communities committee meeting agenda

COMMUNITIES COMMITTEE MEETING

AGENDA

1 JULY 2014

Your attendance is required at a meeting of the Communities Committee to be held in the Council Chambers, 232 Bolsover Street, Rockhampton on 1 July 2014 commencing at 12.30 pm for transaction of the enclosed business.

CHIEF EXECUTIVE OFFICER 24 June 2014

Next Meeting Date: 05.08.14

Please note:

In accordance with the Local Government Regulation 2012, please be advised that all discussion held during the meeting is recorded for the purpose of verifying the minutes. This will include any discussion involving a Councillor, staff member or a member of the public.

COMMUNITIES COMMITTEE AGENDA 1 JULY 2014

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TABLE OF CONTENTS

ITEM SUBJECT PAGE NO

1 OPENING................................................................................................................... 1

2 PRESENT .................................................................................................................. 1

3 APOLOGIES AND LEAVE OF ABSENCE ............................................................... 1

4 CONFIRMATION OF MINUTES ................................................................................ 1

5 DECLARATIONS OF INTEREST IN MATTERS ON THE AGENDA ........................ 1

6 BUSINESS OUTSTANDING ..................................................................................... 2

NIL ............................................................................................................................. 2

7 PUBLIC FORUMS/DEPUTATIONS .......................................................................... 3

NIL ............................................................................................................................. 3

8 OFFICERS' REPORTS .............................................................................................. 4

8.1 MONTHLY OPERATIONAL REPORT FOR MAY 2014 - FACILITIES MANAGEMENT UNIT .................................................................................. 4

8.2 APPOINTMENT OF RADF COMMITTEE .................................................. 21

9 STRATEGIC REPORTS .......................................................................................... 23

9.1 INFORMATION BULLETIN FOR ARTS AND HERITAGE FOR MAY 2014 ........................................................................................................... 23

9.2 INFORMATION BULLETIN COMMUNITIES AND FACILITIES................. 32

10 NOTICES OF MOTION ............................................................................................ 43

NIL ........................................................................................................................... 43

11 URGENT BUSINESS/QUESTIONS ........................................................................ 44

12 CLOSURE OF MEETING ........................................................................................ 45


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Contents

1 OPENING

2 PRESENT

Members Present:

Councillor R A Swadling (Chairperson) The Mayor, Councillor M F Strelow Councillor S J Schwarten Councillor C E Smith

In Attendance:

Mr E Pardon – Chief Executive Officer Mr M Rowe – General Manager Community Services

3 APOLOGIES AND LEAVE OF ABSENCE

Councillor Cherie Rutherford - Leave of Absence from 27 June 2014 to 17 July 2014

4 CONFIRMATION OF MINUTES

Minutes of the Communities Committee held 3 June 2014

5 DECLARATIONS OF INTEREST IN MATTERS ON THE AGENDA


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6 BUSINESS OUTSTANDING

Nil


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7 PUBLIC FORUMS/DEPUTATIONS

Nil


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Officers' Reports

8 OFFICERS' REPORTS 8.1 Monthly Operational Report for May 2014 - Facilities Manag

8.1 MONTHLY OPERATIONAL REPORT FOR MAY 2014 - FACILITIES MANAGEMENT UNIT

ement Unit

File No: 1464

Attachments: 1. Monthly Operational Report

Responsible Officer: Cheryl Haughton - Manager Community Services Michael Rowe - General Manager Community Services

Author: Sharon Sommerville - Coordinator Facilities

SUMMARY

This report provides information on the operational activities of the Facilities Unit during May 2014.

Recommendation

OFFICER’S RECOMMENDATION

THAT the Facilities Unit Monthly Operational Report be received.


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Monthly Ope eport rational R

MONTHLY OPERATIONAL REPORT FOR MAY 2014 - FACILITIES

MANAGEMENT UNIT

Monthly Operational Report

Meeting Date: 1 July 2014

Attachment No: 1


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Activity Completed Tasks Progress

Breakdown and Incident Maintenance

A general overview of the various Breakdown and Incident maintenance activities for the period of May. Due to exceeding budget targets for incident and breakdown maintenance, a list of deferred maintenance tasks is provided within the report. Westwood public toilets blocked and overflowing. Contractor has found that the pump in the septic had

failed and had to be removed and repaired. Replace roof over front entry section to Schotia Place. Concealed downpipes rusted out causing water

leaking into front offices of building. Multiple blockages to toilets in public amenities Customs House blockage in drain caused by restaurant discarding kitchen waste into stormwater drain not

via grease trap. Blockage required high pressure clean of line to recommence flow of drain. Consulted with Properties and Insurance to advise lessee of trade waste disposal and health responsibilities.

