Asset Management Plan for Open Space and Recreation 2018/19 · WSC Open Space and Recreation AMP 2018/19 1 V1.1 June 2018 Asset Management Plan for Open Space and Recreation 2018/19

WSCOpenSpaceandRecreationAMP2018/19 V1.1June20181

AssetManagementPlanforOpenSpaceandRecreation

2018/19ThisdocumentformspartofCouncil’sResourcingStrategy.

ItisupdatedannuallytosupportCouncil’sOperationalPlan.

DocumentRevisionStatus

Version Date Description

1.0 June2018 Draftfordiscussion

1.1 June2018 FinaldraftforCouncilconsideration

ThisversionisapprovedforCouncilconsiderationby:

RajuRanjit

DirectorEngineeringServices

BrendanHayes

DirectorEnvironmentalServices

DateofapprovalbyCouncil(ornoteasdraft):

DRAFT


TableofContents

1. ExecutiveSummary..........................................................................................................31.1ContextandPurposeofthisAMP................................................................................................3

2. OperationalPrograms(Maintenance)..............................................................................4

3. CapitalWorksPrograms(Renew/Upgrade/NewAssets+Disposals)...............................53.1ParksandPlaygrounds.................................................................................................................63.2Sportsgrounds..............................................................................................................................73.3SwimmingPools...........................................................................................................................93.4OtherRecreationAreas................................................................................................................93.5Cemeteries.................................................................................................................................103.6OtherStructuresandMinorAssets............................................................................................10

4. RiskManagement...........................................................................................................124.1ReportingonInfrastructureRenewalBacklogand‘Required’Maintenance............................12

5. AssetRegisterandAccounting.......................................................................................14

6. AssetHierarchy..............................................................................................................15

7. FinancialPlan..................................................................................................................16

8. StandardsandSpecifications..........................................................................................16

Appendix1–MaintenanceManagementPlan......................................................................171. Operations...............................................................................................................................172. Inspections..............................................................................................................................17

2.1InspectionsGenerally............................................................................................................172.2CustomerRequests................................................................................................................172.3PlaygroundInspections.........................................................................................................17

3. Maintenance...........................................................................................................................173.1PlannedMaintenance............................................................................................................183.2ReactiveMaintenance(includingDefectRiskAssessment)...................................................18

4. PerformanceReporting...........................................................................................................18OpenSpaceandRecreationAreaInspectionRecord..................................................................20DefectRiskAssessmentandControlMeasures...........................................................................21


1. ExecutiveSummaryCouncilisresponsiblefor21parks,reservesandrecreationalfacilitiesinthetownsandvillagesoftheShire.Thesearelistedinsection3.Thepositioninthefacilityhierarchy(section6)isalsoidentified–thisdifferentiatesbetweenhighandlowusefacilitiestoaidinprioritisation.

Theserecreationalareashavevariousinfrastructureincludingplaygrounds,pools,fences,goalposts,lights,monuments,BBQs,tables,seatsandsheltersetc.thatarekeytoenjoyingtheseareas.Buildingassetsonthesesitesisalsoconsideredhere(ratherthanintheBuildingsAMP).

ThisAMPisinformedbyprioritiesidentifiedintheSportandRecreationFacilities(SRF)Plan2018-2022whichisdesignedtobeusedtoinfluencefutureshort,mediumandlong-termpriorities.WhiletheSRFPlanconsiderstheneedforandprovisionoffacilitiesgenerally(whetherornotownedorcontrolledbyCouncil),thisAMPisfocusedonlyoninfrastructureownedorcontrolledbyCouncil.

ThisAMPalsoincludesCouncil’s2cemeteriesasmanyofthesameactivitiesapplytotheseassets.

1.1ContextandPurposeofthisAMP

CouncilhasadoptedasystematicapproachtoprioritisingitslimitedresourcesacrossallitsactivitiesviatheIntegratedPlanningandReporting(IPR)Framework,establishedundertheNSWLocalGovernmentAct.

ServiceDashboards(partofCouncil’sDeliveryProgram)presenta‘bigpicturesummary’highlightingissuesofconcernwiththevalueCouncilcanprovidenowandinfuturewithitsavailableresources.

ThesecondpageoftheDashboardssummarisestheinfrastructuresupportingtheserviceandthenidentifiesthemainprogramareasCouncilundertakestoprovidethisvaluetothecommunity,includingbudgets(alignedwiththeLongTermFinancialPlan)andperformancemeasuresforeach(i.e.theadoptedPerformanceTargetsaswellasmeasuresofotheractivities).

ThisAMPthenprovidesthedetailbehindeachoftheprograms,whichareclassifiedaseither:• ‘operational’(ongoingactivitieslikecleaning,maintenanceandrepairs,mowinggrass)or• ‘capital’(one-offactivitiestobuildnew,upgradedorrenewedassets).

ThismoredetailedanalysisintheAMPinformsthe‘bigpicturesummary’ofkeyconcernsonpage1oftheDashboardsaswellassupportinginformationrelatingtoinfrastructureassetreporting.

Insummary,theprimarypurposeofthisAMPistosupportCouncil’sdecision-makingaboutitsactivitiesrelatingtorecreationalassetsbyclarifyingthecurrentsituationanddocumentingitsfutureprograms(actionsintheDeliveryProgramandOperationalPlan)inasimplemanner.

Council’soverallobjectiveistodeliversustainablebestvalue(assetoutinthePolicyofthatname).

