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Agenda

Ordinary Council Meeting

16 September 2019

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 16 September 2019 commencing at 6:030pm. 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. To speak at a public forum you must register your details with Council by 5:00pm on the day of the Council meeting at which you will be speaking.  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 (02) 9911 3550.

 

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 16 September 2019

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

 

public forum

 

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

 

CONFIRMATION OF MINUTES

 

1.      ORDINARY COUNCIL MEETING - 19 AUGUST 2019

 

Mayoral Minutes

 

2.      Mayoral Minute - Boarding Houses

 

3.      Mayoral Minute - St Leonards South Update  

 

Notices of Rescission

 

4.      Notice of Rescisson - St Leonards South Update - Outcome of Independent Commission Findings

 

Orders Of The Day

 

Notices of Motion

 

5.      Notice of Motion  - St Leonards South Update - Outcome of Independent Planning Commission   

 

6.      Notice of Motion - Moratorium on Planning Proposls for St Leonards South

 

7.      Notice of Motion  - Lane Cove Night Time Economy Activation

 

8.      Notice of Motion - Climate Change Emergency

 

9.      Notice of Motion - Trailers Parked on Streets

 

Officer Reports for Determination

 

10.    Election of Mayor, Deputy Mayor and Councillor Representation on Council & External Committees for 2019-20

 

11.    Review of Community Representatives on Council's Advisory Committees

 

12.    Library to Your Door

 

13.    Customer Experience Strategy  - Post Consultation Report

 

14.    Container Deposit Scheme Return and Earn Depot Location

 

15.    Annual Financial Statements for 2018/2019 -  Referral for Audit

 

16.    Proposed Review of Ward Boundaries

 

17.    Draft Community Participation Plan - Public Exhibition

 

18.    Conduct of the September 2020 Local Government Election

 

19.    Council Snapshot August 2019  

 

 

 

 

           


 

Ordinary Council Meeting 16 September 2019

Mayoral Minute - Boarding Houses

 

 

Subject:          Mayoral Minute - Boarding Houses     

Record No:    SU5265 - 54682/19

Division:         Lane Cove Council

Author(s):       Councillor Pam Palmer 

 

 

Executive Summary

                                                              

The NSW State Government introduced the State Environmental Planning Policy (Affordable Rental Housing) 2009 (AHSEPP) with the fundamental aim of increasing the supply and diversity of affordable and social housing across the state. The three main components of the AHSEPP were:-

 

·    To allow boarding houses in a number of residential and mixed-use zones;

·    To permit ‘secondary dwellings’ as a complying development category in residential zones; and

·    To provide floor space bonus incentives where affordable units are included as part of a residential flat building development.

 

The AHSEPP encourages both the traditional form of boarding houses, being those with shared facilities as well as new generation boarding houses, being those that are buildings with self-contained rooms. The introduction of planning provisions for new generation boarding houses was in response to the concern that, as traditional boarding houses were redeveloped, they were not able to be replaced under local planning rules in many parts of Sydney despite there being a growing demand for this style of accommodation. 

 

Key incentives were established under the AHSEPP which included a broader approach regarding permissibility taking into account both residential and commercial zones, with the provision that a threshold of access to public transport was met. The incentives additionally included and encompassed matters such as floor space, usually around 20%, over what is otherwise permitted for residential flat/unit developments.

 

The provisions also made it abundantly clear that a set number of minimum standards had to be met. When these standards were established, they then could not be used as grounds for refusing an application. The single most controversial one of these minimum standards has related to the required level of car parking spaces. In addition, the provisions of the Apartment Design Guide are not included in the provisions of the AHSEPP, meaning that the minimum standards for residential flat building do not apply. The ramification is that people living in boarding houses have an amenity level below that of standard housing.

 

New generation boarding houses consist of self-contained units of a minimum of 12mfor singles and 16m2 for couples, which may be rented separately but are not able to be strata subdivided. Despite the fact that new generation boarding houses are covered by the ARSEPP, there is no requirement to set boarding room rents at an affordable threshold. This affordability is a fundamental issue that is juxtaposed to the intent of the AHSEPP, to provide housing to low income individuals/households. Revenue NSW currently sets the maximum tariffs that boarding houses may charge. If they fall under this threshold they are exempt from paying land tax. If they charge above this threshold, they are required to pay land tax. Therefore, there is no constraint on the rent that can be charged for a boarding room. Given that any outstanding land tax obligations may ultimately only be determined once a property is sold and that tariffs are not recorded, it is difficult to see how the exemption can be tested.

The University of NSW report on AHSEPP and affordable housing in central and southern Sydney compared boarding room rates and 1-bedroom unit rents and found that generally speaking medium sized boarding houses had a 20% lower rents on average.

 

The creation of a Boarding House Register was one of the initial key requirements of the Boarding Houses 2012 Act. It clearly outlined both General and Assisted boarding houses had to register prior to operation. Previous to this new initiative there was no existing state-wide register and data collection varied across councils. However, many properties remain unregistered, and many properties are operating as a boarding house without any formal notification nor registration with Local Government.

 

There appears currently to be a variety of reasons presented for the non-registration of boarding houses. These can involve operators simply being unaware of the requirement to register their boarding house with Fair Trading. However, of more concern there are just as many owner/operators who desire non detection possibly in order to evade close scrutiny and oversight.

 

Whilst the Register is hosted by Fair Trading, responsibility for enforcing the registration requirement was handed to Councils with no additional resources offered.

 

The General Managers Advisory Committee (NSROC) considered a report at its meeting held 25th July where it resolved to continue to advocate on the issue.

 

 

RECOMMENDATION

 

That;-

 

1.       The report be received and noted;

 

2.       Council remind boarding house operators of their obligations, possibly as part of the development application process/conditions of consent;

 

3.       Council lobby the State Government, including through LGNSW to:-

a)   Improve compliance of boarding house operators with their obligations to register, possibly through better education or through new regulations;

b)   Ensure that boarding house fees are transparently advertised to include reference to the maximum tariffs set by Revenue NSW; and

c)   Change the land tax exemption provisions to ensure they are enforceable.

 

 

 

 

 

Councillor Pam Palmer

Mayor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 16 September 2019

Mayoral Minute - St Leonards South Update

 

 

Subject:          Mayoral Minute - St Leonards South Update     

Record No:    SU5943 - 55405/19

Division:         Lane Cove Council

Author(s):       Councillor Pam Palmer 

 

 

                                                              

Background

 

In accordance with its resolution at its August Meeting, Council wrote to the Department of Planning, Industry and Environment requesting that it lead a strategic review based on the IPC’s findings.  Council requested that the review team include the GSC Commissioner for our district, the Government Architect and NSW’s Chief Planner.

 

It is noted that the IPC advice was not specific about what would be an appropriate height, scale or enough open space. So we will be asking the Department to tell us definitively what is required.

 

Update

 

On 10 September I wrote to the Minister Stokes seeking his involvement to ensure the review is adequately resourced.

 

The General Manager has met with representatives of the Department of Planning, Industry and Environment to better understand the proposed process. At this stage the Department has set a 2 month indicative timeframe to undertake the strategic review of the scheme having regard to the IPC’s advice. Once the review is complete, depending on the scale of change, community consultation would then be undertaken. At the conclusion of the consultation process Council will be in a position to consider such amendments in the finalisation of the Planning Proposal.

 

 

 

RECOMMENDATION

 

That the report be received and noted.

 

 

 

 

 

Councillor Pam Palmer

Mayor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

   


 

Ordinary Council Meeting 16 September 2019

Notice of Rescisson - St Leonards South Update - Outcome of Independent Commission Findings

 

 

Subject:          Notice of Rescisson - St Leonards South Update - Outcome of Independent Commission Findings    

Record No:    SU5943 - 55652/19

Division:         Lane Cove Council

Author(s):       Councillor Francis Vissel; Councillor Andrew Zbik; Councillor Katherine Morris 

 

 

 

RECOMMENDATION

 

That Council rescind its decision made on Monday, 19 August 2019 in respect of Minute No. 141: St Leonards South Update - Outcome of Independent Planning Commission Findings, being:-

 

1.   Council receive and note the advice of the Independent Planning Commission (IPC);

2.   Council advise the Department of Planning, Industry and Environment, that the NSW Government should review and respond to the IPC’s advice and recommend that:-

a)      Council participates in the process and provides all necessary information and resources as required;

b)      In conducting the review, although it is appropriate for Council to participate, the findings should be delivered by the Government;

c)      As a number of the issues raised by the IPC also apply to the remainder of the St Leonards / Crown Nest 2036 study area, the NSW Chief Planner be involved in the review in addition to the Government Architect; and

d)      Dr Deborah Dearing from the Greater Sydney Commission also be included in the review; and

 

3.   That the review also consider:-

a)      Reducing the 41% growth target for Lane Cove to 2036 to a more realistic rate in line with neighbouring Councils such as Mosman (6%) and Hunters Hill (9%) rather than our larger neighbours (such as North Sydney 27%, Willoughby 21% and Ryde 45%);

b)      Contributing to the provision of more open space in the St Leonards South precinct given that Council’s proposed contribution through the draft Master Plan is already $30 million (over and above existing s7.11 contributions) and a higher amount will be needed to purchase more open space;

c)      Overshadowing concerns, particularly facing River Road;

d)      The need to provide accessible pathways for pedestrians and cyclists;

e)      The need to provide local community facilities; and

f)       The overall financial feasibility of the plan.

 

 

 

Councillor Francis Vissel

Councillor

 

 

 

Councillor Andrew Zbik

Councillor

 

 

 

Councillor Katherine Morris

Councillor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

      


 

Ordinary Council Meeting 16 September 2019

Notice of Motion  - St Leonards South Update - Outcome of Independent Planning Commission   

 

 

Subject:          Notice of Motion  - St Leonards South Update - Outcome of Independent Planning Commission        

Record No:    SU5943 - 55511/19

Division:         Lane Cove Council

Author(s):       Councillor Francis Vissel; Councillor Andrew Zbik 

 

 

Note

 

This motion will only be considered if the previous rescission motion is resolved in the affirmative.