Newman Oval Amenities broken into, toilets and locks received minor damage. Multiple breakdowns at Caravan Dump Point. Customs House damage to Sandstone required application of stainless steel angle to protect the damage to

sandstone caused when stock being delivered to restaurant. Fire detectors were replaced in the Northside Library by a fire systems contractor at a cost of $1,060. Roller door repairs were carried out in the Dooley Street Depot at a cost of $899. The industrial Zip hot water unit at Schotia Place was replaced by a contractor at a cost of $2,469. The hot water unit at the Gracemere Depot was replaced at a cost of $1,675. A fire systems/emergency lighting contractor was engaged to carry out repairs to the Rockhampton

Showgrounds fire detection system at a cost of $2,385. Additional fire system/emergency lighting breakdown works were carried out across Council by a contractor

at a cost of $4,905. Electrical staff breakdown costs were high this month due to urgent repairs to the switchboards and field lighting at the Rockhampton Showgrounds in preparation for the Rocky Show. A HV qualified electrical contractor was engaged to conduct urgent HV testing and repairs at the

Rockhampton Showgrounds Complex. High voltage work requires special qualifications and endorsements, therefore requiring a specialist contractor. The Rockhampton Showgrounds is supplied by high voltage mains and distributed around the ground via HV transformers on an underground ring main. The issue we had was one leg of the ring main had shorted to earth thus tripping the HV fuses at the incoming mains. This resulted in the contractor first testing the components of the HV system, then carrying out repair work so that the entire ring main system was operable in time for the Rocky Show. This breakdown has highlighted other maintenance issues including: the need to budget for annual servicing of the transformers and

Information


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switchgear, future replacement of the HV switch room due to rust damage, the possible installation of a sump pump under the HV switch room, and replacement of faulty indication equipment in the transformer housings. Budget estimates are being sought through the Panel of Providers for each of these items.

Electrical Requests for repairs from other sections and departments: Parks for various sites including: Anzac Park Mt Morgan, May Day setup at Huish Drive playground, and

Rocky River Run setup at the Huish Drive rotunda. Fleet services at various sites including: Gracemere Depot Hoist, Dooley Street Fitters bandsaw disconnect/

reconnect, and the Infrastructure Asphalt Paver. Work for Regional Services included: general traffic light inspections and rectification work on all

intersections, street lighting in East Street, Huish Drive and capital works including wireless installations, traffic light construction at Dean & High St’s and traffic light alterations at Dean & Kerrigan St’s.

Council electricians carried out additional work for Communities including: School of Arts test and tag, Bauhinia House test and tag, Rocky Show setup/ pack down, Northside Library additional outlets, Schotia Place consumption testing and RRL additional lights and power.

Electrical staff have assisted with refurbishment work at the Walter Reid Cultural Centre. Numerous repairs have been carried out by electricians and security contractors on the CCTV network.

Equipment has now arrived from Pelco for the repair of the remaining cameras including the North side link to Queens Park. These repairs should be carried out in the coming weeks.

Corrective works were carried out on the Mt Morgan Showgrounds amenities lighting.

Information

Facilities Finalise WRCC accommodation. Staff able to relocate late May. Communities and Facilities ongoing work on weighting criteria of non commercial assets. Preparing

document to discuss with Building Stakeholders in an effort to prioritise management of maintenance, renewal and future use of buildings and associated infrastructure.

Fire 8 supplied new evacuation signage for Gracemere Hall. Met with Parks, Venues and Events and Security Provider to discuss issues with security control on site

(North and South Parks Depots and Pilbeam/Art Gallery and Showgrounds) in effort to provide options for improvement and security risk management of sites.

Information


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Corrective Program for May 2014 from Pathways

Request Site Location Description Work Order No. Comments 226341 Walter Reid Centre Floorboards sanded and polished 2013-002834 A0123769.302. awaiting quote

Corrective Program for May 2014 Defects identified Assisted with staff accommodation works at Walter Reid Cultural Centre Asset ID

Asset Description Defect Notes Comments

688414 Amenities Block - Mt Morgan Cemetery - Mount Morgan

The gutter to eastern side northern end of amenities building is damaged and has been removed. The barge flashing to the northern end is also damaged and has some rust. Please replace all gutters to eastern side & barge flashing.

