Wireless Hill Project - City of Melville · Celebrations set to begin September 2012, it is timely to formalise the vision into a staged holistic implementation plan and ensure the

Wireless Hill Project

Preparing for the 2012 Centenary Celebration and Re alising Vision 2020

Business Case (FINAL) July 2011

Wireless Hill Project Business Case July 2011 Page 1

Business Case

Summary Project Title Wireless Hill Project – Preparing for the 2012 Centenary Celebration

and Realising Vision 2020

Strategic program

See 4.4 Strategic Impact for the link to the City of Melville Strategic Plan Realise the Wireless Hill Vision 2020

Concise Scope

Interpretation plan, concept plan, detailed design, approvals, staged implementation and construction of concept works at Wireless Hill Reserve. Museum plan, museum de-accessioning, preparing museum space & developing the Wireless Hill Museum internal area into a new multi-use museum exhibition and learning space.

Principal Outcomes

The principle outcomes from the Wireless Hill Vision 2020 are: 1. Preserve, enhance and promote heritage 2. Preserve, enhance and educate about the environment 3. Promote local and regional significance of reserve 4. Provide local and regional community destination 5. Integration to adjacent facilities/services

Staging

The Business Case provides a staged approach to prepare for the 2012 celebration and achieve the Wireless Hill 2020 Vision. Stage 1 will design and implement stage one landscape works and de-accession identified museum items and prepare the museum space with a temporary exhibition. This stage also prepares the site and museum space for the 2012 centenary celebration. Stage 2 will design and implement the remaining stage two works envisioned for the site as documented in the Wireless Hill Concept & Museum Plan. It is expected that these works would be carried out after the Centenary celebrations are complete. Stage 3 will achieve the internal redesign and refurbishment of the museum building as a future multi-use educational and exhibition facility.


Table of Contents

1 Rationale & Background ........................................................................................................ 3

2 Introduction............................................................................................................................ 4

3 Project Scope ........................................................................................................................ 5 3.1 What is in Scope...................................................................................................... 5 3.2 What is NOT in Scope ............................................................................................. 6 3.3 Detailed scope and high level work breakdown structure ......................................... 6

4 Project Outcomes .................................................................................................................. 8 4.1 Primary Objectives................................................................................................... 8 4.2 Specific Objectives from Vision 2020 ....................................................................... 8 4.3 Alignment with Existing Key Plans ........................................................................... 9 4.4 Strategic Impact ..................................................................................................... 10 4.5 Project Prioritisation Assessment........................................................................... 11

5 Project Costs & Cost-Benefits.............................................................................................. 12 5.1 Project Phases and Staging Costs......................................................................... 12 5.2 Overall Total Project Costs .................................................................................... 14 5.3 Project Funding Required for Project Implementation ............................................ 15 5.4 Wireless Hill Income and Maintenance .................................................................. 15

6 Risk Management Summary................................................................................................ 19 6.1 Strategic Risks ....................................................................................................... 19 6.2 Project Risks.......................................................................................................... 20

7 Stakeholder & Communications Management ..................................................................... 21 7.1 Stakeholder Assessment ....................................................................................... 21 7.2 Stakeholder Importance and Influence................................................................... 24 7.3 Community Consultation and Key Stakeholder Information.................................... 25 7.4 Key Messages ....................................................................................................... 25 7.5 Required Approvals................................................................................................ 25 7.6 Organisational Impact ............................................................................................ 25

8 Project Schedule.................................................................................................................. 26 8.1 Overall Project Schedule........................................................................................ 26 8.2 Staging of Works ................................................................................................... 26

9 Project Organisation ............................................................................................................ 27 9.1 Project Team ......................................................................................................... 27 9.2 Preliminary Procurement Strategy.......................................................................... 27


1 Rationale & Background Wireless Hill Park is a 40 hectare, A Class Reserve located in the suburb of Ardross. The park contains approximately 38 hectares of remnant bushland surrounding two hectares of Parkland, including a Telecommunications Museum, caretaker’s cottage and several other built structures which are of recognised heritage significance. It is bound by Canning Highway to the north and Davey Street to the south, McCallum Crescent to the east and Barnard Street to the west and predominately surrounded by residential development. The park was ‘vested’ to the City in 1969 and since then the City has worked to protect, maintain and enhance its environmental, cultural heritage, natural heritage, recreational and aesthetic values. The Wireless Station was built in 1912 by the German Company – Telefunken and Co and used in World War I and II. It was used to send medical advice to ships with no doctor, as well as communication with the Antarctic bases. The Station was officially decommissioned in 1967 and vested in City of Melville in August 1969 and named Wireless Hill Park in February of 1971. The Telecommunications Museum officially opened on October 14, 1979. All the buildings on the site are listed in the City of Melville Municipal Heritage Inventory, the State Heritage Register, and classified by the National Trust and on the Registry of the National Trust - this includes the staff quarters on Hickey Street. Wireless Hill is of significant importance not only locally but nationally. Pennant Hills in Sydney is the sister station to Wireless Hill and the only other of its kind in Australia. However as the Pennant Hills site has mostly been demolished, the Wireless Hill Park Station becomes even more historically significant. Wireless Hill Park operates on several different levels; as a local park; a neighbourhood park; a regional park; and as a natural (although somewhat regenerated) bush land. The Wireless Hill Vision 2020 From 2007 to 2009 the City undertook a series of extensive internal and external stakeholder engagement processes to develop a future strategic vision for Wireless Hill. This process culminated in a vision document produced by the City in 2009, “Wireless Hill Vision 2020 – Key Themes and Objectives for the Future of Wireless Hill”. The vision for Wireless Hill is summarised as follows: “Celebrate the history and natural heritage of Wireless Hill as a regional destination for learning and recreation built upon the equal value and uniqueness of:

� Its Aboriginal heritage and connection to the land � Its European heritage as a wireless communication site of world significance � Its bio-diversity and ecology.”

