Ryde Civic Hub Committee AGENDA NO. 4/15 · 2015-10-13 · Ryde Civic Hub Committee Page 2 Agenda of the Ryde Civic Hub Committee Report No. 4/15, dated Tuesday 20 October 2015. 2

Ryde Civic Hub Committee AGENDA NO. 4/15

Meeting Date: Tuesday 20 October 2015 Location: Committee Room 2, Level 5, Civic Centre, 1 Devlin Street, Ryde Time: 6.30pm

NOTICE OF BUSINESS Item Page 1 ELECTION OF CHAIRPERSON AND DEPUTY CHAIRPERSON ................... 1 2 CONFIRMATION OF MINUTES - Ryde Civic Hub Committee Meeting

held on 11 August 2015 ................................................................................... 2 3 RYDE CIVIC HUB INTERNATIONAL DESIGN COMPETITION -

STATUS REPORT 2 (OCTOBER 2015) .......................................................... 6 4 CIVIC CENTRE - UPDATE OF WHS INCIDENTS AND MAINTENANCE

EXPENDITURE (REPORT No. 2) .................................................................. 11

Ryde Civic Hub Committee Page 1

Agenda of the Ryde Civic Hub Committee Report No. 4/15, dated Tuesday 20 October 2015.

1 ELECTION OF CHAIRPERSON AND DEPUTY CHAIRPERSON

Report prepared by: Section Manager - Governance File No.: CLM/15/1/7/2 - BP15/1311

REPORT SUMMARY The Chairperson and Deputy Chairperson of the Ryde Civic Hub Committee are elected for a one (1) year term and the following procedures are to be followed for the election process: (a) Determination of method of voting (ordinary ballot, preferential ballot or open

voting). (b) Announcement of nominations. (c) Conduct of election.

RECOMMENDATION: (a) That the Committee determine the method of voting for the election of the Chair

and Deputy Chair. (b) That the General Manager or her delegate, as Returning Officer, undertake the

election of the Chair and Deputy Chair for the ensuing twelve (12) months by announcing the nominations and then conducting the election.

ATTACHMENTS There are no attachments for this report. Report Prepared By: Amanda Janvrin Section Manager - Governance Report Approved By: John Schanz Manager - Governance, Risk and Audit Roy Newsome Group Manager - Corporate Services



2 CONFIRMATION OF MINUTES - Ryde Civic Hub Committee Meeting held on 11 August 2015

Report prepared by: Section Manager - Governance File No.: CLM/15/1/7/2 - BP15/1302

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 3/15, held on 11 August 2015, be confirmed.

ATTACHMENTS 1 MINUTES - Ryde Civic Hub Committee Meeting - 11 August 2015


ITEM 2 (continued) ATTACHMENT 1


Ryde Civic Hub Committee MINUTES OF MEETING NO. 3/15

Meeting Date: Tuesday 11 August 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), Pendleton and Stott. Apologies: Councillors Perram and Salvestro-Martin. Absent: Councillor Maggio. Staff Present: General Manager, Acting Group Manager – Corporate Services, Acting Group Manager – Community Life, Acting Group Manager – Environment and Planning, Group Manager – Public Works, Executive Officer – Ryde Civic Hub, Service Unit Manager – Governance, Risk and Audit 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 International Design Competition – Procurement Strategy and Item 3 – Ryde Civic Hub International Design Competition – Status Report 1 (August 2015), for the reason that her opposition to the redevelopment of the Civic Centre public land with the inclusion of high-rise residential development is consistent with her core commitment made to the electorate at the 2012 election. 1 CONFIRMATION OF MINUTES - Ryde Civic Hub Committee Meeting held

on 14 July 2015

RECOMMENDATION: (Moved by The Mayor, Councillor Pickering and Councillor Stott) That the Minutes of the Ryde Civic Hub Committee 2/15, held on 14 July 2015, be confirmed. Record of Voting: For the Motion: Unanimous Note: This matter will be dealt with at the Council Meeting to be held 25 AUGUST 2015 in accordance

with the Ryde Civic Hub Terms of Reference.




