Presentation to:

By the Inglewood Town Hall Community Hub Project Working Group

24/9/2012

Project Stakeholders:

Presentation Agenda

Background and status to date

Community Hub project

Operational arrangements

Opportunity for business hub

What it can look like? ..plans.

Project timing & documentation

Funding

Discussion & Q&A

Project Background - Inglewood Community Hub Project

• 2010 – Project established to determine the need – In June 2010, Loddon Shire Council, in partnership with the Department of Planning and Community Development (DPCD), Inglewood and

District Community Bank, Inglewood and District health Service (IDHS), Inglewood Community Resource Centre (ICRC) and Inglewood Development and Tourism Committee (IDTC) commissioned a project to establish whether there is a need for a new community hub in Inglewood.

• Facilitator appointed and Community meetings held

• Survey focussed the needs and preference for linkage with Town Hall

• 2011 March Inglewood Focus on Feasibility Report and Strategic Plan ($3.15M estimate)

• 2011 April – Report Presented to Council and Endorsed with recommendations

• Project Working Group appointed

Working Group Members:

• Council - Tim Jenkyn • ICRC CoM - Jill Burdett • Town Hall CoM - Dona Martin • Community rep IDTC - Murray Baud • Dept. Planning & Community Development - Jenny Dyer • Inglewood C&D Bank Board Member - Dale Jackson • Loddon Shire Councillor - Geoff Curnow

What have we done to date? • Communication plan and web pages www.inglewood.vic.au/chpwg

• Draft budget options based on delivery of usage/functionality. (ie $ for minimum change such as kitchen upgrade, and varying amounts of up to full budget for upgrade of entire hall, landscape., etc see box below )

• Detailed hall and space requirements brief document.

• Rough draft business plan – identified need for master agreement and “operational” model to resolve financial model

• Draft master agreement leading to stakeholder discussions

• Range of concept plans developed, refined, narrowed to agreed one

• Building works quotations to refine budget and funding strategy

• Develop business hub

• Marketing material

• Stakeholder discussions

• Public Open day

Usage of Facility Options - driving requirements & budget

A - basic upgrade of wiring, meter, plumbing, building roof &kitchen. Continued adhoc usage of hall

B - Introduction of new toilet block on southern side

C1 - Tenancy for Community Hub - downstairs and upstairs rooms

C2 - Tenancy for Community Hub - downstairs and upstairs (balcony + lift) C3 - Multiple tenancy - addit Business hub (1st floor, mezzanine + lift)

D - Tenancy/ Convention and stage production

F - Multiple tenancy - including Tourism / Terrace Café

G - Main Hall - Canite removal

L - Major landscaping

Community Hub Proposal

• Focuses on utilising the existing Town Hall spaces and rooms for range of facilities.

• Requires significant building renovations and restoration to make safe.

• Requires new Lift and additional works for safety and access requirements to upper floor

• New hall toilets and Public Toilet renovation

• Migration of ICRC to Community Hub

• Limited new space for music, exercise and training.

Operational Arrangements

• Develop Master agreement between three organisations

• Roles Assignment matrix

• Detailed procedures

• Issue resolution process

Pay a bill

Book a room

Detailed Procedures

ie OH&S

Roles Assignments

Operational Charter

Issue Resolution

Process

TH CoM

ICRC

LSC

Hire Agreement Hire conditions Hire period Hire procedures Hiring fees

Commercial Lease Agreement (std) • Lease conditions • Lease timing, • Outgoings

agreement • Rental fee

Community Hub – Operational Governance

Loddon Shire Council

Inglewood

Town Hall

S.86 Committee

Community

• Private Users

• Groups

• Business Users

Operational Charter • Key agreement between parties on operational procedures and division of responsibility • Revenue and cost sharing • Review process • Dispute process

• Schedule 1 – Hall yearly rental and hire rates

Community Planning

Finance

Councillors

Business

With ongoing lease

Inglewood

Community Resource

Centre Inc.

Building Town

Planning Environment

Health Legal

S86. Key Roles • Site & Building Management • Site services and payments • Site OH&S Policies • Routine meetings • Annual GM and Election Office Bearers

Tourism

V1 – 1/6/12

Commercial Lease Agreement (std) • Lease conditions • Lease timing, • Outgoings agreement • Rental fee

Hire Agreements • Hire conditions • Hire period • Hire procedures • Hiring fees

+

ICRC Inc. (or equiv) Key Roles • Day to day operation • Hire and rental agreements • Core training and servies support • Community Groups support • Site OH&S supervision

+ THCH Procedures

ICRC Procedures

Opportunity for Business Hub

• With addition funding streams, an up to date business hub can be incorporated within the precinct plans.

• Provision of several smaller business offices and “Board Room” style meeting room, provides opportunity for discrete meeting and presentation areas for adhoc or routine meetings.