Waiting on materials should be completed this month

988979

Heritage village, Demountable Office

The gutters and roof of demountable building are full of tree debris from overhanging trees. Please remove all tree debris from gutters and roof of building and trim all overhanging trees away from building.

In Progress 993313 Office building Rton

Showgrounds The fluorescent lights mounted on the ceiling at the main entry are all rusted and look poor in appearance. Please replace all rusted fluorescent lights.

Almost complete, awaiting ordered materials

Pilbeam Theatre Preventative works to control damage and prevent water leaks to roof at Pilbeam Theatre

Complete

Mt Morgan Admin Line and seal of external walls of storeroom under building. Seal rear door where landing removed. Replace deck on side veranda. Remove box Air Conditioners and sealed wall penetrations. Redirect downpipes under building to flow away from building.

Complete

Riverbank Finalise works to repaint handrails at Riverbank Complete

Rockhampton Showgrounds Repaired external doors to Walter Peirce Pavilion and repairs to access gate to main show ring.

Complete


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Electricity The report will focus on electrical consumption anomalies and what action taken to investigate over consumption and actions to reduce the consumption. The last twelve months reports have provided Councillors with an insight to those sites that have high electricity consumption. No anomalies found this month. Developing reporting function to provide to asset custodians to measure electricity consumption and look at options to increase energy efficiency. A separate report for electricity has been forwarded to Coordinators and Managers for their information. Information has been forwarded to Vince Morris regarding Kershaw Gardens and Southside swimming pool for savings through changing to a contestable account with ERM.


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Statistics for Pathway Requests Work Orders for 2013/14 Requests Created Requests completed Work Orders Created Work Orders Completed 2012/13 total 2153 1509 4808 2910 July 200 183 154 257 August 190 190 630 178 September 178 156 370 159 October 152 142 429 151 November 162 130 544 133 December 150 127 338 73 January 130 139 319 134 February 145 145 320 121 March 123 126 295 98 April 111 108 251 69 May 157 139 337 141

Created Work Orders by Activity Incident Statutory Preventative Corrective Operational Breakdown Other 2012/13 total 306 999 79 499 358 2189 324 July 46 141 6 29 30 246 16 August 26 255 13 30 46 245 15 September 32 84 7 22 25 181 9 October 37 76 23 28 39 201 25 November 22 235 4 49 41 175 18 December 17 70 1 55 39 143 13 January 35 95 21 12 21 127 8 February 35 85 12 28 18 133 9 March 37 80 7 21 14 123 13 April 15 55 5 37 13 116 10 May 19 68 6 7 25 186 26


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Completed work orders by Activity Incident Statutory Preventative Corrective Operational Breakdown Other 2012/13 total 199 370 59 258 262 1631 231 July 33 41 1 13 27 132 10 August 15 6 6 10 23 112 6 September 18 51 5 2 17 57 9 October 21 4 8 8 17 83 10 November 10 32 1 20 19 49 2 December 4 3 1 12 11 34 8 January 21 18 2 1 9 78 5 February 16 26 8 2 2 63 4 March 11 27 3 7 2 44 4 April 3 16 2 2 2 40 4 May 10 26 0 2 11 87 5

Statistics for Purchase Orders for Facilities 2013/14 Purchase Orders Raised Purchased Orders Delivered 2012/13 total 939 3067 July 68 204 August 50 196 September 38 229 October 58 202 November 73 261 December 59 174 January 60 243 February 48 130 March 68 132 April 36 180 May 65 179

Operational Spend


Maintenance Program (MP450) YTD Actual + Committals indicates that Maintenance Budget has reached 92.52% overall budget expenditure for 2013/14 year. Based on the commitments and tracked costs the budget is currently running on target.

The commitment figures are based on contracts through to June 2014. These contracts include cleaning, security, fire systems/equipment, air conditioning and other statutory/preventative maintenance contracts. Corrective and incident maintenance orders are set up per activity.

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Note: The first column of each of the Activity Type graphs includes items of a general nature that are not captured as a separate activity cost. For example incidents that relate specifically to graffiti have their own activity number. If it does not fall into a category listed on the graph it will be included with the general nature column.

