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Agenda

Ordinary Council Meeting

5 October 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 Tuesday 5th  October 2010 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 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 5 October 2010

 

TABLE OF CONTENTS

 

 

 

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 - 20 SEPTEMBER 2010

 

 

Petitions

 

2.       Petition No. 1

SUBJECT: SPEEDING VEHICLES IN Sutherland Street

 

Orders Of The Day

 

3.       Order Of The Day No. 18

SUBJECT: International Cities, Town Centres and Communities Society Conference (ICTC) Coffs Harbour

 

Notices of Motion

 

4.       Notice of Motion No. 10

SUBJECT: Kingsford Smith Oval and Halloween Weekend

 

5.       Notice of Motion No. 11

SUBJECT: LATE MOTION FOR LGA ConferencE

 

Corporate Services Division Reports

 

6.       Corporate Services Division Report No. 56

SUBJECT: Pecuniary Interest Returns 2010

 

7.       Corporate Services Division Report No. 58

SUBJECT: Change in Councillor Representation on Council Committees

 

Open Space and Urban Services Division Reports

 

8.       Open Space and Urban Services Division Report No. 40

SUBJECT: NSROC Tender No. 10/10 for Supply of Asphalt, Supply and Delivery, and Supply Delivery and Laying of Asphaltic Concrete  

 

 


Ordinary Council Meeting 5 October 2010

 

Petition No. 1

 

 

 

 

 

Reference:    Petition No. 1

Subject:          Speeding Vehicles in Sutherland Street    

Record No:    su1666 - 41096/10

Author(s):       Nick Karahlis 

 

 

Executive Summary

 

Council has received a petition from Tom Pacino concerning the speed of vehicles in Sutherland Street and requesting Council investigate measures to reduce speed in this street.  It is recommended that this matter be investigated and be referred to the Traffic Committee.

 

Discussion

 

Tom Pacino, an 11 year old school student has sent Council a petition signed by 33 individuals as part of a school project called the 'Make a Difference' challenge.  The petition requests Council to address the issue of speeding vehicles in Sutherland Street due to the proximity of school children in the area.

 

 

 

RECOMMENDATION

 

That:-

1.   This matter be investigated and be referred to the Traffic Committee; and

2.   Tom Pacino be thanked for raising this matter with Council, be advised of the Council decision and informed of the progress of his request.

 

 

 

 

 

 

Wayne Rylands

Executive Manager

Open Space and Urban Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

      


Ordinary Council Meeting 5 October 2010

 

Order Of The Day No. 18

 

 

 

 

 

Reference:    Order Of The Day No. 18

Subject:          International Cities, Town Centres and Communities Society Conference (ICTC) Coffs Harbour    

Record No:    SU846 - 40764/10

Author(s):       Peter Brown 

 

 

Executive Summary

 

The purpose of this report is to advise Council that the 2010 ICTC Conference is being held in Coffs Harbour and proudly being hosted by Coffs Harbour City Council. It is recommended that Council endorse the Mayor’s attendance to assist the presentations on Lane Cove Alive being given by Bronwyn Clarke.

 

Discussion

 

The ICTC is recognised as a high quality town centre conference that highlights innovative town centre renewal and revitalisation projects from around Australia and internationally (see program AT-1)

 

This year Bronwyn Clarke, Project Manager Lane Cove Alive has been invited to deliver a workshop presentation on Lane Cove Alive on Wednesday 13 October.

 

Attendees come from a wide cross section of professional backgrounds and include many Place Managers that perform similar roles to Ms Clarke for other Councils, elected representatives, appropriate state government employees and business representatives.

 

Town centre revitalisation is never easy and we can all learn from the positive and negative experiences of others. You may recall that at the last presentation to Councillors by Lane Cove Alive the possibility of such a presentation and the Mayor’s attendance in support was raised.

 

It is considered more than appropriate that the Mayor attend and assist the Lane Cove Alive presentation to ensure as broad an understanding as possible of the journey so far and the Council’s partnership role in that journey.

 

The cost for attendance including travel is approximately $700. There are funds available in the 2010/11 budget to cover this cost.

