6 November 2012 - City of Armadale...OF COMMUNITY SERVICES COMMITTEE TO BE HELD IN THE COMMITTEE...

Contents

CITY OF ARMADALE

AGENDA OF COMMUNITY SERVICES COMMITTEE TO BE HELD IN THE COMMITTEE ROOM, ADMINISTRATION CENTRE, 7 ORCHARD AVENUE, ARMADALE ON TUESDAY, 6 NOVEMBER 2012 AT 7.00 PM. A meal will be served at 6:15 p.m. PRESENT: APOLOGIES: OBSERVERS: IN ATTENDANCE: PUBLIC: “For details of Councillor Membership on this Committee, please refer to the City’s website – www.armadale.wa.gov.au/your council/councillors.”

COMMUNITY SERVICES 2 6 NOVEMBER 2012 COMMITTEE

DISCLAIMER The Disclaimer for protecting Councillors and staff from liability of information and advice given at Committee meetings to be read. DECLARATION OF MEMBERS’ INTERESTS QUESTION TIME DEPUTATION CONFIRMATION OF MINUTES

RECOMMEND Minutes of the Community Services Committee Meeting held on 4 September 2012 be confirmed.

Items Referred from Information Bulletin (1.1)

ITEMS REFERRED FROM INFORMATION BULLETIN

Outstanding Matters & Information Items

Report on Outstanding Matters – Community Services Committee Monthly / Quarterly Departmental Reports Community Development Report –Community Development Report September 2012 Manager Library & Heritage Services Monthly Report – September 2012

Tourism/Visitor Centre Monthly Report – September 2012 Events – October 2012

Manager Ranger & Emergency Services Monthly Report –September 2012 Minutes of Occasional/Advisory Committees If any of the items listed above require clarification or a report for a decision of Council, this item to be raised for discussion at this juncture.

CONTENTS

COMMUNITY SERVICES COMMITTEE

6 NOVEMBER 2012

1. PRESENTATIONS

1.1 IGNITE BASKETBALL - PRESENTATION..................................................................................4

2. LEISURE SERVICES 2.1 REGISTRATION OF INTEREST PROCESS FOR PIARA WATERS (NORTH)

COMMUNITY AND SPORTING FACILITY. ...............................................................................5

3. RANGER AND EMERGENCY SERVICES 3.1 AUTHORISED OFFICERS..............................................................................................................9

3.2 TENDER NO 26/12 - SUPPLY OF 4 X VARIABLE MESSAGE BOARDS ...............................12

3.3 AUTHORISED OFFICERS............................................................................................................15

4. COUNCILLORS’ ITEMS NIL ............................................................................................................................................................ 17

5. EXECUTIVE DIRECTOR COMMUNITY SERVICES REPORT NIL ............................................................................................................................................................ 17

SUMMARY OF “A” ATTACHMENTS......................................................................................................18

COMMUNITY SERVICES 4 6 NOVEMBER 2012 COMMITTEE - Presentations

Presentations ite Basketball - Presentation 2. Ign

1.1 - IGNITE BASKETBALL - PRESENTATION The Presentation will delivered by Ms Rebekah Milnes Coordinator Community Development and Mr Jamie Barr Ignite Basketball Coordinator. ATTACHMENTS ATTACHMENTS ATTACHMENTS

ATTACHMENTS There are no attachments for this report.

COMMUNITY SERVICES 5 6 NOVEMBER 2012 COMMITTEE - Leisure Services

Leisure Services gistration of Interest Process for Piara Waters (North) Community and Sporting Facility. 3. Re

2.1 - REGISTRATION OF INTEREST PROCESS FOR PIARA WATERS (NORTH) COMMUNITY AND SPORTING FACILITY. WARD

: LAKE

FILE No.

: M/764/12

DATE

: 19 October 2012

REF

: FG

RESPONSIBLE MANAGER

: Executive Director Community Services

In Brief: This item outlines the process taken to

allocate sporting clubs usage of the Piara Waters (North) Community and Sporting Facility.

It recommends that Council note the Registration of Interest process for the allocation of sports clubs at Piara Waters (North) Community and Sporting Facility.

