10 July 2012

 

 

 

 

 

 

 

 

Dear Councillor/Sir/Madam

 

You are invited to attend an CIVIC CENTRE REDEVELOPMENT STEERING COMMITTEE of Ashfield Council, to be held on Level 6, Civic Centre, 260 Liverpool Road, Ashfield on TUESDAY  17 JULY 2012 at 5:30 PM.

 

 

 

 

 

 

 

 

 

 

 

SEE ATTACHED AGENDA


 

Civic Centre Redevelopment Steering Committee - 17 July 2012

 

AGENDA

 

1.               Opening

 

2.               Acknowledgement of Local Indigenous Community

 

3.               Apologies/Request for Leave of Absence

                   

4.               Disclosures Of Interest

 

Disclosures to be made by any Councillors who have a pecuniary / non-pecuniary interest in respect of matters that are before Council at this meeting.

(17/07/2012)

 

5.               Confirmation of Minutes of Council/Committees

 

Civic Centre Redevelopment Steering Committee - 15/05/2012

 

6.               Staff Reports

 

6.1        Financial Update

 

6.2        Project Director's Report

 

 

7.               General Business

 

 

 

8.               Close

 

 

 


Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 17 July 2012                                                                                                                                      CCSC6.1

Subject                            FINANCIAL UPDATE

 

File Ref                            CCRD

 

Prepared by                   Kumar Pathmanathan - Acting Chief Financial Officer       

 

 

Reasons                          To provide the Committee with an update on the expenditure and funding position of the Civic Centre redevelopment project.

 

 


Overview of Report

 

The financial report provides the Steering Committee with a summary of the total project costs to date, the overall likely project costs and the impact on the funding.

 

 

Background

The following table provides a summary of the financial position of the construction project as at 31 May 2012. More detailed information is provided as Attachment 1.

 

Note: The Total Project Cost Life to Date including Commitments does not include Unpaid Construction Variations which totalled $255k as at 31 May 2012.

 

Table 1 - Financial Summary

Revised Budget August 2011

Total Project Cost Life to Date including Commitments

Variance between Revised Budget and Life to Date Costs

 

(A)

(F = D+ E)

(G=A-F)

STAGES 1 & 2

 

 

 

Construction

12,711,871

12,238,265

473,606

Architect

836,234

773,345

62,889

Consultants

1,493,267

1,422,888

70,379

Council Works

1,135,285

1,012,664

122,621

 

 

 

 

Stage 1 & 2 Totals

16,176,657

15,447,162

729,495

 

 

 

 

STAGE 3A

 

 

 

Construction

2,395,005

594,502

1,800,503

Architect

207,547

194,568

12,979

Consultants

354,905

175,108

179,797

Council Works

133,054

9,387

123,667

 

 

 

 

Stage 3A Totals

3,090,511

973,565

2,116,946

 

 

 

 

 

Estimate of Construction Variations

The following table reconciles the estimate of variations from Denham’s to Council’s estimate.

 

 

Denham’s Estimate of Variations as per Claim 31

 

2,940,138.09

 

 

 

Less variations not included in Ashfield Council's estimate

 

v95 Management of design consultant

 

508,250.89

 

 

 

Add estimates where Denham’s have indicated TBA

 

v 145 New Wing concrete topping remedial works

17,000.00

 

 

 

Ashfield Council's Estimate of Variations

 

2,448,887.20

 

Stage 1 & 2 - Construction Variations

Attachment 1 shows that the Construction Variations budget as at August 2011 was $4,175k which included a general contingency of $305k.

 

Attachment 2 provides a break-up of the components of the Construction Variations and reports that an amount of $469k (Prior month $469k) remains available.  This balance is based on Ashfield Council’s estimate of the cost of the construction variations and takes into account the Unpaid Construction Variations which totalled $255k as at 31 May 2012.

 

Note: The identified defects from Stage 1 (approx $295k) also need to be funded from this contingency balance.

 

Other Stage 1 & 2 Contingencies

Attachment 2 identifies the contingency amounts included in the August 2011 budget and identifies the balance available.

 

Currently the balances available are:

- Architect - $44k (Prior month $44k)

- Consultants - $28k (Prior month $28k)

 

Stage 3A - Construction

Since the August 2011 budget, a further $43k of construction costs have been allocated to Stage 3A construction costs, bringing the total life to date costs to $595k.

 

Stage 3 Construction Contingencies

Currently the balances available are:

- Stage 3A construction - $448k (Prior month $448k)

 

 

Funding Position – Construction Project:

The following table summarises the balance of the individual restrictions and the shortfall of funds based on the Revised Budget as at August 2011. A detailed reconciliation of each restriction is included as Attachment 3.

 

There has not been any change in the project funding since the last report.

