Agenda of Community and Resources Committee - 26 June 2018 · Councillors and visitors are...

Community and Resources Committee

26 June 2018

AGENDA

Notice of Meeting

To: The Mayor and Councillors

The next Community and Resources Committee meeting of the City of

Stirling will be held on Tuesday 26 June 2018 in the City of Stirling

Parmelia Room, 25 Cedric Street, Stirling commencing at 6.00pm.

Stuart Jardine PSM | Chief Executive Officer

Our Vision, Mission and Values

Vision

The City of Stirling will be a place where people choose to live, work, visit and invest. We will

have safe and thriving neighbourhoods with a range of housing, employment and

recreational opportunities. We will engage with our diverse community to help shape our

future into the City of Stirling – City of Choice.

Mission

To serve the City’s diverse community through delivering efficient, responsive and

sustainable services

Values

The City of Stirling’s core values are:

Integrity

Community Participation

Accountability

Respect

Environment

Diversity

Disclaimer

Members of the public should note that in any discussion regarding any planning or other

application that any statement or intimation of approval made by any member or officer of

the City during the course of any meeting is not intended to be and is not to be taken as

notice of approval from the City. No action should be taken on any item discussed at a

Council meeting prior to written advice on the resolution of the Council being received.

Any plans or documents contained in this document may be subject to copyright law

provisions (Copyright Act 1998, as amended) and the express permission of the copyright

owner(s) should be sought prior to the reproduction.

AGENDA OF THE COMMUNITY AND RESOURCES COMMITTEE MEETING 26 JUNE 2018

TABLE OF CONTENTS ITEM SUBJECT PAGE

PRELIMINARIES ........................................................................................................ 4

1. OFFICIAL OPENING .................................................................................................. 5

2. ATTENDANCE AND APOLOGIES............................................................................. 5

3. APPROVED LEAVE OF ABSENCE ........................................................................... 5

4. MEMORANDUM OF OUTSTANDING BUSINESS ..................................................... 6

5. DISCLOSURES OF INTEREST ................................................................................ 11

6. CONFIRMATION OF MINUTES ............................................................................... 11

7. ANNOUNCEMENTS BY THE PRESIDING MEMBER .............................................. 11

8. COMMUNITY AND RESOURCES COMMITTEE ITEMS .......................................... 12

ENGINEERING DESIGN

ED1 ON-STREET PARKING - MAIN STREET, OSBORNE PARK ....................... 12

FINANCE

F1 SCHEDULE OF ACCOUNTS PAID FOR PERIOD 11 ENDING 31 MAY 2018 ..................................................................................................... 19

F2 MONTHLY STATEMENT OF FINANCIAL ACTIVITY FOR THE MONTH ENDING 31 MAY 2018 .................................................................... 29

PROPERTY SERVICES

PRS1 PORTION OF ROAD RESERVE ABUTTING LOT 427, HOUSE NUMBER 12, NOLAN CRESCENT, GWELUP ............................................. 56

PRS2 ACQUISITION OF RIGHT OF WAY 17007 BEING PART OF LOT 80, HOUSE NUMBER 20R, BASSETT LANE, DOUBLEVIEW AS CROWN LAND MANAGED BY THE CITY ................................................... 63

TENDERS

TE1 TENDER FOR COMMUNITY AND HOME BASED CARE SUPPORT SERVICES .................................................................................................... 70

TE2 TENDER FOR DRAINAGE AND ASSOCIATED WORKS ............................ 77

9. MATTERS BEHIND CLOSED DOORS .................................................................... 83

10. CLOSURE ................................................................................................................ 83


4

COMMUNITY AND RESOURCES COMMITTEE MEMBERSHIP

Members Deputies Second Deputies

Councillor K Sargent Councillor D Boothman JP Councillor G Italiano JP

Councillor K Caddy

(Deputy Presiding Member) Councillor M Irwin (Mayor) Councillor D Boothman JP

Councillor E Re Councillor S Proud JP Councillor M Irwin (Mayor)

Councillor A Guilfoyle (Presiding Member)

Councillor K Perkov Councillor S Proud JP

Councillor B Sandri Councillor D Lagan Councillor K Perkov

Councillor S Migdale Councillor J Ferrante Councillor D Lagan

Councillor A Spagnolo Councillor G Italiano JP Councillor J Ferrante

PRELIMINARIES

1. Councillors and visitors are requested to turn off mobile phones.

2. Councillors and City officers are reminded to disclose any declarations of financial interests and interests affecting impartiality.

3. Last call for members of the gallery who wish to submit a request to address the Committee in relation to an item on the agenda.

4. All Councillors are requested to activate their microphones when addressing the meeting.

5. Councillors and visitors are reminded that audio recording of the meeting proceedings is prohibited unless prior approval has been granted.


5

1. OFFICIAL OPENING

The Presiding Member to declare the Community and Resources Committee meeting open.

2. ATTENDANCE AND APOLOGIES

Nil.

3. APPROVED LEAVE OF ABSENCE

Councillor Karen Caddy (granted a leave of absence for the period 21 June 2018 to 2 July 2018 inclusive).

Councillor Keith Sargent (granted a leave of absence for the period 26 June 2018 to 3 July 2018 inclusive).

Councillor Giovanni Italiano (granted a leave of absence for the period 27 June 2018 to 4 July 2018 inclusive).

Councillor Mark Irwin (granted a leave of absence for the period 2 July 2018 to 5 July 2018 inclusive, and for the period 1 August 2018 to 7 August 2018 inclusive).

Councillor Karlo Perkov (granted a leave of absence for the period 23 July 2018 to 10 August 2018 inclusive).


Item 4.1 - Attachment 1 - Memorandum of Outstanding Business 6

4. MEMORANDUM OF OUTSTANDING BUSINESS

# Item Resolution Meeting

Presented/Item

Council

Resolution

Responsible

Officer

Status

1. Notice of Motion - Former Councillor Samantha Jenkinson - Acknowledgement of Country at Council Meetings

That the Item relating to Notice of Motion – Councillor Samantha Jenkinson – Acknowledgement of Country at Council Meetings be REFERRED to the Community and Resources Committee meeting to be held 27 February 2018 as this is an important policy decision and one of interest to the general public.

26 September 2017

Item Number 12.2

Council Resolution

Number 0917/032

Manager Governance and

Strategy / Manager

Community Services

A briefing session is scheduled to be held 25 June 2018 to discuss the proposed Notice of Motion; the updated Reconciliation Action Plan; and the Welcome to Country and Acknowledgement of Protocols.

It is anticipated that a report will be presented to the Community and Resources Committee meeting to be held 31 July 2018.

2. Reducing Helium Balloon Releases

"4. That a report be PRESENTED to Council in 12 months’ time reporting on any impacts and breaches."

6 February 2018

Item Number 10.2/PS1

Council Resolution

Number 0218/012

Manager Parks and

Sustainability

It is anticipated that a report will be presented to Council in February 2019.




Presented/Item

Council

Resolution

Responsible

Officer

Status

3. Verge Permit and Bond Policy

"That the Item relating to Verge Permit and Bond Policy be REFERRED to a future Council meeting to allow one or more workshops to be held in which Councillors can consider all the local laws and policies relating to verges in a more holistic way, with a view to improving and streamlining them, and to allow the City to seek input and consult with the Building Industry as part of this process."

6 February 2018

Item Number 10.2/DS1

Council Resolution

Number 0218/014

Manager Development

Services

A further workshop with Councillors will be scheduled at the earliest opportunity to enable the draft Verge Permit and Bond policy to be discussed and options considered.

A consultation program will then be established to engage with stakeholders, including the building industry, prior to the outcomes consultation being considered by Council and an updated Verge Permit and Bond Policy being presented to Council for adoption.

