INFRASTRUCTURE AND SERVICES STANDING COMMITTEE … · 2016-11-15 · FINAL MINUTES WEDNESDAY 9 NOVEMBER 2016 MIN/09.11.2016 FOLIO 40532 Table of Contents Folio Date Particulars 40533

INFRASTRUCTURE AND SERVICES

STANDING COMMITTEE

FINAL MINUTES

9 November 2016

FINAL MINUTES WEDNESDAY 9 NOVEMBER 2016

MIN/09.11.2016 FOLIO 40532

Table of Contents

Folio Date Particulars

40533 09.11.2016 Infrastructure and Services Standing Committee Minutes

40573 31.10.2016 ECI - Water Services Monthly Review - October 2016

40593 31.10.2016 ECI - Waste Services Monthly Review - October 2016

40612 31.10.2016 Transport and Drainage Monthly Review - October 2016

Sep. Cover 09.11.2016 Vines Creek - North Mackay - Drainage Study (due to size of

attachments they will be saved separately)

40623 24.10.2016 Minutes - Water and Waste Advisory Board Meeting

Declaration of Potential Conflict of Interest

Nil.


MIN/09.11.2016 FOLIO 40533

INFRASTRUCTURE AND SERVICES STANDING

COMMITTEE MEETING

MINUTES

1. COMMITTEE ATTENDANCE:

Crs K L May (Chairperson), K J Casey, M J Bella, L G Bonaventura, A R Paton, R D

Walker and Mayor G R Williamson were in attendance at the commencement of the

meeting.

2. NON-COMMITTEE ATTENDANCE:

Also present were Cr R C Gee, Cr F A Mann (nee Fordham), Mr C Doyle (Chief

Executive Officer), Mr J Devitt (Director Engineering and Commercial Infrastructure)

and Mrs M Iliffe (Minute Secretary).

The meeting commenced at 9.00 am.

3. ABSENT ON COUNCIL BUSINESS:

Nil

4. APOLOGIES:

Nil

5. CONFLICT OF INTEREST:

Nil


MIN/09.11.2016 FOLIO 40534

6. CONFIRMATION OF MINUTES:

6.1 INFRASTRUCTURE AND SERVICES STANDING COMMITTEE

MEETING - 12 OCTOBER 2016

THAT the Infrastructure and Services Standing Committee Meeting

Minutes held on 12 October 2016 be adopted.

Moved Cr Casey Seconded Cr Walker

CARRIED

7. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING:

Nil

8. CORRESPONDENCE AND OFFICERS’ REPORTS:

8.1 ECI - WATER SERVICES MONTHLY REVIEW - 1 OCTOBER 2016

- 31 OCTOBER 2016

Author Director Engineering & Commercial Infrastructure

Purpose

To provide the Committee with Engineering & Commercial Infrastructure - Water

Services Monthly Review for the period 1 October 2016 to 31 October 2016.

Officer's Recommendation

THAT the Engineering & Commercial Infrastructure - Water Services Monthly

Review for the period of 1 October 2016 to 31 October 2016 be received.

Cr Paton queried the Mt Oscar High Level Zone project possible over run and if there is

an estimated budget for the project.

Director Engineering and Commercial Infrastructure (DECI) advised this project has

been flagged for some months as a potential over run in budget and had been looking at

opportunities to bring it back to budget through alternative alignments but this has not

been successful. The project value is approximately $500,000 and currently

investigations are taking place in relation to the over spend.

Cr May queried if the Mt Oscar High Level Zone project went through the Transport

and Drainage Advisory Board.


MIN/09.11.2016 FOLIO 40535

DECI confirmed the project did go through the Transport and Drainage Advisory

Board.

Cr Bella advised he had received some calls from residents in relation to the issue with

discoloured water for some Sarina residents and thanked DECI for providing additional

information to advise the residents of the reasons behind the discoloured water. The

residents appreciated this additional information but they were concerned with the

wastage of the water required to flush out the lines.

DECI advised if a resident has discoloured water and is required to flush their lines, 15

- 18 litres are used every minute for a standard tap and that to use 1,000 litres a tap

would have to run for an hour, 1,000 litres equates to $1.70 in charge. It is great that

the community is recognising saving any amount of water and this is part of the

demand management strategy and is great to see.

The Mayor thanked DECI and his staff in relation to the Eton water quality issue and

asked if DECI could revise the Committee about the newness of Council's testing of

water quality and how new it is in Local Government for this type of test to be run on

water supply.

DECI advised normally uranium is not in the suite of testing carried out on water

supply and is not a regulated mandatory requirement and is not carried out anywhere

else in Australia. As Council's lab continues to grow and new equipment is installed it

has allowed Council to undertake a detailed suite of metals in the regions water supply.

From these tests the Eton bore was found to have uranium in the water supply and this

was the only water supply to test positive to uranium.

Cr May thanked the staff who were on hand at Eton yesterday and today liaising with

the community and discussing the water supply and testing regimes that Council

undertakes.

Cr Bonaventura queried why the capital expenditure performance was listed as being a

possible budget issue.

DECI advised his team had two (2) major project risks and were working through the

two (2) major projects, one (1) in the Water and one (1) in the Sewerage programs

where the full expenditure may not be achieved and therefore they may carry over to

the next financial year.

Cr Bonaventura queried if the plan had been finalised for addressing the period of time

that customer leaks occurred as discussed at the October Committee Meeting.

DECI advised this is still being reviewed. The main focus is to have as many residents

registered for myh20 as possible and are currently looking at some opportunities to

making the registration process easier for residents.

Cr Bonaventura queried why Calen is not included in the Annual Water Consumption

vs Allocation by Source figures.


MIN/09.11.2016 FOLIO 40536

DECI advised Calen is not a regulated in supply and does not have a water supply

allocation but happy to include Calen in the future to show Calen's consumption.

Cr Mann (nee Fordham) queried if the Call Centre could assist with registering

residents to myh20.

DECI advised the Call Centre has been contacted in relation to registering residents to

myh20.

The CEO advised under privacy laws Council is unable to assist residents registering to

myh20 unless they have the necessary information.

Cr Walker advised Council's health parameter tests for water quality are exceptional

across the whole public water supply at 99.9%. Overall the health parameter tests that

Council undertakes shows that Council is supplying high quality water to its residents.

Committee Resolution

THAT the Officer's Recommendation be adopted.

Moved Cr Paton Seconded Cr Bonaventura

CARRIED

8.2 ECI - WASTE SERVICES MONTHLY REVIEW - 1 OCTOBER 2016

- 31 OCTOBER 2016


Purpose

To provide the Committee with Engineering & Commercial Infrastructure - Waste

Services Monthly Review for the period 1 October 2016 to 31 October 2016.


THAT the Engineering & Commercial Infrastructure - Waste Services Monthly

Review for the period of 1 October 2016 to 31 October 2016 be received.

Cr Bella advised he had been contacted by a resident in relation to the collection day

changeover of bins and the residents' bin being missed. Subsequently this bin was

collected very quickly.

Cr Mann (nee Fordham) queried if illegal dumping was having an effect on the

tonnages being delivered to Hogan's Pocket.


MIN/09.11.2016 FOLIO 40537

Director Engineering and Commercial Infrastructure (DECI) advised he would have to

take that on notice but he was not aware that illegal dumping had increased

significantly recently.

Cr Casey congratulated the waste staff on their thoroughly thought out campaign in

relation to the collection day changeover of bins.

Cr Casey advised the reduction in tonnage being delivered to Hogan's Pocket will

extend the life of the facility.

