Technical Services ReportsCommittee Consideration – 12 February 2019Council Resolution – 26 February 2019

Table of Contents

Item No. Page No.

TS01.19 College Park Family Centre Renovation.....................................................2

TS02.19 Maisonettes Garage Replacement.............................................................8

2019 TS Reports – TS01.19 – TS02.19 – 26 February 2019TS01.19 College Park Family Centre Renovation

Committee 12 February 2019Council 26 February 2019Applicant City of Nedlands Officer Pollyanne Fisher – Facilities Management OfficerDirector Martyn Glover – Director Technical ServicesAttachments Nil.

Executive Summary

To seek the transfer of Capital Funds from College Park Family Centre to renovate Drabble House and improve the facilities provided at Dalkeith Hall.

Recommendation to Committee

Council:

1. agrees to redirect $20,000 from the College Park Family Centre Capital account to Dalkeith Hall for the installation of split system units for heating and cooling; and

2. agrees to redirect $190,000 from the College Park Family Centre Capital account to Drabble House for renovation.

Discussion/Overview

Background

The College Park Family Centre was constructed in 1962 as purpose-built tennis club rooms (see photo below).

2019 TS Reports – TS01.19 – TS02.19 – 26 February 2019In 2003, the building was altered to accommodate a community Toy Library and Play Group. The City’s 2010 building inventory also suggests a community support group was originally intended to be accommodated on the site as part of the alterations.

Currently an area is allocated for use as a Toy Library and a larger area allocated for use as a Play Group. The Play Group area includes a fenced garden and playground used exclusively by the Play Group. Each of these two groups operate independently of one another, using their area exclusively under two separate Management Licenses. An additional community group also use the building for storage. The total combined income in the last financial year for the College Park Family Centre Facility was $2,609.09.

A third unallocated and vacant area on the eastern side of the building is currently locked and not in use. It contains toilet and changing facilities and is not currently being maintained. With the proximity to the John Leckie Pavilion which includes accessible public toilet facilities, there is currently no demand to use this space.

The City maintains the building and fixtures for all areas of the building that are currently in use including undertaking both scheduled and reactive maintenance. The City budgeted $24,000 for maintenance this year in addition to capital funds for renovation. A capital budget of $272,000 has been approved by Council for the renovation of the College Park Family Centre in 2018/19.

The City commenced a full review of all City owned properties in August 2018. An updated building inventory is under development for presentation to Council later this year. Each building has been assessed in detail with all components allocated a condition rating. The process identifies the actions required to upgrade the City’s managed building assets to be in a ‘fair’ condition as a minimum standard, the costs of those actions, and to provide asset replacement schedules and operational expenditure reporting for effective budget planning in future to effectively maintain service levels. The condition data collected for the College Park Family Centre as part of this review, and feedback from user group consultation, was used to develop a scope of works for the renovation of the facility.

College Park Family Centre – Condition

The average condition of the current College Park Family Centre has been assessed as being ‘good’ overall. The facility is currently used for only 9 hours a week by a small number of users which reduces the wear and tear the building is subjected to. The alterations to the building in 2003 also mean that many of the current building components have not yet reached their life expectancy, with the roof having been recently replaced in 2015.

The review did identify a small number of components of the building that rate as ‘very poor’ and ‘poor’, however many of these require only minor repair or affect a small area. These identified components will require attention and remediation, and these will be addressed with a portion of the current funding.

College Park Family Centre – Consultation

City Officers engaged in consultation with representatives from the Toy Library and the Play Group in November 2018.

2019 TS Reports – TS01.19 – TS02.19 – 26 February 2019Consultation with a representative from the Toy Library flagged minor repairs already identified for remediation as part of the building condition assessment. The representative had no requests for changes to the facility.

Consultation with two representatives from the Play Group again flagged repairs already identified and there was a request for one minor change, being to improve the privacy of the bathroom facilities.

There was a concern expressed by the Play Group representatives that they may not be able to afford to continue operating in the future without being able to generate more income. The barrier to the ability to raise more funds remains the number of volunteers required to run sessions, the management of operations and attracting new members.

None of the representatives consulted identified the need for, or requested, significant renovation. There was a concern that renovation could increase their management license fees in future and further impact on their viability to continue operating.

Comparisons

Below is a snapshot of how often the College Park Family Centre facility is used, by how many user groups and the income generated from each, compared to other City facilities of a similar age that are available for hire by the general community:

FacilityWeekly hours of usage*

No. user groups 2017/18 actual income

College Park Family Centre – Toy Library 3 1

$2,609.09College Park Family Centre – Play Group 6 1 (total 20 members)

Drabble House 52.5 10 (total members unknown) $43,504.66

Dalkeith Hall 44.5 13 (total members unknown) $20,997.38

*Weekly hours of usage is based on first week in November 2018.

It is noted that there are more regular user groups at Dalkeith Hall who use the facility for short periods, whereas some of the regular users at Drabble House use the facilities there for longer individual bookings.