 

Background

 

In light of the IPC Advice on St. Leonards South, many speakers at the Community Forum at the Council Meeting of 19 August 2019 urged Councillors to accept the Department of Planning, Industry and Environment’s offer to work collaboratively with Council and the Community to inform a Planning framework and infrastructure plan for the St. Leonards South area.

Item 2 of Resolution 141 of that Council Meeting was not clear as to Council’s intention as it referred to the IPC Advice being reviewed, but not a review of the Plan.

The purpose of this new Motion is to clarify that Council is willing to engage with the review of the Plan as outlined in the letter from Mr. Brett Whitworth, Acting Deputy Secretary, Place and Infrastructure Greater Sydney, Department of Planning, Industry and Environment,

 

 

RECOMMENDATION

 

1.     That Council receive and note the advice of the Independent Planning Commission;

 

2.     Council acknowledge the letter dated the 1st August 2019 from the Acting Deputy Secretary of NSW Department of Planning, Industry and Environment, Brett Whitworth to accept his offer to work with Council and the community to inform a planning framework and infrastructure plan for the area to facilitate its renewal as a highly liveable place;

 

3.   Council’s response to the Department of Planning should include the following:-

a.   Meet directly with Councillors, Council staff and community representatives at a workshop to discuss:-

i. The outcomes of the advice from the IPC;

ii. The Department’s vision for the revised planning framework and infrastructure plan (in order to understand their position and views); and

iii.      What review process the Department recommend that Council undertake.

b.   Accept the Department’s offer of support of the Government Architect NSW and the Department of Planning;

c.   As a number of the issues raised by the IPC also apply to the remainder of the St Leonards / Crows Nest 2036 study area, the NSW Chief Planner be involved in the review in addition to the Government Architect;

d.   Dr Deborah Dearing from the Greater Sydney Commission also be included in the review; and

e.   Hold a series of meetings to work collaboratively with Council and the Community on the future plans for the area.

4. That the review also consider:-

a.   Reducing the 41% growth target for Lane Cove to 2036 to a more realistic rate in line with neighbouring Councils such as Mosman (6%) and Hunters Hill (9%) rather than our larger neighbours (such as North Sydney 27%, Willoughby 21% and Ryde 45%);

b.   Contributing to the provision of more open space in the St Leonards South precinct given that Council’s proposed contribution through the draft Master Plan is already $30 million (over and above existing s7.11 contributions) and a higher amount will be needed to purchase more open space;

c.   Overshadowing and density concerns;

d.   The need to provide accessible pathways for pedestrians and cyclists;

e.   The need to provide local community facilities; and

f.    The overall financial feasibility of the plan.

 

 

 

 

 

Councillor Francis Vissel

Councillor

 

 

 

Councillor Andrew Zbik

Councillor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 16 September 2019

Notice of Motion - Moratorium on Planning Proposls for St Leonards South

 

 

Subject:          Notice of Motion - Moratorium on Planning Proposls for St Leonards South    

Record No:    SU840 - 53222/19

Division:         Lane Cove Council

Author(s):       Councillor Andrew Zbik 

 

 

Background

Request for a Moratorium on Residential Planning Proposals in the Lane Cove Local Government Area.

In August 2018 Council unanimously moved resolution 138/2018 requesting to the Minister for Planning to initiate a Moratorium on Residential Planning Proposals in the Lane Cove Local Government Area.

Since that resolution, this matter and similar matters have come before Council at the following Ordinary Council Meetings:-

 

Date of Ordinary Council Meeting

Agenda Item

Resolution

15th October 2018

Notice of Motion

Restriction on Developer or Landowner Initiated Planning Proposals During Planning Reviews

15th April 2019

Notice of Motion

Meet with the New Planning Minister.

22nd July 2019

Mayoral Minute

Meeting with Office of the Minister for Planning and Open Spaces.

 

Status of Councils request for a Moratorium on Residential Planning Proposals in the Lane Cove Local Government Area.

On the 26th July 2019 The Hon Peter Primrose MLC asked the following questions in the NSW Legislative Assembly:

Reference: https://www.parliament.nsw.gov.au/lc/papers/pages/qanda-tracking-details.aspx?pk=242355

0321 - Planning and Public Spaces - LANE COVE COUNCIL

Primrose, Peter to the Minister for Mental Health, Regional Youth and Women representing the Minister for Planning and Public Spaces

1.   Does the Government support the call by Lane Cove Council for a moratorium on residential Planning Proposals in its council area?

a.   If so, for what reasons?

Answer -

I am advised:

On 7 September 2018, Lane Cove Council requested that former Minister for Planning, Minister Roberts agree to a moratorium on residential Planning Proposals within the LGA until 1 July 2020 or until the completion of the St Leonards and Crows Nest Planned Precinct.

On 16 November 2018, the former Minister requested the Greater Sydney Commission (GSC) provide advice following Council's request for a moratorium.

On 14 December 2018, the GSC responded to the former Minister advising that Council is currently working with the GSC on it's LEP Review and Draft Local Strategic Planning Statement (LSPS), which will guide the extent of development and the implications and requirements this has on infrastructure and where and what levels of housing are able to be achieved in the Lane Cove LGA.

The GSC confirmed that it would be able to provide a more detailed response to the Minister's request for advice once Council's LEP Health Check (Phase 2 Assurance) had been completed and its Draft LSPS had commenced exhibition.

Council's LEP Health Check was completed in March⁄April 2019. Its Draft LSPS is yet to be exhibited but is required to commence exhibition prior to 31 October 2019.

Council has also yet to publicly exhibit its Draft Housing Strategy. The strategy will establish Council's vision for providing housing in the LGA over the next 10-20 years and will help to inform the priorities and actions of its LSPS.

Until Council's Draft LSPS and Housing Strategy have been exhibited, and the GSC has subsequently provided its advice, I am unable to appropriately consider Lane Cove Council' request for a moratorium on Planning Proposals.

Question asked on 26 July 2019 (session 57-1) and published in Questions & Answers Paper No. 58

Answer received on 16 August 2019 and to be printed in Questions & Answers Paper No. 73

Reference: https://www.parliament.nsw.gov.au/lc/papers/pages/qanda-tracking-details.aspx?pk=242354

 

0320 - Counter Terrorism and Corrections - LANE COVE COUNCIL

Primrose, Peter to the Minister for Education and Early Childhood Learning representing the Minister for Counter Terrorism and Corrections.

In relation to the unanimous resolution by Lane Cove Council on 20th August 2018 to request a moratorium on residential Planning Proposals in their council area:-

1.   On 30th October 2018 did you inform a public forum organised by the Lane Cove Planning Alliance that you had written to the Greater Sydney Commission, requesting advice on how to respond to this unanimous decision of Lane Cove Council?

a.   Was the request by you sent by post or by email?

i.    On what date did you write this letter, or send this email?

b.   Was the response from the Greater Sydney Commission sent to you by post or by email?

i.    On what date was this letter written, or this email sent?

2.   What advice was given to you by the Greater Sydney Commission regarding this matter?

3.   Will you make a copy of this response publicly available?

a.   If not, why not?

Answer -

No. It is my recollection that I informed the public forum that I intended to refer the Lane Cove South Planning Proposal for review by the Greater Sydney Commission and Independent Planning Commission before finalisation of the precinct plans. I am informed that the aforementioned referral was sent by post and by email last year. I ot locate any written response from the Greater Sydney Commission.

Question asked on 26 July 2019 (session 57-1) and published in Questions & Answers Paper No. 58

Answer received on 16 August 2019 and to be printed in Questions & Answers Paper No. 73

 

Competing Planning Proposals

Since Council’s request for a Moratorium on Residential Planning Proposals, the following two developer initiated Planning Proposals have been lodged in the same area as the Planning Proposal to implement the St Leonards South Master Plan (Planning Proposal No. 25):-

1.   Planning Proposal 34 – Sites in Canberra Avenue and Holdsworth Avenue, St Leonards; and

 

2.   Planning Proposal 35 – Sites in Berry Road, Holdsworth Avenue, River Road and Park Road, St Leonards.

Council unanimously resolved at the Ordinary Council Meeting on 20th May 2019 to reject these Planning Proposals in resolutions 75/2019 and 76/2019.

Independent Planning Commission Advice regarding Planning Proposal to implement the St Leonards South Master Plan (Planning Proposal No. 25)

On the 23rd July 2019 the Independent Planning Commission (IPC) released its advice concerning the St Leonards South Residential Planning Proposal. An excerpt of the advice of the IPC is as follows:-

Having regard to all considerations in section 5 and in response to the matters the Minister has sought the Commission's advice on, the Commission considers that:-

• with regards to:

“the consistency of the planning proposal with the overall vision, guiding design principles, and specific design principles of the Department of Planning and Environment’s draft St Leonards and Crows Nest 2036 Plan”; the St Leonards South Planning Proposal is inconsistent with a number of elements of the Vision, Guiding Design Principles and St Leonards South Design Principles of the draft 2036 Plan;

• with regards to:

“the scale of residential development contained in the planning proposal and whether the whole site needs to be rezoned to meet housing targets identified by the Greater Sydney Commission”; the scale of residential development contained in the planning proposal would represent an overdevelopment of the site and no rezoning of the site is required to meet the housing targets identified by the GSC; and

• with regards to:

“whether some staging of the planning proposal is appropriate” staging of the planning proposal is not necessary from a strategic planning basis.

Council’s response to the IPC advice

At the Ordinary Council Meeting on the 19th August 2019, Council resolved in resolution 141/2019 to advise the Department of Planning, Industry and Environment, that the NSW Government should review and respond to the IPC’s advice.

