Reports of Committees - Infrastructure Services 14.1 - Attachment 2
Community Infrastructure
ADVISORY COMMITTEE MEETING
A Community Infrastructure Advisory
Committee Meeting of Byron Shire Council will be held as follows:
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Venue
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Conference Room, Station Street, Mullumbimby
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Date
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Thursday, 4 December 2014
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Time
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11.00 am
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Ken Gainger
General Manager #E2014/78730
Distributed
27/11/14
What is a “Conflict of Interests” - A conflict of
interests can be of two types:
Pecuniary - an interest that a person has in a matter because of a reasonable
likelihood or expectation of appreciable financial gain or loss to the person
or another person with whom the person is associated.
Non-pecuniary – a private or personal interest that a Council
official has that does not amount to a pecuniary interest as defined in the
Local Government Act (eg. A friendship, membership of an association, society
or trade union or involvement or interest in an activity and may include an
interest of a financial nature).
Remoteness – a person does not have a pecuniary interest in a matter
if the interest is so remote or insignificant that it could not reasonably be
regarded as likely to influence any decision the person might make in relation
to a matter or if the interest is of a kind specified in Section 448 of the
Local Government Act.
Who has a Pecuniary Interest? - a person has a pecuniary interest in a
matter if the pecuniary interest is the interest of the person, or another
person with whom the person is associated (see below).
Relatives, Partners - a person is taken to have a pecuniary interest in a
matter if:
§ The person’s
spouse or de facto partner or a relative of the person has a pecuniary interest
in the matter, or
§ The person, or a
nominee, partners or employer of the person, is a member of a company or other
body that has a pecuniary interest in the matter.
N.B. “Relative”, in relation to a person means any of the
following:
(a) the
parent, grandparent, brother, sister, uncle, aunt, nephew, niece, lineal
descends or adopted child of the person or of the person’s spouse;
(b) the
spouse or de facto partners of the person or of a person referred to in
paragraph (a)
No Interest in the Matter - however, a person is not taken to have a
pecuniary interest in a matter:
§ If the person is
unaware of the relevant pecuniary interest of the spouse, de facto partner,
relative or company or other body, or
§ Just because the
person is a member of, or is employed by, the Council.
§ Just because the
person is a member of, or a delegate of the Council to, a company or other body
that has a pecuniary interest in the matter provided that the person has no
beneficial interest in any shares of the company or body.
Disclosure and participation in meetings
§ A Councillor or a
member of a Council Committee who has a pecuniary interest in any matter with
which the Council is concerned and who is present at a meeting of the Council
or Committee at which the matter is being considered must disclose the nature
of the interest to the meeting as soon as practicable.
§ The Councillor or
member must not be present at, or in sight of, the meeting of the Council or
Committee:
(a) at any
time during which the matter is being considered or discussed by the Council or
Committee, or
(b) at any
time during which the Council or Committee is voting on any question in
relation to the matter.
No Knowledge - a person does not breach this Clause if the person did
not know and could not reasonably be expected to have known that the matter under
consideration at the meeting was a matter in which he or she had a pecuniary
interest.
Participation in Meetings Despite Pecuniary Interest (S 452 Act)
A Councillor is not prevented from taking part in the consideration or
discussion of, or from voting on, any of the matters/questions detailed in
Section 452 of the Local Government Act.
Non-pecuniary Interests - Must be disclosed in meetings.
There are a broad range of options available for managing conflicts &
the option chosen will depend on an assessment of the circumstances of the
matter, the nature of the interest and the significance of the issue being
dealt with. Non-pecuniary conflicts of interests must be dealt with in at
least one of the following ways:
§ It may be appropriate
that no action be taken where the potential for conflict is minimal.
However, Councillors should consider providing an explanation of why they
consider a conflict does not exist.
§ Limit involvement if
practical (eg. Participate in discussion but not in decision making or
vice-versa). Care needs to be taken when exercising this option.
