Agenda
Ordinary Council Meeting
15 October 2018
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, 48 Longueville Road Lane Cove on Monday 15
October 2018 commencing at 6:30pm. 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 Pam Palmer. 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 Executive Manager – Corporate
Services on 99113550.
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 15 October 2018
TABLE OF CONTENTS
DECLARATIONS
OF INTEREST
APOLOGIES
OPENING OF MEETING WITH PRAYER
ACKNOWLEDGMENT TO COUNTRY
NOTICE OF WEBCASTING OF MEETING
MATTERS
RECOMMENDED BY THE GENERAL MANAGER TO BE CONSIDERED IN CLOSED COMMITTEE
Confidential Items
1. Senior Staff Matter
It is recommended that the Council
close so much of the meeting to the public as provided for under Section 10A(2)
(a) of the Local Government Act, 1993, on the grounds that the matter will
involve the discussion of personnel matters concerning a particular individual;
it further being considered that discussion of the matter in open meeting would
be, on balance, contrary to public interest by reason of the foregoing.
public forum
Members of the public may address
the Council Meeting on any issue for 3 minutes.
CONFIRMATION OF
MINUTES
2. ORDINARY
COUNCIL MEETING - 17 SEPTEMBER 2018
Orders Of The Day
Notices of Motion
3. Restriction on Developer or Landowner Initiated
Planning Proposals During Planning Reviews
Officer Reports
for Determination
4. Ausgrid Precinct Plan for Vegetation
Management Around Powerlines
5. Financial Assistance for Gunnedah Drought
Relief
6. Sale of 22 Rosenthal Avenue, Lane Cove and
Aquisition of 162 Longueville Road, Lane Cove
7. Paving Adjacent to Properties on Rosenthal
& Birdwood Lane
8. Social Media Policy
9. Update on St Leonards Plaza Project
10. September 2018 Traffic Committee Meeting
11. Plastic Straw Reduction Program Strategy
12. Council Meeting Schedule - December 2018 and
2019
Officer Reports
for Information
13. Pecuniary Interest Returns 2018
14. Council Snapshot
Ordinary Council Meeting 15 October 2018
Restriction on Developer
or Landowner Initiated Planning Proposals During Planning Reviews
Subject: Restriction
on Developer or Landowner Initiated Planning Proposals During Planning
Reviews
Record No: SU3477 - 63128/18
Division: Lane
Cove Council
Author(s): Councillor
Pam Palmer; Councillor Scott Bennison
Lane Cove Council has been developing the
St Leonards South Master Plan to meet our long term housing targets.
Additionally and more recently, the State
Government has prepared a draft Land Use Infrastructure Plan (LUIIP) that
covers the greater Crows Nest / St Leonards area.
The Department of Planning has yet to
release this Plan and therefore Council has deferred consideration of any
planning for the St Leonards South area until after the release of the LUIIP.
The risk to the residents of St Leonards
South and Greenwich is that individual planning proposals may be lodged that
are inconsistent with Council’s St Leonards South Master Plan and the
LUIIP. Currently there is a lot of uncertainty for both residents of the areas
and developers.
Council recently resolved to call for a
moratorium on further residential planning proposals in the Lane Cove Local
Government Area. However this is not binding on the State Government who can
approve individual planning proposals via the District Planning Panel process.
What is needed is a change in to the
process that prevents planning proposals being lodged with respective consent
authorities whilst there are existing State and/or Local Government planning
studies and/or planning proposal being developed and/or considered. The NSW
Government should support this, as developer or landowner initiated planning
proposals were originally justified on the basis that there may be anomalies or
opportunities not being addressed by councils. Clearly this is not the case if
a review of planning for an area is in progress.
|
RECOMMENDATION
That Council write to the Minister of
Planning, the Hon Anthony Roberts MP and request that he introduce changes
that prevent developer or landowner initiated planning proposal(s) being
lodged for a site while there are existing State and/or Local Government
planning studies and/or planning proposals being developed and/or considered.
|
Councillor Pam Palmer
Councillor
Councillor Scott Bennison
Councillor
ATTACHMENTS:
There are no supporting documents for this report.
Ordinary Council Meeting 15 October 2018
Ausgrid Precinct Plan
for Vegetation Management Around Powerlines
Subject: Ausgrid Precinct Plan for Vegetation Management Around
Powerlines
Record No: SU3912 - 62036/18
Division: Open Space and
Urban Services Division
Author(s): Jeff
Culleton
Executive Summary
Council in collaboration with Ausgrid has drafted a Plan for
Vegetation Management Around Powerlines for Lane Cove Local Government
Area (LGA) (attached at AT-1), in particular the trimming of street
trees around powerlines. The vegetation management engagement program
sought to understand community interests and Ausgrid’s processes and
procedures. It develops a shared understanding of the need for tree
trimming and future improvements in the way Ausgrid performs works within the
LGA. Ausgrid is also working to introduce no-go-zone authorisations process and
is working with local councils to co-design a scheme for investment initiatives
related to vegetation management. This report outlines the results of the
consultation process and recommends Council to formally adopt the plan.
