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INFRASTRUCTURE AND SERVICES
STANDING COMMITTEE
FINAL MINUTES
9 November 2016
FINAL MINUTES WEDNESDAY 9 NOVEMBER 2016
MIN/09.11.2016 FOLIO 40532
Table of Contents
Folio Date Particulars
40533 09.11.2016 Infrastructure and Services Standing Committee Minutes
40573 31.10.2016 ECI - Water Services Monthly Review - October 2016
40593 31.10.2016 ECI - Waste Services Monthly Review - October 2016
40612 31.10.2016 Transport and Drainage Monthly Review - October 2016
Sep. Cover 09.11.2016 Vines Creek - North Mackay - Drainage Study (due to size of
attachments they will be saved separately)
40623 24.10.2016 Minutes - Water and Waste Advisory Board Meeting
Declaration of Potential Conflict of Interest
Nil.
FINAL MINUTES WEDNESDAY 9 NOVEMBER 2016
MIN/09.11.2016 FOLIO 40533
INFRASTRUCTURE AND SERVICES STANDING
COMMITTEE MEETING
MINUTES
1. COMMITTEE ATTENDANCE:
Crs K L May (Chairperson), K J Casey, M J Bella, L G Bonaventura, A R Paton, R D
Walker and Mayor G R Williamson were in attendance at the commencement of the
meeting.
2. NON-COMMITTEE ATTENDANCE:
Also present were Cr R C Gee, Cr F A Mann (nee Fordham), Mr C Doyle (Chief
Executive Officer), Mr J Devitt (Director Engineering and Commercial Infrastructure)
and Mrs M Iliffe (Minute Secretary).
The meeting commenced at 9.00 am.
3. ABSENT ON COUNCIL BUSINESS:
Nil
4. APOLOGIES:
Nil
5. CONFLICT OF INTEREST:
Nil
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6. CONFIRMATION OF MINUTES:
6.1 INFRASTRUCTURE AND SERVICES STANDING COMMITTEE
MEETING - 12 OCTOBER 2016
THAT the Infrastructure and Services Standing Committee Meeting
Minutes held on 12 October 2016 be adopted.
Moved Cr Casey Seconded Cr Walker
CARRIED
7. BUSINESS ARISING OUT OF MINUTES OF PREVIOUS MEETING:
Nil
8. CORRESPONDENCE AND OFFICERS’ REPORTS:
8.1 ECI - WATER SERVICES MONTHLY REVIEW - 1 OCTOBER 2016
- 31 OCTOBER 2016
Author Director Engineering & Commercial Infrastructure
Purpose
To provide the Committee with Engineering & Commercial Infrastructure - Water
Services Monthly Review for the period 1 October 2016 to 31 October 2016.
Officer's Recommendation
THAT the Engineering & Commercial Infrastructure - Water Services Monthly
Review for the period of 1 October 2016 to 31 October 2016 be received.
Cr Paton queried the Mt Oscar High Level Zone project possible over run and if there is
an estimated budget for the project.
Director Engineering and Commercial Infrastructure (DECI) advised this project has
been flagged for some months as a potential over run in budget and had been looking at
opportunities to bring it back to budget through alternative alignments but this has not
been successful. The project value is approximately $500,000 and currently
investigations are taking place in relation to the over spend.
Cr May queried if the Mt Oscar High Level Zone project went through the Transport
and Drainage Advisory Board.
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DECI confirmed the project did go through the Transport and Drainage Advisory
Board.
Cr Bella advised he had received some calls from residents in relation to the issue with
discoloured water for some Sarina residents and thanked DECI for providing additional
information to advise the residents of the reasons behind the discoloured water. The
residents appreciated this additional information but they were concerned with the
wastage of the water required to flush out the lines.
DECI advised if a resident has discoloured water and is required to flush their lines, 15
- 18 litres are used every minute for a standard tap and that to use 1,000 litres a tap
would have to run for an hour, 1,000 litres equates to $1.70 in charge. It is great that
the community is recognising saving any amount of water and this is part of the
demand management strategy and is great to see.
The Mayor thanked DECI and his staff in relation to the Eton water quality issue and
asked if DECI could revise the Committee about the newness of Council's testing of
water quality and how new it is in Local Government for this type of test to be run on
water supply.
DECI advised normally uranium is not in the suite of testing carried out on water
supply and is not a regulated mandatory requirement and is not carried out anywhere
else in Australia. As Council's lab continues to grow and new equipment is installed it
has allowed Council to undertake a detailed suite of metals in the regions water supply.
From these tests the Eton bore was found to have uranium in the water supply and this
was the only water supply to test positive to uranium.
Cr May thanked the staff who were on hand at Eton yesterday and today liaising with
the community and discussing the water supply and testing regimes that Council
undertakes.
Cr Bonaventura queried why the capital expenditure performance was listed as being a
possible budget issue.
DECI advised his team had two (2) major project risks and were working through the
two (2) major projects, one (1) in the Water and one (1) in the Sewerage programs
where the full expenditure may not be achieved and therefore they may carry over to
the next financial year.
Cr Bonaventura queried if the plan had been finalised for addressing the period of time
that customer leaks occurred as discussed at the October Committee Meeting.
DECI advised this is still being reviewed. The main focus is to have as many residents
registered for myh20 as possible and are currently looking at some opportunities to
making the registration process easier for residents.
Cr Bonaventura queried why Calen is not included in the Annual Water Consumption
vs Allocation by Source figures.
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DECI advised Calen is not a regulated in supply and does not have a water supply
allocation but happy to include Calen in the future to show Calen's consumption.
Cr Mann (nee Fordham) queried if the Call Centre could assist with registering
residents to myh20.
DECI advised the Call Centre has been contacted in relation to registering residents to
myh20.
The CEO advised under privacy laws Council is unable to assist residents registering to
myh20 unless they have the necessary information.
Cr Walker advised Council's health parameter tests for water quality are exceptional
across the whole public water supply at 99.9%. Overall the health parameter tests that
Council undertakes shows that Council is supplying high quality water to its residents.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Paton Seconded Cr Bonaventura
CARRIED
8.2 ECI - WASTE SERVICES MONTHLY REVIEW - 1 OCTOBER 2016
- 31 OCTOBER 2016
Author Director Engineering & Commercial Infrastructure
Purpose
To provide the Committee with Engineering & Commercial Infrastructure - Waste
Services Monthly Review for the period 1 October 2016 to 31 October 2016.
Officer's Recommendation
THAT the Engineering & Commercial Infrastructure - Waste Services Monthly
Review for the period of 1 October 2016 to 31 October 2016 be received.
Cr Bella advised he had been contacted by a resident in relation to the collection day
changeover of bins and the residents' bin being missed. Subsequently this bin was
collected very quickly.
Cr Mann (nee Fordham) queried if illegal dumping was having an effect on the
tonnages being delivered to Hogan's Pocket.
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Director Engineering and Commercial Infrastructure (DECI) advised he would have to
take that on notice but he was not aware that illegal dumping had increased
significantly recently.
Cr Casey congratulated the waste staff on their thoroughly thought out campaign in
relation to the collection day changeover of bins.
Cr Casey advised the reduction in tonnage being delivered to Hogan's Pocket will
extend the life of the facility.
Cr Bonaventura queried the crushed glass stockpile and if the sale of 57 tonnes per
month more or less than is being produced.
DECI advised the production of crushed glass is estimated at 2,000 per year and the
contractor has be looking at markets for the crushed glass.
Cr Bonaventura queried if Council was using a blend of the crushed glass in their sand
given that part of the original design was for this to occur.
