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					BUSINESS PAPER - BELLINGEN SHIRE COUNCIL – WORKS COMMITTEE MEETING 24 AUGUST 2011




      BELLINGEN SHIRE COUNCIL




                                     AGENDA
         Works Committee Meeting
        Wednesday 24 August 2011
          commencing at Bellingen
        Council Chambers at 9.00am




                                          MISSION:

        To enhance our community's lifestyle and protect our unique environment through
             effective leadership, community involvement and commitment to service


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BUSINESS PAPER - BELLINGEN SHIRE COUNCIL – WORKS COMMITTEE MEETING 24 AUGUST 2011




Bellingen Shire Council
P.O. Box 117
BELLINGEN NSW 2454



15 August 2011



                      NOTICE OF WORKS COMMITTEE MEETING

You are hereby requested to attend the Works Committee Meeting of Council to be held in
the Bellingen Council Chambers in Hyde Street Bellingen on Wednesday 24 August 2011
commencing at 9.00am.




Liz Jeremy
GENERAL MANAGER




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BUSINESS PAPER - BELLINGEN SHIRE COUNCIL – WORKS COMMITTEE MEETING 24 AUGUST 2011




                                  -A G E N D A-


1.    APOLOGIES
2.    DECLARATION OF PECUNIARY AND NON- PECUNIARY INTEREST
3.    REPORTS TO THE COMMITTEE




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BUSINESS PAPER - BELLINGEN SHIRE COUNCIL – WORKS COMMITTEE MEETING 24 AUGUST 2011



CONFLICT OF INTEREST

1.    Councillors are under an obligation to disclose any interest they may have in
      any matter before the Council and to refrain from being involved in any
      consideration or to vote on any such matter.



2.    Councillors must disclose any interest in any matter listed in the Business
      Paper fully and in writing prior to or at the opening of the meeting.



3.    The nature of interest shall be included in the disclosure.



4.    All declarations of interests shall be recorded by the General Manager.



5.    Councillors shall immediately and during the meeting disclose any interest in
      respect of any matter arising during the meeting which is not referred to in the
      Business Paper.



6.    Any Councillor having an interest shall leave the meeting room and be out of
      sight of the meeting and not participate in discussions or voting on the matter.



7.    Senior staff is required to declare interests in a similar manner to Council




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BUSINESS PAPER - BELLINGEN SHIRE COUNCIL – WORKS COMMITTEE MEETING 24 AUGUST 2011



                     BELLINGEN SHIRE COUNCIL

                     DECLARATION OF INTEREST



NAME OF PERSON MAKING DECLARATION:



NAME OF MEETING:

DATE OF MEETING:

TYPE OF INTEREST (eg. Pecuniary, Non Pecuniary)




ITEMS RELATING TO DECLARATION:

1)    Item No. ______________________ Page No. ________________________

      Section in Business Paper: ________________________________________

2)    Item No. ______________________ Page No. ________________________

      Section in Business Paper: ________________________________________

3)    Item No. ______________________ Page No. ________________________

      Section in Business Paper: ________________________________________


REASONS FOR DECLARATION:

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________

___________________________________________________________________




Signed: __________________________             Date: _____________________




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BUSINESS PAPER - BELLINGEN SHIRE COUNCIL – WORKS COMMITTEE MEETING 24 AUGUST 2011




3      REPORTS TO THE COMMITTEE


3.1   ROAD INFRASTRUCTURE WORKS PROGRAM


File/Index:   Roads - Programs
Author:       Wayne Butler, Director of Engineering and Operations


REPORT SUMMARY:
This report has been prepared to enable Council to adopt the Road Infrastructure Works
Program for the current financial year.


REPORT DETAIL:
An update on the Works Program and a revision of projects on the four year Rolling Program
of Road Improvements was last provided to the Works Committee Meeting held on 25 May
2011. It was proposed to provide an update on road infrastructure programs to the August
Works Committee after the budget for 2011/12 had been adopted.

The proposed Works Program and funding sources for the 2011/12 financial year is provided
in Annexure A. This program is based on the last adopted four year Rolling Program of
Road Improvements and subsequent changes as reported to and adopted by Council.

When the four year Rolling Program of Road Improvements is revised and updated the
projects included are based on known and anticipated funding sources. One of these
funding sources is the Roads To Recovery Program. It is proposed to make an
administrative change to the previously nominated projects to be funded under this program.
The change involves utilising part of the Roads To Recovery allocation to fund Council’s
share of costs for the reconstruction of Peakes Bridge which was previously nominated to be
funded from the Financial Assistance Grant. The Financial Assistance Grant funds will be
utilised to fund the projects previously nominated for the Roads To Recovery Program
specifically the reconstruction of Die Happy Bridge and some of the Regional Roads Repair
Program projects.

