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REPORT

Coordination Committee Meeting

Tuesday 17 November 2015 commencing at 10.41am

Strathpine Chambers 220 Gympie Road, Strathpine

CHAIRPERSON’S REPORT The recommendations contained within this report of the Coordination Committee meeting held 17 November 2015 are recommended to the Council for adoption. COUNCILLOR ALLAN SUTHERLAND CHAIRPERSON COORDINATION COMMITTEE Membership = 13 Quorum = 7 Mayor and all Councillors

ENDORSED GM20151117

Adoption Extract from General Meeting – 17 November 2015 (Page 15/1937) 13.1 Coordination Committee Meeting - 17 November 2015

(Pages 15/1939 - 15/1968) RESOLUTION

Moved by Cr Greg Chippendale Seconded by Cr Mick Gillam CARRIED 13/0

That the report and recommendations of the Coordination Committee meeting held 17 November 2015 be adopted.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE a 17 November 2015 Report

COORDINATION COMMITTEE MEETING PAGE a 17 November 2015 Report

LIST OF ITEMS 1 GOVERNANCE SESSION (Cr Allan Sutherland, Mayor)

ITEM 1.1 1940 ADOPTION OF THE 2014/15 ANNUAL REPORT - REGIONAL

COMMITTEE RECOMMENDATION

REPORT DETAIL

2 PLANNING & DEVELOPMENT SESSION (Cr Mick Gillam)

3 CORPORATE SERVICES SESSION (Cr Bob Millar)

ITEM 3.1 1943 MBRC ENTERPRISE LICENCE FOR GIS SOFTWARE - REGIONAL


REPORT DETAIL

ITEM 3.2 1948 MONTHLY REPORTING PACKAGE - OCTOBER 2015 - REGIONAL


REPORT DETAIL

ITEM 3.3 1951 AUDITOR-GENERAL’S OBSERVATION REPORT 2014/15 - REGIONAL


REPORT DETAIL

4 ASSET CONSTRUCTION & MAINTENANCE SESSION (Cr Peter Flannery)

ITEM 4.1 1954 LAWNTON - FRANCIS ROAD - ROAD REHABILITATION - DIVISION 8


REPORT DETAIL

ITEM 4.2 1959 NARANGBA - BOUNDARY ROAD - TRANSFER FACILITY - DIVISION 4


REPORT DETAIL

5 PARKS, RECREATION & SPORT SESSION (Cr Gary Parsons)

6 LIFESTYLE & AMENITY SESSION (Cr Julie Greer)

7 ECONOMIC DEVELOPMENT & TOURISM SESSION (Cr Brian Battersby)

8 GENERAL BUSINESS

ITEM 8.1 1964 2015 QUEENSLAND TOURISM AWARDS (MC)

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE b 17 November 2015 Report

COORDINATION COMMITTEE MEETING PAGE b 17 November 2015 Report

ITEM 8.2 1964 PROPOSED CHANGES TO BUS ROUTES AND TIMETABLES IN RELATION TO THE MORETON BAY RAIL LINK - REGIONAL


ITEM 8.3 1965 PINE RIVERS MEMORIAL BOWLS CLUB AUSTRALIAN PREMIER LEAGUE TOURNAMENT - DIVISION 8


ITEM 8.4 1966 PLANNING & ENVIRONMENT COURT ORIGINATING APPLICATION 2827/14 - UNLAWFUL RECYCLING YARD - 336 BRIBIE ISLAND ROAD, CABOOLTURE


ITEM 8.5 1966 CERTIFICATE OF THANKS - BRIBIE ISLAND BUTTERFLY HOUSE - DIVISION 1

CLOSED SESSION (Confidential items)

ITEM C.1 – CONFIDENTIAL 1968 MORETON BAY REGION UNIVERSITY PRECINCT EOI AND RFP PROCESS - REGIONAL


CLOSURE

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 15/1939 17 November 2015 Report

COORDINATION COMMITTEE MEETING PAGE 15/1939 17 November 2015 Report

ATTENDANCE & APOLOGIES Attendance: Committee Members: Cr Allan Sutherland (Mayor) (Chairperson) Cr Gary Parsons Cr Peter Flannery Cr Greg Chippendale Cr Julie Greer Cr James Houghton Cr Koliana Winchester Cr David Dwyer Cr Mick Gillam Cr Mike Charlton (Deputy Mayor) Cr Brian Battersby OAM Cr Bob Millar Cr Adrian Raedel Officers: Chief Executive Officer (Mr Daryl Hitzman) Director Engineering, Construction & Maintenance (Mr Anthony Martini) Director Strategic Planning & Development (Mr Stewart Pentland) Director Community & Environmental Services (Mr Bill Halpin) Director Economic Development & Executive Services (Ms Anne Moffat) Manager Legal Services (Sean Fitzgerald) Manager Financial & Project Services (Mr Keith Pattinson) Meeting Support Officer (Ms Hayley Kenzler) Apologies: Nil The Mayor is the Chairperson of the Coordination Committee. Coordination Committee meetings comprise of Sessions chaired by Council’s nominated Spokesperson for that portfolio, as follows: Session Session Chair / Portfolio Spokesperson 1 Governance Cr Allan Sutherland (Mayor) 2 Planning & Development Cr Mick Gillam 3 Corporate Services Cr Bob Millar 4 Asset Construction & Maintenance Cr Peter Flannery 5 Parks, Recreation & Sport Cr Gary Parsons 6 Lifestyle & Amenity Cr Julie Greer 7 Economic Development & Tourism Cr Brian Battersby



1 GOVERNANCE SESSION (Cr Allan Sutherland, Mayor) ITEM 1.1 ADOPTION OF THE 2014/15 ANNUAL REPORT - REGIONAL Meeting / Session: 1 GOVERNANCE Reference: A10149737 : 10 November 2015 - Refer Supporting Information A12818011 Responsible Officer: AM, Director Economic Development & Executive Services (EDES Directorate) Executive Summary This report seeks adoption of the 2014/15 Moreton Bay Regional Council Annual Report. COMMITTEE RECOMMENDATION

Moved by Cr Bob Millar Seconded by Cr Julie Greer CARRIED 13/0 That the Moreton Bay Regional Council 2014/15 Annual Report, as tabled, be adopted.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 15/1941 17 November 2015 Report ITEM 1.1 ADOPTION OF THE 2014/15 ANNUAL REPORT - REGIONAL - A10149737 (Cont.)