DECI advised trials have been undertaken but Council has not moved to the position of
either incorporating it into a mixture of the sand or as full bedding for projects. Still
looking at the opportunity around what the market can do and in the end it may not be
the highest return value for Council to the crushed glass as a bedding material.
Cr May queried if DECI could prepare a report on the options for the use of the crushed
glass for review by the Committee.
Cr Bella queried if direct approaches needed to be made to blasting organisation in the
region as a blasting agent.
Cr May queried if it was Councils' or the contractors responsibility to ensure the
crushed glass stockpile is utilised.
DECI advised it was the contractors responsibility to drive this.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Bella Seconded Cr Walker
CARRIED
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8.3 ECI - TRANSPORT & DRAINAGE MONTHLY REVIEW - 1
OCTOBER 2016 - 31 OCTOBER 2016
Author Director Engineering & Commercial Infrastructure
Purpose
To provide the Committee with Engineering & Commercial Infrastructure - Transport
& Drainage Monthly Review for the period 1 October 2016 to 31 October 2016.
Officer's Recommendation
THAT the Engineering & Commercial Infrastructure - Transport & Drainage
Monthly Review for the period of 1 October 2016 to 31 October 2016 be
received.
Cr Paton queried if the unsealed road maintenance number of kilometres completed for
the month of approximately 30 km was what is expected.
Director Engineering and Commercial Infrastructure (DECI) advised this figure is
slightly down on what is expected due to machinery being utilised for some TMR work.
The average figure graded per year is 400 km but the continued focus is based on the
hierarchy and number of graders used on each road.
Cr May queried the use of the extra allocation for unsealed roads made in the current
budget.
DECI advised the extra allocation was for extra gravel material being allocated to when
the regrades are undertaken on the road on the basis of extending the life of the grade
and reduce the frequency of grading.
The Mayor advised the CEO and Directors have been driving very hard on safety over
the last six (6) months period and would like to offer his congratulations on the lost
time injury frequency report and it is tremendous to see the results reducing to such low
levels.
Cr Casey advised it was great to see the Horse and Jockey/Lansdown Road intersection
was completed with the Black Spot funding.
Cr Bonaventura advised is was good to see while undertaking the work on the Horse
and Jockey/Lansdown Road intersection work was also undertaken on Meadowland
Road and it was a very good result.
Committee Resolution
THAT the Officer's Recommendation be adopted.
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Moved Cr Casey Seconded Cr Paton
CARRIED
8.4 CONSIDERATION OF A SCHOOL BASED ORAL HYGIENE
PROGRAM
Author Director Engineering & Commercial Infrastructure
Purpose
This report provides an overview of the request from Council to investigate the viability
of Council pursuing an Oral Hygiene Program and how Council may facilitate better
outcomes.
Background/Discussion
On 12 October 2016 at the Infrastructure and Services (I&S) Committee Meeting the
following action was minuted:
“Cr Paton queried if a report could be prepared for consideration on the cost
and possibilities of providing an education and physical oral hygiene training
program to be delivered to school students.
Cr Bella thanked Cr Paton raising the query of a possible education and
physical oral hygiene training program.
The CEO advised Council would investigate Cr Paton's request and prepare a
report for consideration.”
Health issues and policy are the mandate of the State Government through Queensland
Health. There are a range of health issues which are identified and are core policy of
Queensland Health; including Oral Hygiene. There are public dental services which are
available to a selection of the community which includes the dental van which visits
and provides dental services to school children.
The dental van also takes on an education role with several initiatives identified on the
Queensland Health website.
Consultation and Communication
There has been informal discussion with Queensland Health (Oral Health Services)
locally to understand what current programs are implemented. The following is a
response from Mackay Oral Health Services which deliver oral health education to
parents and children when they attend for regular dental visits:
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All Queensland children 4 years old to year 10 are eligible for free dental
treatment
Treatment is offered either at a dental van or at Victoria Park State School
Dental Clinic and North Mackay State School Dental Clinic
All public and private schools are offered treatment on a twelve month
rotational basis
Oral Health Education - Oral health instructions and dietary advice is offered
during the first examination appointment; parents or carers have to attend with
children at all appointments
Education is part of the dental treatment and not funded separately
There are also visits to parents groups and child nurse educational days to undertake
oral health education. Classroom lessons are also conducted with Prep classes to
familiarise themselves with visiting the dental clinic. Research has shown, however,
that one on one education with the parent present is the most effective education.
Mackay Oral Health have been approached by several parents groups and child health
nurses to enquire what Queensland Health will be providing to compensate for the
water fluoridation that has been ceased. Mackay Oral Health feedback is that there is
an inability to provide any additional services to what they are already providing and it
would require additional resources. To employ an additional Oral Health Therapist
would require sourcing funding of approximate $100,000 per year.
Resource Implications
There have been ongoing operational and maintenance costs which were incurred with
fluoridation of the water. There are further costs associated with decommissioning the
four fluoride units and as a result there will be no budget available in FY 2016/2017 for
further education programs. It is expected that the anticipated decommissioning costs
will cause a budget overrun in the current financial year and likely any future savings in
FY 2017/2018 would be offset as a result of these costs.
As a result there is the potential to allocate some of these future savings to boost or
supplement the local Oral Hygiene Education Program delivered by Queensland Health
should Council choose to do so in future budgets. This, however, would have to be
prioritised with other funding requests and Council priorities as typically savings in one
area of our operations rarely is attributed directly to an aligned funding request but
allocated based on overall Council priorities.
Risk Management Implications
To develop a Council initiative for oral hygiene education would require substantial
planning and design to ensure that the content of the program was successful. Given
that this area is one of the mandated platforms and expertise of Queensland Health, it
seems logical to support objectives via funding supplements.
FINAL MINUTES WEDNESDAY 9 NOVEMBER 2016
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Conclusion
The role of oral hygiene education falls under the State Government mandate and is not
considered to be part of Local Government core business. However, if Council wishes
to contribute or boost the Oral Hygiene Program delivered locally, then there are
opportunities to consider funding or subsiding in the future.
To determine an appropriate funding amount and to understand deliverables from such
funding, further work would need to be undertaken in partnership with Queensland
Health locally.
FINAL MINUTES WEDNESDAY 9 NOVEMBER 2016
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Officer's Recommendation
THAT the report be received for information.
Cr Bonaventura advised he felt Council has been put in a position of providing oral
hygiene due to the removal of fluoride from the regions water supply and thanked Cr
Paton for requesting this report be prepared.
Cr Bonaventura queried the cost savings by decommissioning the four (4) fluoride and
believes funding the oral hygiene program should take priority given it was Council's
decision to remove fluoride from the water supply.
Director Engineering and Commercial Infrastructure (DECI) advised Council as an
organisation when it looks at a saving achieved in a program will take as an
organisational approach that the saving goes back into the overall Council budget
deliberations and Council then determines the best use of the saving. It does not
automatically say it sits in one area, it goes back up and it goes to the best use of the
organisation at the time.
Cr Bella thanked Cr Paton for requesting the preparation of the report and advised that
any dental treatment provided to children (4 to 10 year olds) is completely dependent
now on parental attendance i.e. if the parents do not attend the treatment then there is
no treatment given. The project was upgraded a couple of years ago and while it
looked like an improvement it was actually a step backwards as there was no added
funding allocated towards the upgraded project. It is disappointing that Council does
not have any funding to pursue the recommendations in this report but fully understand
budgetary restrictions.
