Agenda of Rural Fire Service Strategic Planning Committee

Minutes of the Rural Fire Service Strategic Planning Committee

Meeting Date: Thursday, 9 February 2017

Location: Seven Mile Meeting Room, City Administrative Centre, Bridge Road, Nowra

Time: 5.30pm

The following members were present:

Clr Joanna Gash - Chairperson

Clr Mitchell Pakes

Mr Mark Williams

Mr Paul Gooey

Ms Jennifer Lawther

Mr John Ashton

Mr Andrew Fielding

Mr Vic Walker

Mr Geoff Phillips

Mr Bill Bean

Martin Upitis (delegate of Ben Stewart Director Assets & Works)

Others present:

Megan Birmingham – Shoalhaven City Council

Lynda Ho – Shoalhaven City Council

Ellann Lehdey – Shoalhaven City Council

Apologies / Leave of Absence

Apologies were received from Ben Stewart and Paul Gleeson. Mark Williams arrived late as he was organising staff for out of area work.

Membership – Resignation of Colin Lonergan – Current Vacancies

Colin Lonergan had resigned from the Committee. Paul Gooey undertook to follow-up on nominees for the following vacancies:

(i) Group 5 Area Primary Representative and

(ii) Group 5 Area (Alternative) Representative.

Confirmation of the Minutes

RESOLVED (Vic Walker / Andrew Fielding)

That the Minutes of the Rural Fire Service Strategic Planning Committee held on Thursday 10 November 2016 be confirmed.

CARRIED

Declarations of Interest

Nil

Reports

RF17.1 Rural Fire Service Update - February 2017	HPERM Ref: D17/28787
Martin Upitis outlined the report, item RF17.1, as presented.
Recommendation (Item to be determined under delegated authority) That the Committee receives the report for information.
RESOLVED (Paul Gooey / Martin Upitis) That the Committee receives the report for information. CARRIED

RF17.2 RFS Infrastructure Preface	HPERM Ref: D17/26045
Mark Williams outlined the report, item RF17.2, as presented.
Recommendation (Item to be determined under delegated authority) That the Committee receives the report for information
RESOLVED (Jennifer Lawther / Paul Gooey) That the Committee receives the report for information. CARRIED

RF17.3 Other RFS Infrastructure Projects

HPERM Ref: D17/26069

Mark Williams updated the Committee on the progress of other RFS infrastructure projects.

1. Kangaroo Valley Station Additions

Projects 1-5 were at a similar point of progress and were discussed as a block. Mark Williams requested accurate quantity estimates to ensure that the funds allocated for these projects were adequate to fund the required works.

The Committee expressed concern at the statement repeated under items 1-5 that

“It is also now apparent that this and the remaining projects with full funding allocation … will not be completed by this financial year. DM has advised RFS of this, however it is requested that Council expedite these projects to completion, as further carry forward of funds is unlikely.”

Martin Upitis gave an assurance that the works listed under items 1-5 consisted of a 2 year program and that therefore the funding was not at risk.

ACTION: Martin Upitis undertook to provide a timeframe for the works listed under items 1-5 to the next committee meeting.

2. Shoalhaven Heads Extensions

Refer to point 1.

3. Kioloa Station Extensions

Refer to point 1.

4. Tabourie Station Extensions

Refer to point 1.

5. Currarong Station Additions

Refer to point 1.

6. Training/Logistics/SMSS Facility (TLSF)

This project was not a priority at this time and only seed funding is available. Project placed “on hold” until such time as further funding is secured from all prospective occupants.

7. Wandandian Station Extensions

Ideally projects 7, 8 & 9 would be “shovel ready” so that they could be initiated once funding was available.

8. Basin View Station Extensions

Refer point 7.

9. Conjola Station Extensions

Refer point 7.

10. Beaumont Station Extensions

There was no discussion.

11. Huskisson Station Extensions

There was no discussion.

12. Staff Movements

Ms Julie-Anne Michael had resigned and Mr Shannon Judge had been appointed in the Grade 4/5 six-month renewable part time position.

