Agenda of Council - 31 July 2019

Council 6 31 July 2019

14. Engineering and Work Services Report

14.1 Award of Tender RFT07/19 - Arboriculture Services

SUBJECT INDEX:	Award of Tender RFT07/19 - Aboriculture Services
STRATEGIC OBJECTIVE:	Assets are well maintained and responsibly managed.
BUSINESS UNIT:	Operation and Works Services
ACTIVITY UNIT:	Parks and Gardens
REPORTING OFFICER:	Manager, Operation and Works Services - Matthew Twyman
AUTHORISING OFFICER:	Director, Engineering and Works Services - Oliver Darby
VOTING REQUIREMENT:	Absolute Majority
ATTACHMENTS:	Attachment a Confidential RFT07/19 Tender Recommendation Report, Evaluations and Panel Consensus Score Sheets

Attachment A is confidential under Section 5.23 - 2(c) of the Local Government Act 1995 in that it deals with “a contract entered into or which may be entered into, by the local government”. Copies have been provided to Councillors, the Chief Executive Officer and Directors Only.

PRÉCIS

The Council is requested to consider the submission from Contractors in response to Request for Tender RFT07/19 Arboriculture Services (the Tender). The Tender has now closed and tender submissions have been received and evaluated. This report summarises the submissions received and recommends that the Council endorse the outcome of the evaluation panel’s assessment and delegate authority to the CEO to negotiate and agree on final terms and conditions and award a contract to Finebrand Pty Ltd ATF The Badger Family Trust T/A Arbor Guy (Arbor Guy).

BACKGROUND

The Contract is for the provision of arboriculture services comprising all aspects of tree pruning, removal and specialist arboriculture services. The work involves pruning, on-site chipping and disposal of chippings and tree branches, on public roads and reserves and other Council owned or managed property.

The Tender invited suitably qualified and experienced contractors to make submissions to enter into a Contract for the provision of arboriculture services throughout the City of Busselton in accordance with the Specification.

The Requirements were broken down into two “Tasks” as detailed in section 3.2 of the Request for Tender. The Requirements of each Task included:

Task 1 – Scheduled and emergency arboriculture services; and

Task 2 – Consultancy and specialised arboriculture services.

Tenderers were invited to submit tenders for all Tasks or any combination thereof on the basis that any submission for each Task must be submitted for the entirety of the Requirements of that Task.

STATUTORY ENVIRONMENT

The contract value is greater than $500,000, therefore, in accordance with section 5.43(b) of the Local Government Act 1995 (Act), read with Delegation 3J, the tender must be accepted by the Council and will require a report to the Council.

In terms of Section 3.57 of the Act a local government is required to invite tenders before it enters into a contract of a prescribed kind under which another person is to supply goods and service. Part 4 of the Local Government (Functions and General) Regulations 1996:

· requires that tenders be publicly invited for such contracts where the estimated cost of providing the required goods and/or service exceeds $150,000; and

· under Regulations 11, 14, 18, 20 and 21A provides the statutory framework for inviting and assessing tenders and awarding contracts pursuant to this process.

With regard to the Tender, City officers have complied with abovementioned legislative requirements.

RELEVANT PLANS AND POLICIES

The City's purchasing policies and its occupational health and safety, asset management and engineering technical standards and specifications were all relevant to the Tender, and have been adhered to in the process of requesting and evaluating tenders.

FINANCIAL IMPLICATIONS

This Contract is funded by the City of Busselton’s Engineering & Works Services Capital & Operating Budgets.

The estimated total value of the procurement over the full contract term of two years plus two 1-year options to renew is $1,550,000 (inc. GST). The estimated total value of the initial contract of two (2) years is $775,000 (inc. GST).

The application of appropriate selection criteria has contributed to ensuring that the successful tenderer is offering the "best value" with respect to the provision of arboriculture services within the City of Busselton.

The contract was separated into Task 1 – Scheduled and Emergency Arboriculture Services and Task 2 Consultancy and Specialised Arboriculture Services. This was to provide a distinction between the types of works being undertaken by the Contractor and to ensure the City was obtaining competitive pricing. The separation of Tasks within the Contract will result in an improved level of service from the successful tenderer.

Comparison of existing and tendered rates indicate an overall 5.75% increase in price since award of the current tender in September 2015, noting CPI increase in the same period was 3.8%. This is inclusive of the provision for traffic management by the preferred tenderer. Labour and plant/equipment rates excluding traffic management indicate an increase of 3.9%, in line with CPI. Traffic management rates within this tender are comparable to the City’s current contract rates for Traffic Management Services.

LONG-TERM FINANCIAL PLAN IMPLICATIONS

The costs associated with this project have been included in the City’s Long Term Financial Plan and therefore the officer recommendation does not give rise to any long term financial plan implications.

STRATEGIC COMMUNITY OBJECTIVES

The officer recommendation primarily aligns with the following Key Goal Area and Community Objective of the City of Busselton’s Strategic Community Plan 2017:

Key Goal Area 6: - LEADERSHIP: Visionary, collaborative, accountable.

6.4: Assets are well maintained and responsibly managed.

RISK ASSESSMENT

An assessment of the potential implications of implementing the officer recommendation has been undertaken using the City’s risk management framework, with risks assessed taking into account any controls already in place. No such risks have been identified.

CONSULTATION

The Tender was advertised in the West Australian newspaper and the City of Busselton tenders website (Tenderlink) on Saturday 15 June 2019. The closing time and date for lodgement of a response was 2.00pm on Friday 5July 2019.

Officers have undertaken reference checks of the preferred tenderer.

