THE COUNCIL OF THE SHIRE OF COOLAMON · Web viewIf Council is to be the owner, the value of the new...

MINUTES OF THE ORDINARY MEETING OF THE COUNCIL OF THE SHIRE OF COOLAMON HELD IN THE COUNCIL CHAMBERS, COOLAMON ON THE 19TH MARCH, 2020.

Meeting commenced at 3.00pm.

BUSINESS:

1) Apologies

2) a. Confirmation of Minutes of the Meeting held 20th February, 2020.b. Matters arising out of Minutes. (Not elsewhere reported)

3) Correspondencea. Agenda A (Information Only)b. Agenda B

4) General Manager’s Report4.1 General Manager’s Report4.2 Executive Manager, Corporate & Community Services’ Report4.3 Executive Manager, Engineering & Technical Services’ Report4.4 Executive Manager, Development & Environmental Services’ Report

5) Recommendations of a Committee of a Whole Meeting held 19th March, 2020.

6) Reports: Delegates/Mayor/Councillors.

PRESENT: Clr John Seymour, Clr David McCann, Clr Kerrilee Logan Clr Jeremy Crocker, Clr Bruce Hutcheon, Clr Colin McKinnon and Clr Alan White.

STAFF: Tony Donoghue, General Manager; Courtney Armstrong, Executive Manager, Corporate & Community Services; Tony Kelly, Executive Manager, Engineering & Technical Services;Colby Farmer, Executive Manager, Development & Environmental Services.

APOLOGIES: Clr Kathy Maslin and Clr Steve Jones.

1) APOLOGIES

This is Page No. 1 of the Minutes of the Ordinary Meeting of the Council of the Shire of Coolamon held in the Council Chambers, Coolamon on the 19th March, 2020.

.......................................................……...... MAYOR .................................................GENERAL MANAGER


RESOLVED on the motion of Clr Hutcheon and seconded by Clr Logan that the apologies of Clr Kathy Maslin and Clr Steve Jones be received and accepted. 33/03/2020

2a) CONFIRMATION OF MINUTES OF THE MEETING HELD 20TH FEBRUARY, 2020.

RESOLVED on the motion of Clr McCann and seconded by Clr Crocker that the Minutes of the Meeting held 20th February, 2020 as circulated be confirmed and adopted. 34/03/2020

2b) MATTERS ARISING OUT OF THE MINUTESThere were no matters arising out of the Minutes.

3) CORRESPONDENCE

AGENDA A (FOR INFORMATION ONLY)

1a) ACTIVITY REPORTS

1) Operating Statistics of the Coolamon Shire Library for February 2020.Attachment No. 1.1

2) Community Development Officer’s Report for February 2020.Attachment No. 1.2

3) Tourism and Business Development Officer’s Report for February 2020.Attachment No. 1.3

General Manager’s Note

The above reports are operating reports only for use by Senior Staff. They are submitted to Council as part of Agenda A for information only.

2a) INFORMATION PAPERS

The following papers have been distributed with Council’s supplementary material as being matters of information/interest to Councillors. If Councillors desire any further information on the matters distributed, then that can be raised with the General Manager.




1) Minutes of the Advance Ganmain Committee Meeting held 4th March, 2020. Attachment No. 2.1

2) Minutes of the Coolamon Showground Management Committee Meeting held 16th January, 2020. Attachment No. 2.2

3) Minutes of the AGM and General Meeting of the Ardlethan Show Society held 9th February, 2020. Attachment No. 2.3

1b) MICHAEL McCORMACK MP, FEDERAL MEMBER FOR RIVERINA, DEPUTY PRIME MINISTER OF AUSTRALIA (G.03-68, SC1261)

Congratulating Council on receiving funding of $1 Million through a second round of the Drought Communities Programme (DCP) extension for the Coolamon Shire Tackling Drought Together project.


A copy of the correspondence is distributed with the information papers for Councillor’s information. Attachment No. 3

2b) STEPH COOKE MP, MEMBER FOR COOTAMUNDRA (N.02-01, SC284)

Forwarding a response from the Minister for Agriculture, The Hon Adam Marshall regarding the Noxious Weeds Funding Model.



