Agenda
Extraordinary Meeting of Council
24 September 2012, 7:00pm
Notice
of Meeting
Dear Councillors,
Notice is given of the Extraordinary
Meeting of Council, to be held in the Council Chambers on Monday 24 September
2012 commencing at 7.00pm. This notice superceeds the previous notice. The
business to be transacted at the meeting is included in this business paper.
Yours faithfully,
Craig Wrightson
General Manager
Council Meeting Procedures
The Council meeting is chaired
by the Mayor. Councillors are entitled to one vote on a matter. If votes are
equal, the Chairperson has a second or casting vote. When a majority of
Councillors vote in favour of a Motion it becomes a decision of the Council.
Minutes of Council and Committee meetings are published on Council’s website
www.lanecove.nsw.gov.au by 5pm of the Thursday following the meeting.
The Meeting is conducted in
accordance with Council's Code of Meeting Practice. The order of business is
listed in the Agenda on the next page. That order will be followed unless
Council resolves to modify the order at the meeting. This may occur for example
where the members of the public in attendance are interested in specific items
of the agenda.
Members of the public may
address the Council Meeting on any issue for a maximum of 3 minutes during the
public forum which is held at the beginning of the meeting. All persons
addressing the Meeting must speak to the Chair. Speakers and Councillors will
not enter into general debate or ask questions.
If you do not understand any
part of the information given above; require assistance to participate in the
meeting due to a disability; or wish to obtain information in relation to
Council, please contact Council’s Manager Governance on 99113525.
Please note meetings held in the Council Chambers are
recorded on tape for the purposes of verifying the accuracy of minutes and the
tapes are not disclosed to any third party under the Government Information
(Public Access) Act 2009, except as allowed under section 18(1) or section
19(1) of the PPIP Act, or where Council is compelled to do so by court order,
warrant or subpoena or by any other legislation.
Subject: Election of Mayor and
Deputy Mayor
Record No: SU868 - 48290/12
Division: Corporate
Services Division
Author(s): Ian
Naylor
Executive Summary
The purpose of this report is to outline the procedures for
election of the Mayor and Deputy Mayor.
Discussion
Election of Mayor and Deputy Mayor
Councillors have previously been provided nomination forms
for the position of Mayor and Deputy Mayor for the next 12 months. Nominations
must be handed to the Returning Officer, Mr Craig Wrightson, General Manager –
Corporate Services, prior to the commencement of the Council Meeting on 24
September 2012. Clause 2, Schedule 7, of the Local Government (General)
Regulation (2005) provides that nominations for Mayor and Deputy Mayor must be
in writing signed by at least two Councillors, one of whom may be the nominee.
The nominee must consent in writing to the nomination. Clause 3 of the
Regulation also provides that if more than one Councillor is nominated, the
Council is to resolve whether the election is to proceed by preferential
ballot, by ordinary ballot (secret ballot) or by open voting (show
of hands).
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RECOMMENDATION
That:-
1. Council
conduct the Election for Mayor and Deputy Mayor for the next 12 months.
2. If
more than two nominations are received for Mayor or Deputy Mayor, Council
resolve whether the election is to proceed by preferential ballot, by ordinary
ballot or by open voting.
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Ian Naylor
Acting Executive Manager
Corporate Services Division
ATTACHMENTS:
There are no supporting documents for this report.
Extraordinary
Meeting of Council Meeting 24 September 2012
Tender for
Replacement Lift at Lane Cove Aquatic Centre
Subject: Tender for
Replacement Lift at Lane Cove Aquatic Centre
Record No: SU4883 - 48696/12
Division: Human
Services Division
Author(s): Donald
Gibson
Executive Summary
Council called for tenders in accordance with Council’s
Tender and Quotation Procedure for the provision of a replacement lift at the
Lane Cove Aquatic Leisure Centre. This report provides details on the tender
process conducted and recommends that the tender from Kone be accepted.
Discussion
The lift at the Lane Cove Aquatic Leisure Centre has become
increasingly unreliable and expensive to maintain. The lift poses special
challenges due to the aggressive corrosive environment in which it has to
operate. The lift is the main point of access to the main pool deck within the
Aquatic Centre for people with prams, people with a disability and people with
mobility issues. When the lift is out of order these users of the service are
greatly disadvantaged.
Council utilised the services of Wood and Grieve Engineers
to develop a technical specification for the replacement of the lift. The
technical specification was then combined with Council’s standard tendering
requirements.
