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Agenda

Ordinary Council Meeting

19 August 2013

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 August 2013 commencing at 7:00pm. The business to be transacted at the meeting is included in this business paper.

 

Yours faithfully

 

 

 

 

Craig Wrightson

General Manager

 

Council Meeting Procedures

 

The Council meeting is chaired by the Mayor, Councillor Scott Bennison. 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 on 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 on 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 the Government Information (Public Access)  Act 2009, 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 August 2013

TABLE OF CONTENTS

 

DECLARATIONS OF INTEREST

 

APOLOGIES

 

 

OPENING OF MEETING WITH PRAYER

 

ACKNOWLEDGMENT TO COUNTRY

 

NOTICE OF WEBCASTING OF MEETING

 

 

public forum

 

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

 

 

CONFIRMATION OF MINUTES

 

1.      ORDINARY COUNCIL MEETING - 15 JULY 2013

 

Orders Of The Day

 

Notices of Motion

 

2.       Community Volunteers

 

Officer Reports for Determination

 

3.       Proposed Concept Plan Amendment - 150 Epping Rd

 

4.       Kingslangley Road Bus Bay Scheme

 

5.       Update on Proposed Redevelopment of Rosenthal Carpark Site

 

6.       Lane Cove Plaza - Stage 2 Upgrade

 

7.       Results of EOI and Tender Selection for Little Lane Car Park Redevelopment 

 

8.       Longueville Road Intersections with Birdwood Avenue and Little Street

 

9.       Participation in the 'Racism. It Stops with Me' Campaign

 

10.     Leasing of Local Tennis Facilities

 

11.     Lane Cove River Coastal Zone Management Plan

 

12.     NSROC Tender No.12/13 for Road Surfacing, Patching and Associated Works

 

13.     Review of Independent Audit Committee Appointments

 

14.     Request for Travel Expenses - Town Crier

 

15.     Lane Cove Traffic Committee Meeting held on Tuesday 16 July 2013

 

16.     RecycleSmart Household Waste Diversion Research Review

 

17.     Policy on Payment of Expenses and Facilities to Councillors

 

Officer Reports for Information

 

18.     4th Quarter Review of the 2012-2013 Delivery Program and Operational Plan

 

19.     Council Snapshot  

 

 

 

 

                  


Ordinary Council Meeting 19 August 2013

Community Volunteers

 

 

Subject:          Community Volunteers    

Record No:    SU4948 - 40353/13

Division:         Lane Cove Council

Author(s):      Councillor Daniel Strassberg; Councillor Karola Brent 

 

 

 

Background

 

Lane Cove is honoured by the large and diverse portfolio of local volunteers who donate so much of their time, effort and energy into making Lane Cove what it is today. Many of these committees are celebrating their 1, 20, 25 and 50 year anniversary.

 

 

 

RECOMMENDATION

 

That the General Manager investigate and report back on the cost and format for a thank you event for these volunteers, possibly at Blackman Park or Pottery Green.

 

 

 

 

 

 

 

Councillor Daniel Strassberg

Councillor

 

 

 

Councillor Karola Brent

Councillor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

   


Ordinary Council Meeting 19 August 2013

Proposed Concept Plan Amendment - 150 Epping Rd

 

 

Subject:          Proposed Concept Plan Amendment - 150 Epping Rd    

Record No:    SU4548 - 40406/13

Division:         Environmental Services Division

Author(s):      Stephanie Bashford 

 

 

Executive Summary

 

Amendments have been proposed by the owner of 150 Epping Road to the Part 3A Concept Plan approved by the NSW Planning Assessment Commission in August 2012. The amendments relate principally to design issues, floor space distribution and development contributions.

 

The amendments were placed on exhibition by the NSW Department of Planning & Infrastructure (DoPI) from 17 July. The closing date has been extended from Thursday 15 August to Wednesday 21 August 2013 to enable a report to be considered by Council.  Council hosted an information evening on 13 August where the new owner (Meriton Properties) detailed their proposed amendments and answered questions.  The views expressed at the Community Session held on 13 August and in written submissions have been taken into account in the report’s comments

 

The key submissions relate to: the dedication to Council of the bush handle, provision of a pedestrian bridge over Epping Rd and of a community bus, affordable housing to be dedicated to Council in perpetuity though at the reduced rate of 4% if necessary, no discounting of the general Section 94 rate, compliance with SEPP 65 and undertaking of a traffic study to include the Mowbray Road and Centennial Avenue intersections.

 

It is recommended that Council endorse this report as the basis for issues to be incorporated into Council’s submission to the Department.

 

Background

 

In the preparation of the Draft LEP in 2008, Council had originally supported a residential zoning for this site to assist in meeting Lane Cove’s Metro strategy residential target. The Department rejected Council’s 2008 Residential Zoning proposal and instead maintained the Industrial Zoning in LEP 2009. Following the gazettal of the LEP in 2010 by the Department with the Mowbray Precinct rezoned for residential flats, Council no longer required the site to achieve its residential target. Council was approached by the then owner for a ‘spot rezoning’ to Mixed Use, which Council did not support.

 

The owner then commenced a Part 3A process directly with the DoPI, offering a range of incentives, including a generous affordable housing scheme. When asked for Council’s position on the application, Council resolved in December 2010 that the site should remain industrial, or if it were to be mixed use, it should be at a maximum scale of twelve storeys,  an FSR 1.1:1, and that the bush handle should be zoned E2 Environmental Conservation.

 

The Part 3A process was subsequently finalised by the NSW Planning Assessment Commission on 14 August 2012 for a Concept Plan providing for mixed use development to a maximum height of approximately twenty storeys with an FSR 1.1:1 and a range of commitments on the owner.

 

In June this year an application was lodged by Meriton, the new owner of the site, with the Department for amendments to the Concept Plan, which are currently on exhibition.

 

Although the documentation exhibited proposed a change in total floor space from 1.1 to 1.16:1, Meriton advised at the Community Session conducted by Council on 13 August that it would be withdrawing the additional storeys on the lower buildings, and accordingly the FSR would remain at 1.1:1.

 

Discussion

 

The proposed amendments are discussed below in terms of (i) the design and floor space distribution (ii) the developer contributions/ Section 94/ voluntary planning agreement and (iii) Other conditions of Concept Approval

 

(i)         Design and Floor Space Distribution

 

The key proposed amendments are shown in the table below.

 

Component

Approved

 in 2012

Proposed changes

and Meriton comment

Council comment

Total Floor Area

35,034m2

36,927m2 – to FSR 1.16:1 – not significant

The FSR should remain 1.1:1.

Building Heights

 

Two additional storeys on the lower buildings – height would be within Concept Plan envelopes

The height should not be increased on any building to accommodate additional FSR.

Meriton advised at the Community Session on 13 August that it would be withdrawing the additional storeys on the lower buildings.

Residential

31,615m2 – 400 units

35,203m2 – 403 units, the no. of units is increasing less than 1%

The floor space figures contain inconsistencies. In particular, there has been no satisfactory explanation of the increase by 3,588m2 to accommodate only 3 additional units. This issue is unclear and therefore is not supported, as it appears to be a potential to further overdevelopment of the site.

Retail

769m2

258m2 – the quantum of retail is proposed to meet the demands of the future population.

No objection is raised, however this reduction to a small shop highlights an increase in expected trips from this isolated site to the Village and the benefit of a regular community bus service.

Commercial

800m2

0 – not viable for this site.

Accepted, given the addition of a child care centre, outlined below.

Community

1,850m2

816m2 [approximately 30 x 27m2] is appropriate for the future population.

Given the site’s geographics and social isolation, in addition to a pool, gym and small meeting room, appropriate outdoor recreation facilities, separate to the Child Care, should be provided, and are not currently specified in the Concept Plan.

Child care

0

650m2 – this will provide a service for the future community on site and the wider community.

The provision of a childcare centre should have regard to its proximity to the Lane Cove Tunnel Ventilation stack. Community comments were made as to the need for sunlight in the play area and location away from traffic noise.

Affordable housing

10%

4% - The type of AH would be to pay a monetary contribution to Council/ inclusion into NRAS (National Rental Affordability Scheme)

See Point 3 under the VPA below.

Car spaces

645 plus or minus 10%

596 – this will reduce traffic impacts due to less cars entering/ leaving the site.

The Concept Plan approval allows for a 10% reduction in vehicle numbers. Meriton have indicated they will meet Council’s DCP requirements, therefore no objection is raised.

 


(ii)        Development Contributions

 

Development contributions may be made in through Council’s Section 94 Plan, works-in-kind and/or a voluntary planning agreement (VPA).

 

The PAC’s Concept Plan approval included a requirement for a VPA in accordance with the terms of a letter from Rose Group of 9 March 2011 as shown attached as AT-1.  Whilst a number of Council’s concerns are addressed by the VPA, Council has not at any stage formally agreed to the contents of the VPA. Of specific concern is Meriton’s assertion that any matters not specifically noted as free of cost should be offset against s94 contributions.

 

Council’s position is that these matters in the VPA are specific to the site and were provided by the proponent as an incentive to have the site rezoned and FSR concentrated on the current footprint.The s94 contributions play a different role by contributing to general identified community infrastructure not specific to the site.

 

It is not appropriate that the general Section 94 contributions be discounted in return for the works to be provided under the VPA, having regard to the benefits received by the owner in the significant height approved and the FSR calculated across the entire site.

 

Meriton are also proposing to delete the requirement for a VPA, and instead have suggested any commitments be conditions of any Development consent.

 

Council does not support this arrangement, as the requirements would then not be specifically a requirement of the PAC approval, and as a result reduce certainty in their delivery as they would be subject to appeal in the Land and Environment Court.

 

Again, the matters in the VPA are specific to the site and were provided by the proponent as an incentive to have the site rezoned; they should not be diluted.  The proposed amendments to matters covered by the VPA are indicated below with staff comment In particular.

 

Voluntary Planning Agreement in letter of 8 March 2011 –condition of PAC approval of August 2012

 

Proposed Amendments by Meriton

 

Council comment

 

1.         The provision of public access to the part of the Land to be zoned E2 – Environmental Conservation

 

1.1       Public access to the E2 land may be achieved through the dedication of the E2 Land to the Council free of cost.

 

1.2       Alternatively, if preferred by the Council, the E2 land could remain in private ownership with legal rights of   footway for the public.

 

 

Where Council prefers not to own the land, a covenant shall be placed on title to allow public access, although infrastructure works to be used by the public and ongoing costs will be sought to be offset against Section 94 obligations.

 

Council initially supported 1.2, as the best option, however, given the developer’s proposed change, dedication of the bush handle free of cost (Option 1.1) is supported, to secure the land permanently. Maintenance would then be supervised on the basis of Council standards and expertise.

It is noted that the development would still have the benefit of this land for calculation of floor space across.  It would also be reasonable that the area be upgraded to Council’s agreed standard free of cost prior to dedication to Council.

 

2.         The provision of a public walking track through the land with linkage to the existing walking track along the Lane Cove River.

 

2.1       The Walking Track will be provided to reasonable Council standards and may include the following features and similar features, subject to negotiation with the Council:

            (i)         rest points;

            (ii)        seats; and

            (iii)       information posts.

 

2.2       The Walking Track will be maintained by Catra or its successors in title free of cost to the Council.

 

 

The developer undertakes to provide some public benefits beyond that needed for the development (eg upgrade of bushland area on site), provided there is a credit given against s94 contributions, as is reasonable.

 

The concept of giving credits against the VPA matters is not supported as they are specific to the site and were provided by the applicant as an incentive FSR concentration and to have the site rezoned.

 

The developer confirmed at the Community Session that the public shall have access also through the developed portion of the site both through the public walking track and via the internal road. A suitable location for the link would be discussed with Council’s Open Space section.