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Facilities Capital Works Program Update Adopted Budget

Revised Oct Budget

Cost Centre Project Title

YTD Actual Committals

Total Committals

% Complete

Comment Period

$ 82,935$ 0943086 [U] Heritage Village Hydrant System-Upgrade 2,891$ $ - 2,891$

On Hold until FRW completes Ring Main

$50,000 50,000$ 0976052 [R] Rton Showgrounds Toilet Upgrade Exhibition 33,665$ 33,665$ 100% Completed$60,000 52,000$ 0976085 [R] Rton Showgrounds Switchboard enclosure 48,362$ 48,362$ 100% Completed$60,000 40,000$ 0976093 [U] Walter Reid Install RCD Protection 14,161$ 14,161$ 100% Completed$35,000 27,743$ 1017162 [R] Rton Showgrounds Toilet Upgrade Main 32,862$ $ - 32,862$ 100% Completed

$65,880 21,960$ 1017164[N] Voltage Power Optimisation Unit (CEEP-Pilbeam & Art Gallery) $ - $ - -$

Funding not approved

$50,000 55,150$ 1017167 [R] Replace Roof on Dog Kennel Pavilion 55,578$ 55,578$ 100% Completed

$60,000 60,000$ 1017168[R] Pilbeam Theatre - Repairs to damaged downpipes 36,747$ 36,747$ 100% Completed

$50,000 50,000$ 1017169 [R] WRCC Air Conditioning Access 12,584$ 12,584$ 100% Completed$30,000 10,000$ 1017170 [R] Regional Library Air Conditioning Access 10,135$ $ - 10,135$ 100% Completed

$120,000 201,927$ 1017174 [N] Storage Shed - Cambridge St 1,899$ $ - 1,899$

To be carried out by Peter Owens, managed by Pilbeam Staff not FMU

$ 367,160$ 0971866 City Hall Façade Repairs & Refurbishment 338,138$ 8,515$ 346,653$ 100% Completed$120,000 120,000$ 0976040 [R] Gracemere Depot Plant Washdown Area 116,818$ 116,818$ 100% Completed

$47,180 47,180$ 0983908 [R] Customer Service Renewal Program $ - $ - -$

Funding to be approved before project can be carried out.

$90,000 90,000$ 0983910[R] Facilities Management Renewal Program - Dooley Street Depot Wash down Bay 26,524$ 26,524$ 100% Completed

1023202[R} Facilities Management Renewal Program - Grace Brothers Shed 60,524$ 14,559$ 75,083$ 100% Completed

$60,000 40,000-$ 0987829 [U] Local Disaster Coordination Centre $ - $ - -$ Pending funding

$111,283 37,094$ 1017163[N] Voltage Power Optimisation Unit (CEEP-City Hall) $ - $ - -$


$55,940 18,646$ 1017165[N] Voltage Power Optimisation Unit (CEEP-Dooley St) $ - $ - -$


$580,880 $651,715 Total Capital Expenditure 790,888$ 23,074$ 813,962$

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8.2 Appointment of RADF Committee

8.2 APPOINTMENT OF RADF COMMITTEE

File No: 8944

Attachments: Nil

Authorising Officer: Michael Rowe - General Manager Community Services

Author: Peter Owens - Manager Arts and Heritage

SUMMARY

Council has undertaken a process calling for applications from suitably qualified and/or experienced members of the local arts community to form a new RADF assessment committee to be appointed from 1 July 2014.

Recommendation


THAT:

1. Council appoint Mr Bob Heppell, Mrs Judi Scheuber, Mr Rod Haynes, Mrs Shirley Shannon, Ms Marilyn Williamson, Ms Karina Voss and Mrs Kate Lipke to the Rockhampton RADF Assessment Committee effective 1 July 2014 for a term of two (2) years;

2. Council confirm the process of allowing the Committee to continue to elected their chair on an annual basis from within their memberships.

COMMENTARY

Late in 2013, Council resolved to undertake the appointment of members to future RADF committees following receipt of written application from suitable members of the local arts community. Council also resolved that an interim committee be appointed by Council, under this new process, from 1 July 2014 for a term of two years so as to be able to align this process to that of the local government election cycle with the next elections due in 2016.

The RADF program is a partnership between Council and the Queensland Government that supports professional artists and arts practitioners living in the Rockhampton region. The program focuses on the development of quality art and arts practice for, and with, regional communities.

As was reported to Council in November 2013, the Rockhampton Regional Council (and the former Rockhampton City Council) has participated in the RADF Program since it was established in 1991.

The funding is made available to the broader community through an application process, with generally three funding rounds held across the financial year.

Applications are made under one of eight categories and assessed against established funding criteria and guidelines provided by the state government through Arts Queensland.

This assessment of grant applications is undertaken by a community-based committee established to reflect the diverse cultural and geographical make-up of the Council area, and with a general representation across broad arts portfolio areas.

