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Agenda

Ordinary Council Meeting

19 April 2010

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 on Monday 19 April 2010 commencing at 6:30pm. The business to be transacted at the meeting is included in this business paper.

 

Yours faithfully

Craig Wrightson

Acting General Manager

 

Council Meeting Procedures

 

The Council meeting is chaired by the Mayor, Councillor Win Gaffney. 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 www.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 19 April 2010

 

TABLE OF CONTENTS

 

 

 

DECLARATIONS OF INTEREST

 

APOLOGIES

 

OPENING OF MEETING WITH PRAYER

 

ACKNOWLEDGMENT TO COUNTRY

 

MATTERS RECOMMENDED BY THE GENERAL MANAGER TO BE CONSIDERED IN CLOSED COMMITTEE

 

 

Confidential Items

 

1.       Human Services Division Report No. 12

SUBJECT: Financial Assistance to Community Groups 2010 to 2011

It is recommended that the Council close so much of the meeting to the public as provided for under Section 10A(2) (a) of the Local Government Act, 1993, on the grounds that the matter will involve the discussion of personnel matters concerning a particular individual; it further being considered that discussion of the matter in open meeting would be, on balance, contrary to public interest by reason of the foregoing as Financial assistance is used by some organisations for the employment of staff and therefore disclosure of funding arrangements is not in the public interest.

 

public forum

 

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

 

 

CONFIRMATION OF MINUTES

 

2.      ORDINARY COUNCIL MEETING - 6 APRIL 2010

 

 

Orders Of The Day

 

3.       Order Of The Day No. 5

SUBJECT: Council and Committee Meeting Schedule - May 2010

 

Corporate Services Division Reports

 

4.       Corporate Services Division Report No. 17

SUBJECT: Update on Changes to Department of Local Government

 

5.       Corporate Services Division Report No. 18

SUBJECT: Councillor Conference Expenses

 

6.       Corporate Services Division Report No. 21

SUBJECT: Webcasting of Council Meetings

 

7.       Corporate Services Division Report No. 22

SUBJECT: Access and Services Map Directories within Lane Cove Village


 

8.       Corporate Services Division Report No. 24

SUBJECT: Discussions with Local Tennis Clubs about Assisting Local Community Groups

 

Open Space and Urban Services Division Reports

 

9.       Open Space and Urban Services Division Report No. 16

SUBJECT: Walk to School Day 2010

 

10.     Open Space and Urban Services Division Report No. 18

SUBJECT: Asset Management Policy

 

Environmental Services Division Reports

 

11.     Environmental Services Division Report No. 11

SUBJECT: Access to Private Roadways by Council's Waste Contractors

 

12.     Environmental Services Division Report No. 12

SUBJECT: Delegated Authority Report - March 2010

 

Human Services Division Reports

 

13.     Human Services Division Report No. 13

SUBJECT: Kindy Cove Child Care Centre Accreditation

 

14.     Human Services Division Report No. 14

SUBJECT: Library Fitout Progress Report No 7  

 

 

 

 

               


Ordinary Council Meeting 19 April 2010

 

Order Of The Day No. 5

 

 

 

 

 

Reference:    Order Of The Day No. 5

Subject:          Council and Committee Meeting Schedule - May 2010    

Record No:    SU1915 - 13186/10

Author(s):       Kirsty Fleming 

 

 

 

The Council and Committee Meeting Schedule for the May 2010 is proposed as follows:-

 

 

May                  1                      Inspection Committee

 

May                  3                      Ordinary Council

                                                Planning and Building Committee

                                                Services and Resources Committee

 

May                  17                    Ordinary Council

                                                Planning and Building Committee

                                                Services and Resources Committee

 

 

RECOMMENDATION

 

That the Council and Committee Meeting Schedule for May 2010 be adopted.

 

 

 

 

 

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

    


Ordinary Council Meeting 19 April 2010

 

Corporate Services Division Report No. 17

 

 

 

 

 

Reference:    Corporate Services Division Report No. 17

Subject:          Update on Changes to Department of Local Government    

Record No:    su2385 - 12929/10

Author(s):       Ian  Naylor 

 

 

Executive Summary

 

The purpose of this report is to advise that correspondence has been received from the Division of Local Government providing an update on the administrative changes they have undertaken.  It is recommended that Council receive and note this report.

 

Discussion

 

Councillors would be aware, that in July 2009 the former Department of Local Government was merged with the Department of Premier and Cabinet to become a new Division of Local Government.

 

The merger was formalised via the Public Sector Employment and Management (Departmental Amalgamations) Order 2009. This Order provides that the Department of Local Government is abolished and that “In any document, a reference to the Department of Local Government is to be construed as a reference to the Department of Premier and Cabinet” (clause 25).

 

The Division of Local Government continues to fulfil the same role and undertake the same functions as those provided by the former Department of Local Government. It is still located in Nowra with the same telephone numbers and postal and email addresses.

 

Agency Head – Change of Title

 

The role of the former position, Director General, Department of Local Government is now undertaken by the head of the Division of Local Government (Deputy Director General, Local Government). The title of Deputy Director General, Local Government has now been changed to Chief Executive, Local Government.