OFFICER’S RECOMMENDATION That the Moreton Bay Regional Council 2014/15 Annual Report, as tabled, be adopted. REPORT DETAIL 1. Background The Annual Report has been prepared in accordance with the provisions contained in the Local Government Act 2009 and its accompanying Local Government Regulation 2012, which were effective during the reporting period. This legislation stipulates how a council is required to measure its performance in its annual report against its Operational Plan for 2014/15 and the objectives of its five-year Corporate Plan. In accordance with section 182 of the Local Government Regulation 2012, a local government must adopt its Annual Report within one month after the day the auditor-general gives the auditor-general’s audit report about the local government’s financial statements for the financial year to the local government. 2. Explanation of Item The 2014/15 Annual Report for Moreton Bay Regional Council details council’s activities and financial performance for the reporting period. The report presents a record of council’s operations to residents, ratepayers, customers and other interested parties. The document highlights major community, economic development and infrastructure projects including the Moreton Bay Rail Link, The Corso at North Lakes, Brown Street Bridge and the Old Redcliffe Fire Station Community Arts and Volunteer Hub. It also contains financial highlights, operational activities and achievements, information related to corporate governance requirements and the Community Financial Report. Moreton Bay Regional Council’s 2014/15 Annual Report will be available to residents online via council’s website www.moretonbay.qld.gov.au A copy of the Annual Report will be tabled at the meeting. 3. Strategic Implications 3.1 Legislative/Legal Implications

The preparation and adoption of an Annual Report is a requirement of the Local Government Regulation 2012. The Annual Report must contain specific detail as required by the Local Government Act 2009.

3.2 Corporate Plan / Operational Plan Strengthening Communities: Office of the CEO - overall leadership and coordination of council activities.

3.3 Policy Implications N/A

3.4 Risk Management Implications N/A

3.5 Delegated Authority Implications N/A

http://www.moretonbay.qld.gov.au/

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 15/1942 17 November 2015 Report ITEM 1.1 ADOPTION OF THE 2014/15 ANNUAL REPORT - REGIONAL - A10149737 (Cont.)


3.6 Financial Implications

The cost of the preparation, printing and distribution has been provided in the 2015/16 budget.

3.7 Economic Benefit N/A

3.8 Environmental Implications

N/A 3.9 Social Implications

Informs the community on Council’s operations for the financial year.

3.10 Consultation / Communication The compilation of the Annual Report has required extensive consultation across the organisation and has relied on input from Officers at all levels.

2 PLANNING & DEVELOPMENT SESSION (Cr Mick Gillam) No items for consideration.



3 CORPORATE SERVICES SESSION (Cr Bob Millar) ITEM 3.1 MBRC ENTERPRISE LICENCE FOR GIS SOFTWARE - REGIONAL Meeting / Session: 3 CORPORATE SERVICES Reference: A12417429 : 10 November 2015 Responsible Officer: SA, Coordinator Geographic Information Services (CEO Information &

Communication Technology) Executive Summary Council has a significant investment in software licensing for Geographic Information Software (GIS). There is a continuing potential to apply GIS technology in many operational and technical areas within Council. For this reason Council greatly benefits from its Enterprise License Agreement (ELA) with ESRI (Councils GIS solution provider). An ELA provides Council with numerous benefits including: • A lower cost per unit for licensed software • Substantially reduced administrative and procurement expenses • Maintenance on all ESRI software deployed under this agreement which Includes:

o Unlimited access to technical support for key personnel o Latest releases of software from ESRI for products included in this offer o Discounted training o ESRI Inc.’s International User Conference Entry

• Complete flexibility to deploy software products when and where needed Due to Council’s continually expanding use of GIS it is considered an appropriate investment in this software. The three-year time frame secures the price, and it is not envisaged that Council will make any move to replace its GIS systems within this timeframe. COMMITTEE RECOMMENDATION

Moved by Cr Koliana Winchester Seconded by Cr Mick Gillam CARRIED 13/0 1. That Council is satisfied ESRI Australia is the only supplier of an enterprise licensing

agreement for Council’s GIS system reasonably available to it. 2. That Council authorise the Chief Executive Officer to negotiate terms and enter into a

contract with ESRI Australia for the Enterprise Licensing Agreement as outlined within this report.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 15/1944 17 November 2015 Report ITEM 3.1 MBRC ENTERPRISE LICENCE FOR GIS SOFTWARE - REGIONAL - A12417429 (Cont.)


OFFICER’S RECOMMENDATION 1. That Council is satisfied ESRI Australia is the only supplier of an enterprise licensing agreement for

Council’s GIS system reasonably available to it. 2. That Council authorise the Chief Executive Officer to negotiate terms and enter into a contract with

ESRI Australia for the Enterprise Licensing Agreement as outlined within this report. REPORT DETAIL 1. Background In 2013 Council entered into an Enterprise Licence Arrangement (ELA) with ESRI Australia for its GIS software provision and maintenance. At this time Council resolved that ESRI was the only supplier that could offer this type of arrangement for its GIS system. The following resolution appears on Minute Page 13/677 of the General Meeting of Council held 7 May 2013: Ex. Coordination Committee Meeting held 7 May 2013 (MP. 13/704): COMMITTEE RECOMMENDATION 1. That Council resolves that it is satisfied that ESRI is the only supplier of an enterprise licensing

agreement for its GIS system. 2. That Council authorise the Chief Executive Officer to enter into a contract with ESRI for the

Enterprise Licensing Agreement as outlined within this report. The ELA established in 2013 was for a period of three years and is about to expire. It is proposed that Council agrees to a similar arrangement with ESRI Australia for the next three years to maintain and improve its GIS system. 2. Explanation of Item The ESRI Local Government Enterprise License Agreement (ELA) is a three-year agreement that will grant Council access to, maintenance of, and vendor support on the nominated ESRI software for the term of the agreement. The ELA will be effective from the date executed and will require a firm, three-year commitment. ESRI Australia is the exclusive distributor for ESRI software within Australasia. As such, ESRI Australia is the only company that can offer this type of agreement for the software of Council’s GIS system. The ELA includes unlimited access for to the ESRI Enterprise Software listed below. Licenses are valid under the terms of the applicable 3-year Local Government Enterprise Agreement.

