Contributed asset acceptance

Contributed assets are classified as either:

• engineering
• landscaping
• electrical
• rehabilitation
• water sensitive urban device (WSUD).

The process for contributed asset acceptance includes the following key stages:

1. Pre-start meeting
2. Construction complete
3. On maintenance
4. Off maintenance.

An operational work construction application commences with a request for a pre-start meeting.

You must use the pre-start meeting request form and need to include the applicable fee.

A pre-start meeting is an on-site meeting with council officers and developer representatives. It is held before any construction work is undertaken on a development. Any potential issues can be addressed at this meeting. Council will also confirm relevant hold point inspections and approvals. The pre-start meeting ensures the conditions of development approval are met.

Following the pre-start meeting the applicant receives:

• notes from the pre-start meeting
• access to relevant checklists in council’s contributed asset acceptance portal.

The checklists are for the developer or consultant to complete and submit for each stage of the process. Once submitted, the developer or consultant is responsible for contacting council to request an inspection to confirm information submitted in the checklists.

All contributed assets must complete a maintenance period once construction is complete. This is called ‘on maintenance’.

Before council take over responsibility of the assets, the 'on maintenance' period ensures compliance with the conditions of the development approval . This period is usually 12 months, but may vary depending on type of asset.

To successfully secure approval of 'on maintenance', the developer or consultant must complete the below for each asset:

1. Submit council checklists to confirm compliance with conditions of the development approval and relevant standards
2. Council officers have undertaken an onsite on maintenance inspection and reviewed and approved all checklists submitted
3. 'Asset design  (ADAC), as constructed’ drawings and other relevant documentation and certification has been approved by council
4. Maintenance and performance bond/s have been lodged and processed with council.

During the maintenance period, the developer is responsible and liable for the asset. This includes:

• undertaking any maintenance required by the manufacturer’s warranty
• following service specifications for any materials and equipment
• implementing a sustainable maintenance regime for landscaping and vegetation
• repairing any faults
• carrying public liability insurance, if required.

Refer to Sunshine Coast Planning Scheme 2014 - Schedule 6.14, planning scheme policy for development works.

At the end of the maintenance period, council inspect and assess the asset. This ensures that:

• the asset is safe and fit for purpose for the community to use
• the asset complies with the conditions of the development approval.

To successfully secure approval of  'off maintenance', the developer or consultant must complete the below for each relevant asset:

1. Submit council checklists to confirm compliance with conditions of the development approval. This also includes rectification of all outstanding defects
2. Council officers undertake an onsite maintenance inspection to review and approve all off maintenance checklists submitted.

Council can request maintenance and performance bonds for the on maintenance period. This bond acts as security against the ongoing maintenance of the contributed asset. Council can release the bond once the off maintenance stage is complete.

Refer to development and building bonds for more information.

Asset design (ADAC) information and 'as constructed' drawings are engineering drawings. They include details of exactly how an asset or a facility has been constructed.

Before accepting on-maintenance of an asset, council review this information. Before council accepts contributed assets, the final ADAC information should accurately reflect:

• material types
• specifications
• other asset specific information.

As constructed drawings need to be in a consistent format. They must be marked as being legibly certified. The final ADAC must be accepted before the asset can go on-maintenance. Certifications should include:

• registered engineer (RPEQ qualification) certifying accuracy relative to:
  • engineering details
  • design standards
  • asset descriptions

         and

• registered surveyor certifying locational accuracy with regard to:
  • physical features and assets
  • cadastral information
  • contours
  • the relevant survey datum.

Refer to the Sunshine Coast Council Planning Scheme 2014 - Schedule 6.14, planning scheme policy for development works.

For more technical information refer to:

• as-constructed data standards and guidelines
• design presentation standards.