Cr Bonaventura queried the crushed glass stockpile and if the sale of 57 tonnes per

month more or less than is being produced.

DECI advised the production of crushed glass is estimated at 2,000 per year and the

contractor has be looking at markets for the crushed glass.

Cr Bonaventura queried if Council was using a blend of the crushed glass in their sand

given that part of the original design was for this to occur.

DECI advised trials have been undertaken but Council has not moved to the position of

either incorporating it into a mixture of the sand or as full bedding for projects. Still

looking at the opportunity around what the market can do and in the end it may not be

the highest return value for Council to the crushed glass as a bedding material.

Cr May queried if DECI could prepare a report on the options for the use of the crushed

glass for review by the Committee.

Cr Bella queried if direct approaches needed to be made to blasting organisation in the

region as a blasting agent.

Cr May queried if it was Councils' or the contractors responsibility to ensure the

crushed glass stockpile is utilised.

DECI advised it was the contractors responsibility to drive this.



Moved Cr Bella Seconded Cr Walker

CARRIED


MIN/09.11.2016 FOLIO 40538

8.3 ECI - TRANSPORT & DRAINAGE MONTHLY REVIEW - 1

OCTOBER 2016 - 31 OCTOBER 2016


Purpose

To provide the Committee with Engineering & Commercial Infrastructure - Transport

& Drainage Monthly Review for the period 1 October 2016 to 31 October 2016.


THAT the Engineering & Commercial Infrastructure - Transport & Drainage

Monthly Review for the period of 1 October 2016 to 31 October 2016 be

received.

Cr Paton queried if the unsealed road maintenance number of kilometres completed for

the month of approximately 30 km was what is expected.

Director Engineering and Commercial Infrastructure (DECI) advised this figure is

slightly down on what is expected due to machinery being utilised for some TMR work.

The average figure graded per year is 400 km but the continued focus is based on the

hierarchy and number of graders used on each road.

Cr May queried the use of the extra allocation for unsealed roads made in the current

budget.

DECI advised the extra allocation was for extra gravel material being allocated to when

the regrades are undertaken on the road on the basis of extending the life of the grade

and reduce the frequency of grading.

The Mayor advised the CEO and Directors have been driving very hard on safety over

the last six (6) months period and would like to offer his congratulations on the lost

time injury frequency report and it is tremendous to see the results reducing to such low

levels.

Cr Casey advised it was great to see the Horse and Jockey/Lansdown Road intersection

was completed with the Black Spot funding.

Cr Bonaventura advised is was good to see while undertaking the work on the Horse

and Jockey/Lansdown Road intersection work was also undertaken on Meadowland

Road and it was a very good result.




MIN/09.11.2016 FOLIO 40539

Moved Cr Casey Seconded Cr Paton

CARRIED

8.4 CONSIDERATION OF A SCHOOL BASED ORAL HYGIENE

PROGRAM


Purpose

This report provides an overview of the request from Council to investigate the viability

of Council pursuing an Oral Hygiene Program and how Council may facilitate better

outcomes.

Background/Discussion

On 12 October 2016 at the Infrastructure and Services (I&S) Committee Meeting the

following action was minuted:

“Cr Paton queried if a report could be prepared for consideration on the cost

and possibilities of providing an education and physical oral hygiene training

program to be delivered to school students.

Cr Bella thanked Cr Paton raising the query of a possible education and

physical oral hygiene training program.

The CEO advised Council would investigate Cr Paton's request and prepare a

report for consideration.”

Health issues and policy are the mandate of the State Government through Queensland

Health. There are a range of health issues which are identified and are core policy of

Queensland Health; including Oral Hygiene. There are public dental services which are

available to a selection of the community which includes the dental van which visits

and provides dental services to school children.

The dental van also takes on an education role with several initiatives identified on the

Queensland Health website.

Consultation and Communication

There has been informal discussion with Queensland Health (Oral Health Services)

locally to understand what current programs are implemented. The following is a

response from Mackay Oral Health Services which deliver oral health education to

parents and children when they attend for regular dental visits:


MIN/09.11.2016 FOLIO 40540

All Queensland children 4 years old to year 10 are eligible for free dental

treatment

Treatment is offered either at a dental van or at Victoria Park State School

Dental Clinic and North Mackay State School Dental Clinic

All public and private schools are offered treatment on a twelve month

rotational basis

Oral Health Education - Oral health instructions and dietary advice is offered

during the first examination appointment; parents or carers have to attend with

children at all appointments

Education is part of the dental treatment and not funded separately

There are also visits to parents groups and child nurse educational days to undertake

oral health education. Classroom lessons are also conducted with Prep classes to

familiarise themselves with visiting the dental clinic. Research has shown, however,

that one on one education with the parent present is the most effective education.

Mackay Oral Health have been approached by several parents groups and child health

nurses to enquire what Queensland Health will be providing to compensate for the

water fluoridation that has been ceased. Mackay Oral Health feedback is that there is

an inability to provide any additional services to what they are already providing and it

would require additional resources. To employ an additional Oral Health Therapist

would require sourcing funding of approximate $100,000 per year.

Resource Implications

There have been ongoing operational and maintenance costs which were incurred with

fluoridation of the water. There are further costs associated with decommissioning the

four fluoride units and as a result there will be no budget available in FY 2016/2017 for

further education programs. It is expected that the anticipated decommissioning costs

will cause a budget overrun in the current financial year and likely any future savings in

FY 2017/2018 would be offset as a result of these costs.

As a result there is the potential to allocate some of these future savings to boost or

supplement the local Oral Hygiene Education Program delivered by Queensland Health

should Council choose to do so in future budgets. This, however, would have to be

prioritised with other funding requests and Council priorities as typically savings in one

area of our operations rarely is attributed directly to an aligned funding request but

allocated based on overall Council priorities.

Risk Management Implications

To develop a Council initiative for oral hygiene education would require substantial

planning and design to ensure that the content of the program was successful. Given

that this area is one of the mandated platforms and expertise of Queensland Health, it

seems logical to support objectives via funding supplements.


MIN/09.11.2016 FOLIO 40541

Conclusion

The role of oral hygiene education falls under the State Government mandate and is not

considered to be part of Local Government core business. However, if Council wishes

to contribute or boost the Oral Hygiene Program delivered locally, then there are

opportunities to consider funding or subsiding in the future.

To determine an appropriate funding amount and to understand deliverables from such

funding, further work would need to be undertaken in partnership with Queensland

Health locally.


MIN/09.11.2016 FOLIO 40542


THAT the report be received for information.

Cr Bonaventura advised he felt Council has been put in a position of providing oral

hygiene due to the removal of fluoride from the regions water supply and thanked Cr

Paton for requesting this report be prepared.

Cr Bonaventura queried the cost savings by decommissioning the four (4) fluoride and

believes funding the oral hygiene program should take priority given it was Council's

decision to remove fluoride from the water supply.

Director Engineering and Commercial Infrastructure (DECI) advised Council as an

organisation when it looks at a saving achieved in a program will take as an

organisational approach that the saving goes back into the overall Council budget

deliberations and Council then determines the best use of the saving. It does not

automatically say it sits in one area, it goes back up and it goes to the best use of the

organisation at the time.

Cr Bella thanked Cr Paton for requesting the preparation of the report and advised that

any dental treatment provided to children (4 to 10 year olds) is completely dependent

now on parental attendance i.e. if the parents do not attend the treatment then there is

no treatment given. The project was upgraded a couple of years ago and while it

looked like an improvement it was actually a step backwards as there was no added

funding allocated towards the upgraded project. It is disappointing that Council does

not have any funding to pursue the recommendations in this report but fully understand

budgetary restrictions.

The CEO confirmed officers were not asked to decide if Sarina water should have

fluoride and in relation to budget the process for Council is if it is not in the budget it

cannot be approved without going through the delegations process.

Cr Paton thanked the Officers for preparing this report.



Moved Cr Paton Seconded Cr Bonaventura

Cr Bonaventura spoke to the motion and advised he feels this report contains the basic

guidelines for what Council needs to do to support improving dental hygiene in our

region.

Cr Bonaventura congratulated Cr Paton on requesting this report be prepared.

CARRIED


MIN/09.11.2016 FOLIO 40543


MIN/09.11.2016 FOLIO 40544

8.5 SARINA WATER SUPPLY - FLUORIDE


Purpose

This report provides an overview of the issues which would need to be considered as

part of a decision for fluoridation of the Sarina Water Supply Scheme.


On 28 September 2016, Council voted to cease the fluoridation of the water supply

schemes across the Mackay Region. Notice was then given to Queensland Health and a

public notice published in the Daily Mercury newspaper identifying the decision and

the date for the cessation of fluoridation. The cessation date is Monday, 7 November,

2016. This report will form part of the Infrastructure & Services (I&S) Committee

Meeting Agenda for Wednesday, 9 November 2016.

Subsequent to the Council decision on 28 September 2016, an Action was minuted at

the Infrastructure & Services Committee Meeting on 12 October 2016 to present a

report on maintaining the fluoridation of the Sarina Water Supply Scheme.

“Cr Bella advised the recent Council survey results on fluoride indicated

that the residents of Sarina where in majority were connected to the

water supply were in favour of fluoridation and requested via the Chair

if Council could investigate continued fluoridation of the Sarina water

supply and a report prepared for consideration.

The CEO sought clarification from Cr Bella that the request is to

investigate that one part of Council's water network continues with

fluoridation. Cr Bella confirmed that was his request.

The CEO advised Council would investigate Cr Bella's request and

prepare a report for consideration."

The Community Survey on fluoride undertaken was one of the tools used to gauge

community feedback from across the region in assisting Councillors in making their

individual decisions on whether to retain fluoride dosing in the water supply system. It

was not the intent of the survey to gauge individual scheme feedback on whether

fluoride dosing should continue or cease.

The township of Sarina and the Sarina Beaches' communities are currently supplied

from multiple sources, including Plane Creek, numerous groundwater bores and the

Pioneer River (via Nebo Road Water Treatment Plant). This report outlines the

technical and practical issues involved and to be considered when making any decision

regarding the continued fluoridation of the Sarina Water Supply.


MIN/09.11.2016 FOLIO 40545

Sarina Water Supply Scheme

The communities of Sarina and the Sarina beaches are provided potable water supply

from a number of sources and is considered to be one of the more complex networks.

The schematic below identifies the water supply sources which include raw water from

Plane Creek and the Pioneer River and ground water from a number of bore sites and

the infrastructure for the supply to Sarina and the Sarina beaches.

Figure 1 – Sarina Water Supply Scheme Schematic

The red circle identifies the feed from the Nebo Road WTP to the north.

In 2009/2010, a new water main was built from Mackay to connect into the northern

end of the existing Sarina working network. The main driver for this was water

security for the Sarina district. The main was recommissioned in January 2015 to allow

for water to be supplied from the Nebo Road WTP to the Sarina region. From this

recommissioning date, water has been sent consistently from the Nebo Road WTP and

supplemented, where needed, from the Sarina WTP and the local bores.


MIN/09.11.2016 FOLIO 40546

Table 1 – Identifies the Water Sources for Supply

Source Entitlement

per Licence

ML/yr

FY

2016/2017

Allocation

ML/yr

Quality Issues

(Assetic Values)

Sarina WTP

(Surface Water)

236 236 Good Quality

Sarina Bores

(Ground Water)

300 300 Quality Issues - hardness, salt

as below but of lesser severity

than Marwood water quality

Marwood Bores

(Ground Water)

700 490 Quality Issues –

hardness, salt

Armstrong

Beach Bores

(Ground Water)

230 230 Quality Issues – hardness, salt

Nebo Road WTP

(Via Pipeline)

Good Quality

TOTAL 1,466 ML 1,256 ML

Existing Fluoride Dosing Equipment

The following table identifies the fluoride dosing equipment installed to service the

Sarina and Sarina Beaches communities:

Location Chemical System Sarina WTP Sodium Fluoride

(NaF) Saturator – ProMinent Dulcometer

System Marwood Bores Sodium Fluoride

(NaF) Saturator – ProMinent Dulcometer

System


MIN/09.11.2016 FOLIO 40547

The photo below is of the fluoride dosing system at Marwood Bores.

The fluoride dosing systems are currently being managed to be turned off on Monday, 7

November 2016. When this report is considered in the Committee Meeting the fluoride

dosing systems will have been manually turned off with pre-shutdown actions already

occurring and site specific decommissioning actions occurring on the day fluoride

dosing ceases.

The above will be completed in line with Legislative requirements and advice provided

to Qld Health.

Decision Implications

If the decision is made to return to the fluoridation of the water supply for the Sarina

Township and beaches communities, the following issues will need to be considered:

1. Legislative Requirements - If there is a Council Resolution to turn the fluoride

back on in Sarina and the Beaches, then the Legislative process will need to

occur again which means public notification and waiting a minimum of 30 days

before turning the fluoride dosing systems back on at Sarina WTP and

Marwood Bores.

2. For the security and quality of the potable water supply of the Sarina Township

and Sarina Beaches communities, it is not recommended to isolate this network

from the connection to Nebo Road WTP.


MIN/09.11.2016 FOLIO 40548

3. Technical/Engineering Work - There will need to be further detailed

engineering work undertaken to determine the changes that need to be made to

the location of fluoride dosing systems to ensure the best whole of life options

are implemented. A level of design will be required, specifically in relation to

the dosing point, checking whether existing equipment is suitable for use or

whether new equipment is needed. Additionally, a Hazard Operability Risk

Assessment is required prior to installation as per the Code of Practice.

There is potential for the fluoride dosing facility from Marwood Bores to be

moved to Alligator Creek where flow based fluoride dosing can occur. This

would mean that the unfluoridated water from Nebo Road WTP could be

fluoridated at Alligator Creek before it is distributed to the Sarina network. The

Sarina WTP fluoride dosing facility will continue dosing fluoride into the

treated water for distribution to Sarina leaving only the bores without fluoride.

The detailed engineering work required and noted in Point 3 above, is critical for

determining the best whole of life costs for the solution.


There has been no formal engagement of external stakeholders in the writing of this

report.


There will be capital costs involved with moving any of the fluoride dosing systems

and, at this time, there are no detailed costings available to inform the budget. There

would need to be an engineering review completed on the changes to underpin the

costs. However, it is anticipated that a high level concept cost would be in the order of

$75k for the relocation works based on being able to use the current dosing facility

which is still in good working condition.


Fluoride Risk Management issues can be categorised into two (2) key areas:-

1 - Managing Dosing Risks

2 - Managing Workplace Health and Safety Risks

1 - Managing Dosing Risks

A number of measures are put in place in fluoride dosing facilities to mitigate the risk

of overdosing fluoride. These include:

Fluoride facilities are designed and operated in accordance with the Fluoride

Code of Practice;

All key components of the fluoride dosing system must be interlocked to ensure

system shutdown on the failure of any equipment


MIN/09.11.2016 FOLIO 40549

All key components of the fluoride dosing system are alarmed to alert operators

of a failure even if the plant is unattended

The fluoride dosing facility is designed to allow immediate measure of the

fluoride dose rate, water flow and chemical usage

Fluoride dosing facilities are operated by trained operators in accordance with

site specific procedures.

Council has not recorded any incidents of overdosing sine the commissioning of its

facilities in 2010.

2 - Managing Workplace Health and Safety Risks for Workers at the Treatment Plants

The Risk Assessments are site-specific and encompass the design of the entire plant

including facilities, hardware, systems, equipment, products, tooling, materials, energy

controls, layout and configuration. There have been issues at the Nebo Road WTP site

facility that have resulted in the operation of the fluoride system being shut down so

rectification work can occur to mitigate this risk from occurring in the future. All these

matters have now been satisfactorily addressed.

Conclusion

The preferred technical solution to fluoridate the water supply for Sarina Township and

beaches would be to maintain the water supply via Nebo Road WTP with the relocation

of the fluoride dosing system from Marwood Bores to Alligator Creek Water Pump

Station.


THAT the report be received.

Cr Bonaventura advised he feels this is an excellent report and shows the flexibility in

Mackay Regional Council's water network and with a little bit of work fluoride could

be reinstated into the Sarina water supply. The other important thing here is behind the

scenes and you will recall Cr Bella raised the question because the phone poll result

showed a very different result for Sarina residents. Cr Bonaventura believes the answer

lies in the amount of information the Sarina residents received or more importantly did

not receive. So if this is the case then Mackay suffered the opposite with an overload

of anti-fluoride material received.

The Mayor raised a Point of Order, that this is not a debate about fluoride this is a

question and answer series about this report to the Committee.

The Chair asked Cr Bonaventura to make his point.

Cr Bonaventura believes there was no equal time argument given to the media to

combat perceived negatives. The reason why he raised these issues is he believes the

phone poll was relied on by several Councillors for example, was flawed and had been

in contact with a company who conducted a similar poll in Western Australia using the


MIN/09.11.2016 FOLIO 40550

same base questions as Mackay Regional Council and it stated in the report that the

phone poll was cut short because they felt the phone poll was compromised.

The Mayor raised a Point of Order, again that this is not a debate about fluoride and has

nothing to do with this particular agenda item.

The Chair asked Cr Bonaventura to finishing making his point.

Cr Bonaventura continued and advised it is possible to put fluoride back into Sarina's

water supply but is more convinced that the wrong decision was reached on 28

September 2016 so rather than take Sarina separately he will continue to work towards

reinstatement of fluoride in the entire Mackay Regional Council water network.

Cr Bella advised he requested this report for reason outlined by Cr Bonaventura and

now that the addition of fluoride has been ceased wonders whether the subsidy which

was muted by the State Government at the Community Cabinet or whether approaches

can be made to the State Government if Council did decide to go ahead in the future

could be accessed for covering some of this reinstatement cost.

Cr Bella advised he will be travelling to Brisbane shortly to attend meetings with the

opposition and an open door invitation with the Deputy Premier with regards to this

issue and will push this from a lobbying point of view but was wondering if some

consideration could be given to investigating the possibilities of Council coming in

under the subsidy if at a future date decide to re-implement fluoride into the water

network.

DECI advised he would have to take the funding request on notice as he was unsure if

the funding criteria had been released from the State Government and would come back

to the Committee at a later date following further investigation.

Cr May advised if Councillors are planning to visit the State Government that this is

done on an individual basis and not as a representation of the Mackay Regional

Council, as that would be going against the Motion of the Council. Any lobbying that

Councillors choice to do it needs to be on an individual basis and not as a representative

of Mackay Regional Council.

Cr Bonaventura advised Cr May he felt that was a debate to have at a later date.

Cr May advised she did not feel there was a debate to be had as the policy of the

Council is that it was decided to remove the fluoride from the water system and any

lobbying against that motion would be against the Council policy.

Cr Bella advised he was aware he would be lobbying not as a representative of Council

but did find it strange he could not lobby as a Councillor as the original instructions

from Cr May, Cr Camm and the Mayor in the days after the 28 September 2016

meeting was that is where lobbying should be directed.

Cr May advised that is correct but as an individual.

Cr Bella advised that this point was not made at that time.


MIN/09.11.2016 FOLIO 40551



Moved Cr Bella Seconded Cr Bonaventura

CARRIED


MIN/09.11.2016 FOLIO 40552

8.6 VINES CREEK - NORTH MACKAY - DRAINAGE STUDY


Purpose

The purpose of this report is to inform Council of the work completed on the Vines

Creek Drainage Study.

As part of the 2015/2016 Operational Budget, funding was allocated to undertake a

Flood Study of the North Mackay Local Catchment area of the Vines Creek Catchment.

The Study involved developing baseline flood characteristics associated with local

rainfall events, assessing impacts of potential outflows from the Pioneer River,

confirming the efficiency of the existing drainage infrastructure and testing potential

structural and non-structural mitigation measures to address Pioneer River, Storm

surge and local catchment inundation events over a range of annual exceedance

probability (AEP) events to determine areas of the existing stormwater drainage

network that may require augmentation or mitigation.


Flooding in the Vines Creek Catchment and adjoining areas can occur as a result

of two different flood mechanisms (or a combination of both) as described

below:

Flooding due to rainfall over the Pioneer River Catchment triggering

over-levee flows into the North Mackay area which is outside the scope

of the Study. This only occurs in less frequent, large magnitude Pioneer

River flood events.

Flooding due to local rainfall over the Vines Creek Catchment

AECOM Australia Pty Ltd was commissioned by Council to undertake a drainage Study

for the Vines Creek Catchment in North Mackay. The Study assesses and quantifies the

potential flood risk posed by local rainfall events over a range of annual exceedance

probability (AEP) events and determines areas of the existing stormwater drainage

network that may require augmentation or mitigation.


MIN/09.11.2016 FOLIO 40553

Hydrology

The hydrologic approach taken to define runoff within the Study area was the

application of rainfall directly onto the two dimensional hydraulic model (rain-on-

grid).

Standard techniques from Australian Rainfall & Runoff were used to determine

rainfall intensities from the 30 minute duration storm up to the 12 hour duration storm

for the 1% AEP events. Rainfall intensities were then determined for the critical

duration for the 39%, 18%, 0.5% and 0.2% AEP events.

Hydraulic Model Development

An integrated one-dimensional (1D)/two-dimensional (2D) numerical hydraulic model

was developed to simulate flood behaviour within the Study area through solving of

the depth averaged two-dimensional momentum and continuity equations for free-

surface flow.

Underground pipes were incorporated into the model as the 1D element which is

dynamically linked to the 2D domain via pit structures.


MIN/09.11.2016 FOLIO 40554

The base model topography for the 2D model was derived from LiDAR data (flown

in 2009) which was supplied by Council. The data was supplied as a 1 m resolution

Digital Elevation Model (DEM). A number of updates to the base DEM were

completed to better represent current ground conditions. The final DEM was used

within all calibration, Base Case Design Event and Developed Case Design Event

simulations.

Critical Duration

The critical storm duration for the Study area was assessed by simulating the 30, 60,

120, 180 and 360 minute durations for the 1% AEP event.

The 30 minute and 120 minute storm durations were found to be critical across the

majority of the Study area. A comparison between the 30 minute and 120 minute

duration Peak Water Surface Elevation (PWSE) showed the 120 minute duration storm

event to result in higher water elevations throughout the majority of the Study area.

For this reason, the 120 minute storm was selected as the critical duration for the

Vines Creek Catchment Drainage Study.


MIN/09.11.2016 FOLIO 40555


MIN/09.11.2016 FOLIO 40556

Base Case Modelling

The critical duration was applied to the 39%, 18%, 1%, 0.5% and 0.2% AEP events.

The Base Case modelling shows:

Flood waters are generally contained within the road reserve for the 39%

AEP and 18% AEP Events

In the 1% AEP event, runoff is no longer contained within road reserves,

with overland flow paths through the urbanised areas evident. This is

particularly obvious in the allotments between Vine Street and Knobel

Street where a flow path can be identified with depths between 300mm and

500mm. Also, overland flow can be seen on the open area leading to

Bundesen Street.

Throughout all modelled AEP events, the closure of stormwater drainage

outlets (representing a concurrent Pioneer River flood event) heavily

impacts the areas East of Goldston Street between Vines Street and Creek

Street. In the 1% AEP event, the majority of this area has peak water depths

of between 500mm and 700mm.

Flood extents, depths and velocities continue to increase with greater

magnitude events.

Two separate Base Case scenarios were established, as summarised below:

Base Case E0 Scenario – Levee Culvert Gates Open

The scenario represents local catchment flooding within the Study area assuming free

flow conditions through culverts penetrating the levee system

Base Case E1 Scenario – Levee Culvert Gates Closed

The scenario represents local catchment flooding within the Study area occurring

concurrently with elevated tidal plane or raised Pioneer River flood levels which has

closed backflow prevention devices.

Summary of Base Case Peak Flood Heights (E0)

Location

Point

Elevation

(mAHD) *

PWSE (mAHD)

39% AEP 18% AEP 1% AEP 0.5% AEP 0.2% AEP

Creek / Goldston 5.46 5.60 5.62 5.69 5.71 5.73

Knobel / Goldston 5.44 5.48 5.49 5.54 5.55 5.57

Vine / Goldston 5.22 5.34 5.37 5.45 5.47 5.54

Martin / Goldston 5.86 5.86 5.86 5.91 5.92 5.93

Carr 1 4.96 5.08 5.13 5.30 5.35 5.40

Carr 2 5.96 5.99 6.00 6.02 6.03 6.04

Martin / Carr 5.53 5.60 5.62 5.68 5.69 5.71

Carr / Creek 5.27 5.41 5.46 5.58 5.61 5.65

Knobel 5.06 5.23 5.26 5.38 5.45 5.54


MIN/09.11.2016 FOLIO 40557

Location

Point

Elevation

(mAHD) *

PWSE (mAHD)

39% AEP 18% AEP 1% AEP 0.5% AEP 0.2% AEP

Knobel / Basset 5.76 5.77 5.78 5.83 5.84 5.85

Basset / Martin 6.65 6.66 6.66 6.68 6.69 6.70

Basset / Vine 5.44 5.45 5.47 5.56 5.58 5.60

Slade Point Road 5.26 5.61 5.63 5.69 5.70 5.72

Grendon / Cornwall 6.80 6.81 6.81 6.81 6.82 6.82

Cornwall / Keller 6.16 6.21 6.22 6.23 6.24 6.25

Vine St 4.60 5.20 5.21 5.36 5.44 5.53

Cornwall 6.20 6.28 6.30 6.34 6.36 6.37

Keller 6.09 6.18 6.19 6.24 6.26 6.28

Keller (North) 5.79 5.93 5.96 6.03 6.05 6.07

Palmer / Grendon 6.34 6.36 6.37 6.38 6.39 6.40

Palmer / Thornber 5.83 5.96 5.96 5.96 5.96 5.96

Palmer / Keller 5.68 5.80 5.81 5.86 5.87 5.88

Palmer / Howland 5.55 5.60 5.64 5.73 5.76 5.78


MIN/09.11.2016 FOLIO 40558


MIN/09.11.2016 FOLIO 40559

Summary of Base Case Peak Flood Heights (E1)

Plot Output Location 2yr 5yr 100yr 200yr 500yr

CreekGoldston 5.62 5.66 5.80 5.83 5.86

KnobelGoldston 5.61 5.66 5.80 5.83 5.86

Vine/Goldston 5.61 5.66 5.80 5.83 5.86

Martin/Goldston 5.88 5.89 5.92 5.93 5.95

Carr1 5.90 5.92 5.97 5.99 6.01

Carr2 5.99 6.00 6.02 6.03 6.04

Martin/Carr 5.69 5.70 5.80 5.83 5.86

CarrCreek 5.61 5.66 5.80 5.83 5.86

Knobel 5.61 5.66 5.80 5.83 5.86

Knobel Basset 5.77 5.78 5.83 5.84 5.86

BassetMartin 6.66 6.66 6.68 6.69 6.70

BassetVine 5.61 5.66 5.80 5.83 5.86

SPR1 5.61 5.63 5.69 5.71 5.72

GrendonCornall 6.81 6.81 6.81 6.82 6.82

CornwallKeller 6.21 6.22 6.24 6.24 6.26

EndVIne 5.61 5.66 5.80 5.83 5.86

Cornwall 6.28 6.30 6.35 6.36 6.38

Keller 6.18 6.19 6.24 6.26 6.28

KellerN 5.93 5.96 6.03 6.05 6.08

palmerGrendon 6.36 6.37 6.39 6.39 6.40

PalmerTHornber 5.96 5.96 5.96 5.96 5.96

PalmerKeller 5.80 5.81 5.86 5.87 5.88

PalmerHowland 5.60 5.64 5.74 5.76 5.79


MIN/09.11.2016 FOLIO 40560

Non-Structural Mitigation Options

A number of non-structural flood mitigation measures were outlined for review. These

were broadly broken into the following areas:

Community Awareness


MIN/09.11.2016 FOLIO 40561

Land Use Planning and Development Control

Emergency Management Planning

The recommendations from the non-structural mitigation investigation are

summarised in attachments to the report.

Structural Mitigation Options

The potential for some mitigation options to be implemented is restricted by the land

available and the ability to undertake construction through or around the existing

levee system. The mitigation options which could be beneficial in this catchment

include:

Detention Basins

Additional Drainage Penetrations through the Levee System

Pump Systems

However due to lack of available space in the area, the use of detention basins as

mitigation measures is not possible without private property acquisitions. This is not

deemed feasible at this stage but could be considered by Council in the future if

warranted. Therefore, the mitigation options which have been investigated in this

Study include pump systems and additional drainage structures.

The assessed structural mitigation options are summarised below:

D1 – Levee Gate Closed Scenario with a 5 m3/s Stormwater Pump

D2 – Levee Gate Closed Scenario with a 2 m3/s Stormwater Pump

D3 – Levee Gate Closed Scenario with an 8 m3/s Stormwater Pump

D4a – Levee Gate Open Scenario - additional 1 x 750RCP through the

levee at end of Knobel Street

D4b – Levee Gate Open Scenario - additional 3 x 750RCP through the

levee at end of Knobel Street

D4c – Levee Gate Open Scenario - additional 3 x 750RCP through the

levee at end of Knobel Street and in combination with an additional 1 x

1050 RCP through the levee at the end of Vine Street

D4d – Levee Gate Open Scenario - additional 1 x 750RCP

through the levee at end of Knobel Street, duplicated stormwater

system along Knobel Street from Goldston Street to Levee,

additional inlet on Goldston Street

Sketches indicating these proposals are appended to this report.


MIN/09.11.2016 FOLIO 40562

Developed Case – Difference in Peak Water Surface Elevation (PWSE)

The Developed Case scenarios which have been modelled as part of this Study

provide a range of benefits in reducing flood levels and extents. The appended Table

provides a summary of the difference in PWSE at key locations throughout the Study

area.