 

Discussion

Whilst Council is waiting for the NSW Government review of the Independent Planning Commission (IPC) advice concerning St Leonards South and offer from the Department of Planning to work with Council to review St Leonards South, residential Planning Proposals can still be lodged by developers and landowners within the area covered by Planning Proposal to implement the St Leonards South Master Plan (Planning Proposal No. 25). This could lead to spot rezoning or development which could jeopardise or be inconsistent with Council plans for the area and lead to a suboptimal outcome for the residents of the area.

Therefore, it would be appropriate for Council to consider requesting the Minister for Planning and Public Spaces to grant a moratorium on residential Planning Proposals within the area covered by St Leonards South.

There are special circumstances for such a moratorium on residential Planning Proposals within the St Leonards South area to be granted given the advice from the IPC, previous resolutions of Council and allow Council time to progress the NSW Government review and respond to the advice provided by the IPC that was released on the 23rd July 2019.

It is important that Council can properly consider what it deems to be the appropriate next steps for the St Leonards South area without contending with competing residential Planning Proposals.

 

 

RECOMMENDATION

That Council:-

Write to the Greater Sydney Commission and the Minister for Planning and Public Spaces:-

1.   Advise that Council’s Draft Local Strategic Planning Statement has commenced public exhibition;

 

2.   Advise that the request for a moratorium on residential Planning Proposals in the wider Lane Cove Local Government Area remains (Per Council Resolution 138/2018);

 

3.   Pending the exhibition of the Draft Local Strategic Planning Statement and Draft Housing Strategy, Council acknowledges that the Greater Sydney Commission can then provide advice to the Minister for Planning and Open Spaces in regard to granting such a moratorium for the entire Lane Cove Local Government Area;

 

4.   Request separately, regarding the area subject to Planning Proposal to Implement the St Leonards South Master Plan (Planning Proposal No. 25), that, given:-

 

a.    Council’s request for a Moratorium on Residential Planning Proposals in the Lane Cove Local Government Area has not yet been granted;

b.    The Independent Planning Commission’s advice in relation to Planning Proposal No. 25 was recently handed down and requires adequate consideration to properly determine future plans for the area; and

c.    Two developer-initiated Planning Proposals have been lodged within the area covered by Planning Proposal 25 that seek to rezone parts of St Leonards in a way which is not consistent with Council’s proposed plans for the area (As determined by Council in resolutions at the Ordinary Council Meeting on 20th May 2019 (Resolutions 75/2019 and 76/2019).

A moratorium be granted in relation to developer initiated residential Planning Proposals for eighteen months in the area subject to Planning Proposal to implement the St Leonards South Master Plan (Planning Proposal No. 25) as a matter of urgency, to allow Council the opportunity to properly assess the recent IPC advice, further develop its plan for the area and finalise a plan for the area without being distracted by overlapping residential Planning Proposals.

5.   Council undertakes to inform the Greater Sydney Commission and Department of Planning and Open Spaces its plans and recommendations for the St Leonards South area and suitable timing to lift such a moratorium should that occur within an eighteen month period.

 

 

 

 

 

Councillor Andrew Zbik

Councillor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 16 September 2019

Notice of Motion  - Lane Cove Night Time Economy Activation

 

 

Subject:          Notice of Motion  - Lane Cove Night Time Economy Activation    

Record No:    SU4954 - 55269/19

Division:         Lane Cove Council

Author(s):       Councillor Daniel Strassberg 

 

 

Background

 

Lane Cove Village has grown organically since The Plaza opened in November 1977 with the population of Lane Cove increasing and the age demographics changing. Lane Cove has numerous single destinations and meeting places, such as the Plaza, Pool, Gallery, Library and, opening in 2020, The Canopy. Lane Cove Village overall is becoming a destination in its own right.

 

The busiest times in Lane Cove, however, remain weekend and weekday daytime with evenings and nights significantly slowing down. Lane Cove’s main streets of Longueville Road and Burns Bay Road are dark and not as welcoming at night as they could be. For example, if the major trees where lit up along Longueville and Burns Bay Roads it could accentuate the area and help stimulate the night time economy.

 

Council should investigate how it can assist in and catalyse the re-activation of night time economy, for example looking at what other councils are doing; the launch of evening events; increasing evening lighting along our major pedestrian streets.

 

 

RECOMMENDATION

 

That Council investigate steps and measures to activate the night time economy in the Lane Cove Village and a report be submitted to Council.

 

 

 

 

 

Councillor Daniel Strassberg

Councillor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 16 September 2019

Notice of Motion - Climate Change Emergency

 

 

Subject:          Notice of Motion - Climate Change Emergency    

Record No:    SU7238 - 55402/19

Division:         Lane Cove Council

Author(s):       Councillor Karola Brent 

 

 

 

 

RECOMMENDATION

 

1.   That Council:-

a)   Declare its support and join over 900 jurisdictions worldwide, including 45 Australian councils, to recognise that we are in a state of climate emergency that requires immediate action by all levels of government;

b)   Acknowledge that climate change poses a threat to the future of our cities, including the Lane Cove Local Government Area;

c)   Declare its readiness to assist the State Government’s objective of net-zero emissions by 2050 and its support for creating measurable policies and programs by the Government in its role of reducing carbon emissions and adapting to climate change in NSW; and

d)   Write to the Premier of NSW, our Local and Federal members, the NSW Environmental Minister and the Federal Environmental Minister, advising them of Council’s resolution and calling upon them to act accordingly and urgently.

 

2.   A report come back to Council in November 2019 on the review currently being conducted by a Sustainability Consultancy to establish a carbon and water use baseline per capita/dwelling and aspirational targets for both community and corporate (Council) emissions and water use;

 

3.   The General Manager conduct a review of Council’s Sustainability Action Plan by March 2020 that:-

a)   incorporates the targets established by the baseline report as outlined above;

b)   Creates an Emissions Reduction Pathway strategy as part of the Sustainability Action Plan; and 

c)   Overall focuses on increasing climate change resilience in our LGA.

 

4.   The General Manager Identify funding sources, if necessary, beyond Council’s Sustainability Levy in the next budget cycle and/or by State Government funding; and

 

5.   Engage, collaborate and educate the local community on ways to become more sustainable and reduce the carbon footprint of residential dwellings and businesses, including expanding the Environmental Sustainability Library and Resources in the Library.

 

 

 

 

 

Councillor Karola Brent

Councillor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 16 September 2019

Notice of Motion - Trailers Parked on Streets

 

 

Subject:          Notice of Motion - Trailers Parked on Streets    

Record No:    SU5774 - 55454/19

Division:         Lane Cove Council

Author(s):       Councillor Pam Palmer; Councillor David Brooks-Horn 

 

 

Background

 

Councillors receive many complaints about trailers, especially boat trailers, seemingly “permanently” parked on residential streets.

 

This is seen to reduce residential amenity, it occupies precious parking spots, and shifts the impacts from the trailer owner onto other residents.

 

The State Government introduced relevant legislation but it doesn’t seem to deal with the problem.  It has a very narrow scope, being only related to trailers registered as a boat trailer and doesn’t cover other trailers such as car trailers, box trailers, caravans, and mobile self-storage trailers.

 

This has seen some local government areas recently introduce “motor vehicles only” restricted parking.

 

 

RECOMMENDATION

 

That a report come back to Council detailing:-

 

1.   The limits faced by Council Rangers when enforcing the current legislation;

 

2.   Current methods employed by Council to address the problem, such as time restricted parking, and the outcome; and

 

3.   How “motor vehicle only” restrictions could be used to address the problem.

 

 

 

 

 

 

Councillor Pam Palmer

Mayor

 

 

 

Councillor David Brooks-Horn

Councillor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

   


 

Ordinary Council Meeting 16 September 2019

Election of Mayor, Deputy Mayor and Councillor Representation on Council & External Committees for 2019-20

 

 

Subject:          Election of Mayor, Deputy Mayor and Councillor Representation on Council & External Committees for 2019-20    

Record No:    SU868 - 53179/19

Division:         Corporate Services Division

Author(s):       Craig Dalli 

 

 

Executive Summary

 

The purpose of this report is to outline the procedure for election of the Mayor and Deputy Mayor by Councillors in accordance with Section 394 of the Local Government (General) Regulation 2005 and to appoint Councillor representatives on Advisory and External Committees for the next 12 months.

 

Discussion

 

Election of Mayor and Deputy Mayor

 

Following changes to legislation, Section 230 of the Local Government Act 1993 (the Act) provides for the term of a Mayor elected by Councillors to be two (2) years. Further, Section 231 of the Act provides that Councillors may elect a Deputy Mayor for the mayoral term i.e. two (2) years or a shorter term. At the Extraordinary Council Meeting of 25 September 2017 Council resolved, in part, that “The term for the Election of the Deputy Mayor be twelve (12) months”.

 

Being the final year of the Council term, Councillors have been provided nomination forms for the position of Mayor and Deputy Mayor for the next 12 months.  Nominations must be handed to the Returning Officer, Mr Craig Wrightson, General Manager, prior to the commencement of the Ordinary Council Meeting on 16 September 2019. 

 

Clause 2, Schedule 7, of the Local Government (General) Regulation (2005) provides that nominations for Mayor and Deputy Mayor must be in writing signed by at least two (2) Councillors, one of whom may be the nominee. The nominee must consent in writing to the nomination and the Returning Officer will announce at the meeting the names of all nominees.

 

Clause 3 of the Regulation also provides that if more than one Councillor is nominated, the Council is to resolve whether the election is to proceed by preferential ballot, by ordinary ballot (secret ballot) or by open voting (show of hands).

 

Review of Committees and Membership

 

Council currently operates various advisory committees and participates in other external committees to provide a forum for discussion on broad, local and regional issues among Council representatives, local agencies and community members. 