3b) STEPH COOKE MP, MEMBER FOR COOTAMUNDRA (G.03-56, SC1053)

Forwarding a copy of the extract from Hansard regarding the Community Recognition Statement acknowledging the Coolamon Shire’s exhibition Our Shire, Our Stories; A celebration of Heritage in the Coolamon Shire.





RESOLVED on the motion of Clr White and seconded by Clr Hutcheon: 35/03/2020

1) That the Correspondence listed in Agenda A and Agenda B be received and noted.

2) That Council respond to the Minister for Agriculture requesting that options be explored for a better funding model for noxious weeds.




4) GENERAL MANAGER’S REPORT

4.1 GENERAL MANAGER REPORTS

GM1) NSW SMALL BUSINESS STRATEGY 2020 (I.03-01, SC487)

This Strategy has been released as a Discussion Paper with feedback already closed. (Copy attached). Attachment No. 4

I bring this to the attention of Council due to the fact that Coolamon Local Government Area was identified as the fastest growing rural and regional area for small business in the 2017-2018 year.

Recommendation

For Council information.

RESOLVED on the motion of Clr McCann and seconded by Clr Logan that the report be received. 36/03/2020

GM2) OFFICE OF LOCAL GOVERNMENT - RELEASE OF COUNCILLOR SUPERANNUATION DISCUSSION PAPER (C.12-01, SC144)

The Office of Local Government have issued a Discussion Paper seeking the views of Councils and their local Communities on whether Councillors should receive superannuation payments. The submissions are to be made before close of business on Friday, 8th May, 2020. A Circular was released that summarized the key points and provided opportunities to access the Discussion Paper. (Copy attached). Attachment No. 5

Basically the four options are:

Maintaining the status quo – Mayors and Councillors continue to voluntarily contribute a portion of their fees to a superannuation fund.

Mandate the Local Government to make it compulsory for Councils to pay a portion of the Mayors and Councillors fees into a Superannuation Fund.

Amend the Act to allow Councils to voluntarily pay an amount equivalent to their superannuation in addition to their current fees.




Amend the Act to make it compulsory for Councils to pay an amount equivalent to the superannuation guarantee into a complying Superannuation Fund.

Recommendation


RESOLVED on the motion of Clr McCann and seconded by Clr Hutcheon that Council make a submission in relation to the payment of superannuation for Councillors and that the status quo remain (ie no superannuation to be paid in relation to Councillor fees). 37/03/2020

GM3) STRONGER COUNTRY COMMUNITIES FUND – ROUND 2 – MARRAR LANGTRY OVAL AMENITIES UPGRADE (G.03-57-07, SC1077)

Council has now received the final payment for the works undertaken in regard to the above mentioned project.

This has been a very successful project run predominantly by Vicki Langtry as the Community Based Project Manager for the job.

As with the other projects under this programme, Council had a 10% amount for project management. This equates to $25,000. It is thought appropriate that Council consider returning $20,000 of this money as a donation to the project.

They have already identified the tiling for the amenities building as an amount that was outside their original budget.

Recommendation

That Council provide $20,000 as a donation towards the tiling of the Marrar Amenities building.

RESOLVED on the motion of Clr McKinnon and seconded by Clr White that Council provide $20,000 as a donation towards the tiling of the Marrar Amenities building. 38/03/2020




GM4) JUNE COUNCIL MEETING (C.11-04, SC140)

Council’s normal meeting for June 2020 would be on Thursday, 18th June, as it is the third Thursday of the month.

It is proposed that the budget will be provided to Council at the May Meeting which will be Thursday, 21st May. In order to comply with the advertising and consultation requirements of the budgetary process, the meeting set down for the 18th June would be held just prior to the closing date of submissions.

The Act requires 28 days consultation period which would end 5.00pm, 18th June 2020, meaning Council could consider moving the May Meeting earlier, however, it is thought the best way to meet all requirements and give the best possible information to Councillors to consider a draft budget, would be to move the June Meeting to Thursday, 25th June, 2020.

Recommendation

That Council move the June Meeting to 3.00pm, 25th June, 2020.

RESOLVED on the motion of Clr McKinnon and seconded by Clr Hutcheon that Council move the May Meeting to 3.00pm, Thursday, 14th May 2020. 39/03/2020

GM5) USE OF COOLAMON SPORTING FACILITIES (S.07-01, SC589; S.01-05, SC462)

Coolamon Shire Council has received a request from Coolamon Central School in regard to using the Jim Thompson oval for their sport.

