NOTICE OF COUNCIL MEETING Pursuant to the provisions of section 83(2) of the Locol Government Act 1999 The Special Meeting of the Addaide Plains Council will be held in Council Chamber Redbanks Road Mallala on Monday 4 March 20L9 at 6:00pm James Miller CHIEF EXECUTIVE OFFICER INDEX 1 ATTENDANCE RECORD 2 ADJOURNED BUSINESS 2.1 Confidential – Agenda Item 21.3 – Income Revenue Streams – 25 February 3 2019 3 DECLARATION OF MEMBERS’ INTEREST 4 ITEMS 4.1 Legatus Group – Nomination for Funding 13 5 CLOSURE 2.1 Adjourned Item – 21.3 – Income Revenue Streams – Confidential Department: Executive Office Report Author: Chief Executive Officer Date: 4 March 2019 Document No: D19/3096 EXECUTIVE SUMMARY Council, at its Ordinary Meeting on 25 February 2019 resolved as follows:‐ Moved Councillor Keen Seconded Councillor Lush 2019/ 095 “that Agenda Item 21.3 – Income Revenue Streams be adjourned to the next meeting of Council.” CARRIED ______________________________________________________________________ Attachments 1. Agenda Item 21.3 – Income Revenue Streams dated 25 February 2019. Special Council Meeting 3 of 31 4 March 2019 21.3 CONFIDENTIAL ITEM 25 February 2019 21.3 Income Revenue Streams Special Council Meeting 4 of 31 4 March 2019 RECOMMENDATION “that:‐ 1. Pursuant to section 90(2) of the Local Government Act 1999, the Council orders that all members of the public, except Chief Executive Officer, General Manger – Governance and Communications, General Manager – Development and Community, General Manager – Finance and Economic Development, Acting General Manager – Infrastructure and Environment, Governance Officer and Executive Assistant be excluded from attendance at the meeting of the Council for Agenda Item 21.3 – Income Revenue Streams; 2. Council is satisfied that pursuant to section 90(3)(b) of the Local Government Act 1999, Item 21.3 – Income Revenue Streams concerns information the disclosure of which could reasonably be expected to prejudice the commercial position of Council, being information relating to potential revenue raising activity, the disclosure of which would, on balance be contrary to public interest; and 3. Council is satisfied that the principle that Council meetings should be conducted in a place open to the public has been outweighed by the need to keep the information, matter and discussion confidential.” Special Council Meeting 5 of 31 4 March 2019 RECOMMENDATION “that Council, having considered the matter of Agenda Item 21.3 – Income Revenue Streams in confidence under sections 90(2) and 90(3)(b) of the Local Government Act 1999, resolves that:‐ 1. The staff report pertaining to Agenda 21.3 – Income Revenue Streams remains confidential and not available for public inspection until further order of Council; 2. Pursuant to section 91(9)(a) of the Local Government Act 1999, the confidentiality of the matter will be reviewed every 12 months; and 3. Pursuant to section 91(9)(c) of the Local Government Act 1999, Council delegates the power to revoke this confidentiality order to the Chief Executive Officer.” Special Council Meeting 12 of 31 4 March 2019 4.1 Legatus Group – Nomination for Funding Department: Infrastructure and Environment Acting General Manager ‐ Report Author: Infrastructure and Environment Date: 4 March 2019 Document Ref: D19/11191 EXECUTIVE SUMMARY The purpose of this report is to seek Council endorsement to apply for Special Local Roads Program (SLRP) grant funding for Shannon Road and Carslake Road. Management has developed the Road Upgrade Matrix Attachment 1 which provides a ranking of the unsealed roads based on a multi‐criteria selection process culminating in a cost benefit ratio. RECOMMENDATION 1 “that Council, having considered Item 4.1 – Legatus Group – Nomination for Funding , dated 4 March 2019, receives and notes the report and in doing so:‐ 1. Endorses that Shannon Road (Dublin Road to Carslake Road), and Carslake Road (Port Wakefield Road to Shannon Road) be selected to seek grant funding through the Special Local Roads Program; and 2. Endorses that Council’s contribution for Shannon Road (Dublin Road to Carslake Road ‐ $182,000), and Carslake Road (Port Wakefield Road to Shannon Road ‐ $173,000) be supported in a budget revision subject to an offer from external funding source.” Special Council Meeting 13 of 31 4 March 2019 BUDGET IMPACT Estimated Cost: Shannon Road (Dublin Road to Carslake Road) $1,091,850 (full cost of project). Stage 1 anticipated to be completed by June 2019 (Council contribution is $182,000). Stage 2, if successful with SLRP funding will commence in late 2019 (Council contribution is $182,000). Carlake Road (Port Wakefield Road to Shannon Road) $519,000 (full cost of project). Council contribution is $173,000. Future ongoing operating