The CEO confirmed officers were not asked to decide if Sarina water should have
fluoride and in relation to budget the process for Council is if it is not in the budget it
cannot be approved without going through the delegations process.
Cr Paton thanked the Officers for preparing this report.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Paton Seconded Cr Bonaventura
Cr Bonaventura spoke to the motion and advised he feels this report contains the basic
guidelines for what Council needs to do to support improving dental hygiene in our
region.
Cr Bonaventura congratulated Cr Paton on requesting this report be prepared.
CARRIED
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8.5 SARINA WATER SUPPLY - FLUORIDE
Author Director Engineering & Commercial Infrastructure
Purpose
This report provides an overview of the issues which would need to be considered as
part of a decision for fluoridation of the Sarina Water Supply Scheme.
Background/Discussion
On 28 September 2016, Council voted to cease the fluoridation of the water supply
schemes across the Mackay Region. Notice was then given to Queensland Health and a
public notice published in the Daily Mercury newspaper identifying the decision and
the date for the cessation of fluoridation. The cessation date is Monday, 7 November,
2016. This report will form part of the Infrastructure & Services (I&S) Committee
Meeting Agenda for Wednesday, 9 November 2016.
Subsequent to the Council decision on 28 September 2016, an Action was minuted at
the Infrastructure & Services Committee Meeting on 12 October 2016 to present a
report on maintaining the fluoridation of the Sarina Water Supply Scheme.
“Cr Bella advised the recent Council survey results on fluoride indicated
that the residents of Sarina where in majority were connected to the
water supply were in favour of fluoridation and requested via the Chair
if Council could investigate continued fluoridation of the Sarina water
supply and a report prepared for consideration.
The CEO sought clarification from Cr Bella that the request is to
investigate that one part of Council's water network continues with
fluoridation. Cr Bella confirmed that was his request.
The CEO advised Council would investigate Cr Bella's request and
prepare a report for consideration."
The Community Survey on fluoride undertaken was one of the tools used to gauge
community feedback from across the region in assisting Councillors in making their
individual decisions on whether to retain fluoride dosing in the water supply system. It
was not the intent of the survey to gauge individual scheme feedback on whether
fluoride dosing should continue or cease.
The township of Sarina and the Sarina Beaches' communities are currently supplied
from multiple sources, including Plane Creek, numerous groundwater bores and the
Pioneer River (via Nebo Road Water Treatment Plant). This report outlines the
technical and practical issues involved and to be considered when making any decision
regarding the continued fluoridation of the Sarina Water Supply.
FINAL MINUTES WEDNESDAY 9 NOVEMBER 2016
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Sarina Water Supply Scheme
The communities of Sarina and the Sarina beaches are provided potable water supply
from a number of sources and is considered to be one of the more complex networks.
The schematic below identifies the water supply sources which include raw water from
Plane Creek and the Pioneer River and ground water from a number of bore sites and
the infrastructure for the supply to Sarina and the Sarina beaches.
Figure 1 – Sarina Water Supply Scheme Schematic
The red circle identifies the feed from the Nebo Road WTP to the north.
In 2009/2010, a new water main was built from Mackay to connect into the northern
end of the existing Sarina working network. The main driver for this was water
security for the Sarina district. The main was recommissioned in January 2015 to allow
for water to be supplied from the Nebo Road WTP to the Sarina region. From this
recommissioning date, water has been sent consistently from the Nebo Road WTP and
supplemented, where needed, from the Sarina WTP and the local bores.
FINAL MINUTES WEDNESDAY 9 NOVEMBER 2016
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Table 1 – Identifies the Water Sources for Supply
Source Entitlement
per Licence
ML/yr
FY
2016/2017
Allocation
ML/yr
Quality Issues
(Assetic Values)
Sarina WTP
(Surface Water)
236 236 Good Quality
Sarina Bores
(Ground Water)
300 300 Quality Issues - hardness, salt
as below but of lesser severity
than Marwood water quality
Marwood Bores
(Ground Water)
700 490 Quality Issues –
hardness, salt
Armstrong
Beach Bores
(Ground Water)
230 230 Quality Issues – hardness, salt
Nebo Road WTP
(Via Pipeline)
Good Quality
TOTAL 1,466 ML 1,256 ML
Existing Fluoride Dosing Equipment
The following table identifies the fluoride dosing equipment installed to service the
Sarina and Sarina Beaches communities:
Location Chemical System Sarina WTP Sodium Fluoride
(NaF) Saturator – ProMinent Dulcometer
System Marwood Bores Sodium Fluoride
(NaF) Saturator – ProMinent Dulcometer
System
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The photo below is of the fluoride dosing system at Marwood Bores.
The fluoride dosing systems are currently being managed to be turned off on Monday, 7
November 2016. When this report is considered in the Committee Meeting the fluoride
dosing systems will have been manually turned off with pre-shutdown actions already
occurring and site specific decommissioning actions occurring on the day fluoride
dosing ceases.
The above will be completed in line with Legislative requirements and advice provided
to Qld Health.
Decision Implications
If the decision is made to return to the fluoridation of the water supply for the Sarina
Township and beaches communities, the following issues will need to be considered:
1. Legislative Requirements - If there is a Council Resolution to turn the fluoride
back on in Sarina and the Beaches, then the Legislative process will need to
occur again which means public notification and waiting a minimum of 30 days
before turning the fluoride dosing systems back on at Sarina WTP and
Marwood Bores.
2. For the security and quality of the potable water supply of the Sarina Township
and Sarina Beaches communities, it is not recommended to isolate this network
from the connection to Nebo Road WTP.
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3. Technical/Engineering Work - There will need to be further detailed
engineering work undertaken to determine the changes that need to be made to
the location of fluoride dosing systems to ensure the best whole of life options
are implemented. A level of design will be required, specifically in relation to
the dosing point, checking whether existing equipment is suitable for use or
whether new equipment is needed. Additionally, a Hazard Operability Risk
Assessment is required prior to installation as per the Code of Practice.
There is potential for the fluoride dosing facility from Marwood Bores to be
moved to Alligator Creek where flow based fluoride dosing can occur. This
would mean that the unfluoridated water from Nebo Road WTP could be
fluoridated at Alligator Creek before it is distributed to the Sarina network. The
Sarina WTP fluoride dosing facility will continue dosing fluoride into the
treated water for distribution to Sarina leaving only the bores without fluoride.
The detailed engineering work required and noted in Point 3 above, is critical for
determining the best whole of life costs for the solution.
Consultation and Communication
There has been no formal engagement of external stakeholders in the writing of this
report.
Resource Implications
There will be capital costs involved with moving any of the fluoride dosing systems
and, at this time, there are no detailed costings available to inform the budget. There
would need to be an engineering review completed on the changes to underpin the
costs. However, it is anticipated that a high level concept cost would be in the order of
$75k for the relocation works based on being able to use the current dosing facility
which is still in good working condition.
Risk Management Implications
Fluoride Risk Management issues can be categorised into two (2) key areas:-
1 - Managing Dosing Risks
2 - Managing Workplace Health and Safety Risks
1 - Managing Dosing Risks
A number of measures are put in place in fluoride dosing facilities to mitigate the risk
of overdosing fluoride. These include:
Fluoride facilities are designed and operated in accordance with the Fluoride
Code of Practice;
All key components of the fluoride dosing system must be interlocked to ensure
system shutdown on the failure of any equipment
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All key components of the fluoride dosing system are alarmed to alert operators
of a failure even if the plant is unattended
The fluoride dosing facility is designed to allow immediate measure of the
fluoride dose rate, water flow and chemical usage
Fluoride dosing facilities are operated by trained operators in accordance with
site specific procedures.
