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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.

 

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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.

 

Craig - GMYours 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.

5dd2ce6d-f5a4-449a-901b-12e9b5eef3b5@lanecove 74285140-7ff6-4d0d-b168-0f4a872e5265@lanecove

 

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