 

Update to Division of Local Government Internet Page

 

To reflect the changes that have occurred to the structure of NSW Government agencies, the Division’s Internet site will be refreshed shortly. The content of the site remains unchanged at www.dlg.nsw.gov.au.

 

 

RECOMMENDATION

 

That the report be received and noted.

 

 

 

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


Ordinary Council Meeting 19 April 2010

 

Corporate Services Division Report No. 18

 

 

 

 

 

Reference:    Corporate Services Division Report No. 18

Subject:          Councillor Conference Expenses    

Record No:    su846 - 12949/10

Author(s):       Ian  Naylor 

 

 

Executive Summary

 

The purpose of this report is to provide Council with details of the cost of Conference Expenses for Councillors since July 2009.  It is recommended that this report be received and noted.

 

Discussion

 

At the Council Meeting of 6 April 2010, Council resolved “That a report be submitted to Council detailing the cost of conference attendance for Councillors from 1 July 2009 to present”.

 

Since July 2009, there has been a total of 2 conference attended by individual Councillors, with attendance at one Conference in the future approved at the last meeting.  The total cost for attendance at these conferences to date is $2,880.  The below table details the cost of Conferences at which Councillors were in attendance:-

 

Conference

Cost

Details

Councillors in Attendance

Public Libraries NSW Conference & Exhibition held in Sydney on 22 - 24 November 2009.

$420

Cost included registration.

Gaffney

Australian Local Government Women’s Association Annual Conference held in Moree on 4 - 6 March 2010.

$2460

Cost included accommodation, registration and travel.

Gaffney and Tudge

 

 

RECOMMENDATION

 

That the report be received and noted.

 

 

 

 

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


Ordinary Council Meeting 19 April 2010

 

Corporate Services Division Report No. 21

 

 

 

 

 

Reference:    Corporate Services Division Report No. 21

Subject:          Webcasting of Council Meetings    

Record No:    SU828 - 13016/10

Author(s):       Ian  Naylor; Craig Wrightson 

 

 

Executive Summary

 

The purpose of this report is to advise Council of the progress in implementing webcasting of Council Meetings.  It is recommended that Council proceed with Webcasting of Council Meetings and implement a two fixed camera option streamed via Ustream as discussed in the report.

 

Background

 

At the Corporate Planning Weekend, earlier this year, Councillors discussed the idea of providing webcasting of Council Meetings on Council’s website to facilitate easy access to council meetings hence increasing accountability and transparency.  The decision from the weekend was for staff to investigate the feasibility of providing webcasting and report back on the costs of providing such a facility. 

 

Discussion

 

Some of the councils that have already implemented webcasting of council meetings include Warringah, Port Macquarie Hastings and Shellharbour councils, while other councils such as City of Sydney and Marrickville are currently investigating options for recording council meetings by video or audio.

 

The webcasting has two components, Capture and Hosting. Council staff has investigated two options for each component:-

 

Capture

 

Council needs a number of video cameras to capture video and sound for Councillors and staff, which is complicated by the desks being configured ‘in the round’.

 

Option 1

 

The installation of four fixed video cameras, two covering Councillors (Left and Right) and Staff (Left and Right) to capture vision of the entire chamber, with one staff member to operate a panel to select the most appropriate camera for live streaming at any one time. Warringah uses a similar configuration.   Cost $20,000 + a staff members time during the meeting

 

Option 2

 

Using two fixed 180 degree cameras one covering all Councillors and covering all staff. The two images would be streamed simultaneously utilising a picture in picture format.  Cost $4,000

 

Option 3

 

Install a Bosch automatic tracking camera. This utilises the P.A. system to identify who is speaking and rotates a central camera to the person speaking. This system is not compatible with Council’s existing P.A. system so it must also be replaced. Cost $65,000


In terms of Capture component Option 2 is considered to be acceptable. It will not allow a close-up of the person speaking, but rather than audio only it will allow the viewer to recognise the person speaking. At the low entry price it provides the opportunity for Council to have a low cost introduction into this new concept to determine its popularity.

 

Hosting

 

As there will be potentially multiple people streaming the broadcast it is necessary to utilise a specialist external supplier to host the live and archived streaming of meetings.

 

Option 1

 

Users would visit Council’s website and click through to a Council themed (eg logos etc) window to watch the stream. The one supplier currently hosts live and catalogued video streaming for Port Macquarie Hastings Council, Warringah Council, Wellington Shire Council (VIC) and City of Greater Dandenong Council (VIC).  Cost $8,495/year.

 

Option 2

 

Users would visit Council’s website and click through to a commercial host window to watch the stream. The suggested host is Ustream, which is similar to Utube, only that it is specifically designed for live streaming rather than uploaded videos. As it commercial, yet free, it does containing advertising. Below is an image of a Ustream Page, the actual video would normally watched in full screen mode which retains the banner advertising at the bottom of the video. If Council prefers it can pay $650 per year to have no advertising.

 

 

It is recommended to proceed with Option 2 as it is the most cost effective. At this stage it is not recommended to remove the advertising. The site will be monitored to determine if the advertising interferes excessively with the broadcast. Ustream is a reputable organisation and inappropriate advertising is not anticipated. Council can elect to take up the advertisement free option at any time. The site also provides basic information on how many viewers there are of a program etc to allow the effectiveness of the project to be assessed.
Notification of Webcasting

 

Council can collect, store, use and disclose personal information if the person has been

appropriately notified. In relation to personal information that may be collected as a result of

the recording of Council Meetings, notification by way of appropriate signage in the Council Chambers and notification on the website is considered appropriate.

