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Agenda

Ordinary Council Meeting

20 October 2008

The meeting commences at 6.30pm. If members of the public are

not interested in any business recommended to be considered in

Closed Session or there is no such business, Council will ordinarily

  commence consideration of all other business at 7pm.

 


 

Notice of Meeting

 

Dear Councillors

 

Notice is given of the Ordinary Council Meeting, to be held in the Council Chambers, Lower Ground Floor, 48 Longueville Road, Lane Cove on Monday 20 October 2008 commencing at 7:00PM. The business to be transacted at the meeting is included in this business paper.

 

Yours faithfully



Peter Brown

General Manager

 

Council Meeting Procedures

 

The Council meeting is chaired by the Mayor, Councillor Ian Longbottom. Councillors are entitled to one vote on a matter. If votes are equal, the Chairperson has a second or casting vote. When a majority of Councillors vote in favour of a Motion it becomes a decision of the Council. Minutes of Council and Committee meetings are published on Council’s website wwww.lanecove.nsw.gov.au by 5pm of the Thursday following the meeting.

 

The Meeting is conducted in accordance with Council's Code of Meeting Practice. The order of business is listed in the Agenda on the next page. That order will be followed unless Council resolves to modify the order at the meeting. This may occur for example where the members of the public in attendance are interested in specific items of the agenda.

 

Members of the public may address the Council Meeting on any issue for a maximum of 3 minutes during the public forum which is held at the beginning of the meeting. All persons addressing the Meeting must speak to the Chair. Speakers and Councillors will not enter into general debate or ask questions.

 

If you do not understand any part of the information given above; require assistance to participate in the meeting due to a disability; or wish to obtain information in relation to Council, please contact Council’s Manager Governance on 99113525.

 

Please note meetings held in the Council Chambers are recorded on tape for the purposes of verifying the accuracy of minutes and the tapes are not disclosed to any third party under section 12(6) of the Local Government Act, except as allowed under section 18(1) or section 19(1) of the PPIP Act, or where Council is compelled to do so by court order, warrant or subpoena or by any other legislation.

 

 

 


Ordinary Council Meeting 20 October 2008

 

Order Of The Day No. 24

 

 

 

 

 

DECLARATIONS OF INTEREST

 

APOLOGIES

 

OPENING OF MEETING WITH PRAYER

 

ACKNOWLEDGMENT TO COUNTRY

 

public forum

 

Members of the public may address the Council Meeting on any issue for 3 minutes.

 

 

CONFIRMATION OF MINUTES

 

1.      ORDINARY COUNCIL MEETING - 7 OCTOBER 2008

 

Orders Of The Day

 

2.       Order Of The Day No. 24

SUBJECT: Council and Committee Meeting Schedule - November 2008

 

Notices of Motion

 

3.       Notice of Motion No. 2

SUBJECT: Local Government and Shires Association Professional Development Courses

 

General Managers Reports

 

4.       General Managers Report No. 32

SUBJECT: Woolworths Lane Cove Market Square - Status Report

 

Corporate Services Division Reports

 

5.       Corporate Services Division Report No. 61

SUBJECT: Policy on Payment of Expenses and Provision of Facilities to Councillors

 

6.       Corporate Services Division Report No. 63

SUBJECT: Greenwich Village Games Organising Committee

 

7.       Corporate Services Division Report No. 65

SUBJECT: Sister City Relationship - Gunnedah Shire Council

 

Open Space and Urban Services Division Reports

 

8.       Open Space and Urban Services Division Report No. 35

SUBJECT: River Road West Road Safety Scheme

 

QUESTIONS WITHOUT NOTICE

 

 

 

Reference:    Order Of The Day No. 24

Subject:          Council and Committee Meeting Schedule - November 2008    

Record No:    su1915 - 37148/08

Author(s):       Rebecca Ford 

 

 

Executive Summary

 

The Council and Committee Meeting Schedule for November 2008 is proposed as follows:-

 

November 1                Inspection Committee

 

November 3                Ordinary Council

                                    Planning and Building Committee

                                    Services and Resources Committee

 

November 17              Ordinary Council

                                    Planning and Building Committee

                                    Services and Resources Committee

 

November 29              Inspection Committee

 

 

RECOMMENDATION

 

That the Council and Committee Meeting Schedule for November 2008 be adopted.  