Enterprise License Software—Unlimited Quantities

Product Name Included Total Qty./Seats to Be Deployed

ArcGIS for Desktop Software (Single & Concurrent Use) Advanced (ArcInfo) unlimited Standard (Arc Editor) unlimited Basic (ArcView) unlimited ArcGIS for Desktop Extensions (Single & Concurrent Use) ArcGIS 3D Analyst unlimited ArcGIS Spatial Analyst unlimited



Product Name Included Total Qty./Seats to Be Deployed

ArcGIS Geostatistical Analyst unlimited ArcGIS Publisher unlimited ArcGIS Network Analyst unlimited ArcGIS Schematics unlimited ArcGIS Workflow Manager unlimited ArcGIS Data Reviewer unlimited ArcGIS for Server Enterprise - Advanced unlimited Enterprise - Standard unlimited Enterprise - Basic unlimited Workgroup - Advanced unlimited Workgroup - Standard unlimited Workgroup - Basic unlimited ArcGIS for Server Extensions ArcGIS Geoevent Extension Unlimited ArcGIS 3D Analyst unlimited ArcGIS Network Analyst unlimited ArcGIS Spatial Analyst unlimited ArcGIS Workflow Manager unlimited ArcGIS Geostatistical Analyst unlimited ArcGIS Schematics unlimited ArcGIS Image unlimited ***Windows Mobile –(receives access through Server products )

unlimited

ArcGIS Runtime unlimited ArcGIS Runtime Extensions (Single Use) ArcGIS 3D Analyst unlimited ArcGIS Spatial Analyst unlimited ArcGIS Network Analyst unlimited Esri Production Mapping Desktop Extension – (Single & Concurrent Use)

uncapped

The following software items are included in the ELA as limited quantities:

Enterprise License Software —Limited Quantities

Item Level (if applicable)

Concurrent or Single Use

(if applicable)

Existing Qty. (if applicable)

Qty./Seats to Be

Deployed

Total

CityEngine Advanced n/a CU 1 0 1

Product Level Named Users Annual Credits

Portal for ArcGIS Level 4 250 n/a



Payment terms for the ELA are as follows:

Year 1 Year 2 Year 3 Total ELA Fee ELA Fee Payments ($AUD Ex. GST)

$365,000 $373,200 $381,600 $1,119,800

All current Council departments, employees, and in-house contractors will be eligible to use the software and services listed above. 3. Strategic Implications 3.1 Legislative/Legal Implications

Pursuant to the Local Government Regulation 2012 (‘Regulation’), Council is obliged to seek tenders prior to entering into a contract for the supply of goods or services involving a cost of more than $200,000. An exception to this general requirement is contained in s. 235 of the Regulation which allows Council to contract directly with a supplier without first inviting tenders if the Council resolves that it is satisfied that there is only one supplier of the product reasonably available to it. As ESRI is the owner and supplier of Council’s GIS systems, Council is only able to license its product with this company. As such, Council will need to resolve that it is satisfied that ESRI is the only supplier of these products and services reasonably available to it in order to avail itself of the exception available at s. 235 of the Regulation.

3.2 Corporate Plan / Operational Plan Enabling Services: Information technology - information and communication technology systems and infrastructure service and support.

3.3 Policy Implications Nil

3.4 Risk Management Implications Nil

3.5 Delegated Authority Implications Council authorise the Chief Executive Office to enter into a contract with ESRI to finalise the licensing consolidation and ongoing annual software maintenance for the ESRI GIS system.

3.6 Financial Implications Council’s 2015/16 budget for ESRI GIS software is $396,000 (Project 20095 – ICT Corporate Systems). The proposed annual ELA cost falls within council’s budget for this software.

3.7 Economic Benefit N/A


N/A 3.9 Social Implications

N/A



3.10 Consultation / Communication

The following staff were consulted in the preparation of this report: Manager Financial and Project Services Manager Legal Services Information and Communication Technology Manager Senior Legal Officer Senior Contracts Officer



ITEM 3.2 MONTHLY REPORTING PACKAGE - OCTOBER 2015 - REGIONAL Meeting / Session: 3 CORPORATE SERVICES Reference: A12791691 : 11 November 2015 - Refer Supporting Information A12793082 Responsible Officer: AP, Senior Management Accountant (CEO Accounting Services) Executive Summary That the Financial Reporting Package for the year to date period ending 31 October 2015 be received. COMMITTEE RECOMMENDATION

Moved by Cr Brian Battersby Seconded by Cr Peter Flannery CARRIED 13/0 That the Financial Reporting Package for the year to date period ending 31 October 2015 be received.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 15/1949 17 November 2015 Report ITEM 3.2 MONTHLY REPORTING PACKAGE - OCTOBER 2015 - REGIONAL - A12791691 (Cont.)


OFFICER’S RECOMMENDATION That the Financial Reporting Package for the year to date period ending 31 October 2015 be received. REPORT DETAIL 1. Background The Financial Reporting Package for the month ending 31 October 2015 is contained within the supporting information to this report. This package contains a number of financial statements with relevant commentary to provide a breakdown of key financial data and includes. Financial Statements

o Statement of Comprehensive Income shows all income and expenditure as at the end of the October period along with the revised budget and comparative figures for 2014/15.

o The Statement of Financial Position highlights Council’s position at the end of October and itemises assets, liabilities and community equity.

o Statement of Cash Flows which represents the cash inflows and outflows during the month. One Page Statement by Fund

o A one page statement that shows the financial performance (including budget), capital expenditure and source of capital funds for the Council, General Fund and Waste Fund year to date.

Treasury Report

o The Treasury Report highlights key areas of performance and compliance relating to Council’s investments, borrowings and reserves.