2 RYDE CIVIC HUB INTERNATIONAL DESIGN COMPETITION -

PROCUREMENT STRATEGY

Note: Councillor Pendleton disclosed a Less than Significant Non-Pecuniary Interest in this Item for the reason that her opposition to the redevelopment of the Civic Centre public land with the inclusion of high-rise residential development is consistent with her core commitment made to the electorate at the 2012 election.

RECOMMENDATION: (Moved by the Mayor, Councillor Pickering and Councillor Stott) That the Ryde Civic Hub Committee receives and notes the Civic Hub Procurement Strategy. Record of Voting: For the Motion: The Mayor, Councillor Pickering and Councillors Etmekdjian and Stott Against the Motion: Councillor Pendleton Note This matter will be dealt with at the Council Meeting to be held 25 AUGUST 2015 in accordance

with the Ryde Civic Hub Terms of Reference. 3 RYDE CIVIC HUB INTERNATIONAL DESIGN COMPETITION - STATUS

REPORT 1 (AUGUST 2015)

Note: Councillor Pendleton disclosed a Less than Significant Non-Pecuniary Interest in this Item for the reason that her opposition to the redevelopment of the Civic Centre public land with the inclusion of high-rise residential development is consistent with her core commitment made to the electorate at the 2012 election.

RECOMMENDATION: (Moved by Councillor Stott and The Mayor, Councillor Pickering) That the Civic Hub Committee receives and notes the content of Status Report 1 (August 2015). Record of Voting: For the Motion: The Mayor, Councillor Pickering and Councillors Etmekdjian and Stott Against the Motion: Councillor Pendleton Note This matter will be dealt with at the Council Meeting to be held 25 AUGUST 2015 in accordance

with the Ryde Civic Hub Terms of Reference.




The meeting closed at 5.57pm.

CONFIRMED THIS 20TH DAY OF OCTOBER 2015.

Chairperson



3 RYDE CIVIC HUB INTERNATIONAL DESIGN COMPETITION - STATUS REPORT 2 (OCTOBER 2015)

Report prepared by: Executive Officer - Ryde Civic Hub File No.: CLM/15/1/7/4 - BP15/1473

REPORT SUMMARY The principles and actions of the International Design Competition were endorsed by Council at its meeting on 14 July 2015. The Procurement Strategy and the progress and actions reported in Status Report 1 (August 2015) were endorsed by Council on 25 August 2015. The purpose of this Status Report 2 is to advise the Civic Hub Committee of the actions that have been taken subsequent to these resolutions. The subjects of this Report include progress on procurement matters, the Communication Strategy and the program and structure of the International Architectural Design Competition.

RECOMMENDATION: That the Ryde Civic Hub Committee receives and notes the content of Status Report 2 (October 2015).

ATTACHMENTS There are no attachments for this report. Report Prepared By: Malcolm Harrild Executive Officer - Ryde Civic Hub Report Approved By: Gail Connolly General Manager


ITEM 3 (continued)


Discussion In accordance with the resolutions of Council on 14 July 2015 and 25 August 2015, action has been taken on the following matters: Procurement Strategy In compliance with Council’s Procurement Framework and with oversight from Council’s Manager, Tenders and Contracts, consultants for the roles of Competition Registrar and Probity Advisor have been selected through a “Request For Quotation” process and subsequently appointed by the General Manager. JBA Urban Planning Consultants Pty Ltd is fulfilling the role of Competition Registrar and Procure Group Pty Ltd is Council’s Probity Advisor on the project. The services of both consultants were secured within budget. An introductory meeting was held in September between the consultants, members of Council’s Communications and Media team and the Executive Officer, Civic Hub, to establish roles and immediate actions. Communication Strategy The Communications and Media Unit has workshopped the project, produced preliminary draft promotional material and scoped many ideas to assist with structuring the competition and involving the community at every possible opportunity. They have also provided significant assistance with the theme, structure and style of the Competition Brief. The unit continues to assist the consultants and to exploit the media platforms at its disposal to generate broad architectural and community interest for the project. The Communications and Media Unit is ensuring the project will be “marketed” using all the engagement tools at its command and the key aspect of this is to generate community engagement and enthusiasm to participate as early as possible through publicity and involvement opportunities. Design Competition JBA produced a draft Competition Brief structure for staff review. Matters covered included;

articulating the vision of the project,

reinforcing the message that the project is an ideas competition, not a commitment to build,

the competition process,

the program,

community involvement,

key material required to inform the concept designs,

the history of the Civic Centre, and

the objectives for the concept design.