Council has not recorded any incidents of overdosing sine the commissioning of its
facilities in 2010.
2 - Managing Workplace Health and Safety Risks for Workers at the Treatment Plants
The Risk Assessments are site-specific and encompass the design of the entire plant
including facilities, hardware, systems, equipment, products, tooling, materials, energy
controls, layout and configuration. There have been issues at the Nebo Road WTP site
facility that have resulted in the operation of the fluoride system being shut down so
rectification work can occur to mitigate this risk from occurring in the future. All these
matters have now been satisfactorily addressed.
Conclusion
The preferred technical solution to fluoridate the water supply for Sarina Township and
beaches would be to maintain the water supply via Nebo Road WTP with the relocation
of the fluoride dosing system from Marwood Bores to Alligator Creek Water Pump
Station.
Officer's Recommendation
THAT the report be received.
Cr Bonaventura advised he feels this is an excellent report and shows the flexibility in
Mackay Regional Council's water network and with a little bit of work fluoride could
be reinstated into the Sarina water supply. The other important thing here is behind the
scenes and you will recall Cr Bella raised the question because the phone poll result
showed a very different result for Sarina residents. Cr Bonaventura believes the answer
lies in the amount of information the Sarina residents received or more importantly did
not receive. So if this is the case then Mackay suffered the opposite with an overload
of anti-fluoride material received.
The Mayor raised a Point of Order, that this is not a debate about fluoride this is a
question and answer series about this report to the Committee.
The Chair asked Cr Bonaventura to make his point.
Cr Bonaventura believes there was no equal time argument given to the media to
combat perceived negatives. The reason why he raised these issues is he believes the
phone poll was relied on by several Councillors for example, was flawed and had been
in contact with a company who conducted a similar poll in Western Australia using the
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same base questions as Mackay Regional Council and it stated in the report that the
phone poll was cut short because they felt the phone poll was compromised.
The Mayor raised a Point of Order, again that this is not a debate about fluoride and has
nothing to do with this particular agenda item.
The Chair asked Cr Bonaventura to finishing making his point.
Cr Bonaventura continued and advised it is possible to put fluoride back into Sarina's
water supply but is more convinced that the wrong decision was reached on 28
September 2016 so rather than take Sarina separately he will continue to work towards
reinstatement of fluoride in the entire Mackay Regional Council water network.
Cr Bella advised he requested this report for reason outlined by Cr Bonaventura and
now that the addition of fluoride has been ceased wonders whether the subsidy which
was muted by the State Government at the Community Cabinet or whether approaches
can be made to the State Government if Council did decide to go ahead in the future
could be accessed for covering some of this reinstatement cost.
Cr Bella advised he will be travelling to Brisbane shortly to attend meetings with the
opposition and an open door invitation with the Deputy Premier with regards to this
issue and will push this from a lobbying point of view but was wondering if some
consideration could be given to investigating the possibilities of Council coming in
under the subsidy if at a future date decide to re-implement fluoride into the water
network.
DECI advised he would have to take the funding request on notice as he was unsure if
the funding criteria had been released from the State Government and would come back
to the Committee at a later date following further investigation.
Cr May advised if Councillors are planning to visit the State Government that this is
done on an individual basis and not as a representation of the Mackay Regional
Council, as that would be going against the Motion of the Council. Any lobbying that
Councillors choice to do it needs to be on an individual basis and not as a representative
of Mackay Regional Council.
Cr Bonaventura advised Cr May he felt that was a debate to have at a later date.
Cr May advised she did not feel there was a debate to be had as the policy of the
Council is that it was decided to remove the fluoride from the water system and any
lobbying against that motion would be against the Council policy.
Cr Bella advised he was aware he would be lobbying not as a representative of Council
but did find it strange he could not lobby as a Councillor as the original instructions
from Cr May, Cr Camm and the Mayor in the days after the 28 September 2016
meeting was that is where lobbying should be directed.
Cr May advised that is correct but as an individual.
Cr Bella advised that this point was not made at that time.
FINAL MINUTES WEDNESDAY 9 NOVEMBER 2016
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Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Bella Seconded Cr Bonaventura
CARRIED
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8.6 VINES CREEK - NORTH MACKAY - DRAINAGE STUDY
Author Director Engineering & Commercial Infrastructure
Purpose
The purpose of this report is to inform Council of the work completed on the Vines
Creek Drainage Study.
As part of the 2015/2016 Operational Budget, funding was allocated to undertake a
Flood Study of the North Mackay Local Catchment area of the Vines Creek Catchment.
The Study involved developing baseline flood characteristics associated with local
rainfall events, assessing impacts of potential outflows from the Pioneer River,
confirming the efficiency of the existing drainage infrastructure and testing potential
structural and non-structural mitigation measures to address Pioneer River, Storm
surge and local catchment inundation events over a range of annual exceedance
probability (AEP) events to determine areas of the existing stormwater drainage
network that may require augmentation or mitigation.
Background/Discussion
Flooding in the Vines Creek Catchment and adjoining areas can occur as a result
of two different flood mechanisms (or a combination of both) as described
below:
Flooding due to rainfall over the Pioneer River Catchment triggering
over-levee flows into the North Mackay area which is outside the scope
of the Study. This only occurs in less frequent, large magnitude Pioneer
River flood events.
Flooding due to local rainfall over the Vines Creek Catchment
AECOM Australia Pty Ltd was commissioned by Council to undertake a drainage Study
for the Vines Creek Catchment in North Mackay. The Study assesses and quantifies the
potential flood risk posed by local rainfall events over a range of annual exceedance
probability (AEP) events and determines areas of the existing stormwater drainage
network that may require augmentation or mitigation.
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Hydrology
The hydrologic approach taken to define runoff within the Study area was the
application of rainfall directly onto the two dimensional hydraulic model (rain-on-
grid).
Standard techniques from Australian Rainfall & Runoff were used to determine
rainfall intensities from the 30 minute duration storm up to the 12 hour duration storm
for the 1% AEP events. Rainfall intensities were then determined for the critical
duration for the 39%, 18%, 0.5% and 0.2% AEP events.
Hydraulic Model Development
An integrated one-dimensional (1D)/two-dimensional (2D) numerical hydraulic model
was developed to simulate flood behaviour within the Study area through solving of
the depth averaged two-dimensional momentum and continuity equations for free-
surface flow.
Underground pipes were incorporated into the model as the 1D element which is
dynamically linked to the 2D domain via pit structures.
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The base model topography for the 2D model was derived from LiDAR data (flown
in 2009) which was supplied by Council. The data was supplied as a 1 m resolution
Digital Elevation Model (DEM). A number of updates to the base DEM were
completed to better represent current ground conditions. The final DEM was used
within all calibration, Base Case Design Event and Developed Case Design Event
simulations.
Critical Duration
The critical storm duration for the Study area was assessed by simulating the 30, 60,
120, 180 and 360 minute durations for the 1% AEP event.
The 30 minute and 120 minute storm durations were found to be critical across the
majority of the Study area. A comparison between the 30 minute and 120 minute
duration Peak Water Surface Elevation (PWSE) showed the 120 minute duration storm
event to result in higher water elevations throughout the majority of the Study area.
For this reason, the 120 minute storm was selected as the critical duration for the
Vines Creek Catchment Drainage Study.
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Base Case Modelling
The critical duration was applied to the 39%, 18%, 1%, 0.5% and 0.2% AEP events.