This is simply a change to funding sources for previously adopted projects and will enable
Council to better administer the Roads To Recovery Program by simplifying the
documentation required for this program and by enabling the funds to be expended and
claimed as soon as possible. It also provides more flexibility by enabling the Financial
Assistance Grant funds to be utilised in a more timely manner for projects which are in the
pre-design stage particularly the Regional Roads Repair Program which is still a draft
program yet to be finalised and which will require co-ordination with the Roads and Traffic
Authority.

It is proposed to co-ordinate future revisions and updates of the four year Rolling Program of
Road Improvements as part of the annual budget process. This will include the provision of
detailed cost estimates for projects nominated on the four year Rolling Program of Road
Improvements.

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BUSINESS PAPER - BELLINGEN SHIRE COUNCIL – WORKS COMMITTEE MEETING 24 AUGUST 2011




It is recommended that Council adopt the Road Infrastructure Works Program for the
2011/12 financial year provided in Annexure A to this report.



BUDGETARY IMPLICATIONS:
The Road Infrastructure Works Program is based on existing sources of funds for road
projects as adopted in the current budget. The proposed change in funding sources for
projects under the Roads To Recovery Program and the Financial Assistance Grant will have
no overall impact on the budget.

SUSTAINABILITY ASSESSMENT:
There are no significant social or environmental implications from a sustainability point of
view. However, from an economic perspective, this program allows for maximisation of
Council’s financial allocation in conjunction with contributions from other areas to enable
responsible, efficient and cost effective refurbishment of Council’s roads infrastructure.


CONSULTATION:
Nil

OFFICERS RECOMMENDATION:
That Council adopt the Road Infrastructure Works Program for the 2011/12 financial year
including the changes to the funding sources associated with the Roads To Recovery
Program.


ATTACHMENTS:
3.1.A Proposed Road Infrastructure Works Program for the 2011/12 Financial Year
      (DW 257763)




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BUSINESS PAPER - BELLINGEN SHIRE COUNCIL – WORKS COMMITTEE MEETING 24 AUGUST 2011




3.2       PROGRESS REPORT FOR WATER AND SEWER WORKS PROGRAMS

File/Index: Reporting (Sewerage & Drainage)/Reporting (Water Supply)
Author: Craig Salmon, Manager of Water and Sewerage



REPORT SUMMARY:
This financial year Council allocated approximately $6.5 million on capital works and $1.22
million on routine operations for sewer services. For water services Council allocated $2.1
million on capital works and $976,000 on routine operations.


REPORT DETAIL:
The following is a break up of capital works for sewer and water services.

Sewer:
    Variable speed drives will be installed on the air blowers at the Bellingen sewerage
      treatment plant. This should reduce power consumption by 20-30 %. They were
      installed at Urunga STP in the 2010/11 financial year and will be commissioned
      shortly.
    New pumps will be installed at Urunga recreational ground pump station and Yellow
      Rock pump station at a cost of $40,000.
    Reflux valves and stop valves are to be replaced at Pilot St pump station at a cost of
      $35,000.
    New decking, stairs, lids and ladders to be installed at Ford St pump station to comply
      with OH&S issues for $18,000.
    Upgrades to the sewer reticulation network looking to replace faulty pipes and
      manholes to reduce infiltration at a cost of $100,000. Work has commenced.
    Construction of a new treatment plant (Dorrigo) at an estimated cost of $6 - 6.25
      million. The design concept is complete and the detailed design process has
      commenced.

Water:

         Replication of Raleigh to Urunga trunk main. Cost $200,000. 75% of project
          complete. Last section from Pacific Highway, opposite Short Cut Rd, to Yellow Rock
          Road and a small section through swamp adjacent to Council’s Raleigh Works Depot
          to be finalised.
         New reservoir for Bellingen at a cost of $1.5 million. Tender documentation is being
          prepared with expressions of interest being sought for detailed design works.
         Stop valve replacement program to replace old and worn valves. This is an ongoing
          works program, initiated in 2007, with an annual allocation of $50,000.
         Mains replacement program to replace failing and aging infrastructure. This is an
          ongoing program with an annual allocation of $165,000.




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BUSINESS PAPER - BELLINGEN SHIRE COUNCIL – WORKS COMMITTEE MEETING 24 AUGUST 2011



      Leakage/pressure control program. This program was initiated in 2008 and will be
       finalised by June 2012. The annual allocation for this program is $570,000; comprised
       of $70,000 state government funding in addition to $500,000 allocation from Council.