ITEM 3 (continued)


On this last point the key source material was the Terms of Reference endorsed by the Ryde Civic Hub Committee and Council, that the site should include, as a minimum;

Council offices accommodating all the administrative functions of Council i.e. staff situated at Constitution Road and Level 1A Pope Street are located on site (with the staff now in the Administration Building),

Council Chambers including Councillor facilities,

Multifunction space that allows for uses such as conferences, performance and community hall,

Plaza/open space that can accommodate performances,

Commercial activities, retail, office business uses,

Residential incorporating key worker housing,

Inclusion of a bus interchange facility within the site, and

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

As these were the minimum requirements the scope of the ideas competition was broadened and strengthened by requiring competitors to note that;

A concept design that included retention of the Administration Building, perhaps put to creative reuse, would be reviewed equally with concepts that envisage all-new structures,

The Council office, Chamber and Councillor requirements should also be capable of functioning as commercial accommodation (e.g. offices and seminar centre) should Council not be the occupant,

In the past Council operated a theatre in Blaxland Road at its Argyle Centre. The Top Ryde City centre operates as a shopping, leisure and dining destination for the local area and in a manner similar to Parramatta and Chatswood, a new theatre may be feasible located close to that destination, and

Key worker housing has grown in importance and therefore any residential component proposed for the site would be expected to deliver a significant percentage of key worker units.

Sustainability Council’s Senior Sustainability Coordinator has redrafted sustainability guidelines as a result of the discussions with the Competition Registrar. These will be integrated with the competition Brief to inform proponents about Council’s requirement for any submitted concept to include environmentally sustainable design.


ITEM 3 (continued)


Program The detail of the program and exact dates are still being finalised, however the general timeframes in which actions will occur are consistent with the original program endorsed by Council;

Launch competition and receive entries – by mid December 2015

Public Exhibition and Evaluation – January to March 2016

Shortlisted submissions Invitation, Public Exhibition and Evaluation – April to mid-July 2016

Identified best concept(s) – early August 2016 Jurors Council’s list of 12 eminent people from which to choose the professional and independent judges to evaluate the design concepts has been discussed with the Competition Registrar. It has been decided that as these people have very many commitments and full calendars we would be more successful in sourcing three judges, rather than five as originally planned. Research is continuing to identify people with appropriate experience and skills who could be available in accordance with Council’s program. Financial Implications Adoption of the recommendation will have no financial impact. Consultation with relevant external bodies This matter has been progressed in collaboration with the Competition Registrar, JBA Urban Planning Consultants, and the Probity Advisor, Procure Group. Next Steps/Future Reports

Civic Hub Status Report 3 Presentation by Competition Registrar*

10 November 2015 10 November 2015

Civic Hub Status Report 4 8 December 2015


9 February 2016 9 February 2016

Civic Hub Status Report 6 8 March 2016


12 April 2016 12 April 2016


ITEM 3 (continued)


Civic Hub Status Report 8 10 May 2016

Civic Hub Status Report 9 14 June 2016

No report No July Meeting

Civic Hub Report 10 Presentation by Competition Registrar and Probity Advisor*

9 August 2016 9 August 2016

Presentations by the consultants will be subject to program and progress.



4 CIVIC CENTRE - UPDATE OF WHS INCIDENTS AND MAINTENANCE EXPENDITURE (REPORT No. 2)

Report prepared by: Manager - Governance, Risk and Audit File No.: CSG/14/3/22 - BP15/1524

REPORT SUMMARY This report provides the Committee with an update on the Civic Centre essential works/maintenance expenditure and also additional Work Health and Safety incidents, that have occurred since 30 June 2015. The report highlights two recent incidents, where a further two ceiling tiles have fallen at the Civic Centre and a subsequent visit to Council by a senior SafeWork NSW (formerly WorkCover) Inspector. Following this visit, Council has been issued with two Improvement Notices in relation to the following;

Ceiling tiles

Carpets Council has 3 months until 12 January 2016 to address and rectify these issues to the satisfaction of SafeWork NSW.