4. New Lease to Telstra Corporation Limited and Optus Mobile Pty Ltd over Portion of Crown Reserve 46963, Lot 14219, House Number 17, Hamer Parade, Inglewood

"That the item relating to the new lease over portion of Crown Reserve 46963, Lot 14219, House Number 17, Hamer Parade, Inglewood to Telstra Corporation Limited and Optus Mobile Pty Ltd be REFERRED to a future meeting of the Community and Resources Committee to allow for the assessment of the planning application to occur prior to consideration of the lease."

17 April 2018

Item Number 10.1/PRS2

Council Resolution

Number 0418/004

Director Infrastructure

Officers will complete an assessment of the planning application. It is anticipated that a report for further consideration of a lease will be presented to the Community and Resources Committee meeting to be held 31 July 2018.




Presented/Item

Council

Resolution

Responsible

Officer

Status

5. Walk of Fame Public Artwork Report

"3. That the Public Art Working Party REPORTS its findings and recommendations to Council on or before 6 December 2016."

31 May 2018

Item Number 10.1/MC1

Council Resolution

Number 0516/065

Manager Customer and

Communications

At its meeting held 17 April 2018 Council resolved to note the progress of the Walk of Fame project.

The City Planning Business Unit is responsible for developing a streetscape vision for the study area, which will be developed in collaboration with the local community. This study will be undertaken in the 2018/2019 financial year, subject to a budget allocation being provided by Council.

Implementing the outcomes of the streetscape vision for the study area may require future budget allocations to be provided and will be implemented by the relevant Business Units

6. Illuminated Street Signs

"2. That a further report be PRESENTED to the Community and Resources Committee meeting to be held 31 July 2018, which includes the following:-

a. A draft amendment to its illuminated Street Sign Policy to restrict the signage to non-residential precincts only (including within the Heritage Protection Areas); and

b. A review of the currently approved locations (either with signs installed or without) to determine the impact of the amendment to the policy."

8 May 2018

Item Number 10.1/ED1

Council Resolution

Number

0518/004

Manager Engineering

Design

It is anticipated that the item will be presented to the Community and Resources Committee meeting to be held 31 July 2018.




Presented/Item

Council

Resolution

Responsible

Officer

Status

7. New Lease to the Rotary Club of Osborne Park over portion of Crown Reserve 46329 being Lot 13988, House Number 46, Huntriss Road, Gwelup

"That the Item relating to New Lease to the Rotary Club of Osborne Park over Portion of Crown Reserve 46329 being Lot 13988, House Number 46, Huntriss Road, Gwelup be REFERRED to the Community and Resources Committee meeting to be held 26 June 2018 for the reasons outlined by the first speaker during Public Question Time at this meeting."

12 June 2018

Item Number 12.1/PRS2

Council Resolution

Number

0618/006

Director Infrastructure

The City is in the process of reviewing the proposed lease and holding meetings with the Gwelup Community Corner Playgroup and the Osborne Park Rotary Club following Council’s resolution of 12 June 2018. It is anticipated that the item will be presented to the Community and Resources Committee meeting to be held 31 July 2018 to allow the City to review the proposal and meet with stakeholders.

8. Feasibility of Live Streaming

"That Council PROCEEDS with Option One within the body of the report with regards to live streaming, with approval of a subsequent workshop, and a report to be PRESENTED to a future Community and Resources Committee meeting."

12 June 2018

Item Number 12.1/F3

Council Resolution

Number

0618/014

Director Corporate Services

A Councillor workshop is scheduled to be held 13 August 2018, with a subsequent report to be provided to the Community and Resources Committee meeting to be held 25 September 2018.




Presented/Item

Council

Resolution

Responsible

Officer

Status

9. Notice of Motion - Councillor Bianca Sandri - Verge and Crossover Policy

"That a report be PRESENTED to the Community and Resources Committee to consider options for introducing further flexibility and discretion in the application and interpretation of the City’s Crossover Policy and Permits to Use Verge Areas and Protection of City Property during Building Works Policy."

12 June 2018

Item Number 14.3

Council Resolution

Number

0618/024

Manager Development

Services

The item is scheduled to be presented to the Community and Resources Committee meeting to be held 31 July 2018.


11

5. DISCLOSURES OF INTEREST

Nil.

6. CONFIRMATION OF MINUTES

That the Minutes of the Community and Resources Committee of 5 June 2018 be confirmed as a true and correct record of proceedings.

7. ANNOUNCEMENTS BY THE PRESIDING MEMBER


Item ED1 12

8. COMMUNITY AND RESOURCES COMMITTEE ITEMS

ENGINEERING DESIGN

ED1 ON-STREET PARKING - MAIN STREET, OSBORNE PARK

Report Information

Location: Main Street

Applicant: Not Applicable

Reporting Officer: Manager Engineering Design

Business Unit: Engineering Design

Ward: Osborne

Suburb: Osborne Park

Authority/Discretion

Definition

☐ Advocacy when Council advocates on its own behalf or on behalf of its community to another level of government/body/agency.

☒ Executive the substantial direction setting and oversight role of the Council. e.g. adopting plans and reports, accepting tenders, directing operations, setting and amending budgets.

☐ Legislative includes adopting local laws, town planning schemes and policies. It is also when Council reviews decisions made by Officers.

☐ Quasi-Judicial when Council determines an application/matter that directly affects a person’s right and interests. The judicial character arises from the obligation to abide by the principles of natural justice. Examples of Quasi-Judicial authority include town planning applications, building licences, applications for other permits/licences (e.g. under Health Act, Dog Act or Local Laws) and other decisions that may be appealable to the State Administrative Tribunal.

☐ Information Purposes

includes items provided to Council for information purposes only, that do not require a decision of Council (i.e. - for 'noting').

Recommendation

That the provision of on-street parking on Main Street, Osborne Park, be DEFERRED until such time as the abutting properties redevelop and shop frontages are configured with minimum front street setbacks.


Item ED1 13

Report Purpose

To respond to the Notice of Motion submitted by Councillor Adam Spagnolo in regards to the provision of on-street parking bays on Main Street and provide Council with sufficient information to enable an informed decision regarding further actions.

Relevant Documents

Attachments

Attachment 1 - Location Plan ⇩

Available for viewing at meeting

Nil

Background

At its meeting held 22 May 2018, Council resolved (Council Resolution Number 0518/047) as follows:-

“That a report be PRESENTED on providing marked on-street parking on both sides of Main Street, Osborne Park, between Federal and Eldorado Streets, with appropriate parking restrictions being applied during peak traffic hours.”

Main Street is classified in the City’s Functional Road Hierarchy as a District Distributor (A) road and carries up to 27,000 vehicles per day. The section between Eldorado Street and Federal Street includes two lanes of traffic in each direction separated by a median (of varying width), parking embayments, turning lanes, driveways, bus embayments and two sets of traffic signals. The road is governed by a 40km/h speed limit between 7.30am to 10.00pm on Sunday to Thursday, and between 7.30am to 1.00am on Friday and Saturday. Outside of these times, a 60km/h speed limit applies. The abutting land uses consist primarily of retail, commercial and café/restaurant land uses plus other significant land uses for a petrol station (BP), a hotel (Osborne Park Hotel) and a bank (Commonwealth Bank). A design workshop was hosted by the City Planning Business Unit on Saturday 5 May 2018 at the Osborne Park Library and Activity Centre. The purpose of the workshop was to provide members of the community with an opportunity to consider concept plans and options for parking and urban design requirements. One option that was considered and discussed at the workshop was the provision of on-street parking bays along Main Street, between Federal Street and Eldorado Street. This would be achieved by installing line marking within the kerbside lane in both directions, as has been done along sections of Beaufort Street in Mount Lawley and Inglewood. The bays would be accompanied by appropriate parking control signage to prevent parking during peak traffic periods. This report has been prepared to provide Council with sufficient information to enable an informed decision regarding further actions.