• Video, Multi media, Audio conferencing facilities in modern environment

• Attract visiting professionals, provide offices, cater for small to larger conferences and support up to date communication needs

• Expands facilities for existing businesses and provides an opportunity for investment in the community

• Extends capability for Council and other Organisations to provide services on an outreach basis.

• Integrated and managed by Community Hub.

• Available for use by Shire, Bank, Hospital, out reach or visiting organisations, representatives, etc.

How did the Business hub come about?

• Review of Architect estimates and savings identified (assumed as turnkey and higher costs)

• Build can have more local management

• Clear lack of new “space” in original solution

• Review of design with 5.4m floor level to first floor, allows mezzanine floors @2.7m

• Additional requirements identified for stage access, lighting, ramp

• Need for solution for public/hall toilets to resolve security concerns

Can it work?

• Depends on planning permit, building regulations and ultimately the budget and funding.

• Does it make sense?

• Yes. Renovated space was 181m2. Increase is around 380m2, for a similar amount of funding (exc the toilets).

• Increase ROI and significantly enhances building utility and functionality.

• Need to develop risk matrix and strategies

Positive outcomes

for community

Tiers of Government

Initiatives

Community Groups and

Leaders

So how would it all look?

• Here’s our solution.

( a lot have been worked through and rejected !)

Consulting engineers have reviewed the design and

indicated it appears doable!

Laucke Mill expansions, Bridgewater Hub - Artist impression

Ground Floor

Renovate and refresh

New building

Example of Draft Plans

Verdon St Entry

Mezzanine Floor

Garden

Bed

Light Void - clear glazed

Up

Services

Riser

Activity

room

Cleaner &

Store

security

door

Plumbing

A/C Riser

Showe

r

Health &

Exercise

Multi-purpose

Health, Music

Workshop

Multi-purposeStore

room

Multi-purpose

Optional

Sick,

Quiet

room

VoidAbove

Ramp

Display

Depending on stage/ramp

height, this area may not

be possible Void

1400mm

Glass wall

Seminar

Cinema

Training

Multi purpose

Up

New building

Example of Draft Plans

Example of Draft Plans

Up

Fire

Fire

place

Roof

Balcony

Internet

Multi purpose

room

Multi purpose

Office

Light Void - clear glazed

Up

Services

RiserAudio

Visual

Pu

ll

do

wn

scre

en

whiteboard

Reception,

Office,

IT

Library

...

Suspended

Video projector

Fridge

under

bench

Plumbing

A/C Riser

Tea Bench

Office OfficeOffice

Board Room

Meeting

Room

wh

ite

bo

ard

Light Void - clear glazed 1400mm

Glass wall

Galvanised steel gantry – with

side mesh fence

Access to Terrace

ram

p

Ra

ise

d flo

or

(pro

jecto

r)

He

rita

ge

Dis

pla

y

up

Seminar

Cinema

Training

Multi purpose

Internet CafeOffice

Multi-

purpose

Renovate and refresh

New building

First Floor

Hub – Example of Elevations

Examples: many variation possible for final external form.

New

ScreenBowling Club Toilets

Remove

& repair

lawn

Storm Lane

Market St.

Ve

rdo

n S

t.

A

Garden

bed

Hub

Entry

New Public Toilets

Existing concrete / paving

Legend

Inglewood Town Hall – Site plan

Town HallMain hall entry

What next? When will build begin?

•Full building drawings and engineering calculations

•Planning permit and Health plans

•Energy ratings

•Soil test results

BuildingPermit

•Need good drawings and elevations

•Process has public communications and time for objections

•Resolution of any issues

•Planning Permit OK

•Heritage folk OK

Planning Permit

EOIOK?

All go ! Make it happen

N

$ OK?

N

Yes Yes

So when do we open?

RDAF Funding Expression of interest

Project must be

“Ready to Go”

•All documentation

•Alignment with Loddon Mallee region development strategies

• Requirements understood

• Plans drawn • Council

endorsed • Scope agreed • Funding

strategies known

• Solutions for water, sewer, SWD, power, A/C, etc

Plans

Project Timing (1 major project)

Key Documentation status

Have Action Final Who By

Requirements Document -Draft Power & Finish Reqmts - Draft New building Reqmts - Draft

Review Full Fit-out Requirements

PWG V1 - Oct 12 Final – Jun 13

Operational Arrangements – Concept documents only

Create Operational Arrangements Consultant June 13

Business Plan – Rough Draft Complete Project Business Plan Consultant V1 – Nov 12

Concept Plan Drawings – Bldg Details for remaining areas

Review Review

Concept plans - Final PWG Nov - 12

Full Technical Drawings - in conjunction with Cons Eng’g

Create Interim Final (Bldg permit)