The Wireless Hill Vision 2020 is a guide for the future direction and development of Wireless Hill, providing key themes (heritage, access, environment, community facilities, long-term viability) and objectives for the site. The Vision objectives were drawn from internal and external stakeholder workshops that took place prior to 2009 to create the Vision. Following the creation of Wireless Hill Vision 2020 the City conducted a variety of planning sessions to develop possible cost scenarios to implement the vision. Some of the suggestions were included into service area business plans, but essentially the Wireless Hill Vision 2020 currently remains unrealised. The approaching 2012 Wireless Hill Centenary has now provided


further impetus to formalise a Wireless Hill Project and realise some project outcomes in time for the celebration. The Wireless Hill Centenary Celebration 2012 is the Wireless Hill Station Centenary Year. The date set for the opening event is 29 September 2012 which is exactly 100 years from the official opening of the Telecommunications Station. The celebrations are to take place over the month following the opening ceremony. The Centenary Celebrations are being planned and coordinated by a cross organisational officer group comprising of expertise from museums and local history, marketing, neighbourhood development, community services, environment, engineering design, project management and arts.

2 Introduction Honouring the Vision 2020 In developing and endorsing the Wireless Hill Vision 2020, the City made a commitment to the community and in particular key stakeholders of Wireless Hill with regards to following through on the vision. With extensive stakeholder interest and the long anticipated Wireless Hill Centenary Celebrations set to begin September 2012, it is timely to formalise the vision into a staged holistic implementation plan and ensure the first stage prepares the site in time for the 2012 Celebrations commencing 29 September 2012. Project Development In mid 2010 the project was prioritised as one of the top ten major capital works projects, a key consideration being readiness for the 2012 Wireless Hill celebrations. A cross functional project team was formed in late 2010 to develop the Wireless Hill Project, adhering to the 2020 Vision, and preparing the site for the 2012 celebrations.

Interpretation Plan for Wireless Hill The 2007-2009 visioning process was centred on five key themes; heritage, access, environment, community facilities and long term viability. Objectives were created that aligned to each theme. In addition to the Vision 2020 objectives it was seen that a holistic interpretation of the site and the meaning of Wireless Hill from a visitor perspective/experience would be beneficial. This interpretation plan would also incorporate recommendations for the future strategic usage of key buildings as well as provide a connection of the key themes. In late 2010 Mulloway Studio and Paul Kloeden were engaged by the City to prepare an interpretation plan for Wireless Hill. The interpretation plan was finalised in March 2011 providing a framework for managing visitors and providing them with a memorable enriching experience while also upholding cultural and natural heritage values of Wireless Hill. The Interpretation Plan provides unique and invaluable information for the development of this project, suggesting possibilities for the site that integrate both cultural and natural heritage values, providing opportunities for an enhanced visitor experience and increasing the viability and


accessibility of the museum. The Interpretation Plan was used to inform the Concept and Museum Plan and some of the recommended interpretive strategies were incorporated. (See Wireless Hill Interpretation Plan March 2011) Wireless Hill Museum and Concept Plan Utilising the 2020 Vision objectives and the Interpretation Plan themes and potential strategies, the City developed a Museum and Concept Plan for Wireless Hill, which was presented to Directors, Operational Managers and Elected Members in May 2011. The plan contains both landscape design and museum strategy as these aspects are complementary and need to be addressed holistically within the project. The Wireless Hill Museum and Concept Plan was presented as a series of stories/visitor experiences to enable implementation to be staged in a logistical and meaningful way. Feedback on the plan was utilised to make amendments and adjustments, culminating in the final copy of the Museum and Concept Plan being presented as an attachment to this business case. The plan also provides cost estimates for individual items for each story/experience (See Wireless Hill Concept and Museum Plan July 2011)

3 Project Scope 3.1 What is in Scope

The primary objectives of the Wireless Hill Project, which form the basis of the project scope and outcomes, are to: • Adhere to the Wireless Hill Vision 2020 – Key Themes and Objectives for the Future of

Wireless Hill (endorsed by Council 2009) • Incorporate Community and City of Melville aspirations for Wireless Hill – through the

visioning process and stakeholder group feedback (2007-2011) • Align with the principles of the City of Melville Wireless Hill Interpretation Plan March

2011 • Adhere to the Wireless Hill Bush Management Plan (endorsed by Council 2009) • Adhere to the Future Plan for Libraries Museums & Local History Services (operational

document) • Adhere to the Wireless Hill Station Conservation Plan • Prepare the site for the 2012 Centenary Celebrations and realise the vision to 2020.

The following items are considered within scope of this project: • The development of an Interpretation plan for Wireless Hill with input and opportunity to

comment from both internal and external stakeholders (completed) • The development of a Concept Plan and Museum Plan for Wireless Hill with an opinion

of probable cost (completed) • Concept and Museum Plan presentations, information sessions and feedback

opportunities to OMT, EMT and Elected Members (completed) • Preparation of a Business Case with staged options for Council Approval (completed) • Concept and Museum Plan presentations, information sessions, feedback opportunities,

website information, where relevant, for both internal and external Stakeholders • Preparation, advertisement and assessment of any required Tenders or Requests for

Quotes • Contract management and administration of all relevant contracts • Approvals with relevant authorities


• Concept Plan detailed design, specifications and drawings prepared for staged construction

• Staged landscape construction works as documented in the Wireless Hill Concept and Museum Plan July 2011

• Museum de-accessioning work that includes, significant assessment, full artefact audit, selection, retention and display of artefacts that are specifically relevant to the site, temporary offsite relocation of non relevant artefacts if required, preparation of the museum exhibition space for 2012, de-accessioning of identified artefacts

• The design, development and installation of interpretive signage that communicates the stories and learning of the site as well as enhances the visitor experience and promotes a holistic awareness of the site.

• The design, development and installation of way finding signage that not only connects the cultural and environmental journeys at the site, but also connects the site to external surrounding facilities

• Internal design and refurbishment of the Museum building to become a multi-use educational and exhibition space

• Upgrade of the playground to become a Communications Themed Play area • The development and implementation of a Project Management Plan that also includes a

project Stakeholder Management Plan, Communications Plan and Risk Management Plan. A first level development of these plans is included in this business case.

