NOTIICE OF MEE ETING a Infrastrructure and Works s Committtee meeting of the e Notice is hereby giiven that an uncil will be e held in th he Council Chambers, on Mon nday 11 Au ugust 2014,, Devonporrt City Cou commenc cing at 6:00pm. he public a at 6.00pm. The meetiing will be open to th
QUA ALIFIED PERS SONS dance with h Section 65 of the Local Go overnmentt Act 19933, I confirm m that the e In accord reports in this agen nda conta ain advice e, informattion and recommen ndations given by a person w who has the t qualifications o or experie ence nece essary to give such advice,, informatio on or recom mmendatio on.
Paul Westt GENERAL MANAGER R 2014 6 August 2
AGENDA FOR AN INFRASTRUCTURE AND WORKS COMMITTEE MEETING OF DEVONPORT CITY COUNCIL HELD ON MONDAY 11 AUGUST 2014 AT THE COUNCIL CHAMBERS AT 6:00PM Item
Page No.
1.0
APOLOGIES
2.0
DECLARATIONS OF INTEREST
3.0
PROCEDURAL ............................................................................................ 6
3.1
PUBLIC QUESTION TIME .................................................................................................... 6
3.1.1
Responses to Questions raised at prior meetings ...................................................................... 7
3.1.2
Questions on notice from the public ........................................................................................... 7
3.1.3
Questions without notice from the public ................................................................................... 7
3.2
QUESTIONS ON NOTICE FROM ALDERMEN ............................................................................ 7
3.3
NOTICE OF MOTIONS ....................................................................................................... 7
4.0
TENDERS ................................................................................................... 8
5.0
INFRASTRUCTURE AND WORKS REPORTS ........................................................ 13
5.1
Valley Road Soccer Complex Update (D335262) ..................................................................... 9
5.2
Driveway Policy (D336272) ........................................................................................................... 17
6.0
INFRASTRUCTURE & WORKS MONTHLY UPDATE ............................................. 63
6.1
Infrastructure and Works Report (D334562) .............................................................................. 23
7.0
CLOSURE ............................................................................................... 82
PAGE 5 Report to Infrastructure and Works Committee meeting on 11 August 2014
Agenda of a meeting of the Devonport City Council’s Infrastructure and Works Committee to be held at the Council Chambers, Fenton Way, Devonport on Monday, 11 August 2014 commencing at 6.00pm. PRESENT Present Chairman
Ald W M Squibb Ald J T Keay Ald G B Kent Ald G F Goodwin Ald P G Hollister Ald L M Laycock
IN ATTENDANCE
1.0 APOLOGIES
The following apology was received for the meeting. Ald Kent
Leave of Absence
2.0 DECLARATIONS OF INTEREST
Apology
√
PAGE 6 Report to Infrastructure and Works Committee meeting on 11 August 2014
3.0 PROCEDURAL 3.1 PUBLIC QUESTION TIME Members of the public are invited to ask questions in accordance with the following resolution of Council (Min Ref 5824): 1.
Public participation shall take place at Council meetings in accordance with Regulation 31 of the Local Government (meeting Procedures) Regulations 2005.
2.
Public participation will be the first agenda item following the formal motions regarding Leave of Absence, Apologies, Minutes and Declarations of Interest.
3.
A maximum period of time of 30 minutes in total will be allowed for public participation.
4.
A maximum period of time of 3 minutes will be allowed for each individual.
5.
A member of the public may give written notice to the General Manager 7 days before an ordinary meeting of Council of a question to be asked at that meeting.
6.
A member of the public will be entitled to ask questions relating to the activities of Council, giving an explanation that is necessary to give background to the question and ask supplementary or follow up questions relating to that specific matter that may come to light as a result of the answer.
7.
Questions do not have to be lodged prior to the meeting, whether verbal or in writing. If a verbal response cannot be given or if specifically a written response is required, the question must be reduced to writing and be submitted to the Chairperson prior to the end of the public section of the meeting.
8.
A question by any member of the public and an answer to that question are not to be debated.
9.
The Chairperson may a. Address questions on notice submitted by members of the public; b. Refuse to accept a question.
10.
If the Chairperson refuses to accept a question, the Chairperson is to give reason for doing so.
11.
Verbal questions and the fact that a verbal response was supplied will be recorded in the minutes and where a written question is submitted the written question will be included in the minutes as well as any written answer or summary of that answer to that question.
12.
Council will continue its current practice of receiving deputations from organisations and individuals who wish to make submissions to Council at informal workshop sessions held between Council meetings. The date and purpose of any workshop sessions will be listed in the next agenda. Where necessary, reports of those deputations will be included in future agendas for Council to make a decision.
ITEM 3.0
PAGE 7 Report to Infrastructure and Works Committee meeting on 11 August 2014
3.1.1 Responses to Questions raised at prior meetings Nil 3.1.2 Questions on notice from the public At the time of compilation of the agenda no questions on notice from the public were received. 3.1.3 Questions without notice from the public
3.2 QUESTIONS ON NOTICE FROM ALDERMEN At the time of compilation of the agenda no questions on notice from Aldermen were received.
3.3 NOTICE OF MOTIONS At the time of compilation of the agenda no notices of motion were received.
ITEM 3.0
PAGE 8 Report to Infrastructure and Works Committee meeting on 11 August 2014
4.0
TENDERS
There are no tenders to consider at this meeting. The following table details all tenders and contracts which have been entered into by Council above $100,000 for the 2014/15 financial year. Contract Number & Contractor/ Supplier Contract 1264 Landscapes
-
Classic
Description of Contract Mersey Vale Memorial Garden construction
ITEM 4.0
Contract or Supply Period 14 July 2014
$ Value (Excluding GST) $278,240
PAGE 9 Report to Infrastructure and Works Committee meeting on 11 August 2014
5.0
INFRASTRUCTURE AND WORKS REPORTS
5.1
VALLEY ROAD SOCCER COMPLEX UPDATE File: 27452 D335262
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 4.1.4
Manage sport and recreation facilities to ensure appeal, safety and accessibility
SUMMARY This report provides an update to Council on the state of the playing surfaces at the Valley Road Soccer Complex. It also outlines a number of options in regard to upcoming maintenance requirements, taking the future artificial surface into consideration.