The Base Case modelling shows:
Flood waters are generally contained within the road reserve for the 39%
AEP and 18% AEP Events
In the 1% AEP event, runoff is no longer contained within road reserves,
with overland flow paths through the urbanised areas evident. This is
particularly obvious in the allotments between Vine Street and Knobel
Street where a flow path can be identified with depths between 300mm and
500mm. Also, overland flow can be seen on the open area leading to
Bundesen Street.
Throughout all modelled AEP events, the closure of stormwater drainage
outlets (representing a concurrent Pioneer River flood event) heavily
impacts the areas East of Goldston Street between Vines Street and Creek
Street. In the 1% AEP event, the majority of this area has peak water depths
of between 500mm and 700mm.
Flood extents, depths and velocities continue to increase with greater
magnitude events.
Two separate Base Case scenarios were established, as summarised below:
Base Case E0 Scenario – Levee Culvert Gates Open
The scenario represents local catchment flooding within the Study area assuming free
flow conditions through culverts penetrating the levee system
Base Case E1 Scenario – Levee Culvert Gates Closed
The scenario represents local catchment flooding within the Study area occurring
concurrently with elevated tidal plane or raised Pioneer River flood levels which has
closed backflow prevention devices.
Summary of Base Case Peak Flood Heights (E0)
Location
Point
Elevation
(mAHD) *
PWSE (mAHD)
39% AEP 18% AEP 1% AEP 0.5% AEP 0.2% AEP
Creek / Goldston 5.46 5.60 5.62 5.69 5.71 5.73
Knobel / Goldston 5.44 5.48 5.49 5.54 5.55 5.57
Vine / Goldston 5.22 5.34 5.37 5.45 5.47 5.54
Martin / Goldston 5.86 5.86 5.86 5.91 5.92 5.93
Carr 1 4.96 5.08 5.13 5.30 5.35 5.40
Carr 2 5.96 5.99 6.00 6.02 6.03 6.04
Martin / Carr 5.53 5.60 5.62 5.68 5.69 5.71
Carr / Creek 5.27 5.41 5.46 5.58 5.61 5.65
Knobel 5.06 5.23 5.26 5.38 5.45 5.54
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Location
Point
Elevation
(mAHD) *
PWSE (mAHD)
39% AEP 18% AEP 1% AEP 0.5% AEP 0.2% AEP
Knobel / Basset 5.76 5.77 5.78 5.83 5.84 5.85
Basset / Martin 6.65 6.66 6.66 6.68 6.69 6.70
Basset / Vine 5.44 5.45 5.47 5.56 5.58 5.60
Slade Point Road 5.26 5.61 5.63 5.69 5.70 5.72
Grendon / Cornwall 6.80 6.81 6.81 6.81 6.82 6.82
Cornwall / Keller 6.16 6.21 6.22 6.23 6.24 6.25
Vine St 4.60 5.20 5.21 5.36 5.44 5.53
Cornwall 6.20 6.28 6.30 6.34 6.36 6.37
Keller 6.09 6.18 6.19 6.24 6.26 6.28
Keller (North) 5.79 5.93 5.96 6.03 6.05 6.07
Palmer / Grendon 6.34 6.36 6.37 6.38 6.39 6.40
Palmer / Thornber 5.83 5.96 5.96 5.96 5.96 5.96
Palmer / Keller 5.68 5.80 5.81 5.86 5.87 5.88
Palmer / Howland 5.55 5.60 5.64 5.73 5.76 5.78
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Summary of Base Case Peak Flood Heights (E1)
Plot Output Location 2yr 5yr 100yr 200yr 500yr
CreekGoldston 5.62 5.66 5.80 5.83 5.86
KnobelGoldston 5.61 5.66 5.80 5.83 5.86
Vine/Goldston 5.61 5.66 5.80 5.83 5.86
Martin/Goldston 5.88 5.89 5.92 5.93 5.95
Carr1 5.90 5.92 5.97 5.99 6.01
Carr2 5.99 6.00 6.02 6.03 6.04
Martin/Carr 5.69 5.70 5.80 5.83 5.86
CarrCreek 5.61 5.66 5.80 5.83 5.86
Knobel 5.61 5.66 5.80 5.83 5.86
Knobel Basset 5.77 5.78 5.83 5.84 5.86
BassetMartin 6.66 6.66 6.68 6.69 6.70
BassetVine 5.61 5.66 5.80 5.83 5.86
SPR1 5.61 5.63 5.69 5.71 5.72
GrendonCornall 6.81 6.81 6.81 6.82 6.82
CornwallKeller 6.21 6.22 6.24 6.24 6.26
EndVIne 5.61 5.66 5.80 5.83 5.86
Cornwall 6.28 6.30 6.35 6.36 6.38
Keller 6.18 6.19 6.24 6.26 6.28
KellerN 5.93 5.96 6.03 6.05 6.08
palmerGrendon 6.36 6.37 6.39 6.39 6.40
PalmerTHornber 5.96 5.96 5.96 5.96 5.96
PalmerKeller 5.80 5.81 5.86 5.87 5.88
PalmerHowland 5.60 5.64 5.74 5.76 5.79
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Non-Structural Mitigation Options
A number of non-structural flood mitigation measures were outlined for review. These
were broadly broken into the following areas:
Community Awareness
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Land Use Planning and Development Control
Emergency Management Planning
The recommendations from the non-structural mitigation investigation are
summarised in attachments to the report.
Structural Mitigation Options
The potential for some mitigation options to be implemented is restricted by the land
available and the ability to undertake construction through or around the existing
levee system. The mitigation options which could be beneficial in this catchment
include:
Detention Basins
Additional Drainage Penetrations through the Levee System
Pump Systems
However due to lack of available space in the area, the use of detention basins as
mitigation measures is not possible without private property acquisitions. This is not
deemed feasible at this stage but could be considered by Council in the future if
warranted. Therefore, the mitigation options which have been investigated in this
Study include pump systems and additional drainage structures.
The assessed structural mitigation options are summarised below:
D1 – Levee Gate Closed Scenario with a 5 m3/s Stormwater Pump
D2 – Levee Gate Closed Scenario with a 2 m3/s Stormwater Pump
D3 – Levee Gate Closed Scenario with an 8 m3/s Stormwater Pump
D4a – Levee Gate Open Scenario - additional 1 x 750RCP through the
levee at end of Knobel Street
D4b – Levee Gate Open Scenario - additional 3 x 750RCP through the
levee at end of Knobel Street
D4c – Levee Gate Open Scenario - additional 3 x 750RCP through the
levee at end of Knobel Street and in combination with an additional 1 x
1050 RCP through the levee at the end of Vine Street
D4d – Levee Gate Open Scenario - additional 1 x 750RCP
through the levee at end of Knobel Street, duplicated stormwater
system along Knobel Street from Goldston Street to Levee,
additional inlet on Goldston Street
Sketches indicating these proposals are appended to this report.
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Developed Case – Difference in Peak Water Surface Elevation (PWSE)
The Developed Case scenarios which have been modelled as part of this Study
provide a range of benefits in reducing flood levels and extents. The appended Table
provides a summary of the difference in PWSE at key locations throughout the Study
area.
Developed Case – Difference in Property Impacts
Preliminary property impacts (above floor flooding) were assessed for the Base Case and
Developed Cases. The comparison between the Base Case and Developed Case
property impacts is provided in the Table below. Note that a negative difference shows
a reduction in the number of properties with above floor flooding.