Item ED1 14

Comment

The control and management of Main Street is the responsibility of the City of Stirling. The installation of all regulatory signage and line marking is the responsibility of Main Roads WA. However, the City has delegated authority to install signage and line marking associated with parking controls, and would not require Main Roads WA approval if it was deemed appropriate. A preliminary assessment of Main Street, between Federal Street and Eldorado Street, has been undertaken to determine the potential number and location of on-street parking bays that could be provided. The areas where on-street parking could be safely accommodated have been determined by excluding those areas where:-

Parked vehicles would reduce the available sight distance from adjacent intersections to below than the minimum sight distance recommended in the Austroads Guide to Road Design;

Parked vehicles would reduce the available sight distance from driveways to below than the minimum sight distance recommended in Australian Standard AS 2890.5 On Street Parking;

Parking within close proximity to an intersection is prohibited in accordance with the Road Traffic Code 2000 (within 10m of an un-signalised intersection and within 20m of a signalised intersection);

There is a deceleration left turn lane into a side road or driveway;

There is an existing on-street parking embayment;

There is an existing bus stop or bus embayment within the verge; and

There is a requirement for queuing and merging before and after signalised intersections.

Based on the exclusions listed above, the section of Main Street under consideration could safely accommodate the following number of on-street bays:-

16 bays between Eldorado Street and Hutton Street / Royal Street, of which 13 bays would be located immediately south of Eldorado Street, and

Two bays between Hutton Street / Royal Street and Federal Street. The City understands that the provision of on-street parking along Main Street is being requested to reflect the success of similar on-street parking bays that were installed along Beaufort Street in Inglewood and Mount Lawley in 2014 and 2015. While on-street parking along Beaufort Street was already permitted at that location (subject to a number of parking controls and the operating times of the bus lanes), business proprietors claimed that patrons visiting their premises were unsure if parking was permitted. The installation of line marking therefore provided affirmative confirmation that on-street parking is permitted along that road. Beaufort Street is similar to Main Street in a number of key attributes. Both roads are classified as District Distributor (A) roads, both have a similar number of lanes in each direction, both carry significant volumes of traffic and both are considered important public transport routes (although Beaufort Street has dedicated bus lanes). However, there are a number of attributes where these two road sections are different, and these are unlikely to yield the same success along this section of Main Street.


Item ED1 15

Firstly, on-street parking along the section of Beaufort Street was always permitted and occurring (albeit less frequently), and the installation of line marking simply reinforced the permission for motorists to do so. On-street parking along Main Street is practically non-existent. The primary reason is that there are hundreds of parking bays already provided within off-street car parks and parallel service roads along this road, and motorists generally feel safer entering and exiting these parking bays, as they are within a low speed environment. As such, there does not appear to be any demand for on-street parking in this environment. Secondly, the shop frontages along Beaufort Street are generally configured with zero front street setbacks, with only limited parking available at the rear of businesses accessed by laneways. In comparison, the shop frontages along Main Street are generally setback some distance from the roadway, and are separated from the roadway by plenty of accessible parking bays in front of the businesses. Based on the position of shop frontages and the availability of existing parking within closer proximity to shop frontages, it is recommended that Council does not proceed with the proposal to install line marking to designate permitted on-street parking bays along Main Street between Eldorado Street and Federal Street. The principle of providing on-street parking is certainly supported when applied to the appropriate road environment, but it is unlikely to provide any benefits along this road section until such time as the abutting properties redevelop and shop frontages are configured with minimum front street setbacks in a similar manner to Beaufort Street. It should be noted that this report has not considered the installation of on-street parking bays along the section of Main Street, between Federal Street and Cape Street, as that was the subject of a previous report to Council in August 2016. In summary, however, it was considered that on-street parking along that section was not viable for the following reasons:-

The utilisation of on-street parking was likely to be low due to the close proximity of off-street parking bays that are closer to the front doors of businesses.

The type of businesses along that section of Main Street is primarily office-based, which do not have the same demand for high turnover of parking bays.

The provision of on-street would require the construction of extensive lengths of footpath along both sides of Main Street to ensure that motorists had a safe connection between the parking bays and their desired destination; and

The construction of footpaths would require the clearing and removal of 13 mature verge trees, with a total value of more than $120,000 (based on the Helliwell system of placing monetary values on individual trees).

Consultation/Communication Implications

A request for consideration of on-street parking bays was made by members of the community at the recent design workshop hosted by the City Planning Business Unit on Saturday 5 May 2018. However, no further consultation has been undertaken regarding this matter.

Policy and Legislative Implications

The provision of on-street parking must take into consideration statutory requirements listed in Australian Standard AS 2890.5 On-Street Parking and the Road Traffic Code 2000, as well as industry standards for best practice listed in the Austroads Guide to Road Design


Item ED1 16

Financial Implications

The cost of installing line marking for on-street parking bays along Beaufort Street in 2014 was in the order of $10,000. This included the cost associated with temporary road works traffic management that was required to close off lanes to provide the required safe work zone. A cost estimate for Main Street has not been sought at this stage, but it would be reasonable to assume a similar cost to the works on Beaufort Street. There is currently no allocation of funding with the 2017/2018 Annual Budget or Draft 2018/2019 Annual Budget for the provision of line marking for on-street parking bays along Main Street.

Strategic Implications

Theme 4: Accessible and Connected City Objective 4.3: Safer Roads Objective 4.4: Smart Parking

Sustainability Implications

The following tables outline the applicable sustainability issues for this proposal:-

ENVIRONMENTAL

Issue Comment

Nil

SOCIAL

Issue Comment

Transport and access The utilisation of on-street parking on Main Street in its current configuration is likely to be low due to the proximity of off-street parking bays closer to shop frontages that are within a lower speed environment.

ECONOMIC

Issue Comment

Dvlpmt of key business sectors The provision of on-street parking is being requested to assist in activating shop frontages and promoting foot traffic to retail businesses that rely on short stay visits. In this instance, on-street parking along Main Street is unlikely to provide any additional economic benefits to businesses, as they are already well serviced by existing off-street parking bays within closer proximity to shop frontages.


Item ED1 17

Conclusion

Council has requested consideration of on-street parking along Main Street between Federal Street and Eldorado Street. An assessment of this road section indicates that after excluding areas that are subject to statutory and/or road safety requirements, a total of 18 on-street parking bays could be provided, including 16 bays between Eldorado Street and Hutton Street / Royal Street, and two bays between Hutton Street / Royal Street and Federal Street Based on the position of shop frontages and the availability of existing parking within closer proximity to shop frontages, it is considered that there would be a very low demand for on-street parking along this section of Main Street. It is therefore recommended that Council does not proceed with the proposal to install line marking to designate permitted on-street parking bays until such time as the abutting properties redevelop and shop frontages are configured in a similar manner to those along Beaufort Street.


Item ED1 - Attachment 1 - Location Plan 18


Item F1 19

FINANCE

F1 SCHEDULE OF ACCOUNTS PAID FOR PERIOD 11 ENDING 31 MAY 2018

Report Information

Location: Not Applicable


Reporting Officer: Director Corporate Services

Business Unit: Finance Services

Ward: Not Applicable

Suburb: Not Applicable


Definition


☐ Executive the substantial direction setting and oversight role of the Council. e.g. adopting plans and reports, accepting tenders, directing operations, setting and amending budgets.