Background
In 2015, in response to an increase in customer complaints
related to vegetation management around power assets, Ausgrid engaged Aurecon
to conduct a stakeholder and community engagement program for its vegetation
management around power assets.
There are 33 local councils in New South Wales which fall
within Ausgrid’s area, each with different concerns, needs and priorities
relating to vegetation management around power assets. Subsequently, Ausgrid is
working with each council across its network to develop a customised plan for
each LGA to localise its approach and improve tree trimming and vegetation
management outcomes.
Discussion
Over the years there have been many occasions where tree
pruning activities have been substandard. More recently electricity line
maintenance on Roslyn St, Lane Cove North was carried out by Ausgrid in June
2018 which resulted in the removal of three out of four large endemic trees to
the Lane Cove area. Council and the Bushland Management Advisory
Committee (BMAC) were concerned with the process as there was little
consultation with Council or the local community that these large trees were to
be removed as part of routine electricity line maintenance.
This incident was the catalyst
for Ausgrid to engage with Council to develop a vegetation management precinct
plan. Council provided feedback regarding Ausgrid’s tree trimming
practices around the LGA, demonstrating an interest in the issue of vegetation
management.
The
following concerns were raised:-
· Poor
Contractor communication. Council indicated that this needed to be improved;
· No
go zone process results in complaints from the community. What is the no go
zone process? Council to be given approval to undertake trimming works around
powerlines;
· Style
of pruning leads to complaints from the community; and
· Tree
removals, in particular given the regulatory controls in place.
Ausgrid and Council agreed to
work together to improve vegetation management outcomes around the network.
These opportunities have been identified as follows:-
· Aerial
Bundle Cable (ABC);
· No
go zones;
· Data
Sharing;
· Customer
communication;
· Removal
and replacement; and
· Ongoing
engagement with Council including Annual Strategic Meeting and Pre-works
meetings.
This plan outlines a proposed approach to managing
vegetation in the Lane Cove LGA area that considers local factors. The
primary objectives of this plan will serve to:-
1. Enable
Ausgrid to proactively understand and respond to Council’s issues and
concerns relating to vegetation management, specific
needs and priorities;
2. Work
closely with Council on preferred solution options that consider local factors
and requirements;
3. Facilitate
ongoing engagement and relationship building with Council; and
4. Share
relevant information about Council and Ausgrid and their respective vegetation
management programs.
Community Consultation
Statement of Intent
The consultation is designed to inform community of the
Ausgrid Precinct Plan for Vegetation Management around Powerlines Any comments
received will be reviewed and evaluated to determine whether any revisions are
required to the Plan prior to adoption. The
Draft Plan will be available through Council website, the Lane Cove Civic
Centre, Lane Cove Library and Greenwich Library.
Method
|
Level of Participation
|
Inform
|
Consult
|
|
Form of Participation
|
Open
|
Targeted
|
|
Target Audience
|
Lane Cove Community
|
Advisory Committees and Community Groups
|
|
Proposed Medium
|
Public Exhibition, Newspaper
Advertisement, Email,
Website Exhibition
|
Notification letters to
relevant committees and community associations
|
|
Indicative Timing
|
Oct – Dec 2018
|
Oct - Dec 2018
|
Conclusion
It is recommended that the
attached Draft Vegetation Management Around Power Lines Local Government Area
Lane Cove Council 2018 (“Precinct Plan”) be placed on public
exhibition.
It should be noted that this plan is a non-statutory, shared
document that is intended for use by Council and Ausgrid, and their respective
vegetation management contractors. It needs to be read in conjunction with
Ausgrid’s Network Standard for Vegetation Management (NS179) and Tree
Safety Management Plan as well as relevant legislation (Refer to Section 4.1
Regulatory Environment)
|
RECOMMENDATION
That:-
1. Council
adopt the Draft Local Government Area Plan - Vegetation Management around
Powerlines - Lane Cove Council 2018 be adopted for the purpose of
public exhibition;
2. The
Draft Local Government Area Plan - Vegetation Management around
Powerlines - Lane Cove Council 2018 be placed on public exhibition for
a period of six (6) weeks and consultation take place in accordance with the
Consultation Strategy outlined in the report; and
3. A
further report is submitted to Council following the exhibition period, to
consider the final Plan for adoption.
|
Martin Terescenko
Executive Manager - Open Space and Urban Services
Open Space and Urban Services Division
ATTACHMENTS:
|
AT‑1View
|
DRAFT Local Government Area Plan - Vegetation
Management Around Powerlines - Lane Cove Council 2018
|
16 Pages
|
|
Ordinary Council Meeting 15 October 2018
Financial Assistance for
Gunnedah Drought Relief
Subject: Financial Assistance for Gunnedah Drought Relief
Record No: SU2765 - 61917/18
Division: Human Services
Division
Author(s): Corinne
Hitchenson
Executive Summary
A Mayoral Minute at the August Council
Meeting identified a number of ways in which Lane Cove Council could show its
support for its drought-affected Sister City, Gunnedah. One such step was
a proposed $5,000 in financial assistance to the Gunnedah region. This report
summarises the 20 submissions received during the 28 day notification period
and as some submissions contained objections, Council is to determine if the
donation should proceed.
