DRAFT
Schedule 6 Land Use Planning
4. Management of Voluntary Planning Agreements (VPA)
a. Where VPAs are in force for a site or sites located in areas to be transferred from one Council to another the transfer should occur as follows:- i. All documents relating to existing VPAs including the agreements, plain
english versions, Council reports and other associated documentation related to the preparation or implementation of the agreement shall be provided to the new Council within a reasonable timeframe following proclamation
ii. All funds held with respect to Voluntary Planning Agreements which relate to land within the Carlingford Precinct will be transferred to the new Council;
iii. All monetary contributions payable under Voluntary Planning Agreements which relate to land within the Carlingford Precinct will be paid at the new Council (these will be retained by the new Council). If they are paid to the other Council they should be transferred to the new Council to be held.
b. Where VPAs are being negotiated for a site or sites located in areas to be transferred from one Council to another the transfer should occur as follows:- i. All documents relating to negotiation VPAs including any Draft agreements,
draft plain english versions, Council reports and other associated
documentation related to the preparation and negotiation shall be provided to the new Council within a reasonable timeframe following proclamation ii. Council Officers form the original Council will continue to attend all
negotiations and be available to provide background to the new Council to ensure the new Council is aware of all historical issues during the on-going negotiations
iii. The original Council will continue to assist and provide information to ensure the best possible bargaining position is maintained for the new Council during the on-going VPA negotiations.
TSA Schedule 6
COMMERCIAL IN CONFIDENCE 15 June 2016
ORDINARY MEETING OF COUNCIL 28 JUNE 2016
DRAFT
Schedule 6 Land Use Planning
Key personnel Provider Key Personnel
x Stewart Seal Manager Forward Planning x Ava Cheung Financial Advisor
Recipient Key Personnel
x Robert Cologna – Manager Land Use Planning Third party
contracts
N/A Sub-contractor N/A Reporting &
Data collection
The Service Provider will maintain all data systems until these are transferred to the Receiver Council.
Other terms and conditions relating to this service
TSA Schedule 6
COMMERCIAL IN CONFIDENCE 15 June 2016
ORDINARY MEETING OF COUNCIL 28 JUNE 2016
DRAFT
Schedule 7
Place Management – Infrastructure Operation and Maintenance Service Provider The Hills Shire Council
Completion Date 30 September 2016 or such other date as required by the Receiving Council and notified to the Service Provider in writing.
Receiving Council City of Parramatta
Description of Service The day to day operation and maintenance activities required for the Transferred Assets for the following asset classes:
1. Road pavements and associated traffic devices/facilities;
2. Stormwater infrastructure (on public land or within an easement to the Council’s benefit);
3. Kerb and gutter;
4. Footpaths and nature strip areas;
5. Street Lighting;
6. Bridges;
7. Street furniture;
8. Roadside vegetation, including trees on public land;
9. Parks, including sportsgrounds, passive recreation areas, bushland, trees, garden area and related physical infrastructure (e.g. irrigation systems and sports field lighting).
In Scope Service activities
The following services are covered by this agreement:
The Service Provider will;
1. Continue to provide routine planned maintenance activities in accordance with current schedules to ensure that all asset classes are fit for use, such as:
a. Sports field mowing b. Street sweeping c. Public area bin collection
d. Footpath sweeping in designated areas e. Garden maintenance
f. Asset protection zone maintenance in bushland;
2. Investigate customer requests for issues within 10 business days;
3. Carry out reactive maintenance works across all asset classes based of priority following investigation of the customer request in accordance with current practice, such as:
a. Pothole repairs
b. Dumped rubbish collection c. Emergency call outs
d. Trees maintenance on public land e. Trip hazards
f. Sports field lighting repairs g. Sign repairs / replacement
4. Complete all footpath crossing (driveway) inspections for applications lodged prior to the execution of this Agreement. Any inspection results will be forwarded to the Receiving Council;
5. Manage requests for access across Open Space to private property;
6. Manage Grants until instructed otherwise from funding Agencies, or as agreed between parties to the TSA in liaison with the funding agencies;
7. Administer Council’s public street lighting network and specific metered sites. The metered sites (not in Council Parks) will be provided at handover.
8. Administer the operations of Service Agreements with Adshell and Claude Outdoor doe the provision of bus shelters and illuminated street signs with advertising;
9. Provide monthly financial and work order information regarding work performed, such
TSA Schedule 7
COMMERCIAL IN CONFIDENCE 15 June 2016
ORDINARY MEETING OF COUNCIL 28 JUNE 2016
DRAFT
Schedule 7
Place Management – Infrastructure Operation and Maintenance as:
- Asset name to which each Work Order relate - Activity description
- Specific work instructions
- Quantity of work completed for each Work Order The Receiving Council will:
1. The Receiving Council will manage all new footpath crossing (driveway) inspections and assess all applications lodged following the execution of this agreement;
Out of Scope The following services are not covered by this agreement:
(a) Transfer of historical data between existing systems (b) Renegotiation of existing contracts
(c) Procurement of new contracts
(d) Any new significant work requests outside the existing contracts and services.