 

Conclusion

 

Webcasting of Council Meetings can be achieved with minimal cost using Councils’ existing network and infrastructure and will facilitate easy access to council meetings hence increasing accountability and transparency.  There is sufficient funds in the Information Online account to undertake project in the current year.

 

 

 

RECOMMENDATION

 

That Council proceed with Webcasting of Council Meetings and implement a two fixed camera option streamed via Ustream.

 

 

 

 

 

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


Ordinary Council Meeting 19 April 2010

 

Corporate Services Division Report No. 22

 

 

 

 

 

Reference:    Corporate Services Division Report No. 22

Subject:          Access and Services Map Directories within Lane Cove Village    

Record No:    SU3463 - 13030/10

Author(s):       Craig Wrightson 

 

 

Executive Summary

 

This Report outlines the proposed sites for Lane Cove Access and Services Map Directories to be located in five locations throughout the Lane Cove Village. The costs are to be offset from income from the sale of advertising space within the Lane Cove Market Square Carpark. It is recommended that Council proceed with installation of the five additional Directories.

 

Background

 

Council at its meeting of 16 November, 2009 considered Corporate Services Division Report No. 60, Lane Cove Access and Services Map and resolved in part:-

 

“2.  A separate report come back to Council regarding the design and planned sighting and costs of the display boards outside of the Market Square Carpark.”

 

Discussion

 

The Lane Cove Access and Services Map Directories are currently located in the foyers of the three car park levels in the Lane Cove Market Square Carpark. It is also intended to include five Directories on the footpaths at the entrance to the Lane Cove Village. The attached map shows the approximate locations. These would provide information to pedestrians accessing the village.

 

Originally it was proposed to use an enlarged version of the Arcade Signs, however, a lower cost design option has now been developed. See Below.

 


Proposed

 
 

 


This design would provide for the installation of an A1 size sign on both sides and a cost $3000 per unit, a total of $15,000 for the project. The previous design was quoted at $15,000 each.

 

Funding for this part of the project was intended to come from the sale of advertising within the Lane Cove Market Square Development. Quotations were sort from 4 advertising companies experienced in this type of activity, including Council’s existing bus shelter advertising firm, Adshel. In addition the Lane Cove Chamber of Commerce was invited to lodge a submission on the basis that Council would install the signage infrastructure and allow the Chamber to arrange advertising in return for paying Council a fee. This later option was explored as the other advertising agencies had shown a reluctance to include advertising for local businesses as they targeted national brands and large scale advertising campaigns. Information has been circulated separately to Councillors outlining the financial returns to Council from the offers submitted.

 

Conclusion

 

Regardless of the advertising provider selected, Council’s payback period for the installation of the new Access and Service Maps within the village will be in the order of two years. This is considered an acceptable payback period and it is therefore recommended that Council proceed with installation of the five additional Access and Services Directories. Funding is available in the 2009/10 budget from the Village Centre Projects account.

 

 

 

RECOMMENDATION

 

That Council proceed with installation of the five additional Access and Services Directories within the Lane Cove Village, with the cost to be offset by the sale of advertising within the Lane Cove Market Square Carpark . 

 

 

 

 

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1 View

New Lane Cove Access and Service Map Display Locations

1 Page

 

 

 


Ordinary Council Meeting 19 April 2010

 

Corporate Services Division Report No. 24

 

 

 

 

 

Reference:    Corporate Services Division Report No. 24

Subject:          Discussions with Local Tennis Clubs about Assisting Local Community Groups    

Record No:    SU1429 - 13173/10

Author(s):       Ian  Naylor 

 

 

Executive Summary

 

The purpose of this report is to advise Council of the progress of discussions staff have had with local tennis clubs about assisting local community groups with a donation. 

 

Background

 

Council has seven locally managed tennis clubs which operate under a lease agreement with Council.  Last year, Council staff undertook a review of the tennis club leases to ascertain the usage of the courts for members of the public and tennis club members, membership fees and the financial viability of the clubs.  During the review, based upon the financial statements provided to Council, the three largest tennis clubs, being Lane Cove, Longueville and Lane Cove West appeared to have accumulated significant cash reserves due to Council providing an 80% rental subsidy to all locally managed tennis clubs in accordance with Council’s policy shown attached as AT 1.

 

Discussion

 

Based upon this information, Council in September last year requested to meet with representatives of all three Clubs to discuss with them a proposal to provide a donation to local community groups that have limited finances and resources.  In return each Club was promised full recognition for the contribution including publicity throughout the community by Council.

 

 

Lane Cove West

 

Council staff met with representatives of the Lane Cove West Tennis Club in September and December last year and discussed the above proposal.  The Club considered the request and advised Council in January that it was prepared to donate $50,000 to a local community group.  Their preference being the Lane Cove Music and Cultural Society.  Council staff wrote back to the Club thanking them for their generous offer and it is recommended that Lane Cove West Tennis Club be invited to the Annual Community Grants Presentation Night and presented with a cheque in recognition of their generosity.