 

3.         The provision of 10% of the total residential units as “affordable housing” units, as defined by the EPA Act and the State Environmental Planning Policy (Affordable Rental Housing) 2009 [i.e. to be returned to the owner after 10 years].

 

3.1       An application will be made to participate in the National Rental Affordability Scheme.

 

 

Meriton proposes that the total number of affordable housing units to be reduced from 10% to 4% in line with recent decisions from the Planning and Assessment Commission.

 

 

The amount of affordable housing included in the PAC approval was a key incentive for consideration of the original proposal and aligns with the quantum in the Affordable Housing SEPP. Council recognises that 10% would not be provided in perpetuity, as this was not a PAC requirement. However it is recommended that, instead, the reduction to 4% be accepted provided the units are provided to Council in perpetuity. This would be comparable with the original requirement, and even preferable to losing the affordable housing after 10 years.

 

4.         The provision of best practice sustainability design measures for the Development Proposal on the land beyond the mandatory environmental measures required under BASIX.

 

4.1       The proposed sustainability design measures may include the following, subject to negotiation with Council:

            (i)         Car share

                        spaces;

            (ii)        Water saving                           initiatives;

            (iii)       Community bus;

            (iv)       Charge points for                         electric cars; and

            (v)        Bicycle parking &    

                       and storage.

 

 

No change to 4.1 (i), (ii), (iv) and (v).

 

4.1 (iii) Meriton would like to delete the requirement to provide a community bus as this would be an unnecessary continuing cost impost on the future owners corporation and be of little or no benefit as this is not a retirement community and future occupants would be coming and going at all times of the day and night.

 

 

Council submits that the capital cost for a community bus should at least be provided, with an ongoing scheme for its operation/ maintenance to be potentially set up by Council.

 

This would be a reasonable balance between the demand created by the new development and the potential use by other residents including the Mowbray precinct.

 

This takes into account the pressure of growth on the Village, and recognises also the community comments that school children from the new development would require school transport, in particular since the site is in the catchment for Ryde, not Lane Cove, schools.

 

5.         The provision of public art at the entrance to the land.

 

5.1       The proposed public art will be commissioned by Catra generally in accordance with the provisions of Part L of the Lane Cove Development Control Plan 2010 and at reasonable cost.

 

5.2       In particular, the proposed planning agreement will confirm that the proposed public art will be:-

 

      (i)   provided for the development at

            no cost to Council;

    (ii)    maintained by Catra [Rose

           Group] or its successor in title.

 

No change

 

 

The cost is to be effectively guided by the DCP.

 

6.         The provision of traffic lights or pedestrian overbridge at Epping Road.

 

6.1       Subject to RTA approval.

 

 

Meriton seeks to delete this clause on the grounds that the RMS does not support either new traffic lights or a pedestrian bridge as they believe there are adequate crossing points for pedestrians to access bus stops along Epping Road on both sides of the road.

 

 

Council submits that the pedestrian bridge should be provided at no cost to Council in a location to be discussed with Council (preferably adjacent to the Cumberland St bus stop). The location in the Concept Plan approval was not signed by council and is not in an appropriate location to promote easy use of public transport. This was strongly supported by almost all comments at the Community Session, on the grounds of safety and promotion of public transport use. It is important that the bridge’s location avoid impact on the escarpment and its significant vegetation. It should be accessible.

Council has not received any comment from the RMS rejecting the bridge or traffic lights.

 

7.         The provision of s94 contributions towards the provision or improvement of amenities or services.

 

7.1       In calculating the s94 contributions applicable to the Planning Proposal under the Lane Cove s94 Contribution Plan, the Council must take into consideration the in-kind development contributions otherwise provided by the owner in the proposed planning agreement.

 

Except for those items in this agreement that are stated as being free of cost to the Council we propose to claim an offset from the s94 contributions for the cost of the remaining items.

 

 

Council does not support discounting of the general Section 94 contribution, as this provides infrastructure for use by future residents including the Library, Aquatic Centre, roads, open space etc.

 

The VPA is to provide additional items of specific relevance to this site.

 

8.         The drafting of the proposed planning agreement by the owner.

 

 

No change

 

 

Noted.

 

(iii)       Other Conditions of Concept Approval



Condition

 

Proposed Amendments by Meriton

 

Council comment

 

HEIGHT and FSR

Plans are to be in accordance with PAC’s approval of 14 August 2012.

 

 

 

To increase FSR to 1.16:1. To add two storeys to lower buildings.

 

 

FSR should remain at 1.1:1 and new storeys be deleted, as agreed by Meriton on 13 August 2013.

 

SEPP 65

The Concept Approval Part B – Modifications to the Concept Plan states: “B1: Full Compliance with SEPP 1: The concept approval is subject to each building (including any townhouses included in the building) strictly complying with State Environmental Planning Policy 65 – Design Quality of Residential Flat Development (SEPP 65) and the accompanying Residential Flat Design Code 2002”.

 

 

 

The developer had proposed modified Commitments which excluded this required. Meriton has, however, confirmed on 13 August 2013 that SEPP 65 will be fully complied with.

 

 

The building must “strictly” meet the requirements of SEPP 65 which is State policy applicable across NSW.

 

The Design Competition should be additional to SEPP 65 standards and promote an iconic building form, avoiding bland and unoriginal design, but as distinct from “sticking out like a sore thumb”.  The developer’s proposal to “generate a high quality design solution for the site and introduce buildings that respect its immediate context” should seek to reference the natural environment component of the visual catchment. The objective to “achieve a design with an emphasis on high quality landscaping integrated with the buildings” should be extended for the landscaping to integrate sensitively with the vegetation surrounding the site.

 

 

VEHICULAR ACCESS

a) A Stage 2 Road Safety Audit, prepared by a suitably qualified consultant is to review the proposed access arrangements for vehicles entering and exiting the site. The safety audit is to be undertaken in consultation with the RTA and any relevant findings are to inform the final design of the vehicular access arrangements.

 

 

Delete

 

Safety on this site is critical due to the traffic volumes on Epping Road, therefore the Audit is essential.

 

All required traffic studies must be undertaken before DA approval.

 

 

 

TRAFFIC IMPACT

a) A Traffic analysis, prepared by a suitably qualified traffic consultant detailing the impact of the proposed development on the operation of the intersection at Mowbray Road/Centennial Avenue, having regard to cumulative impacts from the Mowbray Road Precinct. In the event the traffic analysis determines the proposed development contributes to the need to upgrade the intersection then the proponent shall negotiate with Lane Cove Council to ascertain proportionate monetary contributions to fund the upgrade of the intersection.

b) The traffic analysis shall be undertaken in consultation with Lane Cove Council and the Roads and Maritime Services.

 

 

 

Delete

 

It is understood that The PAC was aware of and understood the potential impacts of the recent rezoning of the Mowbray Precinct to high density residential, within this site’s traffic precinct.

 

The cumulative impact of then adding this development would make it particularly important that traffic analysis of the Mowbray Rd and Centennial Av be undertaken, as well as other requisite traffic studies, prior to DA approval.

 

Council calls for the traffic impact analysis and amelioration measures recommended to be undertaken as required by the PAC.

 

 

RIPARIAN LAND/ VEGETATION MANAGEMENT PLAN

A Vegetation Management Plan shall be provided for the riparian land in the southern and eastern portions of the site. The VMP must consider the criteria identified in the Vegetation Management Plan Guidelines of the Dept of Water and Energy (February 2008).

 

 

Council does not agree to Section 94 contributions being discounted for works e.g. “bushland upgrade works (such as infrastructure for the use by the public and outlines in the Riparian Land/Vegetation Management Plan)”.

The original proposal was proposed to the Department and Council with these types of works as additional inclusions. The incoming residents in the site will use and add pressure to the traffic, urban services, recreational and community facilities throughout Lane Cove. The Section 94 contributions are to be fully paid as by all developers increasing population in Lane Cove.

It is considered such works must be at the proponents cost and to the standards of the Department of Water and Energy.

 

 

 

Pending Development Application

 

A Concept Plan approval is the stage before a development application. Meriton advised Council by letter of 27 June 2013 that it intends to hold a design competition to select an architect firm to prepare the DA and inviting Council to comment on the draft Design Brief. Council responded with comments on the brief, but recommended that the design competition be deferred until after the proposed Concept Plan amendments had been determined by the Department.

 

A copy of Council’s letter of 10 July 2013 as shown attached as AT-2, and it is proposed that relevant comments be incorporated into Council’s submission. Key issues raised include:-

 

(i)   Bedroom mix: Meriton has now confirmed that it will comply with the DCP’s bedroom mix of a minimum of 10% each of 1, 2 and 3 -bedroom dwellings, rather than only 5% 3-bedroom units as proposed earlier.

 

(ii)  Bushfire: The proposed Concept Plan amendment has deleted the Part 3A Approval’s requirement that the final design “has regard to the comments of the RFS in their letter dated 25 July 2012”. It states that this part of the condition “is deleted as the amended design has addressed bushfire safety issues”. This is a particularly important issue having regard to the inclusion of a child care centre. It is also important that the asset protection zone be agreed upon by the RFS with Council. It is requested that the Department satisfy itself, and advise Council, of the RFS’s support for the proposal before approving the application. Council does not in principle or practice support an APZ being located on public land. The APZ should be discussed and agreement reached with Council and the RFS prior to DA approval.

 

(iii) The Director-General’s Design Excellence Guidelines were supplied with the Design Brief documentation, yet the Part 3A Approval requirement for future development applications to achieve design excellence in accordance with these Guidelines has been deleted and replaced with a proposal for peer review of one architectural firm. This variation from the approval is not supported and is in conflict with the Clauses (a) (b) (c) and (d) of Schedule 3 of the PAC approval.

 

 

Community Comments

 

A range of comments made at the Community Session on 13 August included:-

 

(i)   Cycling: It is important to address safety concerns relating to the site’s entry/exit point, and measures were requested such as grade separation.

 

(ii)  Drainage/ sewerage: The upsizing of mains followed by revegetation should be undertaken, at the developer’s expense and with Council supervision, in contrast to the Mowbray Precinct experience.

 

(iii) Tunnel vent: Consideration should be given to mitigating the effects of air pollution from the Lane Cove Tunnel’s unfiltered vent. This issue has been raised in Council’s earlier submissions as well.

 

(iv) Parkland for the public was requested close to the childcare centre.

 

(v) Social aspects and sense of community: There should be more emphasis on this in facilities provided, especially for children.

 

Conclusion

 

The amendments proposed by Meriton to the Part 3A Concept Plan approval of August 2012 relate principally to design issues, floor space distribution and developer contributions.

 

It is recommended that Council endorse the issues raised in this report as the basis for a submission to the Department. Community views made during exhibition, at the Community Session and in submissions, have been taken into account in these recommendations. Additional matters raised in Council’s letter to Meriton of 10 July 2013, where consistent with this report, would also be included in the submission.

 

Key submission issues relate to:-

 

·    the dedication to Council of the bush handle;

·    provision of a pedestrian bridge over Epping Rd and of a community bus;

·    affordable housing to be dedicated to Council in perpetuity though at the reduced rate of 4% if necessary;

·    no discounting of the general Section 94 rate;

·    compliance with SEPP 65; and

·    undertaking of a traffic study to include the Mowbray Road and Centennial Avenue intersections.

 

 

RECOMMENDATION

 

That Council endorse this report as the basis for issues to be incorporated into Council’s submission.