The reason for this request is that they are currently undertaking work on their existing sporting ovals to make improvements through irrigation, top dressing etc.

When Council constructed these sporting fields, it was based on a principle of user pays that has included charges for touch football, soccer and private business activities.

Council Staff do have some discretion in this policy with minor uses, however, the proposal to use these facilities weekly for approximately 6 months should be reviewed by Council.




The current price paid by Coolamon Touch is $1800.00 for approximately 5 months use for one day per week. In addition, the Touch Association is charged each time the fields are mowed.This request from Coolamon Central School is temporary, being for six months, until such time as their sporting fields are back operational. It is noted that when the school fields are in use, they are made available to other local sporting organisations. It is thought appropriate that in light of the above, Council waiver any fees associated with the school using the facilities for a temporary purpose.

Recommendation

That Council approve Coolamon Central School using the sporting oval for six months.

RESOLVED on the motion of Clr Logan and seconded by Clr McCann that Council approve the Coolamon Central School using the sporting oval for six months with fees waived for the period. 40/03/2020

GM6) HEALTH PANDEMIC - COVID-19 UPDATE (H.02-01, SC486)

Council has maintained regular contact with the appropriate Federal and State Government Departments responsible for providing information regarding the current pandemic.

This information has been fluid and regularly changing especially over the last few days. Whilst being almost overloaded with information, Council has been distilling this and providing it to the public on our webpage and through our social media outlets. Where appropriate we are directing people to the primary source.

The main points of interest are:

Cancellation of the Ditch the Dust event. Restrictions of access to Allawah Lodge – essential visits only. Processes and Procedures around the Coolamon Childcare and Ardlethan

Preschool. Advice to all Section 355 Committees of the need to cancel any events greater

than, initially 500 in total, now 100 people indoors.

Council, in providing advice has been mindful of the need for the business and commercial operations of the community to remain viable, if and where possible.




Council are also mindful of the need to continue providing essential services, such as rubbish collection, road maintenance, sewer services etc. These are community necessities that we must ensure can continue.

A meeting was held between relevant staff to determine Council’s position and put in place the emergency plans.

Council has made contact with the relevant funding bodies that have time constraints in regard to financial allocation and seeking answers as to whether this can be delayed or postponed. For example, the additions to Allawah Lodge may need to be postponed, the Skill-up programme will need to be moved back a year or compacted into 2 years. However, it is believed that simple infrastructure work can continue such as the Marrar Gymkhana or Ganmain Showground work.

Recommendation


RESOLVED on the motion of Clr Hutcheon and seconded by Clr White that the report be received. 41/03/2020




4.2) EXECUTIVE MANAGER, CORPORATE & COMMUNITY SERVICES’ REPORTS

CS1) FINANCE REPORT

RESOLVED on the motion of Clr McCann and seconded by Clr Crocker that the report be received. 42/03/2020




CS2) COOLAMON PRESCHOOL - START STRONG FUNDING (LD197, LF344)

The Coolamon Preschool was successful in an application to the NSW Government’s Start Strong Capital Works Grants program. They have secured $639,000 to fund the construction of a new building, on land that is currently vacant within the site, and the demolition of the existing building.

The proposed site for the new building is on the allotment on which the Coolamon Lions Recycling Shed, NSW Fire & Rescue and Coolamon RFS/SES Complex are located. At this point in time, Council has not received a development application for the works or seen any proposed plans.

The funding body have reviewed the current license agreement between Council and the Coolamon Preschool Association for the ongoing use of the facility, and are requesting Council’s consent to enter into a deed of comfort with the Department. A deed of Comfort is an agreement that the premises will be used as a preschool for a period of at least 10 years. If the current provider is unable for any reason to operate the preschool, then the Department would have the right to find a replacement provider who would have to be reasonably acceptable to the Council. The wording seems to indicate that Council would be considered the owner of the new building by the Department.

As Council is currently the landowner and the building is listed in Council’s financial accounts there are financial implications for Council relating to the proposal. Council will be required to write-off the existing value of the building when it is demolished. If Council is to be the owner, the value of the new building will also have to be brought to account as well accounting for the ongoing depreciation expense relating to the new building.

