part two - agenda mareeba 5 september 2013

TRC Tablelands Regional Council - Agenda Thursday 05 September 2013

CORPORATE AND COMMUNITY SERVICES............................................................................... 3

Customer & Community Services ................................................................................................ 3 Item-15 Financial and In Kind Support Program Approvals - 5 September 2013 ................... 3

Item-16 Proposal to Adopt Cemetery Management Policy................................................... 10

Item-17 Proposal to Increase and Realign Kuranda Library Opening Hours ........................ 21

Plant & Facilities........................................................................................................................ 27 Item-18 Community and Recreation Leasing Policy ............................................................ 27

Item-19 Creation of one Reserve - Hunter Park and Kuranda Recreation Centre................ 45

Item-20 Rail Trail Infrastructure ........................................................................................... 49

Item-21 Grazing Licence Minnamoolka Camping Reserve CONFIDENTIAL ...................... 63

Item-22 Silo Shopping Centre CONFIDENTIAL.................................................................. 64

Corporate .................................................................................................................................. 65 Item-23 Sustainable Planning Act 2009 - Delegation of Statutory Powers ........................... 65

INFRASTRUCTURE AND MAINTENANCE SERVICES .............................................................. 85

Construction & Maintenance...................................................................................................... 85 Item-24 Tender Evaluation Tender T-TRC2013-07 NDRRA 2011 Programme -

Causeway Restoration ........................................................................................... 85

Item-25 Tender Evaluation Tender T-TRC2013-19 NDRRA 2011 Programme - Mona Mona Road Drainage ............................................................................................. 90

Item-26 Tender Evaluation Tender T-TRC2013-20 NDRRA 2011 Programme - Restoration Works - Atherton / Tolga Area ............................................................. 94

Item-27 Tender Evaluation Tender T-TRC2013-21 NDRRA 2011 Programme - Sealed Roads - Malanda Area............................................................................................ 99

Item-28 Tender Evaluation Tender T-TRC2013-26 NDRRA 2011 Programme - Proposed Windy Hollow Road Embankment Stabilisation .................................... 104

Item-29 Tender Evaluation Tender T-TRC2013-29 NDRRA 2011 Programme - Herberton Area - Gravel Package # 3................................................................... 110

Item-30 Tender Evaluation Tender T-TRC2013-30 NDRRA 2011 Programme - Supply and Delivery of Gravel - Herberton Area - Gravel Package # 3............................. 114

Item-31 Tender Evaluation Tender T-TRC2013-31 NDRRA 2011 Programme - Ravenshoe / Mt Garnet Area - Gravel Road - Package # 4 .................................. 118

Item-32 Tender Evaluation Tender T-TRC2013-32 NDRRA 2011 Programme - Supply & Delivery of Gravel - Ravenshoe / Mt Garnet Area - Gravel Package # 4 ........... 121

Item-33 Tender Evaluation Tender T-TRC2013-35 NDRRA 2011 Programme - Sealed Roads Package # 5 .............................................................................................. 125

Item-34 Tender Evaluation Tender T-TRC2013-36 NDRRA 2011 Programme - Supply and Delivery of Gravel - Dimbulah Area - Sealed Roads Package # 5.................. 130

Item-35 Tender Evaluation Tender T-TRC2013-37 NDRRA 2011 Programme - Sealed Roads Package # 6 .............................................................................................. 134

Item-36 Tender Evaluation Tender T-TRC2013-38 NDRRA 2011 Programme - Supply and Delivery of Gravel - Dimbulah Area - Sealed Roads Package # 6.................. 139

Item-37 Tender Evaluation Tender T-TRC2013-43 NDRRA 2011 Programme - Minor Pavement Repairs................................................................................................ 143

Item-38 Tender Evaluation Tender T-TRC2013-44 NDRRA 2011 Programme - Minor Pavement Repairs................................................................................................ 147


Item-39 Tender Evaluation Tender T-TRC2013-45 NDRRA 2013 Programme - Boar Pocket Road Culvert Restoration.......................................................................... 151

Item-40 NDRRA 2011 Programme of Restoration Works - August 2013 Progress Report .................................................................................................................. 157



Item-43 Proposed Roadworks Upgrade - Morton Street and rob Veivers Drive, Kuranda - Summary of Design Process .............................................................................. 166

Project Delivery ....................................................................................................................... 172 Item-44 Spear Road, Kuranda - Application for Permanent Road Closure......................... 172

Item-45 Metzger Road, Dimbulah - Application for Temporary Road Closure Adjacent Lot 50 HG806701 ................................................................................................. 181

Item-46 FNQuad Riders Club - Request to Use Conditionally Registered Quad Bikes on Council Roads for Adventure Rides through the Region....................................... 190

Item-47 Project Delivery Group - Infrastructure and Maintenance Services - Quarterly Report - 31 July 2013 ........................................................................................... 202

Water & Sewerage .................................................................................................................. 217 Item-48 TRC EOI 2013-03 Lease of Tablelands Regional Council Water Allocation -

Upper Barron - Zones A, B, C & D - CONFIDENTIAL........................................... 217

Item-49 Atherton Waste Management Facility Buy Back Shop CONFIDENTIAL .............. 218

CHIEF EXECUTIVE OFFICER ................................................................................................... 219

Administration ......................................................................................................................... 219 Item-50 Minutes of Audit Committee Meeting - 13 August 2013 ........................................ 219

Item-51 Noted Correspondence - 5 September 2013 ........................................................ 245


CORPORATE AND COMMUNITY SERVICES

CUSTOMER & COMMUNITY SERVICES

ITEM-15 FINANCIAL AND IN KIND SUPPORT PROGRAM APPROVALS - 5 SEPTEMBER 2013

DOCUMENT INFORMATION

MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Amanda Riches, Manager Customer and Community Services DEPARTMENT: Corporate and Community Services

EXECUTIVE SUMMARY

Council received 13 applications totalling $9,839 for financial and in-kind support requiring consideration. These have been assessed in accordance with the Financial and In-Kind Support Program policy. • Five applications with a value of $672 have been processed through staff delegation. • Three applications with a value of $528 are recommended for not approval • Five applications with value of $8,639 are recommended for approval.

OFFICER'S RECOMMENDATION

"That Council: 1. Approve:

a. Fiks1293 Mareeba District Flexi Support Ass Remittance of Fees $1,601 One off b. Fiks1399 Mount Garnet All Sports Inc Cash Donation $1,791 One off c. Fiks1401 Mona Mona Bulmba Aboriginal Cash Donation $2,000 One off d. Fiks1404 Far Nth Qld Hospital Foundation Cash Donation $2,000 One off e. Fiks1407 Butchers Creek Hall Association Cash Donation $1,247 One off

2. Not Approve:

a. Fiks1398/1405 Malanda Horse & Pony Club Remittance of Fees $228 One off b. Fiks1406 Ngoonbi Co-Op Society Limited Youth Achievement $300 One off”


BACKGROUND

CASH DONATION $7.038

FIKS1399 MOUNT GARNET ALL SPORTS INC $1,791 Cash Donation – One off

Mount Garnet All Sports Inc is running a two day Water Safety Program in Mount Garnet ON 9/10 November 2013. The program will be held in the local pool and will cover Swim and Survive, Junior Lifeguards Program, rescues, community CPR and First Aid and water survival techniques in different environments. Royal Lifesaving Queensland will assist with running the program and will provide water safety equipment to the Mount Garnet community. Local youth will gain valuable swim to survive skills plus junior lifeguard skill. The program will offer this small community required skills to address any local water safety issues.

History – Nil FIKS1401 MONA MONA BULMBA ABORIGINAL CORPORATION $2,000 Cash Donation – One off

Mona Mona Bulmba Aboriginal Corp is celebrating its 100th anniversary 20-26 September 2013. Mona Mona is home to 5000 residents. The corporation is planning to hold a Remembrance Concert, Commemoration Day, Elders and Children’s Day, Cultural information stalls and church services. The event will remember the development of a community and its residents. Community volunteers will assist with the loan of small marquees, cleaning, setting up and dismantling for the anniversary celebrations. Cash to the value of $4,000 has been donated from individuals and not for profit organisations. Total costs are expected to be $28,975:

• Other cost include large marquee hire $7,425 • Hire of catering equipment, generator, lighting, toilets $9,370 • Hire Tools/ purchase nails $1,500 • Food catering $5,000 • Sound equipment $5,680

History – Nil FIKS1404 FAR NTH QLD HOSPITAL FOUNDATION $2,000 Cash Donation – One off

Far North Queensland Hospital Foundation has applied for cash assistance with the holding of the Mt Franklin Cardiac Challenge 3 day cycle event being held 21-23 September 2013. This three day cycle event that travels from Cairns to Cooktown and passes through Mareeba and Mt Molloy on day one of the challenge. The Cardiac Challenge is a participatory fundraising event which has raised money towards cardiac services in far north Queensland since its inception since 2007. The event provides benefits to local communities. In 2012 Mt Carbine Rodeo received $9,055 from the Foundation for providing catering services.

The Hospital Foundation will fund the hire cost of $12,000 to cover mobile showers and toilets. Should the application to Council be successful the $2,000 would go towards this cost. Projected cost of the event is $126,079

History – Nil


FIKS1407 BUTCHERS CREEK HALL ASSOCIATION $1,247 Cash Donation – One off

Butchers Creek Hall Association has applied to Council for cash donation to assist with its public liability insurance costs of $1,246.06. The hall was built by community members in 1923 and is locally owned and maintained by the community. Within the last 3 years the hall has received a new kitchen, roof repairs and been restumped using locally raised funds. Council has supported the association for some years with its insurance costs.

History – Nil REMITTANCE OF FEES $1,601 FIKS1293 MAREEBA DISTRICT FLEXI-SUPPORT ASSOC INC $1,601 Remittance of Fees – One off

Mareeba District Flexi-Support Association has applied to Council for a remittance of Material Change of Use fees $1,600.90. The shed at 130 Mason Street Mareeba is to be used as an activity centre and office facilities for the association. The association offers carer respite and support for people with a disability in the local community. This new facility will become an all weather multipurpose centre assessable for their service users and other members of the community.

History – Nil NOT APPROVE $528 Recommend not approve the following two applications as this applicant received $2,000 cash donation in July 2013 towards their new equestrian sand arena. As per policy the cap per financial year per applicant is $2,000. FIKS1398 MALANDA HORSE & PONY CLUB $182 Remittance of Fees – One Off

Malanda Horse & Pony club has applied to Council for a remittance of hall hire fees for the Malanda Pavilion 2/3 November 2013. The club is hosting the Zone Gymkhana and Dinner Fundraiser.

FIKS1405 MALANDA HORSE & PONY CLUB $46 Remittance of Fees – One off

Malanda Horse and Pony Club are holding a fundraising disco on 17 August 2013 for their Miss Personality entrant in the Zone Gymkhana in November 2013. They have applied for a refund of hall hire fees $46 paid on receipt 462180. History – Cash $2,000 One off July 2013 Recommend not approve as policy 6.8 states that to be eligible for Youth Achievement Assistance applicants must qualify through a competitive selection process. This team has been invited to attend the Annual North Queensland All Schools Touch Competition.


FIKS1406 NGOONBI CO-OP SOCIETY LIMITED $300 Youth Achievement – One Off

The Ngoonbi Co-Op Society is taking an U18 Touch Football Team from Kuranda College to the Regional Touch Competition in Townsville 24/25 August 2013. The team has been nominated by Kuranda College to attend the competition.

History – Nil

STAFF APPROVED $672 FIKS1402 PEOPLE AGAINST ANIMAL THEFT & ABUSE $37 Remittance of Fees – One off

People Against Animal Theft & Abuse are holding a public meeting in the cafeteria area at the Merriland Hall – 19 August 2013. The meeting is to raise public awareness of animal theft and abuse. The meeting has been requested by the local police who will be in attendance.

History – Nil

FIKS1403 TABLELAND NETBALL ASSOCIATION $385 Cash Donation – One off

Tableland Netball Association is holding their U12 Netta Regional Carnival on Sunday 15 September 2013. The association has purchased the medallions and trophies for the carnival as well as covering advertising costs. They have requested assistance towards the cost of hiring the Atherton State High School Community hall to hold the carnival.

History – Nil

FIKS1369 BRONSON CATER $100 Youth Achievement – One off

Bronson (12 years) represented the Peninsula region in the State Tennis Championships in Caloundra 2-5 August 2013. FIKS1389 GARDEN CLUB OF RAVENSHOE $150 Cash Donation – One off

The Garden Club of Ravenshoe has written to Council for reimbursement of $150 paid for 30 bales of hay for the gardens in the main street of Ravenshoe. The Club maintains these gardens each week. At this time there is no Council mulch available at the local transfer station.

History – Cash donation $300 Ongoing FIKS1409 ATHERTON STATE PRIMARY SCHOOL No Charge In-Kind Assistance – One off

Atherton State Primary School are holding their school fete this week 23 August 2013 and have applied to Council for the loan of 30 tables for the event. The items will be at no cost as the applicant can collect and return the tables. The applicant will be invoiced for any damages.

History – Cash $100 Ongoing for End of Year Ceremony


AMENDMENT TO PRVIOUS RESOLUTIONS At its ordinary meeting on 15 August 2013, Council approved the following donation to support the Far North Queensland Country Music Festival which is being held at Kerribee Park Mareeba 11-13 October 2013. Cash Donation $664 One off In-Kind Assistance • Put up & take down 2 advertising banner in main street Mareeba • Put up & take down promotional guitar in main street Mareeba. The original application was for $2,000 cash contribution towards the event and in kind assistance towards the erection of the banners and guitar. The recommendation to support this application was adjusted by Council officers to ensure that it complied with the $2,000 FIKS policy cap. Unfortunately, the adjustment was made without consultation with the Festival organisers, who have recently contacted Council concerned that the cash contribution has decreased from previous years. They have suggested that they will find an alternative location for the guitar and advertising banners if Council could increase the cash contribution towards the event. To ensure that event planning was not held up, Council staff in consultation with Cr McGrath, have adjusted the approved support for this event from: $2,000 mixed donation comprising: • Cash: $664 • In-Kind Assistance: $1,336 to • $2,000 Cash Donation This adjustment has no impact on the overall budget for Financial and In Kind support. THANK YOU LETTERS RECEIVED Irvinebank School of Arts & Progress Association Inc

• Thank you for assistance from Council with their 2013 John Moffat Festival


SUMMARY OF APPLICATIONS

LINK TO CORPORATE PLAN

A Vibrant and Healthy Community: A community that proudly supports a sense of place and identity within the region and contributes towards an enjoyable, active, healthy and safe living environment. A community that supports equity and inclusiveness enabling all people to participate in regional events, cultural activities and celebrations. CONSULTATION

Internal Matthew Hyde, General Manager Corporate & Community Services Amanda Riches, Manager Customers & Community Services Group. LEGAL IMPLICATIONS (STATUTORY BASIS, LEGAL RISKS)

Nil POLICY IMPLICATIONS

In accordance with the Financial and In-Kind Support Program Policy and Guidelines FINANCIAL & RESOURCE IMPLICATIONS

Capital Nil Operating As per the Financial and In-Kind Support Program budget Is the expenditure noted above included in the 2013/2014 budget?