Background
The Mayoral Minute of the August Council
Meeting detailed the Sister City relationship with the Gunnedah Shire which
Council established following the drought-relief efforts of late 2002. Since
then, the two regions have been developing their ties, through reciprocal
visits and communications.
Now, once again, Gunnedah is in the grip of a severe
drought, one that encompasses all of NSW. Council acknowledges that
Federal and State support is available to assist farmers. It was proposed
at the August Council Meeting that Lane Cove Council provide $5,000 in
Financial Assistance specifically to the Gunnedah region. Council also resolved
to investigate other methods of assistance which included Lane
Cove residents hosting affected families for a short period of time and
organising volunteers to assist with farm work such as marking,
feeding, shearing, fencing etc.Council has made initial enquires with
Lane Cove Rotary and further discussions will be taking place in order for
Council to facilitate this assistance.
Other councils in the Northern Sydney region have nominated
the below ways to show their financial support of drought relief:
|
Hornsby Shire Council
|
Charities nominated by Leeton and Snowy Valleys
councils ($5,000)
|
|
NSW Country Women’s Association Drought Aid
Appeal (up to $5,000 based on parking revenue)
|
|
Hunters’ Hill Council
|
Partnering with Rock the Hall Dance Fundraiser
(tickets $65 each);
|
|
Mosman Council
|
New
England Northwest Drought Appeal (public donations at events)
|
|
North Sydney Council
|
N/A no support
|
|
Ku-ring-gai Council
|
The Big Dry Drought Appeal ($10,000)
and Salvation Army ($5,000);
|
|
Ryde Council
|
Buy a Bale ($20,000) plus public
donations ($2,200)
|
|
Willoughby Council
|
Gwydir Shire Sister City ($10,000)
|
Following consultation with Gunnedah Shire
Council it was identified that the Rotary Club of Gunnedah would be an
appropriate local community group for Lane Cove to support.
As a result Council placed a notice
regarding proposed funding in accordance with Section 356 of the Local
Government Act 1993. The notice was for a period of 28 days from 16 August
– 17 September 2018.
During this time Council also supported the
Gold for Gunnedah campaign by providing donation points at the Lane Cove Civic
Centre, Lane Cove Library and at the Coffee Carnevale event. Staff also held a
fundraiser and together close to $800 was raised through these donations.
Discussion
20 submissions were received during the
consultation period. In total there were three (3) objections and 17
submissions of support with some areas of clarification requested. The summary
is as follows:
|
Comment
|
Number
of Respondents
|
|
Support
|
13 submissions were in support of the
proposed $5,000 assistance.
|
|
Support with request to increase
funds
|
2 submissions were in support of
financial assistance but felt it should be higher than $5,000.
|
|
Support with request to confirm use
of funds
|
2 submissions supported the donation
as long as its end use was confirmed as going to farmers rather than other
Rotary Club activities
|
|
Objection
|
3 objections
were received and are summarised below:
1. One
objection related to the destruction of land by farmers and identified
farming as a business that rendered it not suitable to be supported in this
way.
2. Another
objection highlighted drought as a Federal issue which should be the
responsibility of those designated to assist the area. They cited their
disappointment that local community groups did not receive some funding for
activities and that Council funds would be more appropriate if designated at
the local level.
3. The
third objection was to Council funds not being spent within the Lane Cove
LGA.
|
A variety of approaches have been taken by
neighbouring councils with larger councils such as Willoughby, Hornsby,
Ku-ring-gai and Ryde committing to $10,000 (Willoughby and Hornsby), $15,000
(Ku-ring-gai) and $20,000 (Ryde) in financial assistance. Smaller councils such
as Hunters’ Hill and Mosman have committed to assist local fundraising
initiatives while North Sydney has not committed to any funds.
Lane Cove Council’s scale of donation
is in-line with the scale of the Council area with some residents feel this is
not enough while others object to any funds at all. Council has supported the
community-led Gold for Gunnedah initiative and encouraged staff to donate to
the cause in addition to any funds committed to by Council.
Conclusion
Council’s $5,000 proposed financial
assistance is less than the financial assistance of larger councils however
sits appropriately above the non-financial assistance of smaller councils.
Given the Sister City relationship with Gunnedah it was Council’s intent
to demonstrate our commitment through a range of initiatives with financial
assistance being just one of the options.
|
RECOMMENDATION
That Council:-
1. Determine
if it will proceed with the $5,000 assistance to the Rotary Club of Gunnedah;
and
2. Request
details from the Rotary Club to confirm expenditure of funds.
|
Jane Gornall
Executive Manager - Human Services
Human Services Division
ATTACHMENTS:
There are no supporting documents for this report.