The original Agreement with Council auspicing the Preschools, was that all work associated with the running and maintenance of the facility was to be undertaken by the Preschool or Board that oversee its operation.

Council staff have asked whether the Association would be interested in taking over the ownership of the land and building. Their reply initially was that they may be interested if the assets were to be gifted to them. Gifting the property also comes with financial implications including costs associated with a subdivision and consolidation of land and the writing-off of both the existing land and building values.




Recommendation

1) That Council enter into a Deed of Comfort with the funding body and the Seal of Council be affixed to the Deed.

2) That Council continue discussions with the Coolamon Preschool Association regarding possible transfer of land and assets.

RESOLVED on the motion of Clr Crocker and seconded by Clr McCann: 43/03/2020

1) That Council enter into a Deed of Comfort with the funding body and the Seal of Council be affixed to the Deed.

2) That Council continue discussions with the Coolamon Preschool Association regarding possible transfer of land and assets.

CS3) GANMAIN PIED PIPER PRE SCHOOL – START STRONG FUNDING (LD198, LF345)

Similarly, to the previous report (CS2) the Ganmain Pied Piper Pre School has also secured funding under the Department of Education’s 2019 Start Strong Capital Works Grants programme.

This grant is for repairs and maintenance to the existing building and not a demolition and complete build as is proposed in Coolamon.

As part of the grants program, the Department and the Ganmain Pre School intend to enter into a Funding Agreement to fund these extension works. This also requires a Deed of Comfort to be entered into between the Preschool and Council as the property owner. This is to ensure the ongoing viability of the facility and that should current users cease, the department has the right to put another provider in these premises. Council has no concern with this proposal. The Deed must be signed under the Seal of Council and is valid for 10 years.

Recommendation

That Council enter into a Deed of Comfort with the funding body and the Seal of Council be affixed to the Deed.

RESOLVED on the motion of Clr Logan and seconded by Clr Hutcheon that Council enter into a Deed of Comfort with the funding body and the Seal of Council be affixed to the Deed. 44/03/2020




4.3) EXECUTIVE MANAGER, ENGINEERING & TECHNICAL SERVICES

ES1) SHIRE ROADS MAINTENANCE, RESHEETING AND STABILISATION WORKS

The following roads have received attention:

Maintenance

McDougalls Lane (Uley Lane to Irish Jims Lane) Uley Lane (Ardlethan Road to McDougalls Lane) Willows Road (SH17 to boundary) Litchfield Lane (SH17 to boundary) Pattens Lane (SH17 to boundary) Seymours Lane (Johnsons Hill Road to Berry Jerry Lane)

ES2) FIXING COUNTRY ROADS

MARRAR SOUTH ROAD (11.00 TO 13.5KMS) 2.54KMS

Stabilisation and sealing works have completed in recent weeks and brings earthworks of this reconstruction project to a conclusion. Linemarking is scheduled to be performed by contractors late March.

ES3) ROADS TO RECOVERY

1) MIRROOL SOUTH ROAD (0.0 TO 1.31KMS) 1.31KMS

Reconstruction works including stabilization and sealing have now been completed and brings this project to a conclusion.

2) BRUSHWOOD SOUTH ROAD (0.00 TO 1.75KMS) 1.75KMS

Reconstruction work have commenced on this second and final stage of Brushwood South Road. With close proximity to Coolamon urban water reserves, contractor water cart hire will not be required avoiding costing blow-outs.




ES4) BLOCK GRANT

Bitumen reseals have been completed on the following Regional Roads:

Mary Gilmore Way (7.70 to 11.50kms) 3.8kms Canola Way West (10.33 to 12.13kms) 1.8kms Canola Way West (31.60 to 32.56kms) 960m

ES5) TOWN WORKS

LAST STREET AND HIGH STREET GANMAIN CONSTRUCTION

A two coat bitumen seal has now been applied to the prepared pavement and has completed this project.

ES6) ARDLETHAN QUICKFILL STATION

A two coat bitumen seal has been applied to the standing area of the Quick Fill Station and is the final component of this project.

Recommendation

That the Executive Manager, Engineering & Technical Services’ Reports (ES1 to ES6) be received and noted.