Type of Assistance Amount ($s)

Approve 8,639

Staff Approved 672

Sub Total 9,311

Not approve 528

Total Applications 9,839

2012/2013 Financial & In-Kind Support Budget 350,000

Funds Committed as Ongoing Applications (included rates $21,972) 177,571

Funds Approved to date 2013/2014 One off (including staff approvals) 37,256

Balance Available for Distribution 2013/2014 135,173

Recommended Approvals this round 8,639

Funds Available for Allocation if Recommendations are Approved 126,534


Yes If not you must recommend how the budget can be amended to accommodate the expenditure Nil IMPLEMENTATION/COMMUNICATION

Nil Date Prepared: 28 August 2013


ITEM-16 PROPOSAL TO ADOPT CEMETERY MANAGEMENT POLICY DOCUMENT INFORMATION

MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Amanda Riches, Manager Customer and Community Services DEPARTMENT: Corporate and Community Services

EXECUTIVE SUMMARY

Until January 2012, management of Council’s cemeteries was controlled by the Local Laws of the former shire Councils. The model Local Laws released by State Government in 2011, and forming the basis of the Local Laws adopted by Council in January 2012, were deliberately simplified with the intention that many areas previously regulated in law would be more appropriately controlled through the adoption of Council policies as required. This Cemetery Management Policy advises Tablelands Regional Council’s approach to the management and administration of public cemeteries within its control.


"That Council adopt the attached policy entitled ‘Cemetery management policy’."

BACKGROUND

Tablelands Regional Council is the cemetery authority appointed to manage Local Government cemeteries within the region. The objectives of this Cemetery management policy is to provide detailed information called upon by Local Law No 1 (Administration) 2001 and Local Law No. 4 (Local Government controlled areas , Facilities and Roads) 2011 to: (a) Empower Council to establish public cemeteries; (b) Provide for the proper management and control of public cemeteries in the Tablelands region

(whether established by Council); (c) Regulate the disposal of human remains on the tablelands (either inside or outside a public

cemetery); and (d) Ensure that proper records are kept about the disposal of human remains within and outside

of public cemeteries The initial draft of this policy was discussed with Council at its briefing session on 27 June 2013.

DE-AMALGAMATION ISSUES

If adopted this policy will automatically become policy of the new Mareeba Shire Council on 1 January 2014.



CONSULTATION

Internal Councillors at workshop on 27 June 2013 Amanda Riches, Manager Customer and Community Services Mara Rooks, Coordinator Customer Service Shane Bisseker, Co-ordinator Parks and Gardens External Cairns Regional Council Cook Shire Council Cassowary Coast Regional Council Qld Cemeteries and Crematoria Association

LEGAL IMPLICATIONS (STATUTORY BASIS, LEGAL RISKS)

NIL

POLICY IMPLICATIONS

Cemetery management policy is adopted.

FINANCIAL & RESOURCE IMPLICATIONS

Capital NIL Operating NIL Is the expenditure noted above included in the 2013/2014 budget? NIL If not you must recommend how the budget can be amended to accommodate the expenditure NIL

IMPLEMENTATION/COMMUNICATION

The Cemetery management policy will be communicated internally via email, and through the internal Policy Register on SharePoint. The Cemetery Management Policy will be available on the TRC website for the community and other external users.

A Well Managed Region

Outcome - Quality Management

Quality service to all customers by ensuring that the region's assets and the organisation's workforce and knowledge are appropriately managed.

Transparent Practices Ensure the administration of the region is governed through open and transparent decision making practices and coordinated management and reporting processes.


ATTACHMENTS

1. Cemetery Management Policy DW# 2840363 Date Prepared: 14 August 2013


ATTACHMENT


ITEM-17 PROPOSAL TO INCREASE AND REALIGN KURANDA LIBRARY OPENING HOURS


MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Briengan Rogers, Coordinator Library Services DEPARTMENT: Corporate and Community Services

EXECUTIVE SUMMARY

The collocated Kuranda library/business centre is one of the busiest Tablelands Libraries. For some time, the Kuranda community has requested longer opening hours as the current hours do not reflect community needs and limit literacy and lifelong learning programs. This paper recommends an increase and realignment of hours and outlines the cost associated with these changes.


"That Council:

1. consider additional hours for the Kuranda Library service at the next budget review that equates to an increase of 13.5 hours to the Kuranda Library open times to allow the centre to open on Mondays and Friday afternoons, and

2. on approval of the additional budget, standardise the hours of operation as follows:

Current Service Hours Proposed Service Hours

Monday Closed 10am – 5pm

Tuesday 11am - 6pm 10am – 5pm

Wednesday 11am - 5pm 10am – 5pm

Thursday 11am - 5pm 10am – 5:30pm

Friday 9am -12pm 10am – 5pm

Saturday 9am - 12pm 9am - 12pm


BACKGROUND

Council resolved at its meeting of the 18 July 2013:

ITEM 11 Proposal to Increase and Realign Kuranda Library Opening Hours

Cr Jensen noted that the Kuranda Library is open for approximately 45 hours less per annum than other Tablelands Regional Council libraries with similar or worse borrowing statistics.

Moved by Cr Jensen Seconded by Cr Marti

"That Council request officers review Kuranda Library/Service Centre Opening Hours to provide recommendations for increases in service levels and proposed budget.

CARRIED UNANIMOUSLY

Kuranda library, currently based in Thooree St. Kuranda is one of the 11 library branches that service the Tablelands community. In addition to standard library functions the library also provides a range of council services such as dog registration, rates payment, water connection, busking permits and the processing of customer service requests.

The Kuranda Library provides library and council services to a population of approximately 2,966 (ABS Gazetted Locality / Ste Suburb ASGS 2011 and Tablelands LGA, State Suburbs 2011 Census, persons place of usual residence) and, with an average of 1,551 members during the 2012-2013 period, its average membership rate is 52%, which is above the state benchmark. During the 2012-2013 financial year, the Kuranda library: • lent 30,048 library items to members, representing an average of 25 items per open hour; • was visited 24,108 times during the year, representing an average of 20 visits per open hour; • receipted 2,039 council transactions with a total value to Council of $251,603; and • processed 975 customer requests for Council.

It is clear from these statistics that the Kuranda library is not only a popular and valued service in the Kuranda community but also plays a valuable role to Council in extending its reach.

Figure 1: Library Utilisation


Figure 1 shows the variation in the number of open hours by library across the region, together with the hourly utilisation of each library. The high hourly number of visits per hour, 20, for Kuranda reflects the success of the dual role played by this busy branch.

While there are obvious anomalies in library resource utilisation across the region, this paper does not address the broader position as this will be addressed within the Regional Library strategy that will be the subject of a future paper to Council.

Of immediate concern for Kuranda is the need to increase and standardise library open hours with a particular focus on opening on Mondays and on Friday afternoons.

Figure 2: Distribution of Library Open Hours

An independent review of the Tablelands Library Service conducted July- September 2011, and consultation for the Tablelands Community Plan clearly demonstrates that customers are seeking increased opening hours. Example extracts from the feedback received are provided below:

Current Times

Monday Opening Closing

Tuesday 11am 6pm

Wednesday 11am 5pm

Thursday 11am 5pm

Friday 9am 12 Noon

Saturday 9am 12 Noon

Table 1: Current Library Hours of Operation


‘Kuranda should open on Mondays’ ‘Kuranda library is great, but always a juggling act to get the opening hours correct, many people say the same thing - that they can never remember which days/half days the library is open. …. it would be great to be able to drop in after dropping off older children to school etc. ‘Keep opening times more uniform and open on Mondays too. 11 am - 5 pm daily on weekdays would be great’. ‘Later closing on Saturdays and open on Mondays’. ‘I would like the library to be open on Mondays’ ‘I get caught out sometimes with the early closing on Fri and Sat’ ‘I'm very glad our Kuranda library is also a Council office’

Monday is a traditionally busy day for Council Service Centre transactions, and this is compounded in the Kuranda library as no council business is conducted on Saturday, the library is closed Friday afternoon and again on Monday. The workload on a Tuesday often requires additional resources to be secured so that service levels can be maintained.

It is, therefore, recommended that the Kuranda Library increase its hours of operation to include all day Monday and Friday afternoons and that the hours of operation are standardised to addressed confusion within the community. Opening on Monday and Friday afternoon, as indicated in Table 1 above, would increase Kuranda opening hours from 25 hours per week to 38.5 hours per week.

At the same time, the increased opening hours offer the opportunity to realign opening times to meet the needs of early shoppers, parents visiting after dropping off school children and parents attending storytime.

By creating opportunities for literacy development, Tablelands Libraries is proactively addressing state and national education agendas and affirming public libraries as valued literacy and learning enablers.

Changing late night opening from Tuesday to Thursday would also standardise late opening for three of our large branches - Ravenshoe, Mareeba and Kuranda.

The suggested new opening hours are:

As the Kuranda Branch Supervisor is already employed in a full-time capacity, any salary costs associated with the increase would apply to one staff member only.

Proposed Opening Hours

Opening Closing

Monday 10:00am 5:00pm

Tuesday 10:00am 5:00pm

Wednesday 10:00am 5:00pm

Thursday 10:00am 5:30pm

Friday 10:00am 5:00pm

Saturday 9am:00am 12:00 Noon


The total salary costs to open Kuranda Library for the extended, revised opening hours is approximately $29,200 per year with on-costs.


The review of service hours as per Council's resolution of 18 July 2013 will only impact the hours of the Kuranda Library. This will result in an increase in service levels for the new Mareeba Shire.


A Vibrant and Healthy Community:

Provide a range of recreational and leisure opportunities for the community's relaxation and enjoyment

Encourage recognition and appreciation of regional arts, culture, heritage and diversity and support and provide opportunities for individuals, clubs and groups to participate in the arts and cultural life of the community.

CONSULTATION

Internal Matthew Hyde, General Manager Corporate and Community Services Amanda Riches, Manager Customer and Community Services Briengan Rodgers Coordinator Libraries Kellie Ayre, Nth cluster Team Leader/ Youth Services Specialist Librarian Wendy Levrier, Branch Supervisor, Kuranda Library External Kuranda customer feedback, Tablelands Libraries Review, July -September 2011


N/A

POLICY IMPLICATIONS

N/A


Capital NIL Operating Including on-costs $29,200 with other operating costs considered negligible. Is the expenditure noted above included in the 2013/2014 budget? No If not you must recommend how the budget can be amended to accommodate the expenditure These funds were included in the original budget proposal however were withdrawn to assist in balancing the budget for the rate rise acceptable to Council.



Internal and external advertising and promotion of revised opening hours should Council resolve to change hours of operation.

ATTACHMENTS

1. NIL Date Prepared: 14 August 2013


PLANT & FACILITIES

ITEM-18 COMMUNITY AND RECREATION LEASING POLICY DOCUMENT INFORMATION

MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: John Thurlow Senior Land and Lease Management Officer DEPARTMENT: Corporate and Community Services

EXECUTIVE SUMMARY

Council has identified the need and has been preparing a Community Leasing Policy for sometime now. Drafts have been presented to two Council workshops for input by Council and for fine tuning. It is now appropriate that the final draft of the policy be presented to Council for adoption.


"That Council adopts the Community Leasing Policy and procedures as attached."

BACKGROUND

In March 2008, the former Shires of Mareeba, Atherton, Herberton and Eacham were amalgamated into the Tablelands Regional Council (TRC). At the same time the responsibility for all commercial and community leasing and land was amalgamated with the Plant and Facilities group. It soon became apparent that there were considerable differences in the way that each former shire had handled their community groups in respect to leasing and use of Council facilities and land. The TRC has introduced policies such as the Financial and In kind Support program and the Rates, Rebate and Remission Policy which are applied to all community organisations on an equal basis. The Community Leasing Policy is intended to further enhance consideration of Clubs and Community organisations on an equal basis in relation to the occupation of Council facilities and land. In summary, the policy provides for clubs and users to be identified in three categories namely, minor, medium or major and sets a maximum rental for each with details of the amount of assistance that will be provided by Council for each category.


The new policy will provide both new Councils with a sound and fair approach to dealing with community clubs and organisations in relation to tenure of Council controlled land and use of Council facilities.



CONSULTATION

Internal Matt Hyde General Manager Corporate and Community Services Dean Davidson Manager Plant and Facilities Group Council Workshops All members of Facilities Group External Ms Cheryl Dean Cairns Regional Council Community leasing section


Nil

POLICY IMPLICATIONS

A new Community Leasing Policy will be adopted


Capital Nil Operating Nil Is the expenditure noted above included in the 2013/2014 budget? Nil If not you must recommend how the budget can be amended to accommodate the expenditure Nil

Active Lifestyles Provide a diverse range of enjoyable recreation, sport and physical activity opportunities to meet the needs of an active and healthy community.

Leisure Opportunities Provide a range of recreation and leisure opportunities for the community’s relaxation and enjoyment.



Register policy in Council's Policy Register and advise all Facilities personnel and the Sport and Recreation Officer of its adoption.

ATTACHMENTS

1. Final draft of Community Leasing Policy DWS 2836839 2. Final draft of application form as attachment to policy DWS 2836850 Date Prepared: 21/8/2013


ATTACHMENT 1


ATTACHMENT 2


ITEM-19 CREATION OF ONE RESERVE - HUNTER PARK AND KURANDA RECREATION CENTRE


MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: John Thurlow Senior Land and Lease Management Officer DEPARTMENT: Corporate and Community Services

EXECUTIVE SUMMARY

Hunter Park, Kuranda was originally one parcel of land which was subdivided in 1990 into two parcels; Lots 14 and 28 on NR808477. Lot 14 was created so that the Mareeba Shire Council could sublease the land to the Kuranda RSL Memorial Bowls Club (now Kuranda Recreation Centre) and Lot 28 (Reserve R1687) contains sports fields, tennis courts and a car park for Kuranda Recreation Centre (KRC). The current sublease arrangement is no longer practical and KRC are keen to takeover management of all of Hunter Park as a single recreation and sporting amenity for the community. This report addresses the changes required for the ongoing management of the reserves.


"That Council receive this report and approve the following actions to be undertaken: 1. Council surrender the current lease over Lot 14 on NR808477; 2. Apply to the Department of Natural Resources and Mines to include Lot 14 on NR808477 as

part of the Reserve 1687; 3. Amend the gazetted purpose of the Reserve to 'Park, Sport and Recreation'; and 4. Complete a Land Management Plan for the Reserve including a proposed Trustee Lease

with the Kuranda Recreation Centre."

BACKGROUND

Hunter Park was originally gazetted on 17th January 1980 as ‘Reserve 1687 for Park and Recreation’. The Reserve covered Lot 749 on NR6652, which was transferred to the former Mareeba Shire Council as Trustee as a result of the Kuranda Heights subdivision. The area of the reserve at this time was 3.718 hectares and included the parcel of land now occupied by the Kuranda Recreation Centre, Lot 14 on NR808477. In 1989/90 the former Mareeba Shire Council held discussions with the Kuranda RSL and Memorial Bowls Club (later called the Kuranda Sports and Social Club Inc.) in an endeavour to find a new home for the Kuranda Bowling Club which was being forced to move from its location in Coondoo Street, Kuranda. Following these discussions the former Mareeba Shire Council agreed to issue a Section 343 Trustee Lease over part of the Hunter Park reserve. The Department of Lands refused to approve a Section 343 Trustee Lease over the reserve as the Department


considered the arrangement to be a “commercial arrangement” due to the Club’s liquor licence; however the former Mareeba Shire Council was given authority to excise the area from the reserve and issue a Special Lease subject to conditions. In 1990, Lot 749 on NR6652 being Reserve 1687 was subdivided into two lots being Lot 14 and 28 on NR808477. Lot 14, containing an area of 6402m2 was the area to be covered by a Special Lease. On 1st August 1991, the new Reserve 1687 for Park and Recreation, being Lot 28 on NR808477 was gazetted. The same year a sublease was issued to the Kuranda R.S.L. and Memorial Bowls Club (later called the Kuranda Sports and Social Club) and they constructed a concrete block clubhouse and bowling greens on Lot 14. Since that time the former Mareeba Shire Council, TRC and the local community have spent a significant amount of time and expense, planning and upgrading facilities on the reserve.