 

 

 

 

 

 


Michael Mason

Executive Manager

Environmental Services Division

 

 

ATTACHMENTS:

AT‑1 View

Letter from Corrs Chambers Westgarth of 9 March 2011

4 Pages

 

AT‑2 View

Council's Response to Meriton's Design Brief - 10 July 2013

4 Pages

 

 

 


Ordinary Council Meeting 19 August 2013

Kingslangley Road Bus Bay Scheme

 

 

Subject:          Kingslangley Road Bus Bay Scheme    

Record No:    SU5085 - 37399/13

Division:         Open Space and Urban Services Division

Author(s):      Tim Sullivan 

 

 

Executive Summary

 

Following the resolution to defer the previous Kingslangley Road Bus Bay scheme proposal (see May 2013 Ordinary Council Meeting Minute 98), Council hosted a workshop to agree on a proposed scheme with representatives of key stakeholder groups.

 

The scheme agreed at the workshop includes a new school-side bus bay, designated school drop-off zones on both sides of Kingslangley Road, an upgraded and widened wombat crossing, and minimal changes to existing parking restrictions. This report outlines the agreed scheme in further detail.

 

Background

 

Sydney Buses contacted Council in June 2012 to advise that Service No 265 was having difficulty completing its route due to parked vehicles on Kingslangley Road between Lansdowne Street and St Vincents Road.

 

Council, in consultation with Greenwich Primary School, Sydney Buses and Roads and Maritime Services, subsequently developed an initial proposal to install a new bus bay on the south side of Kingslangley Road near to the school to assist traffic flow and passenger safety adjacent to the school bus stops.

 

A public exhibition of the proposal was held from 27 March to 23 April 2013, which included letter drops, displays in Greenwich Primary School and at the Civic Centre, notification on the Lane Cove Council website and a public meeting.

 

Taking on board comments and suggestions from key local stakeholders, Council developed a revised scheme, which was presented at the May 2013 Ordinary Council Meeting. Following representations from local residents and other community groups it was resolved to defer the scheme and hold a meeting with stakeholders before reporting back to Council (May 2013 Ordinary Council Meeting Minute 98).

 

Discussion

 

A workshop was held at Council Chambers on 30th July 2013. Attendees of the workshop were representatives from Greenwich Public School, Greenwich Public School P&C, State Transit Authority (Sydney Buses), Kingslangley Road residents, Ward Councillors and Council staff.

 

A revised scheme proposal was presented at the workshop. This proposal retained the bus bay, school drop-off zones and upgraded wombat crossing whilst minimising loss of parking. Following discussions it was agreed by all parties that the following scheme should be recommended for implementation:-

 

-     Construction of a new 47.5m bus bay on the school side of Kingslangley Road;

-     Existing wombat crossing to be upgraded in accordance with Australian Standard 1742 and widened to two lanes;

-     No Stopping Zones to be installed at wombat crossing in accordance with RMS technical direction TDT2001/01a;

-     School Drop-off Zone (8.45am-9.30am and 3pm-3.30pm, School Days) to be installed between No. 34 and No. 42A Kingslangley Road (south side);

-     School Drop-off Zone (8.45am-9.30am and 3pm-3.30pm, School Days) to be installed between No. 11 and No. 21 Kingslangley Road (north side);

-     Bus Zones (8.45am-9.30am and 3pm-3.30pm, School Days) are to be installed at existing school bus stop on the north side of Kingslangley Road and in the new bus bay on the south side.

-     14m Bus Zones (6am-7pm, Monday to Saturday) are to be installed to formalise the existing public bus stops on Kingslangley Road;

-     A new artificial grass waiting area for schoolchildren is to be installed on the nature strip adjacent to the school bus stop on the north side of Kingslangley Road.

 

The parking restrictions are to be trialled for 6 months following implementation. At the end of this trial period the scheme will be assessed to determine if further changes are necessary to improve road safety and traffic flow.  A schematic diagram of the agreed scheme is shown in attachment AT-1.

 

Council and Greenwich Public School P&C will also distribute educational material to local residents and parents to promote road safety in School Zones.

 

The construction of the scheme will be scheduled for the January 2014 school holidays to minimize disruption to the local community.

 

Conclusion

 

The workshop was a valuable exercise which resulted in the development of an agreed scheme to improve road safety and traffic conditions on Kingslangley Road between Lansdowne Street and St Vincents Road. Council’s Traffic and Transport Team present the agreed scheme to Council for approval.

 

 

 

RECOMMENDATION

 

That:-

 

1.   Council approves the installation of the agreed Kingslangley Road Bus Bay Scheme as shown in attachment AT-1.

2.   The effectiveness of the scheme is assessed after the 6-month trial period.

 

 

 

 

 

 

 

Wayne Rylands

Executive Manager

Open Space and Urban Services Division

 

 

ATTACHMENTS:

AT‑1 View

Kingslangley Road Bus Bay Scheme - Agreed Scheme Proposal

1 Page

 

 

 


Ordinary Council Meeting 19 August 2013

Update on Proposed Redevelopment of Rosenthal Carpark Site

 

 

Subject:          Update on Proposed Redevelopment of Rosenthal Carpark Site    

Record No:    SU4965 - 39130/13

Division:         Corporate Services Division

Author(s):      Craig Dalli 

 

 

Executive Summary

 

The purpose of this report is to provide an update on progress with planning for the redevelopment of the Rosenthal Carpark site in Lane Cove Village.  This report recommends that the information be received and noted and that Council endorse the outcomes of the community consultation undertaken for the public domain component of the project, with the design principles proposed in that process to inform the design brief for a public domain design competition.

 

Background

 

Council’s adopted Major Projects Plan includes the redevelopment of the Rosenthal carpark site.  The redevelopment involves the following three (3) components:-

i.      Below Grade Parking & Retail

-    Retail  - up to 4,500m2;

-    400 plus carparks with final numbers to be determined through detailed design process;

ii.     Public Space

-    Proposed ‘Town Square’ for Lane Cove, approximately 50m x 50m in size; and

iii.    Development Site (northern end of site)

-    Area to be developed for commercial, civic and/or other uses to be determined at a later time.  However, potential overshadowing will be factored in the design of the public space.

 

Key facts about the site are as follows:-

 

Site Description

 

-       Current on grade carpark for 176 cars;

-       Approximately 150m x 46m or 6900m2; and

-       The site falls approximately 7m between Birdwood Lane at the Plaza and Rosenthal Avenue.

 

Structure Plan Allowances & Objectives

 

-       Site is zoned B4 Mixed Use which allows commercial/retail, residential and community uses. 

 

The origins for the project emanate from past community engagement on the site including preparing the Lane Cove Village Structure Plan adopted by Council in 2008 following extensive research and community consultation.  The Structure Plan sets out the long term vision for the development of the Village and recommended creating a Town Square between Rosenthal Avenue and Birdwood Lane and encouraged a mix of uses on the site.

 

Further, Council at its meeting on 19 November 2012, resolved to progress with the development of Rosenthal Carpark site and:-

 

1.   Prepare concept ideas for an underground car park on the site, such to include options for a below ground retail tenant/s;

2.   Undertake a community consultation process to determine the design principles for what should occur on the site;

3.   Council call for Expressions of Interest for tenants for the below ground retail space; and

4.   Require the General Manager to undertake these actions in consultation with the Mayor, Deputy Mayor and Clr Cheong and that progress be reported back to Council on a bi-monthly basis.

 

 

Discussion

 

The Masterplan is made up of the public domain, retail and carpark components. To ensure the viability of the project it is essential that the retail component be commercially sound. Council will recall that previous attempts to deliver the parking, relied upon residential however, this provided minimal public domain. The schedule for the design and development of the public domain involves the following key five (5) steps.

 

Step 1.        Work with the community to develop the design brief for the future public space.  This process involved an on-line survey and four (4) workshops held during April/May 2013.

Step 2.        Hold a design competition for the public space, which has regard to the retail concept plans.

Step 3.        Exhibit 5 concepts to obtain community feedback.

Step 4.        Commission the successful designer to develop the detailed design for the public space (including further community engagement to refine ideas).

Step 5.        Determine delivery method and timing for the development.

 

The outcomes of the consultation phase, ie Step 1, were presented to Council at a briefing session on 8 July.  The outcomes appear in AT-1 to this report and it will be recommended that the design principles outlined in the document inform the design brief for Step 2 – the design competition.

 

In terms of planning for the retail component of the project, the following progress has been made to date:-

 

·    Appointment of Raine and Horne Commercial as retail consultants;

·    Expressions of Interest invited from retailers to lease premises within the proposed retail space, with a significant response received;

·    Preliminary discussions with the retailers to identify design needs, business models and whether they meet Council’s objectives for the site;

·    Preliminary feasibility analysis by retail consultant on the basis of submissions received and discussions with the various retailers;  and

·    Engaged Saunders Global, specialist retail architects, to prepare concept plans for the retail space including proposed ‘pop up’ location, loading dock(s) location, site access and carpark design.  Concept plans to be presented to a Councillor briefing session in September.

 


Next steps:-

 

·    Endorsed retail space concept plans will be discussed with prospective retailers to identify any further specific needs and for them to submit proposed commercial terms for leasing the space.  It is anticipated that these discussions will commence in late September 2013;

·    The retail concept plans will also be incorporated into the design brief for the development of the public domain to ensure that integration issues such as the location of the ‘pop up’, pedestrian and vehicular access, ventilation, loading dock(s) and other structures are addressed in the design competition.  The brief for the design competition to be completed by November 2013;  and

·    Full costings and financial feasibility to be completed following determination of the retail and carpark space requirements, as well as negotiation of commercial terms.  Also, costing of the preferred design for the public space will inform the feasibility analysis.

 

 

Conclusion

 

Planning for the redevelopment of the Rosenthal Carpark site is progressing in a timely manner, with significant interest expressed in support of the development by the community and retail sector.  It is anticipated that the whole process for the carpark, retail and public realm planning will take approximately 3 years.  It is proposed that redevelopment of the site and carpark will not commence prior to the Little Lane redevelopment, including expansion of the carpark, has been completed.

 

 

RECOMMENDATION

 

That Council:-

 

1.   Receive and note this report;  and

 

2.   Endorse the design principles developed through the community consultation for the public domain space as shown attached as AT-1 and that they, together with the concept plans for the retail space, inform the brief for the design competition.

 

 

 

 

 

 

 

Craig Dalli

Executive Manager - Corporate Services

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1 View

Rosenthal Avenue Carpark Redevelopment Public Realm Brief Presentation - Prepared by Place Partners

29 Pages

 

 


Ordinary Council Meeting 19 August 2013

Lane Cove Plaza - Stage 2 Upgrade

 

 

Subject:          Lane Cove Plaza - Stage 2 Upgrade    

Record No:    SU4860 - 40113/13

Division:         Open Space and Urban Services Division

Author(s):      Wayne Rylands 

 

 

Executive Summary

 

This report outlines Stage 2 of the public domain plan for the Plaza which has been developed following extensive independent consultation with the community. It is recommended the Plans be placed on public exhibition for a period of 6 weeks and a further report be submitted to Council.

 

Background

 

Stage 1 of the Plaza Upgrade was completed in 2011 with the refurbishment and enhancement of the Lloyd Rees Bandstand, and its immediate surrounds.  This included an upgrade of the “Village Green”. This facility has been a huge success and is well patronised on a daily basis, particularly by the mothers and children of the Lane Cove community.  Accordingly, Council has been conscientiously compiling detailed preliminary physical and social survey data to ensure the smooth and seamless development of Stage 2 options for refurbishment and enhancement works of the eastern and western ends of the Plaza.

 

The Elton Group was engaged last year, as specialist community survey and public participation exponents, to document the preferences of the community to assist staff in preparing a design for the Lane Cove Plaza Stage 2 Upgrade. 

 

Based on this extensive community consultation process, including a number of workshops, Elton prepared an Outcomes Report for the Lane Cove Plaza Stage 2 Upgrade. The community survey results are encapsulated in the Elton Consulting Report and Analysis, as shown attached as AT-2. The report forms the basis on which staff have developed a concept design option, recommended for public exhibition.