 

Lane Cove

 

Council staff met with representatives of the Lane Cove Tennis Club on 5 March 2010.  The representatives of the Club outlined their future plans and their focus on encouraging the youth of Lane Cove to play tennis.  The representatives also discussed an idea of having a kiosk adjacent to the Club to provide the opportunity for on-site management of the courts and improved amenity for users of the courts and the park.  Council staff will assist the Club in undertaking further investigations for this proposal.  This may include, with the Club’s concurrence the calling of expressions of interest to develop the kiosk facility at the site.

 

With respect to providing a donation, the Club initially offered $15,000 however it is considered the  Club has the capacity to provide a donation of at least $25,000 over the term of the lease.  The Club currently has $170,000 in the bank (including a $100,000 bequest), resurfaced its courts in 2009 and has averaged surpluses of $6,000 over the last three years as well as provisioning $20,000 for court resurfacing in the future.  To facilitate a donation, Council’s rental subsidy as outlined above will be reduced to allow the Club to make a donation.  Council will pay the difference in one lump sum directly to the local community group as a donation from the Lane Cove Tennis Club.  Lane Cove Tennis Club would be recognised in the same way as Lane Cove West at the Annual Community Grants Presentation Night

 

Longueville Tennis Club

 

Council staff met with representatives of the Longueville Tennis Club on 2 December 2009 and 4 March 2010.  Representatives of the Club were concerned at their capacity to contribute to the proposal outlined by Council.  It was discovered at the meeting on 4 March, that the financial statements provided to Council in 2009 had overstated the Club’s financial position.  These statements did not reflect the then recent expenditure to resurface the courts.  Currently, the Club has $90,000 in the bank.  Council staff also discussed with the Club’s representatives its concern that its membership fees were low ($140) compared to the other locally managed clubs ($350 at Lane Cove) and this may compromise its ability to manage the Club into the future.  Subsequently, the Club provided further information which included a detailed works program of over $100,000 identifying a number of maintenance items required to be repaired or replaced by the Club in the next 3 years.  Rather than requesting the Club provide a donation, it is recommended that the Club be required to commit to a works program for the next 3 years and include this in their lease agreement.

 

In relation to fees, based on the works program submitted, the Club will need to give consideration to its fee structure in order to afford the program.  There would appear to be over subsidisation of fees compared to the surrounding centres.  For example, Council’s fee for casual hire is set at $15.75/hr and the River Road Tennis Centre (without lights) charges $12/hr for permanent hirers and $18/hr for casual hirers.  Lane Cove Tennis Club charges an annual membership fee of $350, whereas Longueville charges an annual membership fee of $140.  The Club will need to consider differential pricing for high users of the courts

 

Hours of Use – Longueville Tennis Club

 

During the last six months Council has received complaints form a local resident about the use of the courts outside the approved hours of use in the lease.  Some of the courts are being used prior to 7am on weekdays and from 7am on Saturdays, causing disturbances for the local resident’s family.  The Club has discussed this matter at length with the local resident and is looking at providing better signage to minimise these occurrences. 

 

The local resident has suggested that if Courts 4 and 5 were used early in the morning and late at night this would minimise any noise disruptions.  It is recommended that the Club further investigate ways to implement the local residents suggestion and the approved hours of use be changed in the lease at the request of the resident to:-

 

Courts 1,2 and 3 - 7am -7pm Weekdays and 8am - 7pm Weekends; and

Courts 4 and 5 - 6.30am-7pm Weekdays  and 7.30am -7pm Weekends.

 

Conclusion

 

The process of reviewing the leases of locally managed tennis clubs has in the main been a positive exercise that has resulted in increased dialogue between Council and the Tennis Club’s and given Council a clearer picture of the operations of each of the Clubs.

 

 

 

RECOMMENDATION

 

That Council:-

 

  1. Receive and note the report.

 

  1. Reduce the rental subsidy for Lane Cove Tennis Club by $5,000 per annum for the term of the lease and a donation be made on behalf of the Club to a local community group, to be agreed upon between the Club and the General Manager.

 

  1. Amend the Lease with Longueville Tennis Club to include a works program in lieu of a donation, suggest to the Club they review their fee structure in order to achieve their works program and change the hours of use to:-

 

            Courts 1,2 and 3 - 7am -7pm Weekdays and 8am - 7pm Weekends; and

            Courts 4 and 5 - 6.30am-7pm Weekdays  and 7.30am -7pm Weekends.

 

 

 

 

 

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1 View

Leasing of Council Property Policy

1 Page

 

 

  


Ordinary Council Meeting 19 April 2010

 

Open Space and Urban Services Division Report No. 16

 

 

 

 

 

Reference:    Open Space and Urban Services Division Report No. 16

Subject:          Walk to School Day 2010    

Record No:    SU1544 - 12969/10

Author(s):       Nick Karahlis 

 

 

Executive Summary

 

The purpose of this report is to advise Council that Walk to School Day is on 7 May and Council’s proposed activities to promote this national event in Lane Cove.  It is recommended that Council endorse the promotion of Walk to School Day as detailed in the report.