RESOLVED on the motion of Clr Crocker and seconded by Clr Hutcheon that the Executive Manager, Engineering & Technical Services’ Reports (ES1 to ES6) be received and noted. 45/03/2020

ES7) NOXIOUS WEEDS REPORT (N.02-01, SC284)

BIOSECURITY WEEDS REPORT – FEBRUARY 2020

Activities

Every Council roadway inspected across the Shire. Completed roadside inspections of high risk pathways. Staff attended Riverina Regional Weeds Committee Meeting in Narrandera. Coolatai grass inspected and treated. Silverleaf Nightshade inspected and treated.




Blue Helitrope inspected and treated.WAP targets addressed:

1.1 High risk species and pathways identified and managed1.22 Discussion of High Risk Weeds list at Regional level2.1 Timely detection of new incursions2.11 Regional inspection program implemented. High risk site inspection3.22 Impacts reduced, (control applied) to priority pathways.4.5.1 Increase in operator competency (training)

Recommendation


RESOLVED on the motion of Clr McKinnon and seconded by Clr White that the report be received. 46/03/2020

ES8) ARDLETHAN SEWERAGE SCHEME (S.03-02, SC361)

The Ardlethan Sewer Committee Meeting was held on Tuesday, 15th February 2020 and well attended by community representatives, Project Manager, Contractor and Council Staff.

The Contractor and Project Manager gave updates on the project and advised that a number of the trying milestones (ie. rail underbore, pump station installation and electrical supply) had been completed. Some delays had been experienced due to wet weather and now anticipate works to accelerate with trenching moving into the shallower areas. As per the attached Minutes, the project is scheduled for completion and commission late May. Attachment No. 6

The 7th FAQ’s was provided and then sent as a mailout.

Recommendation


RESOLVED on the motion of Clr McKinnon and seconded by Clr McCann that the report be received. 47/03/2020




ES9) PLANT REPORT – 2020/2021 CONSIDERATIONS (P.04-01, SC474)

The attached report details the replacement items proposed for the forthcoming year. (See Plant Replacement Schedule attached). The following major items are up for consideration:

1) Replacement of one gravel two-axle pig trailer (Plant No.151). This trailer was on a re-assess viable condition annual basis replacement cycle, from purchased new in 1990. The replacement trailer to be up-graded to a larger three-axle dog trailer to accommodate 48 tonne GCM specification with current 10m3 gravel truck. The pig trailer has undertaken multiple refurbishments and is now due for replacement.

2) Replacement of one construction heavy tractor (Plant No.96). This tractor is on a seven-year replacement cycle and is due this year with over 4000hrs of work accrued.

3) Replacement of one road maintenance light tractor (Plant No.515). This tractor is on a ten-year replacement cycle and is due this year with over 2000hrs of work accrued.

4) Replacement of bitumen truck (Plant No. 113). This truck is on a ten-year replacement cycle and is due this year with over 250,000Km’s accrued.

5) Replacement of one parks & gardens light truck (Plant No.133). This vehicle is on a five-year replacement cycle and is due this year with over 120,000 km of work accrued.

6) Replacement of one facilities maintenance utility (Plant No.274). This vehicle is on a three/four year replacement cycle and is due this year with over 80,000km of work accrued.

7) Replacement of one facilities maintenance utility (Plant No.296). This vehicle is on a three/four year replacement cycle and is due this year with over 110,000km of work accrued.

8) Replacement of one parks and gardens mower (Plant No.643). This ride-on mower is on a three/four year replacement cycle and is due this year with over 600hrs accrued.

9) The community mowers will continue to be budgeted for replacement each year if required, with Ardlethan receiving the latest mower in June 2019. An assessment has been performed to determine which machine is to be




replaced depending on unit hours and availability of community volunteers. No replacement required for 2020/2021.

Recommendation

That the Plant Report as presented is received, and the items listed be presented for consideration in the draft estimates.

RESOLVED on the motion of Clr Hutcheon and seconded by Clr Logan that the Plant Report as presented is received, and the items listed be presented for consideration in the draft estimates. 48/03/2020




4.4 EXECUTIVE MANAGER, DEVELOPMENT & ENVIRONMENTAL SERVICES REPORTS

HS1) DEVELOPMENT ACTIVITY REPORT FOR THE PERIOD ENDING 29TH

FEBRUARY, 2020 (B.05-03, SC58)

Summary

This report advises of the Development Application activity for the month of February 2020.