Mark Williams noted that head quarters would rank the projects with seed funding of $5000. Martin Upitis advised DA approvals lapsed after five years. He recommended that the DAs be submitted in a “staggered” fashion to ensure they did not lapse prior to the works being carried out.

Mark Williams responded that Project Development Approvals/Construction Certificates remain current past the 5yr cut off so long as commencement has occured.

Recommendation (Item to be determined under delegated authority)

That the Committee receives the report for information

RESOLVED (Paul Gooey / Vic Walker)

That the Committee receives the report for information.

CARRIED

RF17.4 IEMC 92 Albatross Road South Nowra Master Plan	HPERM Ref: D17/26371
ACTION: Martin Upitis noted that the Dog Track subdivision was still being progressed and he undertook to circulate an update on the matter to the Committee.
Recommendation (Item to be determined under delegated authority) That Council reports to the Committee the status of the sub division of “Dog Track Rd” and pursue this to completion as a matter of priority.
RESOLVED (Paul Gooey / Andrew Fielding) That Council reports to the Committee the status of the sub division of “Dog Track Rd” and pursue this to completion as a matter of priority. CARRIED

RF17.5 West Nowra Rural Fire Service	HPERM Ref: D17/26954
Martin Upitis noted that the tender for the “Pad Mount” Transformer would be opened in March and installation was expected in May 2017.
Recommendation (Item to be determined under delegated authority) That Council expedites the installation and connection of the Pad Mount transformer and connection of permanent power to the WNFS so as all electrical installations can be utilised.
RESOLVED (Andrew Fielding / Vic Walker) That Council expedites the installation and connection of the Pad Mount transformer and connection of permanent power to the WNFS so as all electrical installations can be utilised. CARRIED

RF17.6 Milton Catering Station Extensions

HPERM Ref: D17/26974

A new hydrant had been installed on Croobyar Road but the old hydrant had not been removed and continues to leak water, causing damage to the drain and car park area. The Committee recorded its dissatisfaction with the length of time taken to remove the problematic water hydrant.

ACTION: Martin Upitis undertook to arrange the meeting between RFS and Council staff to consider the proposed new site access via Woodstock Road and the removal of problematic water hydrant.

Recommendation (Item to be determined under delegated authority)

That

1. Council staff and RFS meet on site to plan the proposed alternate station access using Woodstock Road, and work with the RFS to rectify maintenance and drainage issues that remain post hydrant relocation.

2. Council staff consider having the problematic hydrant disconnected and removed.

RESOLVED (Paul Gooey / Mark Williams)

That

2. Council staff consider having the problematic hydrant disconnected and removed.

CARRIED

RF17.7 Broughton Vale / Berry Rural Fire Station

HPERM Ref: D17/26996

Developments in respect to the Broughton Vale Berry Rural Fire Service and Ambulance stations were continuing. The RFS station would be built on a now closed road and the Ambulance station on land aquired from the RMS. There were significant earth and civil works associated with the Rural Fire Service component of the project. Council has engaged consultants for the cost of filling and drainage. The DA for the fire station will list the ambulance as a stakeholder.

Discussion of this matter was ongong.

Recommendation (Item to be determined under delegated authority)

That

1. Council and the District Manager continue to work with HINFRA, RMS and Dept Lands to formalise the land use agreements and secure the identified land parcel.

2. RFS works with Council on the formal designing, plan preparation, cost estimation and DA submission for the new station within the available land parcel.

RESOLVED (Martin Upitis / Paul Gooey)

That

1. Council and the District Manager continue to work with HINFRA, RMS and Dept Lands to formalise the land use agreements and secure the identified land parcel.

2. RFS works with Council on the formal designing, plan preparation, cost estimation and DA submission for the new station within the available land parcel.