2. Explanation of Item The financial results for the month of October are complete. A commentary is provided on significant matters that occurred during the month. 3. Strategic Implications 3.1 Legislative/Legal Implications

Part 9, section 204 of the Local Government Regulation 2012, (regulation) states the following: (1) The local government must prepare a financial report. (2) The chief executive officer must present the financial report—

(a) if the local government meets less frequently than monthly—at each meeting of the

local government; or (b) otherwise—at a meeting of the local government once a month.

(3) The financial report must state the progress that has been made in relation to the local government’s budget for the period of the financial year up to a day as near as practicable to the end of the month before the meeting is held.

3.2 Corporate Plan / Operational Plan

Enabling Services: Financial services - accounting and financial operations, corporate policy and performance activities.

3.3 Policy Implications Compliance to the Council’s Investment Policy is confirmed for the month of October.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 15/1950 17 November 2015 Report ITEM 3.2 MONTHLY REPORTING PACKAGE - OCTOBER 2015 - REGIONAL - A12791691 (Cont.)


3.4 Risk Management Implications

The Council is subject to numerous risks associated with revenue and expenses that can impact upon Councils financial performance and position. The quarterly operational plan and budget reporting process assists in minimising the financial risks.

3.5 Delegated Authority Implications Nil

3.6 Financial Implications As at the end of October 2015 Council’s operating surplus is $75.38 million and the capital expenditure incurred to date is $100.22 million.

3.7 Economic Benefit Nil


Nil 3.9 Social Implications

Nil

3.10 Consultation / Communication Chief Executive Officer, Manager Financial and Project Services, Accounting Services Manager.



ITEM 3.3 AUDITOR-GENERAL’S OBSERVATION REPORT 2014/15 - REGIONAL Meeting / Session: 3 CORPORATE SERVICES Reference: A12678782 : 19 October 2015 - Refer Supporting Information A12777315 Responsible Officer: DC, Accounting Services Manager (CEO Accounting Services) Executive Summary The purpose of this report is to present the Auditor-General’s observation report relating to the audit of Council’s Financial Statements for 2014/15. COMMITTEE RECOMMENDATION

Moved by Cr Adrian Raedel Seconded by Cr Gary Parsons CARRIED 13/0 That the Auditor-General’s observation report relating to the audit of Council’s 2014/15 Financial Statements be received.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 15/1952 17 November 2015 Report ITEM 3.3 AUDITOR-GENERAL’S OBSERVATION REPORT 2014/15 - REGIONAL - A12678782 (Cont.)


OFFICER’S RECOMMENDATION That the Auditor-General’s observation report relating to the audit of Council’s 2014/15 Financial Statements be received. REPORT DETAIL 1. Background The Auditor-General must prepare an observation report about the audit of a local government’s financial statements in accordance with section 54 of the Auditor-General Act 2009. In accordance with the Local Government Regulation 2012 the Mayor must present the Auditor-General’s observation report about the audit of the Council. 2. Explanation of Item The Council’s 2014/15 Financial Statements were signed by the Auditor-General on 21 October 2015. The signed audited Financial Statements were subsequently presented to Council at the General Meeting held 4 November 2015 (Page 15/1872). In accordance with section 213(3) of the Local Government Regulation 2012 the Mayor must present the Auditor-General’s observation report at the next ordinary meeting of the local government. The observation report includes observations and suggestions made by the Auditor-General about anything arising out of the audit for 2014/15. Observations are categorised according to a risk severity as outlined below; • material deficiency (highest risk) • significant deficiency • deficiency • other matter (lowest risk) In order of risk severity, ‘material deficiency’ is the highest risk category and indicates an immediate action plan is required by management to address the deficiency while ‘other matter’ is the lowest risk category where an implementation plan is at the discretion of management. Council was categorised with three deficiency observations and four other matter observations. Full details of the observations, implications, recommendations and management comments are provided in the supporting information. The observation report will be presented to the next Audit Committee meeting to be held on 18 November 2015. 3. Strategic Implications 3.1 Legislative/Legal Implications

The observation report is a report prepared by the Auditor-General in accordance with section 54 of the Auditor-General Act 2009. In accordance with section 213(3) of the Local Government Regulation 2012, the Mayor must present the Auditor-General’s observation report at the next ordinary meeting of the local government.

3.2 Corporate Plan / Operational Plan Enabling Services: Financial services - accounting and financial operations, corporate policy and performance activities.

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 15/1953 17 November 2015 Report ITEM 3.3 AUDITOR-GENERAL’S OBSERVATION REPORT 2014/15 - REGIONAL - A12678782 (Cont.)


3.3 Policy Implications

Nil

3.4 Risk Management Implications The Auditor-General’s Observation Report assesses the risks and possible implications associated with matters observed during the course of the audit of the financial statements. Matters identified reflect strategic or operational risks that need to be addressed by management. Management provide responses to recommendations suggested in the observation report with a view to reducing or eliminating the risk associated with the matter raised.

3.5 Delegated Authority Implications Nil

3.6 Financial Implications Nil

3.7 Economic Benefit Nil


Nil 3.9 Social Implications

The Auditor-General’s observation report informs the community of observations and suggestions arising from the audit of the Councils Financial Statements.

3.10 Consultation / Communication Chief Executive Officer, Manager Financial and Project Services.



4 ASSET CONSTRUCTION & MAINTENANCE SESSION (Cr Peter Flannery) ITEM 4.1 LAWNTON - FRANCIS ROAD - ROAD REHABILITATION - DIVISION 8 Meeting / Session: 4 ASSET CONSTRUCTION & MAINTENANCE Reference: A12755787 : 3 November 2015 - Refer Confidential Supporting Information

A12735927 Responsible Officer: RH, Project Manager (ECM Project Management & Construction) Executive Summary Tenders were invited for the Lawnton - Francis Road - Road Rehabilitation (MBRC004850) project. The tender closed on 27 October 2015 with 10 tender responses received, nine of which were conforming. It is recommended that Council award the contract to McIlwain Civil Pty Ltd for the sum of $1,953,589 (excl. GST) as their tender was evaluated as representing the best overall value to Council. COMMITTEE RECOMMENDATION

Moved by Cr Mick Gillam Seconded by Cr Gary Parsons CARRIED 13/0 That the tender for the construction of the ‘Lawnton - Francis Road - Road Rehabilitation (MBRC004850)’ be awarded to McIlwain Civil Pty Ltd for the amount of $1,953,589 (excl. GST).