☒ Legislative includes adopting local laws, town planning schemes and policies. It is also when Council reviews decisions made by Officers.




Recommendation

That the schedule of cheques drawn and payments made for Period 11, 1 May – 31 May 2018 amounting to:-

Municipal Fund $22,602,915.43

Trust Fund 3,056.91

Reserve Fund -

___________

TOTAL $22,605,972.34

Be RECEIVED.


Item F1 20

Report Purpose

To inform the Council of funds disbursed for the period 1 May to 31 May 2018.

Relevant Documents

Attachments

Attachment 1 - Schedule of Accounts - May 2018 ⇩

Attachment 2 - Cheque Listing Attachment - May 2018 (previously circulated to Councillors under separate cover)*


Nil *(Please note the Cheque Listing Attachment can be viewed as a separate document to the Agenda on the City of Stirling website).

Background

Nil.

Comment

The reported schedules are submitted in accordance with Regulation 13(1) of the Local Government (Financial Management) Regulations 1996.


Nil.


Regulation 13 of the Local Government (Financial Management) Regulations 1996 requires that a list of accounts paid by the Chief Executive Officer is to be prepared each month and presented to the next ordinary meeting of Council after the list is prepared.


Nil.


Nil.


Item F1 21



ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Nil.

ECONOMIC

Issue Comment

Nil.

Conclusion

The schedule of cheques drawn and payments made during the reporting period is to be presented.


Item F1 - Attachment 1 - Schedule of Accounts - May 2018 22


Item F2 29

F2 MONTHLY STATEMENT OF FINANCIAL ACTIVITY FOR THE MONTH ENDING 31 MAY 2018

Report Information

Location: Not Applicable


Reporting Officer: Director Corporate Services

Business Unit: Finance Services

Ward: Not Applicable

Suburb: Not Applicable


Definition



☒ Legislative includes adopting local laws, town planning schemes and policies. It is also when Council reviews decisions made by Officers.




Recommendation

That the monthly Statement of Financial Activity and other relevant Financial Reports for the month ending 31 May 2018 be RECEIVED.

Report Purpose

To apprise Council of the financial position of the City at 31 May 2018 in compliance with the provisions of Section 6.4 of the Local Government Act 1995 and Regulation 34 of the Local Government (Financial Management) Regulations 1996 as amended.


Item F2 30

Relevant Documents

Attachments

Attachment 1 - A Statement of Financial Activity in the form of a Rate Setting Statement ⇩

Attachment 2 - A Statement of Comprehensive Income by Programe - City Wide ⇩

Attachment 3 - An Operating Statement by Nature - City Wide ⇩

Attachment 4 - An Operating Statement by Nature - by Directorate ⇩

Attachment 5 - A Statement of Financial Position ⇩

Attachment 6 - Current Assets less Restricted Assets ⇩

Attachment 7 - A Statement of Cash Flows ⇩

Attachment 8 - A Statement of Capital Transactions - Summary ⇩

Attachment 9 - A Statement of Capital Transactions - Detail by Business Unit ⇩

Attachment 10 - An Investment Summary ⇩

Attachment 11 - An Investment Report ⇩

Attachment 12 - A Statement of Financial Performance of City Services ⇩


Nil

Background

The City's Financial Reports are produced in accordance with the Local Government Act 1995 and Local Government (Financial Management) Regulations 1996 as amended. Regulation 34 of the Local Government (Financial Management) Regulations 1996 requires that local governments produce a monthly statement of financial activity and such other supporting information as is considered relevant by the local government. The City of Stirling (the City) produces a number of reports to assist in the understanding of its operations and financial position. The City's financial reporting framework provides Council, management and employees with a broad overview of the City-wide financial position. The format for the financial report is in two parts:- 1. A financial summary comprising a Statement of Financial Activity and an explanation

of the composition of net current assets, less committed assets and restricted assets plus an explanation of each material variance in accordance with the requirements of Regulation 34; and

2. A package of other relevant financial reports.

Comment

To comply with the requirements of Regulation 34, a Statement of Financial Activity in the form of a Rate Setting Statement is attached. A summary of this statement follows. Comments are required for variances that are more than 10% of budget and $50,000.


Item F2 31

Part 1 Monthly Statement of Financial Activity for period ending 31 May 2018 It should be noted that this statement only includes transactions as they relate to the Municipal Fund and it removes the non-cash items to allow an assessment of the City's dependency on rate levies. A summary of this statement follows:-

YTD Actual $'000

YTD Budget $'000

Adopted Budget $'000

Amended Budget $'000

Operating Revenue Operating Expenditure Net Operating Non-Operating Activities Capital Expenditure Net Surplus/(Deficit) from Operating and Non- Operating Activities Non Cash Transactions Profit/(Loss) on Disposal of Assets Depreciation on assets Loss on Revaluation of Assets Acquired Assets Movement in Non-Current Liabilities Funded From Proceeds from disposal of assets Transferred to/from Town Planning Schemes Transferred to/from Accumulated Funds Opening Funds Closing Funds Comparison to Rate Setting Statement

80,899

(188,215)

(107,317)

9,288

(75,449)

(173,478)

674 38,441

- -

(94)

5,057 (87)

18,554

30,830

54,741

134,844

80,460

(203,169)

(122,710)

6,627

(87,553)

(203,636)

694 38,624

- - -

2,674 (37)

13,018

30,830

16,722

134,553

87,766

(219,037)

(131,271)

9,295

(91,738)

(213,713)

(2,274) 28,969

- - -

5,691 (40)

11,357

34,626

-

134,553

82,994

(230,114)

(147,120)

11,195

(86,897)

(222,822)

(2,274) 42,096

- - -

5,691 (40)

14,987

30,830

3,061

134,553

An explanation of major variances between YTD Actual and YTD Budget for the period ending 31 May 2018 is as follows:- Operating Revenue 1. Other Rates Revenue

This revenue item has a positive variance of 19% of YTD Budget. This can mainly be attributed to higher late payment penalties than forecast in the budget.


Item F2 32

2. Contributions, Reimbursements and Donations

This revenue item has a positive variance of 57% of YTD Budget. This can mainly be attributed to insurance and legal costs recovered being higher than forecast in budget as well a contribution from the Metropolitan Redevelopment Authority (MRA) for the construction and design costs for the Scarboro Surf Life Saving Club under-croft retaining wall completed by the City on behalf of the MRA. 3. Interest

This revenue item has a negative variance of 12% of YTD Budget. This is the result of funds invested to May, along with investment rates, being lower than forecast in budget. 4. Other

This revenue item has a positive variance of 13% of YTD Budget. This can be mainly be attributed to receipts from previous years being higher than forecast in budget. This is mainly related to a workers compensation performance refund from 2014 / 2015. Operating Expenditure 5. Material and Contracts Other Works

This expenditure item has a positive variance of 12% of YTD Budget. This is mainly attributed to lower than expected costs in the areas of tipping fees, office furniture purchases, consultancy, computer software and marketing expenses as compared to budget. 6. Other

This expenditure item has a positive variance of 20% of YTD Budget. This can be attributed to lower amounts being expended on donations and sponsorship than forecast in budget. Non - Operating Activity 7. Equity Share of Investment

This revenue is a non-cash adjustment and is the recognition of the City’s equity share of sales by Tamala Park Regional Council. 8. Profit or Loss on Disposal of Assets and Proceeds from Disposal of Assets

Profit on disposal of assets is mainly the result of disposal of some fleet items at a profit due to a slight increase in demand for second hand cars and trucks. 9. Capital Expenditure

See separate report for details on variances in capital expenditure “A Statement of Capital Transactions – Detail by Business Unit”. 10. Transfers to and from Town Planning Scheme

The variance of YTD Budget is due to the higher interest being earned on Town Planning Schemes investment than forecast in budget. 11. Transfers to and from Accumulated Funds/Reserves

The variance of YTD Budget is mainly due to the timing of reserve transfers for the Scarborough Redevelopment and Scarborough Beach pool projects.


