CITY OF STIRLING
MINUTES
SPECIAL MEETING OF COUNCIL
23 DECEMBER 1997
TABLE OF CONTENTS
ITEM SUBJECT/LOCATION/NAME PAGE
1 ADMINISTRATION BUILDING CHANGES TO IMPROVE CUSTOMER SERVICE LEVELS 1
* - Indicates Separate Attachments submitted with Agenda.
MINUTES OF THE SPECIAL MEETING OF COUNCIL HELD IN THE IN THE PARMELIA ROOM, CIVIC PLACE, STIRLING ON TUESDAY 23 DECEMBER 1997 AT 5.05PM.
Present: |
Mayor |
Councillor D C Vallelonga JP |
Deputy |
Councillor R M Willox JP | |
Councillors |
R J Daniel, T J Tyzack, T W Clarey (from 5.25pm) ), J M Camilleri OAM JP,
| |
Officers |
Deputy Chief Executive Officer -
| |
Public |
Nil | |
Press |
Nil |
APOLOGIES
Councillor A A Spagnolo JP, Councillor G Maio, Executive Manager Community Development - J Glover,
Chief Executive Officer - M J Wadsworth.
DECLARATION OF FINANCIAL INTEREST
Nil.
REPORT Executive Manager Works/Business Units - 19 December 1997
Moved Councillor Tyzack, seconded Councillor Clarey
1. That the City PROCEED with alterations to the Administration Complex to improve customer service, within the current budget allocation, with an interim report to Council providing further information on the proposals discussed at the meeting.
Moved Councillor Willox, seconded Councillor Clarey
That the Stirling Civic Precinct Committee (formerly known as the Karrinyup Road to Mitchell Freeway Landholdings Sub Committee) PROGRESS the planning of a Regional Precinct Area, incorporating a new Administration Complex and Council Chamber.
3. That the Stirling Civic Precinct Committee REPORT to Council detailing a proposed time frame and financial plan for the construction of a new Administration Complex and Council Chamber within the next three to five year period.
The motions were put and declared CARRIED.
RECOMMENDATIONS TO COUNCIL
a) That Council SUPPORT in principle the proposal to make alterations to the existing office administration buildings in order to achieve a 90% efficient `one stop' customer service outcome for the City's central administration services at an estimated cost of $1,900,200. APPROVAL be given to call tenders for a suitably experienced firm of consultants to prepare detailed design drawings, estimates and documentation for the work. In order to fast track the detailed design phase for the proposed office changes Council DELEGATES authority to the Mitchell Freeway to Karrinyup Road Landholdings Sub Committee to ACCEPT tenders for the appointment of consultants to prepare detailed design drawings, estimates and documentation for the work.
OR
b) That Council SUPPORT planning of a new City Administration Centre with the objective of completion in February 2001 and APPROVAL be given for detailed design of changes to the Ground floor of the Lower Administration building to provide a central customer service counter without relocating departments. Design details and costs of the customer service counter and entrance improvements to be submitted to the Mitchell Freeway to Karrinyup Road Landholdings Sub Committee along with a preliminary brief for calling of tenders for consultants to commence planning and design of the new City Administration Centre.
That a report be PRESENTED to the Mitchell Freeway to Karrinyup Road Landholdings Sub Committee in January, 1998 indicating the overall financial plan necessary to facilitate:
the proposed changes to the existing administration buildings to achieve improved customer service
the purchase of the City of Perth Works Depot and the associated costs of relocation of the current works depot
financing of a new Council Administration facility
subdivision and sale of Council land holdings in the area
That future reports on
the proposed changes to the existing administration buildings to achieve improved customer service
the purchase of the City of Perth Works Depot and the associated costs of relocation of the current works depot
financing of a new Council Administration facility
subdivision and sale of Council land holdings in the area
be PRESENTED through the Mitchell Freeway to Karrinyup Road Landholdings Sub Committee.
NOTE: Alternatives to be considered in Recommendation 1
REPORT PURPOSE
To seek Council direction on options for changes to the existing Administration Offices aimed at enhancing customer service.
EXECUTIVE SUMMARY
It is generally acknowledged the City of Stirling Administration Buildings are overcrowded for existing staffing levels, poorly serve the Council and are inconvenient for many customers. Further that the buildings are in need of substantial expenditure to meet current regulatory requirements.
In terms of providing efficient and convenient customer services Council is presented with several options. Which option is preferred depends very much on the timing of the planned new Administration and Civic facilities.
If Council is of the view to move ahead with the new facility to be completed in approximately three years then the 60% efficiency option is recommended. This would also result in much less expenditure in respect to recommendations from the 1996 Wood & Grieve report.