 

Consideration is given annually to firstly, the need for certain committees moving forward and the extent of Councillor representation on each of the Committees, particularly external organisations governed by their own rules and objectives.

 

Issues considered include:-

 

·    Dissolving or merge Internal Advisory Committees that no longer meet or have achieved their purpose;

·    Consulting with External Committees on appropriate Representation;

·    The number of Councillors on each committee to share workload and alternates; and

·    Management of meeting time conflicts.

 

Councillors should also note the following procedures apply to committees:-

 

·    The Mayor is an ex-officio member of all Internal Advisory Committees;

·    All Councillors can attend Internal Advisory Committees; and

·    All Councillor representatives on Internal Advisory Committees may arrange an alternate Councillor to attend as required.

 

Councillor Appointments to Advisory Committees

 

Councillors represent Council on a number of Advisory and External Committees, a list of these Committees, their purpose, proposed future operation and representation and meeting frequency is shown below:-

 

Age Friendly Advisory Committee

 

Established in July 2014 to provide advice and assistance to Council on the implementation of the Age Friendly Action Plan including prioritisation and awareness of strategies and initiatives.  The Committee meets at least bi-monthly after hours. The Committees Charter allows for twelve (12) Community Representatives, four (4) alternate Community Representatives and two (2) Councillors (alternates allowed).

 

Current Representation:     One (1) Councillor, being Clr Strassberg, plus one (1) alternate, being Clr Morris.

 

Bushland Management Advisory Committee

 

Commenced in the 1980’s to discuss bushland management issues, monitor implementation of the Bushland Plan of Management and provide advice and recommendations on bushland management within the LGA. Committee meets monthly on a Wednesday at 6:00pm in the Committee Room.  The Charter for the Committee provides for four (4) Community Representatives, one (1) Wildlife Representative, three (3) representatives of the Lane Cove Bushland and Conservation Society, one (1) member from an active Bushcare Group and one
(1) Councillor.  Alternates are permitted.

 

Current Representation:     One (1) Councillor, being Clr Vissel, plus one (1) alternate, being Councillor Strassberg.

 

Carisbrook Advisory Committee

 

Carisbrook is the oldest surviving house in its area, purchased in 1969. The House and Gardens are managed and maintained by Council, and the Lane Cove Historical Society manages the furnishing and showing of the House. The Committee includes one (1) Councillor and assists in setting the direction and to provide advice and recommendations on Carisbrook House. The Committee meets every 6 weeks on Wednesdays at 9.30am in the Human Services Committee Room.

 

Current Representation:     One (1) Councillor, being Clr Hutchens.  It being noted that the Mayor Clr Palmer has been attending meetings in the absence of Clr Hutchens.

Council Selection Committee

 

This Committee considers nominations and provides recommendations to the General Manager for Council's Citizenship Awards, Australia Day Awards, community appointments to Council’s Advisory Committees, tenders, grants, and other awards as arising. The Meetings are held as required during Council Workshops on 2nd Monday of the month. All Councillors and the General Manager are members.

 

Current Representation:      All Councillors and the General Manager.

 

Internal Audit Committee

 

Provides independent assurance and assistance to Council on risk management, control, governance, and external accountability responsibilities. The role of the Committee is also to provide advice and recommendations to the General Manager on business functions and processes subjected to an internal audit. The DLG Guidelines recommend that the Mayor not be the Councillor representative on this Committee. There are two (2) independent representatives on the Committee and one (1) Councillor. The Committee meets quarterly at Council, on a Thursday at 2.30pm.

 

Current Representation:     One (1) Councillor, being Clr Zbik, plus one (1) alternate, being Clr Bennison.

 

Lane Cove Access and Inclusion Committee

 

Formed to increase and promote general awareness of access, mobility and safety issues in the community, this Committee oversees implementation of advice and recommendations to the Disability Inclusion Action Plan.  Meeting are held on the last Wednesday of every second month at 10am.  The Charter allows for up to eight (8) Community Representatives, up to five (5) Service Provider Representatives, one (1) Councillor and appropriate staff as determined by the General Manager.

 

Current Representation:      One (1) Councillor, being Clr Zbik.

 

Lane Cove Bicycle Advisory Committee

 

This Committee provides advice, recommendations on bicycle issues, facilities and significant input into the development of the Lane Cove Bicycle Plan and meets quarterly in the Committee Room at 6pm.  The Committee’s Charter provides for seven (7) Community Representatives, up to three (3) Business Representatives, a Roads and Maritime Services Representative, one (1) Councillor (and one (1) alternate Councillor) and appropriate staff from the Traffic and Transport Section as determined by the General Manager.

 

Current Representation:      One (1) Councillor, being Clr Zbik, plus one (1) alternate, being Clr Strassberg.

 

Lane Cove Festival Committee

 

This Committee advises and assists Council on the formulation, planning, development, promotion and implementation of a program of celebrations and activities within Lane Cove.  The Committee meets from February to August and also in October on the 3rd Thursday of the month at 6pm in the Committee Room. The Committee’s Charter provides for up to twelve (12) community representatives, three (3) Councillors and appropriate staff as determined by the General Manager.

 

Current Representation:     One (1) Councillor being Clr Brent, plus one (1) alternate, being Clr Morris.

 

Lane Cove Literary Awards

 

This Committee was established to organise the annual Lane Cove Literary Awards competition. The competition normally opens in May and closes in August, with the awards ceremony in November. The Charter for the Committee provides for up to three (3) Councillors and appropriate staff as determined by the General Manager and meets as and when required.

 

Current Representation:     Two (2) Councillors, being Clrs Brent and Hutchens.

 

 

Lane Cove Public Art Advisory Committee

 

This Committee is tasked with providing advice, critique, and comment on the ongoing development, guidance, and implementation of the Lane Cove Council Public Art Policy in relation to public art projects valued above $85,000. The Committee’s Charter provides for seven (7) community representatives, four (4) Councillors and appropriate staff as determined by the General Manager.

 

Current Representation:     One (1) Councillor, being Clr Brent, plus one (1) alternate, being Clr Morris.

 

Publications Editorial Committee

 

This Committee of three (3) Councillors provides advice to the General Manager on the draft Quarterly Newsletter to the community and any other relevant publications. The Committee meets on an as required basis in the Committee Room in the Civic Centre at 6pm prior to Council Meetings.

 

Current Representation:     Three (3) Councillors, being the Mayor and Clrs Bennison and Morris,  plus one (1) alternate, being Clr Brent.

 

Sustainability Advisory Committee

 

This committee provides advice on the formulation, prioritisation and implementation of strategies and initiatives to achieve sustainability as primarily set out in the Sustainability Action Plan. Meetings are held five (5) times a year on a Wednesday at 6pm in the Council Chambers.  The Committee’s Charter allows for five (5) community representatives plus one (1) youth representative or an additional community representative, two (2) local business representatives, one (1) Lane Cove Bushland Management Advisory Committee representative and up to three (3) Councillors.

 

Current Representation:     One (1) Councillor, being Clr Strassberg plus one (1) alternate, being Clr Vissel.

 

Councillor Appointments to External Organisations

 

Centrehouse Management Committee

 

Centrehouse is a not-for-profit community art and leisure centre offering leisure learning for the community, including various courses for children to adults and facilities for hire. The Management Committee meets on the 1st Wednesday of each month at Centrehouse at 5.30pm. As this is an external Committee, the role of the Committee is governed by Centrehouse with one (1) Councillor being appointed.

 

Current Representation:     One (1) Councillor, being Clr Bennison.

 

Sydney North Planning Panel (SNPP)

 

The Sydney North Planning Panel determines Development Applications for the following types of development:-

•     Development with a Capital Investment Value (CIV) over $30 million;

•     Development with a CIV over $5 million which is, council related; lodged by or on behalf of the Crown (State of NSW); private infrastructure and community facilities.

•     Development with a CIV between $10 million and $30 million which are referred to the regional panel by the applicant after 120 days.

 

Two (2) Council representatives are appointed by Council, at least one (1) Council representative is required to have expertise in planning, architecture, heritage, the environment, urban design, land economics, traffic and transport, law, engineering or tourism. As this is an external Committee, the role of the Committee is governed by the NSW State Government.

 

Current Representation:     Two (2) expert members, Ms Deborah Sutherland and Mr Eugene Sarich, as appointed at the Ordinary Council Meeting of 18 June 2018, with Ms Vivienne Albin as the alternate Lane Cove SNPP representative.   No Councillors act as representatives on this Panel.

 

Lane Cove Retirement Units Association Ltd Board

 

Council purchased land in Central Avenue in 1966 for the development of units and transferred the land to the Association in 1994. The Association, a company limited by Guarantee, seeks to provide suitable accommodation for aged persons capable of independent living, and manages the land and buildings at Pottery Gardens. The Board meets six (6) times a year on a Tuesday at 6.45pm. As this is an external Committee the role of the Committee is governed by the Lane Cove Retirement Units Association, whose constitution provides for two (2) Councillor representatives.

 

Current Representation:     Two (2) Councillors, being Clrs Hutchens and Brooks-Horn

 

Northern Sydney Regional Organisation of Councils – (NSROC)

 

NSROC is a voluntary group of Northern Sydney Councils who have joined together on policy advocacy for the region, professional development of staff, shared service delivery and joint procurement. The Board of the organisation meets quarterly at 6:00pm on the second Thursday of February, May, September and November at a rotating venue between member Councils.

 

Current Representation:     The Mayor and one (1) Councillor, being Clr Brent, plus two (2) alternates, being Clrs Bennison and Strassberg.

 

NSW Public Libraries Association (Inc.)

 

The NSW Public Libraries Association (NSW PLA) is the peak body that represents the interests and development of public libraries in metropolitan New South Wales. The Association was established to ensure resource sharing programs, and for exchanging ideas. The Association meets quarterly on a Friday at alternate venues. As this is an external Committee, the role of the Association is governed by the constitution of the NSW PLA.