In April 1998, the former Mareeba Shire Council resolved to proceed with the cancellation of Special Lease SL9/52215 over Lot 14 on NR808477 and to amalgamate this area into Reserve 1687 for Park and Recreation. The former Mareeba Shire Council was then going to proceed to issue a new Trustee Lease to the Kuranda Sports and Social Club over a similar area. This process was never completed.


Since then the Kuranda Sports and Social Club has restructured and is now known and operates as the Kuranda Recreation Centre (KRC). Its current membership includes members from all the sporting groups that use the clubhouse and reserve presently therefore they are committed to managing a proposed new reserve area as a single entity. Recent advice received from the Department of Natural Resources and Mines recommends that Council should proceed with an application for the surrender of the current Special lease and request that the sublease with KRC be surrendered also, apply to amend the area of the reserve to include Lot 14 and change the purpose of the 'Reserve to Park, Sport and Recreation'. A Land Management Plan already drafted should then be amended along these lines which will allow a future Trustee Lease with KRC over the whole of the new reserve area.


Responsibilities for Management of the reserve and the new lease will be transferred to the new Mareeba Shire Council following de-amalgamation.


CONSULTATION

Internal Matt Hyde General Manager Corporate and Community Services Dean Davidson Manager Plant and Facilities Group Matt Smith Sport and Recreation Officer External Arch McArthur Secretary Kuranda Recreation Centre Leah Slade Senior Land Officer DNRM


Nil

POLICY IMPLICATIONS

Nil


Capital Nil Operating Lease costs and survey costs in Land and Lease Management budget. Is the expenditure noted above included in the 2013/2014 budget? Nil

Leisure Opportunities Provide a range of recreation and leisure opportunities for the community’s relaxation and enjoyment.


If not you must recommend how the budget can be amended to accommodate the expenditure Nil


Advise DNRM of Council's decision and make application to DNRM as recommended.

ATTACHMENTS

NiL Date Prepared: 15/08/2013


ITEM-20 RAIL TRAIL INFRASTRUCTURE DOCUMENT INFORMATION

MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Dean Davidson, Manager Plant and Facilities DEPARTMENT: Corporate and Community Services

EXECUTIVE SUMMARY

The Rail Trail development project is gaining some traction as Council has recently received a commitment from the Department of Transport and Main Roads in regards to the removal of the rail infrastructure. This report seeks Council's preferred direction in regards to the minor and major rail infrastructure in order that the sub lease for the corridor can be finalised and the contracts arranged for the removal of the infrastructure.


"That Council 1. request the Department of Transport and Main Roads and Queensland Rail to leave all small

infrastructure (levers, signs etc), large infrastructure (bridges and culverts) and historic memorabilia in order that they can be used for future enjoyment and development of the rail trail between the Herberton Road intersection and the TRC boundary north of Walkamin;

2. request that the Department of Transport and Main Roads and Queensland Rail leave all rail infrastructure (rail line and transoms (sleepers)) located on the bridges to avoid any unnecessary damage that could occur in the removal process;

3. request the Department of Transport and Main Roads and Queensland Rail to leave the two sidings directly behind the museum as requested by the Tolga Historical Society Inc;

4. adopt and register the name "Atherton Tablelands Rail Trail" as the recognised name for all rail trail networks on the Tablelands; and

4. adopt and utilise the Tourism & Events Queensland regional branding for the Atherton Tablelands Rail Trail."

BACKGROUND

For the 2013/14 Financial Year, Council has allocated $211,000 in the Capital Budget to progress the development of the rail trail. In addition to above funding, Council has been successful with funding from the Local Government Grants and Subsidies Program Infrastructure Subsidy for an additional $140,667. The total funds to be expended on the development from Platypus Park to Tolga are $351,667. In addition to this the writer has received confirmation from the General Manager Roads, Rail & Port System Management (DTMR) advising that the Department will formalise the sublease agreement with Council commencing after the removal of the infrastructure and further that DTMR have directed Queensland Rail to commence the removal of the infrastructure by March 2014. Recent advice received is that this may commence and be completed prior to the end of the 2013 calendar year. It is important for Council to note that the initial lease will be from Atherton to


Walkamin only as a result of the de-amalgamation. The process, as advised by the Department, is that any lease is offered to the local Council in the first instance, and as a result of the newly formed entity in the new Mareeba Shire Council, the section from Walkamin to Mareeba will be offered to that entity first, if declined, then TRC would be in a position to take on the management of the corridor if so required. Given that the removal of the infrastructure is due to commence earlier than expected, the Department requires in writing the infrastructure Council would like to retain in order that this can be factored into the terms and conditions of the sub-lease and the removal contract. Advice received from DTMR in regards to the removal of the infrastructure is that typically the works within the corridor lot include the removal of: • Rail, Sleepers (timber and steel), Bridges and components, signs and associated fittings

fish plates, spikes, bolts sheds and levers etc; • The actual corridor formation (ballast) will remain in place. After the infrastructure has been

removed the surface must be graded to provide a level surface. Side drains must be maintained and not filled in when grading;

• Where the bridge is to be removed, Qld Rail is required to reshape all bridge embankments to a 1V:2H (22.5 degrees) slope. All requirements are to conform to Queensland Rail’s Representative’s requirement;

• All box culvers and pipe drainage structures are to remain in place on the corridor if they are in good working condition. Drains that are in poor structural condition or have been eroded are to be removed and disposed of;

• All drains remaining in place are to be cleared of waste, vegetation including trees (in accordance with any relevant statutory approvals) and excess material and the inverts will be cleaned to within 5 metres of the drainage structure;

• All level crossings (bitumen and gravel) or footpaths on sealed or unsealed roads and/or other public places must be removed and reinstated by the contractor as per Local Government and/or Main Roads engineering standards. The contractor is to liaise with the relevant local Council and state authorities in this regard. A Safety Traffic Management Plan will be actioned before removing the crossings;

• The Contractor shall develop and update through the process of infrastructure an Environmental Management Plan.

The below (Map 1) is a snapshot of the work that has taken place internally to document all the infrastructure on the corridor, where the bridges, culverts, signs and other are all marked and photographed.


MAP 1

A summary of the large/major rail infrastructure (bridges and culverts) between Atherton and Walkamin has been summarised as per Table 1:

Table 1 Rail Location Bridge Culverts

Platypus Park to Rotary Park 1 3Rotary Park to Tolga 2 15

Tolga to Rocky Creek Bridge 4 35

Rocky Creek Bridge to Walkamin 1 13Total 8 66

Picture of the Bridges for each of the sections have been provided as per below:


Platypus Park to Rotary Park (Prior Creek Bridge) Picture 1 - Prior Creek Bridge

Rotary Park to Tolga (includes Mazlin Creek Bridge) Picture 2 - Mazlin Creek Bridge


Picture 3 - Bridge 2.4km South of Tolga Pub

Tolga to Rocky Creek Bridge Picture 4 - Bridge opposite the Tolga Race Track


Picture 5 - Bridge 4.8km North of Tolga Race Track

Picture 6 - 400m North of the Peanut Outlet


Picture 7 - Rocky Creek Bridge

Rocky Creek Bridge to Walkamin Picture 8 - Sunwater Bridge (Steel Bridge)

Table 2 below provides Council with a summary of each of the bridges that are located within the Atherton to Walkamin section that are to be considered as part of the sub-lease.


Table 2

Rail Location Bridge

Picture

Reference

Metres

(estimated)

Estimated cost

@1200 per

metre

Included in Current

Estimated costs

Platypus Park to Rotary Park Priors Creek Bridge Picture 1 34 $40,800 No

Rotary Park to Tolga Mazlin Creek Bridge Picture 2 64 $76,800 No

Tolga Picture 3 31 $37,200 Bypass included in budget

Tolga to Rocky Creek Bridge Tolga Picture 4 10 $12,000 Bypass included in budget



Rocky Creek Bridge Picture 7 62 $74,400 NoRocky Creek Bridge to Walkamin Sunwater Bridge Picture 8 10 $12,000 Yes

Total $291,600 The above table addresses the costs for providing a walkway for the bridges, it does not focus on the on going capital maintenance for each of the bridges. Picture 9 provides an example of a pedestrian trail bridge. Picture 9

As advised in the Atherton Tablelands Rail Trails Feasibility Study, bridges are one of the most obvious reminders of the heritage value of disused rail corridors and one of the most significant attractions of the trails. Whilst the importance and attraction are one aspect, this infrastructure does come at a cost and dependant on the type of bridge can be a costly development. At the Rail Trails Advisory Committee Meeting held on the 7 August 2013, the Committee resolved the following for Council's consideration:

That Tablelands Regional Council request the Department of Transport and Main Roads and Queensland Rail leave all small infrastructure (levers, signs etc), large infrastructure (bridges and culverts) and historic memorabilia in order that they can be used for future enjoyment and development of the rail trail between the Herberton Road intersection and the TRC boundary north of Walkamin.

Should Council elect to take on the large infrastructure, these "assets" would remain as in their current form and not be utilised for pedestrian crossings until full assessments of the bridges had been undertaken. Council Officers have undertaken assessments of each of the large bridges and the following is proposed until funding is received: • Prior Creek Bridge - bridge not to be used in the short term; however a visual inspection

has been organised in the first instance. It is proposed that users of the rail trail will be


directed across the main road bridge (which already caters for pedestrians). Council Officers have approached DTMR to look at a joint funding project of controlling and directing the flow of pedestrians under the current road bridge and back into Rotary Park - this would be an ideal situation as the users of the trail will not have to negotiate the road crossing adjacent Golf Links Road;

• Mazlin Creek Bridge - of all the bridges inspected by Council Officers this is one of the two bridges with the most potential to be used in the near future. Officers have commenced working towards obtaining certification to use this bridge in the future and funding has been applied for. In the interim there is sufficient room for the development of the trail to bypass the bridge through the creek;

• Rocky Creek Bridge - preliminary investigations have identified a higher level of deterioration in the structure. A visual inspection has been organised to confirm the status of the structure. In the interim there is sufficient room for the development of the trail to bypass the bridge through the creek. As this bridge is the highest of the four, the bridge has the potentially to become a visual icon on the trail going forward;

• Sunwater Crossing Bridge - given this is a steel bridge there should be limited issues with this asset: going forward and is one of the two bridges with the most potential for future use.

As part of the due diligence, should Council elect to take on the bridges, each bridge would have to have some form of barrier and signage in the interim to deter any use of the bridge until such time as they become incorporated into the trail. It is also recommended that regular inspections be undertaken for the barriers and that none of the bridges be insured until such time as they become used for pedestrian purposes and can be classified as an asset to the Council. This approach would be consistent with the current process adopted by DTMR. Council has recently received a request from the Tolga Historical Society Inc. requesting that two of the sidings directly behind the museum be retained for historical reasons. Advice received from DTMR is that this request is feasible and can be asked for in the final negotiations. In addition to the large and small infrastructure, the Rail Trails Advisory Committee also resolved the following for Council to consider: 1. That Tablelands Regional Council adopt the name "Atherton Tablelands Rail Trail" as the

recognised name for all rail trail networks on the Tablelands. 2. That Tablelands Regional Council adopt the Tourism & Events Queensland regional

branding for the Atherton Tablelands Rail Trail. In regards to point 1, further investigation has noted that the Rail Trails Australia website www.railtrails.org.au already utilises the name Atherton Tablelands Rail Trail. In regards to point two this would be consistent with the branding used by TiMBA for the www.cairnstrail.com website.



DTMR will provide the opportunity to the new Mareeba Shire Council to take on the lease of the corridor from Walkamin to Mareeba in the first instance once the new entity is formed.



Asset Management Ensure a structured management approach is applied to the region’s assets through a proper regime of investment, maintenance, renewal and disposal.


CONSULTATION

Internal General Manager Corporate and Community Services - Matthew Hyde Acting Manager Project Delivery - Ashley Greenwood Coordinator Tourism - Gwyneth Nevard Manager Corporate Planning Performance and Risk Group - Alan Lambert Senior Advisor Infrastructure Planning - John Breen Project Manager - Gary Fletcher External Department of Transport and Main Roads Rail Trails Advisory Committee


NIL

POLICY IMPLICATIONS

NIL


Capital Council has allocated $211,000 in the current budget for the section from Atherton to Tolga as Stage 1 of the project. Any future capital expenditure required for the bridges would have to be captured in forward budges once full assessments had been undertaken for their intended use. Operating DTMR have advised that Council would be required to provide $5k per bridge for annual inspections should they become used as pedestrian crossings in the future. This is consistent with past figures provided by Infrastructure and Maintenance for the annual inspections of Peterson Creek Bridge which was estimated between $3-5K per annum. Is the expenditure noted above included in the 2013/2014 budget? NIL If not you must recommend how the budget can be amended to accommodate the expenditure NIL



Advise DTMR of Council's resolution in regards to the infrastructure between Atherton and Walkamin.

ATTACHMENTS

1. Letter from General Manager Road, Rail & Ports System Management received 5 July 2013 - DWS 2794225

Date Prepared: 8 July 2013


ATTACHMENT


ITEM-21 GRAZING LICENCE MINNAMOOLKA CAMPING RESERVE CONFIDENTIAL

REASON FOR CONFIDENTIALITY

This report is CONFIDENTIAL in accordance with Section 275(1)(e) of the Local Government Regulation 2012, which permits the meeting to be closed to the public for business relating to the following:

(e) contracts proposed to be made by Council.


ITEM-22 SILO SHOPPING CENTRE CONFIDENTIAL





CORPORATE

ITEM-23 SUSTAINABLE PLANNING ACT 2009 - DELEGATION OF STATUTORY POWERS


MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Marj Nix, PA to General Manager Corporate and Community

Services DEPARTMENT: Corporate and Community Services

EXECUTIVE SUMMARY

The purpose of this report is to inform Council of amendments to the delegable powers under the Sustainable Planning Act 2009. The report also sets out the powers that have been identified to be delegated to the Chief Executive Officer.


"That, under Section 257 of the Local Government Act 2009, Council delegate the exercise of the powers contained in Schedule 1 of the Instrument of Delegation (attached to these Minutes) to the Chief Executive Officer. These powers must be exercised subject to any limitations contained in Schedule 2 of the attached Instrument of Delegation."

BACKGROUND

MacDonnells Law have advised that the Sustainable Planning Act 2009 (SPA) has been amended by the Environmental Protection (Greentape Reduction) and Other Legislation Amendment Act 2012 (EPOLA) and the Sustainable Planning and Other Legislation Amendment Act (No 2) 2012 (SPOLA). Additional local government powers include: • Section 261(1)(a)(ii)(A) - Assessment Manager power to be satisfied the application complies

with sections 260 (applying for development approval); • Sections 282(1) and 282(2) - Referral Agency assessment of the application; and • Sections 313(2), 313(3), 314(2) and 314(3) - Assessment Manager's assessment process. Other amendments have been made to:

• Section 463(2) - Appeals to court relating to development applications and approvals (not delegated);

• Section 648G(2) - Power to enter into a written agreement with the distributor-retailer about the proportion of an adopted infrastructure charge (not delegated);


• Section 648K(1) - power to enter into an agreement with a person to whom an adopted infrastructure charges notice or negotiated adopted infrastructure charges notices has been given about one or more of the following:

(a) whether the charge may be paid at a different time from the time stated in the notice and whether it may be paid by instalments;

(b) whether infrastructure may be supplied instead of payment all or part of the charge. It is recommended that this power be delegated to the CEO and sub-delegated to the General Manager Planning and Development and the Manager Urban and Regional Planning.