 

 

RECOMMENDATION

 

That Council endorse the attendance of the Mayor at the 2010 ICTC Conference in Coffs Harbour.

 

 

 

Peter Brown

General Manager

General Managers Unit

 

 

ATTACHMENTS:

AT‑1 View

ICTC 2010 Conference Program

6 Pages

 

 

  


Ordinary Council Meeting 5 October 2010

 

Notice of Motion No. 10

 

 

 

 

 

Reference:    Notice of Motion No. 10

Subject:          Kingsford Smith Oval and Halloween Weekend    

Record No:    SU1999 - 40855/10

Author(s):       Councillor Scott Bennison 

 

 

 

Executive Summary

Over the previous years there have been a number of issues with drinking at the Kingsford Smith Sporting Oval and the problems this creates, particularly with regard to vandalism of Council property. This issue is particularly worse during the Halloween weekend.

 

 

RECOMMENDATION

That:-

1.   For the 2010 Halloween weekend a security guard be employed for the hours after Council Officers finish work until approximately 2.00am;

2.   A Halloween Event Planning Committee be established with the view of holding a community event celebrating Halloween which the entire community could be involved in, this may include, BBQ, jumping castles for kids, entertainment, fireworks and other activities that the committee may come up with;

3.   Part of the Committee’s scope address funding of the event, that may include sponsorship from local business; and

4.   A report come back to Council outlining the costs of holding such an event and details of possible sponsors by no later than 31st March 2011.

 

 

 

 

 

 

Councillor Scott Bennison

Councillor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


Ordinary Council Meeting 5 October 2010

 

Notice of Motion No. 11

 

 

 

 

 

Reference:    Notice of Motion No. 11

Subject:          Late Motion for LGA Conference    

Record No:    SU2009 - 40860/10

Author(s):       Councillor Scott Bennison 

 

 

Executive Summary

Given the issues surrounding the loss of $3 billion incurred by the LGSS from the financial advice received from the LGFS and the rate payers of NSW now having to foot the bill, I move that the following motion be submitted as a late motion to the NSW LGA Conference. 

 

 

RECOMMENDATION

That the following motions be submitted as late motions to the 2010 Local Government Association Conference:-

a)   That the constitution of the Board of the LGSS be amended to include the following eligible criteria as a basis for appointment as a member of the LGSS board:-

·     A least one member of the board must have tertiary qualification in accounting or finance and be a member of the Institute of Chartered Accountants; and

·     That the composition of the remaining board members be no less than 75% of people that have a business related tertiary qualification.

b)   That the NSW State Local Government Award be altered to allow Super Choice for employees. 

 

 

 

 

 

 

Councillor Scott Bennison

Councillor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

   


Ordinary Council Meeting 5 October 2010

 

Corporate Services Division Report No. 56

 

 

 

 

 

Reference:    Corporate Services Division Report No. 56

Subject:          Pecuniary Interest Returns 2010    

Record No:    su2095 - 40222/10

Author(s):       Ian  Naylor 

 

 

Executive Summary

 

The purpose of this report is to table the Pecuniary Interest Returns of councillors and designated staff as required by the Local Government Act 1993.  This report recommends that Council notes the tabling of these returns.

 

Discussion

 

Section 449(3) of the Local Government Act 1993 (“LG Act”) requires councillors and designated staff to lodge a “Disclosures by Councillors and Designated Persons Return” to the General Manager by 30 September 2010.

 

The General Manager is required to keep a register of lodged returns and table lodged returns at the next meeting of Council after 30 September in accordance with Section 450A of the LG Act.

 

Conclusion

 

All returns for councillors and designated staff have been submitted.

 

 

 

RECOMMENDATION

 

That Council note the tabling of Pecuniary Interest Returns of councillors and designated staff lodged prior to 30 September 2010.

 

 

 

 

 

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


Ordinary Council Meeting 5 October 2010

 

Corporate Services Division Report No. 58

 

 

 

 

 

Reference:    Corporate Services Division Report No. 58

Subject:          Change in Councillor Representation on Council Committees    

Record No:    su868 - 40579/10

Author(s):       Ian  Naylor 

 

 

Executive Summary

Councillor Scott Bennison has advised the General Manager that due to work commitments he wishes to resign from the Bushland Management Advisory Committee and Sustainability Advisory Committee.  This report recommends that Council appoint a replacement Councillor to these committees.