 

 

 

 

 

 

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


Ordinary Council Meeting 20 October 2008

 

Notice of Motion No. 2

 

 

 

 

 

Reference:    Notice of Motion No. 2

Subject:          Local Government and Shires Association Professional Development Courses    

Record No:    su846 - 37430/08

Author(s):       Councillor Shauna Forrest 

 

 

Discussion

 

 

I would like to seek permission to attend 1 and up to 3 Local Government and Shires Association of NSW – Learning Solutions workshops this year. The choice of 3 are:-  

 

 ‘Effective Meeting Skills’-   6th of November 2008,  Sydney;

 ‘Planning Legislation Skills and Knowledge’ - Thursday 11 December; and

 ‘Financial Skills for Councillors’ – Friday 12 December.

 

 

 

 

 

 

 

RECOMMENDATION

 

That Council give consideration to the request to attend professional development courses provided by the Local Government and Shires Association.

 

 

 

 

 

 

Councillor Shauna Forrest

 

 

ATTACHMENTS:

There are no supporting documents for this report.

  


Ordinary Council Meeting 20 October 2008

 

General Managers Report No. 32

 

 

 

 

 

Reference:    General Managers Report No. 32

Subject:          Woolworths Lane Cove Market Square - Status Report    

Record No:    su1459 - 37180/08

Author(s):       John Lee 

 

 

Executive Summary

 

This status report provides an update on the construction progress for the Lane Cove Market Square development.

 

Background

 

For the benefit of new Councillors, consent was regranted on 4 August 2006.  This consent was subsequently amended under S96 of the EPA Act on 11 December 2007.  A new approval was subsequently consented on 27 December 2007 to include a gymnasium in lieu of residential within the development. 

 

At the Ordinary Meeting on 2nd October 2007, Council resolved to accept the changes to commercial arrangements associated with a Gymnasium in lieu of Residential.

 

Woolworths main Building Contractor is Mainbrace Constructions (NSW) P/L.

 

Discussion

 

Stage 1 works commenced in April 2008 with the construction of drop off zones for the Lane Cove Public School, demolition of the Library extension. 

 

Stage 2 works included the Link Road and partial excavation.  The Link Road was open to traffic mid August allowing the balance of the Austin Street carpark to be decommissioned and site remainder of the site excavated.

 

Attachment 1 is a recent photograph of the site.

 

Woolworths expect to commence the main structure shortly.

 

Program

 

Attachment 2 is a copy of the Mainbrace Constructions Construction Program provided for information purposes only, noting that the program is net of any delays including wet weather.  At this stage, with steady progress, the development is expected to commence operation prior to Christmas 2009.

 

Parking - Sera Street Extension

 

Works will commence shortly to reconstruct the parking on the eastern side of Sera Street extension to the south of the new link road with completion mid December. 

 

Sera Street

 

Damage to the pavement associated with the haulage of spoil out of the site via Sera Street has been brought to the attention of Woolworths.

 

 


 

 

 

RECOMMENDATION

 

That Council receive and note the Woolworths Lane Cove Market Square - Status Report

 

 

 

 

 

 

Peter Brown

General Manager

General Managers Unit

 

 

ATTACHMENTS:

AT‑1 View

Picture showing progress of excavation as at 9/10/08

1 Page

 

AT‑2 View

Proposed Construction Program

4 Pages

 

 

 


Ordinary Council Meeting 20 October 2008

 

Corporate Services Division Report No. 61

 

 

 

 

 

Reference:    Corporate Services Division Report No. 61

Subject:          Policy on Payment of Expenses and Provision of Facilities to Councillors    

Record No:    SU834 - 37055/08

Author(s):       Ian Naylor 

 

 

Executive Summary

 

The purpose of this report is to review amendments to the Policy on Payment of Expenses and Provision of Facilities to Councillors.  It is recommended that the amended policy shown attached as AT 1 be adopted.