ServicenameShort descriptionKeyobjectivesfromCSP (acrossall QBLthemes)Valuenow

Performance Sustainability Risk/Resilience

Value10years

Performance Sustainability Risk/Resilience

Emerging issues:beyond10yearsCommunitysurvey Gap Consensus

Sub-service1 1.2 High

Sub-service2 -0.3 Low

Investment(proportion oftotalCouncil)

Operations(maint.+ops)

Capital(renew+new)

Depreciation AssetValue

Summaryofthekeyissues

Summaryofthekeyissues

0 1 2 3 4 5

Importance Satisfaction

0 1 2 3 4 5

Importance Satisfaction0 1 2 3 4 5


0 1 2 3 4 5


ServiceNameInfrastructure

Assetcategories,replacementvalues,consumption ratio(age),renewal ratio,capitalratio(newassets),highresidualriskbacklog

OperationalProgramsProgramPrioritiesProgram1 Priorities ResponsibilityProgram2 Priorities Responsibility4 yearBudget Revenue ExpenditureProgram 1Program2PerformanceMeasures andTargets

Capital ProjectsProject SelectionCriteria(informs priority list)Project area1 Criteria ResponsibilityProjectarea2 Criteria Responsibility4 yearBudget Revenue ExpenditureProjectarea1Projectarea2PerformanceMeasures andTargets

ReferenceDocumentsStrategicplans,policies,operationalplans,etc.

701SealedPavement

701kmSealedSurface

144kmKerbandGutter

474kmUnsealedRoads

148Concrete/Steel Bridges

11Timber Bridges

73kmFootpaths

OtherTransport Assets

Stormwater Drainage

Concernswithvaluedeliverednowandinfuture

(informedbyAMP)

Project $

A 100

B 50

C 75

Year1: 225

Projectsincapitalprograms(+commentary&analysis)

Project $

A 100

B 50

C 75

Year1: 225

D 125

E 80

Year 2: 205

Detailsofassetmaintenanceprograms

Supportinginformationforinfrastructurereporting

ASSETMANAGEMENTPLANSERVICEDASHBOARDS(DeliveryProgram)


2. OperationalPrograms(Maintenance)ServiceDashboardsidentifythekeyoperationalprogramareas,priorities,budgetsandperformancemeasuresandtargets.TheDashboardsrelevanttothisAMPare:

• OpenSpace,RecreationandPublicToilets• Planning,Building,EnvironmentandHealth(forcemeteries–includedherebecausemany

ofthesameactivitiesareundertakenforopenspace).

Operationalactivities(oftenreferredtoas‘maintenance’)include:

• mowing• vegetationcontrol(weedcontrol,gardenmaintenance,treetrimming,etc.)• markingoflinesforsportsgrounds• softfallmaintenance(beneathplayequipment)• cleaningofBBQsandpicnicareas• littercollectionandemptyingbins• irrigationcontrolandmaintenance• graffitiremoval• swimmingpoolsupervisionandmaintenance• generalrepairse.g.tolighting,playgrounds,shelters,etc.• gravediggingandcemeterymaintenance

Asystematicapproachtomanagingtheseactivitiescreatessignificantefficiencies,enablingCounciltoachieveitsperformancetargetsandmanagerisksatalowerlong-termcost.CouncilisworkingtowardsthisbydevelopingaformalMaintenanceManagementPlaninAppendix1whichcovers:

• operations(activitiesthatareongoinge.g.supervisionofswimmingpools)• maintenanceofopenspaceandinfrastructure,whichcanbe:

o scheduled(e.g.mowingofparksandsportsgroundsonaweeklybasis)oro responsive(e.g.repairingadefectonaplayground)and

• inspections(toidentifydefectsorinvestigateacustomerrequest).

AkeypartofthePlanisarisk-basedapproachtoprioritisingworkgiventhelimitedfundsavailable.

Counciliscurrentlyimplementingacomputerisedmaintenancemanagementsystemformaintenanceoftransportassets(whichisalsoapplicabletorecreationassets).

ACTION9.15intheImprovementPlanintheResourcingStrategyis:

Considerimplementingacomputerisedmaintenancemanagementsystemforrecreationareasoncethesystemisinplaceforroads.


3. CapitalWorksPrograms(Renew/Upgrade/NewAssets+Disposals)TheServiceDashboardforOpenSpace,RecreationandPublicToiletssummarisesCouncil’smaincapitalworksprogramsrelatingtoopenspaceandrecreationassetsaswellasinfrastructuresupportingtheservice.TheServiceDashboardforPlanning,Building,EnvironmentandHealthdoesthesameforcemeteries.

ThisAMPprovidesthedetailbehindthesecapitalprograms.Theseareconsideredinthefollowingsectionsbasedonthetypeoffacility:

• ParksandPlaygrounds• Sportsgrounds• SwimmingPools• OtherRecreationAreas• Cemeteries

Foreacharea,thefollowingissuesarediscussed:

• Currentinfrastructureanditscondition• Needfornewandupgradedinfrastructure(asidentifiedintheSportandRecreation

FacilitiesPlanandfromothersources)• ForecastsforthefuturebasedonfundingcurrentlyallocatedintheLongTermFinancialPlan• Potentialsourcesoffunding• Criteriaforprioritisationofprojects• Performancemeasuresandtargets.

APriorityProjectsLististhenincludedineachsectionidentifyingparticularprojectswithineachprogram.Whilethoseinthecurrentyearare‘lockedin’totheOperationalPlan,thoseinfutureyearsareindicativeonly.Manyprojectsareidentifiedasunfunded.

Projectsforfutureyearsareimportanttoinforminvestigationanddesignactivities(whichwilltheninformmoreaccurateestimatesofprojectspriortotheirinclusionintheOperationalPlan).