OFFICER COMMENT

The City received a total of five submissions as follows:

Adrian John Bennetts T/A AJ’s Tree Cutters (AJ’s Tree Cutters)

Finebrand Pty Ltd ATF The Guy Badger Family Trust T/A Arbor Guy (Arbor Guy)

Dale Arron Rule ATF The DAR Trist T/A BDA Treelopping (BDA Tree Lopping)

Thomas Howlett and David Simmonds T/A Tom’s Tree Services (Tom’s Tree Service)

KBB Pty Ltd ATF The KB Family Trust T/A A-Cut Tree Services (A-Cut Tree Services)

The compliance criteria specified for this Request were:

(a) Compliance with and completion of the Price Schedule;

(b) Compliance with the Specification as contained in this Request for Tender; and

The tender assessment was carried out by a tender evaluation panel in accordance with normal practice.

Tenders were evaluated using the tendered prices and information provided by tenderers in response to the qualitative criteria specified in the Tender. A scoring and weighting system was used to assess the tendered prices and the responses against the qualitative criteria.

The following weightings were applied to the qualitative criteria and to price:

· Relevant Experience 15%

· Local Benefit 5%

· Respondent’s Resources 10%

· Demonstrated Understanding 20%

· Occupational Health and Safety 5%

The City adopted a best value for money approach to this Tender. This means that, although price was a consideration, the tender containing the lowest price was not necessarily accepted, nor was the tender ranked the highest in relation to the qualitative criteria.

The extent to which a tender demonstrated greater satisfaction of each of the qualitative criteria resulted in a greater score. The tendered prices were then assessed together with the weighted qualitative criteria and the tenders scored and ranked to determine the most advantageous outcome to the City.

The outcomes of the Evaluation Panel’s review are detailed in the attached confidential Tender Evaluation and Recommendation Report (Attachment A).

In summary, the final ranking demonstrated that the tender from Finebrand Pty Ltd ATF The Guy Badger Family Trust T/A Arbor Guy (Arbor Guy) represents the most advantageous tender for the City.

CONCLUSION

The tender evaluation panel has completed their assessment of the Tender in line with the City's tender process and it is recommended that Council endorse the outcome of the evaluation panel’s assessment and delegate authority to the CEO to negotiate and agree final terms and conditions with and to award a contract for the following tasks:

· Task 1 – Scheduled and emergency arboriculture services Pruning: Finebrand Pty Ltd ATF The
Guy Badger Family Trust T/A Arbor Guy; and

· Task 2 Consultancy and specialist arboriculture work: Finebrand Pty Ltd ATF The Guy Badger
Family Trust T/A Arbor Guy.

OPTIONS

The Council may consider the following alternate options:

1. To award the Tender to an alternative tenderer/s. In the view of the officers this could result in the Tender being awarded to a tenderer that is not most advantageous to the City.

2. To not award the Tender. This would mean going back out to tender, resulting in significant delays to the contract award and potential significant delays to the provision of cleaning services to City owned facilities. The current interim contract would also need to be extended with the Contractors who are currently engaged to provide these services.

For the reasons provided in this report, the abovementioned options are not recommended.

If any Councillor is minded to either of the above options, officers can assist on the drafting of a suitable alternative motion.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

The selection of the preferred tenderer can be made immediately after the Council has endorsed the officer's recommendation. Subject to negotiation and agreement on scope and budget the successful

Tenderers will then receive formal written notification. All tender applicants not selected as preferred will also be notified at this time.

OFFICER RECOMMENDATION

That the Council:

1. Endorse the outcomes of the tender evaluation panel’s assessment in relation to RFT07/19–Arboriculture Services, which recommend the tender submitted by Finebrand Pty Ltd ATF The Guy Badger Family Trust T/A Arbor Guy being assessed as providing the most advantageous to the City of Busselton.

2. Delegate power and authority to the CEO to:

a. Negotiate and agree with the Preferred Tenderers variations in accordance with Regulations 20 and 21A of the Local Government (Functions and General) Regulations 1996 subject to such variations not to exceed the overall project budget;

b. Negotiate and agree with the Preferred Tenderer the final terms and conditions of the contract (including rates/contract prices); and

c. Pursuant to resolutions 2.a and b. enter into contracts with the Preferred Tenderer for supply of the relevant goods and services.

Council 24 31 July 2019

15. Community and Commercial Services Report

15.1 COMMUNITY BIDS 2019/2020 ROUND 1 ALLOCATIONS

SUBJECT INDEX:	Donations, Contributions and Subsidies
STRATEGIC CONTEXT:	Key Goal Area: 1. COMMUNITY: Welcoming, friendly, healthy Objective: 1.4 Community services and programs that support people of all ages and backgrounds.
BUSINESS UNIT:	Community Services
ACTIVITY UNIT:	Community Services
REPORTING OFFICER:	Community Development Officer - Naomi Davey
AUTHORISING OFFICER:	Director, Community and Commercial Services - Naomi Searle
VOTING REQUIREMENT:	Simple Majority
ATTACHMENTS:	Nil

PRÉCIS

Each year the City of Busselton provides financial assistance to community groups and not-for profit organisations through the Community Bids process. This assistance is provided for specific activities or projects proposed to be undertaken by that group or organisations within the forthcoming financial year.

This report provides a summary of the outcomes from the workshop on 26 June 2019, and seeks formal endorsement of the Community Bid submissions to be funded in the first round of the 2019/20 financial year.

BACKGROUND

In March 2011, the Council resolved (C1103/097) to allocate funding to the Community Bids program as follows:

1. Council allocate a total of 0.5% of estimated rates to be levied to Major Project Assistance Grants to be determined as part of the Community Bids assessment process advertised in the first quarter of each year.

2. Allocate a total of $50,000 to Minor Project Assistance Grants to be determined twice each year, once as part of the Community Bids process, and once again in September each year.

3. Increases the maximum amount of Minor Project Assistance Grants from $3,000 to $5,000 for any one project.

Applications for the first round of Community Bids funding for the 2019/20 financial year opened in April 2019 and a total of nineteen (19) applications were received, including eight (8) minor bid applications requesting a total of $23,504 in funding and eleven (11) major bid applications requesting $175,800. The City also has two (2) multi-year funding arrangements with the South West Academy of Sport ($10,000) and Busselton Senior High School P&C for the Busselton Trade Training Centre ($10,000).