§ Remove the source of
the conflict (eg. Relinquishing or divesting the personal interest that creates
the conflict)
§ Have no involvement by
absenting yourself from and not taking part in any debate or voting on the
issue as if the provisions in S451 of the Local Government Act apply
(particularly if you have a significant non-pecuniary interest)
RECORDING OF VOTING ON PLANNING MATTERS
Clause 375A of the Local Government Act 1993
– Recording of voting on planning matters
(1) In this section, planning
decision means a decision made in the exercise of a function of a council
under the Environmental Planning and Assessment Act 1979:
(a) including a decision
relating to a development application, an environmental planning instrument, a
development control plan or a development contribution plan under that Act, but
(b) not including the making of
an order under Division 2A of Part 6 of that Act.
(2) The general manager is
required to keep a register containing, for each planning decision made at a
meeting of the council or a council committee, the names of the councillors who
supported the decision and the names of any councillors who opposed (or are
taken to have opposed) the decision.
(3) For the purpose of
maintaining the register, a division is required to be called whenever a motion
for a planning decision is put at a meeting of the council or a council
committee.
(4) Each decision recorded in
the register is to be described in the register or identified in a manner that
enables the description to be obtained from another publicly available
document, and is to include the information required by the regulations.
(5) This section extends to a
meeting that is closed to the public.
Reports of Committees - Infrastructure Services 14.1 - Attachment 2
BUSINESS OF MEETING
1. APOLOGIES
2. DECLARATIONS OF INTEREST –
PECUNIARY AND NON-PECUNIARY
3. ADOPTION
OF MINUTES FROM PREVIOUS MEETINGS
3.1 Minutes
from the 6 June 2014 meeting (E2014/36358)
4. REPORTS BY DIRECTORATE
4.1 Landslips
– Update
Report……………………………………………………………………2
4.2 Infrastructure Services
Risk Management Procedures Part 1Roads
Footpaths and
Drainage……………………………………………………………………….7
5. BUSINESS ARISING FROM PREVIOUS
MINUTES
5.1 Draft
Asset Management Policy
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Report No. 4.1.
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Landslips – Update
Report
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Report Author: Tony
Nash, Manager Works
File No: #E2014/76732
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Theme[m1] :
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Community Infrastructure, Local Roads and Drainage
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Summary[m2] :
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This report provides a summary of the status of the
landslip sites across the Shire.
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RECOMMENDATION[m3] :
That the Community Infrastructure Advisory Committee note
the information provided in this report.
Report
This report provides a brief outline of the status of the
slip sites across the Shire, as detailed in the table below.
Additional resources have been obtained with funding through
the disaster relief fund to assist Council in the design and tender
stages. Generally Ardill Payne will continue to manage the projects for
the completion of the designs, environmental and project approval and through
to award of tender by Council, with GHD to manage the construction contracts of
the permanent restoration works. The only exception was Laverty’s
Gap landslip, where Ardill Payne managed the construction contract of the
permanent restoration work.
The information in the following table is from
Council’s website, which was last updated on 7 November 2014.
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Slip Site
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Managed by
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Timeframe
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Status
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Wilsons Creek at
School
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GHD
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Complete
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ARK Constructions was
awarded Practical Completion on 24 October and have now demobilised from
site. The final contract sum will be approximately $2.415 million exc
GST.
Temporary traffic control
arrangements for the school bus finished on 31 October and normal traffic
conditions will now apply.
Repair Methods
Micropile anchored wall,
soil nail anchors to stabilise the road in preparation for the repair of the
road pavement and refurbishment of the stormwater drainage system.
Where Next
The project has reached
practical completion and has now entered a 12 month defects liability period.
All minor defects works have been completed.
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Upper Coopers Creek
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GHD
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Completion mid December
14
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The construction contract
has been awarded to Mainland Civil for approximately $2.6 million exc
GST. Construction works commenced on 24 February 2014. Rain
delays and additional work scope items have increased the forecasted
completion date to mid December 2014.
Soil nail and shotcrete
activities have been completed on the downslope and the Northern upslope
areas. Minor works associated with the installation of some stormwater
drainage and hydromulch to re-establish vegetation on the exposed faces is still
to be completed. Drilling and shotcrete operations on the Southern
upslope is well advanced. Road edge kerbing has commenced.
The 5 tonne load limit has
been lifted, as the downslope soil nailing and shotcrete is structurally
complete.