ProjectsthatareunfundedareincludedtofacilitateCouncildecisionsaboutre-prioritisingresourcesbetweenprogramareasandtobeusedtoensureCouncilispreparedtopursuegrantfundingopportunities(i.e.prioritiesareclear,projectsare‘shovelready’).

TheimpactofanyprojectsinvolvingneworupgradedassetsonCouncil’sfinancialsustainability(intermsofextraoperations,maintenanceanddepreciationexpenses)willbeconsideredpriortothesebeingincludedinCouncil’sOperationalPlan.

Itisimportanttorecognisethatthelevelofdetailinthisframeworkwillimproveovertime.Inparticular,futurelistswillindicatetheportionsofaprojectthatis‘renewal’versus‘upgrade’(ornewassets)tofacilitateprojectionsfortheRenewalRatioandreportingunderFitfortheFuture.

Atthisstage,noassetshavebeenidentifiedfordisposal.


Annualreviewofcapitalworksprogramsincludingpriorityprojects,budgets,fundingtoachieveperformancetargetsforrenewal,prioritiesforupgraded/newassets,longertermoutlook(includeinup-to-dateAssetManagementPlan).


3.1ParksandPlaygrounds

Councilisresponsiblefor13parksaroundtheShire.Detailsofthebuildingsandotherinfrastructureonthesesitesisshownbelow,alongwiththeparkhierarchy(section6).

Site Location Toilet? Playground? BBQ/Picnic? Shadesail? Hierarchy

O'BriensLookout Grenfell yes Picnic Regional

VaughnPark Grenfell yes yes yes yes District

EndemicGardens Grenfell District

ProctorPark Grenfell Local

MemorialPark Grenfell Picnic Local

TaylorPark Grenfell yes yes yes yes Local

EdwardSquare Greenthorpe yes yes Local

RailwayPark Grenfell Neighbourhood

RotaryPark Grenfell yes yes yes Neighbourhood

GoodsellPark Grenfell Neighbourhood

ArboretumPark Grenfell Neighbourhood

CaragabalPark Caragabal yes yes yes Neighbourhood

BlameyPark Quandialla yes yes yes yes Neighbourhood

Currently,mostoftheinfrastructureintheseparksisingoodcondition.Theyonlyrequireinspectionforsafetydefectsandmaintenance(section2),thankstoconsiderableinvestmentsinrecentyears.TheexceptionisCaragabalPark,whichisbeingupgradedin2018/19.

ArangeofupgradeworksandsomerenewalswasidentifiedintheSportandRecreationFacilitiesPlan.TheseareidentifiedinthePriorityProjectsListbelow(notethatprioritiesrated‘B’and‘C’arefromCouncil’sbudgetprioritisationlist).

Location Project Budget($) Priority FundingStatus

TaylorPark Renewagedtoilets.Usedfrequentlybytravellers.ApartfromVaughnParkmainparkintownandusedforseveralcommunityeventse.g.ChristmasCarols.Renewalprovidesopportunitytoaddressaccessibilityissues.

120,000

1 2018/1980,000alreadyininternalreserve

O’Brien’sLookoutEndemicGardens

Stage2works(scopecoversbuildingsandotherstructures)

1,500,000 2 Unfunded

VaughnPark Newpicnicfacilities(BBQandnewshelter) 100,000 2 Unfunded

O’Brien’sLookoutEndemicGardens Newpicnicfacilities(BBQ) 50,000 3 Unfunded

EdwardSquare Wateringsystem 10,000 5 Unfunded

RotaryPark Newpicnicfacilities(BBQupgrade) 50,000 5 Unfunded

CaragabalPark Fencing(identifiedinCouncilbudgetpriorities) 10,000 B Unfunded

EdwardSquare,Greenthorpe

Newasset–demandneedstobejustified.PublicaccesstoiletsatSoldiersMemorialHall?

TBC TBC Unfunded


CompanyDam Needstobereviewedsubjecttovandalism,securitytoiletsandBBQssafetysignage

TBC 5 Unfunded

BlameyPark Onsitesewagemanagement(septictankorenviro-cycle)

TBC 5 Unfunded

Caragabaldisabledtoilet

Constructdisabledtoilet 50,000 C Unfunded

New24hourtoiletblock

Construction 80,000 C Unfunded

Council’sDisabilityInclusionActionPlan2017/18–2020/21includesthefollowingactionsrelevanttothisprogram:

• SourcefundingforadditionalaccessibleunisextoiletsthroughouttheShire• sourcefundingforallabilitiesplayequipmenttoimproveplaygroundsthroughouttheShire

Intermsofbuildings(publictoilets),allstructuresareingoodconditionotherthanTaylorPark(whichrequiresrenewal,asnotedabove).OtherassetsclassifiedasbuildingsincludetherotundaatTaylorParkandthelookoutstructureatO’Brien’slookout,bothofwhichareingoodcondition.

ThereplacementvalueofCouncil’splaygroundsisjustover$300,000.Astheexistingplayequipmentages,Councilwillneedtoallocatefundsforrenewal,althoughthisisanticipatedtobelargelyoutsideofthe10yearhorizonofthisAMP.

Othersignificantinfrastructureonthesesitesincludesshadesails,BBQfacilitiesandmemorials.

Renewalneedswillbeassessedagainfollowingthenextformalconditioninspectionassociatedwiththerevaluationoftheseassets,duein2021.Maintenanceinspections(section2)willidentifyissuesrequiringattentionpriortothis.