Applications were assessed by an officer working group, in accordance with Community Bids guidelines, and recommendations were discussed with Councillors at a workshop held on 26 June 2019. The outcomes of the workshop form the basis of the officer recommendations in this report.

Additionally in 2019/20 there are three (3) annual funding agreements outside of the Community Bids program that have expired:

· YouthCARE

· Busselton Senior Citizens Club

· Surf Life Saving WA.

These agreements were discussed at the Community Bids workshop and are also presented for ongoing endorsement.

STATUTORY ENVIRONMENT

The officer recommendation supports the general function of a local government under the Local Government Act 1995 to provide for the good government of persons in its district.

RELEVANT PLANS AND POLICIES

The Community Bids funding program is an opportunity for community based organisations to seek assistance to implement initiatives that benefit the wider community and is a program contained within the City of Busselton Corporate Business Plan 2018-2022.

FINANCIAL IMPLICATIONS

Based on the current funding model, the total funds available for allocation for round one (1) of the 2019/20 Community Bids program is $245,800. The proposed funding allocations for minor and major projects detailed in the officer recommendation totals $173,401. This leaves a balance of $72,399 for round two (2) of the 2019/20 program.

Budgeted funding allocations for the 2019/20 for the three (3) expired annual funding agreements outside of the Community Bids program are:

YouthCARE	$40,490
Busselton Senior Citizens Club	$86,794
Surf Life Saving WA	$146,855

LONG-TERM FINANCIAL PLAN IMPLICATIONS

The Community Bids program is incorporated in the LTFP in line with Council resolution C1103/097.

STRATEGIC COMMUNITY OBJECTIVES

The officer recommendation aligns primarily to Key Goal Area one ‘Community’ and specifically to Community Objective 1.4 – ‘Work with key partners to provide a range of community services and programs that support people of all ages and backgrounds’.

RISK ASSESSMENT

An assessment of the potential implications of implementing the officer recommendation has been undertaken using the City's risk assessment framework. Risks are identified where the residual risk, once controls have been identified, is identified as 'medium' or greater. There are no such risks identified.

CONSULTATION

The Community Bids funding program was advertised in the Council for the Community page on 27 March, 3 April and 17 April 2019 and the City of Busselton website. Recognised community groups and sporting clubs in the City of Busselton were also notified of the Community Bids process via email. A Community Bids workshop was held on 7 March 2019 in which 30 interested community groups and organisations attended.

OFFICER COMMENT

Applications were assessed by an officer working group using the following criteria:

• Does the project, program or activity meet the Community Bids criteria?

• Has the applicant outlined why the projects, programs or activities are needed by the community?

• Is there an expectation or risk to the community if the project, program or activity does not proceed?

• Did the organisation or group state the level of cash or in kind contribution they will make to the project, program or activity?

• Has the applicant demonstrated attempts at seeking funding from other sources?

• Has the applicant been successful in previous community bids applications and what was the funded amount?

• Does the project align with the City of Busselton's Strategic Community Plan?

Officers presented the applications to Councillors at a workshop on 26 June 2019, where the following recommendations were made:

	APPLICANT	PROJECT TITLE	REQUEST	RECOMMENDATION	SPECIAL CONDITIONS
Minor Application
1	Yallingup Steiner School	Defibrillator at Carbanup Hall	$1500	$1,500
2	Busselton Squash Club	Junior Squash Development Program	$5,000	$5,000
3	Cape Mountain Bikers	Trail Counter System	$3173	$3173
4	Dunsborough Bay Yacht Club	Plakka Trailer Replacement	$3,000	$3,000
5	Yallingup Boardriders Club	YBR Marquee and Water Safety Laptop	$2,150	$2,150
6	Dunsborough and Busselton Wildlife Care Inc.	Operation Monitored Release	$4,732	$2,366	Funding for 4 motion sensitive cameras only
7	Busselton Aero Club Inc.	Replacement of 2 air conditioners in Club Rooms	$2,400	$1,200	Funding for one air conditioner in training room only
8	Anglicare WA	Busselton Financial Counselling Printer Replacement	$699	$0
	APPLICANT	PROJECT TITLE	REQUEST	RECOMMENDATION	SPECIAL CONDITIONS
Major Application
1	Dunsborough Lakes Golf Club	All weather training facility	$18,276	$18,276
2	Busselton Hockey Stadium Club Inc.	Lighting Upgrade	$59,000	$59,000
3	Dunsborough & Districts Progress Association	Djiljit Mia Community Gathering Space	$40,000	$40,000
4	Busselton Pottery Group Inc.	New Electric Kiln	$7,000	$7,000
5	Dunsborough Junior Soccer Club	Soccer Goals	$7,500	$7,500
6	Ludlow Tuart Forest Restoration Group	Restoration of Truck Shed and new water tank	$19,000	$19,000
7	Dunsborough Community Garden	Stage 3	$10,529	$1,800	Funding allocated for pedestrian gate only
8	Busselton Population Medical Research Institute	Equipment for the Busselton Health Survey Study	$25,250	$712	Funding for anatomy models only
9	Dunsborough & Districts Country Club	Replacing of CCTV	$5,835	$0
10	FAWNA	Media Upgrade	$6,951	$0
11	Busselton Chamber of Commerce	Busselton Business Hub	$30,000	$0
12	SWAS	SWAS Support Program	$10,000	$10,000	3^rd year of 4 year funding agreement
13	Busselton Senior High School P&C	Busselton Trade Training Centre	$10,000	$10,000	2^nd year of 3 year funding agreement
			Total	$191,677	Remaining $54,123

Since the workshop, the Dunsborough Lakes Golf Club have withdrawn their application as a result of not securing Community Sport and Recreation Facility Funding from the Department of Local Government, Sport and Cultural Industries.