Development Activity Table

Application Number Type Address Determination Value

ADA 2018/72.3

14 Lot Rural Residential Subdivision (Minor amendment to location of driveway for proposed lot 2 and creation of drainage swale and easement on/over adjoining lot)

119 Rannock Road Coolamon Approved N/A

DA 2019/82 New Carport 56 Bruce Street South, Coolamon Approved $3,500.00

CDC 2020/03 New In ground Swimming Pool

77 Methul Street North, Coolamon Approved $28,100.00

CDC 2020/04New Single Dwelling, Garage & In ground Swimming Pool

119 Campbells Lane, Coolamon Approved $494,500.00

DA 2020/07 New Shed 2 Grant Street, Ganmain Approved $26,000.00

DA 2019/71

Change of Use – Residential Shed into a Landscaping Material Supplies and Light Industry (Concrete Sleeper/ Product Manufacturing)

8 Coopers Lane, Coolamon Approved N/A

TOTAL: 6 6 $552,100.00

Financial Implications

There are nil financial implications to Council as a result of this report.

Consultation

Applications have been notified and exhibited in accordance with Council’s Development Control Plan as required.




Recommendation

That Council receive and note this report on development activity for the period up to 29th February, 2020.

RESOLVED on the motion of Clr Crocker and seconded by Clr White that the report be received. 49/03/2020

HS2) TENDER REPORT - ALLAWAH LODGE STAGE 2 AND 3 (TENDER 2020/01) (A.05-02, SC7)

Summary

This report provides information and a recommendation to Council in regards to tenders received for the Allawah Lodge Stage 2 and 3 Project Works.

Background

Council will, recall that Federal Funding (Aged Care Regional, Rural & Remote Infrastructure Grant – ACRRRIG) was received in 2019 for Stage 1 works at Allawah lodge.

Stage 1 works consisted of an addition to the existing sunroom, installation of new fencing, landscaping and footpaths. The works were completed in December 2019.

Council has also received additional federal funding over 2019 / 20 for proposed stage 2 and 3 upgrade works to the Allawah Lodge Facility.

A development and construction certificate application were approved for stage 2 and 3 works in December 2019.

Stage 2 and 3 development works include the following:

Stage 2 will include the alterations and upgrading of the existing kitchen and laundry area and the provision of a new loading/unloading area for goods in and out.

Stage 2 of the development will include the alterations and upgrading of the existing kitchen and laundry area. The kitchen area upgrade will be completed in accordance with NSW Food Safety Standards.




This stage also includes the provision of a new concrete loading/unloading area for goods in and out. The loading/unloading area will be approximately 3.8 metres wide by 10 metres long and will be located adjacent to the kitchen area.

Stage 3 includes the creation of a multipurpose room in area of the existing dining room, conversion of existing residents lounge to dining room, addition/extension to the residents lounge 9in area of former courtyard, upgrade of existing courtyard, internal alterations to provide a new nurse’s station/office and provision of new administration and reception area with new entry doors.

Stage 3 includes the creation of approximately 14 metres long x 9.5 metres wide dining area the existing lounge area that is situated at site of current lounge area, an approximately 10 metres by 15 metres addition of a lounge area that is situated at site of existing courtyard, removal of the existing courtyard, internal alterations to allow for a nurses station and upgrading/relocation of the existing office/administration area. All of the additions and alterations will utilise products that match in with the existing building.

Stage 3 will also provide for new sliding doors to be located off the Stinson Street Frontage.

The site is located at Mirrool Street, Coolamon (Lot: 241, DP: 1064913).

Image 1: Locational Diagram – Development Site




Tender Submissions

Council received a total of two (2) tenders during the submission period.

Tenderers and tender prices are listed in the following table from lowest to highest tender received.

Tenderer Tender Price (GST Inc.)

Comments

Adaptive Interiors $1,158,366.00 The tender is a conforming tender and nominates 142 working days for project completion.

Coolamon Carpentry $1,315,245.00 The tender is a conforming tender and nominates 160 working days for project completion. The tenderer nominated additional prices for carpet (80 m2), electrical works (potential switchboard upgrade and distribution board upgrade) which totalled $12,947.00).