3.2Sportsgrounds

Councilisresponsiblefor2sportsgroundsacrosstheShire(HenryLawsonOvalandCaragabalSportsGround)althoughthereareanumberofotherfacilitiesoperatedbycommunitygroupsorotherlevelsofgovernmentidentifiedintheSportsandRecreationFacilities(SRF)Plan,buttheseareoutsidethescopeofthisAMP.

Thekeyrenewalneedsisthegrandstand,changeroomsandcanteenatHenryLawsonOval,whichisclosedduetoextensivetermitedamage.Otherbuildingsonsite(3amenitiesandakiosk)areingoodcondition.

ThePriorityProjectsListbelowidentifiesarangeofrenewalandupgradeprojectsfromtheSRFPlan.ThePlanofManagementforHenryLawsonOvalalsoidentifiesanumberofprojectsatthesite,butthesehaveinformedthe(later)SRFPlan.TherearenoworksrequiredatCaragabalSportsGround.


HenryLawsonOval

Demolishexistinggrandstand(termitedamage)andbuildnewamenities,changerooms,canteenetc.forRugbyaswellasspectatorfacilities*Potentialtocombinewithnewamenitiesforbottomoval(below)iflocatedbetweenthemtoserveseveralgroups(rugby,soccer,cricket,women’sleague)

400,000

1 Unfunded

Amenitiesatbottomoval:incorporatefacilitiesforfemaleparticipants(confirmneedfirstandexplorealternativeofco-locationatHenryLawsonHighSchool)

300,000 2 Unfunded

Checkandreplaceorrepairallsprinklerheadsthataredamaged.

8,000 2 Unfunded


InsertanimprovedambulanceaccesspointonTopLawsonOval,preferablelocationisonwesternedgeofplayingfieldnearthewatertanksandwithincloseproximitytothenewsoccerthewatertanksandwithincloseproximitytothenewsoccerclubhousefacility.

3,000 2 Unfunded

RepairplaquesontheLawsonParkentrancegate. 1,000 2 Unfunded

Replacecricketnetsandmoveawayfromthegravelroadandoverhangingtrees.

40,000 2 Unfunded

WidenandreplacesyntheticsurfaceonEasternJuniorPitch.

7,000 2 Unfunded

Removebarbwireandimprovesouthernboundaryfence 1,000 3 Unfunded

Erectlargemeshcontainmentbehindsoccergoalpostarea.

5,000 3 Unfunded

CarryoutlevellingearthworksontheTopLawsonOval. 300,000 3 Unfunded

Sealthesurfaceofthecurrentgravelcarparkandconstructedadditionalcarparkingfacilities.

50,000 3 Unfunded

ReplacesyntheticpitchwithaturfpitchforTopLawsonOval,orinstallnewsyntheticsurface,

40,000 4 Unfunded

PurchaseandinstallnewfloodlightsforTopLawsonOval.

60,000 4 Unfunded

InstallexercisecircuitstationsaroundtheLawsonOvalandawalkingtrack.

50,000 4 Unfunded

ProvideadditionalparkbenchesforspectatorseatingsurroundingTopLawsonOval.

40,000 4 Unfunded

ConstructnewmainentryfromLawsonDriveprovidingimprovedtrafficflowandinstallanew“manprooffence”aroundtheentireprecinct.

40,000 4 Unfunded

LawsonBirthplaceUpgrade:demolitionandearthworks,newBBQfacilitiesandshelter,newseating,bollardsandsignage,sitelandscapingandbeautification.

45,000 5 Unfunded

Thevalueofallsportgroundassetsotherthanbuildingsislessthan$300,000.LightingforHenryLawsonOvalisthehighestcostitem(valuedat$140,000)althoughtherearevariousotherassets(fencing,goalposts,cricketnets,scoreboard,cricketpitch).Thesearegenerallyingoodconditionunlessidentifiedasneedingrenewalabove.

Again,Councilwillmonitortheconditionoftheseassetsviamaintenanceinspectionstoidentifyanyissuesofconcern,butwillundertakeanotherfullconditioninspectionin2021.

TheSportsandRecreationFacilitiesPlanalsoidentifiedanewIndoorSportsFacilityasapriority,asshownbelow.Asnoted,thiswillbethesubjectofabusinesscasepriortoprogression.


Project DetailsandJustification Budget($) Priority FundingStatus

IndoorSportsFacility

Newasset–locationtobedetermined.Businesscasetobeconsidered.Haspotentialtoreduceindividualstand-alonefacilityrenewalandmaintenancecosts.Willtakesometimetobeachievable(buildtrustgoodwillandcommitment).Co-locatedfacilitieshavepotentialtoincreaseuseofassetsandROIaccordingly.PotentialfundingpartnerinDept.ofEducation.ImpactpositivelyonschoolExampleofinnovativecollaborativeprojectthatisattractivetofundingproviders.Muchwiderpotentialforalternateuseandusebymuchlargergroupofusersacrossthecommunity


3.3SwimmingPools

Councilowns2pools,theGrenfellAquaticCentre(operatedbyCouncil)andtheQuandiallaSwimmingPool(operatedbyacommunitycommittee).

BuildingsassociatedwiththepoolsarecoveredbytheBuildingsAMP.

Otherassetsincludingthepoolsthemselves,mechanicalandelectricalequipment,shadesails,tables,lightingandfencingiscoveredinthisAMP.Theseassetshaveatotalvalueofaround$2.1M.

GrenfellPoolhasonlyjustbeenrenewed(fundedbyaloanandgrants)aswellastheamenitiesbuildingandotherassetsonsite.