 

Background

 

Walk Safely to School Day is a national event that will be held on Friday, 7 May 2010. It is an initiative of the Pedestrian Council of Australia (PCA) and is supported by the NSW Government.

 

The objectives of Walk Safely to School Day as stated by the organisers are to:

           

·     encourage parents and carers to walk to school with primary school age children and reinforce safe pedestrian behaviour;

 

·     promote the health benefits of walking and help create regular walking habits at an early age;

 

·     ensure that children up to 10 years old hold an adult's hand when crossing the road;

 

·     help children develop the vital road-crossing skills they will need as they become mature pedestrians;

 

·     reduce the car dependency habits that are being created at an early age and which will be difficult to change as children become adults;

 

·     promote the use of public transport;

 

·     reduce the level of air pollution created by motor vehicles; and

 

·     reduce the level of traffic congestion.

 

 

Discussion

 

To promote Walk to School Day 2010 Council is holding a breakfast event in Lane Cove Plaza on Friday 7 May 2010. This date ties in with the Pedestrian Council of Australia’s Walk Safely to School Day. The event will include a breakfast with healthy foods, games and activities for kids, guest speakers and information about the benefits of walking and having an active lifestyle. 

 

The breakfast will be promoted via advertising and a series of media releases. Council will provide “interest articles” to Lane Cove schools for inclusion in their newsletters to promote this event to the parents. Over a series of weeks we plan to increase awareness about the benefits of active transport in terms of health, environment and road safety.

 

The target group is all school children attending schools within Lane Cove. In the past years when Council organised Walk To School Day events Lane Cove Public School has participated and shown a very high level of interest with most students attending the breakfast event.

 

The project objective is to increase the awareness of Walk Safely to School Day in Lane Cove Schools; and, to provide schools with information for parents to encourage safe alternative and active transport.

 

The project strategies are to distribute RTA approved Walk To School Day resources to schools, promote school events in local media campaigns, assist schools in obtaining in-kind sponsorship for a breakfast or other activity if they wish, provide information for school newsletters to encourage parents to consider alternative transport and safe road practices, and finally, to encourage schools to liaise with relevant Road Safety education consultants to improve the school environment and implement road safety messages into school curriculum.

 

Various businesses in Lane Cove have shown active support for this event. The breakfast food and prizes have been kindly donated by the following organisations:-

 

·     Aristocrat Coffee Lounge;

·     Bakers Delight;

·     Bicycle NSW;

·     Culligan Water;

·     Epitome;

·     Michel’s Patisserie;

·     Moir’s Book Store;

·     NSW Health; and

·     Woolworths.

 

The following guest speakers will be attending:-

 

·     Representatives from Bluefit Gym to discuss stretches and exercises and provide nutritional information; and

 

·     Representatives from Chatswood Police to provide a safety presentation and an

opportunity for kids to sit on motorcycles and have their photo taken.

 

During this event promotional items will be targeted towards the younger participants. The following items will be provided to the children in a show bag:-

 

·     Kidsafe fact sheet and brochure;

·     Children’s Hospital road safety colouring page;

·     Volkswagen Wiggles Road Safety colouring book;

·     Culligan Water foldable water bottle;

·     Banana boat suncream sample; and

·     Various road safety items.

 

Conclusion

 

Walk Safely to School Day which is a national event that will be held on Friday, 7 May 2010 mainly aims to encourage parents and carers to walk to school with primary school age children and reinforce safe pedestrian behaviour. This initiative of the Pedestrian Council of Australia (PCA) and is supported by the NSW Government is a worthwhile event as it promotes the health benefits of walking and help create regular walking habits at an early age.

 

The Walk To School Day project will be evaluated through media publicity exposure, feedback from stakeholders, feedback from attendees and finally, the number of attendees.

 

 

RECOMMENDATION

 

That Council:-

 

1.      Endorse the promotion of Walk to School Day 2010 as detailed in the report.

 

2.      Acknowledge and thank the Guest Speakers and Sponsors for their active support for this event. 

 

 

 

 

 

Wayne Rylands

Executive Manager

Open Space and Urban Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


Ordinary Council Meeting 19 April 2010

 

Open Space and Urban Services Division Report No. 18

 

 

 

 

 

Reference:    Open Space and Urban Services Division Report No. 18

Subject:          Asset Management Policy    

Record No:    su3527 - 13099/10

Author(s):       Wayne Rylands 

 

 

Executive Summary

 

Recent amendments to the Local Government Act require councils to account for and plan for the existing assets under their ownership, and any new assets subsequently acquired.  Each Council is required to prepare an asset management strategy and asset management plans to support the Community Strategic Plan and Delivery Program that are now required as part of the integrated planning framework that has been introduced.  The asset management strategy must include a Council endorsed asset management policy.  An asset management policy has been prepared and is now proposed for adoption by Council.

 

Background

 

In accordance with the recent amendments to the Local Government Act, Council has been developing an asset management system to assist in preparing the financial plans required to deliver on Council’s Community Strategic Plan (Lane Cove Listens) and the Delivery Program.

The asset management system that staff’ have been preparing since late last year, and the accompanying asset management plans (for each asset class), are nearing their completion. To provide the right strategic direction, it is first necessary that Council adopts an asset management policy. The proposed asset management policy for Lane Cove is provided as Attachment 1.