Tabled Items 1. Piara Waters (North) Community and Sporting Facility Registration of Interest pack

Officer Interest Declaration Nil Strategic Implications 1.5.1 Provide and promote Council sport, recreation and leisure facilities. 2.1

Long term planning and development that is guided by a balance between economic, social and environmental objectives.

2.1.1 Review, update and implement the City’s Town Planning Scheme, taking into account the Local Biodiversity Strategy and other environmental considerations.

Legislation Implications Planning and Development Act 2005 Town Planning Scheme (TPS) No.4 Town Planning Regulations 1967 Council Policy/Local Law Implications RECN4 Hire of Halls and Buildings Local Planning Strategy 2005 ENG 13 – Asset Management Vision Budget/Financial Implications Nil Consultation 1. Development Services 2. Community Services 3. Corporate Services


BACKGROUND The Piara Waters (North) Community and Sporting Facility is expected to be complete for the 2013/14 summer season, with the playing surface due for completion in February 2013 and Pavilion/car park in September 2013. The opening of this facility is timed to meet the population growth of residents in the local area, the majority of the project being funded through the City's North Forrestdale Development Contribution Plan (DCP) No.3. Funding for the project is as follows:

Development Contribution Plan $3,402,206 Community Sport and Recreation Facility Funding Program

$1,000,000

City of Armadale $1,429,774 $5,831,980

The North Forrestdale DCP No.3 requires developers and landowners to equitably contribute to the cost of common infrastructure, such as road upgrades and community facilities that are required to facilitate the urban development of Piara Waters and Harrisdale. As manager of DCP No.3, the City is required to ensure the appropriate use of DCP No 3 funds. In this circumstance, the City must be able to demonstrate that the clubs using the facility are meeting the requirements of the residents within the DCP No.3 area and not a pre-existing service gap or issue. Therefore, consideration will be given to newly formed clubs who will meet the community’s needs and to existing clubs who have the capacity for growth and will meet the needs of Piara Waters and North Harrisdale residents. The City risks jeopardising the level of funding currently apportioned to this facility through DCP No.3 if this criteria is not met. In keeping with the City’s principle of ensuring its community facilities are for multi-purpose use, it is intended that the facility will be managed directly by the City. This does not preclude the possibility of a future management arrangement such as a leasing agreement. The South East Regional Recreational Advisory Group (SERRAG), of which the City is a member, is currently reviewing the management of local government management facilities to determine a consistent approach. The management of facilities includes the options of direct management (hire), management agreements and leasing. It is anticipated that a further report to Council regarding the City’s approach to management of its community facilities will be forthcoming pending that review. Due to the level of interest in the new facility, and with the above parameters in mind, it was deemed appropriate that a Registration of Interest was a suitable process for determining fair and equitable access/usage of the facility.


Registrations of Interest applications are now open for submission with sporting clubs given a six week period to complete the required form. Any clubs (new and existing) are welcome to apply; however, as previously stated applicants must meet requirements of the North Forrestdale Development Contribution Plan No 3. A Registration of Interest pack, including full details of the facility and club requirements was emailed to clubs and interested individuals who contacted the City. In May 2012 the City completed a community consultation process distributing 2700 surveys to residents in Piara Waters and Harrisdale. From the 2700 surveys distributed, 17% of the residents consulted responded providing an excellent sample to determine community interest in relation to sport and recreation activities in the area. Results from this survey will be used when assessing applications for Piara Waters (North) Community and Sporting Facility. Survey results have been distributed to residents in Piara Waters and Harrisdale and are included in the attachments to this report. The evaluation of applications will focus on: Compliance with funding arrangements The North Forrestdale Development Contribution Plan No 3 funds a majority of the Piara Waters (North) Community and Sporting Facility and the City has a requirement to ensure the new facility is utilised to meet the demand from Harrisdale and Piara Waters catchment. Community needs This will be considered from the community survey results. When considering existing clubs, the City will look at what the current membership base is from residents within the City of Armadale and importantly how the club intends to attract new members from Piara Waters and Harrisdale area. Club growth and registration numbers This information will be used to consider if the club is the right fit for Piara Waters playing field. An optimal club membership base has been recognised for the playing field size and consideration will be given to clubs with opportunity to increase memberships without “outgrowing” the facility. Club structure and management Any applications require a business plan and budget; this includes applications from new and existing clubs. The expectation is that clubs will also work with the City’s Club Development Officer to engage the local community and ensure a well developed club structure and administration process. Support from State Sporting Association Any clubs applying must have a letter of support from the appropriate state sporting association. DETAILS OF PROPOSAL That Council note the process being undertaken to allocate access/usage of the Piara Waters (North) Community and Sporting Facility.