 

Discussion

Councillor Bennison advised the General Manager in writing on 26 September that “Having reviewed the committees that I am on and my current work commitments I wish to resign from the Bushland Management Advisory Committee and Sustainability Advisory Committee”.

 

At the Council Meeting on 20 September, Council resolved the Councillor representation on Council Committees for the next 12 months.  For the Bushland Management Advisory Committee and Sustainability Advisory Committee, Council resolved as follows:-

     

Bushland Management Advisory Committee

This Committee provides advice to the General Manager on bushland management within Lane Cove. The Committee comprises three (3) Councillors, one from each Ward the Manager - Bushland, members of the Community and Representatives of the Lane Cove Bushland and Conservation Society. The Committee meets on the 4th Wednesday of each month at 6:00pm in the Committee Room in the Civic Centre.

Members: Councillors Bennison, Councillor Forrest, Councillor Palmer with Councillor Smith as alternate.

Sustainability Advisory Committee

This Committee assists Council in the formulation, prioritisation and implementation of strategies and initiatives to achieve sustainability as primarily set out in the Sustainability Action Plan. The Committee meets on the 3rd Wednesday of every 2nd month at 6pm in the Committee Room.

Members: Councillors Mcilroy, Forrest, Bennison and Tudge.

Conclusion

Council will need to give consideration to appointing a replacement for Councillor Bennison on the Bushland Management Advisory Committee and Sustainability Advisory Committee.

 

RECOMMENDATION

 

That Council appoint a replacement for Councillor Bennison on the Bushland Management Advisory Committee and Sustainability Advisory Committee.

 

Craig Wrightson

Executive Manager

Corporate Services Division

 

ATTACHMENTS:

There are no supporting documents for this report.  


Ordinary Council Meeting 5 October 2010

 

Open Space and Urban Services Division Report No. 40

 

 

 

 

 

Reference:    Open Space and Urban Services Division Report No. 40

Subject:          NSROC Tender No. 10/10 for Supply of Asphalt, Supply and Delivery, and Supply Delivery and Laying of Asphaltic Concrete    

Record No:    SU3311 - 39048/10

Author(s):       Martin Terescenko 

 

 

Executive Summary

Tenders were invited by NSROC on behalf of member councils for Supply; Supply & Delivery and Supply, Delivery & Laying of Asphaltic Concrete. The preferred tenderers are Boral Asphalt, Downer EDI Works Pty Ltd, J & M Schembri Pty Ltd and Ozpave (Aust) Pty Ltd who have satisfied the selection criteria and have the most cost effective pricing structures.

 

Background

NSROC tender 10/10 was issued to the market in 13 July 2010. The contract is for the supply of Asphaltic Concrete Surfacing and associated works to the NSROC Member Councils for a twelve month period.

 

To enable a thorough and detailed investigation on market conditions for asphalt contractors, the tender documents requests prices for supply; supply & delivery; supply, delivery & laying of various grades and quantities of asphaltic concrete.

 

Discussion

As part of the selection and evaluation process the tenders were evaluated on the following criteria:-

 

·           Compliance with the contractual and technical conditions of the Tender

·           Compliance with relevant Government Policies

·           Compliance with Australian Standards

·           Performance standards eg. Delivery, quality

·           Competitive pricing structure

·           Capacity to supply the specific requirements of each Council

·           Service Levels

·           Suitability of Quality Systems

·           Ability to invoice on a Project Basis at the end of the month during which the project is completed

 

Twelve tenders were received by the participating council’s and all met the selection criteria. The tenderers submitted a variety of rates for a large number of asphaltic concrete products and services. Lane Cove Council has decided to accept two tenderers for the Mill & Re-sheet Program and two tenderers to be used for the Heavy Patching Program.  A confidential memorandum has been circulated separately to Councillors detailing the prices submitted by each tenderer and details of the reference checks undertaken of the recommended tenderers.  