BACKGROUND There are two main playing surfaces at the Valley Road Soccer Complex, being the main pitch and the two back grounds (the area north of the clubrooms). The Devonport Soccer Club has raised concerns about the current condition of the grounds. This included inviting Aldermen to inspect the surface following a recent training session. Over the last few years the grounds at the Valley Road Soccer Complex have become more difficult to maintain. There are a number of factors that have contributed to this situation. Ground Usage – Soccer is a rapidly growing sport in the Devonport region. Figures provided by the Soccer Club show that the number of registered players and teams has grown 200% in the last 4 years. Information obtained from the Junior Soccer Association indicates that the sport will continue to grow in coming years. As the number of teams has grown so has the ground usage for both training and playing. Soccer has traditionally been a winter sport, however now with social rosters that has changed to an all year round sport.
ITEM 5.1
PAGE 10 Report to Infrastructure and Works Committee meeting on 11 August 2014
The following table details information provided by the Soccer Club: 2010
2014
Proposed 2015
Number of registered players
80
180
195
Number of teams based from Valley Road Soccer Complex
5
13
14
Hours per week of ground usage:
Main Pitch: o
October though to December
Nil
4.5
0
o
January through to March
Nil
4.5
0
o
April through to September
7.5
9
9
No.1 Back Ground: o
October though to December
0
0
4.5
o
January through to March
3
6
12
o
April through to September
3
19.5
25.5
0
0
0
0
7.5
7.5
3
16.5
16.5
No.2 Back Ground: o
October though to December
o
January through to March
o
April through to September
Ground Conditions – The Valley Road Soccer Complex is situated in a low spot, which is naturally wet. Council’s other sports grounds do not experience the same challenges, given they are all located with more suitable topography and in open exposed areas. The natural wind protection from the surrounding bushland hinders the drying-off of the Valley Road surface. Ground Drainage – Council records don’t indicate any subsoil drainage for any of the playing surfaces at the Valley Road Soccer Complex. Consultation with long serving Council Staff has concurred with this view. It is believed that there is one section of sub soil drainage along the northern side of the main pitch, which is minimal for a ground of this standard. User Requirements - The Devonport Soccer Club was accepted into the Victory State League for the 2013 season. The expectation of the quality of playing surface has increased due to the level of competition that is now played at the Valley Road Soccer Complex. Council have an annual maintenance budget for the Valley Road Soccer Complex of approximately of $70,000 per annum. The annual hire fee that the Soccer Club was charged for ground usage for the 13/14 financial year was $4,249. The Soccer Club have been successful in obtaining $1.1 Million in Federal Government funding to convert the two back grounds to an artificial surface. The work is being undertaken by the Club and will be an asset owned by the Devonport Soccer Club. It is understood that this work will occur in late 2014. The Soccer Club are still investigating the opportunities to expand the existing Valley Road Complex to the south. This expansion will be subject to future discussions with Council. ITEM 5.1
PAGE 11 Report to Infrastructure and Works Committee meeting on 11 August 2014
STATUTORY REQUIREMENTS There are no statutory requirements associated with this report.
DISCUSSION Managing Council’s sports grounds particularly through the winter playing season is a complex process that involves a twelve month maintenance schedule and requires support from the user groups involved to achieve the best outcomes. The main aim is to provide the best possible playing surface for competition. Each winter there comes a period of time when this becomes particularly difficult primarily as a result of ground usage and rainfall. In recent years Council have put in place a number of measures to improve communication between User Groups and Council with measures such as ground closures which assist in retaining the grounds in good condition. It is anticipated that the conversion of the back grounds to an artificial surface, together with ground management around rostering games on the main pitch will greatly assist with the challenges associated with ground management at the Valley Road Soccer Complex. The Soccer Club have indicated that the artificial surface will predominantly be used for training sessions, clinics and overflow from the main pitch. Their preference is to continue to fully use the main pitch for roster matches. From the information provided by the Soccer Club, indications are that there will be at least one more registered team playing in the next winter season. Although converting the back grounds to an artificial surface will help to manage the condition of the playing surfaces the main pitch will still be the primary ground used for the roster games and will need to be of the required standard. The Soccer Club have indicated that they use the main pitch for 9 hours per week. This is comparable in total usage to other sports grounds used for winter sports. However at the Soccer Complex the entire weekly use is usually in one day, in comparison to other sports grounds where the 9 hours is spread over the entire week. It is recognised that the main ground at Valley Road is nearing a stage where some significant ground renovation is required. An allocation has been made in the 2014/15 operational budget to carry out dethatching and top dressing. This is considered normal routine maintenance which is required approximately every five years with Council’s premier sporting grounds. Should Council wish to undertake further works beyond the proposed top dressing options available for consideration are as summarised in the following table. Option
Description
Comments
Cost & Budget Allocation
1
Carry out turf dethatching works and top dressing – similar to what has recently been carried out at both Devonport Oval and Maidstone Park Carry out the removal of the turf sward and install intensive sub-soil drainage and sand banding
This option will provide a good playing surface for 3 to 4 years with good ground management This option will provide an improved level of service for the playing surface This option is considered excessive for the requirements of the Valley Road Soccer Complex
$25,000 – currently included in 14/15 operational budget
2
3
Carry out full sand profile reconstruction works with stabilised reinforced elements – similar to Aurora Stadium and North Hobart Oval
ITEM 5.1
$145,000 – no current budget allocation $850,000 – no current budget allocation
PAGE 12 Report to Infrastructure and Works Committee meeting on 11 August 2014
Council have budgeted in the 2014/15 Operational Budget to carry out option one at the end of this soccer season as part of Council’s annual maintenance budget for ground renovations. Together with good ground management both during the winter season and the off season by the Soccer Club (and locking the facility for periods to prevent use by general public) this option will provide a quality playing surface for three or four years. It is suggested that whilst the artificial surface is constructed and option one is carried out in late 2014 the Soccer Club are assisted to identify alterative training facilities. Based on the information provided in this report it is suggested that Council consider option two as part of a future budget allocation in two to three years. Allowing the Club time to adjust rostering and ground usage to best utilise the artificial surface and manage the main pitch condition.