BUDGETARY IMPLICATIONS:
All capital and routine operational expenses have been catered for in Council’s 2011/2012
Budget.


SUSTAINABILITY ASSESSMENT:
Not applicable.


CONSULTATION:
Not applicable.


OFFICERS RECOMMENDATION:
That the Committee note the information contained in this report.


ATTACHMENTS:
There are no attachments for this report.




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BUSINESS PAPER - BELLINGEN SHIRE COUNCIL – WORKS COMMITTEE MEETING 24 AUGUST 2011




3.3      ROADSIDE VEGETATION MAINTENANCE



File/Index:      Roads - Maintenance
Author:          David Fowler, Works Operations Engineer


REPORT SUMMARY:
The purpose of this report is to advise council regarding the status of vegetation
maintenance in Bellingen Shire Council. A decline in relative maintenance funding from both
internal and external sources, over a substantial period of time, has impacted upon Council’s
ability to control and maintain roadside vegetation growth along Council’s road infrastructure
network to an acceptable level.


REPORT DETAIL:
The Bellingen Shire Council maintenance budget for rural roads has been impacted upon by
a number of contributing factors that have, for several years, reduced the ability of Council’s
Works section to maintain the road network to an overall acceptable standard.

Following are some of the factors that have contributed to the current situation regarding
maintenance of Council’s roads:

      1. Escalated cost of road base and greater haulage cost (due to increased fuel costs
         and distance travelled to quarries to source material).
      2. Environmental legislation restricting Council’s ability to stockpile and dispose of spoil
         material in situ and to source gravel material from local gravel pits.
      3. Occupational Health and Safety legislation has changed traditional methods to
         perform routine maintenance activities. (ie: Traffic control )
      4. The ‘domino’ affect regarding increasing deterioration in the road network over the
         past 10 years, in conjunction with relative decreasing maintenance funding, has
         increased the necessity to undertake temporary measures for maintenance issues on
         roads in an attempt to spread existing funding over greater areas.
      5. Increased cost to dispose of spoil and vegetation in landfill sites.

Vegetation maintenance such as slashing roadside reserves, removal of saplings trees in
clear zones, pruning of vegetation which obstructs sight and stopping distance, should be
undertaken throughout the year as a routine maintenance activity. Bellingen Shire Council is
in area of high rainfall with prolific vegetation growth and, due to afore mentioned reduction in
maintenance funding, Council’s Works section is unable to control vegetation growth to
sufficient standards as to ensure passage to road users.

Bellingen Shire Council works supervisors have inspected roadsides and estimated the
vegetation maintenance requirements necessary for compliance within standard road safety
parameters. Proactive removal of vegetation along road sides will eventually allow council to
routinely maintain vegetation to a manageable level at reasonable expense through routine
slashing activities.



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BUSINESS PAPER - BELLINGEN SHIRE COUNCIL – WORKS COMMITTEE MEETING 24 AUGUST 2011



Estimates to remove vegetation as per Council officer’s field assessments are as follows and
involve council work crew removing trees with chainsaws, chipping material on site and
observing all OH&S requirements regarding traffic control:

          Raleigh to Thora area (220 days @ $2,900.00/day) = $638,000.00
          Dorrigo area (143 days @ $2,900.00/day) = $414,700
          Total estimate for BSC area = $1,052,700.

 For Council to undertake the necessary vegetation removal over a five year period equates
to $263,000.00 per year.


BUDGETARY IMPLICATIONS:
The Four Year Forward Financial Plan (2011/12 – 2014/15), adopted by Council on 22 June
2011, provides initial funding of $ 121,800.00, over 4 years, for the Roadside Vegetation
Maintenance Program however, Council cannot fully fund the total requirements of the
program without reducing the allocation for other maintenance areas.


SUSTAINABILITY ASSESSMENT:
The removal of vegetation will contribute to the safety and economic well being of the
community by restoring road side management of vegetation on roads to a standard that
Council can manage in the long term.

As part of the Integrated Planning & Reporting Framework, Council is required to develop
Asset Management Plans of which service standards will be considered as part of the
process. Within this context the roadside vegetation maintenance requirements will be
considered.


CONSULTATION:
Works Supervisor Trevor Davis and Overseer Neil Bardsley were consulted in regards to
cost estimates for this report.

OFFICERS RECOMMENDATION:
That Council review the Roadside Vegetation Maintenance Program when formulating the
new Four Year Delivery Program for 2012/13 – 2015/16.


ATTACHMENTS:
There are no attachments for this report.




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