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 15/1955 17 November 2015 Report ITEM 4.1 LAWNTON - FRANCIS ROAD - ROAD REHABILITATION - DIVISION 8 - A12755787 : (Cont.)


OFFICER’S RECOMMENDATION That the tender for the construction of the ‘Lawnton - Francis Road - Road Rehabilitation (MBRC004850)’ be awarded to McIlwain Civil Pty Ltd for the amount of $1,953,589 (excl. GST). REPORT DETAIL 1. Background This project involves the construction of road rehabilitation works on a 1.2km section of Francis Road, between 200 Francis Road and the intersection with Nightingale Drive, Lawnton. Construction works include road rehabilitation, as well as on-road cycle facilities, road widening, drainage works, line-marking modifications, provision of pedestrian refuge facilities, improvements to kerb ramps and off-road pathway crossing facilities, connections to public transport infrastructure and landscaping. It is anticipated that construction will commence in December 2015 with construction duration of 16 weeks to complete, weather permitting.

Figure 1: Locality plan

2. Explanation of Item Public tenders for Lawnton - Francis Road - Road Rehabilitation (MBRC004850) closed on 27 October 2015, with nine conforming tenders and one non conforming alternative tender received which was not included in the assessment. The tenders were assessed by the assessment panel in accordance with Council’s Purchasing Policy and the selection criteria set out in the tender documents.



The conforming tenderers and their final weightings are tabled below (ranked from highest to lowest):

RANK TENDERER EVALUATION SCORE

1 McIlWain Civil Engineering Pty Ltd 94.68

2 Doval Construction (Qld) Ltd 92.25

3 Hazell Bros (Qld) Pty Ltd 91.52

4 St Hilliers Property Pty Ltd 88.49

5 AE Group Civil & Mining Pty Ltd 85.27

6 Queensland Bridge and Civil 84.52

7 SGQ Pty Ltd 80.18

8 Moggill Constructions Pty Ltd 79.99

9 Nathan Contractors Pty Ltd 79.31

10 Hazell Bros (Qld) Pty Ltd ALTERNATIVE Non-Conforming

McIlwain Civil Engineering Pty Ltd received the highest assessment score for the combined selection criteria. Their submission was comprehensive, demonstrated a clear understanding of the project and was the lowest price. A tender clarification meeting was held on 2 November 2015 at which McIlwain Civil Engineering Pty Ltd demonstrated their past experience and understanding of this project. Doval Constructions (Qld) Ltd received the second highest assessment score for the combined selection criteria. Their experience and methodology were adequate; however there was no extra value to Council for the higher cost. Hazell Brothers (Qld) Pty Ltd received the third highest assessment score for the combined selection criteria. Their experience and methodology were adequate; however there was no extra value to Council for the higher cost. 3. Strategic Implications 3.1 Legislative/Legal Implications

Due to the value of the work being greater than $200,000, a competitive tender process was undertaken. The tender was called in accordance with the Local Government Act 2009.

3.2 Corporate Plan / Operational Plan

Valuing Lifestyle: Roads and transport - roads and other transport infrastructure across the region 3.3 Policy Implications

This project has been procured in accordance with the provisions of the following documents: • Council’s Procurement Policy 10-2150-006 • Local Government Act 2009 • Local Government Regulation 2012 Chapter 6.




The project risk has been assessed and the following issues identified. The manner in which the possible impact of these risks are minimised is detailed below. • Financial:

a. A third party review of the financial status of McIlwain Civil Engineering Pty Ltd has been completed, and was reported as “sound”.

• Construction risks:

a. The tendered methodology has been assessed to ensure construction risks associated with the works are understood, and a management plan is in place to manage such risks.

b. Impact on local traffic – the contractor has presented a traffic management plan and

strategy as part of their tender. During construction, vehicle movements will be reduced to one lane under traffic control. Traffic speeds will be reduced within the vicinity of the works to ensure safe passage for road users and construction activities.

c. The tender document required all tenderers to include allowance for inclement weather within their tendered construction time line. The allowance is based upon the Bureau of Meteorology Rainfall Graph for the Brisbane area.

d. Prior to construction commencing, the contractor will be required to submit to Council, for approval, work place health and safety plus pedestrian and traffic management plans associated with the work. Regular audits on contractor compliance with these approved plans will be undertaken by Council inspectors throughout construction.

3.5 Delegated Authority Implications

There are no delegated authority implications associated with this project.

3.6 Financial Implications Council has allocated a total of $1,075,000 (excl. GST) in the 2015/16 Capital Works budget for the construction of this project. A further $1.54M has been allocated from the Federal Roads to Recovery (R2R) program. This project will be debited to project number 44342. 2015/16 Road Rehabilitation budget allocation $1,075,000 Federal R2R grant revenue recognised at Quarter 1 review $1,540,000 Revised budget $2,615,000

========= Design fees $ 223,837 Tender price (Construction) $1,953,589 Contingency (10%) $ 195,358 Q Leave $ 9,280 ---------------- Total project cost $2,382,064 ========= The ongoing operational/maintenance costs are estimated at a total of $9000 per financial year for landscape maintenance. The revised budget amount for this Project is sufficient.

3.7 Economic Benefit The road rehabilitation will address surface issues and extend the life of the road pavement and reduce recurrent maintenance costs.

3.8 Environmental Implications An Environmental Management Plan will be submitted to Council for approval by the successful tenderer, detailing how the surrounding area will be protected during construction, and how sediment run-off will be managed. The existing significant trees within the roadway are being retained and will be protected during construction.



3.9 Social Implications

The works will decrease the need for disruptive road maintenance and improve rideability of the road surface for vehicles.

3.10 Consultation / Communication

Prior to any onsite works, VMS Boards will be used to notify motorists of the pending road upgrade works. Council’s practice for all construction works includes requirements for further project notification to residents and impacted parties utilising project signage and a direct project notice. The Divisional Councillor has been consulted and is supportive of this project.