costs: Whole of life Operational costs associated with sealed roads Is this Budgeted? No RISK ASSESSMENT Applications close Tuesday 8 March 2019 for SLRP, a condition of the SLRP is that supporting documentation be provided stating that Council will contribute funding to the project. If recommendation 1 and 2 are endorsed, Council’s Management will submit this supporting documentation to the SLRP to be deemed eligible. Matching contribution is at least 33% per cent. ________________________________________________________________ Attachments 1. Road Upgrade Matrix – Sealing Gravel Roads 2. Regional Road Deficiency Action Plan 1 Special Council Meeting 14 of 31 4 March 2019 DETAILED REPORT Purpose The purpose of this report is to seek Council endorsement to apply for Special Local Roads Program (SLRP) grant funding for Shannon Road and Carslake Road. Background/History Management has developed the Road Upgrade Matrix Attachment 1 which provides a ranking of the unsealed roads based on a multi‐criteria selection process culminating in a cost benefit ratio. The Road Upgrade Matrix assists Adelaide Plains Council with proactively seeking and submitting application for external funding where applicable, among other benefits. Discussion The success of grant funding will be determined by suitable road selection, it is critical that the road selection meets the objectives of the funding criteria. For the SLRP grant funding, Council is requested to nominate up to three regional road upgrade projects, from the full list of possible projects which council has already identified under Regional Road Deficiency Action Plan 1 Attachment 2, and are contained within the Legatus 2030 Regional Transport Plan. The Road Upgrade Matrix Attachment 1 has ranked Shannon Road second. Carslake Road does not appear on the Road Upgrade Matrix as it is an existing sealed asset requiring renewal. The following Table 1 outlines Shannon Road and Carslake project scope and associated costs. Table 1: Project Details Road Name Project Scope Total Cost Council Contribution (1/3) Shannon To construct and seal 3.7kms section of Shannon Road, Dublin $1,091,850 Stage 1 ‐ $182,000 Road (Dublin Road to Carslake Road) designed by Mace Engineering, (2018‐2019 which will typical have the following specifications; financial year) 11 metre wide formation Stage 2 ‐ $182,000 Construction of 2 X 150 mm compacted layers of 40mm crushed Limestone rubble 8 metre 2 coat 14mm/7mm spray seal; Line marking – centreline Asphalt seal at Dublin Road and Shannon Road intersection Asphalt seal at Old Dublin Road and Shannon Road intersection Carslake To reseal 4.3kms section of Carslake Road, Dublin (Port $519,000 $173,000 Road Wakefield Road to Shannon Road), which will typical have the following specifications; 8 metre 2 coat 14mm/7mm spray seal; Line marking – centreline Asphalt seal commercial driveway crossovers and turning radius’s to accommodate restricted access vehicles e,g A Double 35m vehicles. Special Council Meeting 15 of 31 4 March 2019 Conclusion It is critical that when seeking grant funding the Road Upgrade Matrix is utilised to short list road candidates and then evaluated based on the funding criteria to give Council the best opportunity to be successful with grant funding. Applications close Tuesday 8 March 2019 for SLRP, a condition of the RPSL is that supporting documentation be provided stating that Council will contribute funding to the project. If recommendation 1 and 2 are endorsed, Council’s Management will submit this supporting documentation to the SLRP to be deemed eligible. References Legislation Local Government Act 1999 Council Policies/Plans Long Term Financial Plan Infrastructure and Asset Management Plan Strategic Plan 2017‐2020 4.3 ‐ Great Places & Infrastructure; 4.3.1 Provide and maintain a safe and fit for purpose local road network. Special Council Meeting 16 of 31 4 March 2019 Adelaide Plains Council Road Upgrade (Construction) Matrix Assessment Summary Sorted by Cost Benefit Ratio 15-March-2018 Cost Benefit Road Estimated Estimated Name From To Ratio Rating Sealing Cost Resheeting Cost Hart Road Richardson Road Devon Road 178 2621 420,834 34,739 Hart Road Port Wakefield Road Richardson Road 178 2616 605,338 49,970 Shannon Road Old Dublin Road Dublin Road 162 2382 703,644 90,233 Shannon Road Carslake Road Old Dublin Road 162 2382 526,260 67,486 Coats Road Germantown Road Williams Road 146 2155 482,814 34,162 Middle Beach Road Devon Road Smith Road 89 1304 440,999 56,552 Middle Beach Road End of Seal Devon Road 87 1279 1,558,763 199,890 The Esplanade (Middle Beach) Middle Beach Road Change in Surface 85 1249 287,910 23,767 Middle Beach Road Smith Road The Esplanade 84 1239 804,985 103,229 Johns Road Baker Road End 82 1206 384,893