 

Background

 

Section 252 of the Local Government Act 1993, requires a Council to annually review its policy concerning the payment of expenses and provision of facilities to Councillors and submit the adopted policy to the Department of Local Government by 30 November each year. 

 

Discussion

 

The Department of Local Government issued a circular earlier this year advising that a review had been conducted of a sample of Policies on Payment of Expenses and Provision of Facilities to Councillors from councils across NSW.  The circular advised that the review highlighted some areas in which the Department believed council’s polices were inadequate and recommended that next time a council review’s its policy it should consider the following additions:-

 

·     A separate section on training/development and how this is to be approved;

·     An allowance for the payment of carers expenses; and

·     A clause stating that no general allowance or payment of private benefits is allowed.

 

Conclusion

 

The additions recommended by the Department of Local Government have been made to Council’s current policy and are shown in italics in AT 1, it is considered that these amendments are minor and Council can adopt the amended policy without need for public exhibition.

 

 

RECOMMENDATION

 

That the amended Policy on Payment of Expenses and Provision of Facilities to Councillors shown attached as AT1 be endorsed and a copy be sent to the Department of Local Government in accordance with the legislative requirements.

 

 

 

 

 

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1 View

Adopted Policy on Payment of Expenses and Facilities to Councillors

6 Pages

 

 

 


Ordinary Council Meeting 20 October 2008

 

Corporate Services Division Report No. 65

 

 

 

 

 

Reference:    Corporate Services Division Report No. 63

Subject:          Greenwich Village Games Organising Committee    

Record No:    SU2741 - 37178/08

Author(s):       Craig Wrightson 

 

 

Executive Summary

 

The Greenwich Village Games is conducted by the Greenwich Village Games Organising Committee on behalf of Council.  It is recommended that the 2008 Games be conducted by the Committee, consisting of nominated community representatives and the three (3) East Ward Councillors.

 

Background

 

The Greenwich Village Games are conducted by a Council Committee, the Greenwich Village Games Organising Committee, which was constituted as an official Council Committee for the last games in 2004.  The Games are a community run event with some 20 events conducted over a weekend, which are conducted on a cost neutral basis.

 

Discussion

 

The next Greenwich Village Games are scheduled to be held in December 2008. The constitution of the Committee (Attachment 1) requires Council to make the appointments to the committee. It is therefore proposed to update the membership of the Committee as new members of the community have been nominated since the last games.  Council is represented on the organising committee by the three (3) East Ward Councillors and it is proposed to appoint the following community representatives, Jack Ford, Chairman, Christine Kirkwood, Secretary, John Southwood, Treasurer, Michael Armati, Peter Braun, Cindy Brown, Don Gough, Promotions, Leanne Keene, Eddie Smith and Peter Rix.

 

 

RECOMMENDATION

 

That: -

 

1.         The Report be received and noted.

 

2.         The 2008 Greenwich Village Games be conducted by the Greenwich Village Games Organising Committee.

 

3.         Council appoint the following representatives to the 2008 Organising Committee, Jack Ford, Chairman, Christine Kirkwood, Secretary, John Southwood, Treasurer, Michael Armati, Peter Braun, Cindy Brown, Don Gough, Promotions, Leanne Keene, Eddie Smith, Peter Rix and the three (3) East Ward Councillors.

 

 

 

 

 

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1 View

Charter of the Greenwich Village Games Organising Committee

3 Pages

 

 

 Reference:   Corporate Services Division Report No. 65

Subject:          Sister City Relationship - Gunnedah Shire Council    

Record No:    SU1763 - 37578/08

Author(s):       Ian Naylor 

 

 

Executive Summary

 

To provide Council with an update on Council’s Sister City relationship with Gunnedah.  It is recommended that Council receive and note this report.

 

Discussion

 

Council has had a strong sister city relationship with Gunnedah Shire Council for the last 7 years.  It commenced with a collaborative approach to submitting a grant for Gunnedah Shire Council under the Green Hands program.