Draftsman

Nov 12 Feb 13

Detailed Master Project Plan Inc pre works

Create Draft Final - Proj Mngr

PWG Proj Mngr

Nov 12 Jul 13

Project Budget – Draft Refine Match EOI s PWG Oct 12

Marketing collateral - draft Review Final PWG Aug 12

RDV Application – EOI / Application Create Full Application LSC CP/DPCD Aug 12

RDAF - EOI RDAF Application

Create Create

EOI Full Application

LSC Exec LSC Exec

Nov 12 Jan 13

Heritage - part of PP Review LSC Planning LSC TP na

Planning Permit Apply LSC Submit – (2-3mnths) PWG/LSC? Sept 12

Building Permit Apply LSC Submit - (2-3 mnths) PWG/LSC? Jan 13

Project Funding

• Initial Funding streams identified early in project: – Loddon Shire Community Planning (2011 – 2013) $250k

– State : RDV Project Planning $ 30k – State: Regional Development (PLF) on 2:1 basis: $400k – Philanthropic organisations $100k

Approximate total for preliminary project stages $ 780k

– This provided for the basic restoration work, access requirements, kitchen upgrade, toilet building, etc for the Community hub establishment.

– It doesn’t provide for the establishment of the business hub or additional restoration work, which would need to be funded and scheduled in later years.

Stage Construction

Cost Professional

Fees Contingency

Project Cost

Stage 1A - Existing building upgrade, lift and amenities $1,876,760 $281,514 $469,190 $2,627,464

Stage 2 B- Landscape $57,500 $10,000 $3,375 $70,875

Stage 2 - Stage & change rooms $77,000 $15,400 $13,475 $105,875

Stage 3 - Hall gallery $68,500 $13,700 $10,275 $92,475

Stage 4 - Foyer & administration $195,000 $29,250 $14,625 $238,875

Total $2,274,760 $349,864 $510,940 $3,135,564

DOCUMENT INTENT (source: Mitsuori report)

“This preliminary opinion of cost has been prepared at feasibility stage. It has been produced by applied general rates to key building floor areas and components to provide the client with an order of cost key components. It is indicative only and is not intended to be a cost plan for the project. Project cost analysis should be undertaken by a qualified Quantity Surveyor at commencement of the project.”

Works Budget – Mitsuori Estimates

Project works budget - single project

* V3 draft: Dependent on roof analysis, energy audit, equip hire, further trades & builder estimates, quantity surveyor review

Financial data has been somewhat dynamic as requirements understood and estimates refined

Budget Allocations Labor & Services Materials TOT (Exc) GST TOT (Inc)

Prework, Project Setup, Permits 75.0 0.0 75.0 7.5 82.5

Construction - Proj Manager 90.0 2.0 90.0 9.0 99.0

Basic Building integrity upgrade 158.0 68.0 226.0 22.6 248.6

Stairs and Foyer 15.0 10.0 25.0 2.5 27.5

Ground Front Rooms 6.0 4.0 10.0 1.0 11.0

New Entry - East Side (Glass & Concrete) 25.0 37.0 62.0 6.2 68.2

Kitchen & Store 61.0 88.5 149.5 15.0 164.5

Supper Room - Lights, a/c power and floor 15.0 11.0 26.0 2.6 28.6

Passage 31.0 15.0 46.0 4.6 50.6

Stage upgrade, Sound and Lighting 25.0 29.0 54.0 5.4 59.4

Stage Rooms 11.0 5.0 16.0 1.6 17.6

New building & toilets 425.8 469.9 895.7 89.6 985.2

First Foyer 6.0 4.0 10.0 1.0 11.0

First floor computer room 15.0 6.0 21.0 2.1 23.1

First floor office 5.0 2.0 7.0 0.7 7.7

Internal Balcony 40.0 30.0 70.0 7.0 77.0

First Floor and Projection Room 12.0 6.0 18.0 1.8 19.8

First floor MPR 10.0 4.0 14.0 1.4 15.4

Tower 10.0 10.0 20.0 2.0 22.0

A/C Ground & First floor 4.0 12.0 16.0 1.6 17.6

Misc Space & Cupboards 6.0 4.0 10.0 1.0 11.0

New addit furniture, fittings and misc 10.0 22.0 32.0 3.2 35.2

Comms, equip hire, misc 10.0 5.0 15.0 1.5 16.5

Roof Terrace & Access gantry 20.0 15.0 35.0 3.5 38.5

Hall (inc some HVAC) 25.0 31.0 56.0 5.6 61.6

Landscaping 50.0 20.0 70.0 7.0 77.0

TOTAL @ Today estimates 1160.8 910.4 2069.2 206.9 2276.1

Project contingency - 2012-2014 build 8% 2,234.7 223.5 2,458.2

Community Hub – Proposed Funding

Timeline 2012 2013 2014

Project 1 - n

2013

RDAF Round 3

n Selected Projects for funding

2013

RDV Putting Locals First Program

Selected Projects for funding

RDA Loddon Mallee – Southern Region

Stage

2

1A

1B

Community Planning Grants

2010 2011 2012

Community Planning Strategic Fund 2013 Uncertain potential

Philanthropic Funding

2014

RDAF Round 4

n selected Projects for funding

What if we don’t

get the money ?