3.2 What is NOT in Scope

Upgrade of the Hickey Street buildings is not in the scope of this project. General asset management of these buildings is performed by Facilities & Assets as part of the City’s ongoing asset management.

3.3 Detailed scope and high level work breakdown st ructure

Figure 1 below shows an aerial map of Wireless Hill Park. The project area includes the whole of Wireless Hill Park with the bushland and parkland areas seen as one space.

Figure 1


The concise scope and work break down included in the project, at each project phase, is stated below.

Project Development (completed)

• Interpretation Plan Development for Wireless Hill with stakeholder input • Concept and Museum Plan Development for Wireless Hill • Presentation to EMT/OMT with feedback • Presentation to Elected Members Information Session with feedback • Development of Project Business Case for Council Approval

Project Implementation

Setup

• Concept & Museum Plan to be given to external Stakeholders for Information • Development of a full Project Plan Implementation Stage 1 (2011-12) • Audit, review and de-accession specific large non-required museum artefacts • Relocate non-required artefacts offsite • De-accession relocated artefacts • Clean, minor refit and prepare the museum exhibition space for 2012 • Project implementation stage one detailed design with drawings and construction

specifications documentation, approvals & updated construction costs • Construction Tender Process • Concept plan stage one construction • Completion of inspection of stage one works and finalisation of contracts

Implementation Stage 2 (2012-13) • Project implementation stage two detailed design with drawings and construction

specifications documentation, approvals & updated construction costs • Construction Tender Process • Concept plan stage two construction • Completion of inspection of works and finalisation of contracts

Implementation Stage 3 (2013-14) • Project implementation stage three detailed design of new internal museum multi-use

exhibition space with drawings and construction specifications documentation, approvals & updated construction costs

• Implement/construct new internal museum multi-use exhibition space • Completion of inspection of works and finalisation of contracts • Opening of new facility Close-Out Phase • Project Review


4 Project Outcomes

4.1 Primary Objectives The primary objectives for the project achieve both the vision objectives as well as the key interpretive themes of the site. The primary objectives of the project are to: • Preserve, enhance and promote heritage • Preserve, enhance and educate about the environment • Promote local and regional significance of reserve • Provide a local and regional community destination • Integrate adjacent facilities/services.

The key interpretive themes for Wireless Hill are: • Remoteness and connectivity • Intersection of communication & the environment • Real and virtual space.

4.2 Specific Objectives from Vision 2020 The project seeks to achieve the objectives stated in the Wireless Hill Vision 2020, which are as follows: Heritage • Celebrate the Aboriginal and European heritage of the site with improved facilities and

greater recognition of our collective heritage • Recognise and continue to develop the cultural heritage significance of the wireless

communications system • Recognise and continue to develop the cultural heritage significance of Indigenous history;

and • Draw upon the hidden value of Wireless Hill as a site of great Aboriginal, European,

Environmental and Wireless heritage for the benefit of the whole community. Environment • Preserve and enhance the natural environment with a focus on restoration, rehabilitation and

remediation of remnant bushland and protection of native fauna • Preserve and enhance the environmental values of the Park • Provide ongoing rehabilitation and enhancement of the natural environment • Manage the park effectively with one authority responsible for all environmental aspects. Community Facilities • Create a place for people that offers diversity and appeal as a place of learning and

recreation • Provide improved existing facilities for the local community and visitors to the Park • Enhance Wireless Hill’s educational value with appropriate meeting and educational

(Aboriginal and European heritage, bio-diversity) facilities • Improve the interpretive knowledge and educational value of Wireless Hill • Better integrate the activities of the user groups within Wireless Hill • Maintain the social amenity of Wireless Hill in the long term as a regional recreational

destination.


Access • Provide responsible and safe community access with a strong focus on universal access for

all modes of transport • Offer ready access through managed and controlled access for vehicles, pedestrians,

cyclists and other park users • Ensure responsible and safe community access • Control access in evenings to prevent vandalism and anti-social behaviour. Long Term Viability • Draw upon commercial opportunities and external funding sources to ensure the viability of

Wireless Hill in the long term • Implement clear and well co-ordinated management for the future • Seek commercial and other funding opportunities to offset the costs of Park management

and maintenance • Maintain the social amenity of Wireless Hill in the long term as a regional destination of world

significance • Better integrate the activities of the user groups within Wireless Hill.

4.3 Alignment with Existing Key Plans

Applecross Wireless Station (fmr) Wireless Hill Park Ardross Conservation Plan 1998

Wireless Hill Bush Management Plan 2009

Heritage Council Western Australia Listing 1997

National Heritage Trust Listing 1992

Wireless Hill Vision 2020 2009

Community Use survey 2005

Interpretation Plan for Wireless Hill 2011

Future plan for libraries museums & local history services


4.4 Strategic Impact The following table shows the relationship between the organisation’s strategic objectives and the outcomes of the project.

Strategic Objective Describe how it will impact.

A City for People

Contribute to a healthy and active community

The project will ensure Wireless Hill remains a place with the appropriate facilities for the community to learn, relax, communicate, socialise and recreate.

Contribute to a safe community

Retaining the ring road ensures adherence to CPTED principles, provides visual access to parked vehicles and access by community security services.

Enable a vibrant and connected community

Connecting the stories and experiences across the site will encourage a connection of the different community groups that utilise the site; Wildflower, Aboriginal Heritage, Wireless Station Heritage, Environmental Groups etc

Provide high quality public places

The wireless hill visitor/community experiences being delivered in the project have been developed to provide outcomes that were sourced for a range of key stakeholder groups. The development of an Interpretation Plan for the site assists in developing strategies that enhance the community experience and increase the viability of the museum space.

Lead by Example

Maintain and enhance our positive image

Connecting the stories of the site and providing a community experience that integrates both the cultural and natural heritage values, provides the opportunity for people with different interests to connect. It also means that the site will provide this integrated visitor experience in time for the 2012 Celebration and therefore maximise the sites potential at this time and in the future.