RECOMMENDATION: (a) That Council note the General Manager’s decision to remove of all ceiling tiles

from the Civic Centre building on levels Basement – Level 6. (b) That Council comply with the directions in SafeWork NSW’s Improvement

Notices to remedy the contraventions of the Work Health and Safety Act 2011, section 19 and Work Health and Safety Regulation 2011, clause 40.

(c) That Council note that further details on the estimated costs of any works

required to ensure compliance with the Work Health and Safety Act 2011 were provided to the meeting on Tuesday 20 October 2015.

(d) That Council authorise the General Manager to urgently investigate alternative longer term accommodation options (on either an acquisition or lease basis) for suitable premises that would accommodate all of Council’s indoor staff from the Devlin Street, Pope Street and Constitution Road sites.

ATTACHMENTS 1 Civic Hub Work Health and Safety Incidents 2015-2016 2 SafeWork NSW Improvement Notice (701) - Carpets/Floor Coverings and

SafeWork NSW Improvement Notice (703) - Ceiling Tiles


ITEM 4 (continued)


Report Prepared By: John Schanz Manager - Governance, Risk and Audit Report Approved By: Roy Newsome Group Manager - Corporate Services


ITEM 4 (continued)


Background At its meeting on 28 July 2015, the Committee considered a report on the history of the works undertaken on the Civic Centre since 2008/2009, the projected works for the Civic Centre in the next 1-3 years and details of the Work Health and Safety (WHS) incidents relating to the Civic Centre for the previous 3 years. As noted in this report, there were an increasing number of WHS incidents that had occurred over this period that could be largely attributed to the ageing nature of the building. A number of these incidents had led to an increased need to expedite maintenance and repair works in order to ensure that Council was meeting its obligations in providing a safe working environment. Update on Safety Incidents since July 2015 Since Council last considered a report on these matters, two separate incidents occurred on 6 October 2015 and 9 October 2015, involving the failure (falling) of two internal ceiling tiles. These incidents are detailed in ATTACHMENT 1 – WHS Incidents 2015/16. The first of these incidents was reported to SafeWork NSW in accordance with its notification requirements. The second incident did not meet the notification requirements and was not reported to SafeWork NSW. These incidents added to the ceiling tile incident that occurred on level 3 on 18 June 2015 that was also reported to SafeWork NSW. Management had taken a number of actions to mitigate the risk following this incident including an inspection of all ceiling tiles by a specialist external contractor. Council’s Management has responded immediately to these two October incidents, by putting in place a number of actions to minimise the risk in the workplace. This has included the isolation of the work area where the first tile fell, ensuring that any necessary rectification works were undertaken until after business hours. Also, a further inspection over the weekend of 10 and 11 October 2015 was carried out in assessing all ceiling tiles, with those more prone to failure being removed and the resultant spaces in the ceiling covered with plastic. Approximately 120 ceiling tiles have been removed. Upon learning of the second incident that occurred on Friday 9 October 2015, a decision was made by the General Manager to further mitigate the risk to staff, the community and Councillors by planning the removal of all ceiling tiles. This was subject to consultation with key staff in order to assess other risks that may eventuate with the wholesale removal of all ceiling tiles from the Civic Centre. A number of risks have been identified including impacts on the air quality, contamination through dust, impacts on air conditioning, impacts on existing services including smoke detection,


ITEM 4 (continued)


lighting and emergency lighting. A Workplace Occupational Hygienist Consultant has been engaged to prepare a plan for the safe removal of ceiling tiles noting that the Civic Centre would need to remain operational (and work would occur after hours). This report from Council’s consultant will be tabled at the meeting. Visit by SafeWork NSW Inspector to the Ryde Civic Centre On Monday 12 October 2015, a senior SafeWork NSW inspector visited the City of Ryde to outline that SafeWork NSW was in receipt of an anonymous complaint that alleged a number of serious incidents. Council’s Manager Governance, Risk and Audit as Council’s representative was verbally advised by the inspector of the nature of the allegations as follows;

That a number of 12 kg ceiling tiles had fallen from a height near workers and had struck some workers. (SafeWork NSW was advised that no worker had been struck by a falling tile and that the maximum weight of each tile is approximately 8 kg).