Estimated Residential Dwellings Experiencing Above Floor Flooding in the 1%
AEP Event
Scenario / Description
Estimated No. of
Houses with
Above Floor
Flooding
Increase /
Decrease in
Affected
Dwellings
E0 – Base Case Levee Gates Open (1%
AEP) 4 -
E1 – Base Case Levee Gates Closed (1%
AEP) 36 -
D2a – Developed Case, 2 m3/s Pump (1%
AEP) (Levee Gates Open) 4 -2
D2 – Developed Case, 2 m3/s Pump (1%
AEP) (Levee Gates Closed) 23 -11
D1a – Developed Case, 5 m3/s Pump (1%
AEP) (Levee Gates Open) 4 -2
D1 – Developed Case, 5 m3/s Pump (1%
AEP) (Levee Gates) Closed) 11 -25
D3a – Developed Case, 8 m3/s Pump (1%
AEP) (Levee Gates Open) 4 -2
D3 – Developed Case, 8 m3/s Pump (1%
AEP) (Levee Gates Closed) 10 -26
D4a – Additional 1 x 750 RCP (Levee
Gates Open) 4 -2
D4b – Additional 3 x 750 RCP (Levee
Gates Open) 4 -2
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D4c – Additional 3 x 750 RCP and 1 x
1050 RCP (Levee Gates Open) 4 -2
D4d – Additional 750 RCP and Duplicate
Stormwater Line through Knobel
Street(Levee Gates Open)
4 -2
Tangible Flood Damages Assessment
The Tangible Flood Damages Assessment provides estimates of the potential
reduction in flood damages in North Mackay, during a local catchment flood event, as
a result of each proposed Developed Case. The damage calculations were performed
using the WRM and O2 Environmental Residential Stage-Damage Curves
(incorporating ANNUFLOOD Commercial Stage-Damage Curves) to identify the
possible range of flood damages.
It is recommended that the flood damage values estimated using the WRM and O2
Environmental Stage-Damage Curves be considered as upper bounds of flood
damages. The reduction in flood damages during a 1% AEP event is summarised as
follows for the Developed Case scenarios assessed. Reduction in Flood Damages Summary Design Estimated Reduction in Flood Damages
2m3/s Pump (Levee Gates Open) (E0 vs D2a) > $1,000
2m3/s Pump (Levee Gates Closed) (E1 vs D2) $961,376 to $1,347,454
5m3/s Pump (Levee Gates Open) (E0 vs D1a) > $1,000
5m3/s Pump (Levee Gates Closed) (E1 vs D1) $1,742,485 to $2,358,842
8m3/s Pump (Levee Gates Open) (E0 vs D3a) > $1,000
8m3/s Pump (Levee Gates Closed) (E1 vs D3) $1,811,748 to $2,428,564
1/750 RCP (Levee Gates Open) (E0 vs D4a) > $1,000
3/750 RCP (Levee Gates Open) (E0 vs D4b) > $1,000
3/750 RCP and 1/1050 RCP (Levee Gates Open) (E0 vs D4c) > $1,000
1/750 RCP and Duplicate Knobel Street Line (Levee Gates Open) E0 vs D4d)
> $1,000
In summary, additional levee drainage structures are predicted to provide a reduction
in local catchment flooding, however, they are not expected to further reduce the
number of properties experiencing above floor flooding. In scenarios with local
catchment events with levee gates open, pump station options are unlikely to provide
a reduction in properties that experience above floor flooding similar to above.
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However, in instances of concurrent events with levee gates closed, pump station
options are deemed the only viable option to reduce the number of properties
experiencing above floor flooding
Indicative Construction Cost Estimate
Indicative structural mitigation construction costs (base year 2016) for structural mitigation
options are summarised in the Table following. Costs included making provision for a
3% annual maintenance fee for the 15 year life of the pumps.
Indicative Structural Mitigation Construction Costs
Mitigation
Option
Description Indicative
Cost
($ 2016) D1 5 m
3/s Stormwater Pump Station $1,170,000
D2 2 m3/s Stormwater Pump Station $925,000
D3 8 m3/s Stormwater Pump Station $1,260,000
D4a D4a – Additional 1 x 750 RCP $120,000
D4b D4b – Additional 3 x 750 RCP $260,000
D4c D4c – Additional 3 x 750 RCP and 1 x 1050 RCP $340,000
D4d D4d – Additional 750 RCP and Duplicate Stormwater
line through Knobel Street $460,000
In addition, based on some assumptions of pump operating times, head characteristics,
labour and power costs, an assessment of the annual pump operating costs has been
made in terms of the following:
Cleaning, Inspection and Testing - $11,500 pa
Maintenance Consumables - $8,000 pa
Power - $500 pa
Estimated Annual Total Operational Costs - $20,000 pa
Consultation and Communication
Director Engineering & Commercial Infrastructure
Design Co-Ordinator
Manager Strategic Planning
Principal Engineer Strategic Planning
Resource Implications
Implementation of the structural mitigation improvements identified and recommended
(D4a and D1), would result in the need for an estimated $1.29M future capital plus
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annual operational costs in the order of $20,000 pa. At this point, no such expenditure
has been allocated as part of the 20 Year Capital Works Program for the Roads and
Drainage functional areas.
Potential structural mitigation options should be included in the Flood and Stormwater
Implementation Plan under the Stormwater Strategy.
Risk Management Implications
The flood hazards during the various scenario 1% AEP events are shown on the
appended mapping.
As a general comparison between the Hazard Maps for the Base Case scenario (Gates
Open) and the Developed Case models (D1-D3) the following points were identified:
1. The implementation of a stormwater pump significantly lessens the hazard
level in the area bounded by Goldston Street, Vines Street and Knobel Street.
The pump sizes have the following effects:
5m3/s Pump (D1 Scenario) – Reduces the majority of the area to a
low hazard area (shown previously in E1 Scenario as Medium)
2m3/s Pump (D2 Scenario) – Reduces the extent of the
‘medium’ hazard level footprint
8m3/s Pump (D3 Scenario) – Reduces the majority of the area to
a low hazard area and creates a lower hazard level than the E1
scenario
2. Areas of the Study area which are not benefited by the pump have hazard
levels consistent with the E1 scenario.
3. The Flood Hazard Maps for the D4a to D4d scenarios can be seen in the main
report Volume 2 for information. When comparing these Flood Hazard Maps to
that of the 1% AEP E0 scenario, it can be seen that there is a slight reduction in
the extent of the higher level flood hazard levels, however, the differences are
minimal.
4. The other major implication may be that should the structural mitigation
measures not be adopted, some reputational risk to Council may exist, given
that even though the mitigation measures have limited real effect, Council may
not be being seen to address the existing inundation issues during extreme and
lower order events.
Conclusion
There are a number of key findings of this Study including:
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The Study area has a short critical duration in both the Base Case
and the Developed Case scenarios ranging from 1 hour to 3 hours
across the majority of the Study area.
There is potential for over floor flooding within the Study area;
however, the number of inundated properties will need to be
confirmed using surveyed floor levels.
Flooding within some parts of the Study area can be attributed to
a lack of levee culvert capacity, minimal stormwater detention
areas and implications due to concurrent tidal/ Pioneer River tail
water conditions.
In the absence of formal interior levee drainage management
infrastructure, there is predicted to be a significant increase in the
number of properties experiencing above floor flooding if
concurrent local catchment/Pioneer River flood events occur.
Impacts are further exacerbated if longer duration local catchment
flood events occur in combination with elevated Pioneer River
levels.
Additional levee drainage structures at Knobel Street (i.e.