Please note that additional
works scope items have resulted in the modification of the temporary
earthworks bench for the Southern upslope area, which has necessitated longer
than anticipated delays to facilitate the use of larger machinery.
Works on this slope are progressing well and are anticipated to be completed
by early November.
Repair Methods
Combination of soil nails
and shotcrete stabilisation in preparation for the repair of the road
pavement and refurbishment of the stormwater drainage system.
Where next
Completion of tidy up works
to the lower sections of the downslope repair area including stormwater
provisions and revegetation. Completion of production soil nailing to
the lower portion of the Southern upslope works area and shotcrete facing
(weather permitting). Additional works scope items have necessitated
the requirement to modify the temporary earthworks bench and some earthworks
will be undertaken over the next two weeks.
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Federal Drive
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GHD
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Completed
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Pancivil was awarded
Practical Completion on 17 April. Some minor defects were attended to
during the last two weeks. The final contract sum will be approximately
$322,000 exc GST.
Repair Methods
Soil nailing and shotcrete
stabilisation in preparation for the repair of the road pavement and refurbishment
of the stormwater drainage system.
Where next
The project has reached
practical completion and has now entered a 12 month defects liability period.
All minor defects works have been completed.
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Possum Shoot (lower)
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Ardill Payne
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Tenders June – July
2014
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The tender was awarded to
Doval Constructions (QLD Pty Ltd) on 22 September 2014 for approximately
$1.13 million (exc GST).
Possession of site was
awarded for establishment of the site on 20 November. Rectification
works will commence on 3 November 2014 and be completed towards the end of
March 2015
Repair Methods
Gravity retaining wall with
gabion facing.
Where next
Clearance of the existing
trees in the repair area, demolition of the existing roadway infrastructure
and excavation of the failed area of embankment in preparation for
reinstatement.
From 4 Nov access through
the site limited to construction traffic only. Access for local
residents will be maintained until the repair works on Possum Shoot
Upper is completed. It is anticipated that from 11 November local
traffic will then be switched via the top end of Possum Shoot Road past the
newly completed repair works.
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Possum Shoot Upper
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Ardill Payne
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Tenders June
– July 2014
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The construction contract
was awarded to Specialised Geo Pty Ltd on 11 August for approximately
$370,600 Ex GST. Works commenced on 20 September and are anticipated to be
completed by early November.
Spraying of the shotcrete
facing has been completed and the pavement reinstatement works have
commenced.
Repair Methods
Soil nailing and shotcrete.
Where next
Completion of pavement
restoration and drainage works. Site clean and demobilisation from
site.
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Wanganui Road South and
Middle
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Ardill Payne
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Tenders June -July -
2014
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Tenders for the repairs
works closed on 30 October (joint tender package including Wanganui Road
South, Main and Huonbrook Landslip Projects).
Repair Methods
Soil nailing and shotcrete
for both landslips.
Where next
Completion of tender
assessment and report tender recommendations to Council.
Following a successful
tender being awarded, construction is likely to be commenced in early January
2015.
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Wanganui Road - North
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Ardill Payne
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Ongoing
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Detailed design and
ecological assessment has been completed. Options Report
completed. Bore holes completed.
A consultant has been
engaged to continue monitoring as recommended.
Repair Methods
Drainage works and monitor.
Where next
Site currently being
monitored in accordance with Geotechnical Consultant's recommendation.
Current monitoring will
further inform the detailed design.
Detailed design and
environmental studies on preferred option to be completed. Tender
documentation to be completed and advertised.
Following a successful
tender being awarded, construction commencement date subject to outcome of
monitoring program and design requirements.
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Wilsons Creek Road - Laverty's
Gap
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Ardill Payne
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Complete
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These works have reached
Practical Completion and are currently in a 12 month defects liability period.
Repair Methods
Soil nailing and shotcrete.
Where next
Monitoring of works scope
during the defects liability period.
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Upper Wilsons Creek
Road – end of road
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Ardill Payne
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Construction September
- October 2014
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Detailed design,
specifications and environmental studies have been completed.
A Review of Environmental
Factors (REF) has been prepared.
