Supplementary Agenda of Council

Council 28 October 2020

Item 1.1

1.1. URGENT BUSINESS Quaama Relief Centre Temporary Demountable Building

This report outlines the proposal for the Quaama Bushfire Relief Centre to operate from a temporary demountable building to be located on the grounds of the Quaama hall and through this, to enable the hall to be more fully available for community use. It is required to be considered as urgent business due to the need to ensure the Hall can be returned to community use as a priority.

General Manager

Officer’s Recommendation

That Council:

1. Note the proposal for the Quaama Bushfire Relief Centre to operate from a temporary demountable building to be located on the grounds of the Quaama Hall for a period of between six and twelve months, and through this to enable the hall to be more fully available for community use.

2. Note the background information on actions and considerations by Council staff in response to the proposal, including outcomes of the related community consultation and proposed conditions to ensure appropriate management and remediation occur.

3. Resolve to approve the proposal.

4. delegate that the General Manager and Mayor be authorised to execute a formal Deed of Agreement setting out the terms and conditions for the Quaama Bushfire Relief Centres operating from a demountable on the Quaama School of Arts land parcel being Lot 1 Sec 3 DP 758860 for a period of six months with an option for a further two six month extensions as detailed in this report.

Executive Summary

This report provides advice of a proposal for the continued operation of the Quaama Bushfire Relief Centre from a temporary demountable building to be located on the grounds of the Quaama Hall, including the actions taken by Council staff in response to the proposal and recommended provisions to ensure appropriate management and remediation occur.

Background

Following the Black Summer Bushfires, a community led Bushfire Relief Centre commenced operations from the Quaama Hall to receive and distribute donated goods, and to provide assistance and support to bushfire impacted residents. Sapphire Community Projects Incorporated has hired the hall, in behalf of the Bushfire Relief Centre, on a continual basis since May 2020 and more recently, both the Bushfire Relief Centre and the wider community have expressed a desire to see the hall be more fully available for community use.

Council has received a proposal for the Bushfire Relief Centre to vacate the hall and continue supporting bushfire impacted residents by operating from a demountable building to be temporarily located on the hall grounds for a period of between six and twelve months. The proposal includes:

· A professionally constructed 12 metre x 3 metre demountable building to be supplied by a reputable equipment hire company and located on a site within the hall grounds that Council assess as suitable. All hire costs and site costs including site remediation are to be met by the proponent.

· Connection of the demountable building to the hall power supply if feasible, with provisions for power consumption to be apportioned on an agreed basis. Alternately, connection of the demountable to the electricity network with separate metering and power usage billing. All associated electrical works costs for connection and disconnection and power consumption charges are to be met by the proponent. No other utility connections to the demountable are required.

· Provisions for hours of operation of the Bushfire relief centre be agreed to and for the Bushfire Relief Centre to have access to the hall toilets and kitchen facilities during those agreed hours of operation.

Council staff have investigated the feasibility of the proposal and determined that:

· A suitable site exists for the proposed demountable building to be located toward the western side of the hall grounds adjacent to the toilets, with the demountable building’s narrow side to face Cobargo Street, approximately in line with the front of the hall.

· A development application is not required for a short-term temporary building as outlined in the proposal.

· It is feasible for the demountable to be connected to the hall power supply based on expected usage for the proposed demountable configuration and for power usage to be apportioned on an agreed basis.

· It is feasible for access arrangements for the hall toilet and kitchen facilities to be negotiated.

In addition, Council staff have reviewed the merit of the proposal, including the associated management issues and risks to Council and regard that appropriate usage conditions and provisions would include those outlined below:

· A full cost recovery approach by Council in establishing the related deed, and for the power connection and power usage.

· A quality assurance process developed by Council staff is in place that covers the initial site works and final site remediation, and to ensure that the supplied demountable is of a suitable construction standard and condition.

· A bond is secured that ensures any Council costs from breach of conditions, site clean-up and remediation and so forth are recoverable.

· An agreed timeframe, with provisions for further extension at the discretion of Council.

· A user agreement by way of a deed be developed that outlines appropriate conditions including, but not limited to:

o Public liability provisions

o That no commercial activities are to be undertaken

o Goods donations and handling arrangements are in place so that no goods or materials are to be stored or located outside of the demountable

o Hours of operation are to be limited by agreement to minimise disruptions to the privacy of neighbours

o Stipulation that use of the community hall facilities is limited to the toilets and kitchen areas during agreed hours

That use of other areas of the hall and grounds is subject to hall hire arrangements in place through the Quaama community hall committee.

Options

Options available to Council are to:

1. Approve the proposal for the Quaama Bushfire Relief Centre to operate from a temporary demountable building to be located on the grounds of the Quaama Hall as outlined and delegate responsibility to the General Manager for entering into a six months deed with provisions for two further six months extensions by negotiation with Sapphire Community Projects Incorporated in relation to the proposal. This is the recommended option.

2. Not approve the proposal and request staff to provide advice on alternate options.

Community and Stakeholder Engagement

Engagement undertaken

Council conducted a ‘Quaama Bushfire Relief Centre Have Your Say’ in relation to the proposal. Council received 130 responses (89 submitted online, 41 submitted manually). 92% of the respondents live in Quaama or its surrounds. 83% of respondents indicated a preference for Quaama Bushfire Relief Centre to operate from a demountable site office on the Quaama hall grounds over the next 6 to 12 months. Several concerns were raised by some respondents. These concerns related to:

· Visual impact of the demountable

· Disrupting privacy of neighbours

· Donated goods being left outside and becoming unsightly

· The ongoing reminder of the trauma resulting from the bushfires

Engagement planned

Further engagement with the Quaama community is planned would occur as a part of any consideration of an extension of the deed.

Financial and Resource Considerations

There are no direct financial implications associated with the proposal. The proposal includes provisions for direct Council costs to be recouped from the proponent.

There will be some resource impacts in terms of getting the portable established and the deed developed.

Legal /Policy

There are no direct legal or policy implications associated with the proposal.

Impacts on Strategic/Operational/Asset Management Plan/Risk

Strategic Alignment

The proposal is consistent with Council’s Community Strategic Plan:

Goal 1: We are co-operative, caring and enjoy a culturally rich community life.

Goal 11: We are an informed and engaged community with a transparent, consultative and responsive Council

and aligned with the following actions in Council’s adopted Operational Plan:

1.1.2.1 Promote partnerships and collaborations which increase community wellbeing

4.7.7.4 Build community resilience for future disasters

Environment and Climate Change

There are no direct environmental sustainability implications of the proposal.

Economic

There are no direct economic impacts of the proposal.

Risk

Managing property related agreements with external proponents and minor site works on Council facilities are regular activities of Council and do not introduce new risks.

Social / Cultural

The proposal aims to support Quaama community led efforts to recover from the Black Summer bushfires and responds to identified needs in the community following the bushfires.

Attachments

Nil

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