Ryde Civic Hub Committee AGENDA NO. 2/15 · 7/14/2015 · ITEM 2 (continued) Agenda of the Ryde Civic Hub Committee Report No. 2/15, dated Tuesday 14 July 2015. An overview of the

Ryde Civic Hub Committee AGENDA NO. 2/15

Meeting Date: Tuesday 14 July 2015 Location: Committee Room 2, Level 5, Civic Centre, 1 Devlin Street, Ryde Time: 5.30pm

NOTICE OF BUSINESS

Item Page

1 CONFIRMATION OF MINUTES - Ryde Civic Hub Committee Meeting

held on 9 June 2015 ......................................................................................... 1 2 CIVIC CENTRE - OVERVIEW OF WHS INCIDENTS AND

MAINTENANCE EXPENDITURE ..................................................................... 6

Ryde Civic Hub Committee Page 1

Agenda of the Ryde Civic Hub Committee Report No. 2/15, dated Tuesday 14 July 2015.

1 CONFIRMATION OF MINUTES - Ryde Civic Hub Committee Meeting held on 9 June 2015

Report prepared by: Section Manager - Governance File No.: CLM/15/1/7/2 - BP15/851

REPORT SUMMARY

In accordance with Council’s Code of Meeting Practice, a motion or discussion with respect to such minutes shall not be in order except with regard to their accuracy as a true record of the proceedings.

RECOMMENDATION:

That the Minutes of the Ryde Civic Hub Committee 1/15, held on 9 June 2015, be confirmed.

ATTACHMENTS 1 MINUTES - Ryde Civic Hub Committee Meeting - 9 June 2015


ITEM 1 (continued) ATTACHMENT 1


Ryde Civic Hub Committee MINUTES OF MEETING NO. 1/15

Meeting Date: Tuesday 9 June 2015 Location: Committee Room 2, Level 5, Civic Centre, 1 Devlin Street, Ryde Time: 5.30pm Councillors Present: The Mayor, Councillor Pickering and Councillors Etmekdjian (Chairperson), Maggio, Pendleton, Salvestro-Martin and Stott. Note: Councillor Salvestro-Martin arrived at the meeting at 5.42pm, during discussion

of Item 1. Note: Councillor Salvestro-Martin left the meeting at 6.05pm during discussion on

Item 2 and did not return. He was not present for voting on Items 2 and 3. Apologies: Nil.

Leave of Absence: Councillor Perram.

Staff Present: General Manager, Group Manager – Corporate Services, Acting

Group Manager – Community Life, Group Manager – Environment and Planning, Acting Group Manager – Public Works, Manager – Urban Planning, Manager – Community and Culture, Section Manager - Governance and Governance, Risk and Audit Coordinator. DISCLOSURES OF INTEREST Councillor Pendleton disclosed a Less than Significant Non-Pecuniary Interest in Item 2 – Ryde Civic Hub – Overview of International Design Competition Process, for the reason that redevelopment and potential height increase will significantly impact the surrounding area and her opposition to this was a political commitment at the 2012 election. 1 RYDE CIVIC HUB COMMITTEE - CONFIRMATION OF MEMBERSHIP AND

TERMS OF REFERENCE

Note: Councillor Salvestro-Martin arrived at the meeting at 5.42pm, during discussion on this Item.




RECOMMENDATION: (Moved by The Mayor, Councillor Pickering and Councillor Salvestro-Martin) (a) That the Committee note the Terms of Reference as adopted by Council on 12

May 2015 and the Committee’s membership comprising the following:-

Councillor Etmekdjian (Chairperson)

Councillor Salvestro-Martin (Deputy Chairperson)

The Mayor, Councillor Pickering (in his capacity as Mayor)

Councillor Maggio

Councillor Pendleton

Councillor Perram

Councillor Stott (b) That the Committee endorse the amendment to the Terms of Reference as

detailed in the report. Record of Voting: For the Motion: The Mayor, Councillor Pickering and Councillors Etmekdjian, Maggio, Salvestro-Martin and Stott Against the Motion: Councillor Pendleton Note: This matter will be dealt with at the Council Meeting to be held 23 JUNE 2015 in accordance

with the Ryde Civic Hub Terms of Reference. 2 RYDE CIVIC HUB - OVERVIEW OF INTERNATIONAL DESIGN

COMPETITION PROCESS

Note: A supplementary report was tabled and considered in conjunction with this Item and a copy is ON FILE.