COMMUNITY ENGAGEMENT Through the preparation of this report the Soccer Club and Junior Soccer Association were consulted and provided information relating to past, present and future ground usage requirements.
FINANCIAL IMPLICATIONS As detailed above, option one is already allowed within Council’s 2014/15 adopted budget and it is recommended that Council proceed with these works as planned. If either option two or three were to be approved an additional budget allocation would be required.
RISK IMPLICATIONS
Assets, Property and Infrastructure The grounds at the Valley Road Soccer Complex are in high demand. Maintaining the surface at an acceptable level is challenging and if Council do not undertake any of the proposed options for improvement it may risk the ground being unsuitable for high level competition.
Communication/Reputation Council must consider and carefully manage the risk of adverse public reaction to any decision not to maintain the required level of service.
CONCLUSION Council has a budget allocation for renovation of the main ground at the Valley Road Soccer Complex in the 2014/15 Operational Budget. Undertaking these works along with liaising with the Club to manage ground demands should be sufficient to retain the playing surface at an acceptable level until more extensive works are undertaken from a future budget allocation. Should Council prefer to increase the ground standard the two alternatives (option 2 and option 3) are available, both of which would require additional funding.
ATTACHMENTS 1.
Total Turf Care - Lovett Street Soccer Grounds Proposed Turf Works
ITEM 5.1
PAGE 13 Report to Infrastructure and Works Committee meeting on 11 August 2014
RECOMMENDATION That it be recommended to Council that the report from the Infrastructure and Works Manager regarding the ground condition at the Valley Road Soccer Ground be received and noted and Council; 1.
endorse proceeding with the ground renovation in late 2014 as outlined in option one; and
2.
include a major upgrade of the ground surface as outlined in option 2 as part of the five year works program.
Author: Position:
Kylie Lunson Infrastructure & Works Manager
Endorsed By: Position:
ITEM 5.1
Matthew Atkins Deputy General Manager
PAGE 14 Total T Turf Care e - Lovett Stre eet Soccer Grounds G Prop posed Turf Wo orks
ITEM 5.1
ATTTACHMENT [1 1]
PAGE 15 Total T Turf Care e - Lovett Stre eet Soccer Grounds G Prop posed Turf Wo orks
ITEM 5.1
ATTTACHMENT [1 1]
PAGE 16 Total T Turf Care e - Lovett Stre eet Soccer Grounds Prop posed Turf Wo orks
ITEM 5.1
ATTTACHMENT [1 1]
PAGE 17 Report to Infrastructure and Works Committee meeting on 11 August 2014
5.2
DRIVEWAY POLICY File: 29666 D336272
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 2.3.1
Provide and maintain roads, bridges, footpaths, bike paths and car parks to appropriate standards
SUMMARY This report is provided to assist Council with adoption of a Driveway Policy.
BACKGROUND Whilst compliance with legislative requirements associated with driveway ownership and maintenance has been in practice at Council for many years, a formal policy has not previously been adopted. This policy clarifies the responsibilities of the property owner and Council’s responsibility for the driveways maintenance.
STATUTORY REQUIREMENTS Section 35 of the Local Government (Highways) Act 1982 states: (1)
Where the corporation is of the opinion that works are necessary to be carried out in a highway under local management for the construction or repair of a vehicular crossing over a table-drain, gutter, or footpath at or opposite the entrance to land adjoining the highway, it may serve a written notice on the owner of the land requiring him to carry out those works within the time specified in the notice.
(2)
If the owner of any land does not, within the time specified in a notice served on him under this section, carry out the works to which the notice relates, the corporation may itself carry out those works and recover the expenses reasonably incurred in so doing from the owner of the land.
DISCUSSION As stated in the policy, in urban areas Council are responsible for:
maintaining vehicle crossovers as it forms part of the storm water drainage; and
maintaining the section of driveway where the driveway crosses the footpath as it is considered part of the footpath network.
In rural areas Council is only responsible for the maintenance of the table drain either side of the driveway if applicable. Although the requirements associated with driveway ownership and maintenance has been in practice at Council for many years it is considered good governance to have an adopted policy.
COMMUNITY ENGAGEMENT Given the policy is reflective of current practice no community consultation has been undertaken as part of this report. The policy will be made available to the public on Council’s website.
ITEM 5.2
PAGE 18 Report to Infrastructure and Works Committee meeting on 11 August 2014
FINANCIAL IMPLICATIONS There are no financial implications as a result of this report.
RISK IMPLICATIONS
Assets, Property and Infrastructure Failure to renew and maintain assets that Council is responsible for will have widespread negative outcomes including public safety.
CONCLUSION It is recommended that Council adopt the attached Driveway Policy which reflects Council’s current approach in regard to driveway maintenance issues.
ATTACHMENTS 1.
Driveway Policy CP 025 V1
RECOMMENDATION That it be recommended to Council that the report from the Infrastructure and Works Manager be received and noted and that Council adopt the Driveway Policy with immediate effect.
Author: Position:
Kylie Lunson Infrastructure & Works Manager
Endorsed By: Position:
ITEM 5.2
Matthew Atkins Deputy General Manager
PAGE 19 Driveway Policy CP 025 V1
ATTACHMENT [1]
CP 025 V1
DRIVEWAY POLICY
1.
PURPOSE The purpose of this policy is to clearly define the ownership and maintenance responsibility for the various components of a driveway.
2.
SCOPE This policy applies to all driveways on Council roads and State Government roads where Council has maintenance responsibility (refer to Roads and Jetties Act 1935).
3.
POLICY 3.1. Ownership and Maintenance - Urban In urban areas, there are up to three distinct parts to a driveway: 3.1.1.
Vehicle Crossing The vehicle crossing serves two purposes. It allows vehicles to safely access the driveway and conveys stormwater along the kerb. The vehicle crossing is a Council asset, the same as the upstream and downstream kerb. Council maintains the vehicle crossing so that it can effectively convey stormwater.
3.1.2.
