Ordinary Meeting of Council 12 December 2012

4.1 ELLENBROOK DISTRICT OPEN SPACE NORTH COMMUNITY BUILDING DESIGN REPORT

Ward: (Ellenbrook Ward) (Project Management)

Disclosure of Interest: Nil

Authorised Officer: (Executive Manager Operations)

KEY ISSUES

The Ellenbrook District Open Space (EDOS) North Community Building

(Community Building) is required to adequately service the needs of a wide

range of sporting, recreational and community groups.

A site has been identified adjoining the EDOS Northern Playing fields with local

sporting clubs proposed to use the sporting elements of the facility with any

other community groups able to hire the community spaces in the facility

(including sporting elements if required).

The 15% schematic design report has now been completed indicating a total

cost of $4,596,552 (Excl GST) which is within the available budget included in

the City's Strategic Financial Plan.

The budget includes grant funding which has been secured via Lotterywest

($450,000) and the Community Sport and Recreation Facilities Fund (CSRFF)

($1,047,574).

It is recommended that the Council approve the completion of the Ellenbrook District

Open Space North Community Building in accordance with the current design and

scope and add the associated per annum whole of life costs to the City's Strategic

Financial Plan.

BACKGROUND

The Ellenbrook Place Community is currently growing at a rate three times greater than the broader Perth Metropolitan population. This growth has placed immense pressure on the existing community facilities in Ellenbrook Place. The proposed Ellenbrook District Open Space (EDOS) Northern Community Building

forms part of the broader EDOS project which includes the following:

Northern Site Facilities 2 senior AFL ovals, 5 junior AFL ovals, 3 senior cricket ovals, 2 sets of cricket practice nets Match level floodlights

Play space and youth space

Ordinary Meeting of Council 12 December 2012

Dual-use running and walking track Recreation centre Vegetation retention area

Bush buffer

Southern Site Facilities

4 senior soccer pitches (synthetic) Match level floodlights Community building with only sporting elements Play space

Dual-use running and walking track Vegetation retention area Drainage basin

The facilities above are being constructed with a staged approach, with construction on the northern site already commenced and the southern site planned to commence in 2013/14.

The proposed facility is designed to be multipurpose, in keeping with the City's planning principles, providing an opportunity to cater for a range of community groups that will assist in alleviating pressure on existing facilities. The Community Building will service sporting clubs utilising the adjoining playing fields, provide meeting and office space for other community groups and function spaces for the broader Ellenbrook community.

DETAILS

During the current 15% schematic design stage the architect has been working closely with the key stakeholders being Ellenbrook Football Club (juniors and seniors),

Ellenbrook Cricket Club (juniors and seniors) and City of Swan staff. The requests made by the sporting clubs have been reflected in the design without affecting the accommodation schedule for the facility. Internal staff who manage the bookings of other community facilities also have had input into the design to ensure community group needs have been addressed.

The original proposal was for a two storey facility overlooking the playing fields, due to the restricted space available and steep slope that existed on the site. Further review of the site during the concept design phase has resolved the concerns regarding levels, allowing for a revised one storey design. This has resulted in improved access and a less costly facility.

The resulting design has resulted in a facility that suitably reflects the intended uses, has

improved access and a construction cost within budget. It also has a flexible design that is adaptable in future if demands for the facility change.

The City has successfully received grant funding from the Community Sport and Recreation Facilities Fund (CSRFF) of $1,047,574 and Lotterywest of $450,000. The quantity surveyor estimate provided within the 15% schematic design report (inclusive of all on costs) is $4,596,552 and is within the available budget of $4,600,000 currently

included in the City's Strategic Financial Plan in 2012/13 ($2,000,000) and 2013/14 ($2,600,000) - BCW11103. In addition, the inclusion of a cool room (approximately $24,000) will be funded by the Ellenbrook Football Club with the City meeting ongoing operational costs for this item.

The City will need to inform the external funding bodies of the project budget following

Council endorsement.

Ordinary Meeting of Council 12 December 2012 It is expected that the design phase will be completed by early 2013, with tenders being advertised sometime thereafter.

The facility will operate under the existing City bookings system. The community elements (meeting space and function room) will incorporate casual and regular bookings for various community groups. The sporting element is predominately to be used by sporting clubs and will be under existing seasonal booking arrangements as per other sporting facilities in the City. A number of the rooms will be shared by sporting and community groups throughout each week.

CONSULTATION

The Ellenbrook Public Open Space and Community Facilities Strategy, prepared by Coffey's Commercial Advisory, involved extensive community consultation to identify the need for the facility. Key sporting and community group stakeholders have been involved

in developing the 15% schematic design including liaison with City staff and the appointed architect.

ATTACHMENTS

Ellenbrook DOS Floor Plan (SK1)

Ellenbrook DOS Site Plan (SK2)

Ellenbrook DOS Elevations (SK3)

STRATEGIC IMPLICATIONS

The development of facilities for the Ellenbrook Community aligns with the Strategic Community Plan as follows:

B1 - Community places to live, recreate and work

B2 - Infrastructure that meets community need

S2 - Community health and wellbeing

STATUTORY IMPLICATIONS

A development application is expected to be submitted following the approval of the 15% schematic design report by Council. A building license application is expected to be submitted in April 2013, prior to construction commencing.

Ordinary Meeting of Council 12 December 2012

FINANCIAL IMPLICATIONS

The Quantity Surveyor estimated total cost included in the 15% Schematic Design Report is $4,596,552 (excluding GST).

The proposed funding breakdown is as follows:

Lotterywest $450,000

CSRFF

Ellenbrook Football Club

$1,047,574

$24,000

City of Swan $3,074,978

TOTAL $4,596,552

The whole of life costing for the EDOS North Community Building is based on the expected total project cost of $4,596,552 over a 50 year design life and is broken down as follows:

Maintenance costs - 1.5% or $68,948 per annum

Operating costs - 3% or $137,897 per annum

Renewal costs - 2% or $91,931 per annum

Disposal costs - 1% or $45,966, being $919 per annum over 50 years

Total costs $299,695 per annum or $14,984,750 over a 50 year building life.

Over a 50 year design life, the whole of life costs would be approximately $4.6million capital cost plus $15million operating costs - $19.6million in total.

User groups will contribute towards operating costs of the facility via hire fees. In addition, the inclusion of a cool room (approximately $24,000) will be funded by the

Ellenbrook Football Club with the City meeting ongoing operational costs for this item.

VOTING REQUIREMENTS

Simple majority

RECOMMENDATION

That the Council resolve to:

1) Approve the completion of the Ellenbrook District Open Space North Community Building based on the 15% Schematic Design Report, prepared by Rob Anson Architects.

2) Include an amount of $299,695 per annum within the City's Strategic Financial Plan to cover whole of life costs associated with this building.

CARRIED

Ordinary Meeting of Council 12 December 2012

Ordinary Meeting of Council 12 December 2012

Ordinary Meeting of Council 12 December 2012