CARRIED

RF17.8 IEMC "Pad Mount" Transformer	HPERM Ref: D17/27007
Discussion included under item RF17.5 above.
Recommendation (Item to be determined under delegated authority) That Council expedites the planning and subsequent construction of this project.
RESOLVED (Andrew Fielding / Vic Walker) That Council expedites the planning and subsequent construction of this project. CARRIED

RF17.9 Bendalong / Cunjurong Point / Manyana Amalgamation	HPERM Ref: D17/27016
The formalisation of the amalgamation is continuing and the application for the amalgamation has been prepared. The capital works for the stations would be undertaken when funding become available. The community will be kept informed of the progress of the amalgamation through the Red Head Villages Committee meeting in early February. The application will be submitted to head office for approval prior to the transfer of people, equipment and records. The two brigades have agreed the new Brigades name to be called: “Manyana”. Ths has been endorsed by the District Manager.
Recommendation (Item to be determined under delegated authority) That the District Manager continues to work with the Steering Committee and Brigades towards finalising this matter.
RESOLVED (Geoff Phillips / Vic Walker) That the District Manager continues to work with the Steering Committee and Brigades towards finalising this matter. CARRIED

General Business

RF17.10 Work Health & Safety (WH&S)	HPERM Ref: D17/32998
No matters raised

RF17.11 Code of Conduct	HPERM Ref: D17/33003
No matters raised

RF17.12 Committee Members - Email addresses

Current Committee email addresses are be provided to Lynda Ho so that the member list can be updated.

Action: Paul Gooey to follow up

There being no further business, the meeting concluded, the time being 6.05pm.

Clr Joanna Gash

CHAIRPERSON

Rural Fire Service Strategic Planning Committee – Thursday 11 May 2017

Page 8

RF17.14 RFS Infrastructure Preface

HPERM Ref: D17/129766

Submitted by: The Fire Control Officer, Superintendent Mark Williams

Recommendation (Item to be determined under delegated authority)

That the Committee recieves the report for information.

Details

The below table shows the current Infrastructure component of the Strategic Capital Expenditure Program (SCEP). This table is detailed in order of funding allocated and priorities (These priorities may change from time to time as identified).

It should be noted that changes to the RFS policy, now sees projects being funded in a maximum of two stages, being:

1. the allocation of ‘seed’ or preparatory funding for costs encountered during the planning phase (reports, plans, consultants etc.)

2. the allocation of full cost to complete the project based on quantity cost estimates.

#	PROJECT NAME	ALLOCATED	COST EST	SHORTFALL
1	IEMC Master Plan	$ 30,000	30,000	nil
2	West Nowra Fire Station (new)	$1,600,000	1,600,000	nil
3	Kangaroo Valley ablutions/extension	$ 400,000	637,676	237,676
4	Shoalhaven Heads extension	$ 400,000	675,272	275,272
5	Kioloa Station extension	$ 220,000	406,792	186,792
6	Tabourie Station extension	$ 180,000	498,593	318,593
7	Milton Station extension	$ 35,000	200,000	165,000
8	Currarong Station extension	$ 275,000	275,000	nil
9	Training, Logistics, SMSS Facility (TLSF) (new)	$	9,500,000	9,500,000
10	Broughton Vale Station (new)	$ 50,000	1,000,000	950,000
11	Wandandian station extension	$	185,000	185,000
12	Basin View station extension	$	175,000	175,000
13	Conjola station extension	$	195,000	190,000
14	Beaumont station extension	$ 5,000	160,000	160,000
15	Huskisson station extension	$	185,000	185,000
16	IEMC Pad Mount Transformer	$ 165,000 (RFS) $ 135,000 (SCC)	300,000	Nil
17	Bendalong/Cunjurong Pt - amalgamation	$	U/K	TBA
	TOTALS	$3,495,000	$16,023,333	$12,528,333

All of these are in various forms of completion, from seed/investigation/planning, through to construction. As shown above, most have funding allocated and are listed as committed projects.

Note: Other projects listed will be bid for in following years estimates or at other times as required. It should be noted that in relation to project #11 other external RFS sections (SMSS & State Logistics) will be housed in the proposed facility.

Each of these items is dealt with separately and in more detail throughout this report, in accordance with the numbering in the table above.