• Section 648K(3) - power to give the applicant or person who requested compliance assessment a notice requiring the applicant or person to give the local government, in fee simple, part of the land the subject of the development application or request for compliance assessment (previously delegated);

• Section 715(1) - Assessment Manager/Relevant Entity - enter land to undertake works if satisfied:

(a) implementing a development approval or compliance permit would require the undertaking of works on land other than the land the subject of the approval or permit; and

(b) the applicant or person who requested compliance assessment has taken reasonable steps to obtain the agreement of the owner of the land to enable the works to proceed, but has not been able to obtain the agreement; and

(c) the action is necessary to implement the development approval or compliance permit (previously delegated).

The amendments to Council's powers are marked up on the attached Instrument of Delegation. It is recommended that these powers be delegated to the CEO. It is further recommended that certain these powers be sub-delegated to the General Manager Planning and Development, Manager Urban and Regional Planning and other relevantly qualified Planning Officers.


Nil.


Transparent Practices Ensure the administration of the region is governed through open and transparent decision making practices and coordinated management and reporting processes.

Knowledge Management

Provide quality corporate knowledge management throughout the organisation to assist in the delivery of services and Council business.


CONSULTATION

Internal Manager Urban and Regional Planning Planning Proclaim Project Officer External MacDonnells Law


There are definitely legal implications for local government if management is not aware of the delegated powers and powers of authorised persons that are required for their divisions and departments to operate efficiently. These powers, depending on the administrative and operational objectives of Council, are delegated with the aim of optimising the relevant and appropriate application of the legislation, Council's organisational efficiency and turnaround times. Any significant issues with respect to the issue of legal correspondence rests with the Manager of the department whilst more regulatory functions, e.g. entry for investigative purposes, rests with the field officer. The statutory powers of employees, where delegated to their position by the Chief Executive Officer will be invalid if they can not be supported by an instrument documenting the particulars. In the case where Council is challenged on an action taken or a decision made by its employees, there needs to be proof that the employee held the powers required to do so. Such documentation is known as the instrument and is required for delegations and sub delegations.

POLICY IMPLICATIONS

Nil.


Capital Nil Operating If the delegations as proposed are accepted the financial implications will be negligible. If, however, the delegations are significantly reduced or not accepted the subsequent financial implications would be significant due to the increased administrative costs of processing applications and other matters through Council meetings. Is the expenditure noted above included in the 2013/2014 budget? N/A If not you must recommend how the budget can be amended to accommodate the expenditure N/A



The specified position will receive a copy of the executed Instrument of Sub-Delegation and their Manager or direct supervisor will make them aware of the applicable delegations and authorisations.

ATTACHMENTS

1. Instrument of Delegation Date Prepared: 21 August 2013.


ATTACHMENT


INFRASTRUCTURE AND MAINTENANCE SERVICES

CONSTRUCTION & MAINTENANCE

ITEM-24 TENDER EVALUATION TENDER T-TRC2013-07 NDRRA 2011 PROGRAMME - CAUSEWAY RESTORATION


MEETING: Ordinary Meeting

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Trevor Adil, General Manager Infrastructure and Maintenance

Services DEPARTMENT: Infrastructure and Maintenance Services

EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-07 is for the restoration of a number of concrete causeways across the Tablelands to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-07 NDRRA 2011 Programme - Causeway Restoration to King Concreting (QLD) Pty Ltd for an amount of $1,457,101.52 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-07 is for the restoration of a number of concrete causeways across the Tablelands that are to be restored under the 2011 NDRRA Programme. The tender is for the reconstruction of concrete wearing surfaces and placement of rock protection. The causeways are located on the following roads:

- Leadingham Creek Road - Mt Mulligan Road - Mt Mulgrave Road - Stannary Hills Road - Plath Road - Carrington Road

- Byrnes Road - Vallely Road - Robinson Road - Belson Road - Cashmere Kirrama Road


Tenders were received from the following contractors:

- S & K Raw Materials & Earthmoving $1,103,778.74 - Skeen Constructions $1,152,412.27 - Cheshire Contractors $1,372,151.77 - Robinson Civil Constructions $1,375,232.34 - CivForm $1,457,101.52 - Northern Civil Earthworks $1,580,705.50 - Koppens Developments $1,639,759.70 - Kenmac $1,648,786.70 - NQCC $1,653,355.00 - RHA $1,694,009.34 - Gregg Construction $1,919,634.25 - Civil Team $2,843,759.54

All prices listed above are inclusive of GST. The above prices are slightly different from the prices listed in the tender opening report. This is due to a check being made of all tenders against the submitted unit rates by each tenderer. The above prices overcome arithmetic and rounding errors included in some of the tenders. The tender documents advised tenderers that all tenders would be assessed on the following criteria and weightings:

Tender Price 50% Work Methodology and Approach 10% Relevant Experience 20% Local Content 10% Personnel and Resources 10%

Price is a calculated score (out of a possible maximum five (5) points) dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects. All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):

CivForm 3.50 Robinson Civil Constructions 3.42 Northern Civil Earthworks 3.26 Gregg Construction 3.25 NQCC 3.24 Koppen Developments 3.24 Kenmac 3.24 RHA 3.17 S & K Raw Materials & Earthmoving 3.06 Skeen Constructions 3.04 Cheshire Contractors 2.77 Civil Team 2.47

CivForm has successfully completed similar causeway restoration works under the 2010 NDRRA Programme and is an experienced concrete construction company. CivForm was the construction contractor that delivered the Dimbulah and Yungaburra reservoirs as well as being the civil contractor responsible for all of the concrete works on the Malanda Wastewater Treatment Plant.


The company is currently completing the upgrading of the Wrights Creek bridge on the Bruce Highway for the Department of Transport and Main Roads. CivForm is a trading name of King Concreting (QLD) Pty Ltd. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $1,447,194.20. This amount is slightly less than the proposed tender acceptance level and will be advised to the Queensland Reconstruction Authority. Under the approval from the Queensland Reconstruction Authority, actual costs will apply.


The required works will be completed prior to 31 December 2013 and as a consequence there are no de-amalgamation issues.


CONSULTATION

Internal Council officers. External Nil.


Nil.

POLICY IMPLICATIONS

Nil.


Capital Nil. Operating Nil.

Infrastructure Design Ensure timely and co-ordinated provision of key infrastructure networks such as roads, drainage, water supply and sewerage through appropriate planning and design practices.

Infrastructure Implementation

Ensure the region’s infrastructure networks are designed, constructed and renewed to maximise their long term benefit to industry and the community.

Infrastructure Maintenance

Ensure the region’s infrastructure networks are continuously reviewed and maintained to a standard that will maximise their long term benefit to the community.


Is the expenditure noted above included in the 2013/2014 budget? Included in the 2011 NDRRA Programme. If not you must recommend how the budget can be amended to accommodate the expenditure Nil.


Affected residents will be advised of the planned works programme prior to commencement.

ATTACHMENTS

1. Tender Summary Sheet T-TRC2013-07 Date Prepared: 26 August 2013


ITEM-25 TENDER EVALUATION TENDER T-TRC2013-19 NDRRA 2011 PROGRAMME - MONA MONA ROAD DRAINAGE





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-19 is for the provision of drainage crossings within the Wet Tropics World Heritage area of Mona Mona Road to be constructed as part of the restoration of Mona Mona Road under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-19 NDRRA 2011 Programme - Mona Mona Road Drainage to Gregg Construction Pty Ltd for an amount of $389,704.61 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-19 is for the construction of drainage crossings within the Wet Tropics World Heritage Area of Mona Mona Road to be provided under the restoration of Mona Mona Road that is to be restored under the 2011 NDRRA Programme.


- Kuranda Earthmoving $266,644.40 - RHA $277,739.90 - FNQ Pipelines $315,196.75 - Gregg Construction Pty Ltd $389,704.64 - Robinson Civil Constructions $472,055.97 - RMS $514,943.58

All prices listed above are inclusive of GST. The above prices are slightly different than the prices listed in the tender opening report. This is due to a check being made of all tenders against the submitted unit rates by each tenderer. The above prices overcome arithmetic and rounding errors within some of the tenders.


The tender documents advised tenderers that all tenders would be assessed on the following criteria and weightings:


These weightings are slightly different than those used on other NDRRA projects in order to reflect the sensitive environmental issues associated with the construction of the crossings within the World Heritage area. Price is a calculated score (out of a maximum possible five (5) points) dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects. All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):

Gregg Construction Pty Ltd 3.82 Robinson Civil Constructions 3.75 Kuranda Earthmoving 3.32 RHA 3.31 RMS 3.31 FNQ Pipelines 3.28

The above scoring reflects the approach taken to date by Gregg Construction Pty Ltd on the Mona Mona Road roadworks restoration, the sensitive approach to dealing with the required environmental issues and the approval of this approach provided by Wet Tropics Management Authority officers to date. The scoring also reflects the environmental pricing provided by Gregg Construction Pty Ltd compared with the three (3) lowest tenderers. Gregg Construction Pty Ltd has successfully completed similar works under the NDRRA Programmes and is currently undertaking restoration works on Mona Mona Road. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $2,053,042.92 which includes the road restoration works. Final expenditure is estimated to be in line with the approved funding. Under the approval from the Queensland Reconstruction Authority, actual cost will apply.





CONSULTATION

Internal Council officers.

External Nil.


Nil.

POLICY IMPLICATIONS

Nil.


Capital Nil.

Operating Nil. Is the expenditure noted above included in the 2013/2014 budget? Included in the 2011 NDRRA Programme. If not you must recommend how the budget can be amended to accommodate the expenditure Nil.



ATTACHMENTS

1. Tender Summary Sheet T-TRC2013-19.

Date Prepared: 28 August 2013







ITEM-26 TENDER EVALUATION TENDER T-TRC2013-20 NDRRA 2011 PROGRAMME - RESTORATION WORKS - ATHERTON / TOLGA AREA





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-20 is for the restoration of a package of sealed roads in the Atherton /Tolga area to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-20 NDRRA 2011 Programme - Restoration Works Atherton / Tolga Area - to Watto's Earthmoving & Machinery Hire Pty Ltd for an amount of $717,960.76 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-20 is for the restoration of sealed roads in the Atherton / Tolga area that are to be restored under the 2011 NDRRA Programme. The tender is for the reconstruction of rutted sealed pavements on a schedule of rates basis. The roads involved are:

- Ball Road - Cook Road - Griffin Road - Hough Road - Park Avenue


- Koppen Developments $630,800.46 - RHA $640,193.53 - RMS $642,556.04


- FNQ Pipelines $707,677.58 - Watto's Earthmoving & Machinery Hire $717,960.76 - Robinson Civil Constructions $922,703.42 - Gregg Construction $955,912.82 - Downer EDI $1,099,000.79

All prices listed above are inclusive of GST. The above prices are slightly different to the prices listed in the tender opening report. This is due to a check being made of all tenders against the submitted unit rates by each tenderer. The above prices overcome arithmetic and rounding errors included in some of the tenders. A tender was also received from LDI which excluded a significant item for the Park Avenue schedule. This item was for a gabion retaining wall. The average price for this item from the other tenderers was $14,152.80 or approximately 8% of the Park Avenue price. As a consequence, the tender from LDI is considered non-conforming. The tender documents advised tenderers that all tenders would be assessed on the following criteria and weightings:


Price is a calculated formula dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects. All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):

Watto's Earthmoving & Machinery Hire 3.50 Robinson Civil Constructions 3.46 Koppen Developments 3.45 RHA 3.44 RMS 3.44 Gregg Construction 3.36 FNQ Pipelines 3.33 Downer EDI 3.18

It is noted that whilst Koppen Developments was the lowest price tenderer, the scoring against the balance of the assessment criteria has placed Watto's Earthmoving & Machinery Hire as the preferred tenderer. Watto's Earthmoving & Machinery Hire has successfully completed gravel roads restoration works under the NDRRA Programmes and has constructed sealed road subdivisions on the Tablelands for many years. It is considered that the contractor will meet the required standards for the works under this restoration contract. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $1,007,192.26 which includes the supply of the gravel. Final expenditure is estimated to be in line with the approved funding. Under the approval from the Queensland Reconstruction Authority, actual cost will apply.





CONSULTATION



Nil.

POLICY IMPLICATIONS

Nil.


Capital Nil. Operating Nil. Is the expenditure noted above included in the 2013/2014 budget? Included in the 2011 NDRRA Programme. If not you must recommend how the budget can be amended to accommodate the expenditure Nil.









ATTACHMENTS



ITEM-27 TENDER EVALUATION TENDER T-TRC2013-21 NDRRA 2011 PROGRAMME - SEALED ROADS - MALANDA AREA





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-21 is for the restoration of a package of sealed roads in the Malanda area to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-21 NDRRA 2011 Programme - Sealed Roads Malanda Area to Koppens Developments Pty Ltd for an amount of $564,481.91 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-21 is for the restoration of sealed roads in the Malanda area that are to be restored under the 2011 NDRRA Programme. The tender is for the reconstruction of rutted sealed pavements on a schedule of rates basis. The roads involved are:

- Mary Street - Lloyd Road - Mapee Road - Moore Road - Cassia Street - Heidke Road - Northey Road


- Koppens Developments $564,481.91 - RHA $593,378.26


- FNQ Pipelines $610,756.58 - LDI $631,486.97 - RMS $701,567.57 - Gregg Construction $804,914.75 - Watto's Earthmoving & Machinery Hire $809,360.42 - Stabilised Pavements Australia $814,070.52 - Robinson Civil Constructions $831,683.63 - Downer EDI $1,101,984.55

All prices listed above are inclusive of GST. The above prices are slightly different from the prices listed in the tender opening report. This is due to recalculation of all tender totals against the submitted unit rates. The above adjusted prices overcome arithmetic and rounding errors included in some of the tenders. The tender documents advised tenderers that all tenders would be assessed on the following criteria and weightings:


Price is a calculated score (out of a maximum of 5) dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects. All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):

Koppens Developments 3.50 RHA 3.48 Gregg Construction 3.47 Watto's Earthmoving & Machinery Hire 3.47 Robinson Civil Constructions 3.46 LDI 3.46 RMS 3.43 Stabilised Pavements Australia 3.37 FNQ Pipelines 3.33 Downer EDI 3.21

Koppens Developments is yet to undertake similar works under the NDRRA Programmes. The company has however recently completed similar projects for Cassowary Coast Regional Council. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $875,426.00 which includes the supply of the gravel. Final expenditure is estimated to be in line with the approved funding. Under the approval from the Queensland Reconstruction Authority, actual cost will apply.





CONSULTATION



Nil.

POLICY IMPLICATIONS

Nil.











ATTACHMENTS



ITEM-28 TENDER EVALUATION TENDER T-TRC2013-26 NDRRA 2011 PROGRAMME - PROPOSED WINDY HOLLOW ROAD EMBANKMENT STABILISATION





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-26 is for the restoration of a slumped embankment on Windy Hollow Road, Kuranda. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-26 NDRRA 2011 - Proposed Windy Hollow Road Embankment Stabilisation to GEO Construct Pty Ltd for an amount of $318,273.77 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-26 is for the restoration of a roadway embankment on Windy Hollow Road, Kuranda as part of the 2011 NDRRA Programme. As a consequence of the 2011 NDRRA event, a section of approximately 40 metres of embankment on Windy Hollow Road has slumped. This slumping is the subject of the proposed restoration works. Queensland Reconstruction Authority funding approval for the works, based on an initial submission, is $281,261.61. The tender is a design and construct tender.