ITEM 4.2 NARANGBA - BOUNDARY ROAD - TRANSFER FACILITY - DIVISION 4 Meeting / Session: 4 ASSET CONSTRUCTION & MAINTENANCE Reference: A12805007 : 13 November 2015 - Refer Confidential Supporting Information

A12790494 Responsible Officer: LP, Program Management Manager (ECM Project Management & Construction) Executive Summary Tenders were invited for the Narangba Boundary Road Transfer Facility (MBRC004954). The tender closed on 10 November 2015 with eight conforming tenders and one non-conforming submission received. It is recommended that Council award the contract to Kingston Building Australia Pty Ltd for the amount of $2,262,809.00 (excl. GST) as this tender was evaluated as representing the best overall value to Council. COMMITTEE RECOMMENDATION

Moved by Cr Julie Greer Seconded by Cr Koliana Winchester CARRIED 13/0 That the tender for Narangba Boundary Road Transfer Facility be awarded to Kingston Building Australia Pty Ltd for the amount of $2,262,809 (excl. GST).

Moreton Bay Regional Council COORDINATION COMMITTEE MEETING PAGE 15/1960 17 November 2015 Report ITEM 4.2 NARANGBA - BOUNDARY ROAD - TRANSFER FACILITY - DIVISION 4 - A12805007 (Cont.)


OFFICER’S RECOMMENDATION That the tender for Narangba Boundary Road Transfer Facility be awarded to Kingston Building Australia Pty Ltd for the amount of $2,262,809 (excl. GST). REPORT DETAIL 1. Background The project is located at 135 Boundary Road, Narangba at Councils existing Construction Recycling Facility. The project includes the construction of a new waste transfer facility to support Council’s waste operations in lieu of planned demolition of Petrie Mill (Council’s current waste transfer facility). The project comprises the construction of a new structural steel building, associated civil and landscaping works. It is anticipated that construction will commence 23 November 2015 with practical completion 1 March 2016. 2. Explanation of Item Public tenders closed with eight conforming tenders and one non-conforming submission received. The one non-conforming tender was non-conforming due to confirmation that the tenderer could not achieve mandatory project completion date. The conforming tenders were assessed by the assessment panel in accordance with Council’s Purchasing Policy and the selection criteria set out in the tender documents. The conforming tenders and their final weightings are tabled below (ranked from highest to lowest).

RANK TENDERER EVALUATION SCORE 1 Kingston Building Australia Pty Ltd 94.33

2 Zined Property Services Pty Ltd 87.91

3 Astute Projects Pty Ltd 84.55

4 Main Constructions (Building) Pty Ltd 84.58

5 NF Corbett Pty Ltd 83.38

6 T.P. Turner Pty Ltd 64.69

7 Auzcon Pty Ltd 60.43

Kingston Building Australia Pty Ltd received the highest ranking from the selection panel based upon the selection criteria. Their submission provided a compressive construction methodology, demonstrated a thorough understanding of the project requirements and the necessary experience to satisfactorily complete the project. The proposed practical completion date is 1 March 2016. A tender clarification meeting was held on 13 November 2015 where Kingston Australia Building Pty Ltd demonstrated their past experience and understanding of this project. Once awarded the contract Kingston Building will order steel supply and fabrication, the steel fabrication supplier has reconfirmed their ability to meet the required timeframe. The contractor anticipates commencing onsite within 7-10 days. Idec Solutions Pty Ltd submitted a comprehensive tender, demonstrated relevant project experience and a very good understanding of the project requirements however their tender price was not as competitive. The proposed project duration was 14-weeks with practical completion 1 March 2016. A tender clarification meeting was held on 13 November 2015 where Idec Solutions Pty Ltd demonstrated a comprehensive understanding of the project and access to skilled resources very capable of completing the project works. However Idec Solutions subsequently withdrew their tender submission late on 13 November after being unable to confirm their civil sub-contractor was available and able to complete the works within the required timeframe.



Zined Property Services Pty Ltd provided a competitive price however the submission was comparatively not as comprehensive, in particular the presented construction methodology and construction program; as such they received a lower score from the assessment panel. The proposed construction duration was 14-weeks with practical completion 1 March 2016. A tender clarification meeting was held on 13 November 2015 where Zined Property Services Pty Ltd demonstrated limited experience and understanding of this project. Astute Projects Pty Ltd provided a comprehensive tender submission, high level of relevant experience and demonstrated a good understanding of the project requirements however their tender price was not as competitive. Main Constructions Pty Ltd submitted a comprehensive tender submission however their price was not as competitive. NF Corbett Pty Ltd provided a competitive price however their tender submission lacked detail. The tender failed to demonstrate a comprehensive methodology and required understanding of the project. The remaining two submissions did not provide competitive prices. The five contractors who withdrew their tender submission did so after the evaluation panel reconfirmed their ability to meet the mandatory completion date of 1 March 2016. These contractors confirmed that they were unable commit to the completion date; primarily due to the steel fabrication and wet weather risks, also the corresponding liquidated damages that apply if the completion date is not achieved. 3. Strategic Implications 3.1 Legislative/Legal Implications

Due to value of work being greater than $200,000 Council called a public tender for the work through the LG Tender system in accordance with the Local Government Act 2009.

3.2 Corporate Plan / Operational Plan This project is consistent with the Corporate Plan outcome - Valuing Lifestyle: Waste collection, reduction and recycling - the collection and disposal of waste, and programs and strategies to reduce and recycle waste.

3.3 Policy Implications This project/contract/initiative has been procured/sourced in accordance with the provisions of the following documents: • Council’s Procurement Policy 10-2150-006 • Local Government Act 2009 • Local Government Regulation 2012 Chapter 6.