Environmental Responsibility

Preserve and enhance natural areas

Wireless Hill is a Bush Forever Site and vulnerable to threatening processes common to areas of urban bushland. The project aligns with the Wireless Hill Reserve Management Plan to preserve and enhance natural areas. A dedicated clearly marked bus bay parking area will ensure passengers collect in a safe area, minimise disturbance of natural bush and prevent possible dieback distribution.

Reduce our ecological foot print

Improving and integrating the interpretive and informational signage across the site will assist in educating park visitors on the environment, even if they have come to the park for recreation, picnics, play or its cultural heritage.

Business Excellence

Long term asset sustainability

Making the museum building available as a multi-use educational and exhibition space means that there is potential to increase the accessibility and viability of the museum and attract opportunities for economic activity. Improving infrastructure assets and consolidating usage of the assets to maximize community educational, usage and usability.


4.5 Project Prioritisation Assessment The City of Melville and Elected Members developed a Capital Works project prioritisation schedule in June 2010. The top ten projects chosen for 2010/2011 are listed below. The Wireless Hill Project is listed as number ten.

Rank

Project Date Last Evaluated

Value Urgency

1 Strengthen communities implementation 16/03/2010 74 2-4 Years 2 Murdoch Activity Centre 9/03/2010 69 5-7 Years 3 Len Shearer Reserve and Melville Aquatic 9/03/2010 70 1-2 Years 4 Canning Bridge Place Plan 9/03/2010 70 5-7 Years 5 Carrawatha POS 5/02/2010 61 1-2 Years 6 Pt Walter Foreshore 16/03/2010 67 1-2 Years 7 CAT bus Service 23/02/2010 57 5-7 Years 8 Heathcote Upper Land 16/03/2010 66 2-4 Years 9 Melville City Centre Plan 1/04/2010 71 1-2 Years

10 Wireless Hill Reserve 5/02/2010 66 1-2 Years


5 Project Costs & Cost-Benefits

5.1 Project Phases and Staging Costs

Project Development and Setup

Phase/Item Cost Comment Total

Project Development

Interpretation Plan $29,820 Completed 2010/11 - partnership funding with Lotterywest

Concept Plan

In house Completed 2010/11

Total Development (completed)

$29,820

Project Setup

Development of Full Project Plan

$0 internal

Total Setup

$0

As part of project development the City sourced Lotterywest Partnership funding for the development of the Interpretation Plan for Wireless Hill. Lotterywest contributed $15,000 and the City contributed $14,820 to the development of the Interpretation Plan. Project Development is complete. Detailed design will be performed for each implementation stage of the project. Detailed design for stages 1 and 2 will be performed in-house by the Technical Services Landscape Architect. These costs have been incorporated into the works components of stages 1 and 2 as 6% design salary overhead recovery. In stage 3 the internal museum design will be done externally and the total cost presented includes a design component. The works involved at each project implementation stage below, have been carefully selected utilising feedback from Operational Managers, Directors and Elected Members as well as considering project management logistics. The implementation approach is staged to be financially achievable and improve project success, but also to deliver a sufficient community impact for the centenary celebrations in September 2012. Project Implementation Stage 1 (2011-12) It is important to understand that the Museum and Concept Plan for Wireless Hill has been designed to facilitate flexible implementation options and stages. When it comes to costing though, options must be defined so that an adequate cost estimate can be obtained. As mentioned the stage 1 approach below has been chosen to deliver a sufficient visitor and stakeholder impact for the centenary celebrations in September 2012, whilst also preparing the museum space to become a future multi-use exhibition and learning space.


Project Implementation Stage 1 2011-12

Item Costs Comments Total Communication & Marketing Plan Implementation

$5,000

Way finding ($88,149 plus 6% TS design salary overhead recovery)

$93,437

Creating the hub ($304,010 plus 6% TS design salary overhead recovery)

$322,250 Community Facilities Reserve Possibility

Park furniture upgrade ($129,408 plus 6% TS design salary overhead recovery)

$137,172

Preparing museum – review, audit, de-accession & new display

$127,091 Funded in Community Services 2011/12 Budget

$684,950

Total Stage 1 (inclusive of 10% project contingency )

$753,445

Sourcing Funding for Stage 1 Implementation A portion of funding has already been sourced and allocated to the 2011-12 budget for project implementation stage 1 works, but not enough to deliver the pre-centennial impact desired. To achieve the stage 1 project implementation in the 2011-12 financial year, requires the commitment of funds from the Community Facilities Reserve (for the section of stage 1 that relates directly to the purpose of this fund), as well as a small budget increase at budget review to subsidise the current $200,000 technical services allocation to the project.

Funding of Project Implementation Stage 1 (2011-12) Current Funding Community Services 2011/12 (Budgeted)

$127,091

Current Funding Technical Services 2011/12 Capital (Budgeted)

$200,000

Technical Services 2011/12 Maintenance Budget Contribution (Budgeted)

$17,030

Funding to be requested from the Community Facilities Reserve (To Be Approved)

$322,250

Additional Funding to be requested in Technical Services 2011/12 Capital Budget at Budget Review (To Be Approved)

$87,074

Total Cost Project Implementation Stage 1 $753,445


Project Implementation Stage 2 (2012-13) Project Implementation Stage 2

Item Cost Total Communication & Marketing Plan Implementation

$5,000

Walking Trails Experience ($203,000 plus 6% TS design salary overhead recovery)

$215,180

Mast and Anchor Block Story ($244,097plus 6% TS design salary overhead recovery)

$258,742

Themed Play Experience ($159,500 plus 6% TS design salary overhead recovery)

$169,070

Lighting ($80,000 plus 6% TS design salary overhead recovery)

$84,800

$732,792

Total Stage 2 (inclusive of 10% project contingency)

$806,071

Project Implementation Stage 3 (2013-14)

Project Implementation Stage 3

Item Cost Total Communication & Marketing Plan Implementation

$5,000

Future New Multi-Use Museum Exhibition (Inclusive of Design and Implementation)

$315,000

$320,000

Total Stage 3 (inclusive of 10% project contingency)

$352,000

5.2 Overall Total Project Costs

The overall estimated project costs (2010-14) are summarised below.