 

Current Representation:     One (1) Councillor, being Clr Vissel plus one (1) alternate being Clr Morris. 

 

Shorelink Committee

 

The Shorelink Library Network was established in 1983 when five (5), now three (3), participating councils signed a Deed of Agreement. This Committee discusses the Shorelink Library Network and comprises a Councillor, an alternate and Manager – Library Services. Membership includes Lane Cove, Mosman and North Sydney Council’s, with Willoughby and Northern Beaches (Manly) having withdrawn in June 2018. This Committee meets 10:00am every 3rd Tuesday of each month at Council. As this is an external Committee, the role of the Committee is governed by Shorelink.

 

Current Representation:     One (1) Councillor, being Clr Vissel plus one (1) alternate being Clr Morris. 

.

Parramatta / Ryde / Hunters Hill / Lane Cove District Bushfire Committee

 

This Committee was established to meet the requirements of the Rural Fires Act in minimising the impact of bushfires on the community and approves priorities and locations for hazard reduction works. Representatives are from the four (4) Councils, National Parks and Wildlife Service, NSW Police Service, TollAust and Fire and Rescue NSW.  The Committee meets quarterly at the Lane Cove Fire Station, Artarmon at 10am on a Thursday.

 

Current Representation:     One (1) Councillor, being the Mayor, Councillor Palmer.

 

 

RECOMMENDATION

That:-

1.   Council conduct the Election for the Mayor and Deputy Mayor for the next 12 months;

2.   If two (2) or more nominations are received for Mayor and/or Deputy Mayor, Council resolve whether the election is to proceed by preferential ballot, by ordinary ballot or by open voting;

3.   Council determine Councillor representation on Advisory and External Committees for 2019-20, with it being noted that the Mayor is an ex-officio on all Council Advisory Committees;

4.   It be noted that any available Councillor may attend Internal Advisory Committees; and

5.   Council authorise all Councillor representatives on Internal Advisory Committees to arrange an alternate as required.

 

 

Craig Dalli

Executive Manager - Corporate Services

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


Ordinary Council Meeting 16 September 2019

Review of Community Representatives on Council's Advisory Committees

 

 

Subject:          Review of Community Representatives on Council's Advisory Committees    

Record No:    SU827 - 53189/19

Division:         Corporate Services Division

Author(s):       Kirsty Beram 

 

 

Executive Summary

 

The purpose of this report is to undertake the annual review of community representation on Council’s Advisory Committees. This report recommends that Council review the current representation, determine whether to advertise the current vacancies on the committees and if any other changes are required.

 

In view of the high levels of attendance and participation by existing community representatives in Advisory Committee meetings and minimal vacancy rates on committees, it will be recommended no changes be made to existing Advisory Committee representatives for the last year of the Council term.

 

Discussion

 

During the current Council term, Council has made several resolutions to accept nominations received from members of the community to be community representatives on Council’s Advisory Committees. Council also resolved on 19 November 2012 to review these appointments annually. The current community representation on Council’s Advisory Committees and any vacancies on these committees are detailed as follows:-

 

Age Friendly Advisory Committee

                                              

This Committee’s charter allows for 12 representatives of the Lane Cove community plus four (4) alternate community members to attend meetings in the event that one of the community representatives cannot attend a meeting.  The community representatives on the Committee are:-

 

Irene James, Richard Muller, Janet Flower, Margaret Duckett, Nuala Wiliams, Max Thorpe, Elizabeth Sabolch, Kate Turner OAM, Paul McLoughlin, Margaret Alexandra McCulloch and Greg Adams.

 

Vacancies – One (1) plus four (4) alternates

 

Bushland Management Advisory Committee

 

This Committee’s charter allows for four (4) community representatives and one (1) Wildlife Representative who can provide expertise in relation to wildlife management, plus three (3) members nominated by the Lane Cove Bushland and Conservation Society.  The community representatives on the Committee are:-

 

Lynne McLoughlin, Balu Moothedath, Ruth Neuman and Jennifer Schneller with Liz Price as Wildlife Representative.  The three (3) Lane Cove Bushlands and Conservation Society nominees are Norma Stuart, Yvonne Barber and Marilyn Lawson.

 

Vacancies - Nil

 

Lane Cove Festival Committee

 

This Committee’s charter allows for up to 12 community representatives. The current community representatives on the Committee are:-

Sarah Balzer, Carmenza Hoyos Llano, Lyndall McNally, Wayne Enright, Paul McGregor, Margaret Edwards, Kay Leiper, Balu Moothedath, Jenia Mehdizadeh, Geraldine Levett, Marie James and Ajaya Jayarao

 

Vacancies – Nil

Lane Cove Access and Inclusion Advisory Committee

 

This Committee’s charter allows for up to eight (8) representatives with an interest in providing an accessible and inclusive environment.  The community representatives on the Committee are:-

 

Daryl Perry, Rachel Baker, Elizabeth Williams, Bruce Fraser, Katherine Mort, Kathleen Bryla, Liliana Pezzuti and Ernest Sharp.

 

Vacancies – Nil

 

This Committee also allows for up to five (5) Service Provider Representatives from organisations involved in support and service delivery to the community.  The Service Provider Representative on this Committee is Deb Maio of Side by Side Advocacy.

 

Service Provider Representative Vacancies – Four (4)

 

The Committee has the power to co-opt temporary members. Co-option will be used to provide additional expertise which will assist the Committee in addressing issues.

 

Lane Cove Bicycle Advisory Committee

 

This Committee’s charter allows for seven (7) community representatives.  The community representatives on the Committee are:-

 

Gavin Imhof, Peter Mayall, Don Murchinson, Patrick Wan, Russell Webber and Dr Felix Lo.

 

Vacancies – one (1)

 

This Committee also allows for up to three (3) Business Representatives being from bicycle related businesses operating in the Lane Cove LGA to represent commercial interests and advocacy.  The current Business Representative on the Committee is Josh Blake from Renegade Cycles.

 

Business Representative Vacancies – Two (2)

 

Lane Cove Public Art Advisory Committee

 

This Committee’s Charter allows for seven (7) community representatives with specific skills as outlined in the Charter. The community representative on the Committee is Bridget Kennedy.

 

Vacancies – Six (6)

 

The public Art Advisory Committee is required to advise on Public Art Projects over $85,000. The Committee will meet to consider the Rosenthal Public Art projects.

 

Lane Cove Recreation Precinct Liaison Advisory Committee

 

This Committee’s charter allows for five (5) community representatives with three (3) having an interest in sports to be accommodated at the facility and (2) having an interest in town planning, urban design and/or architecture. The community representatives on the Committee are:- 

 

Lynne Spencer (Sport), Greg Dwyer (Sport) and Vivienne Albin (Town planning, urban design and/or architecture)

 

Vacancies – One (1) with an interest in sports to be accommodated at the facility and one (1) with an interest in town planning, urban design and/or architecture

 

It is noted the Charter for this Committee also provides for two (2) representatives of the Country Club (currently Barry Watkin and Alan Moss).

 

Sustainability Advisory Committee

 

Community Representatives

 

Vacancies – Nil

 

This Committee’s charter allows for five (5) community representatives and one (1) youth representative or six (6) community representatives in the event that a youth representative cannot be appointed. The Committee currently has no youth representative. The community representatives on the Committee are:-

 

Ann Austin, Jane Blackmore, Elham Monavari, Barbara Bagot, Ajaya Jayarao, and Dr Michelle Leong Glastris. 

 

Business Representatives

 

Business Representative Vacancies – One (1)

 

This Committee also allows for up to two (2) Business Representatives from local businesses with a focus on sustainable business practices and principles.  The current Business Representative on the Committee is Ms. Gabrielle Marinovich of Definitude Consulting. 

 

Attendance at Committee Meetings

The annual review of community representation on Council’s Advisory Committees revealed high levels of attendance and participation by Community Representatives in Advisory Committee meetings.

Council’s Code of Meeting Practice states that members of a committee cease to become a member where they miss three (3) consecutive meetings without giving acceptable reasons.  There have been no instances of this occurring in the current term.

On 16 September 2013, Council resolved to also include an attendance provision for all Advisory Committees that allows for the removal of community representatives who do not attend at least 50% of the total number of meetings during a Council year (from September to August), without giving acceptable reasons.  Only a very small number of representatives have missed more than 50% of meetings since their appointment in February 2018.

 

Conclusion

 

An annual review of community representation on Council’s Advisory Committees has been undertaken.  This reveals high level of attendance and participation by Community Representatives in Advisory Committee meetings and relatively low vacancy rates on committees.  

 

Therefore, it will be recommended that Council maintain existing Advisory Committee representation until the end of this Council term in September 2020.

 

RECOMMENDATION

That:-

1.   Council receive and note the report: and

2.   In view of the high levels of attendance and participation by community representatives as well as the minimal vacancies, Council maintain the existing membership of the Advisory Committees until the end of the Council term in September 2020.

 

 

 

 

 

Craig Dalli

Executive Manager - Corporate Services

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 16 September 2019

Library to Your Door

 

 

Subject:          Library to Your Door    

Record No:    SU1705 - 53154/19

Division:         Human Services Division

Author(s):       Jennifer Bice; Jillian Yau 

 

 

Executive Summary

 

With the explosion of online shopping and home delivery services Council staff decided to explore extending the concept to borrowing library books. After discussions with Council's current Library Management System supplier, Aurora Information Technology (AIT), the opportunity to develop an innovative home delivery service accessible via the Library catalogue became a reality. Library to Your Door has been under development for some two years and is now ready and will offer Australia's first seamless online shopping-type public Library experience to Lane Cove residents.

 

Library to Your Door will be launched early October 2019 and for a small fee will offer time-poor residents a seamless reserve/payment/delivery solution via the Library catalogue. As soon as possible after launch it will also include a collection service for further convenience.

 

This report discusses the Library to Your Door service and recommends appropriate service charges.