Tender documentation
preparation is currently being prepared.
Repair Methods
Down slope anchored pile
wall.
Where next
Advertise tenders, finalise
funding arrangements, assess and report tender recommendations to Council.
Following a successful
tender being awarded, construction is likely to be commenced in late February
2015.
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Huonbrook Road
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Ardill Payne
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Tenders June -July -
2014
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Tenders for the repairs
works closed on 30 October (joint tender package including Wanganui Road
South, Main and Huonbrook Landslip Projects)
Repair Methods
Soil nailing and shotcrete.
Where next
Completion of tender
assessment and report tender recommendations to Council.
Following a successful
tender being awarded, construction is likely to be commenced in early January
2015.
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Financial Implications[m4]
All projects are fully funded by natural disaster funds and
a Council budget allocation has been provided for non disaster funded works for
road infrastructure necessary to complete the project.
Statutory and Policy Compliance Implications[m5]
Local Government (General) Regulation 2005 - Reg 178 will
apply to the acceptance of tenders.
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Report No. 4.2.
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Infrastructure Services Risk
Management Procedures Part 1 – Roads Footpaths and Drainage
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Report Author: Kristian
Penrose, Works Engineer
File No: #E2014/74153
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Theme[m6] :
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Community Infrastructure, Local Roads and Drainage
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Summary[m7] :
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This report is to provide Part 1 of the Infrastructure
Services Risk Management Procedures to the CIAC for their consideration.
This document is intended to form an interim Risk
Management Procedure (RMP) for Roads, Drainage and Footpaths which will supersede
these sections in Council’s current and Risk Management Procedure
(DM329546).
This is Part 1 of a staged approach to updating the Risk
Management Procedures.
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RECOMMENDATION[m8] :
That the Community Infrastructure Advisory Committee
recommend to Council that Council note the Infrastructure Services Risk
Management Procedures Part 1 Roads, Footpath and Drainage, including:
a) The
ability for Council to meet future service level obligations as identified
within the
Infrastructure Services Risk Management Procedure will be constrained by
future
budgets, which may result in the need for a further report to Council to address:
i) reducing
the level of service of programmed maintenance in order to undertake
high and urgent risk priorities or;
ii) adjusting
the risk rating formula so less defects are included in the high and urgent
priority, and response times are increased or;
iii) increasing
the future Local Roads and Drainage budget to permit Council to continue
with the current Service Level program and address defects in the recommended
time frame
b) That
the Infrastructure Services Risk Management Procedure is being undertaken
in a staged approach, with each implementation stage to be reported to
the Community Infrastructure Advisory Committee for endorsement.
Attachments:
·... Draft Infrastructure Services Risk Management
Procedures Part 1 Roads, Footpaths and Drainage E2014/62240 [42 pages]...................................................................................................................................... Annexure
1(a)
· Asset Management Risk Management Procedures DM329546
[50 pages].......................... Annexure 1(b)
· Statewide Mutual Best Practice Manual Roads V5 Aug
2012 E2014/74488 [28 pages]......... Annexure 1(c)
· Statewide Best Practice Manual Footpaths V4 2010
E2013/73846 [18 pages]..................... Annexure 1(d)
Report
An internal audit was undertaken in October 2013 by Grant
Thornton on Byron Shire Councils’ Asset Management and in particular, the
treatment of key infrastructure of Roads, Drainage and Building.
From the internal audit, it was found that Council’s
Roads and Drainage Maintenance Plans are reactive in nature and based on a
variety of different sources, including the Customer Request Management (CRM)
system, inspection sheets in Excel and various other programs. There is
no formal prioritisation matrix used to determine the order of addressing
defects.
The internal audit highlighted that the Asset Risk
Management Procedures at that time had been in a draft format since September
2011 and had not been applied in practice for the majority of asset classes,
with the exception of footpaths.
It was recommended that Asset Risk Management procedures
should be adopted by Council and implemented across all asset classes to ensure
consistency of inspection, evaluation and maintenance classes.
Council staff have begun the implementation phase of a
software system to accurately record defects and support existing maintenance
service levels and risk management through the ‘Reflect’ software,
provided by Asset Edge.