Budget Year

2010/11

2011/12 (Stage 1)

2012/13 (Stage 2)

2013/14 (Stage 3)

Total Project

Cost

Phase Project Development (completed)

Project Implementation

Total Cost

$29,820

$753,445

$806,071

$352,000

$1,941,336


5.3 Project Funding Required for Project Implementa tion Project Implementation Stages 1, 2 and 3 requires a total of $1,911,516 to be funded within the 2011-14 financial years, as indicated in the table below. It is proposed that funding be sourced from a combination of both, City of Melville municipal funds and external funding sources. Budget Year

2011/12

(Stage 1)

2012/13

(Stage 2)

2013/14

(Stage 3)

Total Project

Implementation Cost Recommended Allocated Funding for Project Implementation

$753,445

$806,071

$352,000

$1,911,516

Stage 1 Implementation as shown in the table below, requires the approval to, utilise the currently allocated $344,121 City of Melville municipal funds, allocate $322,250 from the Community Facilities Reserve for ‘Creating the Hub’ and seek an additional $87,074 in Technical Services 2011/12 Capital Budget at Budget Review.

Funding of Project Implementation Stage 1 (2011-12) City of Melville Municipal Budget 2011/12 (Budgeted)

$344,121

Funding to be requested from the Community Facilities Reserve (To Be Approved)

$322,250

Additional Funding to be requested in Technical Services 2011/12 Capital Budget at Budget Review (To Be Approved)

$87,074

Total Cost Stage 1 $753,445 There may be other external funding sources which become available during the course of the project and the project team will be proactive in identifying and applying for any relevant funding opportunities.

5.4 Wireless Hill Income and Maintenance

The Wireless Hill Precinct has both annual income and expenditure. In 2010-11 the income for the site was $84,255, mostly from the Hickey Street Buildings, Telco and Lotterywest funding for the Interpretation Plan. Expenditure for the site in 2010-11 was $197,696, distributed across several directorates for property, museum, reserve, bushland, facilities and asset maintenance. The expenditure for 2010-11 is itemised below.

EXPENDITURE 2010-11 PCSM (Property) 22203 - 2 Hickey St $1,025 22205 - 4 Hickey St $824 22207 - 8 Hickey St $854 22490 - Wireless Hill Museum/Telco $1,097 Curator & CDO 22490 - Wireless Hill Museum/Telco $5,489 26202 - Wireless Hill Interpretation $27,173 Streetscape Coordinator 21100 - Wireless Hill Park $74


Reserves West Coordinator 21100 - Wireless Hill Park $86,368 Environmental Maintenance Supervisor

21101 - Wireless Hill Bushland $41,825 Facilities and Assets Coordinator 22203 - 2 Hickey St $2,147 22205 - 4 Hickey St $2,820 22206 - 6 Hickey St $2,794 22207 - 8 Hickey St $5,250 22211 - Wireless Hill Cottage $3,847 22302 - Wireless Hill- Public Toilet $3,938 22490 - Wireless Hill Museum/Telco $12,170

Total $197,696

Since the park was ‘vested’ to the City in 1969, the City has worked to protect, maintain and enhance its environmental, cultural heritage, natural heritage, recreational and aesthetic values. Maintenance responsibilities of the reserve are distributed across several directorates. Maintenance includes property, museum, reserve/parks, bushland, facilities and asset maintenance. It is clear from visiting the site that general maintenance has been kept to a minimum over the last few years. For instance, some shelters are rusted, benches broken and line marking and kerbing requires maintenance. Since these type of items are maintained at a citywide level, it would appear that Wireless Hill is possibly less of a priority that other more urgent areas requiring maintenance resources. Investing in the Wireless Hill project and upping the value of the site and quality of the facilities means that the City will need to decide whether they wish to continue to maintain the site as a priority after project implementation, or simply continue down the current maintenance rationale. In estimating any ongoing maintenance impact from implementing the proposed Wireless Hill project there are a few things to consider. Firstly, a high proportion of project items are upgrade, maintenance and/or renewal of existing infrastructure. (See the Wireless Hill Concept and Museum Plan July 2011) These items therefore would not create any additional ongoing maintenance costs. There are also new items/assets included in the project that will require additional ongoing annual maintenance costs. Annual estimated maintenance costs have been calculated for these new items/assets in stages 1 and 2 and detailed in the tables shown of pages 17-18. The following table provides a summary of additional annual estimated maintenance costs required for new project assets. At each detailed design stage of the project, a revised maintenance cost impact will be calculated. Budget Year

2012/13

2013/14

2014/15

2015/16

2016/17

Additional estimated annual maintenance costs for new assets

$7,330 $41,505 (7,300+5% +

33,840)

$43,580 (41,505+5%)

$45,759 (43,580+5%)

$48,046 (45,759+5%)

* 5% is added each year as a CPI factor


The following table shows estimated ongoing annual maintenance costs for NEW assets to be installed in Stage 1 of the project. Since stage 1 takes place in 2011/12, the additional maintenance costs resulting from stage 1 need to budgeted for the 2012/13 financial year.