Driveway The driveway is a private asset and the property owner is responsible for its maintenance.
3.1.3.
Footpath (if footpath is present) The section where the driveway crosses the footpath is considered to be part of the footpath. This is a Council asset and Council is responsible for its maintenance. If no footpath exists, then the property owner has full responsibility for the driveway.
3.2. Ownership and Maintenance - Rural In rural areas there are up to three distinct parts to a driveway 3.2.1.
Driveway Culvert Driveway culverts are private assets required to allow access over the table drain. The property owner is responsible for its maintenance.
3.2.2.
Endwalls Endwalls are private assets required to retain fill at the ends of culverts. The property owner is responsible for maintenance of these items. Council is responsible for maintenance of the table drain upstream and downstream of the endwalls.
ITEM 5.2
PAGE 20 Driveway Policy CP 025 V1
3.2.3.
ATTACHMENT [1]
Driveway The driveway is a private asset and the property owner is responsible for its maintenance.
3.3. Council Projects that Affect Driveways If Council undertakes road works which change the level of the footpath or road, then Council is responsible to change any components of the driveway necessary to suit the new levels. The new construction material will be the minimum standard required by the Tasmanian Standard Drawings. A property owner can request to upgrade their driveway at this time, although all additional costs must be borne by the property owner. If a Council project increases flow to a driveway culvert by the redirection of drainage paths, then Council is responsible for upgrading driveway culverts to suit. 3.4. Private Projects that Affect Driveways Any person wishing to undertake construction or modification works to a driveway or property access within the road reserve must obtain a ‘Permit to Work in the Road Reserve’. All works must be completed by a suitably qualified and experienced contractor to Council standards, to ensure that it is capable of withstanding vehicle loads and to minimise future maintenance and risk to the public. Generally the number of driveways per property will be restricted to one. However, any person wishing to construct an additional driveway to a property must demonstrate to the satisfaction of Council that the driveway can be used safely, will not increase risk to the public and will not adversely impact parking in the local area. All costs for construction of new driveways are to be borne by the property owner. This may include replacement of the footpath section and utility covers to ensure that the area is suitable for vehicle loads. This may also include construction of a new crossover and reinstatement of kerb to replace a redundant crossover.
4.
DEFINITIONS For the purposes of this policy, the following definitions will apply: Driveway: the vehicular path that connects the public road with a private property. A driveway may be bitumen sealed, gravel, pavers, concrete or other material Vehicle Crossing: the section of kerb that is laid back to allow vehicles to drive from the road into the driveway. Also known as the crossover. Table drain: the drain, usually a v-shape that runs parallel to the road Culvert: a pipe used to convey stormwater underneath a road or driveway Footpath: a narrow path designed for use by pedestrians, usually parallel to a road that may be directly beside the kerb or at the property boundary Urban: areas that have kerb at the road edge Rural: areas that have a table drain at the road edge, not a kerb Endwall (or headwall): interchangeable terms for the structure that retains fill at either end of the culvert. Many designs and materials are in use. ITEM 5.2
PAGE 21 Driveway Policy CP 025 V1
5.
ATTACHMENT [1]
LEGISLATION AND RELATED DOCUMENTS The following legislation should be considered in conjunction with this policy: Local Government (Highways) Act 1982 – Section 35 Roads and Jetties Act 1935 – Section 11 Tasmanian Standard Drawings (IPWEA/LGAT) Council resolution 28,085, dated 25th May 1971 (to be superseded by this policy)
6.
RESPONSIBILITY 6.1. Responsible Manager Infrastructure and Works Manager 6.2. Document Controller City Engineer
7.
AUTHORISATION 7.1. Adoption of Policy Adopted on 11 August 2014 – Minute No. 7.2. Amendments to Policy 7.3. Policy Review August 2016.
Trim File Ref: D336271
ITEM 5.2
PAGE 22 Driveway Po olicy CP 025 V1
ATTA ACHMENT [1]]
ITEM 12.2
PAGE 23 Report to Infrastructure and Works Committee meeting on 11 August 2014
6.0
INFRASTRUCTURE AND WORKS MONTHLY UPDATE
6.1
INFRASTRUCTURE AND WORKS REPORT File: 29528 D334562
RELEVANCE TO COUNCIL’S PLANS & POLICIES Council’s Strategic Plan 2009-2030: Strategy 5.4.1
Provide timely, efficient, consistent and quality services which are aligned with and meet our customers needs
SUMMARY This report provides a summary of the activities undertaken by the Infrastructure and Works Department during the month of July 2014.
BACKGROUND This report is provided to the Infrastructure and Works Committee every month and aims to update Aldermen and the community on matters of interest. The function areas of Council covered by this report are: Asset Management Program (forward planning and maintenance)
Recreation Reserves (incl. playgrounds, parks and gardens)
Capital Works
Sporting Grounds and Facilities
Roads, Footpaths and Cycle ways
Tracks and trails
Streetscape Design (incl. lighting, signs, furniture, vegetation)
Public Buildings (incl. public halls, toilets)
Storm water Management
Marine Structures (incl. jetties, boat ramps)
Traffic Management
Recreation and open space planning
Waste Management
STATUTORY REQUIREMENTS Council is required to comply with the provisions of the Local Government Act 1993 and other relevant legislation.
DISCUSSION 1.
2014/2015 Capital Works Program 1.1. Work is progressing well on the 2014/2015 Capital Works Program. The monthly Capital Works report combining both the physical progress and the financial status has been attached to this report. Expenditure for July was not significant and was predominantly preliminary work for designs and site investigations including pot holing for road reconstructions. Designs have commenced for a number of projects. Items of note are listed below. 1.2. Re-seal Program – the list of roads for this year’s program has been finalised and will be tendered in August. This year’s program includes:
ITEM 6.1
PAGE 24 Report to Infrastructure and Works Committee meeting on 11 August 2014
Middle Road from William Street (Reece High RAB) to the Bass Highway overpass
Brooke Street from Tarleton Street to Bovill Street
Sorell Street from Oldaker Street to Nicholls Street
1.3. Footpath Minor Renewal in Road Reserve – failed sections of footpath in Nicholls Street were replaced. Additional locations will be completed progressively during the year.