Scenario D4a) are predicted to reduce the number of inundated
properties in a local catchment event. Further additional levee
drainage structures (i.e. Scenarios D4b, D4c and D4d) may
provide additional flood reduction benefits but are not predicted to
further reduce the number of properties experiencing above floor
flooding, in comparison to Scenario D4a.
Pump station options are likely to provide a similar reduction in
properties that experience above floor flooding as the options for
additional levee drainage structures (for local catchment events
with levee gates open).
A pump station is deemed to be the only viable option to reduce
the number of properties experiencing above floor flooding in
concurrent flood events where levee gates and culverts are
closed.
It is likely that a significant pump station (i.e. >8m3/s peak
discharge) would be required to reduce property impacts in a
concurrent flood event (levee gates closed) to that which is
experienced in a local catchment event (levee gates open).
A range of non-structural mitigation options should be
considered by MRC and implemented in conjunction with any
future structural mitigation options.
From the outcomes of this Study, it is recommended that:
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Study findings are used to inform Council’s current Community
Awareness Campaign
The TUFLOW Model is validated for future flood events
Further more detailed assessment be undertaken to assess the
implications of concurrent flood events and the potential impacts
to flood risk within the Study area
Non-structural measures should be considered for incorporation
into the Mackay Planning Scheme
It is recommended that Option D4a and Option D3 are taken
forward for further assessment and optimisation
Further works are recommended, including:
Flood Damages Assessment to assess the reduction in Tangible
Flood Damage provided by the structural flood mitigation works. It
is recommended that this be undertaken using surveyed floor
heights
Should the structural mitigation options be shown to provide a
positive economic benefit, further business case development
and evaluation should be undertaken prior to proceeding to project
staging and budgeting. This information would also support
future funding applications
Potential structural mitigation options should be included in the
Flood and Stormwater Implementation Plan under the Stormwater
Strategy and prioritised using the Multi Criteria Assessment
Framework to determine priority for funding and delivery under
the Capital Works Program
Officer's Recommendation
THAT the Committee endorses the Vines Creek – North Mackay Drainage Study
noting recommendations that further analysis be undertaken subject to which it be
used as the basis for informing planning controls for urban development within
the catchment.
FURTHER THAT the Committee note and confirm acceptance of the suggested
structural and non-structural mitigation options noting that delivery of these
options will be subject to prioritisation under the Flood and Stormwater
Implementation Plan.
Committee Resolution
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THAT the Officer's Recommendation be adopted.
Moved Cr Casey Seconded Cr Paton
CARRIED
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8.7 ATTENDANCE OF COUNCILLOR AT LAWMAC MEETING - 24 &
25 NOVEMBER 2016
Author Director Engineering & Commercial Infrastructure
Purpose
To seek confirmation for Cr Bonaventura to attend the next LAWMAC meeting in
Mareeba on
24th
and 25th November 2016.
Background/Discussion
Cr Paton is the nominated LAWMAC Councillor representative for Mackay Regional
Council. The opportunity for additional Councillors to attend meetings such as this
provides for greater exposure to the key issues and practices occurring in the waste
industry.
Cr Laurence Bonaventura is a member of the Infrastructure & Services Standing
Committee. The Waste Services Program falls within the terms of reference of this
Committee.
Cr Bonaventura previously attended LAWMAC meetings in his capacity as Waste
Portfolio Councillor during his last term of council and, as such, built relationships
within the waste arena both as a means to gain further knowledge and to benefit
Mackay Regional Council's Waste Services Program.
Consultation and Communication
Through discussion with the Infrastructure & Services Standing Committee
Chairperson, Cr May, and the Director Engineering & Commercial Infrastructure, Cr
Bonaventura has made the request as required through the Chief Executive Officer.
Resource Implications
The costs involved would normally be travel and accommodation costs only. These
costs will be borne by the Councillor budget within the Office of the Mayor and CEO,
however Cr Bonaventura has made arrangements for accommodation and therefore no
costs for accommodation will be incurred by Council on this occasion.
Risk Management Implications
N/A
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Conclusion
It will be of value to Mackay Regional Council for Cr Laurence Bonaventura to attend
the next LAWMAC meeting in Mareeba on 24th
and 25th November 2016 where he
will continue to foster the relationships formed at past LAWMAC meetings and gain
further insights into the current challenges facing the waste industry.
Officer's Recommendation
THAT the Committee endorse the attendance of Cr Bonaventura at the next
LAWMAC meeting in Mareeba on 24 & 25 November 2016.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Walker Seconded Cr Paton
CARRIED
8.8 DRAFT MEETING MINUTES - WATER & WASTE ADVISORY
BOARD - 24 OCTOBER 2016
Author Director Engineering & Commercial Infrastructure
Purpose
Attached is a copy of the Draft Minutes of the Water & Waste Advisory Board Meeting
held on 24 October 2016, for information purposes.
Officer's Recommendation
THAT the Minutes of the Water & Waste Advisory Board Meeting dated 24
October 2016 be received.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Casey Seconded Cr Bella
CARRIED
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9. TENDERS:
9.1 MRC 2017-007 FOOTPATH AND BOAT RAMP CLEANING
File No MRC 2017-007 Footpath and Boat Ramp Cleaning
Author Director Engineering & Commercial Infrastructure
Purpose
To present to Council the tenders submitted for MRC 2017-007 Footpath and Boat
Ramp Cleaning for approval and awarding of the contract.
Background/Discussion
Mackay Regional Council (Council) issued tender documents seeking suitably
experienced contractors to undertake cleaning of nominated constructed footpaths and
boat ramps within the Mackay region.
A number of high volume traffic footpath sections within the Mackay City Centre night
entertainment precinct require weekly cleaning with other areas requiring cleaning on a
less frequent basis. Cleaning is part of an annual sweeping and cleaning maintenance
program. The cleaning of boat ramps’ surface is required on a regular basis to maintain
usability and minimise slip hazards for the ramp users.
The contract was specified for a one year period with two options of a one year
extension at Council’s discretion with the proposed commencement date being in
November 2016.
Tenders were invited on 30 July 2016 via Council’s website and advertised locally in
the Daily Mercury.
The following submissions were received by the closing time of 10.00am on Tuesday,
23 August, 2016:
Tenderer Location
McEwans Cleaning Mackay
Conquer Solutions Mackay
Clean Feeling Mackay
Blue Wave Pressure Cleaners Mackay
Greener Cleaning Mackay
Eric & Magdolna Taylor t/a CQ Ramp Cleaning Pty Ltd Mackay
NQ Water Service Pty Ltd Mackay
Groundvac Pty Ltd t/a Groundvac Mackay
Jims Mowing Mt Pleasant Mackay
Mine Coat Plus Pty Ltd Mackay
Seaforth Civil Pty Ltd Mackay
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An initial compliance check was conducted on 1 September 2016 to identify
submissions that were non-conforming with the requirements of the Request for Tender
(RFT). This included compliance with contractual requirements and provision of
requested information.
All submissions were progressed through to the Qualitative Criteria Assessment on the
basis that all terms, conditions and requirements of the RFT had been met.
During the evaluation, tenderers were assessed against the nominated qualitative
criteria, as per the following weightings, as advertised in the tender documents:
a) Relevant Experience 25%
b) Key Personnel Skills & Experience 25%
c) Tenderers’ Resources 25%
d) Demonstrated Understanding 25%
During the initial Evaluation Meeting on 1 September 2016, the Evaluation Panel
reviewed all submissions.