New Asset Items to be installed in 2011/12 Area Unit Value

Cost per unit Item Cost New Asset

Annual Maintenance

Supply and install tube stock groundcovers in new garden areas around car park m2 314.59 $5,000.00 New

Supply and install Bio-Tec Straight pins 175mm box 1 $89.00 $89.00 New

Supply and install Bio-Tek 500gsm jute roll bale 1 $550.00 $550.00 New

$2,500 (materials only)

New raised pedestrian platforms Nº 3 $11,000.00 $33,000.00 New Covered in current maintenance

New concrete footpath for bus bay m2 32.5 $80.00 $2,600.00 New Covered in current maintenance

New Directional Road Signage off Canning Highway/McCallum Crescent Nº 1 $1,000.00 $1,000.00 New $100 (10% vandalism component)

Supply and Install New Entrance Signage Almondbury Road/McCallum Crescent roundabout Nº 1 $2,300.00 $2,300.00 New $230 (10% vandalism

component)

Supply and install permeable paving to central forecourt area m2 2022 $60.00 $121,320.00 New

Supply and install aluminum edging strip to footpath m 212.7 $15.00 $3,190.50 New

Covered in current maintenance

Supply and install Text inlay Nº 15 $1,500.00 $22,500.00 New Covered in current maintenance

Supply and Install main Interpretive signage within forecourt area Nº 3 $5,000.00 $15,000.00 New $1,500 (10% vandalism component)

Supply and install 240L litter bin surrounds similar to those supplied by Landmark Engineering Nº 6 $3,340.25 $20,041.50 New $3000

Estimated additional annual cost for new asset main tenance starting 2012/13 financial year $7,330


The following table shows estimated ongoing annual maintenance costs for NEW assets to be installed in Stage 2 of the project. Since stage 2 takes place in 2012/13, the additional maintenance costs resulting from stage 2 need to budgeted for the 2013/14 financial year.

New Asset Items to be installed in 2012/13 Area Unit Value

Cost per unit Item Cost New Asset Annual Maintenance

Supply and install Trail Markers to three main walks Nº 20 $300.00 $6,000.00 New $600 (10% vandalism component)

Upgrade Wildflower Signage including removal of existing limestone plinths Nº 55 $1,000.00 $55,000.00 New/Upgrade $5,500 (10% vandalism

component)

Supply and Install Interpretive signage (Indigenous walk in bush) Nº 8 $800.00 $6,400.00 New $640 (10% vandalism component)

Supply and Install Interpretative signage (Wireless Hill Station Walk in bush) Nº 5 $800.00 $4,000.00 New $400 (10% vandalism

component) Supply and Install Wash Down Bays for dieback (3 - 5K) - includes signage on side of Bays Nº 2 $4,000.00 $8,000.00 New $7000 (for 5000 people per yr)

Prepare/supply/install soil bond + crushed pea gravel footpath for the Wireless Hill Station Walk or supply/install asphalt path with concrete edge m2 1239.75 $60.00 $74,385.00 New

Supply/install aluminium edging strip to footpath for the Wireless Hill Station Walk. m 1377 $15.00 $20,662.00 New

$4000

Supply and install Interpretive signage on top of Northern Anchor Block Nº 1 $5,000.00 $5,000.00 New $500 (10% vandalism component)

Supply and Install Artwork / Glass Installation to Western Anchor Block Nº 1 $25,000.00 $25,000.00 New $2,500 (10% vandalism component)

Mast base 3D artwork Nº 1 $25,000.00 $25,000.00 New $2,500 (10% vandalism component)

In-ground artwork (indicator) 30m2 angled out to anchor blocks Nº 3 $10,000.00 $30,000.00 New

Supply and install Lighting to Anchor Blocks, Mast base, Central Tree and Buildings Item 1 $80,000.00 $80,000.00 New/Upgrade

$5,000

Supply and install playground elements Nº 5 $25,000.00 $125,000.00 New/upgrade

Soft fall sqm 250 $138.00 $34,500.00 New/upgrade

$5,200 ($1000 audits, sand softfall $1,200, rubber test $1,500, patch $1,500)

Estimated additional annual cost for new asset main tenance starting 2013/14 financial year $33,840


6 Risk Management Summary

6.1 Strategic Risks The Strategic Risk assessment covers risks for the organisation which relate to the decision to proceed with the project.

Strategic Risk Issue and Causes

Initial Risk

Rating

Existing Treatment / Controls

Revised Risk Rating

Action Required By Whom

When Residual Risk

Rating The City allocated many resources to develop the 2020 Vision for Wireless Hill with the community. If the City does not act on the Wireless Hill 2020 Vision, there is a risk that the community will lose trust in the consultation and engagement process and the strategy directions promoted by the City.

H To prepare a business case to propose an approach to achieving the Vision 2020 objectives that have been developed with the community.

H/M (depending on

whether the business case is approved)

To act on the 2020 Vision and implement a Wireless Hill project between 2011-2020 that achieves and delivers the 2020 Vision objectives

Elected Members City of Melville Project Team

2011-2020

L

Wireless Hill is a 40 hectare site with considerable heritage, built, natural and facility assets. This project is an opportunity to view the site from a holistic perspective and integrate aspects of the site and improve the visitor experience. Without developing the site as a cross functional project, there is a risk that the site will continue to be an unintegrated experience to visitors and unable to maximise the potential of the site.

H A cross functional project team preparing the business case for a holistic Wireless Hill project.

H/M (depending on

whether the business case is approved)

For an approved Wireless Hill project to be implemented by a cross functional team to ensure the visitor experiences created are integrated and holistic.

City of Melville Cross Functional Project Team

2011-2014

L

That insufficient works are approved for implementation pre-centenary 2012 leading to community discontent and disappointment in the City not addressing a Nationally significant event.

H Wireless Hill Centenary Reference Group

H/M (depending on

whether the business case is approved with

significant pre-centenary works)

To approve the recommended staging as per the business case

Elected Members

Aug 2011

L

L – Low M – Medium H – High E - Extreme


6.2 Project Risks The Project Risk assessment provides a preliminary assessment of foreseen risks throughout the project. As part of project setup, a detailed project plan will be developed that includes a detailed project risk assessment and the controls in place to ensure all known risks are being mitigated and ongoing risk assessments are conducted at key points in the project.

