
ATTACHMENT ‘A2’
Local Government (Uniform Local Provisions) Regulations 1996
NO.
REG’N
DELEGATION
170
7(1)(b)
171
11
172
13
173
17
174
21
Authority to lay a complaint in a Court of Petty Sessions
seeking an order for the removal of any tree situated on land
adjoining a street or way which in the Chief Executive Officer’s
opinion is obstructing or otherwise prejudicially affecting a street
or way under the care, control and management of Council.
Authority to fill in or fence an excavation in a street
or way or cause notice in writing to be served on the owner
or occupier of the land requiring him to fill in or security fence
the excavation if in the Chief Executive Officer’s opinion the
excavation is dangerous.
Authority to serve notice on owners or occupiers of
land abutting a street or way to construct or repair a crossing
from the common boundary of the land and the street or
way to the paved portion of the carriageway of the street or way.
Approve private works on, over or under a public
thoroughfare or other public place and take action for
offences under this Regulation.
Authority to require the prevention of sand drift from land
within Council’s district.
ASSIGNEE(S)
Local Law – Local Government Property
NO.
SECTION
220
3.3(1)
221
DELEGATION
ASSIGNEE(S)
Authority to refuse any hall booking where it seems
Yes
circumstances warrant such refusal without assigning
any reason for such refusal.
Authority to administer the Local Government Property
No
Local Law including the appointment of authorized persons
(under section 9.10 of the Local Government Act 1995) to
perform any of the functions of an authorized person under
the local law subject to the following:
(a) The CEO may refer any matter at his discretion for
the decision of the Council;
(b) Only Council is to –
(i)
make a determination under Part 2;
(ii)
adopt or vary a policy containing conditions
subject to which an application for a permit
may be approved under clauses 3.3(1)(a);
(iii) enter into an agreement with a permit holder
in respect of ownership of materials in a
building (clause 3.7);
(iv)
issue a permit under clause 3.13(1)(erect a
building) or 3.13(n)(erect or install any
utility service structure);
(v)
hear an objection under Part 7;
(vi)
appoint authorized persons who are not
employees under section 9.10 of the Act.
Yes
Yes
Yes
Yes
Yes
TECHNICAL SERVICES
COMMITTEE
45
ATTACHMENT ‘A2’
Policies of Council
NO.
POLICY No.
DELEGATION
500
ENG 3
501
ENG 8
502
COMD 2
Events on Roads - Authority to approve road closures
for events on roads.
Fireworks – Approval to hold fireworks display on
selected Council Reserves
Donations - Authority to approve the disposal of surplus
paving slabs to community groups for use on community
projects.
ASSIGNEE(S)
Yes
No
Yes
TECHNICAL SERVICES
COMMITTEE
46
ATTACHMENT ‘A2’
Other Delegations
NO.
AREA
DELEGATION
600
TECHNICAL Authority to approve future applications to place reflective
SERVICES house numbers on kerbs providing that the following
standard conditions are met:(a) All residents approached be advised that it is NOT
a Council requirement to display the numbers on
the kerbing and that it is totally voluntary on their
part.
(c) The resident or ratepayer granting permission for
and agreeing, to pay costs for the supply and fixing
of house numbers on their road frontage kerb prior
to the event.
(d) Council not being responsible for any costs
associated with the numbering, including
reinstatement or maintenance for any house
number on any kerb which may subsequently
be removed or damaged through whatever reason.
(e) Contractors providing reflective house numbers
on kerbs to produce a copy of Council’s
permission on request.
(e)
Colour to be yellow on a green background.
ASSIGNEE(S)
Yes