1.4. River Road Widening – drawings are currently being priced by contractors. 1.5. 14 Chelsea Court Manhole Renewal – three manholes within private property were located and raised to ground level to enable access for asset inspections and clearing of pipe blockages. 1.6. BBQ Replacements – the replacement BBQ’s having now arrived will be assembled during periods of wet weather in coming weeks. The existing BBQ’s at the eastern end of Coles Beach Reserve and the northern end of Wheeler Street will be replaced. Installation of the BBQ’s is scheduled for late August. 1.7. Kelcey Tier Road Safety Improvements Stage 2 – the design is currently being modified as a result of additional geotechnical information. The contractor will recommence on site once the scope is finalised. The revised design incorporates the construction of an access track at the base of the wall which will provide the required slope stability. The value of the additional works could be up to $30,000 and Council is currently in discussions to recoup the costs from the designer. Copies of the relevant drawings for stage 2 and stage 3 will be displayed at the meeting for information. 1.8. CEEP Energy Efficiency Funding (year 2) – A tender for the DECC Heating, Ventilation and Cooling Upgrade has been advertised. Tenders close on 19 August, 2014. 1.9. PAYL Parking – procurement of the PAYL machinery is underway. A report will be provided to Council for approval once the preferred supplier is determined. The car park layout is currently being designed to accommodate the new PAYL arrangements.
ITEM 6.1
PAGE 25 Report to Infrastructure and Works Committee meeting on 11 August 2014
2.
Management 2.1. Roundhouse Park Rose Gardens - Letters have been sent to both the Soroptomist Club and the Devonport Branch of the Victoria League seeking their support to relocate the plaques from Roundhouse Park to the existing Garden bed along Victoria Parade near James Street. It is anticipated that the plaques will be relocated in late August or early September, new roses will be planted in the garden bed and the garden beds in roundhouse Park will be converted to turf. 2.2. 160B Sheffield Road - Council resolved at its meeting on 19 May 2014 to undertake an investigation into drainage issues at 160B Sheffield Road subject to agreement from the property owners to accept the findings of the investigation. At this point in time agreement has not been provided. A request for further clarification was received from the owners on 30 July 2014 and a response is currently being prepared. 2.3. The following table is a summary of the Action Requests for the Infrastructure and Works Department. Action Requests created in July
3.
81
Action Requests completed in July
210
Balance of Action Requests
203
Technical and Engineering 3.1. Council’s Cycling Network Strategy is due to be reviewed. Work has commenced on the review including consultation with various stakeholders. The draft updated strategy will be presented to a future Infrastructure and Works Committee meeting to seek approval for public exhibition. 3.2. Traffic counts have been conducted on Nicholls Street, Gunn Street, Forbes Street and Best Street for on-going monitoring of the road network. 3.3. Prices are currently being sought from contractors for the daily collection of money from various Council sites. This is an existing contract that will expire shortly. 3.4. 10 National Heavy Vehicle Regulator Assessments were completed in July. The following graph details the National Heavy Vehicle Regulator Assessments that have been issued so far this calendar year:
ITEM 6.1
PAGE 26 Report to Infrastructure and Works Committee meeting on 11 August 2014
National Heavy Vehicle Regulator Assessments 2014 12
10
8
6
4
2
0 NHVR Assessments
Jan‐14
Feb‐14
Mar‐14
Apr‐14
May‐14
Jun‐14
Jul‐14
3
3
4
9
11
10
Aug‐14
Sep‐14
Oct‐14
Nov‐14
Dec‐14
3.5. The following table is a summary of the asset capitalisations that were processed during July. Number of Projects Capitalised this month
11
Total Value of Capitalisations this month
$1,120,516.59
Total Value of Works in Progress (WIP) at 31/07/2014
$5,506,161.58
3.6. Stormwater design checks were conducted on the Brooke Street Subdivision and Hawk Hill Subdivision (Woodrising Avenue). 3.7. The following graph details the engineering development assessments that have been completed to date this calendar year:
ITEM 6.1
PAGE 27 Report to Infrastructure and Works Committee meeting on 11 August 2014
Development Application Engineering Assessments 2014 30
25
20
15
10
5
0
Jan‐14
Feb‐14
Mar‐14
Apr‐14
May‐14
Jun‐14
Jul‐14
Building Assessments
18
20
15
26
15
24
20
Subdivision Assessments
3
1
0
1
2
2
0
Planning Assessments
6
5
8
17
11
10
14
Pre Assessments
1
0
0
0
1
2
2
Aug‐14
Sep‐14
Oct‐14
Nov‐14
Dec‐14
3.8. The following graph details the Road Occupation Permits that have been issued so far this calendar year:
Road Occupation Permits 2014 20 18 16 14 12 10 8 6 4 2 0
4.
Jan‐14
Feb‐14
Mar‐14
Apr‐14
May‐14
Jun‐14
Jul‐14
Public
2
5
1
5
5
4
8
Tas Gas
6
9
18
12
10
9
10
Aurora/Telstra
4
1
3
2
1
0
2
Taswater
0
0
0
0
0
3
3
Aug‐14
Sep‐14
Oct‐14
Nov‐14
Dec‐14
Civil Work and Storm water Maintenance 4.1. Maintenance in accordance with the Service Level Document, undertaken during July included: ITEM 6.1
PAGE 28 Report to Infrastructure and Works Committee meeting on 11 August 2014
Shoulder maintenance was completed on various rural roads including Melrose Road and Morris Road:
Open drains were cleaned out along further sections of Melrose Road and Morris Road;
Patching works have been carried out on various urban roads including: Hillcrest Road, Don Road, Caroline Street and Marine Street.
ITEM 6.1
PAGE 29 Report to Infrastructure and Works Committee meeting on 11 August 2014
4.2. Next month it is anticipated that civil and storm water maintenance works will include:
5.
Installation of a storm water connection point for 72 Ronald Street to eliminate a drainage issue;
Reconstruction of the driveway at 220 Oldaker Street to eliminate a storm water drainage issue; and
Patching works on Urban Roads will continue.