Basis of Charge Direct Cost Basis plus fixed Supervision Cost Basis of Supervision
costs calculation
N/A
Basis of Fixed Cost calculation
Supervision Cost is 16.9 % On Direct Costs
Basis of Revenue calculation
Actual Lease Income received
Invoice Monthly in arrears net of Expenditure and Revenue Reimbursable
Expenses
Any other unforeseen expenses on an Actual Cost basis
Service Levels The service is to be provided under the following terms : x Maintain all asset classes in a fit for use condition.
Key Personnel Provider Key Personnel
x Steven Coleman – Manager Infrastructure Operations;
x Rodney Pavitt – Manager Technical Services x Craig Kenny – Place Manager – East Ward Recipient Key Personnel
x Jim Stefan – Manager City Assets & Environment Third Party Contracts To be provided during hand over.
Sub-contractor To be provided during hand over.
Reporting & Data Collection
[List reporting requirements and data collection and hand-over requirements]
x To be determined with Receiving Council Other terms and
conditions relating to this Service
[List other relevant terms not contained above]
TSA Schedule 7
COMMERCIAL IN CONFIDENCE 15 June 2016
ORDINARY MEETING OF COUNCIL 28 JUNE 2016
DRAFT
Schedule 8
Buildings Management
Service Provider The Hills Shire Council
Completion Date 30 September 2016 or such other date as required by the Receiving Council and notified to the Service Provider in writing.
Receiving Council City of Parramatta
Description of Service Building Management Services for Transferred Assets.
1. Building management 2. Building support services In Scope Service
activities
The following services are covered by this agreement:
1. Provide ongoing alarm monitoring & alarm response Security Services as well as existing patrols day & night schedule.
2. Provide ongoing CCTV maintenance and locksmith services to buildings.
3. Provide ongoing Cleaning Services to all buildings as per existing arrangements.
4. Provide ongoing General Building Maintenance Services to all buildings to ensure that they are maintained in a safe manner and minimising the overall risk profile.
Maintenance shall be broken down into:-
a. Planned Maintenance: to occur as planned for the period of transition.
b. Reactive Maintenance: to be addressed as and when maintenance items arise.
5. Joint rekeying of buildings from THSC master key system to CoP master key system.
Note that General Building Maintenance encompasses plumbing, electrical, air conditioning, locksmiths, general carpentry, glaziers etc.
6. Any specific one of maintenance expenditure over $20,000 will require City of Parramatta approval.
7. Maintain all essential services compliance and ensure delivery of Annual Fire Safety Statements for all relevant buildings.
8. Ensure approval of all utilities payments as per current arrangements.
9. Maintain existing hygiene services as per current arrangements.
10. Maintain existing SMS lighting system (for fields) as per current arrangements.
Out of Scope The following services are not covered by this agreement:
1. Transfer of historical data between existing systems;
2. Renegotiation of existing contracts;
3. Procurement of new contracts;
4. Any new significant work requests outside the existing contracts and services, with approval from the Receiving Council.
Basis of Charge Direct Cost Basis plus 5% Fixed Supervision Cost Basis of Supervision
costs calculation
N/A
Basis of Fixed Cost calculation
Supervision Cost is 5 % On Direct Costs
Basis of Revenue calculation
Actual Lease Income received
TSA Schedule 8
COMMERCIAL IN CONFIDENCE 15 June 2016
ORDINARY MEETING OF COUNCIL 28 JUNE 2016
DRAFT
Schedule 8
Buildings Management
Invoice Monthly in arrears net of Expenditure and Revenue Reimbursable
Expenses
Any other unforeseen expenses on an Actual Cost basis
Service Levels The service is to be provided under the following terms:
x Planned maintenance work carried out within 10 business days of falling due.
x Maintain building assets in a fit for use condition.
Key Personnel Provider Key Personnel
x Steve Coleman (Manager Infrastructure Operations) 9843 0221 x Melissa Fazzolari (Facilities Operations Manager) 9843 0203 Recipient Key Personnel
x Phil Littlewood & Nick Wright Third Party Contracts To be provided during hand over.
Sub-contractor To be provided during hand over.
Reporting & Data Collection
x To be determined in consultation with Receiving Council
Other terms and conditions relating to this Service
[List other relevant terms not contained above]
TSA Schedule 8
COMMERCIAL IN CONFIDENCE 15 June 2016
ORDINARY MEETING OF COUNCIL 28 JUNE 2016
DRAFT
Schedule 9
Emergency Management
Service Provider The Hills Shire Council
Completion Date 30 September 2016 or such other date as required by the Receiving Council and notified to the Service Provider in writing.
Receiving Council City of Parramatta Council
Description of Service Provision for Emergency Management Services for Transferred Area In Scope Service
activities
The following services are covered by this agreement: