2018-08-07 Services and Organisation Committee Agenda

SERVICES & ORGANISATION COMMITTEE MEETING AGENDA                                  7 AUGUST 2018


Once these items had been agreed to, the CMHA building sub-committee developed a draft
building works project plan, cost estimate and programme, which was presented to Council for
ratification.

On the 17 April 2017, Council resolved to enter into an agreement to lease the Cooroy Memorial
Hall to the Cooroy Memorial Hall Association for the purpose of the Association undertaking an
agreed schedule of maintenance and upgrade works.

Council also agreed to allocate up to a maximum of $192,000 from Heritage Levy funds towards
the Cooroy Hall maintenance and upgrade works on the proviso that the Association match these
funds dollar for dollar either in cash or via grants, donations of goods or the provision of in kind
services.

Deed of Agreement

Following the Council resolution, a Deed of Agreement was entered into between Council and
the CMHA which allowed the Association to gain procession of the Hall for the purposes of
restoring and renovating the building.

The Deed also outlined the roles and responsibilities of the parties and the financial
arrangements whereby Council would contribute funding.

Project Delivery

CMHA delivered the project through a contract arrangement with a well-respected local builder H
J (Harry) Kirk to undertake the role of the Principal Contractor.

They also appointed retired local engineer Phil McGrath as the Superintendent to oversee the
Principal Contractor. Phil undertook this significant role in a voluntary capacity.

This level of project contracting and governance is in line with Council’s typical procurement
processes.

All volunteers on the project were under the supervision of the Principal Contractor and given
training and required to obtain their white card before they could work on site.

To further ensure good governance, the Council appointed a Council Liaison Officer (the Project
Manager Infrastructure Services) who assisted monitoring the standard of building works,
progress and expenditure.

CMHA maintained detailed project cost records for periodic review and ultimate audit purposes
and submitted monthly claims to NSC for reimbursement.

Work on the renovations commenced on 12 July 2017 with a proposed 6 months works program.

By Christmas 2017, the asbestos had been removed from the building and all of the major
structural repairs and other building maintenance identified in the consultant’s building report had
been substantially completed.

After Christmas, the focus moved to upgrading the toilets, the kitchen, entries and frontage site
works. New electrical wiring was installed throughout the building and fan ventilation and LED
lighting added and the annex flooring upgraded.

Despite some delays due to wet weather in March 2018, the works were completed in time for
the official reopening of the building on Saturday 2018.

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