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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.

 

 

 


Extraordinary Meeting of Council 24 September 2012

TABLE OF CONTENTS

 

DECLARATIONS OF INTEREST

 

APOLOGIES

 

OPENING OF MEETING WITH PRAYER

 

ACKNOWLEDGMENT TO COUNTRY

 

NOTICE OF WEBCASTING OF MEETING

 

Election of Mayor and Deputy Mayor

 

public forum

 

Members of the public may address the Council Meeting on any issue for 3 minutes.

 

Notices of Motion

 

1.       Council's response to the NSW Government's Green Paper 'A New Planning System for New South Wales’

 

Officer Reports for Determination

 

2.       Tender for Replacement Lift at Lane Cove Aquatic Centre

 

3.       Annual Financial Statements for 2011/2012  - Referral for Audit  

 

 

 

 

                  



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).

 

 

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.

 

 

 

 

 

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

Council's response to the NSW Government's Green Paper 'A New Planning System for New South Wales’

 

 

Subject:          Council’s Response to the NSW Government's Green Paper ‘A New Planning System for New South Wales’    

Record No:    SU4198 - 48621/12

Division:         Lane Cove Council

Author(s):      Councillor Scott Bennison; Councillor David Brooks-Horn 

 

 

 

 

RECOMMENDATION

That:-

1.   A draft of Council's response to the NSW Government's Green Paper 'A New Planning System for New South Wales’ is to be provided to the Mayor and Deputy-Mayor by Friday 28 September;

2.   Councillors are invited to provide input to the Mayor as to the content of Council's response;

3.   Such input should be provided prior to Friday 28 September to allow time for it to be properly considered;

4.   The final version of Council's response will require Mayoral approval before being submitted to the NSW Government; and

5.   A copy of the final submission will be circulated to councillors when submitted.

 

 

 

 

 

 

 

Councillor Scott Bennison

Councillor

 

 

 

Councillor David Brooks-Horn

Councillor

 

 

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

 

Kone

 

Preferred

Preferred

Equal Preferred

Preferred

*           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. 

 

 

RECOMMENDATION

 

That Council consider the recommendation from the Tender Panel for the provision of a Replacement Lift at the Lane Cove Aquatic Leisure Centre.

 

 

 

 

 

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.

 

 

 

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.

 

 

 

 

 

 

Ian Naylor

Acting Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1 View

General Purpose Financial Statement for the Year Ended 30 June 2012

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