Rural Fire Service Strategic Planning Committee – Thursday 11 May 2017

Page 10

RF17.15 Other RFS Infrastructure Projects

HPERM Ref: D17/129956

Submitted by: The Fire Control Officer, Superintendent Mark Williams

Recommendation (Item to be determined under delegated authority)

That the Committee receives the report for information.

Details

1. Kangaroo Valley Station Additions

Current budget allocated: $400,000.00

Cost estimate of project: $637,676.00

Variance: $237,676.00

Since last report, Council has formalised the proposed plans and received a QS estimate for the project. This has seen a significant increase in the estimated cost for the project.

Original indications saw the project being costed at $400,000.00. The new estimate is $580,916.00. Council has also provided a schedule of its project management fees being $56,676.00. In total, this sees the project currently underfunded by $237,676.00.

A bid for this shortfall amount has been included into the 2017/18 RFFF estimates.

RFS has been advised by Council of a potential issue with the proposal due to the existing station being located within a flood zone (storage area). Council has indicated that this issue may be resolved with the use of different construction materials in the new section. Council has advised that it will proceed with the DA.

The Brigade Station Steering Committee has met and is in agreement with design. DM has advised the Brigade of the funding shortfall and the potential for issues/delays resulting from the flood zone categorisation and the shortfall.

Should additional funds be allocated, it is imperative that the project be completed and claimed back within the 2017/18 financial year. Council has indicated that this is achievable.

2. Shoalhaven Heads extensions

Current budget allocated: $400,000.00

Cost estimate of project: $675,272.00

Variance: $275,272.00

Since last report, Council has formalised the proposed plans and received a QS estimate for the project. This has seen a significant increase in the estimated cost for the project.

Original indications saw the project being costed at $400,000.00. The new estimate is $617,414.00. Council have also provided a schedule of its project management fees being $57,858.00. In total, this sees the project currently underfunded by $275,272.00.

A bid for this shortfall amount has been included into the 2017/18 RFFF estimates.

The DM is yet to formally meet with the Brigade SSC, but indications are the Brigade is fully supportive of the proposed plans.

Should additional funds be allocated, it is imperative that the project be completed and claimed back within the 2017/18 financial year. Council has indicated that this is achievable.

3. Kioloa station extensions

Current budget allocated: $220,000.00

Cost estimate for project: $406,792.00

Variance: $186,792.00

Since last report, Council has formalised the proposed plans and received a QS estimate for the project. This has seen a significant increase in the estimated cost for the project.

Original indications saw the project being costed at $220,000.00. The new estimate is $371,876.00. Council have also provided a schedule of its project management fees being $53,914.00. In total, this sees the project currently underfunded by $186,792.00.

A bid for this shortfall amount has been included into the 2017/18 RFFF estimates.

The Brigade Station Steering Committee has met and is in agreement with design, pending some minor internal adjustments. DM has advised the Brigade of the funding shortfall and any issues/delays may necessitate the project being delayed.

Should the additional funds be allocated, it is imperative that the project be completed and claimed back within the 2017/18 financial year. Council has indicated that this is achievable.

4. Tabourie Station extensions

Current budget allocated $180,000.00

Cost estimate of project: $498,593.00

Variance: $318,593.00

Since last report, Council has formalised the proposed plans and received a QS estimate for the project.This has seen a significant increase in the estimated cost for the project.

Original indications saw the project being costed at $180,000.00. The new estimate is $452,249.00. Council have also provided a schedule of its project management fees being $46,344.00. In total, this sees the project currently underfunded by $318,593.00.

A bid for this shortfall amount has been included into the 2017/18 RFFF estimates.

The Brigade SSC has met and reviewed both the preliminary plans and an alternate option which will see the number of appliance bays remain at 4 (not reduced to 3) and hopefully reduce construction costs and remove the issue with onsite car parking for members private vehicles, which would have been reduced with the preliminary plans.

The SSC is in agreement with the alternate option plans. As such, the Council designers have been requested to compile detailed plans and obtain a QS report for same.

The SCC has also been made aware of the competing issues with funding allocation and shortfalls for the current projects. It has also been made aware of the potential issues surrounding any delays in planning either of which may necessitate the project to be delayed.