 

Discussion

 

Following on from the Elton Group Outcomes Report, staff have been working with Councillors developing options for a revitalised Plaza. This has involved a number of workshops, which has seen the following elements incorporated into the design:-

 

·    Balancing public dining vs private dining and the incorporation of weather-proof facilities to encourage night time and all year round dining operations;

·    enhanced quality and quantity of public seating;

·    inclusion of serving/storage/cooking facilities for restaurateurs/cafes;

·    improved site lines for the Pedestrian Crossing on Longueville Road;

·    incorporation of lighting into structures to support activation of the Plaza at night;

·    removal of some and trees and replacement with appropriate trees to ensure a future tree canopy within the Plaza;

·    relocation and redesign of the public notice board;

·    provision of an interactive touch screen information board;

·    new paving and public art opportunities

·    a new larger public deck with increased public seating, and dual role as a  covered viewing platform for performances in the bandstand; and

·    covered walkways linking the Plaza from south to north at Birdwood Lane, and also between the arcade from Rosenthal Avenue Car Park to the arcade at Market Square.

The proposed Stage 2 public domain scheme is provided as shown attached as AT-1. The attachment provides concept plans with annotations identifying the major components under consideration, perspectives that provide a conceptual view of the proposals, and some palettes for the proposed paving, balustrades, shelters and furniture (both public and private). It is proposed that this attachment form the basis of an information package for members of the public to review as part of the community consultation. In addition it is proposed to install large scale perspectives at the eastern and western entrances to the Plaza, to allow the community to visualize the project on site.

 

Community Consultation

 

Statement of Intent

 

The consultation is designed to inform the community of their opportunity to contribute ideas towards the refurbishment and regeneration of the Lane Cove Town Centre Plaza.  Any comments received will be reviewed and evaluated for inclusion in the works to enhance and upgrade the facilities in the Plaza.

 

Method

 

Level of Participation

Inform

Inform

Consult

Involve

Form of Participation

Open

Targeted

Open

Open

Target Audience

Lane Cove Community and community groups  who frequent and utilise the Lane Cove Town Centre Plaza

Councillors, shopkeepers, property owners, Chamber, LC ALIVE, etc

Lane Cove Community & stakeholders – shopkeepers, property owners, Chamber, LC Alive, etc

Key Stakeholders

Proposed Medium

Advertisement,

eNewsletter, public exhibition, website exhibition & survey.

Notification Letters and briefings as required.

 

Public Forum

 

Public Forum

 

Indicative Timing

A 6 week exhibition September to late October 2013.

During exhibition

Early October 2013.

Same

 

Conclusion

 

It is recommended that Council adopt the Lane Cove Plaza – Stage 2 Public Domain upgrade proposal for the purposes of public exhibition. Staff considers that a majority of issues raised by the community in the Elton Consulting ‘Outcomes Report’ shown attached as AT-2, have been addressed through the elements incorporated into the design, and that a high quality public domain for the Plaza will result from the proposal.

 

It is anticipated that the community consultation will commence in early September 2013, and run for a period of 6 weeks. This will allow staff to report back to Council on the community’s favored option by October 2013.

 

 

RECOMMENDATION

 

That:-

 

1.         Council adopt the conceptual plans and perspectives for the Lane Cove Plaza – Stage 2             Upgrade, and place on public exhibition in accordance with the community consultation             strategy outlined in the report, for a period of 6 weeks; and

 

2..        Following community consultation, a further report come back to Council on the             community’s preferred option for the Lane Cove Plaza - Stage 2 Upgrade.

 

 

 

 

 

 

Wayne Rylands

Executive Manager

Open Space and Urban Services Division

 

 

ATTACHMENTS:

AT‑1 View

Information Package for Community Consultation

22 Pages

AT‑2 View

Elton Group Outcomes Report

71 Pages

 

 


Ordinary Council Meeting 19 August 2013

Results of EOI and Tender Selection for Little Lane Car Park Redevelopment 

 

 

Subject:          Results of EOI and Tender Selection for Little Lane Car Park Redevelopment      

Record No:    SU3164 - 39850/13

Division:         General Managers Unit

Author(s):      John  Lee 

 

 

Executive Summary

 

This report relates to the selective tendering for the redevelopment of Little Lane Car Park, 1-5 Little Street, Lane Cove. Following interviews with a number of respondents to the Expressions of Interest (EOI), review with the Steering Committee Members, a workshop with Councillors and receipt of legal advice, the report makes recommendations to proceed to invite 6 respondents to the EOI to submit tenders.  

 

The report notes that a capital expenditure review to be provided to the Division of Local Government has also been provided to Councillors setting out Council’s financial commitments.  The report also includes a discussion on Sections 55 and 400(B) of the Local Government Act relating to tendering.

 

Background

 

At its Ordinary Meeting of 20 May 2013, Council resolved inter alia to:-

 

“4.       Approve the selective tender process for the redevelopment of the Little Lane Car Park site commencing with calling for Expressions of Interest for any of the following options:-

 

i.    Sale of the Land subject to stringent conditions in a deed of agreement with the Purchaser;

ii.    Design and Construct the completed development;

iii.   Joint Venture / Public Partnership; and

iv.  Project Delivery agreement to secure delivery of Council’s assets prior to release of the residential stratum; and

 

5.       Request the General Manager to submit a further report outlining the results of submissions received and recommend a preferred delivery option.”

 

As certain aspects of the tendering process and capital expenditure reviews contain commercial in confidence information which might jeopardize Council’s tendering position, Councillors have been provided additional information to this report by way of a memorandum dated 12 August 2013.

 

EOI Stage

 

AT- 1 is shown attached is a copy of the advertisement which resulted in an EOI package being issued to 89 companies and 30 submissions were received. There are shown attached as AT -2. 

 

Clause 168 of the Local Government (General) Regulation 2005 sets out the followings steps following the closing of Expressions of Interest:-

 

“A council must consider all applications made in response to such an advertisement and, in so doing, must take into account:

a)       the experience of the applicants in fulfilling the requirements of similar contracts, and

b)       the capacity of the applicants to fulfil the requirements of the proposed contract.

 After considering the applications, the council may either:

a)         send invitations in writing to all applicants, or such of them as the council thinks will be able to fulfil the requirements of the proposed contract, to tender for the proposed contract, or

b)         decline to invite tenders from any of the applicants.’’

 

After reviewing all submissions having regard to these regulations and with the assistance of Mr Mitchell Corn of MKA Consulting, an independent development expert, the interview panel undertook interviews with 16 companies / consortia who had satisfactorily addressed the EOI.  The list of companies interviewed is shown attached as AT-3.

 

Discussion on the Interviews

At the time this report was prepared, 2 respondents to the EOI who were interviewed have formally withdrawn their interest.

Each of the respondents interviewed were asked to address a series of questions shown attached as AT-4 at the interview.

 

The interviews resulted in clarity that a variation to a Project Delivery Agreement (PDA) to secure delivery of Council’s assets prior to release of the residential stratum was preferable.  Interviewees were requested to further respond on a modified PDA structure shown attached as AT-5 based on:-

 

a)         Council retaining title of the land throughout the project;

b)         An agreed land value for the land based on the approved development;

c)         Uplift in land value should the developer obtain approvals to reconfigure the internal layouts and increase the number of units within the approved building envelope;

d)         Potential uplift from net revenue once an agreed internal rate of return is achieved;

e)         Financial side agreements for security;

f)          Independent certifier side agreements;

g)         Council providing equity funding the tendered value of the public infrastructure and facilities by way of progress payments during the construction up to and including the ground floor;  The estimated level of equity funding is in the order of $11m, actual amount to be determined by tender;

h)         An agreed return on the level of equity retained in the development;

i)          Repayment of Council’s equity as the first priority from strata unit sales;

j)          Providing development rights to the developer for the residential stratum;

k)         Development risk to be accepted by the developer;

l)          Any Section 96 application or presales being undertaken during an early works package to fast track the completion of the public car park;

m)        An interim occupation certificate being issued for the car park before construction of the residential components above the ground floor commence; and

n)         Normal commercial obligations on the parties to the PDA including those based around AS 4300 General Conditions of Design and Construct contracts.

 

Discussion on PDA Structure

 

The proposed structure of the PDA outlined above removes any doubt that the proposed contractual arrangements do not trigger the provisions of Part 12 of Chapter 6 of the Local Government Act, in relation to public private partnerships as:-

a)         Council would provide all of the funding from its own resources to meet the cost of the included public infrastructure and facilities;

b)         The value of the residential stratum rights payable to Council is retained as equity in the project;

c)         There is no private sector ownership of the public infrastructure and facilities;

d)         There is no private sector control of the public infrastructure and facilities on completion; and

e)         The project does not fall into the range of arrangements referenced in the DLG Guidelines for PPP’s that include models described as Build, Own, Operate, Transfer (BOOT); Build, Operate, Transfer (BOT); Build, Own, Operate (BOO); Design, Build, Finance, Operate (DBFO); Privately Financed Projects (PFPs) and the like.  PFP’s usually have long term commitments.

The proposed PDA structure including the Principal Project Requirements is being prepared by Council’s external legal team at King & Wood Mallesons who were selected due to their experience in PDA documentation.

The proposed PDA structure has inherent benefits in maximizing the return to Council without adding any risk through:-

a)         Retained ownership throughout thereby eliminating additional Stamp Duty on a land / residential stratum sales transactions;

b)         Eliminating Land Tax otherwise payable by the owner of the land / residential stratum;

c)         Reducing holding costs;

d)         Availing the benefits associated with the GST margin scheme;

e)         Potential uplift, discussed above;

f)         Clarifying S94 Contributions are no longer required by the developer; and

g)         An Open Book approach in regard to the above measures and identifying the contract value of those components Council will have the responsibility to fund through its equity component.

Current projects using the PDA structure include Barangaroo Redevelopment and Sydney Olympic Park Authority.

Selected Tenderers

Due to the inherent cost to tender for projects of a similar size, industry expects the client to narrow down the list of those selected to around 5 developers.  The task of selecting those firms best placed with experience to manage the project under a PDA structure, given the quality of respondents, is a difficult one.

A summary of the rating by the interview panel given to each respondent has been provided to Councillors in confidence. From this summary, 6 respondents are recommended to Council to be invited to the selective tendering phase. The selected tenderers provide a mix of developer and developer / building companies. As the tender process is not yet completed, i.e. no tender has been awarded, the names of the tenderers will not be made public until the tender pricing is received as part of the second stage. This will minimize potential collusion and protect Council’s competitive position.

Capital Expenditure Review

The Division of Local Government has prepared a set of guidelines for capital projects for infrastructure facilities, including renovations and extensions that are expected to cost in excess of 10% of Council’s  annual ordinary rate revenue or $1 million, whichever is the greater (GST exclusive) and where a project’s cost is forecast to exceed $10 million (GST exclusive).

Under the Guidelines, Councils are required to notify the Division of all capital expenditure projects prior to the commencement of the project.

Notification to the Division will include:-

·        A brief description of the project;

·        The estimated cost of the project and proposed funding sources;

·        Anticipated start and completion dates; and

·        A brief commentary on how the council has fulfilled each of the Capital Expenditure Review requirements relevant to the project based on cost.

A Capital Expenditure Review for the project which has been prepared in accordance with those guidelines.  Because the review includes financial information, it has been circulated to Councillors as a confidential document.  The review expands on the Business Case previously adopted by Council at its ordinary meeting in May this year.

AT-6 shown attached is a summary flow chart extract from the DLG Guidelines.

It is estimated that Council’s financial commitment to the project will be in the order of $5m for this and next financial year with repayment from sales expected in full by the end of 2015/16 period.

Little Street Pedestrian Bridge

The design of the Little Street podium and access from the car park lifts took into account the potential for a pedestrian footbridge over Little Street to access the relocated main entrance to the Aquatic Centre.