Ordinary Council Meeting 15 October 2018
Sale of 22 Rosenthal
Avenue, Lane Cove and Aquisition of 162 Longueville Road, Lane Cove
Subject: Sale of 22 Rosenthal Avenue, Lane Cove and Aquisition of 162
Longueville Road, Lane Cove
Record No: SU2890 - 48927/18
Division: General Managers
Unit
Author(s): David
Stevens
Executive Summary
Council currently owns the property at 22
Rosenthal Avenue (Lot 45B in Deposited Plan 413868), currently operated by the
proprietor La Europa T/A Unwined Café. La Europa has approached
Council to purchase the site. Council engaged an independent valuer, Property
Logic, who determined the value and La Europa has agreed to purchase the
property at valuation. The property is not considered strategic and is not
required for the Rosenthal Project. By selling the property it provides Council
with the opportunity to fund the acquisition of a more strategic site, 162
Longueville Road (Lot B in Deposited Plan 335501) which
would complete Council’s ownership of the entire block from the Living
and Learning Centre to Central Avenue. It is
recommended Council proceed with the sale and commence negotiations to acquire
162 Longueville Road.
Background
22 Rosenthal Avenue is valued at $541,000
(after depreciation) on Council’s Asset Register and lies adjacent to the
Rosenthal Project. La Europa T/A Unwined Café has been a tenant of Council since 2011 and is
currently paying rent in the amount of $80,300 per annum. Council has received
an approach by La Europa to purchase the property.
Discussion
The site is 101sqm and is classified as
Operational Land under the Local Government Act, therefore there are no
restrictions on its disposal if Council chooses. The purchase or sale of land
by Council is not subject to the tendering requirements of the Local Government
Act 1993, specifically s55(3)(d).
In order to dispose of the property through
direct sale, it is appropriate to ensure any transaction is at full market
value. Accordingly, Council engaged an independent
valuer, Property Logic, to undertake a valuation which has been circulated
separately to Councillors. Whilst La Europa’s expectations were
originally below valuation, after negotiation La Europa has adjusted their
offer to purchase the site at valuation, being $1.65M.
The site itself is not considered to have
strategic value to Council, particularly as it has no frontage to the Plaza.
Prior to its current use, the main part of the building was operated as a
commercial art gallery, the exact reason for its original acquisition is not
known. Cove Craft (a co-op like group selling craft items on consignment for
members) separately leases a small section of the building on a month to month
basis for $3,267 per annum and have been in operation at the site for 40 years.
To the best of Council’s knowledge, there is currently only minimal local
resident participation in the group. La Europa has
indicated they do not intend to make any changes to the lease arrangement in
the short-term.
The sale of the site provides an
opportunity for Council to consider the acquisition of a more strategic site
being 162 Longueville Road, the current Ray White Real Estate office on the
corner of Central Avenue. As shown in the following plan, Council
owns all property comprising 4333 sqm between the Living and Learning
Centre and Central Avenue, excluding 162 Longueville Road,
The subject
site is approximately 315sqm and is listed in Council’s local heritage
register (Item I175 – “Retail Building”) and zoned “B2
Local Centre”: Its Heritage significance is recorded as follows:- “Single
storey brick shop in corner position with corner entry and parapets to side
street. Tiled façade and corner column. Interesting
pyramidal Marseille tiled roof. Tuck pointed brick shop front –
later rear addition. A relatively intact group of corner shops relating to each
other in form and design. These contain the entry into the shopping
precinct and establish the form and scale for the rest of the precinct.
Demonstrates the historic theme of suburban consolidation for the period
1920-1945”. (It should be noted the current sandstone facade is not
original.) This listing, subject to further examination would not preclude
redevelopment at a future stage.
As Council does
not have a current specific timeframe for use of the site it is proposed to
initially seek an option for purchase or extended delayed settlement for a
number of years.
Conclusion
The property at
162 Longueville Road is of high strategic value and
importance to Council due to their location abutting 164-180 Longueville Road
(Living and Learning Centre, Gallery Lane Cove and Creative Studios). Proceeds
derived from the sale of 22-24 Rosenthal Avenue provide Council with a unique
opportunity to consolidate its property portfolio and greater capacity to
expand upon its community service delivery.
|
RECOMMENDATION
That:-
1. Council accept the offer to purchase 22
Rosenthal Avenue (Lot 45B in Deposited Plan 413868), from La Europa at full market
valuation;
2. The sale proceeds be transferred to Council’s
Property Acquisition Reserve; and
2. Council commence negotiations with the owner
to acquire 162 Longueville Road, Lane Cove .
|
Craig Wrightson
General Manager
General Managers Unit
ATTACHMENTS:
There are no supporting documents for this report.
Ordinary Council Meeting 15 October 2018
Paving Adjacent to
Properties on Rosenthal & Birdwood Lane
Subject: Paving Adjacent to Properties on Rosenthal & Birdwood
Lane
Record No: SU6222 - 62768/18
Division: General Managers
Unit
Author(s): Jessica
Quilty; Craig Wrightson
Executive Summary
As part of the Rosenthal Project, Council
has the opportunity to upgrade the paving on private land adjacent to Rosenthal
and Birdwood Lanes. As this upgrade will be carried out on private land,
Council will need agreement by all property owners in order for the works to
take place. The current state of the paving is in quite poor condition and this
upgrade would provide improved pedestrian access and mobility for the public
and therefore it is proposed that Council meet the cost where it is clearly a
public benefit. It is also proposed to offer to further extend the paving onto
the property should the property owner request, provided the owner meets the
cost.