Note: Councillor Pendleton disclosed a Less than Significant Non-Pecuniary

Interest in this Item, for the reason that redevelopment and potential height increase will significantly impact the surrounding area and her opposition to this was a political commitment at the 2012 election.

Note: Councillor Salvestro-Martin left the meeting at 6.05pm and was not present

for voting on this Item. RECOMMENDATION: (Moved by Councillors Salvestro-Martin and The Mayor,

Councillor Pickering) (a) That Council endorse the site known as Ryde Civic Hub to be the subject of an

International Architectural Design Competition.




(b) That Council endorse the principles (outlined in this report) to inform the

preparation of the brief for the International Architectural Design Competition, subject to the following amendments;

i. Inclusion of the provision of a bus interchange facility within the site; and

ii. Enhancing and improving the current pedestrian linkages and to explore new and additional options to further enhance the accessibility and intergration of pedestrian linkages to the surrounding precincts

(c) That Council endorse the appointment of a Competition Advisor to coordinate and advise Council on the delivery of the International Architectural Design Competition.

(d) That Council endorse the appointment of a Probity Advisor to provide the

appropriate probity framework for this competition. (e) That Council note the actions taken by the General Manager in the appointment

of the Executive Officer – Civic Hub and an additional Support Officer. (f) That Council endorse the program and timeframes (as outlined in this report) for

the International Architectural Design Competition. (g) That Council allocate a budget of $710,000 to the International Architectural

Design Competition, funded from the Civic Centre Reserve with the balance of $61,000 being transferred from the Fit for the Future Reserve to the Civic Centre Reserve.

Record of Voting:

For the Motion: The Mayor, Councillor Pickering and Councillors Etmekdjian, Maggio and Stott Against the Motion: Councillor Pendleton Note: This matter will be dealt with at the Council Meeting to be held 23 JUNE 2015 in accordance

with the Ryde Civic Hub Terms of Reference. PRECIS OF CORRESPONDENCE 1 RYDE CIVIC PRECINCT PLANNING PROPOSAL - ALTERATION OF

GATEWAY DETERMINATION

Note: Councillor Salvestro-Martin was not present for consideration and voting on this Item.




RECOMMENDATION: (Moved by Councillors Maggio and Stott) (a) That the correspondence be received and noted. (b) That the matter of the deferral of the Ryde Civic Precinct from Ryde LEP 2014

be addressed at such time as the preferred design and use of the precinct is determined by Council as part of the International Design Competition process.

Record of Voting: For the Motion: Unanimous Note: This matter will be dealt with at the Council Meeting to be held 23 JUNE 2015 in accordance

with the Ryde Civic Hub Terms of Reference.

The meeting closed at 6.22pm.

CONFIRMED THIS 14TH DAY OF JULY 2015.

Chairperson



2 CIVIC CENTRE - OVERVIEW OF WHS INCIDENTS AND MAINTENANCE EXPENDITURE

Report prepared by: Group Manager - Corporate Services File No.: CSG/14/3/22 - BP15/930