The project risk has been assessed and the following issues identified. The manner in which the possible impact of these risks are minimised is detailed below. A third party review of financial status has been carried out and the successful tenderer was rated strong. Construction and approval risks: a. The required completion date of 1 March 2016 provides the contractor a 15 week project

duration from award, including an allowance for one week downtime for the Christmas period. The available duration for the scope of works is extremely tight and provides little allowance for the impacts of wet weather.



b. To achieve the required completion date the recommended contractor has made provision for

the following strategies to achieve the completion date: i. 6 day working week ii. mitigating for wet weather impacting on concrete pours by first constructing the roof

structure iii. if required split the steel fabrication across two separate fabricators iv. if required include overnight works v. if required work over Christmas vi. if required an additional rigging crew is on call

c. The proposed works are not subject to formal Development Approval as the building works

are self-assessable so no official approval is required. d. The building works are self-assessable; final plans have been submitted and will be assessed

by the building certifiers by the end of the week. e. Council is in the process of applying to Department of Environment and Heritage Protection

(DEHP) for an Environmental Authority (ERA 62 - Waste Transfer station). The application will be submitted this week. Preliminary discussions have been held with DEHP with no concerns raised.

f. The tendered methodology has been assessed to ensure construction risks associated with the works are understood, and management plans will be in place to manage such risks.

Operational risks: a. Discussions regarding fall back options have been held with Cleanaway and Visy; if for

unexpected reasons works are not able to be completed by 1 March 2016. The only viable option would be for Cleanaway and Visy to run recycling trucks into Brisbane and Sunshine Coast materials recovery facilities.

b. Once the building is able to be occupied, Visy are expected to be able to commence operation within a day. Currently a lease is being drawn up for Visy to operate from the Narangba site.

Workplace Health and Safety and risk to the public: a. Prior to construction commencing, the contractor will be required to submit to Council, for

approval, work place health and safety plus pedestrian and traffic management plans associated with the work. Regular audits on contractor compliance with these approved plans will be undertaken by Council inspectors throughout construction. The construction site will be barricaded with construction fencing throughout the duration of the project.

3.5 Delegated Authority Implications

There are no delegated authority implications associated with this project.

3.6 Financial Implications Council has allocated $800,000 (excl. GST) in the 2015/16 Capital Works budget for the construction of this project. This project will be debited to project number 10319. Design and approval fees $ 117,000 Building foundation works $ 280,000 Tender Price (Construction) $ 2,262,809 Contingency (10%) $ 225,000 Qleave and Supervision Costs $ 50,000 ----------------------- Total Project Cost $ 2,934,809 ============= The budget amount for this Project is insufficient. The shortfall in funding in the amount of $2.2 million will be considered as part of the next quarterly review process.



3.7 Economic Benefit

The project provides a waste transfer location for Councils waste collection services allowing efficient management of waste in the Moreton Bay region with the aim of reducing the cost of landfill disposal.

3.8 Environmental Implications The transfer station offers a controlled facility suitable for the management of loading and unloading of waste. This facility demonstrates sustainable waste management through the provision of a recycling facility and lessens landfill disposal.

3.9 Social Implications Completion of this project demonstrates Council’s commitment to waste minimisation and recovery.

3.10 Consultation / Communication Consultation with the facility stakeholders and the recycling facility operator on the necessary requirements has been undertaken by Council staff. The Divisional Councillor has been consulted and is supportive of the project.

5 PARKS, RECREATION & SPORT SESSION (Cr Gary Parsons) No items for consideration.

6 LIFESTYLE & AMENITY SESSION (Cr Julie Greer) No items for consideration.

7 ECONOMIC DEVELOPMENT & TOURISM SESSION (Cr Brian Battersby) No items for consideration.



8 GENERAL BUSINESS ITEM 8.1 2015 QUEENSLAND TOURISM AWARDS (MC) Cr Mike Charlton (Deputy Mayor) advised that he had attended the 2015 Queensland Tourism Awards on Friday 13 November 2015 where Moreton Bay Regional Council had received two awards; Silver in the category of Outstanding Contribution by a Volunteer or Volunteer Group for the MBRC Tourism Volunteer Group and Bronze in the category of Visitor Information Services for the Redcliffe Jetty Visitor Information Centre. Cr Charlton said it was tangible proof of the fantastic work that the volunteers undertake, and on behalf of Council provided his congratulations. ITEM 8.2 PROPOSED CHANGES TO BUS ROUTES AND TIMETABLES IN RELATION TO THE MORETON BAY RAIL LINK - REGIONAL (JH/AS/MC) Cr Allan Sutherland (Mayor) and Cr James Houghton advised of their disappointment at the possible deliberate misrepresentation of Council regarding the proposed changes to the bus routes by the Department of Transport and Main Roads (DTMR) at a recent public meeting, saying that many residents had conveyed their concerns in relation to the changes and that the lack of consultation provided by Translink had added to the issue. The Mayor said he would request a public apology from DTMR regarding the correct status of the proposed changes including consultation, implemented by Translink. Cr Charlton also spoke regarding the misinformation provided by a Senior State Officer at the recent public meeting, saying that he supported Cr Houghton on his position to oppose the changes by Translink and more specifically, the Mayor’s request for a full public apology from the Department of Transport and Main Roads. In this regard, as Council was unaware of the proposed changes to Route 699 until it was advertised seeking submissions on the proposed changes, it was proposed that Council lodge an objection to Translink and the Mayor seek an explanation from the Director-General Main Roads in relation to the matter. COMMITTEE RECOMMENDATION

Moved by Cr James Houghton Seconded by Cr Mick Gillam CARRIED 13/0 1. That Moreton Bay Regional Council lodge an objection with Translink strenuously opposing

their proposal to alter bus route 699 to deliver the existing bus route through residential streets of Scarborough and Newport including Dolphin Street, Oyster Point Esplanade and Central Avenue.

2. That the Mayor seek an explanation from the Director-General Transport and Main Roads

regarding incorrect statements made by a Transport and Main Roads Department officer at a public meeting on Saturday 14 November 2015 regarding the proposed bus route changes in the Redcliffe / Scarborough area as a result of the commencement of the Moreton Bay Rail line in 2016.

ATTENDANCE Cr Allan Sutherland (Mayor) retired from the meeting at 11.09am after consideration of Item 8.1. Cr Mike Charlton (Deputy Mayor) assumed the chair at that time.