The Busselton Senior Citizens Centre have requested a three (3) year funding agreement to assist with strategic planning and a facility maintenance program.

To give effect to funding decisions, the City will enter into written agreements with the successful applicants. Section 9.49A of the Local Government Act provides power for Council to authorise the CEO or a City employee to sign documents on behalf of the City, including deeds. As the funding is in the nature of a grant, it is considered that deeds are an appropriate form of agreement. It is considered appropriate and efficient for the funding agreement deeds to be signed by the CEO.

CONCLUSION

The Community Bids funding program is constantly evolving and aims to meet community needs, with funding available to further priority goals and objectives identified in the City of Busselton Strategic Community Plan 2017.

It is recommended that Council adopts the funding allocations as outlined in the officer recommendation.

OPTIONS

Council may wish to consider different levels of funding proposed for all or some of the Community Bids applications.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

All Community Bid applicants will be individually advised in writing of the outcome of the Council decision within 21 days. Successful applications will be required to sign a grant agreement with the City and meet any specific conditions of funding. City officers will continue discussions with applicants regarding other grant funding opportunities.

OFFICER RECOMMENDATION

That the Council:

1. Endorses the provision of funding for Round One of the 2019/20 Community Bids funding program as outlined in the table below on the conditions outlined in this report:

Minor Application
	APPLICANT	PROJECT TITLE				RECOMMENDATION			SPECIAL CONDITIONS
1	Yallingup Steiner School	Defibrillator at Carbanup Hall				$1,500
2	Busselton Squash Club	Junior Squash Development Program				$5,000
3	Cape Mountain Bikers	Trail Counter System				$3173
4	Dunsborough Bay Yacht Club	Plakka Trailer Replacement				$3,000
5	Yallingup Boardriders Club	YBR Marquee and Water Safety Laptop				$2,150
6	Dunsborough and Busselton Wildlife Care Inc.	Operation Monitored Release				$2,366			Funding for 4 motion sensitive cameras
7	Busselton Aero Club Inc.	Replacement of 2 air conditioners in Club Rooms				$1,200			Funding for air conditioner in training room only
8	Anglicare WA	Busselton Financial Counselling Printer Replacement				$0


APPLICANT		PROJECT TITLE		RECOMMENDATION				SPECIAL CONDITIONS
Major Application
1	Busselton Hockey Stadium Club Inc.		Lighting Upgrade		$59,000
2	Dunsborough & Districts Progress Association		Djiljit Mia Community Gathering Space		$40,000
3	Busselton Pottery Group Inc.		New Electric Kiln		$7,000
4	Dunsborough Junior Soccer Club		Soccer Goals		$7,500
5	Ludlow Tuart Forest Restoration Group		Restoration of Truck Shed; new water tank		$19,000
6	Dunsborough Community Garden		Stage 3		$1,800		Funding allocated for pedestrian gate only
7	Busselton Population Medical Research Institute		Equipment for the Busselton Health Survey Study		$712		Funding for anatomy models only
8	Dunsborough & Districts Country Club		Replacing of CCTV		$0
9	FAWNA		Media Upgrade		$0
10	Busselton Chamber of Commerce		Busselton Business Hub		$0
11	SWAS		SWAS Support Program		$10,000		3^rd year of 4 year funding agreement
12	Busselton Senior High School P&C		Busselton Trade Training Centre		$10,000		2^nd year of 3 year funding agreement

2. Authorises the CEO to sign on behalf of the City one (1) year funding agreement deeds with the successful applicants;

3. Authorises the CEO to sign on behalf of the City a one (1) year funding agreement deed with YouthCARE for the purpose of providing chaplaincy services for 2019/2020 for an annual contribution of $40,490;

4. Authorises the CEO to sign on behalf of the City, a three (3) year funding agreement deed with the Busselton Senior Citizens Centre Inc. for the purpose of providing seniors services for 2019/2020 – 2021/22 inclusive for an annual contribution of $86,794 (indexed per annum);

5. Authorises the CEO to sign on behalf of the City a one (1) year funding agreement deed with Surf Life Saving WA for the purpose of providing lifesaving services for 2019/2020 for an annual contribution of $146,855;

6. Amalgamate the remaining minor ($31,611) and major ($40,788) bids funds for round two (2) 2019/2020 of the Community Bids funding program.

16. Finance and Corporate Services Report

16.1 CORPORATE BUSINESS PLAN 2019 - 2023

SUBJECT INDEX:	Corporate Planning
STRATEGIC CONTEXT:	Key Goal Area: 6. LEADERSHIP Visionary, collaborative, accountable Objective: 6.1 Governance systems, process and practices are responsible, ethical and transparent.
BUSINESS UNIT:	Corporate Services
ACTIVITY UNIT:	Governance
REPORTING OFFICER:	Manager Governance and Corporate Services - Sarah Pierson Corporate Planning Officer - Cathy Burton
AUTHORISING OFFICER:	Director Finance and Corporate Services - Tony Nottle
VOTING REQUIREMENT:	Absolute Majority
ATTACHMENTS:	Attachment a Corporate Business Plan 2019 - 2023 ⇩

PRÉCIS

This report presents the attached City of Busselton Corporate Business Plan 2019 – 2023
(Attachment A) (CBP) and seeks Council’s adoption of the plan.

BACKGROUND

The Local Government Act 1995 sets out requirements for the ‘Plan for the Future’ which requires all Local Government Authorities to have a strategic community plan spanning a minimum ten year period, and a corporate business plan, spanning a four year period. The legislation also requires a local government to have in place a number of informing plans being –

a) asset management plans for key asset classes;

b) a four year workforce plan; and

c) a ten year long term financial plan.

These plans are collectively known as the Integrated Planning and Reporting (IPR) framework. The City of Busselton regularly reviews each plan to ensure they articulate and provide for the delivery of core services and priority initiatives aligned to the community’s aspirations.