Identified Risk Risk Level Risk Mitigation

That the project will not achieve the desired objectives

M Likely/

moderate

• Ensure detailed Project Planning and implementation of the plan throughout the project

• Cross functional approach is maintained • Thorough and relevant communication with all key stakeholders • Continual reference to the vision and adherence to relevant key

plans and legislation That public safety and amenity will be compromised

M Unlikely/ moderate

• Ensure that site management plans are implemented • Ensure that OSHE policy and process is implemented throughout

all stages of implementation and by both internal and external parties

That the project works implementation becomes fragmented due to managing both internal and external resources and staff

M Likely/

moderate

• Ensure internal allocation of resources and commitment to deadlines are agreed before the commencement of works

• Engage project manager to oversee complete project That there will be delays in achieving project milestones

M Likely/

moderate

• Continual monitoring of project schedule and placing controls to minimise and manage delays

That damage occurs to City of Melville assets M Likely/ minor

• Contract specification requiring contractor to repair any damage • Undertake site inductions and continual inspections • Ensure photographic evidence of CoM assets are recorded prior to

contracted works That damage occurs to third party assets through contractor actions

L Unlikely/

minor

• Ensure adequate insurance by contractor - $20 million public liability

• Undertake site inductions L – Low M – Medium H – High E - Extreme


7 Stakeholder & Communications Management

7.1 Stakeholder Assessment The following chart is a summary of the Stakeholder assessment conducted showing the indicative level of engagement for each stakeholder as well as relevant communication methods. A Project Plan which includes a detailed Stakeholder and Communications Management Plan will be developed as part of Project Setup.

Assessment

1 Stakeholder

Influence Importance2

Indicative level of

engagement

Element of project

involvement

Communication Methods

Elected Members High High Involve / Empower All aspects EMB, EMIS

Project Sponsor High High Empower All aspects EMT Updates, Ongoing Project Updates,

Interplan

Project Team High High Empower All aspects Ongoing Project Meetings, email, phone

City CEO High High Empower All aspects EMT Updates, EMIS, Ongoing Project

Updates, Interplan

Facility and Asset Services CoM High High Empower All aspects Intranet, Presentations, Team Brief, Emails

Parks & Environment Services

CoM

High High Collaborate All aspects Ongoing Project Meetings, Email, Phone

Marketing & Communication

Services

Low Medium Consult All aspects Ongoing Project Meetings, Email, Phone

Museums and Local history

Services CoM

High High Collaborate Heritage Ongoing Project Meetings, Email, Phone

Ward councillors Medium High Involve All aspects Mosaic, internet, meetings

Operations Services CoM Medium Medium Involve All aspects Intranet, Presentations, Team Brief, Emails

Community Development and

Recreation

Medium Medium Collaborate All aspects Ongoing Project Meetings, Email, Phone

1 Scale Used: Unknown, Low, Medium, High 2 Importance = Importance of relationship with the City, Skills/knowledge required by project, level of impact on the individual/organisation.


Assessment1 Stakeholder


Indicative level of

engagement

Element of project

involvement


Centenary Working Group Medium Medium Involve All aspects Regular Project Updates at the Centenary

Working Group meetings

Centenary Reference Group Medium Medium Consult All aspects ??

Friends of wireless hill (bush) Medium High Involve Environment Mosaic, internet, stakeholder meetings,

email, phone

Capital Community Radio

(tenants)

Medium High Involve Facilities Mosaic, internet, stakeholder meetings,

email, phone

Noel Nannup Medium High Collaborate All aspects Emails

Surrounding Residents Medium Medium Consult All aspects Letter box drops, Mosaic, internet, onsite

information, signage

VHF Groups of WA Medium Medium Consult Facilities Mosaic, internet, stakeholder meetings,

email, phone

South West Aboriginal Lands and

Sea Council

Medium Medium Inform/consult (if

required)

All aspects Emails, Project Updates

Wildflowers WA Medium Medium Consult Facilities, Environment email, phone, Project Updates

Engineers institute Medium Medium Consult Facilities, Heritage email, phone, Project Updates

Whiteman Park (considering a

museum on site)

Medium Medium Consult Facilities, Long Term

viability

Emails, Project Updates

Lottery West Medium Medium Inform all aspects email, phone, Project Updates, Regular

meetings

Tourists (wildlfowers) Medium Medium Consult Facilities, Environment email, phone, Project Updates

WA Repeater Group Medium Low Consult Facilities Mosaic, internet, stakeholder meetings,

email, phone

Morse Codians Medium Low Consult Facilities Mosaic, internet, stakeholder meetings,

email, phone

Community Users & Groups Medium Low Consult Facilities Mosaic, internet, stakeholder meetings,

email, phone


Assessment1 Stakeholder


Indicative level of

engagement

Element of project

involvement


Wireless Institute Medium Low Consult Facilities email, phone, Project Updates

Museum of Motion Picture

technology

Medium Low Consult Facilities email, phone, Project Updates

Vintage wireless club Medium Low Consult Facilities email, phone, Project Updates

Special needs advisory group Medium Low Consult Facilities email, phone, Project Updates

Mr B James Medium Low Consult Facilities email, phone

Schools Medium Low Inform/consult all aspects (if required)

Other funding bodies Inform/consult all aspects email, phone, Project Updates

Noongar Community Low Medium Collaborate all aspects Communication via Noel Nannup

FESA Medium Medium Approvals and

compliance

Environment, Access email, phone, Project Updates (if required)

Heritage Council Medium Medium Approvals and

compliance

Heritage, Facilities email, phone, Project Updates (if required)

National Trust Medium Medium Approvals and

compliance

Heritage, Facilities email, phone, Project Updates (if required)

Main Roads Medium Medium Approvals and

compliance

Access email, phone, Project Updates (if required)

DIA (Dependant on what is

planned in the detailed design)

Medium Unknown Approvals and

compliance

Heritage, Facilities email, phone, Project Updates, meetings,

design presentation (if required)

DEC (Dependant on what is



compliance

Environmental email, phone, Project Updates, meetings,


WAPC (Dependant on what is



compliance

email, phone, Project Updates, meetings,


WA Museums Medium Low email, phone, Project Updates

Museums Australia Medium Low Involve Heritage email, phone, Project Updates


7.2 Stakeholder Importance and Influence

Importance

(Importance = Importance of relationship with the City, Skills/knowledge required by project, level of impact on the

individual/organisation)