 

Discussion

 

Asset management consists of a series of actions that, taken together, lead to the provision of infrastructure that is relevant to the community’s needs, appropriately maintained, and for which replacement or renewal arrangements have been made.  Financial decisions relating to assets form part of the asset management process, as does consultation that leads to the determination of a level of service appropriate to the community’s needs.

Asset management in Lane Cove is based on plans prepared for the following key asset classes:  roads, stormwater drainage, foreshore facilities, public buildings, open space and traffic facilities.  Effective financial management underpins the actions taken in respect of the commissioning, operation, maintenance, renewal and eventual disposal of an asset (Whole of Life costs).  These decisions are based on parameters that experience has shown to be largely unique to each asset class.  Asset Management Plans for these key asset classes are in the process of being finalised.

In order to provide a framework for the systematic and sustainable management of Council’s infrastructure assets, and to guide future revisions of its asset management plans, the attached draft policy has been developed and is now submitted for Council’s approval, to guide Council staff in future asset management decisions.  The policy establishes the framework for the sustainable management of Council’s infrastructure assets to reflect reasonable community expectations of time, quality and value for money.  The elements of this policy are already largely in place.

As Council is aware, a new planning and reporting framework for NSW Local Government has been introduced.  These reforms replace the current Management Plan and Social Planning process with an integrated framework.  As part of the resourcing strategy that Council is required to develop in this planning process, Council must consider asset management, accounting for and planning for the assets in its ownership, and for any new assets that may be proposed in future.  An Asset Management Strategy is currently in preparation.  With the Asset Management Plans that have been prepared, these documents support the Community Strategic Plan and Delivery Program that form part of the integrated planning framework.

Adoption of this policy will provide a framework for Council staff to effectively manage Council’s infrastructure assets and finalise the asset management plans currently being developed.

 

Consultation

 

As this policy is internal, external consultation is not considered necessary.  This report has been prepared following consultation with Council’s Executive Management team, Manager – Open Space, Manager – Traffic & Manager – Assets.   

 

Conclusion

 

Adoption of this policy will contribute to Council’s commitment to the quadruple bottom line considerations:-

·     Economic – Appropriate if reliable infrastructure that supports business.

·     Social – Enhance social and community well being (meet our diverse community needs).

·     Environment (Built) – Effective community infrastructure and services.

·     Governance – Guidance towards a sustainable future (consistent and effective policy and plans).

 

 

RECOMMENDATION

 

That Council adopt the draft Policy – Asset Management dated 13 April 2010 included as AT-1.

 

 

 

 

 

 

Wayne Rylands

Executive Manager

Open Space and Urban Services Division

 

 

ATTACHMENTS:

AT‑1 View

Draft Asset Management Policy

4 Pages

 

 

  


Ordinary Council Meeting 19 April 2010

 

Environmental Services Division Report No. 11

 

 

 

 

 

Reference:    Environmental Services Division Report No. 11

Subject:          Access to Private Roadways by Council's Waste Contractors    

Record No:    su2991 - 13003/10

Author(s):       Steve  Fedorow 

 

 

Executive Summary

 

This report provides Council with an update of negotiations with relevant Owners Corporations in respect of entering into a Deed of indemnity for Council’s Waste Contractors to access private roadways, and recommends that where a satisfactory Deed is unable to be negotiated that Council cease providing waste services via the private roadway and advise affected property owners of an alternate collection point located adjacent to the nearest trafficable public road.

 

Background

 

At its meeting of 16 November 2009 Council considered a report that outlined the steps that Council had taken to obtain indemnification for Council and its waste contractors to access private roadways for the purposes of providing waste services and resolved that “the matter be deferred until all Owners Corporations have met and advised Council of their position and those that have not put the matter before their Owners Corporation or have not finalised their position be asked to do so by 1 February 2010.”

 

At the time of Council’s consideration of this report 25 Best Street, Lane Cove was the only property yet to finalise their position.

 

Discussion

 

25 Best Street, Lane Cove

 

Council has received correspondence from solicitors acting for the Owners Corporation of 25 Best Street requesting further amendments to the Deed proposed by Council.

 

The amendments primarily relate to the extent of the release and indemnity clauses in the Deed, and seek to limit these clauses to Common Property. 

 

The Deed as drafted by Council’s solicitors refers to the whole of the land contained in Strata Plan 18756, not just the Common Property, and also seeks to release and indemnify Council and its contractor against liability for damage to any other property or vegetation or death or injury to persons except where such damage death or injury is caused or contributed to by the negligence of the Council or the Waste Contractor.

 

Solicitors acting for the Owners Corporation of 25 Best Street have advised that whilst they would be prepared to release and indemnify Council in respect of damage to the common property, their clients will not extend the exclusion of Council’s liability by agreeing to indemnify it against any possible damage and injury to all persons and property.  In other words, indemnify damage to people or property which was not caused by Council or its contractor.

 

It is considered acceptable for Council to limit the Deed to common property only. 

 

Currently waste services continue to be provided via the private roadway.