Council then confirms its support of the RADF assessment committee’s decisions via resolution of the Communities committee and ultimately full Council, before a funding agreement is issued and a grant of funds made to the successful applicants.

In April this year a call for nominations to the RADF committee with undertaken with a closing date of 9 May 2014. This call was made using local media and advertised on Council’s website and with paid advertisements in the Rockhampton Morning Bulletin.

At this time only two applications were received, those of Mr Bob Heppell and Mrs Judi Scheuber.


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A second call for nominations was made with a new closing date of 11 June 2014.

At the time of this closing date a further four applicants had been received bringing the total number of community nominations to six and the total membership of the committee to eight.

The community nominations are as follows

Name Area of Expertise

Mr Bob Heppell Theatre Music Museums and Cultural Heritage

Mrs Judi Scheuber Theatre Writing Music Community Cultural Development

Mr Rod Haynes Music Mrs Shirely Shannon Craft Ms Marilyn Williamson Visual Arts

Design Ms Karina Voss Visual Arts

Craft Design Multimedia (Young People)

Mrs Kate Lipke Visual Arts

All community members listed above are resident in the Rockhampton Regional Council local authority area.

It is noted that the expertise areas of Dance and Festivals are not currently represented in the committee’s joint areas of expertise nor does the group include a person identifying as being ASTI, of Culturally and Linguistically diverse background or being a person with a disability. These areas of expertise and demographic grouping will be targeted in future calls for nominations to the committee.

However, the individuals listed above provide a good cross section of the local arts community and this officer is confident that they, along with the two Councilors also appointed to the committee, will comprise an effective and knowledgeable local RADF grant assessment committee for the Rockhampton region.

Committee Chair

The RADF program guidelines allow either Council to appoint the Committee chair or for the Committee to elect a chair from amongst its members at the first meeting.

The Rockhampton Regional Council RADF Committee has operated very successfully over the past term, electing the group’s chair on an annual basis, from its own members and it is proposed to continue this process for this the new Committee.


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Strategic Reports

9 STRATEGIC REPORTS 9.1 Information Bulletin for Arts and Heritag

9.1 INFORMATION BULLETIN FOR ARTS AND HERITAGE FOR MAY 2014 e for May 2014

File No: 1464

Attachments: 1. Information Bulletin for Arts and Heritage for May 2014


Author: Peter Owens - Manager Arts and Heritage

SUMMARY

The report provides information on the programs and activities of the Arts and Heritage section for May 2014.

Recommendation


THAT the Information Bulletin reporting on the programs and activities of the Arts and Heritage section for May 2014 be received.

COMMENTARY

The Arts and Heritage section has responsibility for the following areas:

1. Art Gallery

2. Heritage Services

3. Venue Operations (Pilbeam Theatre, Walter Reid Cultural Centre, Rockhampton Showgrounds)

4. Events


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Information Bulletin for Art ritage for May 2014 s and He

INFORMATION BULLETIN FOR ARTS AND HERITAGE FOR MAY 2014

Information Bulletin for Arts and Heritage for May 2014


Attachment No: 1


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9.2 Information Bulletin Communities and F

9.2 INFORMATION BULLETIN COMMUNITIES AND FACILITIES acilities

File No: 1464

Attachments: 1. Information Bulletin for Communities and Facilities Section


Author: Cheryl Haughton - Manager Community Services

SUMMARY

This report provides information on the activities of the Communities and Facilities section for the month of May 2014.

Recommendation


THAT the Information Bulletin reporting on the activities of the Communities and Facilities section for the month of May 2014 be received.

COMMENTARY

The Communities and Facilities section has responsibility for the following community service areas:

1. Administration Community Assistance Program Community Hall Hire Community Safety Community Development

2. Libraries Community Programs Collections Utilisation Technology Centre

3. Home Assist Secure

4. Child Care

The attached report contains information on the activities of these program areas for the month of May 2014.


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Information Bulletin for Com and Facilities Section munities

INFORMATION BULLETIN COMMUNITIES AND FACILITIES

Information Bulletin for Communities and Facilities Section


Attachment No: 1


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10 NOTICES OF MOTION

Nil


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11 URGENT BUSINESS/QUESTIONS

Urgent Business is a provision in the Agenda for members to raise questions or matters of a genuinely urgent or emergent nature, that are not a change to Council Policy and can not be delayed until the next scheduled Council or Committee Meeting.


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12 CLOSURE OF MEETING

communities committee meeting agenda

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