Discussion
As part of the Rosenthal Project Rosenthal
and Birdwood Lanes will be repaved to provide a pedestrian friendly shared
zone. In Birdwood Lane, the extent of the works currently extends from the
existing eastern kerb to the west and in Rosenthal Lane from the Southern kerb
to the north.
The remaining pavement along Rosenthal and
Birdwood Lanes is privately owned and in the majority of areas is in poor
condition as can be seen below. Whilst it is private land, the function of this
space is to provide a pedestrian thoroughfare. The improvements to pedestrian
access and surrounding amenity would ultimately also be of benefit to local
businesses.
Once the proposed works by Council for
Rosenthal and Birdwood Lanes proceeds, there will be a large disparity between
the standard of the areas, which is undesirable from an aesthetic and
pedestrian safety perspective. To address this it is proposed to re-pave
the footpath from the kerb to the façade of the building (subject to negotiation
with individual owners on specific building lines).
Existing
Proposed
To ensure a uniform outcome it is intended
for Council to cover the cost for the public domain footpath component, however
if an owner wishes to continue the paving beyond the building line then full
cost recovery will apply. Council will need agreement of all property owners in
order for works to commence.
Under s67 of the Local Government Act
provides for this to occur:-
“1. A council may,
by agreement with the owner or occupier of any private land, carry out on the
land any kind of work that may lawfully be carried out on the land.
Examples of the
kind of work that a council might carry out under this section include:
• paving
and roadmaking
• kerbing
and guttering
..
(2) A
council must not carry out work under this section unless:
(a) it proposes to charge
an approved fee for carrying out the work as determined by the council in
accordance with Division 2 of Part 10 of Chapter 15, or
(b) if it proposes to charge an
amount less than the approved fee, the decision to carry out the work is made,
and the proposed fee to be charged is determined, by resolution of the council
at an open meeting before the work is carried out.
(3) A council must include
details or a summary of any resolutions made under this section and of work
carried out under subsection (2)(b) in its next annual report.
(4) A report of work to which
subsection (2)(b) applies must be given to the next meeting of the council
after the work is carried out specifying:
• the person for whom the work was carried out
• the nature of the work
• the type and quantity of materials used
• the charge made for those materials
• the total of the number of hours taken by each
person who carried out the work
• the total amount charged for carrying out the
work (including the charge made for materials)
• the reason for carrying out the work.”
The estimated costs for these works are
$565,608, which is currently unfunded. The works will not be undertaken in the
current year’s budget, therefore funding options would be considered in
the 2019/20 Budget.
Conclusion
The proposed re-paving of the public domain
footpath along Rosenthal and Birdwood Lanes would
provide great benefits to the overall amenity and pedestrian access to the
surrounding area Council will need to obtain owner approval for the works to
commence and it is proposed that Council meet the costs and comply with s67 of
the Local Government Act.
|
RECOMMENDATION
That:-
1. Council
seeks agreement from the owners of properties along Rosenthal and Birdwood
Lanes to carry out paving works to the private land public domain areas
fronting the Lanes at Council’s cost, to improve the aesthetics of the
area and improve pedestrian safety;
2. Funding
for the works be considered in the 2019/20 Budget; and
3. A
further report be submitted to Council once the works are carried out.
|
Craig Wrightson
General Manager
General Managers Unit
ATTACHMENTS:
There are no supporting documents for this report.
Ordinary Council Meeting 15 October 2018
Social Media Policy
Subject: Social Media Policy
Record No: SU6840 - 61828/18
Division: Human Services
Division
Author(s): Corinne
Hitchenson
Executive Summary
At its August meeting,
Council resolved to consult with the community on its Draft Social Media
Policy. The Policy aims to provide a consistent approach throughout Council to
ensure online social media interactions are managed appropriately, and in a
timely manner.
This report summarises
the results of the public consultation that took place over a six (6) week
period. It recommends that the Social Media Policy be adopted by Council.
Background
Council has identified
social media as a tool to help the community engage with the people, places and
services that help them feel connected with Lane Cove. The Social Media
Policy provides clear guidance on Councillor, Staff and community interactions
and provides more specific directions to help complement Council’s Code
of Conduct.
At
its August 2018 Council resolved to:-
1. Adopt for the purpose of public
exhibition, the Draft Social Media Policy attached as AT-1;
2. Council undertake community
consultation for a period of six (6) weeks as per the consultation strategy
outlined in the report; and
3. Following public exhibition,
the Draft Social Media Policy together with a report on any
submissions received, be considered by Council
Following the meeting
Council placed the Social Media Policy on exhibition from 30 August to 10
October 2018. Consultation methods utilised included an
advertisement in the North Shore Times on 30 August 2018, public exhibitions at
the Civic Centre, Lane Cove Library and Greenwich Library, an online exhibition
and an eNewsletter sent to over 6,100 recipients.
Discussion
Council received two
(2) submissions relating to the Social Media Policy. One (1) submission
requested Council live stream its Council meetings via its website. Staff
confirmed that this has been available since 2013 via Council’s website
and that meetings will continue to be made available to the public. The
resident making this submission was advised of this information.