Parks and Reserves Maintenance 5.1. Maintenance in accordance with the Service Level Document, undertaken in July included:
Large rocks have been temporarily installed at Horsehead Creek to prevent vehicle access in the RV Camping area over the winter months. The damaged turf has been renovated. The rocks will be removed once the turf has rejuvenated ready for the summer tourist season.
Turf rehabilitation of sports grounds is continuing over the winter.
Clean-up after the recent storm damage. A number of trees were brought down in the storms including one of the elm trees opposite the fire station. Significant damage was also caused along Waverley Road and at the Aquatic Centre outside the old parks depot.
5.2. Mersey Vale Memorial Cemetery Interment figures to date this year are as follows: ITEM 6.1
PAGE 30 Report to Infrastructure and Works Committee meeting on 11 August 2014
Mersey Vale Cemetery Interment Figures 20 18 16 14 12 10 8 6 4 2 0 Jul‐14 10
Burial Ash Interment
1
Monthly Total
11
13/14 Monthly Total
15
Aug‐14
Sep‐14
Oct‐14
Nov‐14
Dec‐14
Jan‐15
Feb‐15
Mar‐15
Apr‐15
May‐15
Jun‐15
16
12
14
11
17
11
10
12
13
19
10
5.3. Next month it is anticipated that Parks and Reserves maintenance works will include:
6.
Continuation of clean-up from recent storm damage. Clean-up will continue for a number of weeks. Work will need to be prioritised for public safety and budget constraints. The Waverley Road walking track will remain closed until the fall trees can be removed and the boardwalk repaired;
Fertilising all sports grounds; and
Replanting garden beds at corner of Steele Street and Formby Road.
Building and Facilities Maintenance 6.1. Maintenance in accordance with Service Level Document undertaken in July included:
Two squash courts at the Devonport Recreation Centre were renovated. Works included diamond grinding the front walls back to the concrete to remove divots, a new render finish was applied, sealed and repainted;
ITEM 6.1
PAGE 31 Report to Infrastructure and Works Committee meeting on 11 August 2014
Blown lights were replaced at the Devonport Recreation Centre Squash Courts and the Surf Club Building. A scissor lift was required to be used to replace the lights;
Rotten weather boards and trims were replaced on the signal station outside the front of the Bass Strait Maritime Museum;
A new oven was installed at the Don Hall; and
Some minor issues were rectified in the kitchen at the East Devonport Recreation Centre as a result of a recent health inspection.
6.2. Next month it is anticipated that building maintenance works will include:
7.
Staining the shelters at the Bluff Plaza; and
Painting the signal station outside the front of the Bass Strait Maritime Museum;
Waste Management Operations 7.1. Waste Management Services were conducted in accordance with the Service Level Document during July. Items of note included:
One of the two domestic garbage collection trucks has been experiencing a number of breakdowns. The repairs have been covered by warranty, however a truck had to be hired from Burnie City Council until the truck was back on the road.
7.2. The following graph details the volumes of waste and recycling from the domestic collection services and the total volume of waste to landfill from the Spreyton Waste Transfer Station:
ITEM 6.1
PAGE 32 Report to Infrastructure and Works Committee meeting on 11 August 2014
Waste & Recycling Monthly Figures 1200
1000
800
600
400
200
0 Domestic Waste (tonnes)
Jun‐14 595
Jul‐14 486
Domestic Recycling (tonnes)
131
118
Total Waste to Landfill (tonnes)
1086
1111
Aug‐14
Sep‐14
Oct‐14
Nov‐14
Dec‐14
Jan‐15
Feb‐15
Mar‐15
Apr‐15
May‐15
7.3. The following table details the monthly figures for the Spreyton Waste Transfer Station: Landfill Figures:
June 2014
July 2014
Asbestos – large loads
0 tonnes
0 tonnes
Asbestos – small loads
6m³
11m³
Mattresses
87
20
Vehicle Loads – up to 0.5m3
355
359
Vehicle Loads – 0.5m3 to 1.5m3
861
709
Vehicle Loads – 1.5m3 to 2m3
376
272
Truck Loads – landfill waste
98 tonnes
103
Truck Loads – non-landfill waste
79 tonnes
60 tonnes
762 tonnes
629 tonnes
Resource Recovery Figures:
June 2014
July 2014
Steel Recycling
52 tonnes
54 tonnes
e-Waste
10 tonnes
7 tonnes
46
26
0m³
0m³
DCC Garbage Trucks (Domestic Commercial Collection Services)
Tyres Sale of Crushed Concrete
&
August 2014
August 2014
COMMUNITY ENGAGEMENT The information provided above details any issues relating to community engagement.
ITEM 6.1
PAGE 33 Report to Infrastructure and Works Committee meeting on 11 August 2014
FINANCIAL IMPLICATIONS Any financial or budgetary implications related to matters discussed in this report will be separately reported to Council. There is not expected to be any impact on Council’s operating budget as a result of the recommendation.
RISK IMPLICATIONS Any specific risk implications will be outlined in the discussion above. Any specific issue that may result in any form of risk to Council is likely to be subject of a separate report to Council.
CONCLUSION This report is provided for information purposes only and to allow Council to be updated on activities undertaken by the Infrastructure and Works Department.
ATTACHMENTS 1.
Capital Works Summary - July 2014
RECOMMENDATION That it be recommended to Council that the Infrastructure and Works monthly report for July 2014 be received and noted.