 

Discussion

 

Increasingly, people are willing to use apps or websites to order everything from clothes to hot meals - and pay a small fee to have these delivered to their home. Library to your Door piggybacks on this trend. It is designed for people who still want to borrow from the Library but do not have the time to pick up items in person or have limited mobility or access to transport.

 

Library to Your Door is an innovative online concept that has been developed to satisfy Council’s specifications and deliver significant benefits to Lane Cove residents. With extensive input from Council staff, AIT has developed a solution in line with Council's service mantra 'Surprisingly Simple', that closely reflects ‘online shopping’ type websites.

 

Library to Your Door will work in the following way:-

 

Catalogue reservation for the Library to Your Door Service

 

When a library borrower is searching the catalogue and finds an item they would like to borrow, it shows if the item is in stock. They select the option ‘Reserve and deliver’ – this adds the item to their ‘shopping cart’. To access this cart the borrower must be logged into their membership record.

 

Payment

 

When the borrower has finished selecting their items they are able to click on their shopping cart and select the items they would like delivered and are taken to a Tax Invoice screen.

To proceed the borrower needs to:-

·          confirm the delivery address (deliveries are made in the Lane Cove Council area only)

·          add any delivery notes e.g. ‘leave at side door’.

·          confirm that they agree to the Terms and Conditions

·          click on the ‘Pay now’ icon, enter their credit card details and confirm the payment. A ‘Payment successful’ screen appears, and a confirmation email is sent to them.

 

Item availability

 

If the item is available staff will retrieve the item from Library shelves and the item will be delivered to the Lane Cove address within three working days. If the item is on loan or located at another Shorelink Library the item will be delivered within three working days of it becoming available at Lane Cove Library.

 

Delivery

 

It is intended that the Library to Your Door service will utilise an existing Council vehicle (Library Van), currently used for the Home Library Service. Two mornings a week Library staff deliver items to elderly, sick and housebound/hospitalised residents and their carers. This is a free service under the provisions of the Library Act 1939, Section 10. 

 

In contrast, the Library to Your Door service will provide a convenient solution to time-poor residents/businesses. It is intended that borrowers will reserve and pay for delivery online via the Library catalogue and that items will be delivered within three working days of becoming available. This will mean that the Library staff will be making deliveries five days per week, Monday - Friday.

 

Fees

 

As this service has been planned for some time Library to Your Door fees have been included in Council’s 2019/ 2020 Fees and Charges. These fees have been set at a low base so that Council can determine the popularity of the service without price being a barrier.To reserve an item for personal collection from the library a fee of $2.00 is currently payable. The Reserve and Delivery Fee is $2.50 per item inclusive of the reserve fee, effectively making delivery only 50 cents per item. This level of pricing relies on the practice of most borrowers borrowing multiple books, which will increase the revenue to cover the costs of the service. A review will be undertaken after 6 months to determine the long-term financial model for the service.

 

Originally, the cost of collecting an item was only envisaged for the collection of items borrowed via Library to Your Door. Further discussion with AIT suggested that the pickup option could be expanded to include any items on loan to the borrower (including items borrowed when visiting other Shorelink libraries). Due to a reservation fee not being included with pick up (to cover service costs) it is recommended that it be increased from 50 cents per item to $1.00 per item.

 

Conclusion

 

Increasingly, people are ordering items online and paying a small fee to have them delivered. The Library to Your Door Service has been developed to similar to an online shopping experience.

 

For a small fee, members will be able to reserve items and have them delivered within three working days of the item being available. The service will include an option to have reservations ready for collection to be made Library to Your Door deliveries. Borrowers will also be able to have any on loan items picked up from a Lane Cove address.

 

Library to Your Door is an innovative service option that will deliver considerable benefit to time-poor residents and residents with limited mobility or access to transport. The service will be introduced from October 2019

 

 

RECOMMENDATION

 

That Council:-

 

1.   Notes the introduction of the Library to Your Door service from October 2019;

 

2.   Endorse increasing the Pickup of items on loan Council Fee to $1.00 per item; and

 

3.   A review will be undertaken after 6 months to determine the long-term financial model for the service.

 

 

 

 

 

 

Jane Gornall

Executive Manager - Human Services

Human Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 16 September 2019

Customer Experience Strategy  - Post Consultation Report

 

 

Subject:          Customer Experience Strategy  - Post Consultation Report    

Record No:    SU7520 - 51042/19

Division:         General Managers Unit

Author(s):       Jessica Quilty 

 

 

Executive Summary

 

The purpose of this report is to outline the results of the community consultation for the draft Customer Experience Strategy (CES). This CES has been developed to integrate traditional aspects of customer service with a clearly defined pathway for new initiatives that will improve the overall customer experience with Council. The intent is to align every point of contact, process improvement and enhancement in technology in a clearly defined roadmap that will achieve a great customer experience. This report summarises the results of the public consultation that took place over a six (6) week period.  Eighteen (18) submissions were received in relation to the draft strategy. Primarily, these submissions reflected positively on Council’s customer service, but some respondents provided feedback on various aspects of the strategy as well as other areas of Council operations. 

 

Amendments to the Draft Customer Experience Strategy have been incorporated in consideration of the later views. It is recommended that Council proceed to adopt the CES.

 

Background

 

Council at its meeting of the 22 July 2019 resolved:-

 

That:-

1.   Council adopt for the purpose of public exhibition, the Draft Customer Experience Strategy;

2.   Council undertake community consultation for a period of six (6) weeks as per the consultation strategy outlined in the report; and

3.   Following the exhibition period, the Draft Customer Experience Strategy, together with a report on any submissions received and any proposed amendments, be considered at the Council meeting to be held 16 September 2019.

 

Discussion

 

As part of developing the CES, Council staff developed a vision statement of ‘surprisingly simple’ services to the community which ultimately represents the avoidance of complex and bureaucratic process for customers in order to engage with Council. Creating strong, positive experiences within the customer journey will result in improvements to the bottom line by improving performance throughout the journey at multiple touch points.

 

The strategy encompasses feedback from research, surveys and engagement with staff and customers. Since 2018 Council has been undertaking customer journey mapping which sets out a visual representation of every experience customers have with Council. It helps Council step into customer’s shoes to see Council services from the customer's perspective. It's also useful to gain insights into common customer pain points, how Council can improve the customer experience, and define what customers, and prospective customers, need in order to complete a 'purchase'. Council is undertaking customer journey mapping for all its services. Council also reviewed results from the Community satisfaction surveys as well as reviewing all feedback (complaints and compliments).

The strategy was placed on public exhibition for six (6) weeks from 25th July to 5th September 2019 The consultation strategy involved the following:-

·    Public exhibitions at the Civic Centre and Libraries;

·    A website exhibition; and

·    An advertisement in the North Shore Times.

 

A total of eighteen (18) submissions were received in relation to the draft strategy. Two (2) from local community/neighbourhood associations and 16 from residents. Below is a summary highlighting the main areas of feedback received.

 

Positive Interactions with Council

 

Four (4) submissions gave positive feedback on their experience with Council.

 

Use of ‘plain english’

 

Six submissions (6) indicated that the strategy wasn’t written in ‘plain english’ and was hard to understand. Given this feedback, amendments have been made to replace some wording with simpler phrases whilst still maintaining the intended meaning.

 

Personas

 

Two (2) submissions highlighted that the ‘pre-retiree’ or ‘retiree’ age group was not represented as a customer type. This has now been included.

 

General Feedback

 

The remaining submissions gave general feedback on various aspects of Council business including:-

 

1.   Improvements to Councils website;

2.   Snap send solve;

3.   Proactive communication and notifications (including DA notifications);

4.   Response times to emails;

5.   Not replying to written correspondence; and

6.   Council not calling customers back.

 

Whilst not specifically addressing the strategy itself, these submissions will be responded to as they provide valuable feedback.

 

Councillor would be aware that Council is currently preparing to roll out a new Customer Request Management system, which will address points 1, 2, 5 & 6.

 

Conclusion

 

The ultimate goal of the Strategy is to improve service quality, promote transparent and efficient interaction, enhance the level of public trust in government, and drive better community outcomes.

 

 

RECOMMENDATION

 

That Council adopt the Amended Customer Experience Strategy dated September 2019 shown attached at AT-1.

 

 

 

 

 

Craig Wrightson

General Manager

General Managers Unit

 

 

ATTACHMENTS:

AT‑1View

Customer Experience Strategy 2019

28 Pages

 

 

 


 

Ordinary Council Meeting 16 September 2019

Container Deposit Scheme Return and Earn Depot Location

 

 

Subject:          Container Deposit Scheme Return and Earn Depot Location    

Record No:    SU7238 - 53591/19

Division:         Environmental Services Division

Author(s):       Fiona McCleary 

 

 

Executive Summary

 

The NSW Government’s Return and Earn Container Deposit Scheme (CDS) commenced in December 2017. Under the CDS, people can return eligible beverage containers for recycling in exchange for a 10-cent refund. Since early 2018, Council has requested TOMRA and Cleanway the network operators of the CDS, to assess a number of sites within the Lane Cove LGA to host a Reverse Vending Machine (RVM). None have been accepted due to TOMRA’S criteria regarding clearance, maneuvering areas and separation to houses.

 

A new location has been identified by staff and after negotiation with TOMRA has been accepted as being suitable for the RVM.

 

The site is within the Little Street Carpark, on the left-hand side before the boom gate. It is recommended Council proceed to enter into a contract with TOMRA to provide a Return and Earn depot.

 

Background

 

The CDS commenced in December 2017 in NSW. The aim of the CDS is to reduce the volume of litter in NSW by 40% by 2020 and increase recycling of glass and plastic containers. Council supports the NSW Government’s CDS and has sought to find a suitable location for a RVM since early 2018. When selecting a suitable location for the RVM, Council has considered safety, truck movements and customer convenience. The ground floor of the Little Street Car Park complies with these criteria and is a high traffic area with ample parking and easy lift access.