40 Cope Street, Lane Cove

 

As previously advised (16 November 2009), Council has been unable to negotiate a satisfactory Deed with the Owners Corporation of SP 404, 40 Cope Street.  The issue in contention relates to a request that the release and indemnity clauses be subject to annual review and approval by the Strata Plan’s insurers.  It is considered that obtaining an annual approval from their insurers for the Deed is a responsibility of the Owners Corporation and should not act to limit the application of the Deed.

 

Due to the layout and shared ownership of the private roadway, the failure of SP 404 to enter into a Deed jeopardises Council’s ability to continue to provide on-property waste services to units that have signed the Deed being the units that comprise SP 101, 40 Cope Street & all the units at 38 Cope Street.

 

Currently waste services continue to be provided by the private roadway.

 

Conclusion

 

Whilst Council has successfully entered into a Deed with a majority of properties where Council’s waste contractors use private roadways to provide waste services, there is one remaining property who have declined to enter into an industry standard Deed. 

 

In light of this response and to ensure that Council and its contractor are not exposed to any risk not under their control risk in providing waste services it is considered prudent that Council cease providing waste services for this site via the private roadway and that waste must be presented at the kerbside of the nearest trafficable roadway.

 

Prior to taking this step it is recommended that staff meet with the Owners Corporation for SP 404 (40 Cope Street) to attempt to resolve the current impasse regarding the Deed.

 

If a suitable Deed, satisfactory to both Council and the Owners Corporation is not able to be agreed, it is recommended that Council provide four weeks notice that Council will cease providing waste services via their private roadway and that waste must be presented at the kerbside of the nearest trafficable roadway.

 

RECOMMENDATION

 

That:-

 

1.      The General Manager be requested to organise a meeting with the Owners Corporations of SP 18756 (25 Best Street) and SP 404 (40 Cope Street) regarding the Deed.

 

2.      If a satisfactory Deed is unable to be negotiated, Council advise the affected property owner of an alternate collection point located adjacent to the nearest trafficable public road.

 

3.      Council provide four weeks notice before requiring bins to be presented for collection at the alternate collection point.

 

Michael Mason

Executive Manager

Environmental Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.


Ordinary Council Meeting 19 April 2010

 

Environmental Services Division Report No. 12

 

 

 

 

 

Reference:    Environmental Services Division Report No. 12

Subject:          Delegated Authority Report - March 2010    

Record No:    SU1863 - 13174/10

Author(s):       Angela  Panich 

 

 

Executive Summary

 

During the month of March 2010 a total of 26 Development Applications were determined under delegation by staff and 2 by Council.  In addition 7 Construction Certificates and 29 Privately Certified Construction Certificates were issued.  There were 3 Privately Certified Complying Developments.

 

Developments under the new State Environmental Planning Policy (Exempt and Complying Development Codes) 2008 in March were:

 

                        24 Sofala Avenue, Riverview              -           Inground Pool

                        27 Second Avenue, Lane Cove          -           Inground Pool

                        50 Finlayson Street, Lane Cove         -           Inground Pool

 

 

 

RECOMMENDATION

 

That the report be received and noted.

 

 

 

 

 

 

Michael Mason

Executive Manager

Environmental Services Division

 

 

ATTACHMENTS:

AT‑1 View

List of applications determined for March

4 Pages

 

 

  


Ordinary Council Meeting 19 April 2010

 

Human Services Division Report No. 13

 

 

 

 

 

Reference:    Human Services Division Report No. 13

Subject:          Kindy Cove Child Care Centre Accreditation    

Record No:    SU2047 - 13182/10

Author(s):       Jane  Gornall 

 

 

Executive Summary

 

Through the National Childcare Accreditation Council (NCAC), the Australian Government operates a quality assurance accreditation program for family day care centres, outside hours school care and long day care services in Australia.

 

The purpose of the accreditation process is to ensure that children in care have stimulating, positive experiences and interactions that will foster all aspects of their development.  The accreditation process originally was done every three years, but is now every second year.  Kindy Cove Child Care Centre has recently been re-accredited by NCAC.

 

Background

 

Kindy Cove is required to register with the NCAC and meet the requirements of the quality Assurance system for parents to be eligible to receive the Child Care Benefit (CCB).

 

The process of accreditation is long and involved including:-

 

·           Self-study Report and Continuing improvement assessment; 

·              Validation. This process includes the completion of Validation surveys, completed by the Director and staff.  Previously families also completed the validation report, but the system      has recently been amended to omit this step.  A validator also visits the centre for two days              and assesses the Centre’s performance.

·              Moderation process, to ensure consistency on a National basis;

·              Accreditation decision, Centres must achieve a score of satisfactory or higher on all of the           7 quality areas listed below.

 

The accreditation process is required to be undertaken every two years, originally every three years.  Kindy Cove’s next accreditation study is due in May 2012.

 

Quality Areas

 

1.         Staff Relationships with Children and Peers;

2.         Partnerships with Families;

3.         Programming and Evaluation;

4.         Children's Experiences and Learning;

5.         Protective Care and Safety;

6.         Health, Nutrition and Wellbeing; and

7.         Managing to Support Quality.

 

 

Attached is a copy of Kindy Cove’s quality profile Certificate (Attachment 1).  As can be seen from the Certificate, Kindy Cove achieved a score of Good Quality and higher in all of the 7 quality areas.