AscanbeseeninthePriorityProjectsList(below),thekeyitemneedinginvestmentistheQuandiallapoolstructureitself(estimatedreplacementvalue$500,000).WhileCouncilhasallocatedsomefundsforurgentrepairworks,therenewalofthepooliscurrentlyunfunded.


QuandiallaSwimmingPool

Repairstoaddressleaks 20,000 1 2018/19

Waterfilter,subsoilproblems,somerepairstocoping

500,000 1 Unfunded

3.4OtherRecreationAreas

TheotherkeyrecreationareasintheShireareBogolongandCompanydamsandGrenfellSkatepark.

BogolongDamrequiresareview–thereissignificantpotentialforthesite–butcurrentlynoplansareinplaceforinvestment.

CompanyDamisaregulatedstructureandsorequiresongoingsafetyinspections.Atthisstage,noworksareidentifiedasbeingrequiredintheshorttomediumterm.

TheskateparkinGrenfellwasbuiltin2002.Thisisinrelativelygoodconditionandisnotexpectedtorequireworksforsomeyears.

TheSportsFacilityPlanidentifiedanumberofpriorities(numbered1-5).Council’sbudgetprioritylistalsoidentifiesprojects(A-C).



BogolongDam

Sitereviewandupgrade–subjecttowaterwaysapplication(scopeincludesbuildings)


CompanyDamupgrade

Needstobereviewedsubjecttovandalism,securitytoiletsandBBQssafetysignage(scopeincludesbuildings)

650,000 5 Unfunded

CompanyDamdesilting

Desiltdam 80,000 C Unfunded

3.5Cemeteries

Whilenotarecreationasset(cemeteriesareidentifiedonthePlanning,Building,EnvironmentandHealthServiceDashboard)theassetsattheGrenfell,CaragabalandBimbiCemeteriesaremanagedsimilarlytoRecreationassets.

Thekeyassetsincludeentrancegates,plaquebeams,columbariumandirrigation.Thesehaveatotalvalueofjustover$300,000.

ThereisalsoanamenitybuildingatGrenfellandBimbiCemeteries.

Atpresent,theonlyprojectidentifiedfundingoverthe10yearhorizonofthisAMPisadditionalseating(shownbelow).

Conditionofassetswillagainbemonitoredthroughmaintenanceinspectionsandthenextconditioninspectionassociatedwiththerevaluationoftheseassets,duein2021.

Whereitemsrequiringrenewalareidentified,thesewillbeaddedtothePriorityProjectsListforconsiderationinfuturebudgets.


Cemeteryseat 1,640 B Unfunded

Cemeteryseating 30,000

C Unfunded

CemeteryMemorialWall 5,000 C Unfunded

3.6OtherStructuresandMinorAssets

ThefollowingprojectshavebeenidentifiedasprioritiesinCouncil’sbudget.Whilenotstrictlyrecreationassets,theydonotnaturallyfitinanotherAMPandsoareincludedhere.


Newbusstoplighting Improvesecurityandaccess 6,000 B Unfunded

StanMcCabeStatue Cultural/tourismfeature TBC C Unfunded

ReggieMcNamaraBikeStatue

Cultural/tourismfeature59,000 C Unfunded


RepositioningofRailwayTurntable

DETAILS?45,000 C Unfunded

Advertisingpolesinmainst Promoteeconomicactivity 10,000 C Unfunded

MainSt(lower)festivelights Economic/communityactivity 40,000 C Unfunded

Council’sDisabilityInclusionActionPlan2017/18–2020/21includesanactiontoreviewseatingprovisioninMainStreet.ThiswillbeaddressedaspartoftheproposedMainStupgrade.


4. RiskManagementAsdiscussedinsection4.3oftheResourcingStrategy,riskisoneofCouncil’sprimaryconsiderationswhenitisformulatingitsactivitiesintheDeliveryProgramsoastodeliver‘sustainablebestvalue’.

ThetablebelowsummarisesthekeyrisksandtreatmentplansthatCouncilhasinplacetomanagethese.Notethatwhilethereareno‘criticalassets’specificallyidentified,manyofCouncil’srecreationassetsarehighlyvaluedbythecommunity.

Risk TreatmentMethod

Personalinjuryfromuseofplayequipment(withpotentialliabilityforCouncil)

InspectionscarriedoutinaccordancewithAustralianStandard,recordskept,issuesactionedasrequired

Personalinjuryfromuseofsportsgrounds

Sportsclubstohaveappropriateinsurances,adequatemaintenanceofgrounds(mowing,irrigationofsitestoensureplayingsurfaceissuitable)

Personalinjuryfromuseofswimmingpools

Adequatepolicyandsystemtoensuresafeusebyagreementwithusers

4.1ReportingonInfrastructureRenewalBacklogand‘Required’Maintenance

Asdiscussedinsection4.4oftheResourcingStrategy,Councilhasadoptedarisk-basedapproachtoreportingoninfrastructuremaintenanceandrenewalbackloginSpecialSchedule7ofCouncil’sAnnualFinancialStatements(thesearealsokeyFitfortheFuturemeasures).

ItisimportanttonotethatthisdoesnotmeanthatCouncilisthereforeproviding‘sustainablebestvalue’,onlythatitisadequatelymanagingrisksassociatedwiththenetwork.Decisionsabouttheactivitiesthatwilldeliversustainablebestvaluearemadeinthecontextofsections2and3,whereCouncilprioritisesitsresourcestoparticularprogramareas.