 

Installation of the RVM will require the relocation of two (2) disabled car spaces on the ground floor, near the lift entrance. These spaces will be re-located to the opposite side of the ground floor carpark, ensuring the total number of disabled car spaces are maintained. Two car spaces will be available immediately adjacent to the unit for users of the RVM. The RVM is a single unit with one opening that can accept glass and one opening that can accept plastic bottles and aluminium cans. The RVM would have options for customers to donate their refund to charities or redeem funds directly to their own account.

 

Once approved by TOMRA, Cleanaway and Council, the installation of the RVM will be completed in six (6) weeks and is expected to be operational by mid-November 2019.

 

Discussion

 

Hosting a RVM enhances Council’s profile as a leader in sustainability and is consistent with the communities expectation.

 

The community environmental and social benefits are four-fold:-

 

·    Environmental benefits with less litter in our parks and waterways;

·    community benefits with more incentive to recycle and earn funds for community programs;

·    Refunds can be directed towards local charities; and

·    Recycled containers become part of a circular economy that extends the life of these materials and reduces our reliance on natural resources.

 

Financial Impact

 

Financial assistance is provided to Council for hosting a RVM. Council would be reimbursed a base rental fee of $6,000 (plus GST) per annum and an additional $250 (plus GST) per annum for electricity costs associated with the machine’s operation. While Council is losing their car spaces, these are not public spaces, but spaces for people servicing the building. To ensure the area is maintained free of waste, the operator will inspect and clean the site on a daily basis.

 

Conclusion

 

By providing residents the opportunity to participate in the Container Deposit Scheme, Council is demonstrating a commitment to our community and promoting the sustainable and long-term benefits of recycling.

 

 

 

RECOMMENDATION

 

That:-

 

1.   The report be received and noted; and

 

2.   Council delegate authority to the General Manager to enter into a contract for the installation of a Reverse Vending Machines in the Little Street Carpark.

 

 

 

 

 

 

 

Michael Mason

Executive Manager

Environmental Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 16 September 2019

Annual Financial Statements for 2018/2019 -  Referral for Audit

 

 

Subject:          Annual Financial Statements for 2018/2019 -  Referral for Audit    

Record No:    SU740 - 47888/19

Division:         Corporate Services Division

Author(s):       Craig Dalli 

 

 

Executive Summary

Council's Annual Financial Statements for the year ended 30 June 2019 are presented for referral to external Audit.  A statement is required in respect of the accounts from Council and Management in relation to the accuracy of the accounts.  It will be recommended that Council delegate the authority to sign the statement and refer the accounts for Audit.

 

Discussion

Council's Annual Financial Statements for the year ended 30 June 2019 have been prepared and are ready to proceed for external Audit. They will be available electronically from Friday, 13 September 2019 at AT-3. The general purpose financial statements, special purpose financial statements and special schedules are required to be audited by 31 October 2019 following the financial year end.  In accordance with Section 413(2)(c) of the Local Government Act, Council is required to include with the Annual Financial Statements a "Statement by Councillors and Management" signed under resolution of Council, by the Mayor, one other Councillor, the General Manager and the Responsible Accounting Officer, which will allow Council's external Auditor to complete the Audit.  A similar "Statement by Councillors and Management" is also required for the Special Purpose Financial Statements.

Following the Audit, the Annual Financial Reports will then be presented to Council in November, with the Auditors Report. In order for Council's Annual Financial Statements for 2018/2019 to go forward for Audit the following resolution of Council is now required and the Statements to be signed by the delegated Councillors and Management are attached at AT-1 and AT-2.

 

 

RECOMMENDATION

That:-

1.    In respect to Council's General Purpose Financial Reports the following statement which is shown at AT-1 be provided for signature under delegated authority by the Mayor, one other Councillor, the General Manager and the Responsible Accounting Officer:-

GENERAL PURPOSE FINANCIAL STATEMENTS FOR THE YEAR ENDED 30 JUNE 2019

Statement by Councillors and Management made pursuant to section 413 (2)(C) of the Local Government Act 1993 (as amended).

The attached General Purpose Financial Statements for the year ended 30 June 2019, have been drawn up in accordance with the:-

·     Local Government Act 1993 (as amended) and the Regulations made thereunder;

·     Australian Accounting Standards and professional pronouncements; and

·     Local Government Code of Accounting Practice and Financial Reporting.  

To the best of our knowledge and belief, this Report:-

·     Presents fairly the Council's operating result and financial position for the year;

·     Accords with Council’s accounting and other records; and

·    That the statement be signed following audit to ensure there are no matters that would render this report false or misleading in any way.

2.    In respect to Council's Special Purpose Financial Reports, the following statement which is shown at AT-2 be provided for signature by the Mayor, one other Councillor, the General Manager and the Responsible Accounting Officer:-

SPECIAL PURPOSE FINANCIAL STATEMENTS  FOR THE YEAR ENDED 30 JUNE 2019

Statement by Councillors and Management made pursuant to the Local Government Code of Accounting Practice and Financial Reporting.

The attached Special Purpose Annual Financial Statements for the year ended 30 June 2019, have been drawn up in accordance with:-

·     NSW Government Policy Statement "Application of National Competition Policy to      Local Government";

·     Office of Local Government guidelines "Pricing & Costing for Council Businesses: Guide to Competitive Neutrality"; and

·     The Local Government Code of Accounting Practice and Financial Reporting.

To the best of our knowledge and belief, these Reports:-

·     Present fairly the Council's operating result and financial position for each of Council’s declared Business Activities for the year; and

·     Accord with Council’s Accounting and other records.

We are not aware of any matter that is false or misleading in any way.

 

3.   Council's Annual Financial Statements for the year ended 30 June 2019 be referred for audit by Council’s external Auditors.

 

 

 

 

 

Craig Dalli

Executive Manager - Corporate Services

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1View

General Purpose Financial Statements, Statement by Councillors and Management

1 Page

 

AT‑2View

Special Purpose Financial Statements, Statement by Councillors and Management

1 Page

 

AT‑3View

Draft Financial Statements for the Year Ended 30 June 2019

1 Page

Available Electronically

 

 


 

Ordinary Council Meeting 16 September 2019

Proposed Review of Ward Boundaries

 

 

Subject:          Proposed Review of Ward Boundaries    

Record No:    SU821 - 55068/19

Division:         Corporate Services Division

Author(s):       Craig Dalli 

 

 

Executive Summary

 

Council is required under with the Local Government Act to monitor and review Ward Boundaries to ensure the number of electors in the respective wards does not vary by greater than 10%. Due to the growth and development which has occurred throughout Lane Cove in recent years, there is a significant variation in the number of electors in each of the wards. Therefore, as a result, this report proposes the revised new Ward Boundaries at AT-1 to this report, be endorsed for community consultation.

 

Background

 

Under Section 211 of the Local Government Act 1993 (“The Act”), councils are required to review their wards and alter them if “the number of electors in one ward in its area differs by more than 10% from the number of electors in any other ward in its area.”

 

In March 2006 Council last altered its Ward Boundaries to ensure the variation in wards was less than 10%. Also, during the previous term of Council it was identified that a variation of greater than 10% in the number of electors between the various Wards existed. However, in light of the merger proposal at the time, Council at its meeting of 7 December 2015, decided not to progress with a review of Ward Boundaries despite consulting the community on options.

 

Given the 10% variance in the number of electors between wards remains more than 12 months after the current term of office of Council commenced, i.e. in September 2017, Council is now required under Section 211 of the Act to review Ward Boundaries as soon as practicable, with the NSW Electoral Commission setting a December 2019 deadline for the review. 

 

Discussion

 

Information supplied by the NSWEC as at 27 June 2019 showed that enrolments in respect of the Lane Cove Council Wards have gradually increased as a result of the significant development activity in the area, with the number of electors in West Ward as at 27 June 2019 exceeding the number of electors in Central Ward by 18.9% as illustrated in the following table:

 

Ward

Number of Electors

Variation

West

9413

Highest

Central

7630

18.9%

East

8102

13.9%

TOTAL

25,145

 


 

As a result of this variation a review has been undertaken of the Ward Boundaries to ensure no greater than a 10% variation in the number of electors in the three (3) wards, which would ultimately apply for the next Ordinary Election of Council scheduled for Saturday 12 September 2020. The review has focused on reducing the number of electors in the most populous ward being West Ward and transferring approximately 1053 electors from the area generally bounded by Penrose Street and Burns Bay Road and transferring those electors to Central Ward. No changes are proposed to the East Ward Boundaries. In proposing the variation to the boundaries, consideration can only be given to existing enrollments and not any new developments proposed or under construction.  Therefore, it is acknowledged that whilst Lane Cove LGA remains in a growth and development phase, Ward Boundaries will most likely need to be reviewed during each term of Council.

 

As a result of the proposed revised Ward Boundaries as illustrated at AT-1 to the report, the number of electors in each ward based on enrollments as at 27 June 2019 are as follows:-

 

 

Ward

Number of Electors

Variation

West

8360

3.9%

Central

8683

Highest

East

8102

6.7%

TOTAL

25,145

 

 

Community Consultation

 

Prior to adopting revised Ward Boundaries, Council is required to place the preferred option on exhibition for 28 days allowing 42 days for public submissions. The Australian Statistician and NSW Electoral Commission must also be consulted to ensure consistency with the new Statistical Areas Level 1 (SA1s) which have replaced Census Collection Districts (CCD’s). Additionally, the NSW Electoral Commission requests councils align where possible ward boundaries with State and Federal Electoral boundaries and SA1s.

 

Statement of Intent

 

The consultation is designed to seek the community views on Council’s proposed changes to the Ward Boundaries, and will take place for a period 6 weeks.  Comments received will be considered on the suitability of the proposed boundaries, having regard to the Council’s obligation to have Wards, in terms of the number of electors, within a 10% range of each other as required by the Local Government Act. 