Tenders were received from the following firms:

- GEO Construct $318,273.77 - LDI $374,575.30 - Colpo Constructions $461,414.80 - Gregg Construction $600,184.80 - Koppen Developments $627,109.45

Alternative offers (to be discussed later in this report) were received as follows:

- Gregg Construction $344,777.67 - Koppen Developments $354,490.40 - Koppen Developments $420,681.18

All prices above are inclusive of GST. A late tender was received from Earthtec Pty Ltd which does not provide any advantage to Council and is not considered further. Tenders Received GEO Construct The offer from GEO Construct is for a series of vertical micro piles under the embankment with the embankment retention to be by a Geo-synthetically Confined Soil (GCS) wall. This style of embankment treatment is considered typical for this application and will complement the environmental considerations of the area. The advised construction program duration is 6 weeks. LDI The offer from LDI also includes the integration of vertical micro piles with the addition of a tied in concrete header beam. This style of embankment restoration is also considered suitable in this location. The advised construction program duration has not been advised by the tenderer, but given the configuration of the piles proposed, it is estimated it would be of the order of 8 weeks. Colpo Constructions The offer from Colpo Constructions incorporates vertical micro piles with a reinforced concrete pavement in lieu of an engineered fill. While the pile solution is considered suitable for the intended purpose, the use of a concrete pavement in this wet, sloping location, together with the tie between the concrete slab and the balance of the pavement is not considered desirable for the long term management of the road and access for residents. The advised construction program duration is 10 weeks. Gregg Construction The offer from Gregg Construction is for an engineered reinforced earth embankment. This method of restoration is considered suitable for the proposed application. The advised construction program duration is 8 weeks.


Koppen Developments The offer from Koppen Developments is for an engineered reinforced soil structure design which is considered suitable for the proposed application. The advised construction program duration is 9 weeks. Alternative Offers Gregg Construction An alternative offer from Gregg Construction proposes the complete removal of the slumped embankment and the construction of an engineered fill embankment. While this solution is considered reasonable, it is not considered that it would provide the full structural integrity as could be achieved by the pile and protected embankments proposed by other tenderers. Koppen Developments Alternative 1 Koppen Developments have proposed a gabion retaining wall with a proposed construction program of 9 weeks. No details have been provided on the extent of the proposed wall. Given the embankment height at the slumped location, this proposed alternative is not considered suitable. Koppen Developments Alternative 2 Koppen Developments have proposed an alternate solution comprising a shot rod retaining structure. Again, no details of the extent of the shot rod wall have been provided. It is considered that the shot rod retaining structure does not provide any advantages over other tenders offered. Tender Evaluation The tender documents advised tenderers that all tenders would be assessed on the following criteria and weightings:


Price score is a calculated formula dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects. All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):

GEO Construct 3.58 LDI 3.54 Gregg Construction 3.34 Colpo Construction 3.2 Koppen Developments 3.12

It is considered that the offer from GEO Construct Pty Ltd is the most advantageous to Council. As the offer from GEO Construct Pty Ltd is in exceeds the current approved funding provided by the Queensland Reconstruction Authority, it will be necessary that advice be provided to the


Authority on the open tender process adopted and the decision of Council. As the Authority adopts the approach of reimbursing Council for actual expenditure, it is considered reasonable for Council to proceed and commission the restoration work. Preliminary advice on the tenders received has been provided to the Authority.




CONSULTATION



Nil.

POLICY IMPLICATIONS

Nil.


Capital Nil. Operating Nil. Is the expenditure noted above included in the 2013/2014 budget? The scope of this project was approved in the 2011 NDRRA Programme. Advice on additional funding requirements has been provided to the Queensland Reconstruction Authority. The







Authority is yet to acknowledge the correspondence and advise its approval. It is the reporting officer’s view that the additional funding required will be approved in due course. If not you must recommend how the budget can be amended to accommodate the expenditure Nil.



ATTACHMENTS

1. Tender Summary Sheet. Date Prepared: 20 August 2013


ITEM-29 TENDER EVALUATION TENDER T-TRC2013-29 NDRRA 2011 PROGRAMME - HERBERTON AREA - GRAVEL PACKAGE # 3





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-29 is for the restoration of a package of gravel roads in the Herberton area to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-29 NDRRA 2011 Programme - Restoration Works - Herberton Area - Gravel Package #3 to Watto's Earthmoving and Machinery Hire Pty Ltd for an amount of $251,568.90 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-29 is for the restoration of gravel roads (Package #3) in the Herberton area that are to be restored under the 2011 NDRRA Programme. The tender is for the gravel resheeting and/or formation grading of the included roads on a schedule of rates contract basis. The roads involved are:

- Alma Road - Annie Street - Bajema Road - Elms Road West - Moomin Road - Nicholson Road - Vulcan Wood Road - West Bischoff Mill Road



Watto's Earthmoving & Machinery Hire Pty Ltd $251,568.90 Robinson Civil Group $298,067.54 RHA $359,394.79 Gregg Construction $389,301.88 Oakdare Holdings $407,866.24 GEO Construct $719,459.95

All prices listed above are inclusive of GST. The tender documents advised tenderers that all tenders would be assessed on the following criteria and weightings:


Price score is a calculated formula dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects. All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):

Watto's Earthmoving & Machinery Hire Pty Ltd 4.06 Robinson Civil Group 4.04 Gregg Construction 3.91 RHA 3.42 Oakdare Holdings 3.11 GEO Construct 2.78

Watto’s Earthmoving & Machinery Hire Pty Ltd has successfully completed similar works under the NDRRA Programmes and is currently undertaking works on the 2011 NDRRA Programme Western Roads Contract. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $326,150.00 which includes the required gravel supply. Final expenditure is estimated to be in line with the approved funding. Under the approval from the Queensland Reconstruction Authority, actual cost will however apply.





CONSULTATION



Nil.

POLICY IMPLICATIONS

Nil.


Capital Nil. Operating Nil. Is the expenditure noted above included in the 2013/2014 budget? Included in the 2011 NDRRA programme. If not you must recommend how the budget can be amended to accommodate the expenditure Nil.









ATTACHMENTS

Nil. Date Prepared: 19 August 2013


ITEM-30 TENDER EVALUATION TENDER T-TRC2013-30 NDRRA 2011 PROGRAMME - SUPPLY AND DELIVERY OF GRAVEL - HERBERTON AREA - GRAVEL PACKAGE # 3





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-30 is for the supply and delivery of gravel to a number of roads in the Herberton area to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-30 NDRRA 2011 Programme - Supply and Delivery of Gravel - Herberton Area - Gravel Package # 3 to Bolwarra Enterprises Pty Ltd at the following unit rates (GST Exclusive):

- 600 tonnes (more or less) Type 2.4, Alma Road $20.00 per tonne - 348 tonnes (more or less) Type 2.4, Annie Street $20.00 per tonne - 96 tonnes (more or less) Type 2.4, Bajema Road $20.50 per tonne - 540 tonnes (more or less) Type 2.4, Elms Road West $20.50 per tonne - 288 tonnes (more or less) Type 2.4, Moomin Road $19.00 per tonne - 72 tonnes (more or less) Type 2.4, Nicholson Road $20.00 per tonne - 852 tonnes (more or less) Type 2.4, Vulcan Wood Road $27.50 per tonne - 168 tonnes (more or less) Type 2.4, West Bischoff Mill Road $26.00 per tonne

amounting to a total value of $73,378.80 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-30 is for the supply and delivery of gravel in the Herberton area for roads that are to be restored under the 2011 NDRRA Programme. The tender is for the supply of pavement materials delivered to site on a schedule of rates basis.


The roads involved are:

- Alma Road - Annie Street - Bajema Road - Elms Road West - Moomin Road - Nicholson Road - Vulcan Wood Road - West Bischoff Mill Road


- Bolwarra Enterprises - Wallace Quarrying & Mining - Cattle Camp Quarries

A summary of the tenders received is as set out in the attachment. The tender from Bolwarra Enterprises is the most advantageous supply arrangement for Council. Bolwarra Enterprises is able to meet specification requirements with respect to gravel quality. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $326,150.00 which includes the restoration works. Final expenditure is estimated to be in line with the approved funding. Under the approval from the Queensland Reconstruction Authority, actual cost will however apply.




CONSULTATION









Nil.

POLICY IMPLICATIONS

Nil.





ATTACHMENTS

1. Tender Comparison Tender T-TRC2013-30. Date Prepared: 19 August 2013


ITEM-31 TENDER EVALUATION TENDER T-TRC2013-31 NDRRA 2011 PROGRAMME - RAVENSHOE / MT GARNET AREA - GRAVEL ROAD - PACKAGE # 4





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-31 is for the restoration of a package of gravel roads in the Ravenshoe / Mt Garnet area to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-31 NDRRA 2011 Programme - Ravenshoe / Mt Garnet area - Gravel Roads Package # 4 to Robinson Civil Constructions FNQ Pty Ltd for an amount of $344,760.19 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-31 is for the restoration of gravel roads (Package #4) in the Ravenshoe / Mt Garnet area that are to be restored under the 2011 NDRRA Programme. The tender is for the gravel resheeting and/or formation grading of the included roads on a schedule of rates basis.


- Mount Cardwell Road - Bulleringa Road - Turner Road - Harrison Road - Nymbool Road - Mount Ronald Road - Tobacco Road - Springvale Road



- Robinson Civil Constructions $344,760.19 - Paluma Trading Company $463,165.34 - Errol Fitzgerald $527,938.40 - RHA $551,434.26



The price score is calculated using a formula the result of which is dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects.

All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):

Robinson Civil Constructions 3.91 Errol Fitzgerald 3.4 RHA 3.35 Paluma Trading Company 3.28

Robinson Civil Constructions has successfully completed similar works under the NDRRA Programmes.

Approved funding from the Queensland Reconstruction Authority to the roads in this package is $524,770.74 which includes the supply of the required gravel. Final expenditure is estimated to be in line with the approved funding. Under the approval from the Queensland Reconstruction authority, actual costs will however apply.


The required works will be completed prior to 31 December 2013 and as a consequence there are no de-amalgamation issues








CONSULTATION



Nil.

POLICY IMPLICATIONS

Nil.





ATTACHMENTS



ITEM-32 TENDER EVALUATION TENDER T-TRC2013-32 NDRRA 2011 PROGRAMME - SUPPLY & DELIVERY OF GRAVEL - RAVENSHOE / MT GARNET AREA - GRAVEL PACKAGE # 4





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-32 is for the supply and delivery of gravel to a number of roads in the Ravenshoe / Mt Garnet area to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-32 - NDRRA 2011 Programme - Supply and Delivery Gravel - Ravenshoe / Mt Garnet area - Gravel Package # 4 - to C & K Quarries at the following unit rates (GST exclusive):

- 291 tonnes (more or less) Type 2.4, Mt Cardwell Road $29.00 per tonne - 178 tonnes (more or less) Type 2.4, Bulleringa Road $42.50 per tonne - 205 tonne (more or less) Type 2.4, Harrison Road $25.00 per tonne - 824 tonnes (more or less) Type 2.4, Nymbool Road $25.00 per tonne - 1181 tonnes (more or less) Type 2.4, Mt Ronald Road $31.50 per tonne - 740 tonne (more or less) Type 2.4, Tobacco Road $29.00 per tonne


BACKGROUND

Tender T-TRC2013-32 is for the supply and delivery of gravel in the Ravenshoe / Mt Garnet area for roads that are to be restored under the 2011 NDRRA Programme. The tender is for the supply of pavement materials delivered to site on a schedule of rates basis.



- Mount Cardwell Road - Bulleringa Road - Harrison Road - Nymbool Road - Mount Ronald Road - Tobacco Road


• C & K Quarries • Wallace Quarrying & Mining

A summary of the tenders received is as set out in the attachment. The tender from C & K Quarries is the most advantageous supply arrangement for Council. C & K Quarries has previously supplied specified gravel for other NDRRA 2011 projects. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $524,770.74 which includes the restoration works. Final expenditure is estimated to be in line with the approved funding. Under the approval from the Queensland Reconstruction authority, actual costs will however apply.




CONSULTATION









Nil.

POLICY IMPLICATIONS

Nil.


Capital Nil. Operating Nil. Is the expenditure noted above included in the 2013/2014 budget? Included in 2011 NDRRA Programme. If not you must recommend how the budget can be amended to accommodate the expenditure Nil.



ATTACHMENTS

1. Tender Comparison Contract T-TRC2013-32. Date Prepared: 20 August 2013


ITEM-33 TENDER EVALUATION TENDER T-TRC2013-35 NDRRA 2011 PROGRAMME - SEALED ROADS PACKAGE # 5





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-35 is for the restoration of a package of sealed roads in the Dimbulah area to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-35 NDRRA 2011 Programme - Sealed Roads Package # 5 to Robinson Civil Constructions FNQ Pty Ltd for an amount of $563,743.57 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-35 is for the restoration of sealed roads (Package # 5) in the Dimbulah area that are to be restored under the 2011 NDRRA Programme. The tender is for the reconstruction of rutted sealed pavements on a schedule of rates basis. The roads involved are:

- Top Eureka Creek Road - Boonmoo Road - Schincariol Road



- RHA $442,655.26 - Robinson Civil Constructions $563,743.57 - Northern Civil Earthworks $614,195.22 - HEH $685,067.09 - LDI $707,909.05 - Koppen Developments $714,360.31 - Stabilised Pavements Australia $803,856.00

All prices listed above are inclusive of GST. The above prices are slightly different that the prices listed in the tender opening report. This is due to a check being made of all tenders against the submitted unit rates by each tenderer. The above prices overcome arithmetic and rounding errors included in some of the tenders received. The tender documents advised tenderers that all tenders would be assessed on the following criteria and weightings:


Price is a calculated score (out of 5) dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects. All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):

Robinson Civil Constructions 3.65 HEH 3.58 RHA 3.54 Northern Civil Earthworks 3.44 LDI 3.39 Koppen Developments 3.38 Stabilised Pavements Australia 3.33

It is noted that whilst RHA was the lowest price tenderer, the scoring against the balance of the assessment criteria has placed Robinson Civil Constructions as the preferred tenderer. It is also noted that the RHA unit rate for gavel pavements is 20% of the average of all the other tenderers, indicating a significant under pricing for this important item. As a consequence of this pricing, it is considered that awarding the contract to RHA represents a significant risk to Council. Robinson Civil Constructions has successfully completed similar works under the NDRRA Programmes and is currently undertaking works on the declared road network on the Tablelands. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $1,234,381.20 which includes the supply of the gravel. Final expenditure is estimated to be in line with the approved funding. Under the approval from the Queensland Reconstruction Authority, actual cost will apply.





CONSULTATION



Nil.

POLICY IMPLICATIONS

Nil.