The direction and focus of the City’s corporate business plan, and other IPR plans, is guided by the higher level strategic community plan. The strategic community plan undergoes a major review every four years and a minor (desktop) review every two years. A minor review was undertaken between January and April 2019.

The corporate business plan is reviewed every year in conjunction with review of the City’s long time financial plan, to determine the priority initiatives for the ensuing four years. Core service objectives are also reviewed, thereby driving the medium term direction of the organisation.

Guidelines relating to the content and standard of IPR plans are found in the IPR Advisory Standard, which was published in September 2016 by the then Department of Local Government and Communities. The Advisory Standard prescribes categories for assessing the competency of IPR plans; i.e. ’Achieving’, ’Intermediate’ and ’Advanced’. The standards are described in more detail under the Relevant Plans and Policies section of this report.

Format of the Proposed Corporate Business Plan

The format of the Corporate Action tables is consistent with previous years, with two notable exceptions relating to -

1) ‘Operational’ and ‘Capital’ actions, and

2) Key informing documents.

An operational action is identified as one which forms part of the core service delivery. A capital action is identified as an action linked to the City’s capital works plan involving the development or improvement of an asset. Where an action type is identified as capital, the estimated cost attributed to the action is stated. For example, in Key Goal Area 5, Objective 5.3, the Wadandi Track action is a capital item costing a total of $744,000 over the four financial years of the plan.

Informing documents related to an objective are now quoted at the end of each community objective segment. In previous years a column titled “Informing Policy or Plan” had been included alongside an action.

New, carried over, amended and deleted actions

Several new actions are included in the proposed CBP. Other actions have been carried over from the previous plan unchanged or have been amended to better describe the action. Actions have also been deleted because they have been completed, supplanted by other priority actions or have a lower profile.

Significant actions carried over include the –

· Continued expansion of the Busselton-Margaret River Regional Airport and establishing significant infrastructure at the airport to assist with economic development opportunities;

· Continued redevelopment of the Busselton foreshore and work toward the establishment of accommodation and microbrewery establishments;

· Advancing the road and traffic improvements as outlined in the Busselton Traffic Study to improve traffic flow in and around the Busselton City centre;

· Progressing work towards the design and development of a performing arts and convention facility (BEACH); and

· Continuing planning for recreation and active open spaces.

All actions in the plan are accounted for in the draft 2019-2020 budget or the current draft LTFP. Actions relying on the availability of external funding are identified as such in the “Funding” column of the action listings. A full explanation of how to read the CBP is found in the “Our Plan Explained” section of the proposed CBP.

Table 1 below provides a high level summary of the differences between the 2018 - 2022 Corporate Business Plan actions and the proposed CBP actions.

Table 1:

New Actions	Actions significantly amended	Actions deleted from draft plan	Actions reassigned to a different Key Goal Area and/or objective
12	15	16	2

Table 2 below provides more detail about the new, deleted and significantly amended actions of the proposed CBP. Actions carried over into the proposed plan with only minor wording amendments have not been included in Table 2.

Table 2.

Key Goal Area 1: Community - Welcoming, Friendly, Healthy

STATUS

Action description

19/20

20/21

21/22

22/23

1.1 A friendly and safe community with a strong community spirit

New

Community Services Directory Review

Review the Need a Hand Directory and other City service directories with the aim of improving the content and distribution of community services information.

1.2 A community with access to life-long health and education opportunities

New

Busselton Library Upgrade

Upgrade the children’s section and back of house at the Busselton Library.

1.3 A community with access to a range of cultural and art, social and recreational facilities and experiences

Amended

Busselton Entertainment Arts and Culture Hub (BEACH) - Construction

Progress the design and development of a performing arts and convention space in the Busselton Cultural Precinct.

18/19 action description

Performing Arts and Convention Centre

Progress the business case for the design and development of a performing arts and convention space and continue to explore funding opportunities.

New

Busselton Entertainment Arts and Culture Hub (BEACH) – Operational Planning

Progress planning for the operational management of the BEACH.

Deleted

Port Geographe Parking Facilities Stage 1

Support and facilitate the establishment of higher education services in Busselton including a university presence in the District.

Action completed in 18-19

Deleted

Port Geographe Floating Jetty

Construct a floating jetty at Port Geographe.

Action completed in 18-19

New

Vasse Newtown Oval

Complete temporary carpark construction adjacent to the Vasse Newtown (Kaloorup) Oval.

Amended

Vasse Integrated Sporting Precinct

Complete construction of carpark and change room facilities at the Vasse Integrated Sporting Precinct.

18/19 action description

Vasse Integrated Sporting Precinct Pavilion

Continue planning for the development of hard courts and a future pavilion at the Vasse Integrated Sporting Precinct.

Reassigned from 2.1

Dunsborough Lakes Sporting Facilities

Complete Stage 1 of a new sport and recreation complex for the Dunsborough district.

Reassigned from 2.1 / Amended

Yalyalup Development

Continue to plan for the development of sport and community facilities at Yalyalup.

18/19 action description

Yalyalup Development

Construct a sport and recreation oval in Yalyalup.

Amended

Churchill Park

Upgrade ovals at Churchill Park.

18/19 action description

Churchill Park Facilities Upgrade

Upgrade the building and facilities at Churchill Park in accordance with the Churchill Park Master Plan and Asset Management Plan.

1.4 Work with key partners to provide a range of community services and programs that support people of all ages and backgrounds

Deleted

Youth and Community Activities Building Activation

Provide weekly and school holiday activities at the Youth and Community Activity Building.