It is proposed to include in the scope of works the design of this bridge as the western foundations must be considered in the design of the car park sub structure.  Its construction will be included in the tender as a separable part allowing Council to decide on whether to proceed once tenders have been received.  The cost of the bridge, estimated around $1m would be a capital expenditure item for the 2014/15 budget.

The advantage of its inclusion at this stage is integration with the built form as well as interim management of the public between the time the car park becomes operational and the building is completed. 

 

RECOMMENDATION

 

That Council:-

1.   Approve a Project Delivery Agreement structure model set out in the report for the purpose of tender documentation for the redevelopment of the Little Lane Car Park 1-5 Little Street Lane Cove;

2.   Endorse the Capital Expenditure Review and approve in principle the financing of the Council’s public infrastructure assets and facilities to be incorporated into the redevelopment of the Little Lane Car Park;

3.   Endorse in principle the inclusion in the tender documentation of a pedestrian footbridge over Little Street;

4.   Request the General Manager to notify the Division of Local Government Department of Premier and Cabinet of the redevelopment of the Little Lane Car Park project;

5.   Approve the General Manager issuing an invitation to tender to the 6 respondents to the EOI as set out in the confidential memorandum to Councillors dated 12 August 2013; and

6.   Notify unsuccessful respondents to the EOI of Council’s decision.

 

 

 

 

 

Craig Wrightson

General Manager

General Managers Unit

 

 

ATTACHMENTS:

AT‑1 View

Advertisement for Expressions of Interest

1 Page

 

AT‑2 View

List of respondents to Little Lane Car Park Redevelopment EOI

1 Page

 

AT‑3 View

List of EOI respondents interviewed

1 Page

 

AT‑4 View

Questions posed to EOI respondents by Assessment Panel

1 Page

 

AT‑5 View

Proposed modified terms of PDA for interviewees response

1 Page

 

AT‑6 View

DLG Capital Expenditure Guidelines flow chart 2010

1 Page

 

 

 


Ordinary Council Meeting 19 August 2013

Longueville Road Intersections with Birdwood Avenue and Little Street

 

 

Subject:          Longueville Road Intersections with Birdwood Avenue and Little Street    

Record No:    SU4905 - 37650/13

Division:         Open Space and Urban Services Division

Author(s):      Tim Sullivan 

 

 

Executive Summary

 

The Longueville Road intersections with Birdwood Avenue and Little Street represent a long standing concern for the Lane Cove Community. The intersections are subject to heavy traffic congestion and present an unacceptable level of road safety risk, as shown by the number of accidents recorded at the two locations in the last five years. Following one such accident in April 2013 involving a pedestrian, Council resolved to write to the Roads and Maritime Services (RMS) requesting urgent action.

 

Council staff have been in active dialogue with RMS regarding suitable improvement schemes since September 2012. This culminated in Council submitting a detailed Feasibility Report to RMS on 1 May 2013, assessing the effectiveness of 4 improvement Options.

 

In June 2013 RMS advised that Council could proceed with a community consultation exercise for Option A, which consists of signalising the Birdwood Avenue intersection and implementing a left-in-left-out arrangement at Little Street.

 

Background

 

The section of Longueville Road between Epping Road and Birdwood Avenue has been a longstanding concern for Council and the community at large for some time. Efforts to address the road safety, congestion and pedestrian amenity concerns at both Little Street and Birdwood Avenue intersections date back at least as far as the Masson and Wilson Report from 1994.

 

Between January 2006 and July 2012 a total of 32 accidents occurred at the intersections. Of these accidents, 6 involved pedestrians and 13 resulted in injury. The location and nature of these accidents, as reported by RMS, is shown in the Crash Diagram (attached as AT-1). The North Shore Local Area Command reports that there have been a further 6 accidents at this location since July 2012.

 

Council commenced discussions with RMS in September 2012 to discuss the feasibility of potential intersection improvement measures. It was agreed that a future-year 2021 traffic model of the intersections was to be developed to assess the impacts of traffic generated by future developments and the suitability of potential traffic management solutions.

 

Following the initial consultation with RMS, Council developed 4 intersection improvement Options, as follows:-

 

-     Do Minimum: Upgrade intersections to comply with RMS standards where possible;

-     Option A: Signalise Birdwood Avenue intersection, Left-in-left-out at Little Street intersection;

-     Option B: Signalise Birdwood Avenue intersection, signalise Little Street Intersection; and

-     Option C: Signalise Birdwood Avenue intersection, implement one-way circulatory system on Longueville Road, Little Street and Central Avenue.


Discussion


Due to the difficulty of coordinating three sets of traffic signals in close proximity, Council’s preferred scheme (Option B) was ruled out fairly early and RMS officers stated their preference for signals at the Birdwood Avenue intersection and a left-in, left-out arrangement at Little Street (Option A).

 

Council engaged Sinclair Knight Merz (SKM) and Transport Modellers Alliance (TMA) to develop traffic models using Paramics software to forecast the impacts of the 4 intersection improvement Options. In addition to this, Council engaged TRS Consultants to conduct an independent road safety study and prepare concept designs of the improvement Options.

 

As requested by RMS, Council’s Traffic and Transport Team prepared a Feasibility Report that presented the outcomes of the road safety study; concept diagrams of the proposed improvement Options; and the results of the traffic modelling work undertaken. The Feasibility Report was submitted to RMS on 1st May 2013 and concluded that both Option A and Option C would deliver significant benefits in terms of road safety, pedestrian amenity and traffic congestion.

 

On June 23rd 2013, RMS formally advised (shown attached as AT-2) that Council could proceed to community consultation for Option A only.

 

Community Consultation

 

Statement of Intent

 

The consultation is designed to inform the community of the Option A concept plan and determine whether there is community support for implementing this traffic management scheme at the Longueville Road intersections with Birdwood Avenue and Little Street. Any comments received will be reviewed and evaluated to determine whether or not to proceed with the proposed traffic management scheme. It should be noted that Council only has approval to progress Option A at this stage.

 

Method

 

Level of Participation

Inform

Inform

Consult

Form of Participation

Open

Targeted

Open

Target Audience

Lane Cove Community and Community groups

Lane Cove ALIVE  and Town Centre businesses in the vicinity of the intersections

Lane Cove Community

Proposed Medium

Advertisement and

eNewsletter

 

Notification Letters

 

Public Exhibition,

Website Exhibition and Survey

Indicative Timing

August to October 2013

August to October 2013

August to October 2013

 

Conclusion

 

The Longueville Road intersections with Birdwood Avenue and Little Street are currently subject to heavy traffic congestion and present an unacceptable level of road safety concern for both drivers and pedestrians.

 

The Feasibility Report prepared by Council officers shows that Option A would provide a significant improvement on road safety and traffic conditions at these two intersections.

 

RMS has advised Council to proceed with a community consultation exercise for Option A.

 

 

 

RECOMMENDATION

 

That Council:-

1.   Endorse the proposed Option A traffic management scheme dated 2 August 2013 (shown attached as AT-2) for the purpose of public exhibition.

2.   Place Option A Traffic management scheme on exhibition for 6 weeks in accordance with the consultation strategy outlined in this report.

3.   Receive a further report following the exhibition period to consider the results of the community consultation and the next steps in the development of the scheme.

 

 

 

 

 

Wayne Rylands

Executive Manager

Open Space and Urban Services Division

 

 

ATTACHMENTS:

AT‑1 View

Longueville Road Intersections - Crash Diagram

1 Page

 

AT‑2 View

RMS Advice to Proceed with Consultation of Option A

2 Pages

 

AT‑3 View

Option A - Concept Traffic Layout Plan

1 Page

 

 

 


Ordinary Council Meeting 19 August 2013

Participation in the 'Racism. It Stops with Me' Campaign

 

 

Subject:          Participation in the 'Racism. It Stops with Me' Campaign    

Record No:    SU129 - 39942/13

Division:         Human Services Division

Author(s):      Carol Sinclair 

 

 

Executive Summary

 

The National Anti-Racism Strategy 2012 – 2015 calls on all members of the Australian community to work towards eradicating the barriers to equality that result from racism.   The aim is to promote a clear understanding in the Australian community of what racism is, and how it can be prevented and reduced.

 

The strategy hopes to achieve this aim by creating awareness of racism and how it affects individuals and the broader community, identifying, promoting and building on good practice initiatives to prevent and reduce racism and by empowering communities and individuals to take action to prevent and reduce racism and to seek redress when it occurs.

 

‘Racism. It Stops with Me’ is a key initiative of this strategy.  It is calling on organisations, Councils, non-government organisations, sporting groups, schools, arts and community organisations to become involved.

 

This report recommends that Council become a formal supporter of the ‘Racism. It stops with me’ campaign.

 

Background

 

Under Federal law, racial discrimination is defined as "a distinction, exclusion, restriction or preference based on race, colour, descent or national or ethnic origin which has the purpose or effect of nullifying or impairing the recognition, enjoyment or exercise, on an equal footing, of any human right or fundamental freedom in the political, economic, social, cultural or any other field of public life."

 

Racism can take many forms, such as jokes or comments that cause offence or hurt, sometimes unintentionally; name-calling or verbal abuse; harassment or intimidation, or commentary in the media or online that inflames hostility towards certain groups.

 

“Race-hate talk” such as verbal abuse, racial slurs or name-calling is experienced by one in five Australians and more than 1 in 20 Australians say they have been physically attacked because of their race. Alarmingly levels of reported racism have been increasing over the past five years with Aboriginal and Torres Strait Islander peoples and people from culturally and linguistically diverse backgrounds more vulnerable to racism and discrimination than other racial groups.

 

Racism has a significant impact both on the individuals who experience it and also on the wider community. Research shows that there are significant links between experiences of racism and discrimination and poor physical and mental health, reduced productivity and reduced life expectancy.  It presents barriers to social and economic participation which can in turn cause social exclusion and entrench disadvantage, sometimes for generations and can directly or indirectly exclude people from accessing services or participating in employment, education, sport and social activities.

 

Ultimately, racism stops because of the actions we take individually and collectively. We all have a role to play in taking action against racism wherever we see it and supporting initiatives to stop it from happening.

 

Community education and building on good practices at the local, state and national level are essential for preventing racism and promoting social inclusion.

 

Discussion

 

Organisations can become formal supporters of the ‘Racism. It Stops with Me’ campaign by taking a public stance against racism. This is done by signing a ‘supporter agreement’ to:-

·    Endorse the campaign – e.g. featuring the campaign logo on our website;

·    Promote the campaign – providing our logo for use on the campaign website and promotional materials and promoting campaign activities through Council’s usual networks; and

·    Identify specific activities to undertake over the next three years to support the stance against racism.

 

Council has identified the importance of working towards an inclusive society in its Community Strategic Plan, Cultural Action Plan and the Social Plan.  The principles of access, equity and participation in decision making and in nurturing diverse creative expression working towards a better Lane Cove for everyone are among two of the guiding principles in these long term plans.

 

Currently Council is a member of the Lower North Shore Multicultural Network and works on projects such as the ‘Lower North Shore Migrant Services Quick Reference Guide’ and a Multicultural Health Expo; convenes a Cultural Diversity Committee; celebrates and holds activities in NAIDOC week such as sand painting in the Plaza and Children’s Voices for Reconciliation in National Reconciliation Week and as part of the Autumn Harmony Festival and the wider Guringai Festival; organises an annual Harmony Day event to celebrate the diversity of our community and has recently formed an Aboriginal Advisory Committee.

 

Conclusion

 

‘Racism. It Stops with Me’ is the primary initiative of the National Racism Strategy.  Racism is a destructive element in our society. Supporting the campaign will help to raise awareness of its prevalence. Council is already involved in a number of programs and activities that help work towards a harmonious and multicultural society – the endorsement of this campaign will strengthen these initiatives.  The report recommends that Council sign a supporter agreement to support this campaign.

