NAMBUCCA SHIRE COUNCIL

 

 

ORDINARY COUNCIL MEETING - 26 MAY 2016

 

LATE AGENDA††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† Page

 

9††††††† General Manager Report

9.13†† Organisation Structure - Proposed Sharing of Ranger & Pound with Bellingen Shire Council. 2

11††††† Assistant General Manager Engineering Services Report

11.2†† Tender T007/2016 for the Construction of Public Amenities at Shelly Beach, Nambucca Heads††† 4

12††††† General Manager's Summary of Items to be Discussed in Closed Meeting

12.2†† Tender T007/2016 for the Construction of Public Amenities at Shelly Beach, Nambucca Heads

It is recommended that the Council resolve into closed session with the press and public excluded to allow consideration of this item, as provided for under Section 10A(2) (c) of the Local Government Act, 1993, on the grounds that the report contains information that would, if disclosed, confer a commercial advantage on a person with whom the Council is conducting (or proposes to conduct) business.

 

 

 


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Ordinary Council Meeting†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† 26 May 2016

General Manager's Report

ITEM 9.13††† SF1893††††††††††† 260516†††††††† Organisation Structure - Proposed Sharing of Ranger & Pound with Bellingen Shire Council

 

AUTHOR/ENQUIRIES:††† Michael Coulter, General Manager ††††††††

 

Summary:

 

A summary is not required.

 

 

Recommendation:

 

1††††††† That Council advertise for a full time Ranger to undertake duties in both the Nambucca and Bellingen local government areas.

 

2††††††† That Council thank the Bellingen Shire Council Deputy General Manager Ė Operations for his proposal and advise that Nambucca Shire Council would be pleased to enter into the proposed cost sharing arrangement including the use of their Ranger vehicle.

 

3††††††† That a written agreement for the shared Ranger position and the shared use of Councilís pound be drafted and submitted to Bellingen Council for consideration and with the agreement to be finalised prior to the appointment of a person to the position.

 

4††††††† That the General Manager be provided with delegated authority to enter into a written agreement with Bellingen Shire Council for the shared Ranger position and the shared use of Councilís pound.

 

 

OPTIONS:

 

The options are listed in the related report item 9.3.† Following the advice from Bellingen Shire Council (refer below) the recommendation in this report is now the preferred option.

 

DISCUSSION:

 

Reference is made to item 9.3 in the business paper.

 

As foreshadowed, Council received the following advice from Bellingen Shire Council on 25 May 2016.

 

Good Morning Michael

 

Bellingen would like to utilise your second proposed Ranger between 2 to 3 days per week depending on the workload and establishing a roster between Nambucca and Bellingen. At times it is understood that holiday relief between the two Councils will need to be coordinated to ensure continuity of service.

 

Bellingen already has a second Ranger Vehicle so this will be available for the position which can be booked out at a negotiated rate.

 

Bellingen is happy to pay an hourly rate for the service with the second shared position being employed by Nambucca Shire.

 

It is proposed to utilise the Nambucca Pound as the main facility with the Bellingen facility only used as a temporary holding facility for collection or pending transfer.

 

I trust this option will work for Nambucca allowing Nambucca to advertise for a permanent 38 hour a week position.

 

The shared position will need to be trained to utilise both administration processes Ė this maybe an area for further discussion should Nambucca wish Bellingen to perform some of the ranger admin support. I suggest this can be discussed once the position commences.

 

I understand an MOU will need to be implemented or existing MOU amended to formalise such arrangements.

 

Regards

 

Matt Fanning

Deputy General Manager - Operations

 

It is now proposed to proceed with option 4.3 in item 9.3 being a shared pound plus a shared Ranger with roster control.† There are obvious economies to both Councils in sharing a Ranger and also sharing Councilís pound.† Each Council will be able to provide the necessary support for the position at their respective premises.

 

A Memorandum of Understanding or other form of written agreement will need to be entered into but the proposal put forward by Bellingen Council resolves the potential legal and administrative issues concerning a shared arrangement. †The written agreement can be resolved whilst the recruitment is being undertaken for the shared position.

 

The recommendation in this late report is to replace the recommendation in Item 9.3.

 

CONSULTATION:

 

There has been consultation with Councilís Manager Development and Environment, Manager Human Resources and Ranger.

 

SUSTAINABILITY ASSESSMENT:

 

Environment

The implications for the environment have been addressed in item 9.3

 

Social

The implications are addressed in item 9.3

 

Economic

There are no significant economic implications.

 

Risk

Councilís risks are discussed in item 9.3.† The proposed written agreement for a shared Ranger and shared use of Councilís pound should avoid most of the administrative risk to Council.

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

The budgetary impact should be the same as that reported in item 9.3.