Unknown Low Medium High

High

• • • Ward councillors • Elected Councillors

• Project Sponsor

• Project Team

• City CEO

• Facilities and Assesses branch

• Parks branch

• Environment branch

• Museums and Local history branch

Medium

• DIA (Dependant on

what is planned)

• DEC (Dependant on

what is planned)

• WAPC (Dependant

on what is planned)

•

• Media branch

• WA Repeater Group

• Morse Codians

• Community Users & Groups

• Wireless Institute

• Museum of Motion Picture

technology

• Vintage wireless club

• Special needs advisory group

• Mr B James

• Schools

• Operations

• Community Development

and Recreation

• Centenary Working

Group

• Surrounding Residents

• VHF Groups of WA

• South West Aboriginal

Lands and Sea Council

• Centenary Reference

Group

• Wildflowers WA

• Engineers institute

• Whiteman Park

(considering a museum

on site)

• Lottery West

• Tourists (wildlfowers)

FESA (Compliance

requirements)

• Heritage Council

(Compliance

requirements)

• National Trust

(Compliance

requirements)

• Main Roads

• Friends of wireless hill (bush)

• Capital Community Radio (tenants)

• Mulloway Studio (completing the

interpretative study)

• Noel Nannup

•

Low

• Noongar Community

• WA Museums

• Museums Australia

Infl

ue

nce

Unknown

Suggested Action Key Players Consideration Required Monitor and Manager Low Priority


7.3 Community Consultation and Key Stakeholder Info rmation From 2007 to 2009 the City undertook a series of extensive internal and external stakeholder engagement processes to develop a future strategic vision for Wireless Hill. This process culminated in a vision document produced by the City in 2009, “Wireless Hill Vision 2020 – Key Themes and Objectives for the Future of Wireless Hill”. The Vision objectives were drawn from internal and external stakeholder workshops that took place prior to 2009 to create the Vision. Since 2009 the City has worked with the Wireless Hill Working Group, which is now the Wireless Hill Reference Group. This group has been focused on the 2012 Centenary celebrations. Project members have attended many of these meetings, ensuring that the Wireless Hill project considers expectations of key stakeholders. The Wireless Hill Interpretation Plan, by Mulloway studio and Paul Kloeden, was developed with considerable and valuable input from a wide range of City of Melville staff as well as key stakeholders from the Friends of Wireless Hill, the Heritage Council of Western Australia, Volunteers, Richard Rennie and Noel Nannup. The Wireless Hill Museum and Concept Plan was developed utilising all previous stakeholder input as well as input from relevant City of Melville Coordinators, Operational Managers, Directors and Elected Members. On approval of this business case, the key stakeholder communication to be addressed will be to inform the community of the business case approval, the project deliverables and timeframes, and more specifically the future strategy for the Museum. A detailed communications and stakeholder plan will be developed on approval of the business case.

7.4 Key Messages

Key messages for the project are; • Realising 2020 Vision for Wireless Hill • Preparing the site for the 2012 Wireless Hill Centenary Celebration • A holistic approach to the Wireless Hill Project • Appreciating and connecting the cultural, environmental & aboriginal heritage of the site • The museum artefacts to become specifically related only to the wireless station story of

the site • The development of the museum into a future multi-use exhibition and learning space.

7.5 Required Approvals

Approval Approving Body Approval Required

Approval Obtained

Business Case Elected Members Yes No

7.6 Organisational Impact The project is an organisational project and the project team includes members from Technical Services, Strategic Community Development and Management Services. All Directors and Operational Managers were given the opportunity to attend a project presentation of the Wireless Hill Concept & Museum Plan, to inform them of possible implications to their respective areas. The table below lists the level of impact on organisational service areas.


8 Project Schedule

8.1 Overall Project Schedule The table below shows a summarised project schedule, as per the project management framework.

Project Development is complete, pending the decision by the Elected Members to approve or reject the project business case. A fairly detailed project schedule has also been developed to ensure that the above schedule is realistic and achievable. This project schedule is available from the Project Manager.

8.2 Staging of Works The Business Case provides a staged approach to prepare for the 2012 celebration and achieve the Wireless Hill 2020 Vision. Stage 1 will design and implement stage one landscape works and de-accession non-essential museum items and prepare the museum space with a temporary exhibition. This stage also provides the site and museum space for the 2012 centenary celebration. Stage 2 will design and implement the remaining stage two works envisioned for the site as documented in the Wireless Hill Concept & Museum Plan. It is expected that these works would be carried out after the Centenary celebrations are complete. Stage 3 will achieve the internal redesign and refurbishment of the museum building as a future multi-use educational and exhibition facility.

Strategic

Community Development

Strategic Urban

Planning

Technical and Development

Services

Corporate Services

Management Services

Impact (H/M/L)

H Museums & Heritage

n/a H/M All areas

L Purchasing - Corporate Services

M Marketing & Communications

Costs included in Business Case? (Yes/No)

Yes n/a Yes n/a Yes


9 Project Organisation

9.1 Project Team Project Sponsor John Christie Operational Manager Ian Davis Project Manager Laya Baker (project development) TBA (project implementation) Project Team: Gina Capes A/Curator Cultural Development Officer Leeann Reid Manager Community Services Nikki Stringer Senior Landscape Designer Deanne Wynn Environmental Officer Natasha Wright Marketing and Communications Consultants and Contractors Mulloway’s (Interpretation Plan Development)

9.2 Preliminary Procurement Strategy

A Procurement and Contract Management Plan will be developed as part of the project management plan adhering the City’s Purchasing and Contracts Policies and System Procedures. The primary contracts of the project will be Construction contract/s. At this stage it is expected that the detailed design and construction specifications will be done in house.

Documents

Wireless Hill Project - City of Melville · Celebrations set to begin September 2012, it is timely to formalise the vision into a staged holistic implementation plan and ensure the