Developed Case – Difference in Property Impacts

Preliminary property impacts (above floor flooding) were assessed for the Base Case and

Developed Cases. The comparison between the Base Case and Developed Case

property impacts is provided in the Table below. Note that a negative difference shows

a reduction in the number of properties with above floor flooding.

Estimated Residential Dwellings Experiencing Above Floor Flooding in the 1%

AEP Event

Scenario / Description

Estimated No. of

Houses with

Above Floor

Flooding

Increase /

Decrease in

Affected

Dwellings

E0 – Base Case Levee Gates Open (1%

AEP) 4 -

E1 – Base Case Levee Gates Closed (1%

AEP) 36 -

D2a – Developed Case, 2 m3/s Pump (1%

AEP) (Levee Gates Open) 4 -2

D2 – Developed Case, 2 m3/s Pump (1%

AEP) (Levee Gates Closed) 23 -11




AEP) (Levee Gates) Closed) 11 -25




AEP) (Levee Gates Closed) 10 -26

D4a – Additional 1 x 750 RCP (Levee

Gates Open) 4 -2

D4b – Additional 3 x 750 RCP (Levee

Gates Open) 4 -2


MIN/09.11.2016 FOLIO 40563

D4c – Additional 3 x 750 RCP and 1 x

1050 RCP (Levee Gates Open) 4 -2

D4d – Additional 750 RCP and Duplicate

Stormwater Line through Knobel

Street(Levee Gates Open)

4 -2

Tangible Flood Damages Assessment

The Tangible Flood Damages Assessment provides estimates of the potential

reduction in flood damages in North Mackay, during a local catchment flood event, as

a result of each proposed Developed Case. The damage calculations were performed

using the WRM and O2 Environmental Residential Stage-Damage Curves

(incorporating ANNUFLOOD Commercial Stage-Damage Curves) to identify the

possible range of flood damages.

It is recommended that the flood damage values estimated using the WRM and O2

Environmental Stage-Damage Curves be considered as upper bounds of flood

damages. The reduction in flood damages during a 1% AEP event is summarised as

follows for the Developed Case scenarios assessed. Reduction in Flood Damages Summary Design Estimated Reduction in Flood Damages

2m3/s Pump (Levee Gates Open) (E0 vs D2a) > $1,000

2m3/s Pump (Levee Gates Closed) (E1 vs D2) $961,376 to $1,347,454


5m3/s Pump (Levee Gates Closed) (E1 vs D1) $1,742,485 to $2,358,842


8m3/s Pump (Levee Gates Closed) (E1 vs D3) $1,811,748 to $2,428,564

1/750 RCP (Levee Gates Open) (E0 vs D4a) > $1,000

3/750 RCP (Levee Gates Open) (E0 vs D4b) > $1,000

3/750 RCP and 1/1050 RCP (Levee Gates Open) (E0 vs D4c) > $1,000

1/750 RCP and Duplicate Knobel Street Line (Levee Gates Open) E0 vs D4d)

> $1,000

In summary, additional levee drainage structures are predicted to provide a reduction

in local catchment flooding, however, they are not expected to further reduce the

number of properties experiencing above floor flooding. In scenarios with local

catchment events with levee gates open, pump station options are unlikely to provide

a reduction in properties that experience above floor flooding similar to above.


MIN/09.11.2016 FOLIO 40564

However, in instances of concurrent events with levee gates closed, pump station

options are deemed the only viable option to reduce the number of properties

experiencing above floor flooding

Indicative Construction Cost Estimate

Indicative structural mitigation construction costs (base year 2016) for structural mitigation

options are summarised in the Table following. Costs included making provision for a

3% annual maintenance fee for the 15 year life of the pumps.

Indicative Structural Mitigation Construction Costs

Mitigation

Option

Description Indicative

Cost

($ 2016) D1 5 m

3/s Stormwater Pump Station $1,170,000

D2 2 m3/s Stormwater Pump Station $925,000

D3 8 m3/s Stormwater Pump Station $1,260,000

D4a D4a – Additional 1 x 750 RCP $120,000

D4b D4b – Additional 3 x 750 RCP $260,000

D4c D4c – Additional 3 x 750 RCP and 1 x 1050 RCP $340,000

D4d D4d – Additional 750 RCP and Duplicate Stormwater

line through Knobel Street $460,000

In addition, based on some assumptions of pump operating times, head characteristics,

labour and power costs, an assessment of the annual pump operating costs has been

made in terms of the following:

Cleaning, Inspection and Testing - $11,500 pa

Maintenance Consumables - $8,000 pa

Power - $500 pa

Estimated Annual Total Operational Costs - $20,000 pa


Director Engineering & Commercial Infrastructure

Design Co-Ordinator

Manager Strategic Planning

Principal Engineer Strategic Planning


Implementation of the structural mitigation improvements identified and recommended

(D4a and D1), would result in the need for an estimated $1.29M future capital plus


MIN/09.11.2016 FOLIO 40565

annual operational costs in the order of $20,000 pa. At this point, no such expenditure

has been allocated as part of the 20 Year Capital Works Program for the Roads and

Drainage functional areas.

Potential structural mitigation options should be included in the Flood and Stormwater

Implementation Plan under the Stormwater Strategy.


The flood hazards during the various scenario 1% AEP events are shown on the

appended mapping.

As a general comparison between the Hazard Maps for the Base Case scenario (Gates

Open) and the Developed Case models (D1-D3) the following points were identified:

1. The implementation of a stormwater pump significantly lessens the hazard

level in the area bounded by Goldston Street, Vines Street and Knobel Street.

The pump sizes have the following effects:

5m3/s Pump (D1 Scenario) – Reduces the majority of the area to a

low hazard area (shown previously in E1 Scenario as Medium)

2m3/s Pump (D2 Scenario) – Reduces the extent of the

‘medium’ hazard level footprint

8m3/s Pump (D3 Scenario) – Reduces the majority of the area to

a low hazard area and creates a lower hazard level than the E1

scenario

2. Areas of the Study area which are not benefited by the pump have hazard

levels consistent with the E1 scenario.

3. The Flood Hazard Maps for the D4a to D4d scenarios can be seen in the main

report Volume 2 for information. When comparing these Flood Hazard Maps to

that of the 1% AEP E0 scenario, it can be seen that there is a slight reduction in

the extent of the higher level flood hazard levels, however, the differences are

minimal.

4. The other major implication may be that should the structural mitigation

measures not be adopted, some reputational risk to Council may exist, given

that even though the mitigation measures have limited real effect, Council may

not be being seen to address the existing inundation issues during extreme and

lower order events.

Conclusion

There are a number of key findings of this Study including:


MIN/09.11.2016 FOLIO 40566

The Study area has a short critical duration in both the Base Case

and the Developed Case scenarios ranging from 1 hour to 3 hours

across the majority of the Study area.

There is potential for over floor flooding within the Study area;

however, the number of inundated properties will need to be

confirmed using surveyed floor levels.

Flooding within some parts of the Study area can be attributed to

a lack of levee culvert capacity, minimal stormwater detention

areas and implications due to concurrent tidal/ Pioneer River tail

water conditions.

In the absence of formal interior levee drainage management

infrastructure, there is predicted to be a significant increase in the

number of properties experiencing above floor flooding if

concurrent local catchment/Pioneer River flood events occur.

Impacts are further exacerbated if longer duration local catchment

flood events occur in combination with elevated Pioneer River

levels.

Additional levee drainage structures at Knobel Street (i.e.