The College Park Family Centre, whilst being an older building and having some remedial works identified as being required to improve and maintain its overall condition, appears to generally meet the needs of the current users, and is a much better overall condition than Drabble House or Dalkeith Hall (air-conditioning).

It is also noted that Drabble House and Dalkeith Hall are more frequently used by many more groups and people. Improvements to Drabble House and Dalkeith Hall would benefit a much larger portion of the Nedlands ratepayer community and could also increase their attractiveness to new community groups and casual hirers, which would

2019 TS Reports – TS01.19 – TS02.19 – 26 February 2019increase income for the City going forward. This is unlike the College Park Family Centre, which is exclusively used by single user groups under existing management licenses.

Risk

There is a risk that spending the full capital works budget on the College Park Family Centre will result in a renovated facility that meets requirements and as a result, is not well used by the community. There is a risk that such a facility could possibly become vacant in two-years’ time should the Play Group fail to continue operating. There is no current evidence that other family activity-based groups would be interested in occupying the space should that happen. The City may identify new occupants for whom the renovated facility isn’t suitable for, or further renovations and expense may then be required to adjust the facility to make it suitable for alternative uses and users.

Recommendations

It is recommended that sharing the College Park Family Centre renovation budget with other community facilities would be a better use of the funds and benefit the City of Nedlands community more widely.

A list of actions to remediate all areas of the College Park Family Centre assessed as being in a less than ‘fair’ condition has been developed, with an estimated cost of $36,680. Of these remedial works, the kitchen is identified to have $6,320 worth of estimated repairs/replacements required. It is recommended that instead of expending funds on kitchen remediations, the whole kitchen be replaced instead. This will significantly modernise the facility and improve its amenity for current and future users.

Privacy to the bathroom area could be achieved by applying frosting to the glass window that sits between the bathroom and the main room as requested by the Play Group users.

Additional to this, the whole building is currently operating on its own unmonitored alarm system and is accessed by a key. To improve the security and ensure the building can be effectively monitored with improved accessibility, it is recommended the entire building be placed on the City’s centralised security system with alarms and swipe access. A capital budget of $62,000 should be sufficient to make overall improvements, replace fencing, replace the kitchen and improve the buildings security. The City’s annually provided maintenance budget can be utilised to address the remaining items requiring remediation elsewhere throughout the building. This budget would leave $210,000 of the $272,000 current College Park Family Centre renovation budget available for reallocation elsewhere.

It is recommended that $20,000 of this remaining capital budget be allocated to Dalkeith Hall for the installation of air-conditioning. The temperature of Dalkeith Hall has been raised as a concern by many of its regular users with the hall becoming very hot in summer and very cold in winter. Quotes have been obtained for installing split system units to provide an effective heating and cooling solution, plus new electrical wiring to accommodate the units to be spaced out around the hall. This would cost an estimated $20,000 and would significantly improve the comfort and amenity of the facility for its 13 different user groups.

Lastly, it is recommended that the remainder of the capital budget, being $190,000, be allocated to Drabble House to undergo a modest renovation. Built in 1927, Drabble

2019 TS Reports – TS01.19 – TS02.19 – 26 February 2019House is one of the City’s most highly utilised community buildings and has aesthetic, historic, representative and social cultural heritage significance.

The building contains many original features, including intricate stain glass windows, doorways and a fireplace. Although it has been well maintained by the City, it is in a very aged condition with many components of the building having reached their end of life and, or, are starting to slip into a poor condition simply through age and heavy use. As a well-used facility that generates a good income for the City, it would benefit significantly from renovation to make it more accessible to everyone in the community, and to bring it up to the good and modern standards that befit a public facility, whilst preserving its unique heritage features. The building has a place in the City’s Municipal Inventory but not on the State Heritage listings.

Key Relevant Previous Council Decisions:

Ordinary Meeting of Council 26 June 2018, Item 13.9 Annual Budget

“That the Recommendation to Council be adopted subject to clause 1 being amended to 2.95%.”

Consultation

In addition to the consultation already held with representatives of the College Park Family Centre, it is proposed that some minor consultation occur with current regular users of Drabble House to ensure the correct priorities have been identified for renovation and to best plan how it could be implemented with minimal disruption.

Budget/Financial Implications

It is recommended the capital budget of $272,000 approved by Council for the renovation of the College Park Family Centre in 2018/19, be amended and it be reallocated as follows:

College Park Family Centre – minor improvements $62,000

Drabble House – renovation $190,000

Dalkeith Hall – installation of air-conditioning system $20,000

$272,000

Future budgets for the full renovation of the College Park Family Centre could be considered again once the longer-term future of the building is known.

If Council approve the recommendation, works will be completed on the College Park Family Centre and Dalkeith Hall before the end of this financial year.   A scope of works with approximate costings has been developed for Drabble House however, because it is so heavily used by a range of community users and as the renovation works will affect all public parts of the building, it is anticipated the funds would be only partially expended during this financial year and may require carry over of the balance into 2019/20.  