Thefollowingassetsareidentifiedashavingahigherlevelofriskthatrequiresrenewaltoresolve.Notethatonlythoserequiring‘immediateaction’willbereportedasbacklog(theotherissueswillhelpinformdecisionsaboutfundinginsection3).

AssetatRisk WhatCanHappen?

RiskRating

UnfundedRisk(Renewal)Treatment

CosttoTreat($)

ResidualRiskRating

Noneidentified

Thefollowingmaintenanceprogramshavebeenidentifiedasbeingunder-fundedtotheextentthattheremay,potentially,bemaintenancedefectswithahigherlevelofriskidentifiedbutinsufficientfundstoaddresstheissue:


RiskRating

UnfundedRisk(Maintenance)Treatment

CosttoTreat($)

ResidualRiskRating

Noneidentified

Arisk-basedreviewofrenewalandmaintenanceofassetsonthisbasiswillbeundertakenasat30Juneeachyear.Wheretherewereinsufficientfundstomanageriskstoanacceptablelevel–wheretherewererisksassessedasrequiringimmediateaction(ratherthanprogrammingfor


actioninfuture)underCouncil’sRiskManagementPolicyandFramework–thefundingshortfallwillbereportedinSpecialSchedule7inrelationtothe‘costtobringtosatisfactory’(infrastructurerenewalbacklog)or‘required’(overandabove‘actual’)maintenanceasapplicable.


Annualreviewofrisksassociatedwithmaintenanceandrenewalactivitiestoinform‘requiredmaintenance’and‘bringtosatisfactory’reportinginSpecialSchedule7;otherrisks(e.g.needforupgraded/newassets)alsoidentified;AMPupdatedifrequired.

Inadditiontothoserequirements,Councilwillalsoconsiderhigher-riskissuesassociatedwiththeneedtoupgradeorconstructnewassets(notethatthesearespecificallyexcludedfromthe‘backlog’reporting).Thefollowinghavebeenidentifiedatthistime:


RiskRating

UnfundedUpgradeorNewAssetTreatment

CosttoTreat($)

ResidualRiskRating

Noneidentified


5. AssetRegisterandAccountingAsdiscussedinsection4.1oftheResourcingStrategy,ifCouncil’soperatingrevenuesaresufficienttocovertheexpensesassociatedwithits‘daytoday’operatingactivities(discussedinsection2ofthisAMP)anditsdepreciationexpensesthenitisverylikelytobefinanciallysustainable.

Thisisbecausedepreciationisameasureoftheannualisedcostofowninganasset,calculatedbydividingitsreplacementcostbyitsservicelife.

Councilwillbeabletoaffordtorenewitsexistingassetsoverthelongtermifitisprojectingongoingoperatingsurpluses(i.e.operatingexpenses,includingdepreciation,exceedrevenues),evenifitneedstoborrowmoneytocoverashortfallincashatsomestageoverthelongterm.

Councilwillalsobeabletoaffordanyneworupgradedassetsif,whenthedepreciationoftheseassetsisaddedtooperatingexpensescurrentlyprojectedintheLongTermFinancialPlan(LTFP),Councilstillhasanongoingsurplus.Alternatively,CouncilmaypursueaSpecialRateVariationtofundsuchfacilities(e.g.asforGrenfellSwimmingPool).

Allofthishighlightstheimportanceofanaccurateassetregister,whichnotonlyidentifiesallCouncilassets,buttheirvalueandcurrentcondition.Thisinformationisequallyimportanttoeffectivelyplananddeliveroperationalandcapitalprograms.

Italsohighlightstheimportanceofaccurateestimatesfordepreciation,andforaligninginformationintheLTFPandAMPs(e.g.ifCouncilisproposingtorenewplaygroundsevery20yearsintheAMPbutisdepreciatingthemover30yearsintheLTFP,therewillbeashortfallinfunds).

Onceworks(intheAMP)areactuallycarriedout,itisvitalthattheassetregisterisupdated(e.g.torecordthatanewassetwasbuilt).Thecostsoftheworkalsoneedtobecaptured(thiswillhelprefineestimatesforreplacementcostofsimilarassets).Thereisalsoanopportunitytoreviewtheactualservicelifeoftheassetthatwasrenewedorreplaced(tohelprefinedepreciationestimates).

ThefunctionalityofCouncil’scorporatefinancesystemisabarriertoimprovementshere.


Captureassetrenewals,disposalsandadditionsfromcapitalworksprogram;reviewassumptions(valuation/servicelife)inthiscontextandanyotheravailableinformation(inspections,floods,etc.)


Implementworksordersystemtocapturecapitalworks(detailsofassetscreated/disposed,costs)–afterGLrestructure(action1.3)

Thevariablenatureofrecreationassetsmakesbenchmarkingofassetvaluesandusefullivesmoredifficultthanotherassetclasses,butCouncilwillpursueopportunitiestodosowhentheyarise.

Currently,CouncilisrelyingonformalrevaluationsundertakenbyScottFullartonValuationsaswellasactualhistoricalcostsforassetsconstructedsincethistime.

Thetablebelowsummarisescurrentconditiondataandproposedcollectionoffuturedata.Notethatthenextfullrevaluationof‘otherstructures’and‘depreciablelandimprovements’(whichcoversthemajorityofassetsinthisAMP)isduein2021.

AssetCategory CurrentConditionData(methodanddate,reportref.)

Confidencelevelindata

NextProposedDataCollection(methodanddate,reportref.)