If Council is of the view that a new facility should be given a longer time horizon of five or more years then the 90% efficiency option is recommended.
Concept drawings for the 90% efficiency proposal will be TABLED at the meeting.
INTRODUCTION
Changes to the location of departments within the City's Administration Buildings at Civic Place have been proposed in order to maximise the concept of a `One-Stop Shop' for customers. The current problems need no explanation.
In September 1997 a proposal was developed which involved the installation of a centralised Customer Service Counter on the ground floor, relocation of Building and Health to the first floor and relocation of Works Operations to the City of Perth Works Depot. The problem with this proposal was that it would account for only about 60 percent of customer enquiries at the centralised One-Stop Shop counter.
In early October 1997, a further proposal was developed which could achieve an 80 percent or more One-Stop facility. The proposal was no longer dependent on Works Operations' staff moving to the City of Perth Depot. The proposal was further developed to 90% efficiency.
None of the recent proposals described above have been submitted to Council or Committee.
At a meeting of the Mitchell Freeway to Karrinyup Road Landholdings Sub Committee held on 8 December, 1997 the issue of a future purpose built Council administration facility was discussed. At that meeting members strongly indicated a desire to:
commence planning for land subdivision of the existing depot site with the expectation of relocation of the existing facilities to the Perth works depot;
undertake geotechnical investigations of council owned land involving the existing depot site and the old Hertha Road tip in order to satisfy environmental concerns due to past uses;
commence planning for a purpose built council administration facility with a view to completion within 5 years;
Proceed without delay to implement changes to the existing administration buildings to substantially improve customer service through a `one stop' shop.
2. OPTIONS ASSESSMENT FOR EXISTING COUNCIL ADMINISTRATION FACILITIES
2.1 DETAILS OF 90% EFFICIENCY PROPOSAL
The proposal involves:
Retaining Rates Counter, Town Planning and most of Information Technology, on the ground floor.
Relocating Building and Health to the ground floor involving an approximate 87sqm extension to the ground floor building. The exact floor space to be reviewed upon completion of final design plans.
Relocating the complete Works Division to the first floor of the old Administration Building (denoted as Upper Administration - Upper Ground Floor on the concept plan).
Relocation of Finance, part of Rates, a staff member from Information Technology relating to Data Processing, the Internal Auditor, Communications Coordinator and Leisure Services to the first floor.
Records would be retained on the first floor.
Relocating Community Services to offices owned by the City on Scarborough Beach Road, Innaloo, opposite Odin Road or to another appropriate site on a lease basis. Alternatively part of Works operations could be relocated to the Perth depot if detailed design indicates a shortage of office space.
Provision of a "one stop" customer service counter at the current ground floor entrance.
It has been assessed that all existing staff can be accommodated within these moves. The need to outstation Community Services or part of Works Operations will become more clear when detailed design is complete. A relocation would have the benefit of easing of the tightness of current office accommodation.
ESTIMATED COST TO ACHIEVE 90 PERCENT EFFICIENCY PROPOSAL
Architectural
(i) Main Council Building (Lower Administration)
Ground Floor - $432,900
This amount includes allowance for the extension, the One-Stop Shop counter and all other office changes on the ground floor.
First Floor - $138,000
(ii) Old Administration Building (Upper Administration)
Upper Ground Floor - $240,000
In addition to the above costs it is necessary to make an allowance for contingencies (10 percent) and professional fees (10 percent).
Summary of 90 Percent Efficiency Proposal Costs
Architectural
|
$432,900 |
First Floor |
$138,000 |
Old Admin |
$240,000 |
Contingency 10% |
$81,100 |
Professional Fees |
$89,200 |
Computer/phone wiring |
$120,000 |
Total |
$1,101,200 |
Note: No allowance has been made for ceiling or carpet replacement or toilets refurbishment.
OTHER OPTIONS
2.2 DO NOTHING OPTION (Details ATTACHED)
It needs to be clearly understood, that if Council were to opt to `do nothing' at this time and plan for a new building in say five years, then at least $674,000 will need to be spent on the existing buildings. These works include upgrade of electrical services, mechanical services, fire services, hydraulic services, in accordance with recommendations from the Wood and Grieve Report.
When looking at the costs of the current proposal to upgrade customer service at the Administration Centre, the `Do Nothing' costs should be discounted from the total cost as they would be incurred anyway.
2.3 DO NOTHING PLUS FRONT COUNTER ONLY
This option achieves only 60 percent customer service efficiency in terms of a `one stop' shop.