Part of Youth Initiatives Implementation action

Key Goal Area 2: Places and Spaces - Vibrant, Attractive, Affordable

STATUS	Action description	19/20	20/21	21/22	22/23
2.1 Planning strategies that foster the development of neighbourhoods that meet our needs as we grow
Amended	Non-Potable Water Supply Dunsborough Complete hydro-geological studies as part of work towards securing a non-potable water supply to facilitate the development of future sporting ovals at Dunsborough Lakes Sporting Facilities. 18/19 action description *Non-Potable Water Supply Dunsborough* Secure a non-potable water supply to facilitate the development of sporting ovals beyond Stage 1 of the Dunsborough Lakes Sporting Facilities.	l
Amended		l
2.2 Attractive parks and open spaces that create opportunities for people to come together, socialise and enjoy a range of activities
New	Mitchell Park Upgrade Redevelop Mitchell Park to improve the public amenity of the park and enhance the social vibrancy of the Busselton Town Centre.	l	l
Deleted	Public Open Space Determine the priorities for public open space expenditure to guide future planning and decision making.	Now part of ongoing core service delivery
2.3 Creative urban design that produces vibrant, mixed use town centres and public spaces
Amended	Busselton War Memorial Relocation Plan for relocation of the Busselton War Memorial to the Rotary Park precinct. 18/19 action description *Busselton War Memorial Relocation* Relocate the Busselton War Memorial to Rotary Park near to the Busselton sub-branch of the Returned and Services League Australia WA.	l	l	l	l
Amended		l	l

Key Goal Area 3: Environment – Valued, Conserved, Enjoyed

STATUS	Action description	19/20	20/21	21/22	22/23
3.1 Development is managed sustainable and our environment valued
Amended	Municipal Heritage Inventory Review Undertake the five yearly Heritage List/Municipal Heritage Inventory review. 18/19 action description *Municipal Heritage Inventory Review* Finalise the Municipal Heritage Inventory and Heritage List to facilitate the implementation of incentives for heritage conservation.		l
Amended		l
Deleted	Rehabilitate the Busselton Waste Facility Continue to the program to complete the rehabilitation of former landfill sites at the Busselton Waste Facility.	Part of a broader contaminated sites action under objective 3.2
3.2 Natural areas and habitats are cared for and enhanced for the enjoyment of current and future generations
Deleted	Meelup Regional Park Trails Progressively establish and maintain a network of walk and bike trails, signage and support facilities within the park	Further work depends upon external funding which has not been identified at this time
Amended	Meelup Former Waste Site Achieve reclassification of the site to enable public use by mountain bikers. 18/19 action description *Meelup Waste Site Remediation* Complete remediation of the contaminated site in the Meelup Regional Park.	l
Amended		l	l	l	l
Amended	Western Ringtail Possum Habitat Protection Once State government approves the advertising of Amendment 42 of the City’s Local Planning Scheme 21, undertake a period of public consultation on the Amendment and the overarching Western Ringtail Possum Directions Paper. 18/19 action description *Western Ringtail Possum Working Group* Through the formation of this group and working with key stakeholders, research and make recommendations as to the approach and actions the City should take in relation to preserving the Western Ringtail Possum	l	l
Amended		l	l	l	l
3.3 The health and attractiveness of our waterways and wetlands is improved to enhance community amenity.
Deleted	Geographe Waterways Management Plans Complete management plans for both the Lower Vasse and Toby Inlet.	Project complete
3.4 Climate change risks and impacts are understood, acknowledged and responded to through appropriate planning and community education
Amended	Energy Master Plan Adopt and implement an energy master plan to assist the City to achieve energy savings and reduce greenhouse gas emissions. 18/19 action description *Energy Action Plan* Complete the development of an energy action plan identifying actions for energy reduction and re-use.	l	l	l	l
Amended		l	l	l	l

Key Goal Area 4: Economy – Diverse, Robust, Prosperous

STATUS	Action description	19/20		20/21		21/22			22/23
4.1 An innovative and diversified economy that provides a variety of business and employment
Amended	Busselton- Margaret River Airport General Aviation Precinct Promote and secure leasing opportunities for general aviation. 18/19 action description *Busselton Margaret River Airport General Aviation Precinct* Progress the Expression of Interest process for allocating hangar leases in the new general aviation precinct.	l		l		l			l
		l
Deleted	Regional Development Subject to funding and in partnership with the Department of Regional Development and the South West Develop Commission, prepare a plan to support economic growth in the District.	Part of Economic Development Strategy
Deleted	Digital / Smart City Plan Develop a digital / smart City plan for the district.	Part of Economic Development Strategy
4.2 A community where local business is supported and in turn drives our economy
New	Activating City Centres Through the ‘Place Project’ implement a series of initiatives to activate City centres.		l		l		l	l
Deleted	VendorPanel Marketplace Promote and continue to embed the use of VendorPanel Marketplace as the City’s online procurement tool to promote increased opportunity for local business.		Now part of core service delivery
4.3 Events and unique tourism experiences that aid in attractive visitors and investment
Deleted	Online event application facility Progress the development of an online event application platform to streamline the processing of event applications.		Action completed in 18/19
Deleted	Cruise Ship Industry Development Continue to work with the cruise ship industry to expand cruise ship tourism and support land based cruise ship operations.		Part of Economic Development Strategy
Amended	Busselton Jetty Tourist Park Implement the Busselton Jetty Tourist Park Master Plan to guide the management, maintenance and continual upgrade of the Park. 18/19 action description *Busselton Jetty Tourist Park* Prepare a master plan for the future development of Kookaburra Caravan Park to provide patrons with cost effective short stay and longer term options.		l		l		l	l
			Master Plan completed 18/19