The second submission
provided feedback on the need to manage the risk of social media rather than
reduce the risk as there is an inherent risk in undertaking engagement on
social media. It also pointed out that the draft policy wording did not make it
clear that Council would receive direct messages via social media as it only
referred to email, phone and face to face mechanisms. Council had intended to
encourage use of direct messages to gather the relevant information needed to initiate or
help manage a customer service request. Council’s Social Media Policy has
been updated to reflect these suggestions.
In addition this submission asked for clarification as to
whom the following statement applied to
“Any content published about Lane Cove Council must not
denigrate Council or its functions; breach confidentiality; or contain
information not already in the public domain. Online content must not have the
capacity to damage the Council’s reputation or contain content about
Council which may be misleading or deceptive”.
This appeared under
the Councillors and Staff section of the Draft Policy and it is suggested that
no change be made to this section of the Policy. Council is aware that any
social media page will be an important tool for community feedback and
therefore has clearly defined under 4.3 the means by which any public comments
would be administered.
This submission was
in support of a tool that allows more sharing of information about the latest
activities of Council to reduce the reliance on traditional tools such as
media, newsletters and Council minutes.
In addition,
Councillors have confirmed that any new social media page would be administered
by Council staff and will not be a platform for Councillor content to be
distributed.
The Social Media Policy has been updated to
reflect the changes discussed above and is included as AT-1.
Conclusion
In adopting a Social
Media Policy Council will proactively manage the various risks and expectations
associated with an increased social media presence. This will ensure a
consistent approach to the wide variety of opportunities that social media
presents in helping to create a liveable Lane Cove.
|
RECOMMENDATION
That Council adopt the Social Media Policy dated 15
October 2018
|
Jane Gornall
Executive Manager - Human Services
Human Services Division
ATTACHMENTS:
|
AT‑1View
|
Policy HS 09 Social Media Policy
|
4 Pages
|
|
Ordinary Council Meeting 15 October 2018
Update on St Leonards
Plaza Project
Subject: Update on St Leonards Plaza Project
Record No: SU7134 - 60402/18
Division: General Managers
Unit
Author(s): Richard
Alder; Craig Wrightson
Executive Summary
The purpose of this report is to update
Council on the progress of the St Leonard’s Plaza Project. Council has
reached a stage where further consultants are required to document the proposed
contractual arrangements with TfNSW and develop a Project Strategy and Plan for the project. The value of these contracts will exceed
the $500,000 budget allocation for 2018/19.
Council’s approval is sought to vary the budget prior to the award of the
Tender for the contracts under Delegated Authority. This project is funded via
Voluntary Planning Agreements and Developer Contributions from projects within
the precinct. It is recommended Council approve a budget variation of an
additional $1.5M and receive a further report at the
appropriate time to determine whether or not to proceed with the project.
Background
The St Leonards Strategy, adopted by
Council in December 2006, established a public domain vision for the St
Leonards Commercial Core precinct that would create an identifiable
‘sense of place’. This included the development of a new community
focal point for St Leonards, a new Bus Rail Interchange and Plaza to be
constructed over the rail corridor. Council engaged an urban design expert to
develop the vision into a buildable idea, and Council commenced along a pathway
of consultation and negotiation with numerous State departments to gain support
and approval for the idea.
Council between 2012 and 2015 had high
level discussions and negotiations with senior officers from Transport for NSW
(TfNSW) and politicians, seeking approval to undertake the necessary
investigations and prepare detailed designs to deliver the project.
In 2015 Council
adopted the St Leonards Public Domain Master Plan in order to provide a clear
strategic framework for the provision of major public domain spaces and
community connectivity in St Leonards. Council also
engaged contractors to undertake the preliminary design for the St Leonards
Plaza. This work then allowed the preparation of a high level estimate for the
project, which was developed by Quantity Surveyors in conjunction with TfNSW in
2016, which was the basis for proving the high level viability of the project.
In 2017, TfNSW agreed that Council should
prepare formal proposal for the project for consideration. Before contractually
committing to the project both TfNSW and Council require further documentation
of the design, delivery methods, allocation of project responsibility and risk,
funding and timing. To complete this work, further consultants are required
which will exceed the $500,000 budget allocation for 2018/19. As outlined later
in the report, funding for this project is via Voluntary Planning Agreements
and Developer Contributions, of which $36M has been collected against a total
estimate of $86.9M.
Discussion
1. Appointment of Lawyers
Maddocks
Lawyers were appointed on 24/5/2018 following a RFQ. Their initial role is to
document a terms sheet acceptable to Council and TfNSW. As part of this process
Council is required to pay the legal fees for TfNSW associated with the review
and agreement of the Terms Sheet. Following a tender process, TfNSW
requested that Ashursts be appointed, which has been agreed. TfNSW have
indicated that these lawyers will also represent RailCorp and Sydney Trains in
this appointment.
Maddocks issued on 9 August 2018
a Draft Terms sheet to TfNSW for comments. The next steps are
to receive TfNSW’s response to the Term Sheet and to prepare the draft
Development Agreement.