REPORT SUMMARY

This report provides the Committee an overview of the history of works undertaken in the Civic Centre since 2008/2009, the projected works for the Civic Centre in the next 1 – 3 years, in addition to the normal annual on-going maintenance. This report also details all Work Health and Safety (WHS) incident reports, relating to the Civic Centre, for the last 3 years. The estimate of works proposed over the next 12 months is $659,000 with additional works estimated at $1,080,000 that are likely to be required to be undertaken within the next 3 years. Both these estimates include an allowance for project management fees and contingency, with the details of these works provided in the report. The report details that for the 2014/2015 year, Council recorded 19 WHS incidents in the Civic Centre that included incidents such as falling ceiling tiles, electrical shocks to staff, water penetration into the building and a lift breakdown caused by an electrical fault. The report also provides details of the WHS incidents for the 2013/2014 and 2012/2013 years. The report recommends that the Committee note the overview of the Civic Centre expenditure and WHS incidents provided in this report, especially noting that expenditure is proposed to escalate in the next few years, due to the deterioration and age of the Civic Centre building. The details in this report reinforce the need for Council to maintain the $1 million budget allocation for Civic Centre essential maintenance works.

RECOMMENDATION: That the Committee note the information relating to the Civic Centre and Civic Hall detailed in this report, relating to expenditure for previous years since 2008/2009, the projected expenditure for 2015/2016 and the details relating to Work Health and Safety incident reports for the years 2012/2013 to 2014/2015.

ATTACHMENTS 1 Civic Hub Incidents 2014-15 to 2012-13 Report Prepared and Approved By: Roy Newsome Group Manager - Corporate Services


ITEM 2 (continued)


Discussion Council has considered the Civic Centre - Maintenance and proposed Refurbishment works on a number of occasions over the past 2-3 years. The last time Council considered this matter was at Council’s meeting on 11 November 2014. At this meeting, Council considered various options to maintain and refurbish the Civic Centre. These were; Option 1 - Essential compliance and maintenance works only. Excluded are works associated with voluntary fire service works – Est. $4.3 million Option 2 - Essential compliance and services maintenance works including refurbishment/fit out works and including voluntary fire service works – Est. $14.076 million Option 3 - Essential compliance and service maintenance works including minor fit-out works excluding voluntary fire services works – Est. $9.4 million As a result of Council’s consideration of this matter, Council resolved as follows;

(a) That Council note the report and require the Acting General Manager to ensure all necessary maintenance is undertaken on the Civic Centre and Civic Hall as required.

(b) That Council maintain a budget of $1 million in each year to allow for any

required works to be undertaken funded from Council’s Investment Property Reserve.

(c) That Council review its position in respect of this matter following the

outcomes and advice from the State Government in respect of the Fit for the Future process.

As a result of the above resolution, Council staff have addressed maintenance works on a ‘as required’ basis. This approach has been the consistent approach taken by staff, as a result of Council’s decision not to progress the previous proposed redevelopment of the Civic Centre site.


ITEM 2 (continued)


An overview of the previous work undertaken by Council in the Civic Centre over the period 2008/2009 – 2013/2014 is as follows; 2008/2009 2009/2010 2010/2011 2011/2012 2012/2013 2013/2014

Annual Maintenance Expenditure (on-going)

497,611

408,852

486,070

463,858

558,909

517,929

Capital Works

Modification to office layout including upgrade to meeting rooms

59,106

11,718

Upgrade of staff breakout area

84,863

Air Conditioning – Lift Room

9,787

Civic Centre Foyer

104,856

Air Conditioning – Civic Centre

241,875

3,750

Urgent Sewer Works/Stormwater damage

59,620

Civic Centre – Refurbishment Assessment of Building and all services

* 242,993

Sub Total

59,106

11,718

- 441,381

63,370

242,993

Total

556,717

420,570

486,070

905,239

622,279

760,922

* Amended due to adjustment to Project Management Fee


ITEM 2 (continued)


In the 2014/2015 year, the essential works that have been completed or scheduled to commence and be completed over the next 12 months are;


ITEM 2 (continued)


It should be noted from the above list that Item 1 will be reassessed for a revised estimate once the preliminary investigation and results have been completed. In addition to the above list, the works that were previously submitted to Council at its meeting on 11 November 2014, as ‘Essential Compliance and Maintenance Works’ that are likely to arise within the next 3 years, and be required to be undertaken are;