Otherstructuresanddepreciablelandimprovements

ScottFullartonValuationsreport2016

Medium 2021(byexternalvaluer,forrevaluation)


6. AssetHierarchyAnassethierarchyisanimportantinputtoprioritisationofresourcesformaintenance,renewalandupgrades/newassets.FollowingisahierarchyforsportsgroundsandalsoforparksandplaygroundsasestablishedinCouncil’sSportandRecreationFacilitiesPlan:

• Regional–peaksiteforsportsand/oractivitiesservicingthewholeLGA,partsofthegreaterregionand/orsignificantsitefortourists/visitors

• District–keysiteforoneormoresportsand/oractivitiesservicingtheentireLGA

• Local–sitewithfacilitiesandamenitytoservicelocalarea

• Neighbourhood–basicfacilityservicingimmediatearea

Thefollowingtableindicatesthesiteswithineachhierarchy.

Hierarchy Sitename

Regional GoCartTrack;O'BriensLookout,BogolongDam

District

TennisCourts;GolfClub;Showground;GrenfellBowlingClub;SquashCourts;NetballCourts;AquaticCentreGrenfell;VaughnPark;BembrickOval;CaravanPark;EndemicGardens;HenryLawsonOval(BTMoval);HenryLawsonOval(topoval);HenryLawsonHighSchool-indoorcourt;RifleandGunClub;RaceCourse;WeddinMountainsNationalPark

Local

CompanyDam;ProctorPark;MemorialPark;TaylorPark;HenryLawsonHighSchool-Oval1;HenryLawsonHighSchool-Oval2;EdwardSquare;QuandiallaPool;QuandiallaBowlingClub

Neighbourhood

CaragabalPark;CaragabalSportsGround;RailwayPark;RotaryPark;GoodsellPark;ArboretumPark;BogolongDam;BlameyPark


7. FinancialPlanFiguresinthetablebelowsummarisetheprogrambudgetsforoperations(section2)andcapitalworks(section3,detailedinAppendix2)relevanttorecreationassets.

ThisistakenfromtheServiceDashboards.

BudgetsforoperationsinfutureyearsintheLTFParesimplyindexed,whichmeansthatcurrentservicelevelsareexpectedtobemaintained.

ThereiscurrentlynospecificallocationforcapitalprogramsrelatedtorecreationassetsintheLTFP.Anysuchprojects(whetherrenewalorupgraded/newassets)willbeconsideredbyCouncilinfutureOperationalPlanbudgets.ThereissufficientflexibilityinCouncil’sfinancialposition(i.e.Councilisprojectingongoingoperatingsurpluses,andstillhascapacitytoconsideraspecialratevariation,giventhelowlevelofratescomparedtoneighbouringcouncils)tocaterforsuchexpendituregiventhesizeofthefundingthatislikelytoberequired.

Asdiscussedinsection3,mostoftheseassetsareingoodcondition,soitisunlikelythatsignificantprojectswillariseotherthanthoseidentified.ThekeyprojectthatiscurrentlyunfundedisthereplacementofQuandiallaSwimmingPool.

8. StandardsandSpecificationsStatewideBestPracticeManualforPlaygrounds

GuidelinesforSafePoolOperations,RoyalLifesavingSocietyofAustralia

Bestpracticebyothercouncilsregardingunsupervisedaccesstopools

AS4685:2014PlaygroundEquipmentandSurfacing

AS1428.1:2009DesignforAccessandMobility

OPERATIONALPROGRAMS(MAINTENANCE)

2018/19 2019/20 2020/21 2021/22 2018/19 2019/20 2020/21 2021/22SwimmingPools 40,000 213,350 GrenfellPoolloan(interest) 159,602 Parks&SportsMaint. 3,000 244,846 Bogolong&CompanyDams 36,000 PublicToilets 125,000 TOTALOPENSPACE&REC. 43,000 - - - 778,798 - - -

Cemeteries 50,000 72,000

CAPITALPROGRAMS

2018/19 2019/20 2020/21 2021/22 2018/19 2019/20 2020/21 2021/22GrenfellPool(ConstructionWarranty) 140,000 QuandiallaPool 20,000 GrenfellPoolloan(principal) 73,686 CaragabalParkFencing 10,000 TOTALOPENSPACE&REC. - - - - 243,686 - - -

Nocapitalprogramsidentifiedforcemeteries.

ProgramArea SpecificRevenue(otherthanGeneralRates) Expenditure(excl.Depreciation)

ProjectArea SpecificRevenue(otherthanGeneralRates) Expenditure


Appendix1–MaintenanceManagementPlanThefollowingPlancoversalloperationalactivitiesforopenspaceandrecreationassetsaswellascemeteries.Thisisthefirstrevisionoftheplan,soitwillbesubjecttoreviewandimprovement.

1. OperationsSomeoperationalactivitiesassociatedwithassetsarenotactually‘maintenance’.Theseinclude:

• Swimmingpoolssupervision,waterqualitytesting,etc.• Gravedigging

Councilswimmingpoolstaffreceiverelevanttraining.CouncilalsofollowstheRoyalLifesavingSocietyGuidelinesforSafePoolOperations.

GravediggingisundertakeninaccordancewiththeCemeteryManagementPlan.

Furthercontrolsovertheseoperationswillbeconsideredinfuture.

2. Inspections2.1InspectionsGenerally

Councilwillundertakeaformalannualinspectionofallitsopenspaceandrecreationalareastoidentifymaintenancedefectsandupdateconditionassessmentsasappropriate.

TheinspectorwillcompleteanOpenSpaceandRecreationAreaInspectionRecord(below)identifyingthedefectandprioritisingtheneedforactionbasedonthelevelofrisk(section3.2).

Staffcarryingoutmaintenance(e.g.mowing)willalsoidentifyandactiondefectswhenidentified.