Tenderer Approximate Schedule of Rates Price
per annum (excl GST)
Footpath
Cleaning
Boat Ramp
Cleaning
Combined
Footpath &
Boat Ramp
Cleaning
McEwans Cleaning $76,146.00 $50,622.00 $126,768.00
Conquer Solutions $130,470.00 $52,140.00 $182,610.00
Clean Feeling $136,952.00 $38,352.00 $175,304.00
Blue Wave Pressure Cleaners $504,271.20 $49,680.00 $553,951.20
Greener Cleaning $681,087.04 $158,044.56 $839,131.60
CQ Ramp Cleaning Pty Ltd $134,125.00 $64,500.00 $198,625.00
NQ Water Service Pty Ltd $62,676.09
Groundvac Pty Ltd T/A
Groundvac
$109,980.00
Jims Mowing Mt Pleasant $89,034.12
Mine Coat Plus Pty Ltd $292,266.82 $169,732.40 $461,999.22
Seaforth Civil Pty Ltd $99,348.00
The previous Footpaths/Boat Ramps Tender (2015) was separated and awarded as two
Contracts. The Footpath Cleaning Contract has continued with CQ Ramp Cleaning
completing the works without issue. The Boat Ramp Cleaning Contract had an early
termination by the incumbent in early July 2016. This Contract had many quality
issues raised which led to safety concerns and an insurance claim for injury on the
incumbent. The decision by the incumbent to terminate the Contract was accepted by
Council due to increasing problems that had been raised by Council and where
adequate response or action was not taken by the incumbent.
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Council engaged CQ Ramp Cleaning to undertake all outstanding cleaning and upkeep
on the ramps to make safe and once this was complete retained CQ Ramp Cleaning to
continue with the regular cleaning program.
With the early termination and continual supervision required for this previous
incumbent, the Contract specification was reviewed, prior to the tender being released,
to ensure all parties delivering a submission understood the nature and constraints of
the Contract.
A detailed evaluation was undertaken, on all weighted Key Criteria of the tender, of all
submissions for both areas of the proposed Contract with the following outcomes based
on the submitted documentation in above ranked order.
Generally, there were a large number of inexperienced companies presenting
submissions outside their core business operations with relevant experience both at a
company level and personnel level very low and in some cases non-existent. Of all the
respondents, only five companies provided relevant equipment details.
On 16 September 2016 the Evaluation Panel had completed reviews of all submissions
and evaluations. Based on the scoring from the Evaluation Panel and detailed review of
all submissions including risk to MRC, Eric & Magdolna Taylor T/A CQ Ramp
Cleaning Pty Ltd was assessed with the highest qualitative score for both sections of the
Contract.
Eric & Magdolna Taylor T/A CQ Ramp Cleaning Pty Ltd has demonstrated a thorough
understanding of Council's requirements in regards to ensuring members of the public
are not inconvenienced during the delivery of the services and have the previous
experience in completing the works to Council’s requirements. Their submission was
the only submission to address all areas with the relevant information to confirm
experience.
Eric & Magdolna Taylor T/A CQ Ramp Cleaning Pty Ltd is the fourth lowest pricing
submitted for a combined contract. Lower pricing was received from McEwans
Cleaning, Clean Feeling and Conquer Solutions with prices differing from
approximately $16,000 to $71,857 from the lowest price quoted. There is also
approximately a $50,000 price increase from the lowest to the second placed pricing.
McEwans Cleaning, Clean Feeling and Conquer Solutions did not have experience,
personnel, equipment or insurances to complete the work. There was no history
provided from each submitter to support pressure cleaning activities of footpaths and
boat ramps. The maintenance of boat ramps is seen as a high risk activity for Council
given the number of users and the level of complaints received. As indicated, there was
a recent claim made against Council under the previous contract due to the level of
cleaning of the boat ramp not being sufficient. The option of a face to face meeting with
each of these tenderers will be offered to allow us to discuss, in more detail, the areas
that were deficient in their submissions to allow each contractor to focus on this for
future opportunities with Council.
It is for this reason and evidence from the submissions and evaluations of same, that
awarding of both the footpath and boat ramp cleaning services, as one contract, to Eric
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and Magdolna Taylor T/A CQ Ramp Cleaning Pty Ltd would present the best value for
money and quality requirements and risk mitigation for Council.
The evaluation of the tender was conducted by:
Maintenance Superintendent - Civil Operations
Supervisor - Civil Operations
Central Area Coordinator - Civil Operations
Contracts Officer - Procurement and Plant
Consultation and Communication
Consultation was conducted between Civil Operations and Procurement & Plant prior
to the Request for Tender being released.
Further consultation was held during the tender and evaluation phase between Civil
Operations and Procurement and Plant.
Resource Implications
Description Amount Notes
Project Name
Expenditure to Date Nil
Contract Price 198,625.00 Eric & Magdolna Taylor T/A CQ Ramp
Cleaning Pty Ltd
Project Risks 9,931.00 5% Allowance for Extra Scope
Council’s Costs Nil Below the Line Costs for Council
Estimated Cost of Project 208,556.00
BUDGET
Annual Budget for
2016/2017
176,000.00
BALANCE 32,556.00 Projected Budget Deficit - Funding to be
addressed through December Budget
Review
Risk Management Implications
The condition of the boat ramp surface is a high risk area associated with slips and falls
and hence injury to ramp users. The regular cleaning program and inspection regime
will assist in managing this risk and Council’s liability.
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Footpath cleaning in the high profile business districts significantly improves the
appearance of the footpath environment, hence reducing the risk of adverse impacts and
perceptions.
Conclusion
That awarding the Contract as one contract to Eric & Magdolna Taylor T/A CQ Ramp
Cleaning Pty Ltd commencing November 2016 for a one year period with the option of
two 1 year extensions, at Council’s discretion, represents the most advantageous
outcome with quality, risk and demonstrated value for money to Mackay Regional
Council based on experience, demonstrated understanding of Council’s requirements
and pricing.
Officer's Recommendation
THAT Council award the schedule of rates contract MRC 2017-007 Footpath and
Boat Ramp Cleaning as one contract to Eric & Magdolna Taylor T/A CQ Ramp
Cleaning Pty Ltd for a one year period with the option of two 1 year extensions.
The Director of Engineering and Commercial Infrastructure (DECI) spoke to the report
and advised the reasons behind the Officers Recommendation.
Cr Bella advised he welcomed giving some of the unsuccessful tenderers the
opportunity to do some small works to gain the experience required to become a viable
alternative with regard to be allocated the tender would be extremely valuable. This
will allow applicants without the necessary experience to gain the experience required
it would make the tendering more competitive.
Committee Resolution
THAT the Officer's Recommendation be adopted.
Moved Cr Paton Seconded Cr Walker
CARRIED
10. CONSIDERATION OF NOTIFIED MOTIONS:
Nil
11. PUBLIC PARTICIPATION:
Nil
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12. LATE BUSINESS:
Cr Casey advised that he has been nominated for and successfully appointed onto the
LGAQ Roads and Transport Advisory Group.
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13. CONFIDENTIAL REPORTS:
13.1 ENGINEERING & COMMERCIAL INFRASTRUCTURE BI-
MONTHLY LEGAL REPORT - OCTOBER 2016
Confidential Legal Report - Subject to Legal Professional Privilege
Committee Resolution
Council Resolution
THAT the Report be received.
Moved Cr Casey Seconded Cr Paton
CARRIED
14. MEETING CLOSURE:
The meeting closed at 10.03 am.
15. FOR INFORMATION ONLY:
Nil
Confirmed on Wednesday 7 December 2016
………………………………………
CHAIRPERSON
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APPENDIX / ATTACHMENTS
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