That there were a large number of trips and falls caused by the carpet within the Civic Centre. (SafeWork NSW was advised that there had been no incidents reported involving a trip/fall related to the wear and tear of the carpet).

That there had been a number of electric shocks some of which had involved hospitalisation. (SafeWork NSW was advised that while there had not been an electric shock in terms of the definition under the Work Health and Safety Act 2011, there had been sparking of appliances plugged in to power boards. This had led to one person being referred to a General Practitioner).

SafeWork NSW was advised that all of these issues had been identified and actions put in place to address these through the Civic Centre Essential Works - Working Party. SafeWork NSW conducted a thorough inspection of the Civic Centre and discussed in detail the actions taken by Council management to address these issues. These actions had included;

Establishment by the General Manager of a Civic Centre – Essential Works Working Party to address any identified WHS issue that had been identified or that may arise;

That the Working Party was already addressing (and in some cases had completed rectification works) for a number of identified issues;

That the items currently being addressed included all of the issues raised in the complaint made to SafeWork NSW;

Since commencement of the General Manager in January 2015 there has been a standing WHS item on the Executive Team agenda that includes a regular update from the Working Party;


ITEM 4 (continued)


There is a standing WHS item on Group Manager and Service Unit Meetings and other meetings throughout various tiers of the organisation;

There are regular WHS and Essential Works updates provided to all staff through the weekly General Manager’s updates; and

Promotion of WHS through the introduction of indoor and outdoor WHS newsletters for all staff.

Despite the acknowledgement by the inspector of Council’s actions to date to address the issues, Improvement Notices were issued in relation to two areas (carpet/floor coverings and ceiling tiles). The Improvement Notices are shown as ATTACHMENT 2, and address the following areas; Improvement Notice 7-282701 Workers may be exposed to a risk to their health or safety from slips, trips and falls due to floors being unsafe due to torn, raised, and worn carpet on floors from the basement location through to level 6. Photographs were taken throughout the various levels showing the poor standard of carpeting. Improvement Notice 7-282703 Workers/other persons may be exposed to a serious risk to their health or safety from being struck by falling internal ceiling tiles (which have been used as the ceiling finish) throughout levels of the building from the basement through to level 6. In the last six months there has been several incidents where the aged ceiling tiles have fallen from the roof into working areas of the site. Photographs were taken of the internal ceiling coverings from the basement through each level to Level 6. Council has been given until 12 January 2016 to rectify the issues listed in the notices. Therefore, given the previous incidents that have occurred within the Civic Centre, and in particular, the further two incidents of falling ceiling tiles, the following actions are being taken:

1. The removal of all ceiling tiles from the Civic Centre building on levels Basement – Level 6.

2. Subject to a report from Council’s Workplace Occupational Hygienist consultant, the installation of a suitable ceiling on levels Basement – Level 6 (estimated cost for removal and installation is $400,000, subject to confirmation).

3. The replacement of the carpet/floor coverings throughout the building at an

additional cost of $150,000.


ITEM 4 (continued)


These works would be funded from Council’s Asset Replacement Reserve and would address all items listed in the Improvement Notices at an estimated cost of approximately $550,000. This estimate will be reviewed and confirmed at the Committee Meeting on Tuesday, 20 October 2015. Update on Essential Works The table below includes an update as to the progress of Essential Works that have been identified in relation to the Civic Centre. Given the recent incidents, including the Improvement Notices issued by SafeWork NSW, additional information will be provided to the meeting on the costs of the removal of the ceiling tiles and the replacement ceilings.