 

 

 

Project:

Stage 1 & 2

Stage 3A

Total Funds Allocated to the Project*

16,181,953

3,090,511

Budget Total Project Costs  August 2011

16,176,657

3,090,511

Surplus (Shortfall) in Funding

5,296

NIL

* Assumes the balance of grants funds for Phase 2 ($1.1m) will be received and a loan of $2.1m will be drawn.

 

 

Financial Implications

The funding for Stages 1 & 2 has now been fully expensed and Council’s General Fund is temporarily funding the project until loan funds are obtained. $2.1m of loan funds are scheduled to be received in the 4th quarter.

 

At second quarter budget review Council voted the funds necessary to complete Stage 3A of the redevelopment. 

 

 

Other Staff Comments

Nil

 

Public Consultation

Nil

 

Conclusion

Based on the August 2011 budget, the financial reports do not highlight areas of over expenditure.

 

 

ATTACHMENTS

Attachment 1View

Summary Of Financial Information

1 Page

 

Attachment 2View

Contingency Reconciliation

1 Page

 

Attachment 3View

Funding Position

1 Page

 

 

 

RECOMMENDATION

 

That the information in this report be noted.

 

 

 

 

Nellette Kettle

Director Corporate & Community Services


Attachment 1

 

Summary Of Financial Information

 


Attachment 2

 

Contingency Reconciliation

 


Attachment 3

 

Funding Position

 


Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 17 July 2012                                                                                                                                      CCSC6.2

Subject                            PROJECT DIRECTOR'S REPORT

 

File Ref                            ACCRD

 

Prepared by                   Robert Burke - ACCRD Project Officer        

 

 

Reasons                          To provide Council with a project overview of the activities during the period to June 2012

 

 


Overview of Report

This report is to provide Council with the project status to 5 July 2012 and provide an overview of the project schedule.

 

 

Background

 

Stage 1

 

Practical Completion Achieved: 5 May 2011

Defect's Liability Expired: 4 May 2012

 

Council on the 28 June 2012 met with the builder and Superintendent to resolve a number of the outstanding issues relating to this stage of the project. The meeting appears to have resolved positive solutions to rectify the primary issues relating to water leaks and the mechanical systems. It is expected that all these issues will be resolved within the next 4-6 weeks with an extended defects liability period to cover these works until December 2012.

 

Stage 2

 

Practical Completion Achieved: 8 December 2011

Defects Liability Expires: December 2012

 

1.   Project Reconciliation

 

The complete final reconciliation of the project to date (Stages 1 and 2) still remains outstanding as minor variations have not been finalised at this stage. The implication of these variations is not projected to be of a significant nature.

 

The status of the outstanding defects was noted at the recent meeting with the builder as indicated above.

 

 

2.   Stage 2 Opening Ceremony

 

On Tuesday 3 July, Her Excellency Marie Bashir AC CVC, Governor of New South Wales attended the officially opening and naming of the Civic Centre Activity Rooms. The rooms were named after the four foundation members of the Aboriginal Consultative Committee and approximately 120 people were in attendance. 

 

Stage 3

 

1.      Construction

 

Rapid Constructions have commenced with the design review, site establishment and demolition works. A builders report was not required at the time of preparing this report. A full update on program, design works and construction update will be available at the next meeting.

 

Limited parking will still be available for Councillors within the basement during the works.

 

2.      Procurement of a Superintendent

 

In consultation with our Commercial Advisor, Council went to selective quotation to six companies for the services of a Superintendent. The estimated value for this service is under the $150k and therefore does not require a formal tender process.  

 

Three submissions were received from Sweet Group, ROC Projects and SDHA. The quotations were competitive and were assessed against the selection criteria. ROC Projects were considered to be the better valued company to provide the services to Council. ROC Projects were the Superintendent for the completion of the Stages 1 and 2 of the project. This previous knowledge of the site and of Council’s operations will assist both the new builder and Council.

 

There is no Superintendent’s Report this month.

 

Council Works

 

Archives

As advised at last month’s workshop the entire basement archives and records storage have now been relocated to temporary locations. Meeting rooms on Level 5 and 6 have been utilised to house the historic collection. Other items have been moved to the Depot storage facility and the Aquatic Centre’s old superintendent’s residence. The Level 6 storage affects the gallery and is only an interim measure until the permanent new glass doors are installed to the “cow hide room” on Level 2. These new doors are expected to be installed within the next two weeks and then the collection relocated at this time.  This means that research & Archival requests will be extremely limited during this period and whilst requests will be reviewed & assessed on an individual basis,  given we have very limited access to material it is expected that for the most part requests may need to be deferred until the Archives collection is fully operational.

 

We are expecting to have Council Archives re-housed and operational by February/March 2013.

 

Clearing the site

The town hall and basement have been cleaned out of material ready for the builder. This work occurred in conjunction with the relocation of archives. The old temporary workstations from the town hall are being re-used by Sunnyfield Independence. See attached letter of appreciation.