 

Both councils have undertaken several visits to their sister city, with the most recent visit being in July this year when staff and Councillors from Lane Cove visited Gunnedah and a joint Art Show was opened by the respective Mayors at the Creative Arts Centre at Gunnedah. 

 

A report was considered at the Council Meeting on 18 August 2008 which detailed the outcomes of this visit and is attached as AT 1.  Upon consideration of this report it was resolved that Council :-

 

“1.          Send a letter to Gunnedah Council expressing its gratitude for the hospitality extended during the recent Sister City Visit on 11-12 July

 

2.           Continue to discuss with Gunnedah Council ways in which to strengthen the Sister City relationship between the councils”.

 

 

A reply to Council’s letter from the Assistant General Manager, Tim Muldoon was received on 15 October 2008, thanking Lane Cove Council for organising the recent sister city visit to Gunnedah Shire Council and further stated:-

 

“Gunnedah Shire Council is keen to continue to develop this relationship and we have a few  projects in mind regarding cultural programs.  We will forward these suggestions in the near future”.

 

Mr Muldoon also wished to convey his congratulations on behalf of Gunnedah Shire Council to all Councillors who were elected and to the Mayor and Deputy Mayor on their appointment. 

 

Gunnedah’s Mayor at the time of our Sister City Visit in July, Councillor Gae Swain, has retired and Gunnedah Council recently elected Councillor Adam Marshall as Mayor (he was previously Deputy Mayor) and Councillor Colleen Fuller as Deputy Mayor.

 

As has been the practice over the last 4 years, each year at the Local Government Association Conference, both Councils will meet to further discuss how this sister city relationship can be strengthened and what projects or assistance both councils may be able to provide or collaborate on.  The Mayor, Councillor Adam Marshall and Deputy Mayor, Colleen Fuller will both be in attendance.

 

 

 

 

 

RECOMMENDATION

 

That the report on the Sister City Relationship – Gunendah Shire Council be received and noted.

 

 

 

 

 

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1 View

REPORT Lane Cove Council Sister City Visit to Gunnedah

2 Pages

 

 

 


Ordinary Council Meeting 20 October 2008

 

Open Space and Urban Services Division Report No. 35

 

 

 

 

 

Reference:    Open Space and Urban Services Division Report No. 35

Subject:          River Road West Road Safety Scheme    

Record No:    SU3305 - 37176/08

Author(s):       Nick Karahlis 

 

 

Executive Summary

 

Council has developed plans for road safety improvements along the regional route of River Road West / Bridge Street / Penrose Street. The proposed Road Safety Scheme includes linemarking, traffic islands, signposting, pedestrian refuges, provision of right turn bays and provision of kerbside parking along the westbound direction of River Road West, Bridge Street and Penrose Street.

 

The aim of the proposal is to reduce the existing incidence of crashes and further prevent injury accidents by reducing vehicular speed and by providing safer pedestrian and traffic facilities along this route.

 

Following the development of traffic engineering plans by Taylor Thomson Whitting (TTW) Consulting Engineers on behalf of Council, the Scheme was placed on public exhibition recently. There were a total of 82 submissions received from the public exhibition. Of the submissions received; 60 supported the scheme, 9 objected and 13 did not indicate their preference either for or against the scheme. In the main, comments made on the scheme, related to specific areas of interest where respondents indicated personal views on the proposed treatments.

 

The Roads and Traffic Authority of NSW (RTA) have also indicated their in-principle support of the proposed Road Safety Scheme. The RTA has advised Council that this support is dependent on the finer design detail that will be undertaken in coming months for each of the proposed road safety treatments to ensure all road engineering standards are met. There is also a need for further discussions between Council and the RTA regarding the proposed traffic improvements at the intersection of Burns Bay Road and Penrose Street.

 

Based on Council’s traffic assessment, the RTA comments/support of the scheme, and the general community support for safety improvements to River Road West/Bridge Street/Penrose Street, it is recommended that Council support the proposed Road Safety Scheme for implementation.