Item F2 33

Regulation 34 also requires an explanation of the composition of the Net Current Assets less committed assets and restricted assets. The following table provides this information: -

CURRENT ASSETS Cash and Cash Equivalent Receivables Prepayments Stock on Hand Total Current Assets CURRENT LIABILITIES Payables and Provisions Total Current Liabilities

$’000 119,239

7,901 -

6,287 ______ 133,427

23,090 ______ 23,090

NET CURRENT ASSETS 110,337

Less Committed Assets Less Restricted Assets

68,055

Net Current Assets adjusted for Committed and Restricted Assets 42,282

Part 2 Other Relevant Financial Reports Other supporting information considered relevant to this financial report is attached. The report comprises:-

A Statement of Financial Activity in the form of a Rate Setting Statement;

A Statement of Comprehensive Income by Programme - City Wide;

An Operating Statement by Nature - City Wide;

An Operating Statement by Nature - by Directorate;

A Statement of Financial Position;

Current Assets less Restricted Assets;

A Statement of Cash Flows;

A Statement of Capital Transactions - Summary;

A Statement of Capital Transactions - Detail by Business Unit;

An Investment Summary;

An Investment Report; and

A Statement of Financial Performance of City Services.

The following table summarises the City's operations as reported by the Operating Statement by Nature. These are more traditional accrual-based Operating Statements consolidating all Council operations except Trust Fund transactions. They contain both cash and non-cash (e.g. depreciation) transactions.


Item F2 34

YTD Actual $'000

YTD Budget $'000

Adopted Budget $'000

Amended Budget $'000

Operating Activity Revenue Expenditures Change in Net Assets Resulting from Operations Non-Operating Activity Total Non-Operating Activity Net Result Capital

215,743

(188,215)

27,527

9,288

36,816

(73,158)

215,013

(203,169)

11,844

6,627

18,463

(87,553)

222,319

(219,037)

3,283

9,295

12,578

(97,873)

217,547

(230,114)

(12,567)

11,195

(1,382)

(100,048)


Nil.


Regulation 34 of the Local Government (Financial Management) Regulations 1996 as amended requires all local governments to prepare each month a Statement of Financial Activity reporting on the revenue and expenditure for the month in question. Financial Management Regulation 34 also requires this statement to be accompanied by:-

a. An explanation of the composition of the net current assets, less committed assets and restricted assets.

b. An explanation of material variances; and

c. Such supporting information that is relevant to the Local Government.


Nil.


Theme 6: Making It Happen Objective 6.3: Prudent Financial Management


Item F2 35



ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Nil.

ECONOMIC

Issue Comment

This report demonstrates responsible financial management in line with the City’s strategic priorities to ensure that the City remains in a solid financial position.

Conclusion

Local Government (Financial Management) Regulation 34 requires local governments to prepare each month a Statement of Financial Activity, reporting on revenue and expenditure for the month in question.


Item F2 - Attachment 1 - A Statement of Financial Activity in the form of a Rate Setting Statement 36


Item F2 - Attachment 2 - A Statement of Comprehensive Income by Programe - City Wide 37


Item F2 - Attachment 3 - An Operating Statement by Nature - City Wide 38


Item F2 - Attachment 4 - An Operating Statement by Nature - by Directorate 39


Item F2 - Attachment 5 - A Statement of Financial Position 40


Item F2 - Attachment 6 - Current Assets less Restricted Assets 41


Item F2 - Attachment 7 - A Statement of Cash Flows 42


Item F2 - Attachment 8 - A Statement of Capital Transactions - Summary 43


Item F2 - Attachment 9 - A Statement of Capital Transactions - Detail by Business Unit 44


Item F2 - Attachment 9 - A Statement of Capital Transactions - Detail by Business Unit 45


Item F2 - Attachment 10 - An Investment Summary 46


Item F2 - Attachment 10 - An Investment Summary 47


Item F2 - Attachment 11 - An Investment Report 48


Item F2 - Attachment 12 - A Statement of Financial Performance of City Services 49


Item PRS1 56

PROPERTY SERVICES

PRS1 PORTION OF ROAD RESERVE ABUTTING LOT 427, HOUSE NUMBER 12, NOLAN CRESCENT, GWELUP

Report Information

Location: Portion of Road Reserve abutting Lot 427, House Number 12, Nolan Crescent, Gwelup

Applicant: Kim Cook on behalf of Steve Cook

Reporting Officer: Director Infrastructure

Business Unit: Property Services

Ward: Hamersley

Suburb: Gwelup


Definition

☒ Advocacy when Council advocates on its own behalf or on behalf of its community to another level of government/body/agency.






Recommendation

1. That Council APPROVES advertising of the closure of an 18m2 portion of road reserve abutting Lot 427, House Number 12, Nolan Crescent, Gwelup as shown in Attachment 1, in accordance with Section 58 of the Land Administration Act 1997, subject to:-

a. Amalgamation with Lot 427, House Number 12, Nolan Crescent, Gwelup; and


Item PRS1 57

b. Removal of the redundant pavement area associated with the existing cul-de-sac turning head and reinstatement of the verges at Lot 427, House Number 12, Nolan Crescent, Gwelup and Lot 443, House Number 21, Nolan Crescent, Gwelup.

2. That the Minister for Lands be REQUESTED to close the 18m2 portion of road reserve abutting Lot 427, House Number 12, Nolan Crescent, Gwelup as shown in Attachment 1, subject to no objections being received during the advertising period.

Report Purpose

To seek Council’s approval to advertise and subsequently request the Minster for Lands to close an 18m2 portion of road reserve abutting Lot 427, House Number 12, Nolan Crescent, Gwelup.

Relevant Documents

Attachments

Attachment 1 - Locality Plan Showing Area to be Closed ⇩

Attachment 2 - Locality Plan ⇩

Attachment 3 - Aerial Photograph ⇩


Nil

Background

The City of Stirling has received an application from Kim Cook on behalf of Steve Cook (the applicant) requesting that the City considers the closure of an 18m2 portion of road reserve as shown in Attachment 1 (road reserve). The road reserve abutting Lot 427, House Number 12, Nolan Crescent, Gwelup is owned by the State of Western Australia and managed by the City of Stirling for road purposes. The applicant is requesting that consideration be given to the road reserve closure as the truncation is no longer required as verge following the approval of the Land Development Plan.

Comment

The City has undertaken an assessment and supports the proposal to close the road reserve abutting Lot 427, House Number 12, Nolan Crescent, Gwelup and has provided comments below. The road reserve is not constructed and currently comprises a grassed area of approximately 18m2. It has been maintained as a verge by the applicant. Following its assessment, the City has determined that there is no future requirement to construct or widen the road at this location and as such, the truncation is no longer required.


Item PRS1 58

The closure of road reserve and subsequent amalgamation has the following benefits:-

Consolidate the land (within private property) better reflecting the current and future land use (as residential rather than required for road purposes); and

Creation of a uniform road reserve width at this location, clarifying ownership with improved maintenance delineation.

Based on the above assessment it is recommended that Council agrees to the advertising of the road reserve closure and subsequently requests the Minister for Lands to undertake the required action to complete this request.


Section 58 of the Land Administration Act 1997 requires the City to advertise the proposed road reserve closure by local public notice for a period of not less than 35 days.


A local government may request the Minister for Lands to close a road following receipt of a supported application in accordance with Section 58 of the Land Administration Act 1997.