ITEM 8.3 PINE RIVERS MEMORIAL BOWLS CLUB AUSTRALIAN PREMIER LEAGUE TOURNAMENT - DIVISION 8 (MG/BM) Cr Mick Gillam advised he had attended the Pine Rivers Memorial Bowls Club 2015 Australian Premier League event held 10 - 13 November 2015 where teams from all over Australia and New Zealand participated in what Cr Gillam described as an excellent competition. The Pine Rivers Memorial Bowls Club was extremely grateful for Council’s sponsorship of the tournament which saw Moreton Bay Region receiving extensive exposure over the four-day event. Cr Millar also spoke in relation to the tournament, saying that the final had been a very exciting game, with the New Zealand team taking out the championship in a last-minute play. Cr Millar said that as Australia’s third largest Council, Moreton Bay had a responsibility to support local events including sports, particularly to assist in the promotion of our Region. COMMITTEE RECOMMENDATION

Moved by Cr Mick Gillam Seconded by Cr Bob Millar CARRIED 12/0 The Mayor had retired from the meeting and was not present when the vote was taken That Council write to Pine Rivers Memorial Bowls Club board congratulating them on their successful hosting of the 2015 Australian Premier League Tournament.



ITEM 8.4 PLANNING & ENVIRONMENT COURT ORIGINATING APPLICATION 2827/14 - UNLAWFUL RECYCLING YARD - 336 BRIBIE ISLAND ROAD, CABOOLTURE Cr Peter Flannery referred to the unlawful Recycling Yard (as defined in the Caboolture ShirePlan) that has operating on land situated at 336 Bribie Island Road, Caboolture, by a skip bin business known as “Probinz”. The land is zoned Rural and is 42.14 ha. While occupying the land, pursuant to a commercial tenancy agreement, the Council believes Probinz unlawfully deposited approximately 13,000m3 of uncontrolled fill, including asbestos and soil containing unbonded asbestos. The Council has commenced proceedings in the Planning and Environment Court seeking appropriate declarations and orders. From the Council’s actions, the unlawful use has ceased and access has been restricted to those parts of the land known to contain asbestos, although remediation is yet to occur. Complaints have also been received about the visual amenity aspects caused by the waste. The Council has also notified the Department of Environment and Heritage Protection (DEHP), which has placed the land on its Environmental Management Register. DEHP is not presently a party to the Planning and Environment Court proceedings. It is considered appropriate to seek increased State involvement to assist in bringing about remediation of the land. COMMITTEE RECOMMENDATION

Moved by Cr Peter Flannery Seconded by Cr Greg Chippendale CARRIED 12/0 The Mayor had retired from the meeting and was not present when the vote was taken That Council write to the Minister for Environment and Heritage Protection for the purpose of seeking State involvement in bringing about remediation of the land situated at 336 Bribie Island Road, Caboolture, more accurately described as Lot 1 on SP150911. ITEM 8.5 CERTIFICATE OF THANKS - BRIBIE ISLAND BUTTERFLY HOUSE - DIVISION 1 (GP) A12189887 Cr Gary Parsons tabled a Certificate of Thanks received from the Bribie Island Butterfly House in appreciation of Council’s support of their association and involvement in helping the environment.



CLOSED SESSION (Confidential items) (Resolution the meeting be closed under s275 of the Local Government Regulation 2012) CLOSED SESSION COMMITTEE RECOMMENDATION

Moved by Cr Brian Battersby Seconded by Cr Gary Parsons CARRIED 12/0 The Mayor had retired from the meeting and was not present when the vote was taken That Committee move into closed session pursuant to the provisions of s275 (1) of the Local Government Regulation 2012 to discuss Items C.1. Members of the press and public gallery left the Chambers. The closed session commenced at 11.20am. ATTENDANCE Cr Allan Sutherland (Mayor) returned to the meeting at 11.24am and resumed the chair at that time. ADJOURNMENT The meeting adjourned at 12.34pm for luncheon, during Closed Session. The meeting resumed in Closed Session, at 1.13pm. OPEN SESSION COMMITTEE RECOMMENDATION

Moved by Cr Mick Gillam Seconded by Cr Mike Charlton (Deputy Mayor) CARRIED 13/0 That Committee resume in open session and that the following recommendations be made. The open session resumed at 2.15pm.



ITEM C.1 – CONFIDENTIAL MORETON BAY REGION UNIVERSITY PRECINCT EOI AND RFP PROCESS - REGIONAL Meeting / Session: 7 ECONOMIC DEVELOPMENT & TOURISM Reference: A12820495 : 17 November 2015 Responsible Officer: AM, Director Economic Development & Executive Services (EDES, Directorate) Basis of Confidentiality Pursuant to s275 (1) of the Local Government Regulation 2012, clause (h), as the matter involves other business for which a public discussion would be likely to prejudice the interests of the Council or someone else, or enable a person to gain a financial advantage. Executive Summary Moreton Bay Regional Council is investigating the establishment of a tertiary education facility and associated uses that will offer significant social and economic opportunities across the region. A rigorous process to select an appropriate Anchor Education Partner (AEP) commenced in July 2015. The consultants engaged to administer the AEP selection process completed an Expression of Interest (EOI) process, and subsequently invited parties to submit a detailed proposal (Request for Proposal or RFP). Council endorsement is being sought for the outcomes of the RFP process. COMMITTEE RECOMMENDATION

Moved by Cr Mike Charlton (Deputy Mayor) Seconded by Cr Adrian Raedel CARRIED 13/0 1. That Council endorse the recommendations of the Anchor Education Partner Selection

Process. 2. That Council select the University of the Sunshine Coast as the Council’s Anchor Education

Partner for the Moreton Bay Region University Precinct. 3. That Council authorise the Chief Executive Officer to enter into the Development

Cooperation Agreement with the University of the Sunshine Coast and undertake the day-to-day administration of the Development Cooperation Agreement.

4. That Council authorise the Chief Executive Officer to otherwise do all things necessary to

give effect to recommendation 3. CLOSURE There being no further business the Chairperson closed the meeting at 2.16pm.

Documents

REPORT - Moreton Bay Regional Council · report about the local government’s financial statements for the financial year to the local ... The Corso at North Lakes, ... ArcGIS for