Works Description Cost Estimate

South and East Façade, Second Floor waterproofing

Scope of works will be dependent on preliminary invasive investigations to determine condition of existing flashing

- In Progress

$60,000

Electrical Board and outlets

Upgrade Main Electrical board to include RCDs and inspect all power points, leads and power boards

- Works largely complete. Rationalisation of electrical leads and ducting programmed in conjunction with new carpet

$50,000

Lift 1: Inspect and report on condition

Following recent failure and repair of Lift No. 2

- Completed

$1,000

Replace carpet with Carpet Tiles

6 floors @ $25,000 Excluding Committee Rooms & Foyer (Ground)

- In Progress

$150,000

Signage Compliance Update all internal safety signage (Egress, etc.) to Australian Standards

- Completed

$5,000

New Office Chairs 140 chairs including Committee and Council Chamber chairs

- Completed

$55,000


ITEM 4 (continued)



Civic Hall – Floor Restore or replace heavily worn floor boards - To be reviewed in December 2015

$50,000

Civic Hall – Paint External

External paint to heavily weathered surfaces - To be reviewed in December 2015

$15,000

Civic Hall - Roof Replace deteriorating main roof - To be reviewed in December 2015

$100,000

Civic Centre Ceiling Tiles Address ceiling tile issue as noted in the Report.

- In Progress

Previous estimate was

$30,000

Lobby Area all floors Paint and signage to all walls opposite and adjacent to lifts

- In Progress

$20,000

External Lighting of rear carpark

Upgrade of lighting of the rear carpark and surrounds to improve safety

- In Progress

$20,000

CCTV Upgrade Upgrade CCTV to provide a high resolution for staff security and safety

- In Progress

$40,000

Roller Blinds Replace all venetian blinds with roller blinds throughout the Civic Centre to reduce heat penetration into building

- In Progress

$60,000

Replace Copper Hydraulic Stack with PVC

Replace old pipework in risers due to corrosion

- In Progress

$30,000

Generator Installation Install generator to provide emergency back-up power for equipment in the server room and A/C in the server room

- In Progress

$65,000

LED Lighting Upgrade Replace all existing lighting with LED equivalent on all floors

- Completed

$112,659


ITEM 4 (continued)



SUB TOTAL $863,659

Project Management Fee (15%)

$129,549

$993,208

Contingency (10%) $99,320

TOTAL (excludes removal of ceiling tiles and installation of new ceilings)

$1,092,528

Financial Implications Council has previously resolved to allocate a maximum of $1 million per year, for four years from end 2104 for any essential maintenance works. It is likely that the annual allocation for 2015 will be exceeded. Based on the estimated cost of ceiling removal and replacement ($400,000) being accurate. The total cost for 2015 is likely to be in the vicinity of $1.4 - $1.5 million. The current budget allocation for these works is funded from Council’s Asset Replacement Reserve. Options Council is legally required to comply with SafeWork NSW Improvement Notices. Option 1 - compliance can be obtained from undertaking the works identified above including removal and replacement of the existing ceiling tiles and carpets throughout the building at an estimated cost of $550,000. In order to ensure ongoing compliance into the future, Council Management would need to remain vigilant and address any emerging issues in both a reactive and proactive manner. Council may need to reconsider the annual allocation amount to ensure both essential (reactive) and proactive maintenance occurs on the building.


ITEM 4 (continued)


Option 2 - Council could decide to undertake the minimum amount of remedial work necessary to ensure compliance with the SafeWork Notices. This may include substantial patching and repair of the hazardous carpet areas (rather than full replacement throughout the building) and removal of the ceiling tiles and installation of a temporary protective barrier (rather than full replacement of ceilings). This action would provide an interim solution whilst alternative accommodation arrangements were explored. Council could request the General Manager to urgently investigate alternative longer term accommodation options (on either an acquisition or lease basis) for suitable premises that would accommodate all of Council’s indoor staff from the Devlin Street, Pope Street and Constitution Road sites. Preliminary investigations have revealed that a range of suitable accommodation options may exist in Macquarie Park and/or Gladesville.






















Documents

Ryde Civic Hub Committee AGENDA NO. 4/15 · 2015-10-13 · Ryde Civic Hub Committee Page 2 Agenda of the Ryde Civic Hub Committee Report No. 4/15, dated Tuesday 20 October 2015. 2