The owner of the private property has agreed to pay all costs resulting from the road reserve closure and subsequent amalgamation with the private property. The costs include:-

Payment of the City’s Road Closure Application fee of $750 plus GST, payable following the City finalising the advertising requirements.

Surveying, preparation of legal agreements, and purchase of the land from the State of Western Australia as required by the Department of Lands.

Easement and Infrastructure relocation costs as required by individual service agencies if required.

As the City is just administering the application, there are no financial costs to the City.


Theme 1: Liveable City and Thriving Neighbourhoods Objective 1.6: Active and Vibrant City



ENVIRONMENTAL

Issue Comment

Nil.


Item PRS1 59

SOCIAL

Issue Comment

Nil.

ECONOMIC

Issue Comment

Nil.

Conclusion

The closure of the 18m2 portion of road reserve abutting Lot 427, House Number 12, Nolan Crescent, Gwelup is surplus to the City’s road network requirements and the subsequent amalgamation will consolidate the land and better reflect the current use as well as create uniform road reserve width at this location. In line with the above, it is recommended that Council approves the proposed advertising and the request to the Minister for Land to effect this transaction.


Item PRS1 - Attachment 1 - Locality Plan Showing Area to be Closed 60


Item PRS1 - Attachment 2 - Locality Plan 61


Item PRS1 - Attachment 3 - Aerial Photograph 62


Item PRS2 63

PRS2 ACQUISITION OF RIGHT OF WAY 17007 BEING PART OF LOT 80, HOUSE NUMBER 20R, BASSETT LANE, DOUBLEVIEW AS CROWN LAND MANAGED BY THE CITY

Report Information

Location: Part of Lot 80, House Number 20R, Bassett Land, Doubleview

Applicant: City of Stirling

Reporting Officer: Director Infrastructure

Business Unit: Property Services

Ward: Doubleview

Suburb: Doubleview


Definition

☒ Advocacy when Council advocates on its own behalf or on behalf of its community to another level of government/body/agency.






Recommendation

1. That Council APPROVES advertising of the proposed acquisition of Right of Way 17007, being part of Lot 80, House Number 20R, Bassett Lane, Doubleview in accordance with Section 52 of the Land Administration Act 1997.

2. That the Minister for Lands be REQUESTED to acquire Right of Way 17007, being part of Lot 80, House Number 20R Bassett Lane, Doubleview in accordance with Section 52(1)(b) of the Land Administration Act 1997 subject to:-

a. No objections being received from the public notice;


Item PRS2 64

b. Creation as a Crown Reserve for the purpose of Right of Way; and

c. A Management Order being granted in favour of the City of Stirling to allow the City of Stirling rights to care for, control and manage the Crown land.

3. That the Minister for Lands be INDEMNIFIED against any claims arising from the actions to effect this proposal.

Report Purpose

To seek Council’s approval to advertise and subsequently request the Minister for Lands to acquire Right of Way 17007 being Lot 80, House Number 22R, Bassett Lane, Doubleview (ROW 17007) legally described as part of Lot 80 on Plan 4106, being the part of the land contained in Certificate of Title Volume 386A Folio 49 as Crown land with a Management Order granted to the City of Stirling (City) for the purposes of Rights of Way (ROW).

Relevant Documents

Attachments

Attachment 1 - Locallity Plan ⇩

Attachment 2 - Aerial Photograph ⇩


Nil

Background

At its meeting held 10 November 2009, Council resolved (Council Resolution Number 1109/014) as follows:-

“1. That the revised funding approach for the Rights of Way Management Strategy using City Funds and Development Contributions be ENDORSED in light of the advice given from the Department of Regional Development and Lands (Local Government) in relation to the use of Differential General rates and the difficulty associated with administering a rating-based system of funding on strata properties.

2. That a 10 year program for upgrading and dedication of Categories 1, 2 and 3

Rights of Way and acquisition of Categories 4 and 5 Rights of Ways be ENDORSED.

3. That the draft Rights of Way Management Strategy as modified and updated

(reflecting the revised funding approach using only City Funds and Development Contributions) be ADOPTED.

4. Prior to each Right of Way being upgraded the adjacent Right of Way residents

be consulted and their views be considered prior to a decision being made on whether the Rights of Way will be upgraded.”

The objectives of the Rights of Way Management Strategy include the rationalisation of all privately owned ROWs.


Item PRS2 65

Comment

ROW 17007 (as shown in Attachment 1) is registered to the Land Residues Pty Ltd, a deregistered company (in 1995). ROW 17007 is a fully accessible ROW 170m in length and is accessed via Bassett Lane to the north, a Right of Way known at 34R Sydenham Road, Doubleview and bounded by Sydenham Road and Huntriss Road, Doubleview. ROW 17007 is classified as a Category 4 ROW in the Rights of Way Management Strategy and is not, nor is it intended to be, included in the City’s ROW upgrade program. Whilst closure and disposal of Category 4 ROW to the abutting landowners (by the Department of Planning, Lands and Heritage upon an approved proposal by the City) is the City’s preferred long term outcome, the City has not in the past received the required consensus to initiate closure of ROW 17007. For a ROW closure to be considered, the City and the Department of Planning, Lands and Heritage would require unanimous consent to close and purchase the ROW (from the State Government) from all abutting landowners. Due to the large number (37) of abutting landowners, unanimous consent is unlikely to be obtained. As a closure is unlikely to be progressed, the City is proposing to request the Minister for Lands to acquire ROW 17007 as Crown land in accordance with the Rights of Way Management Strategy. Following acquisition by the Minister for Lands, the City will be granted a Management Order to allow the City to care for, control and manage this land for the purpose of Rights of Way. The acquisition of ROW 17007 as Crown land does not prohibit closure in the future. Should an agreement from all abutting landowners be obtained, a proposal to close ROW 17007 can be considered, and if supported by the City, submitted the Minister for Lands for determination and disposal of the resultant land to the abutting landowners.


A notice of the intent to acquire ROW 17007 has been sent to the deregistered company via the Australian Securities and Investment Commission who supports the proposal. In accordance with legislative requirements, following Council’s resolution the City will serve notice of the intent to acquire ROW 17007 as Crown land to allow the City to assume care, control and management of the land for the purpose of ROWs. Notice will be sent to all abutting land owners as well as service agencies.


Section 52(1)(b) of the Land Administration Act 1997 provides that a local government may request the Minister for Lands to acquire as Crown land any land designated as a private road (private ROW) on a plan of survey or sketch plan lodged with the Registrar of Titles.


Item PRS2 66


The City will meet all documentation costs associated with the proposed acquisition which is expected to amount to $750 plus GST. Following acquisition by the Department of Planning, Lands and Heritage, the City will be responsible for the ongoing maintenance of ROW 17007 and will be required to allocate funds in the City’s future operating budgets to meet the associated costs.


Theme 4: Accessible and Connected City Objective 4.3: Safer Roads



ENVIRONMENTAL

Issue Comment

Nil.

SOCIAL

Issue Comment

Health, wellbeing and safety ROW 17007 is not being maintained by the owner (a deregistered company) and any necessary maintenance may be carried out by adjoining landowners at will. Hence there is a tendency for the private ROW to become unsightly and for abutting residents to be affected by hazards from unwanted vegetation, debris and littering. The acquisition of ROW 17007 as Crown land will give the City the necessary authority to carry out periodic maintenance under a Management Order. This will assist to control overgrown vegetation and ensure that issues relating to illegal rubbish, dumping, safety and general tidiness are addressed.

ECONOMIC

Issue Comment

Nil.