 

RECOMMENDATION

 

That Council authorise the General Manager to sign a ‘Racism. It Stops With Me’ ‘Supporter Agreement’ to help prevent and reduce racism.

 

 

 

 

 

Jane Gornall

Executive Manager - Human Services

Human Services Division

 

 

ATTACHMENTS:

AT‑1 View

National Anti-Racism Strategy

16 Pages

AT‑2 View

Supporter Agreement

6 Pages

 

 


Ordinary Council Meeting 19 August 2013

Leasing of Local Tennis Facilities

 

 

Subject:          Leasing of Local Tennis Facilities    

Record No:    SU1429 - 37642/13

Division:         Corporate Services Division

Author(s):      Ian Naylor 

 

 

Executive Summary

 

The purpose of this report is to seek Council’s endorsement on the recommendation from the Hon John Alexander MP, Federal Member for Bennelong, that Council should consider tendering out some of its local tennis facilities with a view to increasing utilisation of the facilities. This report recommends that Council invite tenders in early 2014 for the operation of local tennis facilities with 3 courts or more.

 

Background

 

Council currently provides 5 year leases to seven local tennis clubs to operate and run 19 tennis courts in the Lane Cove area.  Council also has a commercial lease with the operator of the River Road Tennis Complex. Each local tennis club is responsible for all maintenance and operating costs and in return receive an 80% rental subsidy from Council. This subsidy is based on the commercial rental paid by River Road Tennis Complex to Council. 

 

Council undertook a thorough review of the leases to the local tennis clubs in 2009. Some of the areas of concern the review highlighted were:-

 

•     Inconsistency in membership fees charged across all clubs;

•     Strict rules, trials and committee approval required for membership;

•     Tennis Clubs with 3 courts or more had accumulated large bank balances due to 80% rental subsidy provided by Council; and

•     Low levels of public hire of the courts due to use by tennis club members in peak times.

 

Discussion

 

Council invited one of Australia’s tennis greats, the Hon John Alexander MP, Federal Member for Bennelong to a workshop with Councillors in June to discuss the issues highlighted above and to receive his feedback on the future of tennis and the best model for Council to maximise public and member usage of local tennis facilities.

 

Mr Alexander suggested that in order to maximise public usage of the courts and to achieve the best value for the community, Council should consider seeking suitably qualified individuals or organisations to run tennis facilities where there were 3 courts or more. It is considered that the local tennis clubs with 2 or less courts are of smaller scale and there would be no benefit to undertaking a tender for the operation of these clubs. When the current leases expire for the Clubs with 2 courts or less, it is proposed that Council will offer them a further lease for 5 years.

 

The advantages to this model is the potential for increased utilisation of the facilities, an on-site manager 7 days a week, increased availability for public hire of the courts, electronic booking system available to the public and less administration time and costs for Council staff.

 

This model for tennis facilities is similar to Willoughby Council who has recently had two public tenders for the management of tennis facilities at Cleland Park, Artarmon and the Willis Recreation and Sports Centre, Willoughby. While these tennis facilities are tendered out provision is made for local tennis clubs to operate from within these facilities.

 

The current leases with the local tennis clubs expire in June 2014. If Council were to seek public tenders for the operation of tennis facilities with three courts or more, this would be for Lane Cove, Lane Cove West and Longueville Tennis courts. As part of any tender or subsequent agreement Council would ensure that there are provisions for these local clubs to continue to operate out of these facilities and run their competitions for members.

 

If Council resolves to go to tender for these facilities then Council staff would meet with the representatives of Lane Cove, Lane Cove West and Longueville Tennis clubs in the next 3 months to provide advance notice of the tender process and to ascertain the Club’s needs in relation to access to the facilities for inclusion in any tender documentation.

 

As a tender process can take some time it is suggested that invitations for tenders be issued in early 2014 in order to have sufficient time to undertake the tender process, notify the successful and unsuccessful tenderers, finalise agreements and provide for a transition period in the case of a change of operator prior to July 2014.

 

Conclusion

 

Based on the recommendation of the Hon John Alexander MP, and Council’s own concerns highlighted in the 2009 review of leases to local tennis clubs, it is recommended that Council undertake a public tender process for local tennis facilities with 3 courts or more in order to increase utilisation of the facilities, maximise public usage of the courts and to achieve the best value for the community.

 

 

 

RECOMMENDATION

 

That Council:-

 

1.   Invite tenders for the operation of local tennis facilities with 3 courts or more, in early 2014.

 

2.   Organise a meeting with representatives of the Clubs involved in the next three months to inform them of Council’s decision, to give advance notice of the tender process and to ascertain the Club’s needs in relation to access to the facilities for inclusion in any tender documentation.

 

 

 

 

 

 

Craig Dalli

Executive Manager - Corporate Services

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


Ordinary Council Meeting 19 August 2013

Lane Cove River Coastal Zone Management Plan

 

 

Subject:          Lane Cove River Coastal Zone Management Plan    

Record No:    SU3598 - 31072/13

Division:         Open Space and Urban Services Division

Author(s):      Susan Butler 

 

 

Executive Summary

 

The Draft Lane Cove River Coastal Zone Management Plan (CZMP) has been on public exhibition and a number of submissions have been received. Some amendments have now been made to the Draft Plan following the consultation period and the final plan is now ready for adoption by Council.

 

Background

 

In 2012, Council in partnership with Hunters Hill Council, the City of Ryde and Willoughby City Council engaged consultants BMT WBM Pty Ltd to prepare a CZMP, in accordance with the NSW Government’s Guidelines for Preparation of Coastal Zone Management Plans (2010). This was undertaken with technical and financial support from the NSW Office of Environment and Heritage (OEH) and the member Councils. 

 

The CZMP is a strategic level document which presents a coordinated and integrated approach to address many of the issues facing the estuary and to protect its important values. It provides the four Estuary Councils with a targeted list of actions to improve the health of the estuary. It also provides an opportunity for the Councils to apply for state and federal government grant funding to implement actions.

At its meeting of 15 April 2013 Council resolved to:-

“1. Adopt the Draft Lane Cove River Estuary Coastal Zone Management Plan dated March 2013 for the purposes of public exhibition;

2.  Place the Draft Lane Cove River Estuary Coastal Zone Management Plan on public exhibition for 6 weeks in accordance with the Consultation Strategy outlined in the report; and

3.  Receive a further report following the exhibition period to consider the results of the community consultation.”

 

Discussion

 

The draft plan was placed on public exhibition at all 4 estuary Councils over May and June 2013. The draft was available to Lane Cove residents through Council’s website, at the Civic Centre and Lane Cove and Greenwich Libraries. Letters were sent to the residents associations and an advertisement was placed in the North Shore Times. The draft report was also tabled at the Bushland Management Advisory Committee and the Sustainability Action Committee.

 

A total of 4 submissions were received across the 4 estuary Councils. A summary of the issues raised in these submissions is below:-


 

Issue and comments received

Response

Northside Storage Tunnel

Lack of status report for 2004 EMP Recommended Strategy No 7. Assess the impact of installation and operation of the Northside Storage Tunnel on estuarine water quality. It appears that nobody has performed these tasks, in particular, the actions to measure and record frequency and volume of overflows, measure pollutant charged flow.

 

 

No status report has been provided in the table on page 27 under Strategy 7. Sydney Water has not published any monitoring results regarding the Northside Storage Tunnel. Sydney Water staff requested that all reference to Sydney Water and actions against it be removed from the 2013 report.

 

See Actions AW1 and AW2. Council will continue to liaise with Sydney Water.

West Pymble sewer overflow

Lack of mention of the West Pymble sewer surcharge, which was considered the next worst pollution source (after the siphon) in the massive study for the sewer pollution licence.

 

This surcharge is discussed in Appendix F: Water Quality Review Report. See Actions AW1 and AW2.

Habitat Corridors

Importance of maintaining and improving functioning habitat corridors and connections has been overlooked. Missing is the consideration of how to keep and/or re-establish habitat areas within functioning corridors for the benefit of our native flora and fauna – and also for the people. These habitat corridors and connections need to be mapped and considered now and then revisited at the time of any planning for development or changes within the Lane Cove River Coastal Zone. This message should be reinforced within this Management Plan.

 

Actions referred to indirectly.

 

See AA4, AA8 and AA3 for actions on private land to protect habitat and encourage revegetation.

 

See AA1 for action to protect, enhance and restore foreshore vegetation.

 

 

Coastal Management Principles

(Table 1-1 p3) Principle 9 should include waterways – to maintain and improve easy access for the public in our local government area, especially as pressure for waterfront land/housing increases.

 

These principles are set by the NSW Government. The Lane Cove River CZMP has interpreted this principle to include waterways. See AC3 for action to conserve public foreshore areas from development or infrastructure, required for the retreat of estuarine vegetation.

Lack of statutory authority

Concern that the Plan does not have any statutory authority and be subject to many different decision makers.

Need for consistency of management across local government boundaries

 

Comments are noted, however the 4 councilsare committed to working cooperatively on the plan’s implementation.

Funding

Plan needs to emphasise the critical nature of the funding required

 

Section 9 identifies actions that can be funded within Councils’ budgets and those that will require external funding.

 

Natural and cultural heritage

The following issues need to be addressed in the plan:-

-Recommendation that all existing heritage listings be subject to urgent review.

-Plan to take into account the natural and cultural heritage with reference to the Sydney Harbour REP now SEPP and the accompanying DCP.

-Funding ground-truthing of the draft regional Vegetation mapping for the Lane Cove River catchment.

 

Appendix E lists some specific actions at sites in all 4 LGAs relating to natural heritage issues identified in other studies and reports.

 

Include reference to SREP (Sydney Harbour Catchment) 2005 and Sydney Harbour and Foreshore Areas DCP 2005 on p 5

Climate Change

Impact from Climate Change/ Sea Level Management Actions should be actively pursued as matters of urgency. Concerns about an inconsistent and potentially non-scientific basis for planning with regard to SLR.

 

Comments are noted but this is a matter to be addressed elsewhere.

Water Quality: Sharing and collaborating between Councils and Sydney Water needs to be strongly promoted as sewage overflows, high pathogen counts, sediments and nutrients are all high risk.

Funding is critical to the fast tracking of the high risk items.

 

See AW1, AC4 and AW2 for actions relevant to this issue.

Concerns about the White Paper - Ecologically Sustainable Development has been removed as an objective in the New Planning System for N.S.W. Economically Sustainable Development is a completely different concept, which conflicts directly with the aims of the EMP and the draft CZMP as well as other legislative controls.

 

Comments are noted, but this is a matter beyond the scope of this plan.

Concerns about Urban Consolidation which will increase the burden on already struggling infrastructure affecting the river system.

 

See AC4, AW1 for actions relevant to this matter.

Building and construction activities

Strategy 2 p 25 of CZMP should be funded and adopted by LCC to control building and construction activities within 75 metres of the shoreline/high water mark.

A consistent approach to Strategy 26 p 38 re sediment and erosion control should be implemented by Lane Cove Council.

 

See AC6 and AW8 for corresponding action in 2013 draft Plan.

 

These submissions have been considered and, as a result, there are a number of minor changes to the Draft Plan that was exhibited. The final Lane Cove River Estuary Coastal Zone Management Plan dated July 2013 is now ready for adoption by Council. Due to the size of the Plan it has been attached electronically at AT-1 and AT-2 and can be viewed on line. Hard copies will be available at Lane Cove and Greenwich Libraries.

 

 

Conclusion

 

The Draft Lane Cove River Coastal Zone Management Plan (CZMP) has been on public exhibition over May and June 2013. A number of submissions have been received, the issues raised in these submissions have been considered and a number of amendments have been made to the Draft CZMP. The Lane Cove River Estuary Coastal Zone Management Plan dated July 2013 is now ready for adoption by Council.