• Plan B, or C or

…or wait.

Application with

RDV & RDA

Loddon Mallee

Community Planning Grants

Philanthropic Contributions

Other fund raising

RDV Grant?

Review

Revise Scope

Defer Project

N

Project Plan C

Reduced options

Minimum delivery

RDA Grant?

Y

Plan A - Full Stage 1 (A+B)

$ = L+ RDV & RDA

Project Timeline 1

Proceed with project

Y

Review

Analyse Rejection

Defer Project and re

submit next round?

N

Revise Scope

N

Plan B Part Stage 1A

$ = L+ RDV

Project Timeline 2

Proceed with project

Depends on $ budget

v Bare minimum hub

v Spouting upgrade

v Kitchen complete

v Electrical & min a/c

v Some painting

v No upper floor disability

access

v No Planning Permit

v Bldg Permit only?

Y

v Planning Permit

v Building Permit

v Roof & Spout upgrade

v Kitchen refit

v Renovate existing rooms

v Electrical Wiring & A/C

v New Toilets & Busn’s hub

with access lift

v Stage Ramp

v New Hub entrance

v Stage lighting

v Old toilet removal &

landscaping

Potential Future works

(identified in strategic plan)

v Hall ceiling restoration

v Sound engineering

v Stage redevelopment

v Fit-out for any remaining hub

areas

v Tower restoration

v Clock upgrade

v Main Hall A/C

v Market St. parking realignment

Y

RDA Round 3 - Loddon Mallee region

EOI anticipated to be Nov 2012

If shortlisted, full application requested

(perhaps Dec -Jan13)

RDV – Can submit

application at any time.

Max $500k 1:2

Community Hub / Inglewood Town Hall

Project & Funding Strategy Strategic Plan

deployment

N

Defer

Project?

Y

RDV Accept

scope change?N

NDepends on $ budget

v No Hub

v Spouting upgrade

v Kitchen basic

v No upper floor access

v No Planning permit

v Building permit required ?

v THC manage project

RDV leverage

Threshhold?N

Y

1

1

1

Note:

Inclusion of items in plans depends on

more accurate quotations for supply

and installation.

Assumes project management by

LSC for larger projects.

Funding Linkages

Local RDV RDAF(CP + Other Org)

Philanthropic 150 1:3

Project Planning 10 30

143

1:2 1:1

500 500 810

803 530 810

Total Funding 2,143 k

Key issue for multi stage projects: Limited build whilst retaining captial seed funding ratios

Staged new build impact Note: Any additional rework due to split project not factored in.

165.1

143.4

729.2

234.5

227.0

204

77 0 202

0100200300400500600700800900

1,0001,1001,2001,3001,4001,5001,6001,7001,8001,9002,0002,100

Do

llars

(,0

00

)

Single Build, Stage Funding Exc GST

165.1

143.4

555.1

234.5

227.0

204.0

77.0

174.1

202.0

0100200300400500600700800900

100011001200130014001500160017001800190020002100

Shell build, Stage Funding Exc GST

Risk Management • The risk management matrix requires further working group review.

• The key project risks are associated with funding availability; particularly seed funding to achieve the required funds to match grant conditions.

• Medium are budget issues e.g. roof replacement, fire pump required

• Lower risks identified can generally be overcome by project staging or resubmission of applications.

9-10 0 0 1 0 0

Impact7-8 1 0 1 1 0

5-6 1 1 1 0 0Funding rejections - LSC, RDV, RDA

3-4 1 1 0 0 0

1-2 3 2 0 0 0Resdesigns, delays,

1-20% 21-40% 41-60% 61-80% 81-100%

Major project proceeding issues, Overbudget at build,

Fire systems, New roof

Zone Total: 2

Zone Total: 2

Zone Total: 10

Probability

Project Risk Matrix

Discussion Q&A

Next Steps • Public forum @ Town Hall- Sept 30 • Council executive to sign off on project strategy • Roofing assessment and water damage • Awaiting outcome from Project Planning (RDV) grant $30k

– Initiate: – EOI bid consultancy , energy audit, engineering report – Initiate building drawings (up to 3 mnths)

• Submission of EOI for funding streams (RDV) – can submit now • Submission of RDAF round when announced (anticipated Nov 12)

• Initiate detailed building plans and eng’ng calculations • Submit Planning Permit. • Finalisation of project group documentation • …………..await funding bid outcomes

Q & A

Thankyou for your time and attention.

We appreciate your support for the project

Our Community

Hub