Conclusion

As set out in the Rights of Way Management Strategy adopted by Council at its meeting held 10 November 2009, Category 4 ROWs are proposed to be acquired as Crown land in accordance with Section 52 of the Land Administration Act 1997.


Item PRS2 67

It is recommended that Council provide approval for the City to request the Minister for Lands to acquire ROW 17007 being Lot 80, House Number 22R, Bassett Lane, Doubleview and provide the City care, control and management over this land. This will result in an improved streetscape and vegetation control, and will allow the City to deal with illegal rubbish dumping, safety and tidiness of the area.


Item PRS2 - Attachment 1 - Locallity Plan 68


Item PRS2 - Attachment 2 - Aerial Photograph 69


Item TE1 70

TENDERS

TE1 TENDER FOR COMMUNITY AND HOME BASED CARE SUPPORT SERVICES

Report Information

Location: City Wide


Reporting Officer: Manager Community Services

Business Unit: Community Services

Ward: City Wide

Suburb: City Wide


Definition







Recommendation

1. That the following panel of suppliers for the Tender for Community and Home Based Support Services be ACCEPTED at an estimated cumulative value of $3.3 million (excluding GST), for a period of one year (with two possible one year extensions) from the date of the Acceptance Letter:-

Chanticleer Holdings Pty Ltd

HenderCare Pty Ltd

Stonefield Asset Pty Ltd


Item TE1 71

2. That the ALLOCATION of orders to panel members, recommendation 1, will in the first instance be based on customer preference, and secondly on the following basis:-

Rank 1 - Chanticleer Holdings Pty Ltd

Rank 2 - HenderCare Pty Ltd

Rank 3 - Stonefield Asset Pty Ltd

Report Purpose

To report on the results from the public Invitation for Tender (IFT) and the evaluation of tenders, in accordance with Regulation 18 of the Local Government (Functions and General) Regulations 1996.

Relevant Documents

Attachments

Attachment 1 - Schedule of tenders received (circulated to Councillors under confidential separate cover)

Attachment 2 - Weighted Scores ⇩


Nil

Background

Tender Details

IFT Number 18.045.P.IFT

IFT Title Community and Home Based Care Support Services Recommended Tenderer(s) Chanticleer Holdings Pty Ltd

HenderCare Pty Ltd Stonefield Asset Pty Ltd

Expenditure under this Contract is not capped or fixed. The estimated Contract award value is based on estimated expenditure at this time but may vary depending on budget availability.

Contract Term Initial: One year

Extension Options: Two extensions of one year each

Tendered Rates/Cost Provided in Attachment 1 to this report (confidential) Panel Work Allocation Work will be allocated as per following ranking:

Rank 1: Chanticleer Holdings Pty Ltd Rank 2: HenderCare Pty Ltd Rank 3: Stonefield Asset Pty Ltd

Advertising: Saturday 31 March 2018 The West Australian

Tender Deadline: Thursday 26 April 2018 1.00pm

Tender Opening: Thursday 26 April 2018 3.00pm


Item TE1 72

Tender Submissions

Nine tenders were received, including Alternative and non-conforming Tenders:-

Life Without Barriers

Chanticleer Holdings Pty Ltd trading as TPG Aged Care

Stonefield Asset Pty Ltd trading as Comfort Keepers

My Flex Health International

Happier at Home Pty Ltd

KinCare Heath Services Pty Ltd

Your Nursing Agency Pty Ltd

HenderCare Pty Ltd

Pu-Fam Pty Ltd trading as Carers Plus

Contract

Commencement Date of New Contract: First week of July 2018

Completion Date of New Contract: End of June 2021 (with extensions)

Estimated Value of New Contract: $3.3 million (excluding GST)

Price Basis of New Contract: Fixed for initial one year, thereafter annually CPI adjusted

Tender Evaluation Panel

The tender evaluation panel comprised of three members, including a City Manager (Chairperson) and Officer(s). Process and probity advice during evaluation was provided by a City Procurement Officer. Evaluation of Tenders

The objective of the evaluation panel is to recommend a suitably qualified and experienced Contractor or Contractors to satisfy the requirement of the above mentioned IFT. Based on evaluation of the received submissions and subsequent compliance assessments, the Evaluation Panel recommend that the Respondent(s) recommended in this report be accepted at the estimated Contract value and Contract term provided, from the anticipated commencement date. Evaluation Justification

All submissions were initially assessed and graded against the tender (non-price) selection criteria in relation to the methodology proposed to achieve the service objectives, demonstrated experience in providing similar services, and organisation management structure and workforce skills. The tenders submitted by the three recommended respondents were the top three ranking submissions, with all other tenders receiving relatively lower scores. Price comparison was then applied to all tenders and weighted price adjusted scores determined (refer Attachment 2).


Item TE1 73

As a result, the tender submitted by Chanitcleer Holdings Pty Ltd trading as TPG Aged Care scored the highest ranking with 80.1 points, followed by HenderCare Pty Ltd with 67.9 points, then Stonefield Asset Pty Ltd trading as Comfort Keepers with 66.7 points. The remaining tenders received relatively lower scores.

Chanticleer Holdings Pty Ltd trading as TPG Aged Care, HenderCare Pty Ltd and Stonefield Asset Pty Ltd trading as Comfort Keepers, the recommended tenderers, are generally known to the evaluation panel as having the capacity to provide the level of service described in the specification.

The work will be allocated to City of Stirling in-house employees first where the City has capacity. Should this not be possible the customer will be offered their choice of the three contractors available and the work will be allocated to their chosen contractor. If the customer does not wish to choose, work will be allocated to an agency based on the order of ranking.

Rank 1: Chanticleer Holdings Pty Ltd Rank 2: HenderCare Pty Ltd Rank 3: Stonefield Asset Pty Ltd

Comment

The City is funded by the Department of Health (WA) and Department of Health (Commonwealth) to ensure that in home services are provided to eligible clients of the Home and Community Care (HACC) program and Commonwealth Home Support Program (CHSP) respectively. These services include domestic assistance, personal care, individual social support and respite. These services need to be provided in a timely manner with a high quality of service in accordance with aged care legislation, principles and standards. All agencies are not able to provide services at all times due to resourcing and workload issues and some agencies have areas of specialisation. The City therefore recommends a panel of providers to ensure timely and quality services for clients, and flexibility when these circumstances occur.

All members of the evaluation panel have made a conflict of interest declaration in writing confirming they have no relationships with any of the tenderers.

It is confirmed that the following checks have been undertaken:-

Has the recommended Tenderer(s) undergone Reference Checks successfully?

YES

A check with the referees of the recommended tenderers has indicated suitability as a supplier to the City of Stirling.

Has the recommended Tenderer(s) undergone Probity assessment and been deemed compliant?

YES

No comments

Has the recommended Tenderer(s) undergone Financial Viability assessment and been deemed acceptable?

YES

No comments

Was a Conflict of Interest declared? If yes, please specify how it was managed

YES

Stonefield Asset Pty Ltd trading as Comfort Keepers is also a current provider of Flexible Respite under the Commonwealth Home Support Program (CHSP) but they do not view this as a direct conflict of interest due to client eligibility criteria stated in the CHSP guidelines and the process used for referring clients for services. The panel agrees with this assessment.


Item TE1 74


In accordance with Section 1.8 of the Local Government Act 1995 and Regulation 14(1) of the Local Government (Functions and General) Regulations 1996 the Tender was advertised in a state wide publication. A link to the Tender documents was also made available via the City’s website.


The Tender has been conducted in accordance with Part 4 of the Local Government (Functions and General) Regulations 1996.