ATTACHMENTS

1. Tender Summary T-TRC2013-35 Date Prepared: 26 August 2013


ITEM-34 TENDER EVALUATION TENDER T-TRC2013-36 NDRRA 2011 PROGRAMME - SUPPLY AND DELIVERY OF GRAVEL - DIMBULAH AREA - SEALED ROADS PACKAGE # 5





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-36 is for the supply and delivery of gravel to a number of roads in the Dimbulah area (Sealed Roads Package # 5) to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-36 NDRRA 2011 Programme - Supply and Delivery of Gravel - Dimbulah Area - Sealed Roads Package # 5 to Tableland Earthmoving and Raw Materials Pty Ltd at the following unit rates (GST Exclusive):

- 2,328 tonnes (more or less) Type 2.1, Top Eureka Creek Road $25.42 per tonne - 2,160 tonnes (more or less) Type 2.3, Top Eureka Creek Road $24.42 per tonne - 1,128 tonnes (more or less) Type 2.4, Top Eureka Creek Road $22.65 per tonne - 2,450 tonnes (more or less) Type 2.1 Boonmoo Road $25.49 per tonne - 1,370 tonnes (more or less) Type 2.1 Schincariol Road $25.42 per tonne


BACKGROUND

Tender T-TRC2013-36 is for the supply and delivery of gravel in the Dimbulah area for roads in Sealed Roads Package # 5 that are to be restored under the 2011 NDRRA Programme. The tender is for the supply of pavement materials delivered to site on a schedule of rates basis. The roads involved are:

- Top Eureka Creek Road - Boonmoo Road - Schincariol Road



- Tablelands Earthmoving and Raw Materials - Boral Resources

A summary of the tenders received is as set out in the attachment. The tender from Tableland Earthmoving and Raw Materials is the most advantageous supply arrangement for Council. Tableland Earthmoving and Raw Materials is able to meet specification requirements with respect to gravel quality and has previously demonstrated capacity to deliver materials to programme. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $1,234,381.20 which includes the restoration works. Final expenditure is estimated to be in line with the approved funding. Under the approval from the Queensland Reconstruction Authority, actual cost will apply.




CONSULTATION



Nil.

POLICY IMPLICATIONS

Nil.











ATTACHMENTS

1. Tender Comparison Tender TRC2013-36. Date Prepared: 22 August 2013


ITEM-35 TENDER EVALUATION TENDER T-TRC2013-37 NDRRA 2011 PROGRAMME - SEALED ROADS PACKAGE # 6





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-37 is for the restoration of a package of sealed roads in the Dimbulah area to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-37 NDRRA 2011 Programme - Sealed Roads Package # 6 to Heavy Equipment Hire Pty Ltd for an amount of $408,099.34 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-37 is for the restoration of sealed roads (Package # 6) in the Dimbulah area that are to be restored under the 2011 NDRRA Programme. The tender is for the reconstruction of rutted sealed pavements on a schedule of rates basis. The roads involved are:

- Veness Road - Booth Road - Fabris Road - Fumar Road



- - RHA $310,711.24 - - Northern Civil Earthworks $377,262.05 - - LDI $379,340.01 - - Koppen Developments $389,896.33 - - HEH $408,099.34 - - Robinson Civil Constructions $413,069.98 - - Stabilised Pavements Australia $522,238.99

All prices listed above are inclusive of GST. The above prices are slightly different to the prices listed in the tender opening report. This is due to a check being made of all tenders against the submitted unit rates by each tenderer. The above prices overcome arithmetic and rounding errors included in some of the tenders. The tender documents advised tenderers that all tenders would be assessed on the following criteria and weightings:


Price is a calculated score (out of 5) dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects. All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):

HEH 3.56 Robinson Civil Constructions 3.55 RHA 3.48 Northern Civil Earthworks 3.41 LDI 3.41 Koppen Developments 3.40 Stabilised Pavements Australia 3.26

It is noted that whilst RHA was the lowest price tenderer, the scoring against the balance of the assessment criteria has placed Heavy Equipment Hire Pty Ltd as the preferred tenderer. It is also noted that the RHA unit rate for gavel pavements is 25% of the average of all the other tenderers, indicating a significant under pricing for this important item. As a consequence of this pricing, it is considered a significant risk for Council to award the tender to RHA. Heavy Equipment Hire Pty Ltd has successfully completed similar works under the NDRRA Programmes and is currently undertaking works on the 2011 NDRRA Programme around Mutchilba. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $1,234,381.20 which includes the supply of the required gravel. Final expenditure is estimated to be in line with the approved funding. Under the approval from the Queensland Reconstruction Authority, actual cost will apply.





CONSULTATION



Nil.

POLICY IMPLICATIONS

Nil.











ATTACHMENTS

1. Tender Summary T-TRC2013-37. Date Prepared: 26 August 2013


ITEM-36 TENDER EVALUATION TENDER T-TRC2013-38 NDRRA 2011 PROGRAMME - SUPPLY AND DELIVERY OF GRAVEL - DIMBULAH AREA - SEALED ROADS PACKAGE # 6





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-38 is for the supply and delivery of gravel to a number of roads in the Dimbulah area (Sealed Roads Package # 6) to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-38 NDRRA 2011 programme - Supply and Delivery of Gravel - Sealed Roads Package # 6 to Tableland Earthmoving and Raw Materials Pty Ltd at the following unit rates (GST Exclusive):

- - 1105 tonnes (more or less) Type 2, Subtype 2.1, Veness Road $23.88 per tonne - - 170 tonnes (more or less) Type 2, Subtype 2.1, Booth Road $24.01 per tonne - - 385 tonnes (more or less) Type 2, Subtype 2.1, Fabris Road $25.42 per tonne - - 12 tonnes (more or less) Type 2.4, Fabris Road $22.65 per tonne - - 1380 tonnes (more or less) Type 2, Subtype 2.1 Fumar Road $22.41 per tonne



BACKGROUND

Tender T-TRC2013-38 is for the supply and delivery of gravel in the Dimbulah area for roads in Sealed Roads Package # 6 that are to be restored under the 2011 NDRRA Programme. The tender is for the supply of pavement materials delivered to site on a schedule of rates basis. The roads involved are:

- Veness Road - Booth Road - Fabris Road - Fumar Road


- Tablelands Earthmoving and Raw Materials - Boral Resources - Wallace Quarrying and Mining

A summary of the tenders received is as set out in the attachment. The tender from Tableland Earthmoving and Raw Materials is the most advantageous supply arrangement for Council. Tableland Earthmoving and Raw Materials is able to meet specification requirements with respect to gravel quality and has demonstrated capacity to meet the supply requirements. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $851,143.76 which includes the restoration works. Final expenditure is estimated to be in line with the approved funding. Under the approval from the Queensland Reconstruction Authority, actual cost will apply.




CONSULTATION








External Nil.


Nil.

POLICY IMPLICATIONS

Nil.





ATTACHMENTS

1. Tender Comparison T-TRC2013-38. Date Prepared: 22 August 2013


ITEM-37 TENDER EVALUATION TENDER T-TRC2013-43 NDRRA 2011 PROGRAMME - MINOR PAVEMENT REPAIRS





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-43 is for the restoration of minor pavement damage on various roads in the Mareeba area to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-43 NDRRA 2011 Programme - Minor Pavement Repairs to FGF Bitumen Pty Ltd for an amount of $354,011.90 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-43 is for the restoration of minor pavement damage on various roads in the Mareeba area that are to be restored under the 2011 NDRRA Programme. The tender is for the milling out of damaged pavement and the placement of dense graded asphalt on a schedule of rates basis. The roads involved are:

- River Road - Middlemiss Street - Robins Street - Cane Road - Selby Road - Sabin Road West - Malone Road - Koah Road - O'Neill Close



Bitumen Patch and Pave $261,360.00 FGF Bitumen $354,011.90 Northern Civil Earthworks $386,245.00



Price is a calculated score (out of a maximum of five (5) points) dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects. All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):

FGF Bitumen 3.30 Bitumen Patch and Pave 3.26 Northern Civil Earthworks 3.05

While Bitumen Patch and Pave was the lowest price tenderer, the scoring reflects the experience and methodology of FGF Bitumen, together with overall traffic management experience. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $309,991.22. This is less than the tender from FGF Bitumen, which will be advised to the Queensland Reconstruction Authority. Under the approval from the Queensland Reconstruction Authority, actual cost will apply.










CONSULTATION


External Nil.


Nil.

POLICY IMPLICATIONS

Nil.






ATTACHMENTS

1. Tender Summary T-TRC2013-43.



ITEM-38 TENDER EVALUATION TENDER T-TRC2013-44 NDRRA 2011 PROGRAMME - MINOR PAVEMENT REPAIRS





EXECUTIVE SUMMARY

Council has received grant funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2011 NDRRA declared event. Tender T-TRC2013-44 is for the restoration of minor pavement damage on various roads in the Mareeba area to be restored under the 2011 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-44 NDRRA 2011 Programme - Minor Pavement Repairs to FGF Bitumen Pty Ltd for an amount of $441,982.20 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-44 is for the restoration of minor pavement damage on various roads in the Mareeba area that are to be restored under the 2011 NDRRA Programme. The tender is for the milling out of damaged pavement and the placement of dense graded asphalt on a schedule of rates basis. The roads involved are:

- Ashfield Close - Dangaard Street - Foulis Street - Hastings Drive - Kilpatrick Street - Lerra Street - Page Street - Rains Street - Seary Road - Coolamon Close - Egan Street - Harte Close


- Jennings Road - Kowa Street - Martin Avenue - Peters Street - Ray Road


Bitumen Patch and Pave $360,889.00 FGF Bitumen $441,982.20 Northern Civil Earthworks $465,479.75



Price is a calculated score (out of a maximum of 5) dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects. All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):

FGF Bitumen 3.30 Bitumen Patch and Pave 3.21 Northern Civil Earthworks 3.07

While Bitumen Patch and Pave was the lowest price tender, the scoring reflects the experience and methodology of FGF Bitumen, together with overall traffic management experience. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $494,987.32. Under the approval from the Queensland Reconstruction Authority, actual cost will apply.





CONSULTATION


External Nil.


Nil.

POLICY IMPLICATIONS

Nil.


Capital Nil.

Operating Nil.




ATTACHMENTS

1. Tender Summary T-TRC2013-44.








ITEM-39 TENDER EVALUATION TENDER T-TRC2013-45 NDRRA 2013 PROGRAMME - BOAR POCKET ROAD CULVERT RESTORATION





EXECUTIVE SUMMARY

Council has received grant and betterment funding approval from the Queensland Reconstruction Authority to undertake restoration works to essential public assets in the Council area as a consequence of the 2013 NDRRA declared event. Tender T-TRC2013-45 is for the restoration and upgrading of a culvert on Boar Pocket Road to be restored under the 2013 NDRRA Programme. The report provides a comparison of tenders received and makes a recommendation on the preferred tenderer.


"That Council resolves to award Tender T-TRC2013-45 NDRRA 2013 Programme - Boar Pocket Road Culvert Restoration to CivForm for Option 2 for an amount of $324,811.96 (Inclusive of GST)."

BACKGROUND

Tender T-TRC2013-45 is for the restoration and upgrading of a culvert on Boar Pocket Road that is to be restored under the 2013 NDRRA Betterment Programme. The tender is for the provision of an upgraded capacity culvert structure and flood way that will provide additional waterway area and reduce the propensity for damage to the structure during further flood events. Tenders were invited on a two (2) option basis:

Option 1 With guard rails Option 2 In lieu of guard rails, a protective kerbing.


Tenders were received from the following contractors for the two (2) options: Option 1:

- Koppens Developments $320,028.32 - CivForm $347,393.56 - GEO Construct $359,657.83 - RHA $402,367.05 - FGF Developments $496,008.70 - LDI $508,244.00 - Robinson Civil Constructions $535,466.30 - TCS $768,653.46

Option 2

- Koppens Developments $300,338.91 - CivForm $324,811.96 - GEO Construct $329,362.01 - RHA $357,419.01 - LDI $484,919.60 - FGF Developments $485,008.70 - Robinson Civil Constructions $513,604.91 - FNQ Pipelines $544,140.30 - TCS $756,192.79

All prices listed above are inclusive of GST. During the tender period, there was a mis-communication between Council officers and GEO Construct in relation to culvert supply. To overcome this problem, and to not rule out the tender of GEO Construct further, an allowance from Rocla has been included in the GEO Construct offers for the supply of the required culverts. The above prices are slightly different that the prices listed in the tender opening report. This is due to a check being made of all tenders against the submitted unit rates by each tenderer. The above prices overcome arithmetic and rounding errors within some of the tenders. Based on the offers received, and after further consideration that a guard rail will act as a debris arrestor in times of major flood, it is considered further that Council should only proceed with Option 2 for this restoration work.

The following therefore applies to only Option 2 offers.

The tender documents advised tenderers that all tenders would be assessed on the following criteria and weightings:


Price is a calculated score (out of a maximum possible five (5) points) dependent on the actual tender received against the median of all prices received. Scores for the other criteria are subject to knowledge of the tenderers performance on previous projects. All tenders have been assessed on the above basis, with the scoring resulting in the following (out of a maximum possible five (5) points):


CivForm 3.68 Koppens Developments 3.48 Robinson Civil Constructions 3.18 TCS 3.08 GEO Construct 3.03 RHA 2.91 FNQ Pipelines 2.85 FGF Developments 2.50 LDI 2.43

CivForm has successfully completed similar causeway restoration works under the 2010 NDRRA Programme and is an experienced concrete construction company. CivForm was the construction contractor on the Dimbulah and Yungaburra reservoirs as well as being the civil contractor responsible for all the concrete works on the Malanda Wastewater Treatment Plant. The company is currently completing the upgrading of the Wrights Creek bridge on the Bruce Highway for the Department of Transport and Main Roads. CivForm is a trading name of King Concreting (QLD) Pty Ltd. Approved funding from the Queensland Reconstruction Authority to the roads in this package is $492,765.83 which includes a contribution from Council of $40,000.00 towards the betterment proposal. Final expenditure is estimated to be less than the approved funding. Under the approval from the Queensland Reconstruction Authority, actual cost will apply.




CONSULTATION









Nil.

POLICY IMPLICATIONS

Nil.





ATTACHMENTS

1. Tender Summary Sheet T-TRC2013-45. Date Prepared: 28 August 2013


ITEM-40 NDRRA 2011 PROGRAMME OF RESTORATION WORKS - AUGUST 2013 PROGRESS REPORT





EXECUTIVE SUMMARY

Council has received funding approval of $50.7M towards the restoration of essential public assets as part of the 2011 NDRRA Program. These works are being undertaken by contract with the various contracts either underway, being tendered or about to be tendered. The approved works are required to be completed by 31 December 2013.


"That Council receive and note the August 2013 NDRRA 2011 Programme of Restoration Works report."

BACKGROUND

Council has received funding approval for twenty one (21) submissions from the Queensland Reconstruction Authority to undertake restoration works on various essential public assets across the Tablelands under the 2011 NDRRA Program. The 2011 NDRRA Program has a total funding approval of $50,693,415.67. Actual expenditure to date on the Program is $15.9M. The estimated final cost of the 2011 NDRRA program is $41,900,000.00. This estimated cost will deliver restoration works to all approved sites included in the Program. Currently all works are either completed, out to tender, being reported upon or under construction, with the exception of:

- two (2) small minor pavement repair contracts in the Atherton / Ravenshoe area to be tendered in September 2013

- a drainage project in Griffin Road in Tolga which is currently under design and will be tendered in September 2013

- a minor drainage repair project in Cascade Close at Arriga


An application has been submitted to the Queensland Reconstruction Authority for an extension of time for restoration works to roads west of Chillagoe due to the lack of available construction water. The Authority is yet to advise on this application. Council has until 31 December 2013 to complete the overall Program (subject to any extension of time granted for the western roads). The delivery programme is on track to meet the due completion date.


As the works are programmed to be completed by 31 December 2013, there are no de-amalgamation issues.


CONSULTATION

Internal Council staff. External Queensland Reconstruction Authority.


Nil.

POLICY IMPLICATIONS

Nil.









Is the expenditure noted above included in the 2013/2014 budget? Included in the current budget as the 2011 NDRRA Program. If not you must recommend how the budget can be amended to accommodate the expenditure Nil.


Notification is being provided to the public as the various projects are rolled out.

ATTACHMENTS








EXECUTIVE SUMMARY

Council has made submissions to the Queensland Reconstruction Authority under the 2012 declared NDRRA event for the restoration of essential public assets. To date approval has been received for $5.28M value of restoration works. The total value of submissions lodged to address damage to essential public assets under the 2012 declared event is $15.5M. Work is being programmed to be largely completed by 31 December 2013. To remain eligible for grant funding the works must be completed by 30 June 2014.