 

Conclusion

 

Involvement in the accreditation process is an ongoing commitment for Long Day Care Centres.  As well as the reports to be completed and the validator’s visit, in the time leading up to the studies being submitted, parents and staff assist the centre by being involved in Committees reviewing procedures and the services that Kindy Cove offers.

 

Between Accreditation studies there is also a provision for ad hoc visits to the Centre by the National Childcare Accreditation Council and thus the centre always needs to be at its best.

 

Council should be proud of this achievement and the work and enthusiasm of all of the staff and parents involved in a successful result.

 

 

RECOMMENDATION

 

That Council:-

 

1.    Receive and note this Report.

 

2.    Notes the receipt of accreditation at Kindy Cove Child Care Centre.

 

 

 

 

 

 

Jane  Gornall

Executive Manager - Human Services

Human Services Division

 

 

ATTACHMENTS:

AT‑1 View

Kindy Cove Child Care Centre Accreditation

2 Pages

 

 

 


Ordinary Council Meeting 19 April 2010

 

Human Services Division Report No. 14

 

 

 

 

 

Reference:    Human Services Division Report No. 14

Subject:          Library Fitout Progress Report No 7    

Record No:    SU1459 - 13197/10

Author(s):       Jane  Gornall 

 

 

Executive Summary

 

This is the seventh report on the progress of the fit-out of the Lane Cove Library.  The Report updates Council and the Community as to the progress of the fit-out of the Library building.

 

Stage 2, the refurbishing of the original building, commenced on February 23, 2010. The refurbishing is expected to be completed by May 29, 2010. The Library will then relocate from 164 Longueville Road into the renovated area.

 

The main floor of the old building at 139A Longueville Road will become the Junior Library with the staff area being located on the top floor. The wall currently separating the old section and the new section of the building will be removed at the end of Stage 2 to allow for one continuous public floor.

 

While Stage 2 is underway, Library staff are located at 164 Longueville Road (top of the community centre).  A celebration, marking the completion of the Library project will be held in late June/early July 2010.  Most of the work undertaken since the last Report has been focussed on underpinning of the Heritage section of the Library building.

 

Discussion

 

Since the last report most of the work that Buildcorp has been undertaking has been concentrated on the underpinning of the building.  Work has also been undertaken on filling in the gaps created by the removal of the staircases within the old building.  On the top floor of the building air-conditioning installation is progressing.  The electrical cabling is also being installed.  Photographs are shown attached as AT 1 to highlight the work.  Within Stage 1, fine tuning continues in regard to lighting and the air-conditioning in particular.

 

Our residents have continued to arrive to inspect the new building and more and more of them are taking the opportunity of using the space to read newspapers, books and magazines and to undertake study. The Library staff have noted not only more people using the Library than ever before, but also a bigger mix of ages.

 

Easter is always one of the busiest times for the Library and this year with the new building has been no exception.  On Easter Tuesday, the Library at Lane Cove issued 3,570 items which would be the most that the Library has ever issued in one day. By comparison, the other Shorelink Libraries issued the following items:-

 

Library

Main Library

Branches

Total

Lane Cove 

3570

70

3640

Manly

2202

26

2228

Mosman

2198

n/a

2198

North Sydney

2849

n/a

2849

Willoughby

4888

361

5249

Total

15707

457

16164

 


Library Roof Tiles

 

The removal of the false ceilings within the old Library building has allowed for an assessment of the condition of the 1924 building. Standing on the top floor (as in photo 1), it is possible to look up and see daylight through the tiles on the roof. It is understood that the tiles are the original 1924 tiles. For some years it has been acknowledged that the tiles were very brittle, but now it is clear that they are also past their useful life. The builders and the architects have expressed the view that the only reason that the top floor of the building has not been filled with water in past downpours is that the insulation soaked up the water.

 

Buildcorp have been requested to supply a price for replacement of the tiles – as it considered prudent to replace the tiles as part of this project and while the barricades are still in position around the building.

 

Library Square

 

In the latest round of the Regional and Local Community Infrastructure $100m Program (RLCIP100) Council was successful in receiving a grant of $67,000 for the upgrading of the area in front of the old Library building. This upgrade will include the installation of new seats, benches and trees for the area. Work will commence on the area once the builders have vacated the site.

 

Library Walk/Place

 

As Stage 2 of the Library nears completion, Council may wish to consider whether the Library should have a new address. The new entrance to the Library is now in the area which is being generally referred to as Library Walk.  The previous Library address was always referred to as 139A Longueville Road, Lane Cove; however, some Council documents consider the actual address to be 139B. 

 

There may be some need for additional signage identifying Library Walk at the Longueville Road end of Library Walk.  Some further investigation needs to be undertaken to ensure that there are no unforeseen implications of utilising the Library Walk or Library Place address.

 

Conclusion

 

Stage 2 works are currently on track for completion at the end of May 2010. The Library will then relocate from 164 Longueville Road into the refurbished area in the old building. 

 

 

RECOMMENDATION

 

That Council receive and note this Report.

 

 

 

Jane  Gornall

Executive Manager - Human Services

Human Services Division

 

 

ATTACHMENTS:

AT‑1 View

Two photos of Lane Cove Library

1 Page