 

Source of fund and any variance to working funds

The anticipated costs and revenue can be incorporated into Councilís 2016/17 budget.

 

Service level changes and resourcing/staff implications

These are discussed in item 9.3

 

Attachments:

There are no attachments for this report. ††


Ordinary Council Meeting†††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††††† 26 May 2016

Assistant General Manager Engineering Services Report

ITEM 11.2††† T007/2016††††††† 260516†††††††† Tender T007/2016 for the Construction of Public Amenities at Shelly Beach, Nambucca Heads

 

AUTHOR/ENQUIRIES:††† Stephen Fowler, Engineering Designer ††††††††

 

Summary:

 

Approval was granted on 1 March 2015 under the General Managers delegated authority Clause 15.9 to call tenders for the Construction of public Amenities at Shelly Beach, Nambucca Heads

 

Architectural drawings and building specifications were prepared by council staff in the general style of the recently completed amenities at Bellwood Park. Structural engineering design has been undertaken by Ron Hawkins and Associates. The building replaces the existing amenities and storage facility for the Nambucca Off-shore Fishing Club.

 

An open tender for a lump sum price was conducted through Tenderlink which closed on 19 May 2016.

 

 

Submissions have been received from the following Contractors:

 

∑†††††††††† 4D Build Pty Ltd, Smithtown

∑†††††††††† Camporeale Holdings Pty Ltd, South Hurstville

∑†††††††††† CBC Innovation Pty Ltd, Carlingford

∑†††††††††† C Build North Coast Pty Ltd, Coffs Harbour

∑†††††††††† Commercial Projects Group Pty Ltd, Port Macquarie

∑†††††††††† Costa Builders Pty Ltd, Macksville

∑†††††††††† Cumnock Constructions Sustainability Pty Ltd, Mooney Mooney

 

 

Recommendation:

 

1††††††† That Council accept the submission for T007/2016 Construction of Public Amenities at Shelly beach, Nambucca Heads from Costa Builders Pty Ltd.

 

2††††††† That Council note the contract period and foreshadowed revote of funds for the completion of the project in the 2016/17 financial year.

 

3††††††† That Council update the Contract Register.

 

 

OPTIONS:

 

1††††††† Accept the recommendation.

2††††††† Not accept the recommendation and not proceed with the project.

3††††††† Not accept the recommendation and select another tenderer.

 

DISCUSSION:

 

Funding has been made available to construct new toilet amenities blocks located at Shelly Beach through RMS Better Boating Grant, Section 94 contributions and Council working funds.

 

Four (4) of the Seven (7) submissions where priced within the budget allocation for the project. These 4 submissions where evaluated using Councils numerical evaluation matrix. The evaluation criteria and weightings below were pre-determined and published in the tender documents.

 

 

 

Evaluation Criteria and Weightings:

 

∑†††††††††† Value for money††††††††††††††††††††††††††††††††††††††††† 50%

∑†††††††††† Evidence of Expertise and Resources††††††††† 25%

∑†††††††††† Proposed Duration††††††††††††††††††††††††††††††††††††††††††††††† 15%

∑†††††††††† Enhancement of Local Economy †††††††††††††††† 10%

 

 

The submission by Costa Builders Pty Ltd achieved the highest score in the numerical evaluation. Costa Builders have recently completed a similar project for Council and have demonstrated they have the expertise and resources to successfully undertake this project.

 

Costa Builders are a locally based company and use subcontractors for the local area wherever possible.

 

Assuming the tender is endorsed by Council and contracts are awarded on 26 May 2016 following the Council meeting, the project construction period under the contact is 10 weeks, which will see the construction completed in early August 2016. This will require a revote of funds in the vicinity of up $150,000 for the completion project and final contract payments.††

 

CONSULTATION:

 

∑††††††††††††† Ron Hawkins and Associates

∑††††††††††††† Technical Officer Assets

 

 

SUSTAINABILITY ASSESSMENT:

 

Environment

A Review of Environmental Factors (REF) has been prepared and construction will be undertaken in accord with the mitigation measures outlined in the REF. Erosion and sediment controls will limit impact of construction on the environment.

 

Social

The project will provide a new and attractive amenities building for public use.

 

Economic

The new amenities will be easier to clean than the existing amenities. Otherwise the project will have no ongoing impact on council funds.

 

Risk

If the work is not undertaken the risk exists that the existing amenities will continue to deteriorate to the point of being unusable. This will have negative social impact on beach users.

 

 

FINANCIAL IMPLICATIONS:

 

Direct and indirect impact on current and future budgets

Funding is included with tin the 2015/16 budget

 

Source of fund and any variance to working funds

No variations anticipated for the project.

 

Service level changes and resourcing/staff implications

The tender will be managed in house under existing staff resources..

 

Attachments:

There are no attachments for this report. ††