"That Council receive and note the NDRRA 2012 Programme of Restoration Works - August 2013 Progress Report."

BACKGROUND

Council has submitted grant applications to the Queensland Reconstruction Authority for funding support to undertake works to restore essential public assets damaged as a consequence of the 2012 NDRRA declared event. To date twelve (12) submissions have been lodged under this event. The total value of submissions lodged is $15,503,313.13. Approval for seven (7) of the submissions has been received to date amounting to a total value of $5,279,158.74. Of the approved submissions, the scope of works in one (1) of the submissions - Hughes Crossing over the Mitchell River, has been completed. Tenders for delivery of culvert replacement works at Thiaki Creek Road and Rifle Range Road have been awarded and work is about to commence on this contract.


Tenders have recently been invited for the following: • Southern Culverts

- Cockram Road - Archer Road - Grant Road - Gunnawarra Road

• Southern Gravel Roads (Submission 4)

- Arthur Baillie Road - Eyre Road - River Access Road - Moomin Road - Days Road - River Terrace - Old Kaban Road

• Southern Gravel Roads (Submission 6)

- Sims Road - McMaster Road - Ellie Road - Carrick Road - Perrot Road - Harris Road - Dixon Hill Road - Binnie Road

• Sealed Roads

- Marks Lane - Andrickson Road


Every effort will be made to deliver as much of the programme of work before 31 December 2013. However, it is intended that with approvals still outstanding, works will continue into 2014. The Queensland Reconstruction Authority has been advised that works located in the local government area of the Mareeba Shire to be reconstituted, not complete by 31 December 2013, will be administered by Tablelands Regional Council to completion.








CONSULTATION

Internal Council officers. External Queensland Reconstruction Authority.


Nil.

POLICY IMPLICATIONS

Nil.


Capital Nil. Operating Nil. Is the expenditure noted above included in the 2013/2014 budget? Included in the 2013/2014 budget under the 2012 NDRRA Program. If not you must recommend how the budget can be amended to accommodate the expenditure Nil.


Advice to residents in affected areas will be provided as tenders are approved.

ATTACHMENTS








EXECUTIVE SUMMARY

Council has lodged grant funding submissions to the Queensland Reconstruction Authority under the 2013 declared NDRRA event for the restoration of essential public assets. To date submissions totalling $6,647,403.00 have been submitted. The total value of submissions to be lodged is estimated at $10.5M. No approvals for the programme of work have been received from the Authority.


"That Council receive and note the NDRRA 2013 Programme of Restoration Work - August 2013 Progress Report."

BACKGROUND

Council has submitted grant funding applications to the Queensland Reconstruction Authority for support to undertake works to restore essential public assets damaged as a consequence of the 2013 NDRRA declared event. To date, three (3) submissions have been lodged under this event. The total value of submissions lodged is $6,647,403.00. A further three (3) submissions are in preparation with the total of the grant applications estimated to be $10.5M. No approvals have been received to date from the Queensland Reconstruction Authority. Betterment submissions have been lodged for the following:

- Boar Pocket Road Culvert - Leadingham Creek Road causeway near Walsh River - Ootan Road causeway at Sandy Tate River

The Queensland Reconstruction Authority has recently approved the Betterment Submission for Boar Pocket Road culvert. The betterment approval amount for Boar Pocket Road culvert is $220,720.61. This amount is additional to the flood damage approval of $187,266.33 for the site. Under the betterment approval,


Council will be making a contribution of $40,000, making the overall funding approval for the Boar Pocket Road culvert $447,986.94 (Exclusive of GST).


Council assets affected in the declared disaster event of 2013 are being submitted for grant funding based upon the geographic location of damage sites within each of the respective local government areas of the continuing TRC and future MSC.


CONSULTATION

Internal Council officers. External Queensland Reconstruction Authority.


Nil

POLICY IMPLICATIONS

Nil


Capital Nil Operating Nil Is the expenditure noted above included in the 2013/2014 budget? To be included in the 2013/2014 budget when approvals have been received. If not you must recommend how the budget can be amended to accommodate the expenditure Nil








Advice to residents in affected areas will be provided as approvals are received and tenders awarded.

ATTACHMENTS

Nil Date Prepared: 26 August 2013


ITEM-43 PROPOSED ROADWORKS UPGRADE - MORTON STREET AND ROB VEIVERS DRIVE, KURANDA - SUMMARY OF DESIGN PROCESS


MEETING Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Ashley Greenwood, A/Manager Project Delivery DEPARTMENT: Infrastructure and Maintenance Services

EXECUTIVE SUMMARY

The Morton Street intersection with Rob Veivers Drive, Kuranda has been the subject of a design investigation process to firstly provide three conceptual layouts for a process of public review and input. Public opinion as to the merits of the three options were and still remain fairly divided. At its meeting of 16 December 2009 Council reviewed the received public response to these three design concept options and resolved to investigate a further design option. A chronicle of this process is listed below. Further analysis by staff of all the available options has shed a different viewpoint on the suitability of such, based on a review of the proposed concept road geometry and associated safety and design standards. While the intent of the fore mentioned options was to deliver an acceptable construction schedule for an upgraded intersection, the physical constraints of available road reserve width combined with existing topography and infrastructure meant that a design that meets the minimum acceptable design and safety standards could not be achieved without land resumptions. Hence the four design options considered promoted degrees of limitations of road geometry design and safety standards that would not be acceptable. In response to public feedback to previous proposals, an extensive review was undertaken of all options considered to date to determine the most effective solution that delivers appropriate design and safety standards in consideration budget constraints and feedback provided from public consultation to date. The revised design concept provides for the closure of current western intersection of Morton Street with Rob Veivers Drive, and delivers all traffic movements via a modified alignment of the eastern intersection of Morton Street to Rob Veivers Drive. The current budget allocation for this project has been revised to $250,000 at the six month budget review. Council’s resolutions to date re this matter have failed to address the disparate views of residents within the area, conflict between near neighbours and does not assist with Council's obligation to properly provide clear direction on issues of substance. The road safety issues identified at the western end of Morton Street cannot be ignored or allowed to persist simply because the local residents likely to be affected believe there is no road safety issue at this location. Rob Veivers Drive is the primary vehicular access to Kuranda and as such significant traffic volumes of self drive tourists and local residents use the route in the course of their daily business. Any traffic incident on the route will have major implications for the business community of Kuranda and local residents. This report outlines the process undertaken by the Design Office to arrive at the proposed final design solution to deliver safety improvements for the Morton Street intersection with Rob Veivers Drive.



"That Council receive and note the report which outlines the process undertaken by the Design Office to arrive at the final design solution proposed for the upgrade of the Morton Street intersections with Rob Veivers Drive.”

BACKGROUND

A chronicle of events of the Morton Street investigative process is listed below: October 2009

• Three concept design options prepared and comments sought from five (5) residents on Morton Street fronting Rob Veivers Drive who would be directly affected by any future roadworks;

• Three possible options reported to Council and advising of consultation with five (5) residents directly affected by roadworks. Council resolved to await results of additional public consultation before proceeding any further;

November 2009

• Consultation extended to include residents of Morton and Harriman Streets;

• Consultation closed and response collated;

December 2009

• Report to Council on consultation results. Council request consideration of a fourth design option to create a T intersection of Morton Street with Rob Veivers Drive in line with the existing north/south alignment of Morton Street;

August 2010

• Fourth design option to create a T intersection of Morton Street with Rob Veivers Drive in line with the existing north/south alignment of Morton Street presented to Council for consideration. Council resolved design concept 3 as its preferred design solution to the accessibility issues identified at the Morton Street/Rob Veivers Drive intersections for consideration for future Capital Works funding;

September 2011

• Further report to Council on consultation results in response to previously endorsed design solution. Council resolved that no action be taken in respect of proposed interim safety improvements on the Morton Street / Rob Veivers Drive intersection until such time as construction of the agreed design solution is fully funded;

March 2013

• Council review report outlining public consultation undertaken to date and endorse a design concept for Morton Street to extend easterly joining Veivers Street hence intersecting Rob Veivers Drive. Revised design concept to be presented for further public consultation;

May 2013

• Revised design concept considered at public meeting held at Morton Street. Undertaking provided by Council to develop a further design concept to address primary public concerns related to vegetation removal;


June 2013

• Council resolved to defer construction of the proposed roadworks planned for the Morton Street / Rob Veivers Drive intersections and the connection to Veivers Street until such time as broad consensus on the scope of the project and its core objectives can be reached with the residents of the area;

• Revised concept designs which include solutions suggested from public consultation presented at public meeting. Proposed final design solution discussed in detail ahead of presentation to Council.

• Signage altered to reduce the speed limit at each Morton Street intersection back to 50km/h in response to undertaking provided by Council at the last public meeting.

August 2013

• Proposed final design solution presented to Council for endorsement;

• Council resolved to defer construction of the proposed roadworks for the Morton Street / Rob Veivers Drive intersections and attempt to gain consensus by way of public survey.

• Draft survey developed for review by Council.

Current Design Considerations

Following on from the extensive design works undertaken for the project, close examination of the existing eastern intersection of Morton Street / Rob Veivers Drive has determined that the required turning radius of a sedan car travelling east along Rob Veivers Drive and requiring entry into Morton Street via a left turn, was greater than the available width of road reserve available. A turn left option for a rigid body truck could not be achieved at all. In consideration of designs developed to date and in response to strong public feedback to minimise vegetation removal, the most efficient and effective design solution has been determined as an upgrade the existing eastern intersection as detailed attached plan TRC 633/A62/5/13, which would require minor property resumptions of adjacent residential allotments, plus relocation of Ergon infrastructure, TRC Water Mains and Telstra infrastructure. The proposed design solution also involves the closure of the western intersection of Morton Street with Rob Veivers Drive which, while identified as a contentious issue from public consultation, is seen as the most effective acceptable solution in response to the limitations of road geometry design and safety standards.


Nil


SUMMARY

The proposed final design solution as presented delivers a satisfactory outcome to provide for practical and safe vehicle access. Costings for the project are summarised as follows:

Eastern Intersection: Upgrade existing intersection (minor land resumptions required): Cost estimate: $250,000

Western Intersection: Close western intersection, Upgrade Morton Street: Cost estimate: $35,000

TOTAL PROJECTED COST: $285,000* * The two sections above have been prepared as separate costs however, with joint construction timeframes, reduced costs would be achieved.

The overall project as herein developed by the Design Office is recommended as representing good value for money and promoting a practical and safe traffic route, subject to construction costs being limited to the available budget allocation of $250,000.


CONSULTATION

Internal TRC Design Office, Project Delivery Group. Cr Jenny Jensen External Kuranda residents present at the public consultation meeting held 27th June 2013.


Nil

POLICY IMPLICATIONS

Nil


Capital A current 2013/2014 Capital Budget allocation of $250,000 exists for the project. Operating Nil.

Traffic Management Plan for, provide and maintain a safe and trafficable road network for the movement of people, goods and services safely, efficiently and conveniently.


Is the expenditure noted above included in the 2013/2014 budget? Yes If not you must recommend how the budget can be amended to accommodate the expenditure N/A


Nil.

ATTACHMENTS

1. Design Plan TRC 633/A62/5/13 Date Prepared: 27 August 2013


PROJECT DELIVERY

ITEM-44 SPEAR ROAD, KURANDA - APPLICATION FOR PERMANENT ROAD CLOSURE


MEETING: Ordinary



EXECUTIVE SUMMARY

The Department of Natural Resources and Mines (DNRM) seeks Council's views in relation to an application for a permanent road closure over an area of road described as Lot A CNS13/063, Parish of Smithfield with an area of approximately 690m2 being part of Spear Road, Kuranda. The proposed use of the subject area is to legalise fencing that is currently encroaching upon the road reserve.


"That Council resolves to advise the Department of Natural Resources and Mines that Council objects to the permanent closure of an area of road described as Lot A CNS13/063 abutting Lot 1 RP727288, Parish of Smithfield being part of Spear Road, Kuranda on the basis that Council requires that the land be retained for its gazetted purpose of road and that the constructed alignment of Spear Road is such that granting of this closure would impact upon the operational effectiveness of the existing road."

BACKGROUND

Spear Road, Kuranda is a gravel road with a total maintained length of approximately 250 metres. The road reserve is 20 metres wide for the majority of its length and widens to approximately 100 metres at its intersection with Black Mountain Road. There are six (6) properties (including the applicant's property) which are accessed from Spear Road. In September 2010, Council considered a report in relation to a request from the owner of Lot 1 RP727288 to not require the removal of improvements in the form of trees, other vegetation and landscaping including a stone-pitched retaining wall from the area of a road licence (temporary road closure) which was proposed to be surrendered. Council, at the time, offered no objection to the improvements remaining in place and gave support to the application for surrender of the road licence. In April 2013, Council received a complaint from a resident on Spear Road advising that the owner of Lot 1 RP727288 had erected a wooden fence which caused visibility issues for vehicles


travelling on Spear Road, particularly at the NW corner of Lot 1 RP727288. As a consequence, a Council officer attended Spear Road and photographed the fence. Correspondence dated 7 June 2013 was sent to the owner of Lot 1 RP727288 advising that the fence was an illegal encroachment upon the road and instructed the owner that the fence be removed, in its entirety, from the road. A site investigation was conducted at Lot 1 RP727288 by members of Council's Investigations Team on 3 July 2013, at the request of the property owner. The nature of the fence encroachment was discussed with the property owner and Council's position as far as removal of the fence was reiterated. Further photographs, measurements and observations were also recorded at the time (refer attachments). Subsequent to the site investigation, the property owner has lodged this application for a permanent road closure over an area of approximately 690m2 in an effort to legitimise the fence. The area in question is less than that previously held under the former (surrendered) road licence (1,060m2). Spear Road, in fact crossed parts of the former road licence. The application area also contains telecommunications and electricity reticulation infrastructure. Issues of restricted visibility, due to the erection of the fence, for vehicles negotiating the sharp turn has, to some extent, been addressed by the removal of a number of fence panels by the property owner (applicant). Significantly, should this road closure be granted and the road permanently closed, the applicant may reinstate fencing on the new boundary which will result in reduced visibility for vehicles negotiating the corner of Spear Road in the vicinity of the NW corner of Lot 1 RP727288. On 5 August 2013, Council advised the applicant that the matter of the fence removal will be held in abeyance until such time as the application for permanent road closure has been determined.


CONSULTATION

Internal: Brian Millard, Senior Planner. External: Leisa Kimpton, Land Administration Officer, Department of Natural Resources and Mines. Owner of Lot 1 RP727288 (tenure applicant).


Nil





POLICY IMPLICATIONS

Nil


Capital Nil Operating Nil Is the expenditure noted above included in the 2012/2013 budget? N/A If not you must recommend how the budget can be amended to accommodate the expenditure N/A


Following publication of Council's meeting minutes, advise the Department of Natural Resources and Mines of Council's decision.

ATTACHMENTS

1. Correspondence from the Department of Natural resources and Mines dated 9 August 2013 (DWs #2827324)

2. Government Gazette published 9 August 2013 3. Drawing CNS13/063 4. Location Map 5. Site photographs Date Prepared: 22 August 2013


ITEM-45 METZGER ROAD, DIMBULAH - APPLICATION FOR TEMPORARY ROAD CLOSURE ADJACENT LOT 50 HG806701


MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Nathan McKenna, Civil Works Investigations Officer DEPARTMENT: Infrastructure Maintenance Services

EXECUTIVE SUMMARY

The Department of Natural Resource and Mines (DNR&M) seeks Council's views in relation to an application for temporary road closure of a ten (10) metre wide section of Metzger Road, adjacent to Lot 50 HG806701, locality of Dimbulah, parish of Leadingham. The subject area is approximately 1.17 Ha. The proposed use is to fence off exiting sugar cane plantations to limit access from native and feral animal species.