CONCLUSION The Registration of Interest will provide a fair process for allocating access/usage to sporting clubs and community groups at Piara Waters (North) Community and Sporting Facility. The approach to club allocation will meet the North Forrestdale Development Contribution Plan No 3 requirements and ensure that the incoming club will have a well planned management structure in place for future financial sustainability and development.

Recommendation

RECOMMEND

That Council:

1. Note the process being undertaken to allocate access/usage of the Piara Waters (North) Community and Sporting Facility.

ATTACHMENTS

ATTACHMENTS 1. Piara Waters (North) Community and Sporting Facility Letter inviting Registration of Interest 2. Piara Waters (North) Community and Sporting Facility ROI Application Form 3. Piara Waters and Harrisdale Information Sheet 4. Piara Waters (North) Community and Sporting Facility Simplified site layout plan 5. Piara Waters (North) Community and Sports Facility Simplified Floor Plan

COMMUNITY SERVICES 9 6 NOVEMBER 2012 COMMITTEE - Ranger and Emergency Services

Ranger and Emergencthorised Officers

y Services 4. Au

3.1 - AUTHORISED OFFICERS WARD

: ALL

FILE No.

: M/727/12

DATE

: 8 October 2012

REF

: BW

RESPONSIBLE MANAGER


In Brief: The appointment of persons as

“Authorised Person” for the purpose of carrying out the duties of a Registration Officer pursuant to the Dog Act 1976.

Tabled Items 1. Nil Officer Interest Declaration Nil Strategic Implications Nil Legislation Implications Section 11(1)(3) Dog Act 1976 Council Policy/Local Law Implications Local Laws Relating to Dogs Budget/Financial Implications Nil Consultation Nil BACKGROUND Nil DETAILS OF PROPOSAL To enable the following staff member, and nominated persons at external dog registration facilities, to undertake the appropriate responsibilities it is a requirement that Council shall, in writing, appoint them to exercise on behalf of the Local Government the powers conferred on an “Authorised Person” for the purpose of carrying out the duties of a Registration Officer pursuant to the Dog Act 1976. It is further proposed that all previous appointments to the herein listed veterinary establishments be cancelled.


COMMENT The recommended appointment of the following persons as “Authorised Person” is consistent with their position role description and will serve to facilitate and assist in the orderly business and performance of the Ranger Services.

Recommendation

RECOMMEND

That the following persons be appointed as “Authorised Person” in accordance with the provisions of Section 29 (1) of the Dog Act 1976, for the purpose of effecting dog registrations only.

City of Armadale Administration

Elizabeth Ann Jones

Rhoda Lesley Primrose

Alison Cora Golebiowski

Railway Ave Vet Hospital

Lue Jones

Dr Tim Piper

Dr David Kirke

Dr Wendy Hobley

Jackie Atkinson

Gemma Sillitto

Leigh Green

Jasmin Hart

Phoebe Spencer

Stephen Treanor

Helen Potkura


Ark Veterinary Clinic

Jo Baxter

Stacey Phelps

Tahlia Barry

Armadale/Byford Veterinary Hospital

Glenda Miller

Kelly Coppins

Michelle White

Keely Schofield

Libby Muller

Jennifer Meyrick

Karen Wallace

Tegan Della-Franca

Amanda Backshall

Roleystone Animal Hospital

Dr. Richard Holdway

Dr. Andrew Hughes

Debra Carrier

Rebecca Banting

Jade Pitman

ATTACHMENTS



5. Te

nder No 26/12 - Supply of 4 x Variable Message Boards

3.2 - TENDER NO 26/12 - SUPPLY OF 4 X VARIABLE MESSAGE BOARDS WARD

: ALL

FILE No.

: M/748/12

DATE

: 16 October 2012

REF

: BW

RESPONSIBLE MANAGER


In Brief: Tender No 26/12 was advertised for

Supply of 4 x Variable Message Boards. Two tender submissions were received. The tender from Kenwick Auto Electrics

has been evaluated as being the most advantageous to Council.

Recommend that Council accept Tender No 26/12 for the Supply of 4 x Variable Message Boards from Kenwick Auto Electrics for the tendered price of $119,600 (ex gst) in accordance with the submitted tender and Council’s budget allocation.

Tabled Items 1. Nil. Officer Interest Declaration Nil. Strategic Implications Community Wellbeing 1.6.1 Support the community in emergency and fire management, planning, response

and recovery. Legislation Implications The Emergency Management Act 2005 includes sections for Local Governments to ensure they have emergency management provisions. Section 41 states that Local Government is to ensure that arrangements for emergency management in their Local Government district are prepared. These arrangements include the prevention, preparedness, response and recovery to identified emergency categories. Council Policy/Local Law Implications Nil. Budget/Financial Implications The capital cost to purchase of the Variable Message Boards (VMB) trailers are fully funded by a Natural Disaster Resilience Program (NDRP) Grant. Two trailers will become the assets of the City and two will become the property and assets of City of Gosnells. There is associated annual operating and licence renewal cost, estimated at $900 for a full year.


Consultation Fire Emergency Services Authority (FESA) City of Gosnells Relevant City of Armadale Departments

BACKGROUND In October 2011, the City of Armadale in conjunction with the City of Gosnells made an application under the Natural Disaster Resilience Program (NDRP) for the purchase of four (4) Variable Message Signs – Emergency information Trailers (VMB trailers) to be used in an ongoing strategic and coordinated approach to emergency preparedness information for the community. The City of Armadale, in conjunction with the City of Gosnells, has been successful in obtaining a grant of $132,000 from NDRP for the purchase of the VMB trailers for use in providing key community safety messages to residents in all areas of the City’s of Armadale and Gosnells. DETAILS OF PROPOSAL The outright purchase of four (4) VMB trailers, two (2) licensed to the City of Armadale and two (2) licensed to the City of Gosnells. The signs will be used in an ongoing, strategic and coordinated approach to emergency preparedness for the community. Specifically the Variable Message Board (VMB) trailers are planned to be used in the high bushfire risk suburbs of Bedfordale, Roleystone, Martin and Orange Grove. Though focussed on messages relating to bushfires it is intended to maximise the use of the VMB trailers in an all hazards approach promoting seasonal safety messages and volunteering opportunities to enhance community resilience. Tender No 26/12 invited Tenderers to Supply 4 x Variable Message Boards for the use in providing key community safety messages to residents in all areas of the city and was advertised in the West Australian on Saturday 18 August 2012. Notices were also displayed at the Administration Centre, The Armadale, Kelmscott and Seville Grove Libraries on the public notice boards and on the City of Armadale website. The successful tenderer is required to supply 4 x Variable Message Board trailers for use in providing key community safety messages to residents in all areas of the City. ANALYSIS Tenders received The Tender closed at 2:00pm (WST) Thursday 6 September 2012. Tenders were received from:

AD Engineering International Pty Ltd Kenwick Auto Electrics

No non-compliant tenders were received.


Selection Criteria An evaluation process was undertaken having specific regard to the following qualitative criteria:

Table 1: Selection Criteria Item No. Description Weighting 1. Relevant Experience 15% 2. Tenderer’s Resources 20% 3. Demonstrated Understanding 15% 4. Tendered Price 50% Tender Ranking The ranking of the compliant tender submissions as determined by the evaluation panel is as follows: Tenderer Ranking Kenwick Auto Electrics 1 AD Engineering International Pty Ltd 2 Based on the evaluation panel’s assessment, using the selection criteria shown in Table 1, the tender from Kenwick Auto Electrics provides the most advantageous outcome for the City. Kenwick Auto Electrics through their tender submission have demonstrated a sound understanding of the scope of the project, provided extensive experience with similar projects and have demonstrated that they are able to supply the required 4 x variable message sign trailers. When combining the evaluation scores based on the selection criteria, the tender submission received from Kenwick Auto Electrics ranked first and was within the budgeted (grant) allocation. CONCLUSION Based on the evaluation of this tender, Kenwick Auto Electrics is the recommended supplier for this project.