The Reflect software can be used
for the recording, planning and analysis of maintenance activities for any
class of asset. This software is currently being trialled by the
Better Byron Crew for the Byron Bay town centre for accomplishment only, before
a full roll out to the Roads and Parks Maintenance crews in a two staged
implementation process.
The Draft Infrastructure Services Risk Management Procedure
Part 1 (RMP) is intended to form an interim Risk Management Procedure for
Roads, Drainage and Footpaths, which will supersede these sections in
Council’s current Risk Management Procedure (DM329546).
This document is Part 1 of a staged approach to updating the
Risk Management Procedures.
The remainder of the Risk Management Procedures will be
rolled out once the restructure of Infrastructure Services is complete and
relevant tasks are allocated to positions.
Once the restructure is formalised, the staged approach will
encompass the following:
· Road
signs and guideposts
· Street
lighting
· Beach
accesses
· Roadside slashing
· Bridges
· Boat
ramps
· Parks
and gardens
· Skate
parks
· Bush
fire risk areas
Roads and Carparks
Resources to Effect Repair or Make Safe Potholes on
Sealed Roads
The proposed RMP provides a response time to repair defects
based on a risk rating. The risk rating will coincide with a
priority. Works will be programmed in accordance with their
priority.
If response times are not being met, or it becomes apparent
budget will be exceeded, a report to management and / or Council will be required
to resolve the following options:
1. increase the
duration for response times in Table 1.6 in the RMP
2. increase the budget
for pothole patching
3. reduce the Hazard
Severity Category or the values in the description of Hazard Category
in Table 1.5 in the RMP
4. adjust road risk
rating formula so fewer defects are included in the high and urgent priority
(Section 1.4 in the RMP)
5. increase the value
of the risk rating associated with high and urgent priorities as specified
within in Table 1.6 of the RMP
Resources to Effect Repair or Make Safe Shoving or
Rutting on Sealed Roads
In most instances, a heavy patch is required to effect a
repair to a pavement that has shoved (deformation of the pavement surface), or
has rutted (depressions or grooves worn into the road).
The proposed RMP provides a response time to repair defects
based on a risk rating. The risk rating will coincide with a
priority. Works will be programmed in accordance with their
priority.
If response times are not being met, or it becomes apparent budget
will be exceeded, a report to management and / or Council will be required to
resolve the following options:
1. increase the
duration for response times in Table 1.6 in the RMP
2. increase budget for
heavy patching
3. reduce the Hazard
Severity Category or the values in the description of Hazard Category
in Table 1.5 in the RMP
4. adjust road risk
rating formula so fewer defects are included in the high and urgent priority.
(Section 1.4 in the RMP)
5. increase the value
of the risk rating associated with high and urgent priorities as specified
within in Table 1.6 of the RMP
Drainage
Resources to Effect Repair and Conduct Programmed
Maintenance
Works will be conducted as per the required response times
in order of risk rating. If response times are not being met, or it
becomes apparent budget will be exceeded, a report to management and / or
Council will be required to resolve the following options:
1. increase the
duration for response times in Table 2.4 in the RMP
2. increase budget for
drainage maintenance
3. reduce the Hazard
Severity Category or the values in the description of Hazard Category
in Table 2.2 in the RMP.
4. adjust road risk
rating formula so less defects are included in the high and urgent priority
5. increase the value
of the risk rating associated with high and urgent priorities in Table 2.4 in
the RMP
Footpaths and Cycleways
Works will be conducted as per the required response times
in order of risk rating. If response times are not being met, or it
becomes apparent budget will be exceeded, a report to management and / or
Council will be required to resolve the following options:
1. increase the
duration for response times in Table 3.3 in the RMP
2. increase budget for
footpath maintenance
3. reduce the Integer
Ranking or the values in the Verbal Rating in Table 3.2 in the RMP
4. adjust road risk
rating formula so less defects are included in the high and urgent priority
5. increase the value
of the risk rating associated with high and urgent priorities in Table 3.3 in
the RMP
Financial Implications[m9]
The financial implications are detailed in the body of this
report.
Statutory and Policy Compliance Implications
There are no negative implications proposed in this report.