This option is not recommended as it fails to significantly improve customer service and would result in more cramped conditions on the ground floor.
Estimated Cost
Counter area |
$350,000 |
Implement Wood and Grieve recommendations |
$674,000 |
Total |
$1,024,000 |
3. TRANSITION PLANNING AND COSTS
In order to accommodate the proposed works it will be necessary to:
Establish a temporary customer service One-Stop Shop for the duration of the works at an estimated cost of $15,000. Alternatively a `one stop' shop could be developed at minimal cost at the old administration building.
Temporarily relocate departments whilst work is in progress on each of the floors at an estimated cost of $50,000.
It is proposed this would be achieved by establishing a One-Stop Shop in a transportable to be located at the end of the existing car park area immediately adjacent to Town Planning on the ground floor. An option which is to be further assessed is locating the One-Stop Shop at the entrance to the old administration building. In terms of staff relocation, it is proposed the canteen would be used to accommodate some staff in transition with the balance accommodated in offices in Scarborough Beach Road, Innaloo opposite Odin Road.
Preliminary planning has indicated the feasibility of accommodating staff during the work.
4. FURNITURE
Provision of new furniture may well be an issue depending on office space available when the project is taken to detailed planning stage. A nominal sum of $50,000 has been allowed for replacement of some furniture.
5. SUMMARY OF COST OPTIONS
|
$674,000 | ||
Option 2 |
||
Wood and Grieve Recommendations |
$674,000 | |
Counter |
$350,000 | |
Temporary Customer Service Counter |
$25,000 | |
Total |
$1,049,000 | |
Option 3 |
||
Wood and Grieve Recommendations |
$674,000 | |
Office Alterations |
$1,101,200 | |
Temporary One-Stop Shop |
$25,000 | |
Transition Relocations |
$50,000 | |
Provisional Sum for Furniture |
$50,000 | |
Total |
$1,900,200 |
6. CURRENT BUDGET ALLOCATION
Balance of funds available in 1997/98 Budget for customer service improvements. Account No. 80214736 Main Administration Building - Foyer Upgrade $300,000 and 80214957 Establishment of Customer Service Centres $120,000
7. TIMETABLE AND PROJECT MANAGEMENT (90% Efficiency Proposal)
The following draft timetable has been prepared for the 90% efficiency proposal .
EVENT |
DATE |
TIME ALLOWED |
Call Tenders |
Late December 1997 |
3 weeks |
Accept Tenders |
February 1998 Council Meeting |
|
Complete Design / Development Drawings |
April 1998 |
8 weeks |
Complete Tender / Contract Drawings |
May 1998 |
4 weeks |
Call Tenders |
June 1998 |
1 week |
Close Tenders |
June 1998 |
4 weeks |
Evaluate Tenders |
July 1998 |
1 week |
Recommendation to Council |
July 1998 |
|
Award Contract |
July 1998 |
|
Commence Contract |
August 1998 |
|
Complete Contract |
February 1999 |
28 weeks |
This program is subject to the calling of tenders for consultants in early January.
If Council were to delegate authority to the Mitchell Freeway to Karrinyup Road Landholdings sub committee approximately two (2) months can be taken from the timetable and the works could be completed prior to Christmas 1998.
A project of this nature has the potential to impact on customer service during construction. It is therefore recommended a suitably qualified and experienced firm of consultants in office fit out be appointed to develop the design concept, prepare contract documentation and oversee construction.
8. CONCLUSION
It is understood, members of the Council view the implementation of a `one stop shop' as a priority for implementation. The 90% efficiency proposal represents the most efficient option available working within the existing administration buildings. At the same time the increase in efficiency has been matched by an increase in the estimated cost.
If Council is of the view to move ahead with a new Administration and Civic facility to be completed in approximately three years then the 60% efficiency option is recommended. This would also result in much less expenditure in respect to recommendations from the 1996 Wood & Grieve report.
If Council is of the view to that a new facility should be given a longer time horizon of five or more years then the 90% efficiency option is recommended.
In view of the expenditure involved in changes to the existing administration facility, the purchase of the Perth Depot and a future new Council administration facility it is of utmost importance that a financial plan be prepared which will address funding generally and include cash flow over the period of the proposed works. The cash flow will take into account the sale of Council landholdings and the subdivision of land currently housing the Council works depot.
It is further recommended that future reports on the changes to the existing administration buildings be presented through the Mitchell Freeway to Karrinyup Road Landholdings Sub Committee.
The Meeting closed at 6.05pm
SIGNED this day of 1998
______________________________________
MAYOR