Account Number: A0207-A-3324-0000, A0207-A-3324-9018

Budget Item: External Contract Services

Budget Amount: This proposal $880,000 (excluding GST)

Amount Spent to Date: Nil (excluding GST)

Proposed Cost: $880,000 (excluding GST)

Balance: $880,000 (excluding GST) All figures quoted in this report are exclusive of GST. The City receives funding from the Department of Health (WA), Home and Community Care program, and the Department of Health (Commonwealth), Commonwealth Home Support Program to broker these services to a panel of providers. Details of this funding are contained in the Service Agreement with the Department of Health (WA) and the 2018-2020 Grant Agreement with the Department of Health (Commonwealth).


Theme 1: Liveable City and Thriving Neighbourhoods

Objective 1.5: Health and Wellbeing



ENVIRONMENTAL

Issue Comment

Nil


Item TE1 75

SOCIAL

Issue Comment

Community services The proposal will maintain the number of aged care services available to the community through City of Stirling. If not approved, the result will be a decrease in the number of aged care services available to the community for an unknown period of time.

Health, wellbeing and safety The proposal will lead to a reduction of health impacts for eligible frail aged residents and young people with disability who access these services, as the services are provided under a wellness and re-ablement framework which encourages people to continue to do the tasks they can do themselves and provide support for tasks they are unable to do themselves.

ECONOMIC

Issue Comment

Nil

Conclusion

The Evaluation Panel recommends that the following panel of suppliers for the Tender for Community and Home Based Support Services be accepted at an estimated cumulative value of $3.3 million under for a period of one year (with two possible one year extensions) from the date of the Acceptance Letter:-

Chanticleer Holdings Pty Ltd

HenderCare Pty Ltd

Stonefield Asset Pty Ltd


Item TE1 - Attachment 2 - Weighted Scores 76


Item TE2 77

TE2 TENDER FOR DRAINAGE AND ASSOCIATED WORKS

Report Information

Location: City Wide


Reporting Officer: Manager Engineering Operations

Business Unit: Engineering Operations

Ward: City Wide

Suburb: City Wide


Definition







Recommendation

1. That the tenders received from Riverjet Pty Ltd, Interflow Pty Ltd and T.C. Drainage (WA) Pty Ltd for the Drainage and Associated Works be ACCEPTED at the estimated total contract value of $2 million (excluding GST):-

a. At the tendered prices/rates as detailed in Attachment 1 to this report; and

b. For a period of two years with options for two extensions of one year each. 2. That the ALLOCATION of orders to panel members in recommendation 1 be on

the basis of best value for money and availability of the supplier at the time quotations are sought for specific projects.


Item TE2 78

Report Purpose

To report on the results from the Public Invitation for Tender (IFT) and the evaluation of tenders, in accordance with Regulation 18 of the Local Government (Functions and General) Regulations 1996.

Relevant Documents

Attachments

Attachment 1 - Schedule of tenders received (circulated to Councillors under confidential separate cover)

Attachment 2 - Weighted Scores ⇩


Nil

Background

Tender Details

IFT Number 18.047.P.IFT

IFT Title Drainage and Associated Works

Recommended Tenderer(s) Riverjet Pty Ltd Interflow Pty Ltd T.C. Drainage (WA) Pty Ltd

Expenditure under this Contract is not capped or fixed. The estimated Contract award value is based on estimated expenditure at this time but may vary depending on budget availability.

Contract Term Initial: Two years

Extension Options: Two extensions of one year each

Tendered Rates/Cost Provided in Attachment 1 to this report (Confidential) Panel Work Allocation Work will be allocated in accordance with request for quote for

individual works Advertising: Saturday 21 April 2018 The West Australian

Tender Deadline: Wednesday 23 May 2018 1.00 pm

Tender Opening: Wednesday 23 May 2018 3.00 pm

Tender Submissions

Three tenders were received from the following:-

Interflow Pty Ltd

Riverjet Pty Ltd

T.C. Drainage (WA) Pty Ltd


Item TE2 79

Contract

Commencement Date of New Contract: mid-July 2018

Completion Date of New Contract: mid-July 2022 (with extension)

Estimated Value of New Contract: $2 million (excluding GST)

Price Basis of New Contract: Fixed rate in line with the request for quote Tender Evaluation Panel

The tender evaluation panel comprised of:-

Manager Engineering Operations

Engineer Drainage and Lighting Maintenance

Technical Officer Maintenance

Senior Technical Officer Parks and Sustainability Process and probity advice during evaluation was provided by a City Procurement Officer. Evaluation of Tenders

The objective of the evaluation panel is to recommend a suitably qualified and experienced Contractor or Contractors to satisfy the requirement of the above mentioned IFT. Three tenders were assessed as being conforming and for awarding a contract for an initial period of two years with a further extension of one year each, in line with Council’s principle of ensuring best value for money in accordance with the Purchasing and Tender Management Practice and in compliance with the Australian Completion Policies. In order to obtain the broadest possible comparison base, each of the tenders was evaluated against the tender selection criteria and was in turn graded in the evaluation matrix (refer Attachment 2). As a result, the tender submitted by Riverjet Pty Ltd scored the highest rating with 93.5 points, followed by Interflow Pty Ltd with 72.8 points and C.T. Drainage (WA) Pty Ltd with 69.3 points. Based on evaluation of the received submissions and subsequent compliance assessments, the Evaluation Panel recommend that the Respondent(s) recommended in this report be accepted at the estimated Contract value and term provided, from the anticipated commencement date. A check with the referees of the recommended tenderers has indicated their suitability as suppliers to the City Of Stirling Evaluation Justification All tenderers have provided adequate responses that meet the City’s requirements.

Comment

All members of the evaluation panel have made a conflict of interest declaration in writing confirming they have no relationships with any of the tenderers.


Item TE2 80

It is confirmed that the following checks have been undertaken:-

Has the recommended Tenderer(s) undergone Reference Checks successfully?

YES

Has the recommended Tenderer(s) undergone Probity assessment and been deemed compliant?

YES

Has the recommended Tenderer(s) undergone Financial Viability assessment and been deemed acceptable?

YES

Was a Conflict of Interest declared? If yes, please specify how it was managed

NO


In accordance with Section 1.8 of the Local Government Act 1995 and Regulation 14(1) of the Local Government (Functions and General) Regulations 1996 the Tender was advertised in a state wide publication. A link to the Tender documents was also made available via the City’s website.


The Tender has been conducted in accordance with Part 4 of the Local Government (Functions and General) Regulations 1996.


Account Number: Periodic Supply contract will be used across several cost centres and account numbers.

Budget Item: Storm Water Pipe Re-lining and Associated Drainage works

Budget Amount: Approximately $500,000 per year (excluding GST)

Amount Spent to Date: Not Applicable

Proposed Cost: Not Applicable

Balance: Not Applicable

All figures quoted in this report are exclusive of GST.


Theme 2: Sustainable Environment

Objective 2.3: Water Wise City


Item TE2 81



ENVIRONMENTAL

Issue Comment

Pollution The ability to provide an efficient stormwater drainage system to minimise property flooding.

SOCIAL

Issue Comment

Nil

ECONOMIC

Issue Comment

Nil.

Conclusion

The Evaluation Panel recommends that the contract for the Drainage and Associated Works for the City of Stirling be awarded to Riverjet Pty Ltd, Interflow Pty Ltd and C.T. Drainage (WA) Pty Ltd at the rates listed in Attachment 1 at a total estimated contract value of $2 million (excluding GST).


Item TE2 - Attachment 2 - Weighted Scores 82


83

9. MATTERS BEHIND CLOSED DOORS

Nil.

10. CLOSURE

The Presiding Member to declare the meeting closed.

Agenda of Community and Resources Committee - 26 June 2018 · Councillors and visitors are...

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