Essential Compliance and Maintenance Works November 2014 – November 2017

$

Emergency Fees – Minor Façade repairs 35,000

Fire Services Work 98,000

Replacement of Hydrant Pump 20,000

Additional Electrical works, including replace lighting controls

42,000

Hydraulic System – Replace fuel boiler for mechanical services

60,000

Replace - hot water units - sub soil pumps, panel and collection well

25,000 25,000

Repairs and maintenance to plant rooms 80,000

Replacement of air pre conditioning unit/exhaust fans/hot water pump/new toilet exhaust system

160,000

Civic Centre façade includes - Stage hire - Replace glazing seals/expansion joints

and other repairs

280,000

Rooftop Membrane replacement 75,000

Rooftop parapet repairs 35,000

Sub Total 935,000

Project Management Fee (15%) 46,750

981,750

Contingency (10%) 98,250 TOTAL 1,080,000

Work Health and Safety An important component of Council’s Work Health and Safety system is to require all staff as part of their responsibilities, to report all WHS incidents. This is actively promoted and maintained throughout all Council’s operations and workplaces. As indicated recently to Council, there have been a number of recent incidents that have occurred in the Civic Centre, highlighting the likely increase in expenditure in maintaining a safe working environment. A summary of the incidents that have occurred within the Civic Centre are as follows;

- 2014-2015 19 incidents; - 2013-2014 16 incidents; - 2012-2013 38 incidents;


ITEM 2 (continued)


From these incidents, a brief summary of the main areas that initiated these incidents are detailed below;

2014-2015 - Ceiling tiles have fallen which has required a full inspection of all floors;

- 2 staff affected by electrical faults on different levels of the building. Full audit undertaken and power boards currently in progress in being replaced;

- Water penetration as a result of heavy rain through various locations, causing damage to carpet, work areas; and

- Lift breakdown caused by electrical fault in Lift Plant room, causing fire alarm to be activated and evacuation of building.

2013-2014 Various slips in work areas

2012-2013 Insect infestation throughout building, which was immediately treated and remedied over a 3 month period.

A full listing by year of all incidents is detailed in ATTACHMENT 1. In all cases, appropriate action was taken to address the incident and to ensure the incident did not re-occur. All matters are given the highest priority to ensure the working environment is maintained in being healthy, clean and safe. Summary

As resolved by Council, staff have addressed essential maintenance items as required on a reactive basis, due to the proposed redevelopment that was being considered for this site. Council further reinforced this approach to be maintained in its decision on 11 November 2014, pending the outcome from the State Government’s Fit for the Future initiative being known. As detailed in this report, expenditure to date, on the building has varied from each year noting that the expenditure required to be spent on the Civic Centre and Civic Hall is increasing, due to the on-going deterioration of each building, that is projected to result in substantial funds being expended over the next 3 years. As indicated, estimated expenditure on the Civic Centre and Civic Hall of $659,000 is planned to be expended over the next 12 months, noting that this amount is likely to increase, once certain aspects of the work are fully specified. The report also identifies that additional expenditure estimated at $1,080,000 is likely to be incurred over the next 3 years.


ITEM 2 (continued)


Financial Implications Following Council’s consideration of the Civic Centre Maintenance Schedule at its meeting on 11 November 2014, Council allocated $1 million in each of the next 4 years to ensure funding was available to meet any necessary essential maintenance. The works identified in this report are expected not to exceed the annual budget allocation, however, if this issue did arise a separate report would be provided to Council. This budget allocation is being funded from Council’s Asset Replacement Reserve.




























Documents

Ryde Civic Hub Committee AGENDA NO. 2/15 · 7/14/2015 · ITEM 2 (continued) Agenda of the Ryde Civic Hub Committee Report No. 2/15, dated Tuesday 14 July 2015. An overview of the