Table 1: Tenderers and Tender Prices

Tender Evaluation

Submitted tenders have been evaluated on the following criteria:

Price Experience and Inclusions

Both of the above contractors are considered to have relevant experience in both commercial and residential construction projects and it appears that all contractors have included all inclusions listed in plans and specifications for the project (either within lump sum or as separate component cost).

The preferred option of many organisations’ is the ‘traditional working’ process which involves sequential lowest price tendering.

Whilst price is one of the common criteria used in the assessment of quotations, it should not be considered as the key determining factor in quotation selection. The lowest quotation is not always necessarily the ‘best’.

The use of lowest price quotation / tendering may seriously damage an organisation’s ‘financial health and reputation’ and may have undesirable and unexpected side effects in the event that a contractor has quoted too low which creates project management and adverse financial outcomes for an organisation.




It is not suggested that if Council endorses the lowest quotation referenced in this report that there will be adverse project management and financial outcomes for Council but it is suggested that as an organisation we need to consider the consequences during the decision making process.

After an assessment by Council staff and based on the tender assessment criteria it is recommended that Council consider engaging Adaptive Interiors for the Project works.

Consultation

Internal consultation has been undertaken with relevant council staff.

The tender was advertised in the:

Temora Independent on 10th, 24th January and 7th February 2020 Wagga Daily Advertiser on 11th, 18th and 25th January and 1st February 2020.

The tender period was from 10th January 2020 through until 28th February 2020.

All tenderers will be notified by telephone and in writing of Council’s decision after the report has been determined by Council.

Financial Implications

Council’s original 2020 Financial Year budget allowed for $750,000 for all stages of Allawah Lodge’s alterations/extensions. This was funded by ACRRRIG to the value of $497,135 and Allawah Lodge Reserves of $252,865.

Council applied the Drought Communities Programme Extension Round 2 for $750,000 to be added to the original budget. This application was approved bringing the total budget to $1,500,000.

Expenditure and commitments to date on all stages equates to $390,447.73 which leaves $1,109,552.27. This amount is excluding GST.

Adaptive Interior’s quotation of $1,158,366 Inc. GST equates to $1,053,060 excl GST so it is within the remaining budget.

Coolamon Carpentry’s quotation of $1,315,245 Inc. GST equates to $1,195,677.27 excl GST so it outside of the remaining budget.




It should also be noted that the existing generator requires replacement to ensure sufficient supply of power to the upgraded facility. Council staff have obtained quotations and the cost of such an exercise is in the vicinity of $100,000.00. The funding of such an expense can be adequately covered via reserve funds.

Attachments Project Plans. Attachment No. 7

Recommendation

That Council:

1) Note the report on the Tender for Allawah Lodge Stage 2 and 3 Project Works;

2) Identify and appoint a preferred tenderer to undertake project works; and

3) Endorse the allocation of $100,000.00 for the purpose of upgrading the existing generator at the facility.

RESOLVED on the motion of Clr McCann and seconded by Clr White: 50/03/2020

1) That Council note the report on the Tender for Allawah Lodge Stage 2 and 3 Project Works; and

2) That Council appoint Adaptive Interiors as the preferred tenderer to undertake Tender 2020/01 for Allawah Lodge Stages 2 & 3 Project Works; and

3) That Council endorse the allocation of $100,000.00 for the purpose of upgrading the existing generator at the facility.

ADJOURNMENT

RESOLVED on the motion of Clr McKinnon and seconded by Clr Crocker that Council resolve into Committee of a Whole for the purpose of considering confidential matters as listed in the Committee of a Whole agenda for the reason that such matters are considered to be of a confidential nature and in accordance with Council's policy thereto. 51/02/2020

Council adjourned at 3.29pm into Committee of a Whole and reconvened at 3.57pm.




5) RECOMMENDATIONS OF A COMMITTEE OF A WHOLE MEETING HELD 19TH MARCH 2020.

RESOLVED on the motion of Clr McCann and seconded by Clr White that the Recommendations of a Committee of a Whole Meeting held 19th March 2020 be adopted. 52/02/2020

6) REPORTS: DELEGATES/MAYOR/COUNCILLORS

The Mayor advised of a meeting held with the NBN Board in Wagga that both himself and the General Manager attended.

Clr Dave McCann the delegate for GWCC gave an update on water issues.

Meeting Closed at 4.07pm.

Confirmed and signed during the Meeting held this 16th day of April, 2020.

......................................................MAYOR



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