Author: Position:
Kylie Lunson Infrastructure & Works Manager
Endorsed By: Position:
ITEM 6.1
Matthew Atkins Deputy General Manager
PAGE 34 Capital Works Summary - July 2014
ATTACHMENT [1]
Devonport City Council Capital Works Income & Expenditure Report 31 July 2014 Income 2014/15 Additional Funds Carried Annual Budget forward $ $
External Funding (inc. Grants) $
Balance
Expenditure 2014/15 Total Budget Available $
Actual $
Total Commitments Expenditure $ $
Remaining Funds $
Performance Measures Works Start Month
Works % Completion Budget Month Spent
Comments
Summary Open Space & Recreation Facilities Stormwater Transport Living City Plant & Fleet Other Equipment Total Capital Works
776,500 436,400 402,000 4,923,000 3,312,090 365,600 233,742 10,449,332
656,500 356,000 92,000 20,000 800,000 1,924,500
173,500 30,000
126,500
380,528 1,531,000 1,911,528
1,433,000 792,400 494,000 4,943,000 4,112,090 365,600 233,742 12,373,832
2,731 3,357 4,111 19,949 30,149
288,486 11,550 74,829 777 1,103 376,745
291,218 14,907 78,940 20,727 26,266 432,058
1,141,782 777,493 415,060 4,922,273 4,112,090 365,600 233,742 11,968,041
300,000 30,000
1,455 -
278,240 -
279,695 -
20,305 30,000
Oct 2014 Jan 2015
Jan 2015 Feb 2015
39,000 40,000 55,200
41 -
-
41 -
38,959 40,000 55,200
TBA Oct 2014 Oct 2014
TBA Nov 2014 Nov 2014
165,000 500,000
-
-
-
165,000 500,000
TBA Mar 2015
TBA June 2015
75,000 55,000
75,000 55,000
-
-
-
75,000 55,000
15,000
15,000
848
10,246
11,094
3,906
Aug 2014
Sept 2014
30,000 35,000 15,000 78,800 1,433,000
199 189 -
-
199 189 -
29,801 34,811 15,000 78,800
TBA Aug 2014 TBA
TBA Sept 2014 TBA
2,731
288,486
291,218
1,141,782
617,400 30,000 10,000 5,000 10,000 45,000 5,000 5,000 15,000 50,000 792,400
427 2,182 748 3,357
11,550 11,550
11,977 2,182 748 14,907
605,423 27,818 10,000 5,000 10,000 44,252 5,000 5,000 15,000 50,000 777,493
50,000 25,000 30,000 30,000 35,000 65,000 35,000
50,000 25,000 30,000 30,000 35,000 65,000 35,000
430 117 -
-
430 117 -
49,570 24,883 30,000 30,000 35,000 65,000 35,000
12,000 10,000
12,000 10,000
3,030 333
-
3,030 333
8,970 9,667
92,000 110,000 494,000
140 61 4,111
74,829 74,829
74,969 61 78,940
17,031 109,939 415,060
Open Space & Recreation Mersey Vale Master Plan Works CP0086 CP0094 CP0095
Cycling Net work St rat egy Act ion Plan Year 2 - actions Girdlestone Park - Drainage Upgrade & ground renovation
CP0096 CP0097 CP0098
Aquat ic Cent re - overflow car park east Signage Strat egy Implement at ion 2014-15 Meercroft Park - reserve car park
CP0099 CP0100
Mersey Vale - MBS st age 1 Rooke St reet Mall Improvement
CP0101 CP0102
Shared pat h renewals program (2014/15) BBQ Replacement s (2014/15)
CP0070
TasWat er Met er Consolidat ion
39,000 40,000 55,200 165,000 500,000
30,000 Reg Hope Park - Safet y Mowing Strip & sea wall repairs Mariners Park safety mowing st rip Mersey Bluff playground - bark soft fall replacement wit h rubber Proceeds on disposal of assets Total Open Space & Recreation
776,500
656,500
Facilities CEEP - energy efficiency funding ( yr 1 $292,000 yr 2 $271,400) CB0050 Public Art CB0059 Art Acquisition - Tidal Art Award (2014/2015) CB0060 BSMC - concret e path and bin screen CB0061 BSMC - concret e path eastern side CB0062 Est ablishment of fill sit e Bay Drive CB0063 WTS - PA Syst em for Push Pit area CB0064 WTS - CCTV t o St eel wast e area CB0065 Julie Burgess - pont oon alterations CB0066 Mersey Bluff Caravan Park - ground levelling CB0067 Total Facilities
271,400 20,000 10,000 5,000 10,000 45,000 5,000 5,000 15,000 50,000 436,400
346,000 10,000
CP0103 CP0104 CP0105
Stormwater Pit Replacements CS0029 Manhole Lid Replacements CS0030 Minor Stormwater Works CS0031 SW Out fall Risk Improvement & Renewal CS0032 326 Kelcey Tier Road - Culvert renewal and out let prot ect ion CS0033 118 Madden St - new pipe in easement CS0034 259 Melrose Road - crossing renewal out let works CS0035 14 Chelsea Court - manhole renewals CS0036 CS0037 CS0018
Miandet ta Park SW inlet Kelcey Tier Drain Renewal
35,000 15,000 78,800
356,000
-
380,528
380,528
92,000 William St SW Cat chment Upgrade - Stage 4 CS0038 Total Stormwater
110,000 402,000
92,000
-
93.2% Tender accept ed by council, Contract or engaged 0.0% Brooke Street link Prices being obt ained from cont ract ors - sit e works will be complet ed and reinst at ed prior t o 2015 0.1% football season 0.0% 0.0% Await ing funding cont ribut ion confirmation from 0.0% Meercroft Home 0.0% Funding to be provided over 2 F/Y's WiFi installat ion being progressed. Other works 0.0% proposed t o be deferred unit l WiFi is installed. 0.0% Bluff footpat h north of skat e park t o be upgraded BBQ's have arrived, need t o be assembled and 74.0% t hen inst alled 0.7% 0.5% 0.0% 0.0%
Majorit y of Locat ions confirmed, awaiting Tas water Design being finalised Finalising lease with Crown Land Services Alternat ive product s being invest igat ed
20.3%
Sept 2014 NA Dec 2014 Aug 2014 Aug 2014
June 2015 NA Dec 2015 Sept 2014 Sept 2014
April 2015 Feb 2015 Mar 2015
May 2015 Mar 2015 Apr 2015
Jul 2014
Jul 2014
Aug 2014
Sep 2014
1.9% 7.3% 0.0% 0.0% 0.0% 1.7% 0.0% 0.0% 0.0% 0.0% 1.9%
