12 October 2012

 

 

 

 

 

 

 

 

Dear Councillor/Sir/Madam

 

You are invited to attend a CIVIC CENTRE REDEVELOPMENT STEERING COMMITTEE of Ashfield Council, to be held on Level 6, Civic Centre, 260 Liverpool Road, Ashfield on TUESDAY 16 OCTOBER 2012 at 6.30PM

 

 

 

 

 

 

 

 

 

 

 

SEE ATTACHED AGENDA


 

Civic Centre Redevelopment Steering Committee - 16 October 2012

 

AGENDA

 

1.               Opening

 

2.               Acknowledgement of Local Aboriginal 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 the Committee at this meeting.

(16/10/2012)

 

5.               Confirmation of Minutes of Committee

 

Civic Centre Redevelopment Steering Committee - 21/08/2012

 

6.               Staff Reports

 

6.1        SUPERINTENDENT'S REPORT No. 1 - August 2012

 

6.2        RAPID'S MONTHLY PROJECT REPORTS - AUGUST 2012 & SEPTEMBER 2012

 

6.3        PROJECT DIRECTOR'S REPORT

 

 

7.               Closed (Public Excluded) Committee

 

7.1        CIVIC CENTRE LEGALS – Report to be tabled at meeting

 

Confidential - It is recommended that the Council resolve into closed session with the press and public excluded to allow consideration of this item, as provided for under:

Section 10A(2) (d) of the Local Government Act, 1993, on the grounds that commercial information of a confidential nature that would, if disclosed:
(i)  prejudice the commercial position of the person who supplied it, or
(ii) confer a commercial advantage on a competitor of the council, or
(iii)  reveal a trade secret.
 

AND

Section 10A(2) (g) of the Local Government Act, 1993, on the grounds that advice concerning litigation, or advice that would otherwise be privileged from production in legal proceedings on the ground of legal professional privilege

 

 


Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 16 October 2012                                                                                                                       CCSC6.1

Subject                            SUPERINTENDENT'S REPORT NO. 1 - AUGUST 2012

 

File Ref                            ACCRD

 

Prepared by                   Michael Harrington - Special Projects Officer       

 

 

Reasons                          To provide Council with an overview of activities for August 2012

 

 


Overview of Report

The report provides an overview of the activities for the month of August 2012.

 

 

 

 

 

 

ATTACHMENTS

Attachment 1View

Superintendent's Report No. 1 - August 2012

4 Pages

 

 

 

RECOMMENDATION

 

That Council received and note this report.

 

 

 

 

 

 

 

 

 

Vanessa Chan

General Manager

 

 

 

 


Attachment 1

 

Superintendent's Report No. 1 - August 2012

 





Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 16 October 2012                                                                                                                       CCSC6.2

Subject                            RAPID'S MONTHLY PROJECT REPORTS - AUGUST 2012 & SEPTEMBER 2012

 

File Ref                            ACCRD

 

Prepared by                   Michael Harrington - Special Projects Officer       

 

 

Reasons                          To provide Council with a project overview of activities for August 2012

 

 

 


Overview of Report

The report is the contractor’s monthly project report for the month of August 2012.

 

 

 

 

 

 

 

ATTACHMENTS

Attachment 1View

Rapid's Monthly Project Report No. 2 - August

17 Pages

 

Attachment 2View

Rapid's Monthly Project Report No 3 - September 2012

17 Pages

 

 

 

RECOMMENDATION

 

That Council receive and note this report.

 

 

 

 

 

 

 

 

 

Vanessa Chan

General Manager

 

 

 

 


Attachment 1

 

Rapid's Monthly Project Report No. 2 - August

 


















Attachment 2

 

Rapid's Monthly Project Report No 3 - September 2012

 


















Ashfield Council – Report to Civic Centre Redevelopment Steering Committee held on Tuesday 16 October 2012                                                                                                                       CCSC6.3

Subject                            PROJECT DIRECTOR'S REPORT

 

File Ref                            ACCRD

 

Prepared by                   Michael Harrington - Special Projects Officer       

 

 

Reasons                          To provide Council with a project overview of the activities of the Civic Centre Redevelopment Project

 

 


Overview of Report

This report is to provide Council with the project status overview of the project issues..

 

 

 

Stages 1 and 2

 

Denham have continued to resolve a number of  the minor outstanding issues relating to their stages of the project.  Positive solutions to rectify the primary issues relating to water leaks and the mechanical systems are being addressed.  It is expected that all these issues will be resolved within a short period of time with an extended defects liability period to cover these works until December 2012.

 

Stage 3

 

Works to Stage 3 have are tracking well to timetable and budget, indeed works are coming in well ahead of program. The design review was completed with preparation of required workshop drawings finalised and approved.

 

Demolition and heavy construction, including the erection of formwork and pouring of the new mezzanine concrete slab was completed with minimal disruption to Council and our services. Whilst some noise nuisance was experienced Council kept staff informed, allowing them to schedule around disruptions, and prepared a-frame notices advising the community that Stage 3 was underway, what it involved and apologising for any inconvenience. This disruption was experienced over a period of less than 1 week and no specific complaints were received. Rapid have been very cooperative creating very little disturbance to the occupied and operational areas of Council.  Matters when identified or raised are quickly addressed and actioned appropriately and professionally.

 

Works to the basement – youth centre, archive, record store and maintenance office were fast tracked by the builder and are now substantially complete. The new build, as a single project, is under contract for ‘practical completion’ and handover in February. However, excellent progress has been made on the work program and the co-operative relationship with the builder has facilitated an early completion and release of the basement area as a separable portion. An application to our PCA for delivery of an Interim Occupation Certificate for the basement works was lodged 10 October 2012.

 

Works to the mezzanine area and town hall are underway. Management of fire exhaust and fire egress from the town hall stage has required considerable discussion. Despite being able to make a 66% increase in the capacity of the current exhaust system, we do not appear to be able to bring it to current BCA standard. This issue also relates to the construction and location of  additional fire stairs and its proximity to exhaust discharge. The builder, Superintendent, BCA advisor, PCA and relevant fire engineering experts have been working through these issues. It is likely that an additional fan will need to be installed with significant ducting required to the external wall (facing the Mall forecourt). This issue has resulted in a delay notice which will be assessed by the Superintendent. This claim is non-compensable, cost of these works borne by the builder and given we are tracking ahead of program are not expected to result in any real time delay.

 

 

Stage 3 Performance Indicators (end September)

 

Extension of Time

Nil received

Notice of Delay

1 received pending assessment

Requests for information

8 received, 7 resolved

Variations

12 variations @ $70,170

 

A contract administration checklist has been prepared and implemented for this project.  Both the builder, superintendent and Council have actions and responsibilities clearly outlined.

 

Weekly site meetings have been occurring between superintendent, Council and builder and are minuted.  These meetings have been useful in resolving or clarifying minor issues. 

 

 

Project Action List – Council’s component of the project

 

Id

Activity

Description of works

Status

Comments

1

Painting

Exterior painting of the north wing Civic Building

    ­

Painting completed, removal of old emblem required

2

Furniture

Provision of remainder of loose furniture, in particular the activity rooms and meeting spaces 

Ö

30 new light tables for Activity room installed,140 new chairs awaiting delivery

3

Maintenance Store

Construct and fit out maintenance store in the basement

    ­

Store area completed. 

Office in Stage 3

4

Security

Enhancement of the security system and incorporation with existing IT systems

 

    Ö

Completed

5

Audio Visual

Supply and install audio visual equipment to activity and meeting rooms.

    ­

Smartboards in operation, Final AV requirement will be reviewed.

6

Projectcentre

New account for the Stage 3 works

    Ö

New account created and functioning

 

 

Financial Implications

 

A full CapEx (Capital Expenditure Review) was conducted on the project in August 2012. The financials are tracking very positively and are managed with high level controls. Detailed financials reported separately to the Civic Centre Steering Committee Meeting. The current absence of the Chief Financial Officer means a full financial review will be presented to the November meeting.

 

 

Conclusion

 

This report provides Council with a progressive overall status of the Civic Centre Redevelopment project.

 

 

 

 

ATTACHMENTS

There are no supporting documents for this report.

 

RECOMMENDATION

 

That Council note the report.

 

 

 

 

 

 

 

 

 

Vanessa Chan

General Manager