 

 

RECOMMENDATION

 

That the amended Lane Cove River Estuary Coastal Zone Management Plan dated July 2013 be adopted.

 

 

 

 

 

 

Wayne Rylands

Executive Manager

Open Space and Urban Services Division

 

 

ATTACHMENTS:

AT‑1 View

Lane Cove River Estuary Coastal Zone Management Plan July 2013

160 Pages

Available Online

AT‑2 View

Lane Cove River Estuary Coastal Zone Management Plan maps July 2013

22 Pages

 

 


Ordinary Council Meeting 19 August 2013

NSROC Tender No.12/13 for Road Surfacing, Patching and Associated Works

 

 

Subject:          NSROC Tender No.12/13 for Road Surfacing, Patching and Associated Works    

Record No:    SU3311 - 37068/13

Division:         Open Space and Urban Services Division

Author(s):      Martin Terescenko 

 

 

Executive Summary

 

Tenders were invited by NSROC on behalf of member councils for Road Surfacing, Patching and Associated Works. This report recommends accepting the tenders from Boral Asphalt, Downer EDI Works Pty Ltd, J & M Schembri Pty Ltd, Ozpave (Aust) Pty Ltd and Stateline Asphalt Pty Ltd who have satisfied the selection criteria and have the most cost effective pricing structures.

 

Background

 

NSROC tender 12/13 was issued to the market in February 2013. The contract is for the supply of asphaltic concrete surfacing and associated works to the NSROC Member Councils for a 2 year period. To enable a thorough and detailed investigation on market conditions for asphalt contractors, the tender document requests prices for supply; supply and delivery; supply, delivery and 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.

 

Mill and Re-Sheet

 

Over the last tender period Council has been mainly using Downer EDI Works Pty Ltd for the Mill and Re-sheet program as they have been the most cost effective. However, due to increased competition in the market this year Council is proposing to choose two tenderers for Mill and Re-sheet works. Both tenderers have competitive rates and should the main contractor be unavailable or unable to carry out asphalt works when required Council has the option of a backup. The following table shows the ranking of prices to mill and 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

All Pavement Solutions Pty Ltd

 

 

Ally Property Services Pty Ltd

 

 

Boral Asphalt

Equally Preferred

Equally Preferred

Downer EDI Works Pty Ltd

Equally Preferred

Equally Preferred

Fulton Hogan Industries Pty Ltd

 

 

J & M Schembri Pty Ltd

 

 

Kizan Pty Ltd (AJ Paving)

 

 

Ozpave (Aust) Pty Ltd

 

 

Roadworx Surfacing Pty Ltd

 

 

SRS Roads Pty Ltd

 

 

State Asphalt Services Pty Ltd

 

 

Stateline Asphalt Pty Ltd

 

 

 

It is recommended that the tenders from Boral Asphalt and Downer EDI Works be accepted.

 

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 ranking of prices to undertake heavy patching in two common scenarios.

 

Tenderer

20m2 of 50mm Deep Heavy Patch

100m2 of 100mm Deep Heavy Patch

All Pavement Solutions Pty Ltd

 

 

Ally Property Services Pty Ltd

 

 

Boral Asphalt

 

 

Downer EDI Works Pty Ltd

 

 

Fulton Hogan Industries Pty Ltd

 

 

J & M Schembri Pty Ltd

Equally Preferred

Equally Preferred

Kizan Pty Ltd (AJ Paving)

 

 

Ozpave (Aust) Pty Ltd

Equally Preferred

Equally Preferred

Roadworx Surfacing Pty Ltd

 

 

SRS Roads Pty Ltd

 

 

State Asphalt Services Pty Ltd

 

 

Stateline Asphalt Pty Ltd

Equally Preferred

 

It is recommended that the tenders from J & M Schembri Pty Ltd, Ozpave (Aust) Pty Ltd and Stateline Asphalt Pty Ltd be accepted.

 

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 Work, Health and Safety (WHS) requirements. Therefore, the conditions of contract will require these contractors to have their policies, licences and WHS requirements assessed and approved by BNG Conserve.

 

Request for Changes to General Conditions of Contract

 

Boral Asphalt has requested that five amendments be made to the General Conditions of Contract (AS2124-1992) issued with the tender. Council has sought legal advice from its panel solicitor Schmidt-Liermann Pty Ltd which has been provided separately to Councillors. The legal advice recommends that of these requested amendments that Council should only agree to accept the amendment to Annexure Part A Clause 5.5 of the general conditions of contract.

 

Conclusion

 

This report recommends Council accept the tenders from the following companies as they met the selection criteria and had the most cost effective pricing structure; Boral Asphalt, Downer EDI Works Pty Ltd, J & M Schembri Pty Ltd, Ozpave (Aust) Pty Ltd and Stateline Asphalt Pty Ltd.

 

A confidential memorandum has been circulated separately to Councillors detailing the prices submitted by each tenderer, details of the reference checks undertaken of the recommended tenderers and providing the legal advice on the requested change to the conditions of contract.  

 

 

RECOMMENDATION

 

That Council:-

 

1.   Accept the tenders from Downer EDI Works Pty Ltd, J & M Schembri Pty Ltd, Ozpave (Aust) Pty Ltd and Stateline Asphalt Pty Ltd for Road Surfacing, Patching and Associated Works for two years subject to these contractors having their policies, licences and WHS requirements assessed and approved with BNG Conserve.

 

2.   Accept the tender from Boral Asphalt for Road Surfacing, Patching and Associated Works for two years subject to them having their policies, licences and WHS requirements assessed and approved with BNG Conserve and accepting that Council will only agree to the proposed amendment to Annexure Part A Clause 5.5 of the conditions of contract.

 

3.   Authorise the General Manager to enter into contracts with these companies.

 

 

 

 

 

Wayne Rylands

Executive Manager

Open Space and Urban Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


Ordinary Council Meeting 19 August 2013

Review of Independent Audit Committee Appointments

 

 

Subject:          Review of Independent Audit Committee Appointments    

Record No:    SU740 - 37664/13

Division:         Corporate Services Division

Author(s):      Craig Dalli 

 

 

Executive Summary

 

This report reviews the performance of the Independent External Audit Committee members and will recommend the re-appointment to the Committee of Ms Bernice Kesbah and Mr Mark Shum for the period from 1 October 2013 until 30 September 2016

 

Background

 

The Audit Committee Charter provides for a Committee comprising two (2) independent members (non-elected), and one (1) elected Councillor.  The General Manager, Executive Manager – Corporate Services and Head of Internal Audit, Mr Michael Quirk,  attend as advisers and observers.  The Committee elects the Chairman for the term, with the Chairman being an independent member.  The Charter which is required to be reviewed at least once every two (2) years, was last reviewed by the Committee on 5 February 2013.

 

Council at its meeting of 30 November 2009, appointed for the term ending 30 September 2012    Ms Bernice Kesbah and Mr Mark Shum as the independent members.  At its inaugural meeting on 3 March 2010 the Committee elected Ms Kesbah as the Chairperson.  On 15 June 2012, Council resolved to extend this appointment by 12 months until 30 September 2013 so there was continuity following the election of the new Council last September.  The two independents accepted the extension.  The Committee meets at least four times a year and the independent members receive $400 for each meeting they attend.

 

Discussion

 

The Committee has met formally on fifteen occasions.  Its role and responsibilities are clearly set out in the Audit Committee Charter which appears at AT-1 was last reviewed by the Committee on 5 February 2013 without change.  Any change is required to be approved by Council.

 

The intention to report to Council at this meeting on the establishment of the new Committee for the period from 1 October 2013 to 30 September 2016 was conveyed to the Committee at its meeting on 22 May 2013.

 

It is the view of the administration that the Audit Committee and the Internal Audit function of Council have made some significant inroads into reviewing and improving Council’s systems, processes and the provision of financial information.  The expertise of the independent members in financial, business, asset and risk management, governance and their all round internal audit skills together with the Councillor representation and specialist skills of the Head of Internal Audit, has resulted in a highly productive Committee since its inception.

 

Prior to reporting the matter to Council, the independent representatives were written to seeking their interest in remaining on the Committee if Council is in agreement to re-appoint them.  In responding, they were invited to provide comment on the effectiveness of the Committee, how they might add further value and to suggest any improvements.  Both have responded expressing their wish to remain on the Committee for a further term, outlining some positive feedback on the effectiveness of the Committee to date, how they can add further value and suggested improvements for the way forward.

 

Conclusion

 

In view of the skills and experience and ‘added value’ the current independent representatives have provided to Council through the Internal Audit Committee process, it will be recommended that they be re-appointed for a further term.

 

 

 

RECOMMENDATION

 

That Council re-appoint Ms Bernice Kesbah and Mr Mark Shum as its two (2) independent representatives on the Internal Audit Committee for the term commencing on 1 October 2013 and ending on 30 September 2016.

 

 

 

 

 

 

 

Craig Dalli

Executive Manager - Corporate Services

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1 View

 Internal Audit Committee Charter

5 Pages

 

 

 


Ordinary Council Meeting 19 August 2013

Request for Travel Expenses - Town Crier

 

 

Subject:          Request for Travel Expenses - Town Crier    

Record No:    SU16 - 37838/13

Division:         Corporate Services Division

Author(s):      Ian Naylor 

 

 

Executive Summary

 

The purpose of this report is to seek Council’s endorsement for the payment of travel expenses for Lane Cove’s Town Crier, Mr Bill Wallace to attend the 2013 National Town Crier Championships. The report recommends that Council approve Mr Wallace’s request for $560 and give public notice of Council’s intention to grant this funding.

 

Discussion

 

Mr Bill Wallace has been representing Lane Cove Council at the National Town Crier Championships for over the past 10 years. The 2013 National Championships are to be held in Alice Springs and Mr Wallace has written to Council requesting that Council pay $560 towards his travel expenses to attend the Championships representing Lane Cove. Council has previously contributed towards Mr Wallace’s costs in attending the National Championships.

 

Mr Wallace regularly attends Council events such as the Cameraygal Festival at no cost to Council to provide the services of a town crier for these events.

 

Conclusion

 

Mr Wallace has been Lane Cove’s Town Crier for many years and regularly attended Council’s events at no cost to Council. It is recommended that Council approve Mr Wallace’s request for a contribution of $560 towards travel expenses to attend the 2013 National Town Crier Championships and give public notice of its intention to grant this funding.

 

 

RECOMMENDATION

 

That Council:-

 

1.  Give Public Notice under Section 356 of the Local Government Act 1993 of its intention to grant Mr Bill Wallace $560 to assist in travel expenses to attend the 2013 National Town Crier Championships to represent Lane Cove.

 

2.  Subject to no objections being received, provide a grant to Mr Bill Wallace of $560.

 

 

 

 

 

 

Craig Dalli

Executive Manager - Corporate Services

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


Ordinary Council Meeting 19 August 2013

Lane Cove Traffic Committee Meeting held on Tuesday 16 July 2013

 

 

Subject:          Lane Cove Traffic Committee Meeting held on Tuesday 16 July 2013    

Record No:    SU1326 - 38684/13

Division:         Open Space and Urban Services Division

Author(s):      Tim Sullivan 

 

 

Executive Summary

 

The Lane Cove Traffic Committee Meeting was held on Tuesday, 16 July 2013.  The Agenda is included as AT-1.  The Traffic Committee recommendations are shown in the Minutes of the Meeting, included as AT-2. The RMS-approved Traffic Control Plan for the NSFA Soccer Gala Day is shown at AT-3.

 

 

RECOMMENDATION

 

That Council adopt the recommendations of the Lane Cove Traffic Committee meeting held on Tuesday, 16 July 2013.