Tenders being called for DECC HVAC system Trees - Forrest Walk' piece purchased in July Cont ract or engaged Cont ract or engaged Request for quot at ions being sought Request for quot at ions being sought Project to progress after summer t ourist season Project to progress after summer t ourist season
0.9% List of priorit y locations TBC 0.5% List of priorit y locations TBC 0.0% 0.0% 0.0% 0.0% 0.0% Project Complet ed - some project cost s yet t o be 25.3% accounted 3.3% Cont ract or engaged t o complete works - works will 81.5% commence in August 0.1% 16.0%
 ITEM 6.1
PAGE 35 Capital Works Summary - July 2014
ATTACHMENT [1]
Income 2014/15
Additional Funds Carried Annual Budget forward $ $
External Funding (inc. Grants) $
Total Budget Available $
Expenditure 2014/15
Balance
Total 2015 Actual Commitments Expenditure $ $
Remaining Funds $
Performance Measures Works Start Month
Works % Completion Budget Month Spent
Comments
Transport CT0103 CT0104
PAYL conversion - Car Park t o be identified (Best St Car park) Formby Road Car park Arcade Link
CT0105 CT0106 CT0107 CT0108
Road Network Minor Works Re-seal programme Street Light Provision Foot pat h Minor Renewal in Road Reserve
CT0109 CT0110 CT0111 CT0112 CT0113 CT0114 CT0115 CT0116 CT0117 CT0095 CT0118 CT0119 CT0120 CT0121
William St - Fourways pavement reconst ruct ion William Street pavement reconstruction - Tasman t o Charles Don/Hillcrest essent ial pavement renewal and sight distance Devonport Road Reconstruction - Turners Lane to McLeod Thomas St base correct ion and reseal Mersey Bluff car park renewal Torquay Road reconst ruct ion and widening stage 1- east of James st foot pat h renewal - sout h side of Devonport Oval stage 1 Road Traffic Devices Minor Works Road Traffic Devices Macfie Street Pedest rian Network St rategy (2012) Action Plan Implementation Stony Rise Rd - Middle Rd int ersection New Roundabout Rooke St Safety Barrier - Rooke and Steele Junct ion Kelcey Tier Road safety improvements st age 3 - wall and guard rail
CT0122 CT0123
Clayton Drive guard rail renewal River Road Rural - Widening Stage 2 Black Spot Funding - Improvements
Total Transport
300,000
300,000
-
18,000 25,000 660,000 20,000
18,000 25,000 660,000 20,000
2,503 -
25,000 330,000 515,000 215,000 275,000 155,000 60,000 450,000 50,000 25,000
25,000 330,000 515,000 215,000 275,000 155,000 60,000 450,000 50,000 25,000 20,000 40,000 1,200,000 15,000
5,171 771 1,068 771 2,950 570 931 1,496 1,558 264 -
310,000 40,000 90,000
310,000 40,000 90,000
376 1,520
105,000
105,000
-
165,500
165,500
20,000 40,000 1,200,000 15,000
1,200,000
4,923,000
20,000
3,312,090
800,000
3,312,090
800,000
1,531,000
4,943,000
19,949
-
-
300,000
200 -
200 2,503 -
18,000 24,800 657,497 20,000
5 234 2 8 2 1 325 -
5,171 777 1,302 773 2,958 572 932 1,822 1,558 264 -
19,829 329,223 513,698 214,227 272,042 154,428 59,069 448,178 48,442 25,000 20,000 40,000 1,199,736 15,000
-
376 1,520 -
777
Nov 2014
Nov 2014
Oct 2014
Dec 2015
Jan 2015
April 2015
309,624 40,000 88,480
Sept 2014
Nov 2014
105,000
NA
NA
20,727
4,922,273
-
4,112,090
0.0% Carpark layout being designed Hub Arcade Traders t o be advised prior to works 0.0% commencing 0.8% 0.4% Program been finalised and will be tendered in 0.0% First section in Nicholls Street completed - additional 20.7% locat ion t o be progressively complet ed 0.2% 0.3% 0.4% 1.1% Design underway 0.4% 1.6% 0.4% 3.1% Design has commenced 0.0% Design has commenced 0.0% 0.0% 0.0% Design being finalised for DIER approval 0.0% Design complet ed - construction to be t endered 0.1% once additional land is required 0.0% 1.7% Request for quot ations being sought Grant Funding not available. Projects will not 0.0% proceed 0.4%
Living City Living City - Strategic Initiatives CB0053 Total Living City
Plant & Fleet CF0010 Hire Plant Replacement Plan CF0011
Minor Plant Replacement Plan
CF0012
Fleet Replacement Plan
Proceeds on disposal / trade-in of assets Total Plant & Fleet
4,112,090
-
-
4,112,090
-
-
265,000
265,000
-
-
-
265,000
NA
NA
Parks/Waste Truck Tenders have been called 0.0% t hrough LocalBuy
58,600
58,600
-
-
-
58,600
NA
NA
0.0% List of identified it ems t o be progressively purchased
42,000
42,000
-
-
-
42,000
NA
NA
0.0% List of identified it ems t o be progressively purchased
-
July 2014
June 2015
4,112,090
0.0% Project t o continue through durat ion of year 0.0%
365,600
-
-
365,600
-
1,103
26,266
365,600
10,462
-
-
-
10,462
7.2%
Other Equipment CE0004
Furniture & Fittings - Renewal
Furniture & Fittings - New Information Technology - Renewal Information Technology - New Proceeds on disposal / trade-in of assets Total Other Equipment CE0005 CC0005 CC0006
TOTAL CAPITAL EXPENDITURE
10,462 32,631
32,631
121,400
121,400
-
-
69,249
69,249
-
-
NA
NA
0.0% List of identified it ems t o be progressively purchased
-
32,631
NA
NA
0.0% List of identified it ems t o be progressively purchased
-
121,400
NA
NA
0.0% Ongoing program of IT infrastructure upgrades
-
69,249
NA
NA
0.0% Ongoing program of IT infrastructure upgrades
233,742 10,449,332
1,924,500
1,911,528
233,742 12,373,832
30,149
376,745
432,058
233,742
0.0%
11,968,041
3.5%
Â
ITEM 6.1
PAGE 36
7.0 CLOSURE There being no further business the Chairman declared the meeting closed at pm.