The tender specification detailed the schedule of work,
hours of work, safety requirements and reporting requirements. The
specification outlined that the tender submissions would be assessed based on
the following criteria:-
Price (40%) - based on the Tender Price and the
comprehensive maintenance costs provided in the mandatory schedules.
Capability and Capacity (50%)
- Capacity Assessment refers to the experience and trustworthiness of the
Tenderer and its personnel, including management and supervision, the
capability of the Tenderer to work within relevant policy frameworks and
applicable legislation, and any initiatives for change and improvement. This
also included an analysis of the proposed Methodology and Timeliness.
To achieve the maximum score the
tenderer needed to demonstrate relevant experience, capability to provide the
goods and perform the services required, positive reference checks, provide
full details of personnel and equipment to carry out the work, management
structure of the company and contingency plans to cover downtime and other
unforeseen circumstances.
They also needed to provide a
clear program indicating the time taken to process the order, finalise plans,
manufacture and deliver the lift and install the lift.
Sustainability and
Environment (5%) - Sustainability and Environment Assessment refers to the
manner in which environmental issues are to be appropriately addressed,
including commitment to due diligence and the principles of ecologically
sustainable development (ESD) in regard to environmental legislation and
documentation outlining past performance in regard to environment protection
and enhancement initiatives.
To achieve the maximum score the
tenderer needed to provide details of an environmental policy and answer yes to
all applicable questions in the Environmental Survey included in the tender
specification.
Occupational Health &
Safety (5%) - Occupational Health and Safety refers to the tenderer’s
commitment to and compliance with the Occupational Health & Safety Act 2000
and Occupational Health & Safety Regulation 2001.
To achieve the maximum score the
tenderer needed to provide details in their submission that they have an OHS
Management Plan and work method statements.
The weightings for the above
evaluation criteria were agreed in consultation with the consulting engineer
from Wood and Grieve.
Advertisement
Council advertised the tender in
the Sydney Morning Herald on Tuesday 14 August and the North Shore Times on
Wednesday 15 August 2012. Tenders closed at 3.00 p.m. on Friday 7 September
2012 and Council received three submissions.
Tender Evaluation
The tender evaluation panel consisted of Council’s Executive
Manager – Human Services, Council’s Manager – Facilities and a representative
from Wood & Grieve Engineers who provided technical advice on the project
and assisted with preparation of the specification. Each tender was assessed
based on the above weighted criteria and ranked accordingly:-
|
Company
|
Price (40%)
|
Capability
& Capacity (50%)
|
Sustainability &
Environment (5%)
|
OHS
(5%)
|
Total
|
|
Elevator Service Group *
|
Preferred
|
|
|
|
|
|
Liftronic *
|
|
|
|
Equal Preferred
|
|
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Kone
|
|
Preferred
|
Preferred
|
Equal Preferred
|
Preferred
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* Non complying tender
Elevator Service Group submitted a non-complying tender
in that they did not supply sufficient supporting documentation to allow an
accurate assessment of the Capability and Capacity element. They also excluded
several items from the tender price that have the possibility of significantly
impacting the final cost.
Liftronic has also submitted a non-complying tender
in that the lift car is undersized to fit a stretcher. In other respects the
tender is complete and has good supporting information, including ISO 9001.
Kone meets all the technical requirements of the tender.
They have suggested re-installing glass doors as existing, rather than the full
stainless steel doors as specified but would be able to meet the specification
at a reduction of $6,000 from the tendered price.
Maintenance
The annual maintenance charge tendered from Kone is
significantly less expensive than the other two tenderers.
Grant Funding
The project has been offered a grant of $100,000 from the
Federal Government Department of Families, Housing, Community Services and
Indigenous Affairs. The funds for this grant were due to be expended during
2011/12. There was a significant amount of discussion with leading lift
companies to ascertain the most effective ways of reducing the effects of the
corrosion. Due to the time taken to develop a thorough specification for a
lift that will be suitably corrosion resistant in the Swimming pool
environment and subsequent staff illness the project has been delayed.
An extension has been approved until December 2012 but the
lead in times for the manufacture and supply of the lift mean that it will not
be able to be delivered by this deadline. Council has requested an extension of
this grant funding.
The proposed alterations and renovation work to the Lane
Cove Aquatic Centre includes provision for two additional lifts which will
reduce the requirement for this lift. If the grant funds are no longer
available, it is recommended that Council not proceed with this project at this
stage.
Conclusion
A confidential memorandum has been circulated separately to
Councillors detailing the prices submitted by each tenderer and details of the
reference checks undertaken of the recommended tenderer.
