Operational Works Pre-Start

A Pre-Start meeting must be held before construction commences. The meeting must be attended by the Consulting Engineer, Contractor’s Representative, any relevant Specialist Consultants, and a Council representative.

When ready to commence work, a request for a Pre-Start must be lodged to Council in writing. To initiate the Pre-Start process, the applicant must lodge the Submission form – Request for a Pre-Start Meeting ( PDF, 0.4 MB ).

There are several documents that must be submitted to Council, prior the Pre-Start meeting taking place. The Request a Pre-Start Meeting Guideline ( PDF, 0.53 MB ) has been designed to assist applicants with submitting a complete submission.

At the Pre-Start meeting, the applicant is expected to run the meeting and complete the meeting minutes. The Guideline contains a template for recording the meeting minutes. The minutes must be submitted to Council following Pre-Start for filing purposes.

All pre-start requirements are outlined in the FNQROC Development Manual (CP1 – Construction Procedures), specifically sections CP1.02 to CP1.09.

Overview of process

The Pre-Start Process is a hold point, where each step must be completed before the next step can commence. A complete document submission must be lodged, followed by the confirmation of the payment of the Construction Security Bond. When these two steps are completed, the Pre-Start meeting can be booked and undertaken.

Step 1 – Submission

Download and review the Request a Pre-Start Meeting Guideline ( PDF, 0.53 MB ) and the Request a for a Pre-Start Meeting Submission Form ( PDF, 0.4 MB ).

The Guideline complements the Submission Form and provides advice and notes to help ensure your application is complete and the resulting Pre-Start meeting is efficiently geared towards the approval for commencement of works.

Start collating all supporting documentation necessary to submit a completed application.  We recommend you do this well in advance of submitting your application . It can take time to prepare all documentation and may involve third party professional assistance, including RPEQ certified engineers or project managers.

Once you have collated all your documents , ensure they are clearly labelled with the according Document Order Number, outlined on the Submission Form. For example, the RPEQ endorsed ITP must be labelled Document 1, the ESCP must be labelled as Document 2 and so on.

We have processes in place to ensure an efficient turnaround from submission to meeting. It is vital that you lodge a complete and compliant Request a for a Pre-Start Meeting Submission. An incomplete submission will not proceed past an initial assessment.

We prefer that you lodge your applications electronically.

Step 2 – Construction Security Bond

The FNQROC Development Manual (CP1 – Construction Procedures), section CP1.06 details the requirements for the Construction Security Bond. The value of the bond is to be 5% of the estimated cost of the construction works, prepared, and certified by the Consulting Engineer.

When providing evidence of the bond, you must complete and submit the Security Lodgement Form (FNQROC Development Manual Appendix E or see back of submission form) and the Consulting Engineer’s certification of the value of the works.

You can lodge the bond in cash or an unconditional bank guarantee. If using a bank guarantee, you must include the following:

• a binding contractual relationship between Council and the guaranteeing bank
• specific requirements for renunciation of the guarantee
• require adequate notice of renunciation

We will not undertake the Pre-Start meeting until the bond has been paid and the applicable documentation submitted.

Step 3 – Assessment

The assessment of the Submission is a two-part process.

1. The initial assessment is an administrative check to confirm all documents required for the Works Acceptance have been submitted.
2. The technical assessment is a detailed review of the documents undertaken by Council Officers to confirm the content is correct and compliant.

Due to the administrative nature of the initial assessment, your application form must be entirely completed, including the documentation checklist. Our assessment will be carried out based on what has been detailed on the application form, missing information or incomplete sections will result in an application that cannot be assessed, and it will be returned to the you for resubmission.

You will be advised if Council identifies any errors or omissions in the Submission.

Step 4 – Pre-Start meeting

Once we have completed and accepted the assessment, we will send a calendar invitation to your representative, typically the Consulting Engineer, for the Pre-Start meeting.

Your representative will run the meeting using the meeting agenda and complete the meeting minutes. This may include reviewing:

• Relevant conditions
• the construction requirements
• ITP
• ESCP
• site access conditions
• evidence of compliance
• Traffic Management Plans
• Issued or latest approved plans for construction
• Relevant provisions of any other acts
• Identify any areas to be left undisturbed
• Location of the Project Sign.

Based on the discussions and reviews conducted at the meeting, we will notify you if works can commence, commence under conditions, or cannot commence. Following the meeting, your representative must send the minutes to Council within 5 business days.

Step 5 – Post Pre-Start meeting

If the notice is unconditional, works can commence after the acknowledged and accepted minutes have been received by Council.

If the notice is conditional, you must send proof of the conditions being met to Council prior to the commencement of works.

If the meeting identifies issues, or the site is not ready at the time of the meeting, works will not be permitted to commence. In this instance, we will provide notice the works cannot commence. This notice will detail the conditions that must be met.

We suggest that you contact an Engineering Consultancy to help you prepare the Request for a Pre-Start Meeting Submission. Multiple documents necessary for a complete submission require the certification of an RPEQ qualified engineer. This will be your representative at the meeting and throughout the process. There are detailed Guidelines designed to assist with the application process.

You must pay a construction security bond to the value of 5% of the estimated cost of the construction works prior to commencement of works. This estimate must be prepared and certified by the Consulting Engineer. The bond can be paid in cash or through a bank guarantee.

The bond is required to provide security to Council if costs are incurred as a result of outcomes such as, but not limited to, repairs to on-street works due to damage by contractors or suppliers, failure to provide adequately for traffic, or urgent Council intervention to resolve unsafe construction. Any costs incurred by Council for the circumstances outlined in CP1.06.4 will be recovered from the security bond.

Development & Planning is committed to our Service Charter and we aim to uphold our service operating principles. Pre-Start requirements can be extensive.

The Pre-Start Guideline and Submission Form are designed to facilitate the process and ensure consistent, efficient and effective outcomes for all parties. Our goal is to have a Pre-Start Meeting conducted within 10 business days of the receipt of a complete submission.

We welcome feedback on this process to ensure that it continually responds to the needs of customers. You can submit written feedback via email where it will be collected, reviewed and where necessary, actioned.

For assistance or questions, you can contact us via the following methods:

Phone

Call 1300 69 2247. Our Customer Service team will create a Customer Enquiry and a Council officer will contact you in a timely manner.

In person

Our Customer Service Centre at 119-145 Spence Street, Cairns is open from 8:30am to 4:30pm weekdays (excluding public holidays). Customer Service can create a Customer Enquiry and a Council officer will contact you in a timely manner.

Email

You can email a written enquiry.