Key Goal Area 5: Transport –Smart, Connective, Accessible

STATUS	Action description	19/20		20/21		21/22			22/23
5.1 Public transport services that meet the needs of the community
	No change
5.2 Road networks that provide for a growing population and the safe movement of all users through the district
Amended	Busselton Traffic Improvements Progress the City Centre Eastern Link (Stage 1) component of the Busselton Traffic Study and progressively implement improvements to other City centre intersections to improve traffic flow. 18/19 action description *Busselton Traffic Improvements* Subject to the outcome of consultation and approval from relevant government agencies, implement prioritised traffic improvements to improve the flow of traffic and around Busselton City Centre.	l		l		l			l
		l		l
5.3 Pathways and cycle ways that connect our communities and provide alternative transport choices
New	Wadandi Track Continue to progressively develop and enhance the Wadandi track.		l		l		l	l
Amended	Cycleway and Shared Path Networks Improvements Progressively implement the City of Busselton Cycling and Shared Path Network Strategy 2019-2023. 18/19 action description *Cycleway and Shared Path Networks Improvements* Finalise the review of the Bike Plan and upon adoption, implement the plan within funding provisions.		l		l		l	l
			l		l		l	l
New	Safe Active Street Study Conduct a feasibility study to determine whether a connective cycling boulevard catering for people of all ages can be implemented in the Busselton town centre.		l

Key Goal Area 6: Leadership –Visionary, Collaborative, Accountable

STATUS	Action description	19/20	20/21	21/22	22/23
6.1 Governance systems, process and practices are responsible, ethical and transparent
New	Works and Assets IT Business Software Introduce a new system to track the progress of works and assets management.	l	l	l	l
6.2 Council engages broadly and proactively with the community
Deleted	Busselton Traffic Improvement Survey Conduct a survey to assess the level of community support for various medium term traffic initiatives to improve traffic flow in the vicinity of Busselton.	Action completed in 18/19
Deleted	Integrate Asset Data into Core Business Systems Finalise the implementation of asset register data within existing business systems.	Ongoing task as part of new works and assets action
STATUS	Action description	19/20	20/21	21/22	22/23
New	Website Improvements Develop and progressively implement improvements to the City’s websites in order to improve information flow to the community.	l	l	l
New	Engagement Policy Review the City’s Community Engagement Policy.	l
6.3 Accountable leadership that is supported by a skilled and professional workforce
Amended	Enhancing Integrated Corporate Systems Continuously improve and upgrade corporate enterprise systems and infrastructure. 18/19 action description Financial Reporting System Enhancements Design and implement improved financial reporting capabilities within existing business systems.	l	l	l	l
Amended		l
New	Staff Engagement Undertake a staff engagement survey as a diagnostic tool to continue to develop a high performing culture.	l
6.4 Assets are well maintained and responsibly managed
Deleted	Art Collection Management Prepare a policy and procedures document for the management of the City of Busselton art collection.	Action completed in 18/19
Deleted	Business Systems Review Commence review of the City’s core business systems software to ensure it continues to be most advantageous to the City.	Action completed in 18/19
New	Winderlup Court Improvements Undertake works to refurbish and improve facilities at the Winderlup Court complex.	l	l	l

Corporate Performance Indicators

The final section of the proposed CBP outlines 11 corporate performance indicators which assist to measure our progress with respect to organisational performance and achievement of the plan’s actions. Two changes are proposed to the measures, in relation to indicator 7 – Complaints and indicator 10 – Energy Use.

In relation to complaints, there are currently two measures – the number of complaints received per head of population and the number of complaints responded to (expressed as a percentage). It is recommended that the first measure be changed to number of complaints recorded per head of population, to better reflect that we are only reporting on those complaints properly recorded in the City’s complaints system, and that the second measure be changed to average time taken to resolve complaints recorded. This would be measured in days from the time the complaint is entered into the system to the time it is closed out. It is felt that this is a better measure of service delivery and performance.

In relation to energy use the current ‘measure’ is to set energy plan targets by the end of 2018/2019. There is extensive work being undertaken in relation to energy use and finalisation of an energy master plan. Through this work it has been recognised that the setting of robust energy targets will take some continued work and time. For this reason it is recommended that this indicator be adjusted to ‘set energy plan targets by the end of 2019/2020’.

CONCLUSION

The City’s corporate business plan is a key component of the IPR framework. The proposed CBP meets the “Achieving” standard required by the Department of Local Government, Sport and Cultural Industries Advisory Standard and integrates relevant information from the City’s current LTFP, asset management plans and workforce plan.

The proposed CBP supports the Council’s strategies outlined in the SCP and advances many of the key initiatives that the City has progressed over the previous financial year. Importantly, the proposed CBP continues to provide a solid work program to assist with realising the community’s aspirations and objectives.

OPTIONS

The Council may choose to alter any of components or wording of the proposed CBP.

TIMELINE FOR IMPLEMENTATION OF OFFICER RECOMMENDATION

Once the CBP is adopted, it will come into effect immediately with the services and actions contained implemented over the four year life of the plan as identified. The plan will be professionally published within six weeks of its adoption.

OFFICER RECOMMENDATION

That the Council adopts the Corporate Business Plan 2019 to 2023 in the form attached to this report (Attachment A).

Council 85 31 July 2019

17. Chief Executive Officers Report

17.1 COUNCILLORS' INFORMATION BULLETIN

SUBJECT INDEX:	Councillors' Information Bulletin
STRATEGIC OBJECTIVE:	Governance systems, process and practices are responsible, ethical and transparent.
BUSINESS UNIT:	Governance Services
ACTIVITY UNIT:	Governance Servcies
REPORTING OFFICER:	Executive Assistant to Council - Katie Banks
AUTHORISING OFFICER:	Chief Executive Officer - Mike Archer
VOTING REQUIREMENT:	Simple Majority
ATTACHMENTS:	Nil

PRÉCIS

This report provides an overview of a range of information that is considered appropriate to be formally presented to the Council for its receipt and noting. The information is provided in order to ensure that each Councillor, and the Council, is being kept fully informed, while also acknowledging that these are matters that will also be of interest to the community.

Any matter that is raised in this report as a result of incoming correspondence is to be dealt with as normal business correspondence, but is presented in this bulletin for the information of the Council and the community.

INFORMATION BULLETIN

17.1.1 Current Active Tenders

PQS01/19 PLANT AND EQUIPMENT HIRE – REQUEST FOR APPLICATIONS TO JOIN A PANEL OF PRE-QUALIFIED SUPPLIERS

· Requirement – hire of plant and equipment.

· The PQS was advertised on 9 February 2019 with a closing date of 7 March 2019.

· The closing date has been extended until 14 March 2019. A further State wide advertisement providing notification of the extension was provided by the City on 9 March 2019.

· Thirty submissions were received.

· In accordance with delegation LG3M the CEO has authority to establish the panel and to decide which applications to accept.

· It is anticipated that the panel of pre-qualified suppliers will be established by the CEO in July 2019.

RFT02/19 PROVISION OF CLEANING SERVICES TO CITY OWNED FACILITIES

· Requirement – the provision of cleaning services to City owned facilities.

· A Request for Tender was advertised on 9 March 2019 with a closing date of 4 April 2019.

· Eight submissions were received.

· The value of the contract is expected to exceed the CEO’s delegated authority under Delegation LG3J and will require Council approval.

· At the Council meeting on 26 June 2019 Council endorsed the recommendation that:

1. Bellrock Cleaning Services Pty Ltd as trustee for the Bellrock Cleaning Services for Separable Portion 1 and Separable Portion 4; and

2. Jenni and Michael Eddington ATF Ocean Air Trust T/A Ocean Air Carpet Care for Separable Portion 2 and Separable Portion 3, be awarded the Contract resulting from the Request for Tender in accordance with the Terms and Conditions detailed within the Request for Tender.

· Contracts were awarded by the CEO under delegated authority in July 2019.

RFT05/19 CITY CENTRE EASTERN LINK

· Requirement – following an Expression of Interest (EOI 01-18) process for making a preliminary selection among prospective tenderers, the City of Busselton invited tenders for the construction of the City Centre Eastern Link Road upgrade including stages 1,2A and 2B.

· Three tenderers were invited to submit a tender – Georgiou Group Pty Ltd, Ertech Pty Ltd and BMD Constructions Pty Ltd, with a closing date of 14 May 2019.

· The closing date was extended to 28 May 2019.

· Two submissions were received.

· The value of the contract is expected to exceed the CEO’s delegated authority under Delegation LG3J and will require Council approval.

· The CEO under delegated authority declined to accept any tender.

RFT06/19 DESIGN, SUPPLY AND INSTALLATION OF BIRD NETTING OVER STORM WATER RENTENTION BASIN

· Requirement – the design, supply and installation of bird netting over storm water retention basin.

· A Request for Tender was advertised on 22 May 2019 with a closing date of 12 June 2019.

· Four submissions were received.

· The value of the contract is not expected to exceed the CEO’s delegated authority under Delegation LG3J.

· It is anticipated that the contract will be awarded in August 2019.

RFT07/19 ARBORICULTURE SERVICES

· Requirement – the provision of arboriculture services throughout the City of Busselton.

· A Request for Tender was advertised on 15 June 2019 with a closing date of 5 July 2019.

· Five submissions were received.

· The value of the contract is expected to exceed the CEO’s delegated authority under Delegation LG3J and will require Council approval.

· A recommendation report is presented as part of this agenda.

RFT08/19 PROJECT MANAGEMENT SERVICES

· Requirement – the provision of project management services for projects at Busselton Margaret River Airport.

· A Request for Tender was advertised on 3 July 2019 with a closing date of 23 July 2019.

· Due to the increased uncertainty around State Government funding and the scope of works officers recommended to the CEO that the tender be withdrawn.

· On 16 July 2019 the CEO under delegated authority withdrew the tender.

RFT09/19 BUSSELTON JETTY TOURIST PARK MANAGEMENT CONTRACT

· Requirement – management of the Busselton Jetty Tourist Park.

· A Request for Tender was advertised on 22 June 2019 with a closing date of 12 July 2019.

· The closing date was extended to 19 July 2019.

· The value of the contract is expected to exceed the CEO’s delegated authority under Delegation LG3J and will require Council approval.

App. No.	Recipient		Purpose		Amount
June 2019
65/1819		Joshua Snow		Selected to represent WA as part of the WA Country Team to compete in the 2019 Phuket Cup (Soccer). Funds to assist with associated travel expenses.		$300.00
66/1819		Zonta Club Dunsborough		Funds requested to cover the cost of hiring the venue for their annual Competition Bridge Day. Proceeds from the day will go towards scholarships for local students.		$547.50
67/1819		Busselton Wildflower Exhibition		Funds requested to purchase six street banners to advertise the 94th Exhibition. Funds raised from the annual event will go towards supporting underprivileged citizens within the Busselton community.		$1,000.00
68/1819		Busselton City Football Club		Holding their 50th annual soccer carnival at Churchill Park. Funds will be used to cover the cost of venue hire (exclusive use of the entire venue).		$1,000.00
69/1819		Lacey Heys		Selected to be part of the WA Country U14 girls’ team competing at the Singa Cup (Soccer). Funds to assist with travel related expenses.		$300.00
70/1819		Jack Anderson		Selected to be part of the WA Country team competing at the Singa Cup (Soccer). Funds to assist with travel related expenses.		$300.00
71/1819		Maddison Johnston-Walker		Selected to represent WA (Swimming team) at the School Sport Australia National Schools Championships in Melbourne. Funds to assist with travel expenses.		$300.00
72/1819		Ava Richards		Selected to be part of the WA Country U14 girls’ team competing at the Singa Cup. Funds to assist with travel related expenses.		$300.00
73/1819		Busselton Choral Society		Funds to cover the cost of venue hire, afternoon tea and piano hire for the Choral Society’s 2019 Winter concert.		$250.00
				June Total		$4,297.50

Council		28		31 July 2019
16.1	Attachment a		Corporate Business Plan 2019 - 2023