Having recorded the highest score, and given the positive
reference checks received about the quality and reliability of their work, the
Tender Panel recommends:-
1. The
tender for the provision of the Replacement of the Lift at the Lane Cove
Aquatic Centre be awarded to Kone for an amount of $342,716 (incl. GST) subject
to confirmation that grant funding from the Federal Government Department of
Families, Housing, Community Services and Indigenous Affairs will still be
available until completion of the project; and
2. The
General Manager be authorised to enter into a contract with them.
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RECOMMENDATION
That Council consider the recommendation from the Tender
Panel for the provision of a Replacement Lift at the Lane Cove Aquatic
Leisure Centre.
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Jane Gornall
Executive Manager - Human Services
Human Services Division
ATTACHMENTS:
There are no supporting documents for this report.
Extraordinary
Meeting of Council Meeting 24 September 2012
Annual
Financial Statements for 2011/2012 - Referral for Audit
Subject: Annual
Financial Statements for 2011/2012 - Referral for Audit
Record No: SU772 - 46871/12
Division: Corporate
Services Division
Author(s): Ian
Naylor
Executive Summary
Council's Annual Financial Statements for the year ended
30 June 2012 are presented for referral to External Audit. A statement is
required in respect of the accounts from Council and Management in relation to
the accuracy of the accounts. It is recommended Council sign the statement and
refer the accounts for audit.
Discussion
Council's Annual Financial
Statements for the year ended 30 June 2012 have been prepared and are ready to
proceed for External Audit. The general purpose financial statements, special
purpose financial statements and special schedules are required to be completed
and ready for audit by 31 October following the financial year end. In
accordance with Section 413(2)(c) of the Local Government Act, Council is
required to include with the Annual Financial Statements a "Statement by
Councillors and Management" signed under resolution of Council, by the
Mayor, one other Councillor, the General Manager and the Responsible Accounting
Officer, which will allow Council's Auditor to complete the audit. A similar
"Statement by Councillors and Management" is also required for the
Special Purpose Financial Statements.
Following the Audit, the Annual
Financial Reports will then be presented to Council in November, with the
Auditors Report. The "Reports" to be signed plus a copy of the
Annual Financial Reports for the Year ended 30 June 2012, are attached. In
order for Council's Annual Financial Statements for 2011/2012 to go forward for
Audit the following resolution of Council is now required.
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RECOMMENDATION
That:-
1. In
respect to Council's General Purpose Financial Reports the following
statement be provided for signature by the Mayor, one other Councillor, the
General Manager and the Responsible Accounting Officer:-
GENERAL
PURPOSE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 2012
Statement by Councillors and
Management made pursuant to section 413 (2)(C) of the Local Government Act
1993 (as amended).
The attached General Purpose
Financial Statements for the year ended 30 June 2012, have been drawn up in
accordance with:-
· the Local Government Act 1993 (as
amended) and the Regulations made thereunder;
· the Australian Accounting Standards
and professional pronouncements;
· the Local Government Code of
Accounting Practice and Financial Reporting;
To the best of our knowledge
and belief, this Report:-
· presents fairly the Council's
operating result and financial position for the year; and
· accords with Council’s accounting and
other records.
We are not aware of matter
that would render this Report false or misleading in any way.
2. In
respect to Council's Special Purpose Financial Reports, the following
statement be provided for signature by the Mayor, one other Councillor, the
General Manager and the Responsible Accounting Officer:-
SPECIAL
PURPOSE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 2012
Statement by Councillors and
Management made pursuant to the Local Government Code of Accounting Practice
and Financial Reporting.
The attached Special Purpose
Annual Financial Statements for the year ended 30 June 2012, have been drawn
up in accordance with:-
· NSW Government Policy Statement
"Application of National Competition Policy to
Local Government"; and
· Department of Local Government
guidelines "Pricing & Costing for Council Businesses: Guide to
Competitive Neutrality".
· The Local Government Code of
Accounting Practice and Financial Reporting
To the
best of our knowledge and belief, these Reports:-
· present fairly the Council's
operating result and financial position for each of Council’s declared
Business Activities for the year; and
· accord with Council’s Accounting and
other records.
We are not
aware of any matter that is false or misleading in any way.
3. Council's
Annual Financial Statements for the year ended 30 June 2012 be referred for
audit by Council’s Auditors.
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Ian Naylor
Acting Executive Manager
Corporate Services Division
ATTACHMENTS:
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AT‑1 View
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General Purpose Financial Statement for the Year Ended 30
June 2012
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73 Pages
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