 

Activity/Meeting Rooms

New electronic “smart” boards have been received and are operational now for staff and community use. These board replace the need for separate whiteboards, projector, screen and are commonly seen in classrooms. Feedback on the units has been excellent with even the youth Friday night movie screening utilising the board.

 

Staff Amenities

The “staff garden club” will commencing shortly with the delivery of some large planter boxes for the balcony area on L5. It is envisaged that once operational fresh fruit and vegetables will be available on demand.

 

Cafe

The barrister commenced operation on the 21 June and is now serving coffee and light refreshments within the ground floor foyer area.

 

MRC

The lease for the retail space has been signed by MRC and fit out works will commence in the coming weeks. Attached is the proposed graphics for the from and side glass panels. Note that the words “community services” will be replaced with “community hub” to avoid confusion with Council’s and State Government community services in Ashfield. 

 

Financial Implications

The financial report is reported separately to the Civic Centre Steering Committee Meeting.

 

Other Staff Comments

N/A

 

Public Consultation

N/A

 

Conclusion

This report provides Council with an overall status of the CCRD project to 5 July 2012. Further reports will be provided at appropriate stages.

 

 

ATTACHMENTS

Attachment 1View

CCSC June Workshop Project update

2 Pages

 

Attachment 2View

Sunnyfield letter

3 Pages

 

Attachment 3View

MRC graphics

1 Page

 

 

RECOMMENDATION

 

That Council note this report.

 

Vanessa Chan

General Manager  


Attachment 1

 

CCSC June Workshop Project update

 

AMC_Logo_landscape_RGB-1CIVIC CENTRE STEERING COMMITEE

 

WORKSHOP

 

19 JUNE 2012

 

PROJECT UPDATE

 

Background

 

Stage 1

 

Practical Completion Achieved: 5 May 2011

Defect's Liability Expired: 4 May 2012

 

1.   Defect rectification

 

As advised  last month there were a number of items identified and issued in the final defects listing for Stage 1. Denham have undertaken some of the works identified and met with Council on larger items, specifically water leaks. Further discussions will be held in relation to defect resolution and the associated contractual implications, including the extension of defect liability period, in coming weeks. 

 

Stage 2

 

Practical Completion Achieved: 8 December 2011

Defects Liability Expires: December 2012

 

2.   Project Reconciliation

 

A final reconciliation of the project to date (Stages 1 and 2) still remains outstanding as two variations have not been finalised at this stage. The cost of these variations is not projected to be of a significant nature.

 

3.   Stage 2 Opening – Activity Rooms

 

The Activity Rooms will be named and launched during NAIDOC week.

 

Tuesday 3 July, 6.30pm:  Her Excellency Marie Bashir AC VO, Governor of New South Wales will be attending the official opening and naming of the new Civic Centre Activity Rooms.  These rooms have been named after the four Aboriginal foundation members of the Aboriginal Consultative Committee (ACC), Therese Heffernan, Patricia Blackman, Irene Williams and Peter Cross.

 

 

Stage 3

 

4.   The construction tender process

 

On 18 June Council executed the contract with Rapid Construction for works to Stage 3. We are currently finalising exchange of native format documentation and drawings which will enable Rapid to finalise design.

 

5.   RLCIP Grant Funding

 

Following resolution of Council to accept the Rapid Construction Tender 22 May 2012 and subsequent execution of contract, Council has now provided the Commonwealth will all remaining documentation and evidence to enable the final RLCIP payment of approx $350k.

 

6.   Procurement of a Superintendent

 

The procurement of this role was delayed due to the extended D&C construction tender process. However, Council will this week commence a procurement of a Superintendent for the Stage 3 works, via quotation. The estimated value of this service is under $150k and so does not require tender. 

 

7.   Clearing the site

 

Council officers are working diligently to remove the considerable material currently in the town hall, basement and temporary library locations. The dispola of asset is being managed in accordance with our policy but with a further eye to delivering triple bottom line outcomes. To this end we are seeking to

1.   Secure income, where possible

2.   Minimise disposal cost, where possible

3.   Achieve sustainability outcomes – material sent to re-use/recycling

4.   Re-use opportunities are provided to community and other charitable organisations.

 

The basement may need to continue to be used for storage over the short term and possibly a site office for the new builders throughout the construction stage.

 

The Builders will advise of this once they have completed their updated program. Councillors will be advised of the implications of this as soon as it we know the builder’s requirements. It is our attention to provide at least limited parking for councillors throughout the build. In the meantime, over next few weeks, we expect basement parking to remain available to councillors.

 

The historic archive will be moved to L6 meeting room for an interim period while permanent new glass doors are fixed to the “cow hide room”. This means the galler in chambers may be effected through July 2012. We are addressing this issue as a priority.

 

 

 

Rob Burke

Project Director

 

 

Vanessa Chan

General Manager


Attachment 2

 

Sunnyfield letter

 




Attachment 3

 

MRC graphics