 

Mill and Re-sheet

Over the past few years Council has been using one contractor for the Mill and Re-sheet works which has been Downer EDI Works Pty Ltd as they have been the most cost effective. However,  this year Council is proposing to have a back up tenderer for Mill and Re-sheet works should the main contractor be unavailable or unable to carry out asphalt works when required. The table below shows the ranking of prices (1 being the lowest price) to mill & re-sheet typical sections of roadway.

Tenderer

Cost to Mill & Re-sheet 1000m2 of 40mm thick AC10

Cost to Mill & Re-sheet 1000m2 of 100mm thick AC10 and AC20

Boral Asphalt

2

2

D&M Excavations & Asphalting Pty Ltd

3

3

Downer EDI Works Pty Ltd

1

1

JM Schembri Pty Ltd

n/a

n/a

Kizan Pty Ltd

n/a

n/a

KK Civil Engineering

n/a

n/a

Ozpave (Aust) Pty Ltd

5

6

Roadworx Surfacing Pty Ltd

6

4

Sharpe Bros Pty Ltd

n/a

n/a

SRS Roads Pty Ltd

4

5

State Asphalt Services Pty Ltd

7

7

Stateline Asphalt Pty Ltd

8

8

 

From the analysis of the above rates it is recommended that two tenderers be accepted for mill and re-sheet works. Therefore the preferred tenders are from Downer EDI Works and Boral Asphalt.

 

Heavy Patching

Heavy patching is generally undertaken on small patches of roadway where there are localised failures or for restoration of an area damaged by a Utility Authority.  The table below shows the total cost to undertake heavy patching in two common scenarios.

 

Tenderer

20m2 of 50mm Deep Heavy Patch

100m2 of 100mm Deep Heavy Patch

Boral Asphalt

N/A

N/A

D&M Excavations & Asphalting Pty Ltd

5

7

Downer EDI Works Pty Ltd

8

3

JM Schembri Pty Ltd

3

2

Kizan Pty Ltd

N/A

N/A

KK Civil Engineering

4

6

Ozpave (Aust) Pty Ltd

1

1

Roadworx Surfacing Pty Ltd

6

4

Sharpe Bros Pty Ltd

7

5

SRS Roads Pty Ltd

9

9

State Asphalt Services Pty Ltd

N/A

N/A

Stateline Asphalt Pty Ltd

2

8

 

From the analysis of the above rates it is clear that both J & M Schembri Pty Ltd and Ozpave (Aust) Pty Ltd have the best rates for heavy patching in Lane Cove. Council has been using J & M Schembri Pty Ltd for heavy patching works over the past six years and have found them to be a very reliable and professional contractor. This year is the first year that Ozpave (Aust) Pty Ltd has tendered for the NSROC Asphalt Tender and they have been selected by Willoughby Council for their heavy patching program as well. It is recommended that Council accept the tenders from both J & M Schembri Pty Ltd and Ozpave (Aust) Pty Ltd for heavy patching works.

 

Contractor Safety Management System

 

Council uses BNG Conserve for our contractor safety management to ensure that all our contractors are up to date with their insurance policies, licences and OH & S requirements. Therefore, the conditions of contract will require these contractors to have their policies, licences and OH & S requirements assessed and approved by BNG Conserve.

 

Conclusion

 

Based on the tender assessment the recommended Tenderers are Boral Asphalt, Downer EDI Works Pty Ltd and J & M Schembri Pty Ltd and Ozpave (Aust) Pty Ltd.

 

 

RECOMMENDATION

 

That:-

 

1.   The report be received and noted.

 

2.   The tenders from Boral Asphalt, Downer EDI Works Pty Ltd, J & M Schembri Pty Ltd and Ozpave (Aust) Pty Ltd for Supply; Supply & Delivery and Supply, Delivery & Laying of Asphaltic Concrete for 12 months be accepted subject to these contractors having their policies, licences and OH & S requirements assessed and approved with BNG Conserve.

 

3.   Council authorise the General Manager to sign the contracts.

 

 

 

 

 

 

Wayne Rylands

Executive Manager

Open Space and Urban Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.