Scenario D4a) are predicted to reduce the number of inundated

properties in a local catchment event. Further additional levee

drainage structures (i.e. Scenarios D4b, D4c and D4d) may

provide additional flood reduction benefits but are not predicted to

further reduce the number of properties experiencing above floor

flooding, in comparison to Scenario D4a.

Pump station options are likely to provide a similar reduction in

properties that experience above floor flooding as the options for

additional levee drainage structures (for local catchment events

with levee gates open).

A pump station is deemed to be the only viable option to reduce

the number of properties experiencing above floor flooding in

concurrent flood events where levee gates and culverts are

closed.

It is likely that a significant pump station (i.e. >8m3/s peak

discharge) would be required to reduce property impacts in a

concurrent flood event (levee gates closed) to that which is

experienced in a local catchment event (levee gates open).

A range of non-structural mitigation options should be

considered by MRC and implemented in conjunction with any

future structural mitigation options.

From the outcomes of this Study, it is recommended that:


MIN/09.11.2016 FOLIO 40567

Study findings are used to inform Council’s current Community

Awareness Campaign

The TUFLOW Model is validated for future flood events

Further more detailed assessment be undertaken to assess the

implications of concurrent flood events and the potential impacts

to flood risk within the Study area

Non-structural measures should be considered for incorporation

into the Mackay Planning Scheme

It is recommended that Option D4a and Option D3 are taken

forward for further assessment and optimisation

Further works are recommended, including:

Flood Damages Assessment to assess the reduction in Tangible

Flood Damage provided by the structural flood mitigation works. It

is recommended that this be undertaken using surveyed floor

heights

Should the structural mitigation options be shown to provide a

positive economic benefit, further business case development

and evaluation should be undertaken prior to proceeding to project

staging and budgeting. This information would also support

future funding applications

Potential structural mitigation options should be included in the

Flood and Stormwater Implementation Plan under the Stormwater

Strategy and prioritised using the Multi Criteria Assessment

Framework to determine priority for funding and delivery under

the Capital Works Program


THAT the Committee endorses the Vines Creek – North Mackay Drainage Study

noting recommendations that further analysis be undertaken subject to which it be

used as the basis for informing planning controls for urban development within

the catchment.

FURTHER THAT the Committee note and confirm acceptance of the suggested

structural and non-structural mitigation options noting that delivery of these

options will be subject to prioritisation under the Flood and Stormwater

Implementation Plan.



MIN/09.11.2016 FOLIO 40568



CARRIED


MIN/09.11.2016 FOLIO 40569

8.7 ATTENDANCE OF COUNCILLOR AT LAWMAC MEETING - 24 &

25 NOVEMBER 2016


Purpose

To seek confirmation for Cr Bonaventura to attend the next LAWMAC meeting in

Mareeba on

24th

and 25th November 2016.


Cr Paton is the nominated LAWMAC Councillor representative for Mackay Regional

Council. The opportunity for additional Councillors to attend meetings such as this

provides for greater exposure to the key issues and practices occurring in the waste

industry.

Cr Laurence Bonaventura is a member of the Infrastructure & Services Standing

Committee. The Waste Services Program falls within the terms of reference of this

Committee.

Cr Bonaventura previously attended LAWMAC meetings in his capacity as Waste

Portfolio Councillor during his last term of council and, as such, built relationships

within the waste arena both as a means to gain further knowledge and to benefit

Mackay Regional Council's Waste Services Program.


Through discussion with the Infrastructure & Services Standing Committee

Chairperson, Cr May, and the Director Engineering & Commercial Infrastructure, Cr

Bonaventura has made the request as required through the Chief Executive Officer.


The costs involved would normally be travel and accommodation costs only. These

costs will be borne by the Councillor budget within the Office of the Mayor and CEO,

however Cr Bonaventura has made arrangements for accommodation and therefore no

costs for accommodation will be incurred by Council on this occasion.


N/A


MIN/09.11.2016 FOLIO 40570

Conclusion

It will be of value to Mackay Regional Council for Cr Laurence Bonaventura to attend

the next LAWMAC meeting in Mareeba on 24th

and 25th November 2016 where he

will continue to foster the relationships formed at past LAWMAC meetings and gain

further insights into the current challenges facing the waste industry.


THAT the Committee endorse the attendance of Cr Bonaventura at the next

LAWMAC meeting in Mareeba on 24 & 25 November 2016.



Moved Cr Walker Seconded Cr Paton

CARRIED

8.8 DRAFT MEETING MINUTES - WATER & WASTE ADVISORY

BOARD - 24 OCTOBER 2016


Purpose

Attached is a copy of the Draft Minutes of the Water & Waste Advisory Board Meeting

held on 24 October 2016, for information purposes.


THAT the Minutes of the Water & Waste Advisory Board Meeting dated 24

October 2016 be received.



Moved Cr Casey Seconded Cr Bella

CARRIED


MIN/09.11.2016 FOLIO 40571

9. TENDERS:

9.1 MRC 2017-007 FOOTPATH AND BOAT RAMP CLEANING

File No MRC 2017-007 Footpath and Boat Ramp Cleaning


Purpose

To present to Council the tenders submitted for MRC 2017-007 Footpath and Boat

Ramp Cleaning for approval and awarding of the contract.


Mackay Regional Council (Council) issued tender documents seeking suitably

experienced contractors to undertake cleaning of nominated constructed footpaths and

boat ramps within the Mackay region.

A number of high volume traffic footpath sections within the Mackay City Centre night

entertainment precinct require weekly cleaning with other areas requiring cleaning on a

less frequent basis. Cleaning is part of an annual sweeping and cleaning maintenance

program. The cleaning of boat ramps’ surface is required on a regular basis to maintain

usability and minimise slip hazards for the ramp users.

The contract was specified for a one year period with two options of a one year

extension at Council’s discretion with the proposed commencement date being in

November 2016.

Tenders were invited on 30 July 2016 via Council’s website and advertised locally in

the Daily Mercury.

The following submissions were received by the closing time of 10.00am on Tuesday,

23 August, 2016:

Tenderer Location

McEwans Cleaning Mackay

Conquer Solutions Mackay

Clean Feeling Mackay

Blue Wave Pressure Cleaners Mackay

Greener Cleaning Mackay

Eric & Magdolna Taylor t/a CQ Ramp Cleaning Pty Ltd Mackay

NQ Water Service Pty Ltd Mackay

Groundvac Pty Ltd t/a Groundvac Mackay

Jims Mowing Mt Pleasant Mackay

Mine Coat Plus Pty Ltd Mackay

Seaforth Civil Pty Ltd Mackay


MIN/09.11.2016 FOLIO 40572

An initial compliance check was conducted on 1 September 2016 to identify

submissions that were non-conforming with the requirements of the Request for Tender

(RFT). This included compliance with contractual requirements and provision of

requested information.

All submissions were progressed through to the Qualitative Criteria Assessment on the

basis that all terms, conditions and requirements of the RFT had been met.

During the evaluation, tenderers were assessed against the nominated qualitative

criteria, as per the following weightings, as advertised in the tender documents:

a) Relevant Experience 25%

b) Key Personnel Skills & Experience 25%

c) Tenderers’ Resources 25%

d) Demonstrated Understanding 25%

During the initial Evaluation Meeting on 1 September 2016, the Evaluation Panel

reviewed all submissions.