2019 TS Reports – TS01.19 – TS02.19 – 26 February 2019The purpose of this would be to minimise disruption to the current users by allowing more time for consultation and notices, ensuring their needs can be accommodated temporarily in other facilities where required, and to schedule certain works to take place during breaks and holidays to limit the impacts of building closure periods, particularly during ablution and kitchen renovation.

2019 TS Reports – TS01.19 – TS02.19 – 26 February 2019TS02.19 Maisonettes Garage Replacement

Committee 12 February 2019Council 26 February 2019Applicant City of Nedlands Officer Pollyanne Fisher – Facilities Management OfficerCEO Martyn Glover – Acting Chief Executive OfficerAttachments 1. Structural Assessment – Maisonettes Garages

2. Concept Design (Option 5)

Executive Summary

This report seeks to commence the replacement of the Maisonettes garages and to reconstruct the surrounding car parking area.

Recommendation to Committee

Council, in recognition of the structural engineer’s report dated 5 December 2018 and provisions within the existing leases, approves the replacement of the Maisonettes garages in accordance with the Option 5 Concept Plan.

Discussion/Overview

In June 2014 the City initiated the process to replace the garages that form part a City owned property at 67 Stirling Highway known as the Maisonettes. The Maisonettes consist of four privately rented residential units, each allocated a garage space. The garages have reached their end of life and don’t meet current design standards. They offer limited service to tenants being as they are in very poor condition, are too small to properly accommodate a vehicle with comfortable exit and entry on either side, and two are missing doors. There is also a current lack of security, general storage, clothes drying facilities and bin storage for the tenants.

Concept designs were developed in 2014 by Palassis Architects for new garages that better suited the needs of the tenants, and a design was selected for which to proceed with developing detailed designs for construction. The project was then put on hold whilst the designs were partially completed, until Council approved funds for the project to go ahead at the Ordinary Meeting of Council 26 June 2018. Council allocated a budget of $163,200 to be spent in the 2018/2019 financial year for the design and construction of replacement garages and to reconstruct the surrounding car parking area.

Because of the years that have lapsed since the project was first initiated, the previously developed concept designs were presented to Council at a workshop in September 2018. A Councillor notice of motion was then carried at the Ordinary Meeting of Council October 2018 to support the repaving of the car parking area but to defer the replacement of the garages pending a workshop. The resolution also identified that an independent engineering report may be obtained to determine if the garages were structurally sound or repairable for minimal cost, if considered necessary, and sought a summary of costs and incomes associated with the whole site.

An independent structural engineer was engaged with a structural report presented to a Councillor workshop on 6 February 2019 (refer Attachment 1).

2019 TS Reports – TS01.19 – TS02.19 – 26 February 2019

The report identified that the roof is not structurally adequate, and the masonry walls are exhibiting signs of cracking which is likely due to foundation movement and the inadequate roof structure tie down. The structural engineer concluded that, in his opinion, the cost to remediate the structure is likely to be more expensive than demolishing the structure and replacing it with a lightweight carport arrangement and recommended that the existing garage structure be demolished and replaced.

Maisonettes consists of four individual leased apartments. The lease document includes the provision of a carport with a roller door for each apartment as a condition of lease. The current structure does not meet this requirement as they are too small for modern vehicles and they are structurally unsound.

2019 TS Reports – TS01.19 – TS02.19 – 26 February 2019To improve the amenity for tenants and to resolve the structural issues with the Maisonettes garages in the most cost-effective way, this report seeks to proceed with the replacement of the garages as per the concept design provided in Attachment 2.

Key Relevant Previous Council Decisions:

Ordinary Meeting of Council 26 June 2018, Item 13.9 Annual Budget

“That the Recommendation to Council be adopted subject to clause 1 being amended to 2.95%.”

Ordinary Meeting of Council 23 October 2018, Item 14.1 Councillor Mangano – Paving – Maisonette Car Parking Areas

“Council:  1. Supports proceeding with the repaving of the Maisonettes car parking areas;  2. Defers the replacement of the garages pending a workshop consideration of the issue in the context of the intended or contemplated future of the Maisonettes;  3. If considered necessary, requests an independent engineering report be obtained to determine if the garages are structurally sound or could be repaired for minimal cost; and  4. Be provided with a summary by financial year of all costs and incomes associated with the Maisonettes site.”

Consultation

Consultation with Councillors has been held during workshops considering this project and the concept designs. Should Council resolve to proceed with the replacement of the garages, further consultation will be held with the tenants and users of the car park to ensure works can be carried out with minimal disruption and inconvenience.

Budget/Financial Implications

A sufficient budget of $163,200 has been allocated by Council in the 2018/2019 financial year for the design and construction of replacement garages and to reconstruct the surrounding car parking area.