 

Background

 

In 2004, Council received a petition with 540 signatures requesting that action be taken to reduce the speed limit and improve road and pedestrian safety along the River Road West/Bridge Street/Penrose Street route. Council subsequently commissioned and then assessed a Road Safety Audit and an Accident Investigation Report to determine the extent of speeding and accidents occurring on the route. These reviews identified significant traffic hazards and a poor accident history, including fatalities on the route.

 

Subsequent reviews of accident data identified that the trend of accidents did not reduce, even after the reduction of the speed limit from 60km/h to 50km/h in April 2004. Council has considered this issue previously in May 2005 and agreed to the preparation of engineering designs for the road safety treatments proposed for the Scheme.

 


At a Public Meeting held in the Council Chambers on 16 March 2005, the community was provided with the opportunity to state their concerns and provide comment. The main concerns raised at this meeting were in relation to the impacts of reducing the westbound traffic flow to one lane along different segments of the route. However, there were also numerous requests for pedestrian facilities to provide safe crossing points along the route. There were no specific alternatives to the overall conceptual road safety scheme provided by Council for discussion at that meeting.

 

Council, at that stage had liaised with the RTA and provided them with requested traffic modelling information. The RTA subsequently confirmed with Council that they would support a reduction in westbound traffic lanes along the route from two to one lane, whilst the eastbound lanes would need to remain at two lanes to cater for a heavier morning peak traffic volume. Council staff made the necessary changes to the concept plans. Taylor Thomson Whitting Consulting Engineers (TTW) were then engaged to provide greater detail to the plans, such that they could be placed on public exhibition for community comment.

 

Discussion

 

In order to improve safety it is considered that the reduction in westbound traffic lanes along the route from two to one lane is considered the most suitable option after considering the RTA feedback.

 

The current proposals were designed under Council’s direction by TTW. Following various modifications the plans were finalised this year and include Local Area Traffic Management (LATM) devices along the traffic route, providing road narrowing’s, intersection treatments and pedestrian crossing opportunities by the provision of pedestrian refuge devices, specifically at the locations where there has been evidence of road accidents and road safety issues.

 

 

Community Consultation

 

The plans detailing the proposed traffic calming scheme was advertised extensively and was placed on exhibition for more than 8 weeks. Initially advertised for 6 weeks until Friday, 1st August 2008, an extension was provided until the Friday, 15th August 2008.

 

The advertisement was placed in the local newspapers, on Council’s Web Site, by Council’s e-survey (live survey through Council’s Web site) and letters to all residents along the affected traffic route. In addition to the above, there were specific letters sent out to all residents who had written in previously and made submissions when the scheme was initially advertised (2004).

 

Plans were exhibited for the public to view at the following locations:

 

·     Council Civic Centre, 48 Longueville Road, Lane Cove

·     Lane Cove Library, 164 Longueville Road, Lane Cove

·     Greenwich Library, 48 Greenwich Road, Greenwich

 

There were a total of 82 submissions received. Some of these submissions included comments and some did not. Of the submissions received; 60 supported the scheme, 9 objected to its implementation and 13 did not indicate their preference for or against the scheme. There were also comments made for proposed changes to specific areas of the proposal:


 

·     The majority of residents who supported the scheme based their support on the issue of road safety and on the fact that there are currently limited pedestrian crossing opportunities. These residents believe that the speed will be reduced and that they would be able to cross easier at various locations with the proposed scheme. The majority of the supporters of the proposed scheme also indicated support for the additional left turn slip lane in Penrose Street, at the intersection with Burns Bay Road.

 

·     The majority of residents who objected to the scheme based their objections on fears that there will be congestion on the subject roads as a result of reducing the two westbound lanes to one at some locations. In some cases, objectors for the designs of specific intersections, such as the provision of left turn only out of Cope Street. Other recommended roundabout treatments or traffic camera’s instead. It should be noted that RTA does not support the installation of Traffic Cameras and roundabouts would not comply with RTA standards.

 

·     The local State Parliament Member, The Hon Anthony Roberts, has also sent a letter of support for the proposed scheme.