2.2CustomerRequests

WhenCouncilreceivesacustomerrequestregardingamaintenancedefectforarecreationarea,theofficerreceivingtheinformationwillaskquestionstodeterminethepriority,including:

• Locationofthesite• Descriptionofthedefect• Otherdetailsthatwillhelpwithprioritisationbasedonrisk(section3.2)

Councilstaffwillinspectthesitetoassessthedefectandnotethisonthecustomerrequest.Onceassessed,thedefectwillberespondedtoasforanydefectsidentifiedviaformalinspections.

ThecustomerwillbeadvisedoftheoutcomeinaccordancewithCouncil’sCustomerServiceStandards.

2.3 PlaygroundInspectionsInspectionsofplaygroundequipmentareundertakeninaccordancewithAustralianStandardsbyqualifiedstaffanddocumented.Thereareseverallevelsofinspectionfromweeklycheckstodetailedstructuralinspectionsonanannualbasis.

3. Maintenance

Maintenanceiseitherplannedinadvance,orisreactive(inresponsetoadefectidentifiedviaaninspection–section2).Activitiesarelimitedbyavailablefunds,soattimesthelevelofservicemayneedtobereducedtostaywithinbudget.Wherethisisrequired,itwillbedoneonariskbasis.

TheOverseerisresponsibleforschedulingofmaintenanceactivitiessotheyareundertakenefficientlyandeffectively.Whileplannedactivitiesareknowninadvance,reactivemaintenanceissuesmaytakepriority.Ifso,theschedulewillbeamended.Compliancewiththeschedule,togetherwiththebacklogofoutstandingworks,willbereviewedonaweeklybasis.


3.1PlannedMaintenance

Thekeyplannedmaintenanceactivityismowing.Councilhasdevelopedthefollowingmowingschedulesforopenspace,recreationareasandcemeteries.Giventheproblemswithtakingapurelyscheduledapproach(duetovariationsingrowingseasons)anupperlevelofgrowthisdefinedasadefecttriggerinadditiontotheschedules.

Location Ingrowingseason

Outofgrowingseason

Maximumheight(mm)

Approx.Area(hectares)

Grenfell

Ovals 1week 3weeks 40mm 6

ParksandGardens,Pool 2weeks 4weeks 100mm 8

Cemetery 2weeks 4weeks 100mm 9

Grenfellapproaches 2weeks 4weeks 200mm 1

Villages

ParksandGardens,Pool 2weeks 4weeks 100mm 1

Approachesandvillages 4weeks 8weeks 200mm 2.5

BimbiCemetery 4weeks 8weeks 200mm 34

NotethatCouncilutilisescontractorstomowQuandialla,Greenthorpe,CaragabalandBimbi.

3.2ReactiveMaintenance(includingDefectRiskAssessment)

MostotheractivitiesundertakeninthisAMParereactive,i.e.undertakeninresponsetoadefectidentifiedviaaninspection.

Council’sprimaryaimistoensurethesafetyofthoseusingopenspace,recreationareasandcemeteriesandsogivenCouncil’slimitedresources,arisk-basedapproachistaken.ThisisdetailedontheDefectRiskAssessmentandControlMeasures(below),whichwillbeprintedonthebackoftheInspectionRecord.ThisisbasedontheStateWideBestPracticeManualforPlaygrounds.

NotallCouncil’soperationalactivitiesaredrivenbyrisk,though–forexample,agardenthatneedsweedingisnotadangertousersbutratheralevelofserviceissue.SuchactivitieswillbeundertakenbystaffasdirectedbytheOverseerorParksSupervisorwithinavailableresources.

Councilwillexploretheopportunitytodevelopasetofstandardphotosshowinginterventionlevelsforparksasaclearermeansofspecifyingan‘acceptable’levelofservice.

Recordswillbekeptofsuchactivitiesviatheweeklyschedules.ActivitycodesinCouncil’sfinancesystemwillenablethecostsofparticularactivitiestobetracked.

4. PerformanceReporting

TheServiceDashboardsincludeperformancemeasuresrelatingtothecompliancewiththisMaintenanceManagementPlanincluding:

• compliancewithoperationalprograms(e.g.swimmingpoolopeninghours)• compliancewithinspectionschedules(includinginspectionsfollowingcustomerrequests)• percentageofdefectsthatwererespondedtowithinthenominatedresponsetime(based

onthelevelofrisk)and• reportingontheactivitiesundertaken(e.g.numberofhectaresofgrassmowed,visitorsat

thepools,playgroundsmaintained,etc.).


Becausethissystemisonlyjustbeingdeveloped,itisimportanttonotethatperformancetargetswillbesubjecttoreviewconsideringavailableresourcesandactualworksrequired.

Councilwillexploreopportunitiestobetterdefineservicestandardsfortheseactivitiesinfuture.


OpenSpaceandRecreationAreaInspectionRecord

Referriskmatrixandcontrolmeasuresoverleaftoassesstheriskanddeterminewhatcontrolsarerequired(timeframestomakesafe/repair).

WeddinShireCouncil RecreationAreaMaintenanceDefectsRegister

SiteName/Location/No.

Inspectedby/Date

Item Detailsofdefect(includingreasonforpriority:safety,impactonusers,structuraldamage)andrepairrequired Risk(circle)

1

EHML

2

EHML

3

EHML

4

EHML

5 EHML

6 EHML

7 EHML

Notes(e.g.actionstakeninresponsetoadefect):


DefectRiskAssessmentandControlMeasures

NOTE:‘components’belowincludeanyassetsorareas.