 

 

 

 

 

 

Wayne Rylands

Executive Manager

Open Space and Urban Services Division

 

 

ATTACHMENTS:

AT‑1 View

Agenda - Lane Cove Traffic Committee 16 July 2013

24 Pages

AT‑2 View

Minutes - Lane Cove Traffic Committee 16 July 2013

8 Pages

AT‑3 View

TCP - NSFA Gala Day Public Version

1 Page

 

 

 


Ordinary Council Meeting 19 August 2013

RecycleSmart Household Waste Diversion Research Review

 

 

Subject:          RecycleSmart Household Waste Diversion Research Review     

Record No:    SU5094 - 39124/13

Division:         Environmental Services Division

Author(s):      David Wilson 

 

 

Executive Summary

 

This report provides a review of the RecycleSmart recycling research program conducted in Lane Cove between May-July 2013.

 

The research study was funded by RecycleSmart, with all costs, other than an in-kind contribution from council for invitation letters to households and staff time in assisting in setting the program up.

The program aims and objectives were to evaluate if residents when provided with an incentive system, would recycle at an increased level.

 

400 households were invited to participate, of these 122 participated in the program. Woolworth’s gift vouchers were used as the main incentive to encourage increased separation of paper and mixed containers into their recycling bins. The report provided by RecycleSmart shows that a 10% increase in recycling rates from the participating households was achieved.

 

The project findings provide a limited amount of information in regard to Council reviewing or changing its current systems for recycling. Whilst a monetary or incentive based system is new and innovative, experience has shown that Lane Cove generally has a very good take up of environmental and change behaviour programs and high recycling rates. Accordingly it is considered that with ongoing community education programs undertaken by Council, NSROC and the EPA, recycling levels will continue to increase as awareness, knowledge and waste management technology improves.

 

An incentive scheme such as this would have a limited long term impact and as such a continuation of the program is not supported at this time, due to the current disparity between the costs of supporting the program and the limited savings from increased recycling /reduced disposal costs of waste to landfill.

 

Background

 

Study Overview

 

RecycleSmart invited 400 households in Riverview to participate in the program via a letter and brochure, which provided background to the program. Of these households, 122 signed up to the program and agreed to participate for the 3 month trial.

 

Waste collection data was collected from Council’s waste contractor (URM) and showed that on average each participating household produced 144 kg of general waste over the study period. Accordingly the total amount of waste collected from the 122 participants was 17.6 tonnes.  In addition it was estimated that there was a 10% increase in recycling of paper and mixed containers. This equates to diversion from landfill of approximately 1.76 tonnes.

 

During the study period, RecycleSmart utilised social network tools such as Facebook and Twitter to actively promote the program among the participants, resulting in continued, direct and cost effective communication between its staff and participants. They also utilised GPS enabled smartphones to allow inspection staff the ability to issue on-the-spot notifications about observed unacceptable contamination levels within the recycling bins.

Participants were surveyed as to their waste management behaviours both before and after the trial period. Of the 122 participants, 58 completed responses were received to the survey. Over half of the respondents identified that the main inhibitor to recycling correctly was a lack of information on which items they were able to recycle. It should be noted that only 40% (23) of the respondents stated that they believed that they improved their recycling behaviour by the end of the program – even though they were receiving a monetary incentive to do so.

 

Overall, response to the program from the community has been positive; with some households stating the program has assisted households either improve or change their recycling behaviour. Note: Average reward value for each household that signed up to the program was $49 over three months, or $16/month per household.

 

Discussion

 

Financial Analysis

 

RecycleSmart has indicated that the gift card rewards given to participants were discounted and purchased from the program sponsor at an undisclosed base price. At this time, RecycleSmart was only able to provide Council with an indicative cost of $10/household per month to conduct the program on a commercial basis. Under this cost structure, using the research data provided, the total cost of the pilot program would be (incl GST):-

 

122 (households) x $10 (incentive cost) x 3 (months) =                    $3,660 cost of incentives

 

The cost to divert waste from landfill during the study would be:-

 

$3660(total cost) for 1.76 tonnes (diverted waste)       =                    $2,080 / tonne

 

The current cost for waste to go to landfill is $300/tonne and this analysis shows that the program would not be financially viable for Council, based under a cost-saving scheme.

 

If Council was to consider this type of program, the costs of the incentives would need to be added to the waste charges of each household or business that uses Council’s waste services. Accordingly, a cost of up to $120/household in addition to the current annual charge of

$390/ household would be charged for waste services.

 

Social Analysis

 

When analysing the program from a social and environmental perspective, the program has the potential to establish a change to recycling behaviour among some segments of the community.

 

The program has allowed Council to interact with households on waste reduction and recycling initiatives via a third party service provider, who were tasked with raising awareness about recycling through a monetary incentive system. RecycleSmart have utilised new generation communication tools, such as social networking (Twitter, Facebook) and GPS enabled Smartphones to establish an interactive waste information system for residents. It should be highlighted that, whilst the use of these technologies is used by a large number of people in the community, the use of such for aged or infirmed may be a limitation of this method of communication and should not be solely relied upon as the means of communication with our community.

 

Based on the feedback to the program, the pilot study was perceived as having a positive social and environmental benefit for the community, with some participants expressing a desire for Council to continue the program and expand beyond its existing scope.

 

 Conclusion

 

The trial study undertaken by RecycleSmart provided insight into waste management and recycling behaviours of a small section of the community (122 households).  Based on the findings of the study and the cost implications, it is considered Council would not benefit from the program unless significant cost-savings were evident and a greater diversion rate was achievable.

This type of program could provide Council with a system to engage sections of the community that have displayed lower rates for recycling and waste separation, such as residents who occupy residential units, where shared bins may give rise to higher contamination rates of recycling bins.

 

It should be noted that RecycleSmart are a private business and approached Council in early 2013 to be allowed to demonstrate the program in our locality. If Council was to incorporate such a system into its current waste management operations, Council would be obliged to seek quotes from the market place to undertake the program and enter into a formal contract with the provider. At this stage this has not been undertaken and no commitment for an extension of the program has been offered.

 

 

RECOMMENDATION

 

That Council:-

 

1.   Note the RecycleSmart Report shown as attached as AT-1.

 

2.   Send a letter of thanks to RecycleSmart for undertaking the Pilot Recycling Study.

 

3.   Not extend the Pilot RecycleSmart Recycling Study.

 

 

 

 

 

 

 

Michael Mason

Executive Manager

Environmental Services Division

 

 

ATTACHMENTS:

AT‑1 View

RecycleSmart Report on Riverview Trial (July 2013)

15 Pages

 

 


Ordinary Council Meeting 19 August 2013

Policy on Payment of Expenses and Facilities to Councillors

 

 

Subject:          Policy on Payment of Expenses and Facilities to Councillors    

Record No:    SU834 - 37368/13

Division:         Corporate Services Division

Author(s):      Ian Naylor 

 

 

Executive Summary

 

The purpose of this report is to undertake community consultation on Council’s Policy on Payment of Expenses and Provision of Facilities to Councillors, as required by the Local Government Act 1993. 

 

Discussion

 

Section 252-253 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, give public notice for 28 days of the intention to adopt the policy and submit the adopted policy to the Division of Local Government by 30 November each year. 

 

Since the adoption of the policy last year, amendments have been made to the policy to reflect the resolution of Council of 19 November 2012 that “any reimbursement of expenses to Councillors be applied for within 5 years of the cost being incurred” and including in the policy the requirements for any overseas travel as required by the Division of Local Government’s guidelines. The amended policy dated 19 August 2013, is shown attached as AT-1.

 

Community Consultation

 

Statement of Intent

 

The consultation is designed to inform the community of the draft policy and seek feedback on the contents of the policy. Any comments received will be reviewed and evaluated to determine if any amendments to the draft policy are required.

 

Method

 

Level of Participation

Inform

Consult

Form of Participation

Open

Open

Target Audience

Lane Cove Community and community groups

Lane Cove Community

Proposed Medium

Advertisement and

eNewsletter

 

Public Exhibition,

Website Exhibition and Survey

 

Indicative Timing

August to September 2013

August to September 2013

 

 

 

 


 

RECOMMENDATION

 

That Council:-

1.    Endorse the Draft Policy on Payment of Expenses and Provision of Facilities to Councillors dated 19 August 2013 and shown attached as AT-1, for the purpose of public exhibition;

2.    Place the Draft Policy on public exhibition for 6 weeks and community consultation take place in accordance with the consultation strategy outlined in this report; and

3.    Receive a further report following the exhibition period to consider the results of the community consultation.

 

 

Craig Dalli

Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1 View

Draft Policy on Payment of Expenses and Facilities to Councillors

6 Pages

 

 

  


Ordinary Council Meeting 19 August 2013

4th Quarter Review of the 2012-2013 Delivery Program and Operational Plan

 

 

Subject:          4th Quarter Review of the 2012-2013 Delivery Program and Operational Plan     

Record No:    SU238 - 38168/13

Division:         Corporate Services Division

Author(s):      Ian Naylor 

 

 

Executive Summary

This report outlines the 4th Quarter progress towards achieving the projects listed in the adopted 2012-2013 Delivery Program and Operational Plan.  It is recommended that the report be received and noted.

Discussion

Council’s adopted 2012-2013 Delivery Program and Operational Plan details the projects proposed to be undertaken during this financial year in order to meet the goals and objectives of Lane Cove 2025 - Community Strategic Plan. Council reports quarterly on the progress towards completing these projects and achieving the targets for the adopted performance measurements. The 4th Quarter Review of the 2012-2013 Delivery Program and Operational Plan is shown attached as AT-1

 

The projects in the Quarterly Review are listed by the responsible Council Division and where the project has a completion date the ‘Action Status’ column graphically demonstrates the progress towards completion. The Review also includes a comment on the status of each project.

 

The Quarterly Review also provides a report on progress towards achieving the targets set for performance measurement for each Division of Council. A cumulative figure for performance measurement is shown so that performance can be tracked each quarter towards achieving the required target.

The highlights of the projects completed for the 4th quarter include:-

 

·    Street Tree Master Plan developed (April);

·    Shorefest Youth Festival conducted with five other councils (April);

·    Citizenship Awards Ceremony conducted (April);

·    Kindy Cove achieved an overall rating of Exceeding National Quality Standards (April)

·    Upgraded Facilities at Community Nursery (May);

·    Amended Community Strategic Plan, 2013-2017 Delivery Program and Operational Plan and 2013 update of the Long Term Financial Plan adopted (May);

·    Staff climate survey undertaken and feedback reviewed (May);

·    $442,552 of Financial Assistance Grants to Community Groups approved (May);

·    Expressions of Interest invited for Little Lane Development (June);

·    Stormwater Catchment Analysis undertaken (June);

·    Sustainability Mock Court Case held with Lane Cove Public School (June);

·    Rehabilitate Upper Stringybark Creek Stage 1 completed (June)

·    Sustainability Education Framework completed (June); and

·    Round 6 of Sustainability Grants Program approved (June).

 

 

RECOMMENDATION

 

That the 4th Quarter Review of the 2012-2013 Delivery Program and Operational Plan be received and noted.

 

 

 

 

 

Craig Dalli

Executive Manager - Corporate Services

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1 View

4th Quarter Review of 2012 - 2013 Operational Plan

58 Pages

 

 


Ordinary Council Meeting 19 August 2013

Council Snapshot

 

 

Subject:          Council Snapshot    

Record No:    SU220 - 40273/13

Division:         General Managers Unit

Author(s):      Millie Stephen 

 

 

Executive Summary

 

Attached for the information of Councillors is a review of Council’s recent activities, entitled Council Snapshot.  This report provides a summary of the operations of each Division.

 

 

RECOMMENDATION

 

That Council receive and note the report.

 

 

 

 

 

 

Craig Wrightson

General Manager

General Managers Unit

 

 

ATTACHMENTS:

AT‑1 View

Council Snapshot

54 Pages