Maddocks have
also prepared a draft Agreement with Loftex, the developer of 1-13a Marshall
Avenue. This agreement seeks to secure public access rights to the lift
installed in the North East corner of the building, which could ultimately
provide lift access from Marshall Lane to the Plaza level. It is proposed to
have this agreement in place prior to the Loftex development being completed
and responsibilities being transferred to a strata management company.
2. Appointment of Probity Advisors
O’Connor
Madsen (OCM) Probity consultants were appointed on 20/8/2018 following a RFQ
. OCM are currently preparing the Probity Plan for the project.
3. Appointment of Consultant Project Manager
Tender have
been called for a Consultant Project Manager, who will be responsible for
organising further structural design development and ultimately construction of
the project. The awarding of this tender will exceed the $500,000 budget allocation for 2017/18. The Project Manager will
develop a Project Strategy in consultation with Council that will include-:
a. A Project Delivery Plan,
including Project Management Plan;
b. Proposed delivery method
(Design and Construct, Early Contractor Engagement; Management Contracting
etc);
c. Project approvals pathway (in
conjunction with appointed lawyers, Maddocks); and
d. Advice on appointment of any
further specialist consultants.
The tender
contract allows for Council to cease the contract should ultimately Council
make a decision not to proceed with the project. This report recommends a
budget variation to accommodate the proposed expenditure to facilitate awarding
of the Tender under delegated authority.
4. Project Funding
Since 2014, Council has entered into four
Voluntary Planning Agreements as a means of funding the proposed Plaza. The
Voluntary Planning Agreement with the 88 Christie Street development provides
for the Developer to construct the section of the plaza over Lithgow Street in
conjunction with the new library. Council will need to fund the remainder of
the Plaza over the rail corridor and the North/South section of Marshal Lane.
The following outlines the sources of funds for the Plaza project:-
|
Address
|
Cash VPA
|
Received
|
s94
|
Received
|
Status
|
|
1
|
500 - 504 Pacific Highway St Leonards
|
$21,150,000
|
Est.
|
$7,342,963
|
$7,342,963
|
Under construction
|
|
2
|
472 - 494 Pacific Highway St Leonards
|
$16,947,598
|
$8,473,799
|
$8,697,527
|
$8,697,527
|
Under
construction
|
|
3
|
75-79 Lithgow St and 84-90 Christie St,
St Leonards
|
$6,100,000
|
Est.
|
$13,850,768
|
Est.
|
DA being
assessed
|
|
4
|
1 -13A Marshall Avenue St Leonards
|
$7,967,700
|
$7,967,700
|
$4,842,000
|
$3,776,900
|
Under
construction
|
|
Total
|
$52,165,298
|
$16,441,499
|
$34,733,258
|
$19,817,390
|
$86,898,556
|
Conclusion
The St Leonards Plaza project has developed
over a long period of time to the point where final documentation of the
design, delivery methods, allocation of project responsibility and risk,
funding and timing is warranted. This will require additional expenditure in excess
of the 2018/19 Budget allocation, but will provide Council with the necessary
information to make a final decision on whether to proceed with the project.
This project is funded via Voluntary
Planning Agreements and Developer Contributions from projects within the
precinct. It is recommended Council approve a budget variation of an additional
$1.5M to the 2018/19 Budget.
|
RECOMMENDATION
That Council -
1. Receive and note the report;
2. Approve a variation to the 2018/19 Budget
Allocation for the St Leonards Public Domain of $1.5M;
3. Note the contracts awarded in respect of the
project and the proposed appointment of a Consultant Project Manager; and
4. Receive a further report at the appropriate
time to determine whether or not to proceed with the project.
|
Craig Wrightson
General Manager
General Managers Unit
ATTACHMENTS:
There are no supporting documents for this report.
Ordinary Council Meeting 15 October 2018
September 2018 Traffic
Committee Meeting
Subject: September 2018 Traffic Committee Meeting
Record No: SU1326 - 62334/18
Division: Open Space and
Urban Services Division
Author(s): Santosh
Rai
Executive Summary
The Lane Cove Traffic Committee Meeting was
held on Tuesday, 18 September 2018. The Agenda is included as AT-1. The
Traffic Committee recommendations are shown in the Minutes of the Meeting,
included as AT-2.
|
RECOMMENDATION
That Council adopts the recommendations
of the Lane Cove Traffic Committee Meeting held on Tuesday, 18 September
2018.
|
Martin Terescenko
Executive Manager - Open Space and Urban Services
Open Space and Urban Services Division
ATTACHMENTS:
|
AT‑1View
|
AGENDA - Traffic Committee - September 2018
|
12 Pages
|
|
|
AT‑2View
|
MINUTES - Traffic Committee - September 2018
|
14 Pages
|
|
Ordinary Council Meeting 15 October 2018
Plastic Straw Reduction
Program Strategy
Subject: Plastic Straw Reduction Program Strategy
Record No: SU6943 - 61422/18
Division: Environmental
Services Division
Author(s): Fiona
McCleary
Executive Summary
At its Ordinary Meeting of 17 September 2018 Council
resolved to develop a plastic straw reduction program to assist local
businesses in reducing the use of single use plastics. Council also resolved to
phase out single use plastics at Council run events and this program will run
parallel with the initiative. As part of this review it has been identified
that Council can provide support to businesses to encourage the use of more
environmentally friendly alternatives to single use plastic straws.