"That Council resolves to advise the Department of Natural Resources and Mines that it does not object to the temporary road closure of 1.17Ha of Metzger Road, adjacent to Lot 50 HG806701, locality of Dimbulah, parish of Leadingham, for the purpose of fencing to exclude native and feral animals from traversing into sugar cane plantations."

BACKGROUND

Metzger Road is a Council controlled, formed gravel road. The proposed temporary road closure would grant tenure over a ten (10) metre wide section of the allocated road reserve. The existing reserve area is approximately 40 metres wide. An adequate road reserve area will remain if the application for tenure is granted. The purpose of the land would be to fence off the area with the aim of stopping native and feral animals from entering the sugar cane plantation at the adjacent property of Lot 50 HG806701. The need for this intended purpose was confirmed when Council officers inspected the site and found kangaroos grazing on newly planted sugar cane. Feral pig activity was also evident. The form of tenure applied for would be suitable in this case as the proposed use will consist of accepted structural improvements being made on the subject land. The Guide to Land Tenure under the Land Act 1994 states that a temporary road closure can be granted where no more structural improvements other than fencing, pipelines and drainage channels across the road are constructed. There is a substantial table drain which runs adjacent to the southern shoulder of Metzger Road. If Council were to offer no objection to the tenure application, an estimated 15 metres of road reserve will remain between the existing drain and the boundary of the proposed tenure. This separation is deemed sufficient and would not impede Council's ability to maintain the table drain or the formed gravel surface of Metzger Road.



Nil


CONSULTATION

Internal Nil External Leisa Kimpton, Land Administration Officer, Department of Natural Resources and Mines


Nil

POLICY IMPLICATIONS

Nil


Capital Nil Operating If the proposed tenure is granted, additional rates would be payable to Council by the applicant. Is the expenditure noted above included in the 2013/2014 budget? Nil If not you must recommend how the budget can be amended to accommodate the expenditure N/A


Advise the Department of Natural Resources and Mines of Council's decision following the publication of Council's meeting minutes.





ATTACHMENTS

1. Letter from the Department of Natural Resources and Mines (DWs # 2817857); 2. Locality Map. Date Prepared: 26 August 2013


ITEM-46 FNQUAD RIDERS CLUB - REQUEST TO USE CONDITIONALLY REGISTERED QUAD BIKES ON COUNCIL ROADS FOR ADVENTURE RIDES THROUGH THE REGION


MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Nathan McKenna, Civil Works Investigations Officer DEPARTMENT: Infrastructure and Maintenance Services

EXECUTIVE SUMMARY

FNQuad Riders Club is requesting Council approve the use of conditionally registered quad bikes on Council controlled roads for the purpose of hosting organised quad bike rides. Approval is requested on a yearly basis, commencing 1 November 2013.


"That Council approve the use of conditionally registered quad bikes by FNQuad Riders Club on those roads under the control of Council for the purpose of hosting rides throughout the region, subject to:

1. The group providing certificates of currency for public liability insurance cover of not less than $20M;

2. The Club indemnifying Council of all risks associated with each and every

activity undertaken; 3. The approval being issued for a period not exceeding 12 months, commencing

1 November 2013; 4. Provide formal notification to Council of organised event routes to allow the

future assessment of the impacts on TRC road infrastructure."

BACKGROUND

FNQuad Riders Club seeks permission from Council to operate conditionally registered quad bikes on roads within the Local Government Area. The proposed long term plan for the Club is to facilitate recreational rides for Club Members and to organise quad biking tours in the Tablelands area, specifically from the Rangeview area through to dirt tracks around Herberton and Irvinebank, for tourism purposes. The Club also aspires to conduct nationally recognised quad bike training. Council at its Ordinary Meeting of 1 September 2010, resolved to approve the Club's request for a 12 month approval to conduct quad biking activities, this approval has since lapsed. The Club is seeking another approval and aims to request renewal annually which would provide Council opportunity to review the Club's activities prior to offering future approvals.


In addition to the approval sought from Council, FNQuad Riders Club is required to gain approval from Queensland Police Service and Department of Transport and Main Roads to undertake the proposed activities. It is not anticipated that the activities proposed will create a significant impact on Council's road infrastructure or impede the delivery of Council services at this stage. However, it is recommended that the clubs activities are monitored so that effects on Council infrastructure, if any, can be determined.


Nil


CONSULTATION

Internal Councillor Marjorie Pagani Co-ordinator Sport and Recreation, TRC External Tim Forsyth, President, FNQuad Riders Club


Nil

POLICY IMPLICATIONS

Nil


Capital Nil Operating Nil Is the expenditure noted above included in the 2013/2014 budget? Nil If not you must recommend how the budget can be amended to accommodate the expenditure N/A




Notify FNQuad Riders Club of Council's resolution following the publication of the meeting minutes.

ATTACHMENTS

1. Letter of request from the FNQuad Riders Club (DWs # 2817329) 2. Copy of report to Council Meeting of 1 September 2010 (DWs # 1933869) 3. Copy of resolution from Council Meeting of 1 September 2010 (DWs # 1942178) Date Prepared: 26 August 2013


ITEM-47 PROJECT DELIVERY GROUP - INFRASTRUCTURE AND MAINTENANCE SERVICES - QUARTERLY REPORT - 31 JULY 2013


MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Trevor Adil, Manager Infrastructure and Maintenance Services DEPARTMENT: Infrastructure and Maintenance Services

EXECUTIVE SUMMARY

The purpose of this report is to summarise Council’s Project Delivery activities undertaken by the Infrastructure and Maintenance Department to the period ending 31 July 2013.


"That Council receive and note the quarterly report on Project Delivery activities submitted by the General Manager Infrastructure and Maintenance Services for period ending 31 July 2013."

PROJECT MANAGEMENT - MAJOR PROJECTS

Corporate and Operational Plan Linkage This section reports against the following Corporate Plan Strategy: CP Strategy:3.2.1 – Infrastructure Design Corporate and Operational Plan Linkage This section reports against the following Operational Plan tasks/activities: Regional Image and Identity OP16 – Rebuild the Malanda Falls Visitor Information Centre OP29 – Complete all RLCIP Round 3 funded projects throughout the region to improve Council’s infrastructure Community Development and Capacity Building OP26 – Construction of 38 new aged pensioner units throughout the TRC OP27 – Assess land availability in the TRC for further construction of aged units across the region Business Attraction OP40 – Mareeba Industrial Estate - development of Stage 2a & b (20 lots) Roads and Drainage Management OP68 - Undertake capital roadworks and drainage projects in accordance with approved capital works schedule OP69 – Undertake bitumen roads reseal program in accordance with budget allocation Water and Sewerage Management OP74 - Undertake capital water and sewerage projects in accordance with approved capital works schedule


INVESTIGATIONS

Status Update

Investigations Summary Totals

Total Number of Tasks Received by Investigations for period ending 31 July 2013 467

Total Number of Outstanding Tasks on Hand for period ending 31 July 2013 93

Number of Tasks Received for the month of July 80

Number of Tasks Finalised for the month of July 49

Number of Tasks Currently In Progress for the month of July 80

Number of Tasks Re-assigned for month of July 15

Investigations Statistics In Progress Finalised July

Bus Routes - School 1 1

Bus Shelters 3 0Cattle Crossing Permits 1 0

Drainage Improvement Requests 20 4Gates and Grids - Inspections & Improvement Notices 7 3

Load Limit Permits - Abnormal or Oversize Loads 0 1Mining Tenements - Lease Applications / Compensation Agreements 9 4

Multi Combination Vehicles - Route Applications / Permits 0 0Parking Requests 3 0

Pedestrian Crossings 1 1Pipeline Crossings / Authorities 0 1

Road Improvement Requestes 6 11Road Safety Audit 0 0

SafeSt School Projects 0 0Signs - Regulatory - Requests for Additional 9 5

Special Projects (not otherwise defined) 8 4Speed Limit Reviews 0 0

Street Lighting - Requests for Installation and Upgrade 0 0Tenure Dealings - Road Closure / Openings and Permits to Occupy 8 6

Works on Roads - Ergon 3 5

Works on Roads - Telecommunication (Telstra, Silicar etc) 1 3NOT INVESTIGATIONS - Awaiting Re-Tasking 0 0

Totals 80 49

The month of July has seen an increase in CR's received by the Investigations Team over previous months.

The Investigations Team continues to make steady progress in addressing the backlog of CR's in the system.The Investigations Team is currently reviewing the process of migrating existing CR's across to the CRM system.

ATTACHMENTS

1. Detailed 2013/2014 Capital Programme Report Date Prepared: 26 August 2013


A3 ATTACHMENT


WATER & SEWERAGE

ITEM-48 TRC EOI 2013-03 LEASE OF TABLELANDS REGIONAL COUNCIL WATER ALLOCATION - UPPER BARRON - ZONES A, B, C & D - CONFIDENTIAL






ITEM-49 ATHERTON WASTE MANAGEMENT FACILITY BUY BACK SHOP CONFIDENTIAL





CHIEF EXECUTIVE OFFICER

ADMINISTRATION

ITEM-50 MINUTES OF AUDIT COMMITTEE MEETING - 13 AUGUST 2013


MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Ian Church, Chief Executive Officer DEPARTMENT: Office of the Chief Executive Officer

EXECUTIVE SUMMARY

Attached for Councillors' information are the minutes of the Tablelands Regional Council, (TRC), Audit Committee Meeting held on Tuesday 13 August 2013.


"That Council adopts the minutes of the Audit Committee Meeting held on 13 August 2013."

BACKGROUND

The following explanations are provided to assist in understanding the Audit Committee minutes and recommendations: Self Assessment Questionnaire The Audit Committee Self Assessment Questionnaire is a tool for improving the work undertaken by the Committee and is generally completed once each year by members. It was completed at the conclusion of the Committee meeting held on 14 May and ratified at the meeting of 13 August, including a number or recommendations for improving the function of the Audit Committee. Draft Financial Statements for the Year Ended 30 June 2013 The Committee noted the draft financial statements for the year ended 30 June 2013. The statements are subject to external audit and once finalised will be presented to the Committee and Council for adoption prior to the end of September 2013. Audit Committee Progress Report The Internal Audit Progress report presents an overview of the work performed by Internal Audit from March until July 2013 in accordance with Section 207(3)(b)(a) of the Local Government Regulation 2012. The work performed included: • Audit Matrix Implementation Status Update • Special Project – Contractor Panel Arrangements • Special Project – Caravan Park Revenue Assurance


Audit Matrix Review The purpose of the audit matrix review was to determine whether managers had satisfactorily completed the management actions they had agreed to perform to address the control deficiencies noted in previously issued internal audit reports. The review noted that of 42 actions agreed, 10 have been completed, 23 are in progress and 9 have had no action taken. Priority is being given to completing these actions. Review of Contractor Panel Arrangements The purpose of this review was to examine the appropriateness of the evaluation and probity process used to establish the 2012-13 Panel of Providers for the “Supply of Professional Services (Civil Engineers, Structural Engineers, Surveyors, Technical Officers, Design Drafters, Project Managers and Architects)”. Action needs to be taken to mitigate real or perceived procurement and probity risks. Internal Audit Charter Review The Internal Audit Charter establishes the authority and responsibility conferred by Council on the internal audit function, and incorporates the internal audit duty requirements of the Local Government Regulation 2012, Section 207. The Charter defines the function, scope, operating and reporting parameters for the internal audit activity, has been reviewed by the Committee and is attached as an appendix to the minutes for Councils information. Enterprise Risk Management This report provided an update in relation to the status of Enterprise Risk Management and Policy implementation and Review. External Audit Status Report This report presented key findings from the interim (external) audit process and also the Strategic Audit Plan for the years ended June 2013 to June 2016. Procurement Contracts and Legal Matters Status Report The Procurement report provided the Audit Committee with a list of contracts greater than $100k entered into by Council and the Legal Matters report provided the Committee with a list of outstanding legal matters and complaints, including an assessment of the risk exposure to Council. Audit Committee Charter Review The Charter sets out the establishment and composition of the Audit Committee and its objectives and responsibilities. It is reviewed annually by the Committee and the latest version is attached as an appendix to the minutes for Councils information.



Outcome: A Well Managed Region - Accountable Leadership A local government that delivers strong leadership by advocating the needs of the community and setting clear directions through transparent practices and open engagement. Strategy - Transparent Practices Ensure the administration of the region is governed through open and transparent decision making practices and coordinated management and reporting processes.

CONSULTATION

Internal Audit Committee Chief Executive Officer External Carolyn Eagle, Pacifica Chartered Accountants


Section 207 of the Local Government Regulation 2012 requires Council to have an internal audit function.

POLICY IMPLICATIONS

Audit Committee Charter Internal Audit Charter Risk Management Policy


Capital NIL Operating Internal Audit Budget Is the expenditure noted above included in the 2012/2013 budget? Yes If not you must recommend how the budget can be amended to accommodate the expenditure NIL



NIL

ATTACHMENTS

1. Minutes of Audit Committee meeting held on 13 August 2013 Date Prepared: 28 August 2013


APPENDIX - NOTED CORRESPONDENCE ITEM-51 NOTED CORRESPONDENCE - 5 SEPTEMBER 2013 DOCUMENT INFORMATION

MEETING: Ordinary

MEETING DATE: 5 September 2013 REPORT AUTHOR/ OFFICER’S TITLE: Ian Church, Chief Executive Officer DEPARTMENT: Office of the Chief Executive Officer


Resolved "That the following correspondence be noted: 1. Kuranda Community Precinct Advisory Committee - 10 July 2013. 2. David Crisafulli MP responds to Council letter from the Mayor of 01/07/2013 concerning

request for meeting to discuss Councillor representation for the new TRC. 3. Department of Broadband, Communications and the Digital Economy submits advice they

will now be responding to letter sent from Mayor on 20/06/2013. 4. Department of Broadband, Communication and the Digital Economy submits response in

relation to concerns delayed schedule for NBN roll out for Speewah & Kuranda in Leichhardt electorate.

5. Craig Evans AM, Director-General, Department Local Government, Community Recovery

and Resilience forwards invite for Council to use survey to make submission on The Queensland Plan.

6. Hon Jack Dempsey MP - Minister for Police and Community Safety submits additional

information regarding Fire and Rescue Levys as per your letter received 16/07/2013 by Hon Tim Nicholls MP.

7. Hon David Crisafulli MP and Hon Jack Dempsey MP submits information on the Get Ready

Qld 2013-2014 Funding Initiative for community recovery and resilience. 8. Hon David Crisafulli MP submits advice on Improving Financial Management & Sustainability

Scheme (IFMSS) funding - applications close 15/10/2013. 9. Northern:- Yvonne Thomson from Clohesy Rural Fire Group submits Proposed Levy for

Emergency Management and Fire Rescue information


ATTACHMENTS

As listed above. Date Prepared: 6 August 2013


ATTACHMENT 1


ATTACHMENT 2


ATTACHMENT 3


ATTACHMENT 4


ATTACHMENT 5


ATTACHMENT 6


ATTACHMENT 7


ATTACHMENT 8


ATTACHMENT 9

part two - agenda mareeba 5 september 2013

Documents

programme supply

delivery of gravel

maintenance services

customer community services

kuranda recreation centre

recreation leasing policy

kuranda library

construction maintenance