 

·     In the case of residents who partly supported the scheme, some recommended alternative treatments that are considered to have reasoned merit. The two locations mainly suggested for alternative treatments are;

 

a)   River Road West and Warraroon Road. Requests for the provision of a roundabout in Warrraroon Road in order to allow for westbound vehicles in River Road West to u-turn back in the eastbound direction on River Road West and gain entry to Austin Street. As the right hand turn in Austin Street would be prohibited due to the proposed median island at the intersection of Austin Street and River Road West, this suggestion is considered to have merit.

 

b)   River Road West/Austin Street/William Edward Street. Requests to relocate the lane merger of the two westbound lanes on River Road West, from west of Austin Street to the intersection of William Edward Street. It is considered that this measure will provide safer conditions for merging, as the proposed merge is below the crest of River Road West (near to the Austin Street intersection), thus limiting sight distance for the merger. The requested measure will also allow safe and practical ingress/egress of the driveways for local residents on the southern side of River Road West.

 

Based on the community consultation and comments received from the residents there appears to be good community support for the proposed Road Safety Scheme with the above modifications.

 

RTA Comments and In-Principle Support

 

Council staff also organized a meeting with the RTA’s Regional Manager, Mr Mike Vasey, to determine the RTA’s support for the proposed scheme. At this meeting on 27 July 2008, the RTA through Mr Vasey indicated in principle support for the proposed scheme. The RTA has provided their in-principal support in writing. This is provided as Attachment 1. 

 

The RTA has also been consulted in relation to the proposal to provide an additional left turn slip lane from Penrose Street into Burns Bay Road. An on-site meeting was arranged on 8 May 2008 with the RTA’s Traffic Managements Operations Manager, Mr Fraser Johnson, regarding possible improvements for the intersection of Burns Bay Road and Penrose Street. Specifically, Council’s Executive Manager – Open Spaces and Urban Services and Traffic Manager presented Mr Johnson with the proposed design for the above intersection.

 

Council has undertaken its own traffic modelling at the above intersection which shows that the current operation of the above intersection is not performing well and is operating at a Level of Service F. This means that the intersection is very congested. Council’s proposal to provide an additional slip lane from Penrose Street into Burns Bay Road will significantly improve the traffic flow operation of this intersection and westbound vehicles in Penrose Street.

 

Although it was agreed the proposed additional left lane has merit, due to possible high costs, Council was advised that the RTA would only give this proposal future consideration. This proposed treatment could be costly due to the need for land acquisition. There may also be services that are required to be relocated.

 

An interim low-cost proposal presented by the RTA involves pedestrian crossing modification to Burns Bay Road, where the RTA can reprogram the phasing to introduce the pedestrian signal in a new phase. This would provide additional phase time for westbound traffic on Penrose Street. The RTA supports this option and a letter has now been provided to the Traffic Management Centre for the implementation of this modification. At the time of this report, scheduling of this work is unknown.

 

Conclusion

 

Based on Council Officer’s assessment of the traffic and accident data, RTA’s comments and their support of the scheme and the Community support for safety improvements to River Road West / Bridge Street and Penrose Street it is suggested that Council supports the proposed Road Safety Scheme for implementation.

 

Council staff will need to have further discussions with the RTA in relation to the intersection of Burns Bay Road and Penrose Street as signalised intersections, and this intersection in particular, are the responsibility of the RTA. Council currently has some funds in the 2008-2009 financial year to carry out some works (this excludes the proposal for Burns Bay Road and Penrose Street).

 

RECOMMENDATION

 

That Council:-

 

  1. Approve  the River Road West/Bridge Street/Penrose Street Road Safety Scheme as detailed  in the public exhibition plans prepared by Taylor Thomson Whitting Consulting Engineers, with the following amendments: -

 

a)   an additional roundabout treatment to Warraroon Avenue, and

 

b)   the westbound lane merger on River Road West to be located near to the William Edward Street intersection.

 

       2.   Advise those who made submissions of Council’s decision.

 

 

 

 

 

Wayne Rylands

Executive Manager

Open Space and Urban Services Division

 

ATTACHMENTS:

AT‑1 View

RTA's In-Principle Letter of Support for Road Safety Scheme

1 Page