5. Currarong Station Additions

Current budget allocated $275,000.00

Cost estimate of project: $275,000.00

Variance: $ 0.00

Concept Plans have now been received from the architect. These have been endorsed by the Brigade.

Council has been formally requested to allocate appropriate persons to undertake the project management role. At the time of report compilation, the RFS has not received any information on the progress of this.

Given the extensive cost increases for the other currently funded projects, it is likely that this project will also be under funded. Should this be the case, the DM will need to apply for additional funding with justification of same.

6. Training/Logistics/SMSS Facility (TLSF)

Current budget allocated $

Cost estimate of project: $9,500,000.00

Variance: $9,500,000.00

Nothing new to report.

RFS Infrastructure Management (Sydney) has not progressed the issue.

This project is now in hiatus whilst other Infrastructure works are occurring. The District (when able), will formalise the project proposal documentation which including all plans and costings undertaken to date and officially resubmit through Region and Head Office.

7. Wandandian station extensions

Current budget allocated: $

Cost estimate for project: $185,000.00

Variance: $185,000.00

Since last report the allocation of seed funding $5,000 has been removed. This is the result of recent experiences from the 5 current refurbishment projects which have required Council to project and Tender manage.

Also considered is the current number of projects underway and partially funded.

This project remains committed and as such will remain on the DM SPC report.

8. Basin View Station extensions

Current budget allocated: $

Cost estimate for project: $175,000.00

Variance: $175,000.00

Also considered is the current number of projects underway and partially funded.

This project remains committed and as such will remain on the DM SPC report.

9. Conjola Station extensions

Current budget allocated: $

Cost estimate of project: $195,000.00

Variance: $195,000.00

Also considered is the current number of projects underway and partially funded.

This project remains committed and as such will remain on the DM SPC report.

10. Beaumont Station extensions

Current budget allocated: $ 5,000.00

Cost estimate of project: $160,000.00

Variance: $155,000.00

No change since last report.

Draft plans have been developed and a meeting held with the Brigade who has endorsed these.

This project remains committed, however is low on the priority list of Station refurbishment projects.

This project will remain on the DM SPC report until future completion.

11. Huskisson Station extensions

Current budget allocated: $

Cost estimate of project: $185,000.00

Variance: $185,000.00

No change since last report.

Also considered is the current number of projects underway and partially funded.

This project remains committed and as such will remain on the DM SPC report.

12. 2017/18 RFFF Estimates

Recently the DM has submitted the estimates for the 2017/18 financial year. This is the first year of the amended estimates and allocation process. This will see the amount of required contribution by Council fixed to a percentage of the total Rural Fire Fighting Fund (RFFF). Council’s mandatory contribution percentage has been advised as 2.664%.

It also coincides with a major change in the collection of the contributions to the RFFF being that Local Government will apply a rates based levy onto all rateable land.

The following items are noteworthy inclusions in the estimates:

· $620K for reimbursement to Council for the M&R budget.

· $825K for new and refurbished appliances

· $950K for Station (Infrastructure) Projects

· $300K for new “Pod” Logistics vehicle project.

· $130K for new PPC

· $130K for Fire Fighting Equipment

· $120K for 2x Grp Officer vehicles

**NOTE: It must be noted that these figures form part of the “Bid” and are not to be confused with the ultimate “Allocation”. The final allocation amounts will be determined by State/Region and are expected to be announced in Sept/October 2017.

13. Staff Movements

Mr Shannon Judge, a volunteer with the Kangaroo Valley RFB and SMSS contracted staff member has joined the team in the 6 month temp contract position vacated by Julie-Anne Michael.

District Manager Supt. Mark Williams will be commencing Long Service Leave and travelling overseas from 1 May – 17 July. During this absence, Insp. Chris Palmer will be Acting District Manager for a minimum period of 8 weeks, with the remaining 4 yet to be determined.

A replacement for Insp. Palmer for his higher duty period has been requested and will hopefully also be determined shortly. A verbal update will be provided at the meeting.