Recommendation

RECOMMEND

That Council:

1. Accepts the tender in relation to Tender No 26/12 from Kenwick Auto Electrics, for the Supply of 4 x Variable Message Boards, for an amount of $119,600 (ex gst), in accordance with the submitted tender and Council’s budget allocation.

ATTACHMENTS



6. Au

thorised Officers

3.3 - AUTHORISED OFFICERS WARD

: ALL

FILE No.

: M/755/12

DATE

: 17 October 2012

REF

: BW

RESPONSIBLE MANAGER


In Brief: Appoint Mr. Matthew Stewart Bazzica

and Mr. Adam Jason Covill as Bush Fire Control Officers for the purpose of issuing burning permits only.

Tabled Items 1. Nil Officer Interest Declaration Nil Strategic Implications Nil Legislation Implications Bush Fires Act 1954 – Section 38 (1) A local government may from time to time appoint such persons as it thinks necessary to be its bush fire control officers under and for the purposes of this Act, and of those officers shall appoint 2 as the Chief Bush Fire Control Officer and the Deputy Chief Bush Fire Control Officer who shall be first and second in seniority of those officers, and subject thereto may determine the respective seniority of the other bush fire control officers appointed by it. Council Policy/Local Law Implications Nil Budget/Financial Implications Nil Consultation 1. Nil COMMENT From time to time Council has appointed Volunteer Fire & Rescue Service Officers as Bush Fire Control Officers for the purpose of issuing burning permits only. These appointments are supported by the Chief Bush Fire Control Officer (CBFCO) and considered to be appropriate for the following reasons:-


To provide a continuity of service to the community in having suitably qualified persons available to issue burning permits, as appropriate. Mr. Matthew Stewart Bazzica and Adam Jason Covill have the required skills and qualifications to carry out the duties associated with the appointment.

Recommendation

RECOMMEND

That Council:

pursuant to Section 38 (1) of the Bush Fires Act 1954, Council appoint Mr. Matthew Stewart Bazzica and Mr. Adam Jason Covill as Fire Control Officers, for the purpose of issuing burning permits only ATTACHMENTS



COUNCILLORS’ ITEMS Nil EXECUTIVE DIRECTOR COMMUNITY SERVICES REPORT Nil

MEETING DECLARED CLOSED AT ___________ Summary of “A” Attachments


COMMUNITY SERVICES COMMITTEE

SUMMARY OF “A” ATTACHMENTS 6 NOVEMBER 2012

ATT NO. SUBJECT PAGE

2.1 REGISTRATION OF INTEREST PROCESS FOR PIARA WATERS (NORTH) COMMUNITY AND SPORTING FACILITY.

2.1.1 Piara Waters (North) Community and Sporting Facility Letter inviting Registration of Interest

19

2.1.2 Piara Waters (North) Community and Sporting Facility ROI Application Form 25

2.1.3 Piara Waters and Harrisdale Information Sheet 28

2.1.4 Piara Waters (North) Community and Sporting Facility Simplified site layout plan 30

2.1.5 Piara Waters (North) Community and Sports Facility Simplified Floor Plan 31

Community Services 19 ATTACHMENT 2.1.1COMMITTEE - 6 November 2012


ContentsItems Referred from Information Bulletin (1.1)

Presentations2. Ignite Basketball - PresentationATTACHMENTS ATTACHMENTSATTACHMENTS

Leisure Services3. Registration of Interest Process for Piara Waters (North) Community and Sporting Facility.Recommendation

ATTACHMENTS

Ranger and Emergency Services4. Authorised OfficersRecommendation

ATTACHMENTS5. Tender No 26/12 - Supply of 4 x Variable Message BoardsRecommendation

ATTACHMENTS6. Authorised OfficersRecommendation

ATTACHMENTS

Summary of “A” Attachments

6 November 2012 - City of Armadale...OF COMMUNITY SERVICES COMMITTEE TO BE HELD IN THE COMMITTEE...

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