Following the completion of a survey of all local food and
beverage businesses to ascertain what types and sizes of straws are used, a
selection of environmentally friendly alternatives will be sourced and given to
the businesses to trial. The trial will be funded by the Love Where You
Live program with a budget of $1,000 being allocated to provide the eco-straws
to the businesses for free.
Discussion
Council at its meeting 17 September
2018 resolved:-
“that a report come back
to Council on a plastic straw reduction program accessible by local businesses
funded by the Love Where You Live program.”
It is proposed that as part of
educating retailers and raising awareness of the adverse impacts of single use
plastic straws and readily available alternatives, a survey of straw use in the
153 food outlets in the LGA will be undertaken to ascertain the types of straws
currently used by local businesses and offer suggestions on cost effective
alternatives that meet the needs of their business operations, as well as being
more environmentally responsible.
Environmentally friendly straws
made from paper will be purchased via the Love Where You Live campaign to the
value of $1,000. These straws will be provided to food outlets and
accompanied with an awareness and education campaign to encourage food outlets
to phase out single use plastic straws.
The program will also be used to
start a discussion about other single use plastics and types of packaging that
can be used to compliment their business operations, but also help promote
their businesses as being environmentally responsible.
Staff will also seek to use the
principles of the NSW Environmental Protection Agency Bin Trim Program (AT-1)
to offer advice on waste reduction and cost saving strategies that most
businesses are able to use.
|
RECOMMENDATION
That:-
1. The report be received and noted; and
2. A further report outlining the findings and
results of the straw reduction program be presented to Council for the March
2019 meeting.
|
Michael Mason
Executive Manager
Environmental Services Division
ATTACHMENTS:
|
AT‑1View
|
Bin Trim Brochure
|
4 Pages
|
|
Ordinary Council Meeting 15 October 2018
Council
Meeting Schedule - December 2018 and 2019
Subject: Council Meeting Schedule - December 2018 and 2019
Record No: SU1915 - 58775/18
Division: Corporate Services
Division
Author(s): Kirsty
Beram
In December 2017 Council adopted the Ordinary Council
Meeting Schedule for 2018 which included a meeting date of Monday, 10 December 2018. It is proposed that this date be
amended and the December Ordinary Council Meeting be held on Monday, 3 December
2018.
The Ordinary Council Meeting Schedule for 2019 is proposed
as follows:-
|
Monday, 18 February 2019
|
|
Monday, 19 August 2019
|
|
Monday, 18 March 2019
|
|
Monday, 16 September 2019
|
|
Monday, 15 April 2019
|
|
Monday, 21 October 2019 *
|
|
Monday, 20 May 2019
|
|
Monday, 18 November 2019
|
|
Monday, 17 June 2019
|
|
Monday, 2 December 2019
|
|
Monday, 22 July 2019 #
|
|
|
* Subject to change depending on
scheduling of the 2019 LGNSW Annual Conference.
# 4th Monday of the month due to July school
holidays
No meetings are scheduled for January 2019.
If required an Inspection Committee will meet on the
Saturday preceding the Ordinary Council Meeting.
|
RECOMMENDATION
That the amended meeting date for December 2018 and the
Council Meeting Schedule for 2019 be adopted.
|
Kirsty Beram
Acting Executive Manager - Corporate
Services
Corporate Services Division
ATTACHMENTS:
There are no supporting documents for this
report.
Ordinary Council Meeting 15 October 2018
Pecuniary
Interest Returns 2018
Subject: Pecuniary Interest Returns 2018
Record No: SU2095 - 58428/18
Division: Corporate Services
Division
Author(s): Kirsty
Beram
Executive Summary
The purpose of this report is to table the Pecuniary
Interest Returns of Designated Staff and Councillors as required by the Local
Government Act 1993. This report recommends that Council notes the
tabling of these returns.
Discussion.
Section 449(3) of the Local Government Act 1993 (“LG
Act”) requires Designated Staff and Councillors holding these positions
as of 30 June 2018 to lodge a “Disclosures by Councillors and Designated
Persons Return” to the General Manager by 30 September 2018.
Conclusion
All returns for Designated Staff and Councillors in office
as at 30 June 2018 have been submitted.
|
RECOMMENDATION
That Council note the tabling of Pecuniary Interest
Returns of Designated Staff and Councillors for the return period 1 July 2017
till 30 June 2018.
|
Kirsty Beram
Acting Executive Manager - Corporate
Services
Corporate Services Division
ATTACHMENTS:
There are no supporting documents for this
report.
Ordinary Council Meeting 15 October 2018
Council Snapshot
Subject: Council Snapshot
Record No: SU220 - 61789/18
Division: General Managers
Unit
Author(s): Craig
Wrightson
Executive Summary
Attached for the information of Councillors
is a review of Council’s recent activities. This report provides a
summary of the operations of each Division for September 2018.
|
RECOMMENDATION
That the report be received and noted.
|
Craig Wrightson
General Manager
General Managers Unit
ATTACHMENTS:
|
AT‑1View
|
Council Snapshot - September 2018
|
44 Pages
|
|