Tenderer Approximate Schedule of Rates Price

per annum (excl GST)

Footpath

Cleaning

Boat Ramp

Cleaning

Combined

Footpath &

Boat Ramp

Cleaning

McEwans Cleaning $76,146.00 $50,622.00 $126,768.00

Conquer Solutions $130,470.00 $52,140.00 $182,610.00

Clean Feeling $136,952.00 $38,352.00 $175,304.00

Blue Wave Pressure Cleaners $504,271.20 $49,680.00 $553,951.20

Greener Cleaning $681,087.04 $158,044.56 $839,131.60

CQ Ramp Cleaning Pty Ltd $134,125.00 $64,500.00 $198,625.00

NQ Water Service Pty Ltd $62,676.09

Groundvac Pty Ltd T/A

Groundvac

$109,980.00

Jims Mowing Mt Pleasant $89,034.12

Mine Coat Plus Pty Ltd $292,266.82 $169,732.40 $461,999.22

Seaforth Civil Pty Ltd $99,348.00

The previous Footpaths/Boat Ramps Tender (2015) was separated and awarded as two

Contracts. The Footpath Cleaning Contract has continued with CQ Ramp Cleaning

completing the works without issue. The Boat Ramp Cleaning Contract had an early

termination by the incumbent in early July 2016. This Contract had many quality

issues raised which led to safety concerns and an insurance claim for injury on the

incumbent. The decision by the incumbent to terminate the Contract was accepted by

Council due to increasing problems that had been raised by Council and where

adequate response or action was not taken by the incumbent.


MIN/09.11.2016 FOLIO 40573

Council engaged CQ Ramp Cleaning to undertake all outstanding cleaning and upkeep

on the ramps to make safe and once this was complete retained CQ Ramp Cleaning to

continue with the regular cleaning program.

With the early termination and continual supervision required for this previous

incumbent, the Contract specification was reviewed, prior to the tender being released,

to ensure all parties delivering a submission understood the nature and constraints of

the Contract.

A detailed evaluation was undertaken, on all weighted Key Criteria of the tender, of all

submissions for both areas of the proposed Contract with the following outcomes based

on the submitted documentation in above ranked order.

Generally, there were a large number of inexperienced companies presenting

submissions outside their core business operations with relevant experience both at a

company level and personnel level very low and in some cases non-existent. Of all the

respondents, only five companies provided relevant equipment details.

On 16 September 2016 the Evaluation Panel had completed reviews of all submissions

and evaluations. Based on the scoring from the Evaluation Panel and detailed review of

all submissions including risk to MRC, Eric & Magdolna Taylor T/A CQ Ramp

Cleaning Pty Ltd was assessed with the highest qualitative score for both sections of the

Contract.

Eric & Magdolna Taylor T/A CQ Ramp Cleaning Pty Ltd has demonstrated a thorough

understanding of Council's requirements in regards to ensuring members of the public

are not inconvenienced during the delivery of the services and have the previous

experience in completing the works to Council’s requirements. Their submission was

the only submission to address all areas with the relevant information to confirm

experience.

Eric & Magdolna Taylor T/A CQ Ramp Cleaning Pty Ltd is the fourth lowest pricing

submitted for a combined contract. Lower pricing was received from McEwans

Cleaning, Clean Feeling and Conquer Solutions with prices differing from

approximately $16,000 to $71,857 from the lowest price quoted. There is also

approximately a $50,000 price increase from the lowest to the second placed pricing.

McEwans Cleaning, Clean Feeling and Conquer Solutions did not have experience,

personnel, equipment or insurances to complete the work. There was no history

provided from each submitter to support pressure cleaning activities of footpaths and

boat ramps. The maintenance of boat ramps is seen as a high risk activity for Council

given the number of users and the level of complaints received. As indicated, there was

a recent claim made against Council under the previous contract due to the level of

cleaning of the boat ramp not being sufficient. The option of a face to face meeting with

each of these tenderers will be offered to allow us to discuss, in more detail, the areas

that were deficient in their submissions to allow each contractor to focus on this for

future opportunities with Council.

It is for this reason and evidence from the submissions and evaluations of same, that

awarding of both the footpath and boat ramp cleaning services, as one contract, to Eric


MIN/09.11.2016 FOLIO 40574

and Magdolna Taylor T/A CQ Ramp Cleaning Pty Ltd would present the best value for

money and quality requirements and risk mitigation for Council.

The evaluation of the tender was conducted by:

Maintenance Superintendent - Civil Operations

Supervisor - Civil Operations

Central Area Coordinator - Civil Operations

Contracts Officer - Procurement and Plant


Consultation was conducted between Civil Operations and Procurement & Plant prior

to the Request for Tender being released.

Further consultation was held during the tender and evaluation phase between Civil

Operations and Procurement and Plant.


Description Amount Notes

Project Name

Expenditure to Date Nil

Contract Price 198,625.00 Eric & Magdolna Taylor T/A CQ Ramp

Cleaning Pty Ltd

Project Risks 9,931.00 5% Allowance for Extra Scope

Council’s Costs Nil Below the Line Costs for Council

Estimated Cost of Project 208,556.00

BUDGET

Annual Budget for

2016/2017

176,000.00

BALANCE 32,556.00 Projected Budget Deficit - Funding to be

addressed through December Budget

Review


The condition of the boat ramp surface is a high risk area associated with slips and falls

and hence injury to ramp users. The regular cleaning program and inspection regime

will assist in managing this risk and Council’s liability.


MIN/09.11.2016 FOLIO 40575

Footpath cleaning in the high profile business districts significantly improves the

appearance of the footpath environment, hence reducing the risk of adverse impacts and

perceptions.

Conclusion

That awarding the Contract as one contract to Eric & Magdolna Taylor T/A CQ Ramp

Cleaning Pty Ltd commencing November 2016 for a one year period with the option of

two 1 year extensions, at Council’s discretion, represents the most advantageous

outcome with quality, risk and demonstrated value for money to Mackay Regional

Council based on experience, demonstrated understanding of Council’s requirements

and pricing.


THAT Council award the schedule of rates contract MRC 2017-007 Footpath and

Boat Ramp Cleaning as one contract to Eric & Magdolna Taylor T/A CQ Ramp

Cleaning Pty Ltd for a one year period with the option of two 1 year extensions.

The Director of Engineering and Commercial Infrastructure (DECI) spoke to the report

and advised the reasons behind the Officers Recommendation.

Cr Bella advised he welcomed giving some of the unsuccessful tenderers the

opportunity to do some small works to gain the experience required to become a viable

alternative with regard to be allocated the tender would be extremely valuable. This

will allow applicants without the necessary experience to gain the experience required

it would make the tendering more competitive.



Moved Cr Paton Seconded Cr Walker

CARRIED

10. CONSIDERATION OF NOTIFIED MOTIONS:

Nil

11. PUBLIC PARTICIPATION:

Nil


MIN/09.11.2016 FOLIO 40576

12. LATE BUSINESS:

Cr Casey advised that he has been nominated for and successfully appointed onto the

LGAQ Roads and Transport Advisory Group.


MIN/09.11.2016 FOLIO 40577

13. CONFIDENTIAL REPORTS:

13.1 ENGINEERING & COMMERCIAL INFRASTRUCTURE BI-

MONTHLY LEGAL REPORT - OCTOBER 2016

Confidential Legal Report - Subject to Legal Professional Privilege


Council Resolution

THAT the Report be received.


CARRIED

14. MEETING CLOSURE:

The meeting closed at 10.03 am.

15. FOR INFORMATION ONLY:

Nil

Confirmed on Wednesday 7 December 2016

………………………………………

CHAIRPERSON


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APPENDIX / ATTACHMENTS


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Documents

INFRASTRUCTURE AND SERVICES STANDING COMMITTEE … · 2016-11-15 · FINAL MINUTES WEDNESDAY 9 NOVEMBER 2016 MIN/09.11.2016 FOLIO 40532 Table of Contents Folio Date Particulars 40533