 

Method

 

Level of Participation

Inform

Inform

Consult

Form of Participation

Open

Targeted

Open

Target Audience

Lane Cove Community

Key Message givers e.g. Residents Associations

Lane Cove Community

Proposed Medium

Advertisement,

eNewsletter and Social Media

Notification to residences directly impacted

Public Exhibition,

Website Exhibition

Indicative Timing

September to November 2019

September to November 2019

September to November 2019

 

 

 

 

RECOMMENDATION

 

That:-

1.   The information be noted;

2.   Council place on public exhibition the proposed new Ward Boundaries at AT-1 in accordance with the consultation strategy outlined in the report; and

3.   Following the consultation period, the outcomes be reported back to Council for determination of new Ward Boundaries.

 

 

 

 

 

Craig Dalli

Executive Manager - Corporate Services

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1View

Map Ward Boundary Adjustment Proposal

1 Page

 

 

 


 

Ordinary Council Meeting 16 September 2019

Draft Community Participation Plan - Public Exhibition

 

 

Subject:          Draft Community Participation Plan - Public Exhibition     

Record No:    SU7359 - 53388/19

Division:         Environmental Services Division

Author(s):       Lara Fusco 

 

 

Executive Summary

 

The purpose of this report is to outline Council’s Draft Community Participation Plan (CPP) and endorse it for public exhibition.

 

The Draft CPP encourages the community to participate in the planning system and outlines principles that Council will follow in undertaking community engagement activities and consultation for planning functions (shown as AT-1). The document will be reformatted and stylized post exhibition.

 

The Draft CPP has been prepared in accordance with legislation, Department of Planning Guidelines and Council’s existing Community Engagement Strategy and policies. The Draft CPP combines Council’s existing community engagement methods and the public exhibition timeframes of the legislation for planning functions. It also sets out mandatory and non-mandatory requirements for community participation. 

 

Legislation requires Council to prepare its Draft CPP before 1 December 2019.

 

Background

 

As part of the amendments to the NSW Environmental Planning and Assessment Act 1979

(the EP&A Act), all planning authorities are required to prepare a Community Participation Plan. The Act also specifies which authorities and functions are subject to requirements for community participation including mandatory requirements, matters to have regard to in the preparation of plans, and other miscellaneous provisions such as publication and review.   

 

Under Section 2.21 of the EP&A Act, Council’s relevant planning functions include-:

 

·    Planning instrument functions under Part 3;

·    Development consent functions under Part 4;

·    Environmental impact assessment functions under Division 5.1 if an environmental impact statement is required;

·    State significant infrastructure approval under Division 5.2;

·    Contribution plan functions under Part 7; and

·    Any other function under the Act prescribed by the regulations.

 

The CPP must address both the strategic planning and development assessment functions of Council. The CPP will outline how and when Council will engage the community across all planning functions.

 

The Environmental Planning and Assessment Regulation 2000 (the Regulation) requires the CPP to be made before 1 December 2019. Consequently, the Draft CPP is required to have been exhibited, reported back to Council addressing submissions, adopted by Council, and published on the NSW Planning Portal before 1 December 2019.

 

Discussion

 

As part of the amendments to the EP&A Act, a new schedule (Schedule 1 Community Participation Requirements). This includes minimum requirements for public exhibition periods for plans and development applications, as well as other provisions relating to submissions, exhibition over the Christmas/New Year period, and notification of decisions. The minimum provisions in this Schedule apply unless a CPP specifies a different period for planning functions relating to development consent and modification of consent.

 

Plan Making

 

Participation requirements for strategic planning are included in Development Control Plans (DCP’s), amendments to Local Environmental Plans (LEP), and contribution plans which are currently contained in the EP&A Act and the Regulation, and requirements as directed by the Department of Planning, Infrastructure and Environment (the DPIE), such as Gateway Determinations for planning proposals. The exhibition requirements for planning proposals are included in any gateway determination by the Minister for Planning, and requirements for Local Strategic Planning Statements may be directed by the Department Secretary.  Division 7 of the Regulation includes requirements for public participation in development and the new Schedule 1 in the Act would also apply.

 

Council’s indicative exhibition timeframes for all plan making functions including the Draft Community Participation Plan, Draft Local Strategic Planning Statements, Planning proposals for LEP’s subject to a gateway determination, Draft DCP’s and Draft contribution plans is (6) weeks. This is in excess of the legislative requirements which require a minimum mandatory exhibition timeframe of 28 days. 

 

Development Assessment

 

Current requirements for notification of development applications are also contained in the EP&A Act and the Regulation. Local processes and additional communication strategies and policies are currently in place, while some are undertaken on a case by case basis with consultation personalized to specific projects depending on their scale and potential impacts to the community.

 

Council’s indicative exhibition timeframes meet the minimum mandatory exhibition timeframes for all Development Assessment functions. For State Significant Development, Council’s indicative exhibition timeframe is six (6) weeks which is in excess of the legislative requirements which mandate an exhibition timeframe of 28 days.  

 

Lane Cove CPP

 

The draft plan has regard to the principles of Section 2.23(2) of the EP&A Act, and is consistent with the requirements of the Act and the DPIE Guidelines. It is also consistent with Council’s adopted Community Engagement Policy (shown as AT-2) and the Notification of Development Applications Policy (shown as AT-3) which will be replaced one the CPP is adopted.

 

The draft plan addresses the following:-

 

·    Community engagement, including relevant stakeholders, levels, forms and methods of engagement, and reporting;

 

·    Public exhibition, including the role of exhibitions, notification functions, and exhibition requirements and timeframes; and

·    Post exhibition reporting and functions.

This Draft CPP does not change Council’s current communication strategies or notification policies.

 

Consultation Strategy

 

Statement of Intent

 

The consultation is designed to obtain community feedback on the Draft CPP. Any comments received will be reviewed and considered to help refine the plan’s content to ensure maximum community engagement.

 

Methods

 

The following table outlines the consultation strategy and methods that will be used for this Draft Plan across a range of stakeholders.

 

Level of Participation

Inform

Inform

Consult

Form of Participation

Open

Targeted

Open

Target Audience

Lane Cove Community and community groups

Government Agencies and adjoining Local Government Areas

 

Lane Cove Community and community groups

Proposed Medium

Advertisement,

eNewsletter, and social media

 

Notification Letters

Public Exhibition,

Website Exhibition

 

Indicative Timing

September-November 2019

September-November 2019

September-November 2019

 

Conclusion

 

Council has prepared a Draft CPP which is now ready for public exhibition.

 

Submissions received during the public exhibition period will be collated and the issues raised will be addressed in a post-consultation report to Council.

 

 

RECOMMENDATION

 

That Council:-

 

1.   Receive and note the report;

 

2.   Endorse the Draft Community Participation Plan (CPP) for public exhibition;

 

3.   Undertake community consultation for a period of six (6) weeks as per the Consultation Strategy outlined in the report and report back to Council; and

 

4.   Following Public Exhibition, the Draft CPP together with a report on any submissions received, be considered by Council.

 

 

 

 

 

Michael Mason

Executive Manager

Environmental Services Division

 

 

ATTACHMENTS:

AT‑1View

Draft Community Participation Plan

19 Pages

Available Electronically

AT‑2View

Community Engagament Policy

9 Pages

Available Electronically

AT‑3View

Notification of Development Applciations Policy

4 Pages

Available Electronically

 

 


 

Ordinary Council Meeting 16 September 2019

Conduct of the September 2020 Local Government Election

 

 

Subject:          Conduct of the September 2020 Local Government Election    

Record No:    SU7270 - 55133/19

Division:         Corporate Services Division

Author(s):       Craig Dalli 

 

 

Executive Summary

The next Ordinary Election of Council is scheduled to be held on Saturday, 12 September 2020.  Originally Council was required to resolve by 11 March 2019 whether to engage the NSW Electoral Commission (NSWEC) to conduct its 2020 Election.  However, recent amendments to the Local Government Act 1993 (the Act) have extended this deadline to 1 October 2019.  Where councils do not enter into an election arrangement with the NSWEC, they must engage an electoral service provider to administer their election.

The reason for this extension was to allow sufficient time for the Independent Pricing and Regulatory Tribunal (IPART) to review the costs of conducting local government elections in NSW as requested by the State Government. Council at its July Meeting endorsed a submission in respect of the IPART Report.

It is noted that IPARTS’s recommendations will result in a 55% increase in the expected cost of the 2020 Lane Cove Local Government Election, compared with the 2017 election cost, i.e. from $192,000 in 2017 to $297,000 in 2020. 

Given the considerable cost increase proposed, Council at its meeting of 22 July 2019 resolved to  obtain pricing from a private electoral service provider, such as the Australian Election Company and that a further report be considered at the Ordinary Council Meeting of 16 September 2019.  This report outlines the outcomes of the procurement process and will recommend Council engage the NSWEC to conduct the 2020 Election.

Background

In 2011 the Local Government Act was amended to provide councils with the flexibility and choice to determine if they wish to manage an election or appoint the NSW Electoral Commission to do so.

For the 2012 Election, Lane Cove conducted its own election in conjunction with an independent Returning Officer, his staff and the support of some seven (7) other councils who also undertook their own elections. The councils met regularly to ensure that legislative compliance was delivered, training was developed for key personnel, stationary was procured jointly and efficient systems were devised.  

In 2016, with the deferral of the elections to September 2017 due to the merger proposal, none of the councils Lane Cove previously partnered with planned to conduct their own election, as they had either conducted their election in September 2016 or had been amalgamated.  As a result, and given the relatively short timeframe to prepare for the election, Council appointed the NSW Electoral Commission to conduct the 2017 Local Government Election.

The next Ordinary Election of Council is scheduled to be held on Saturday, 12 September 2020.  Originally, Council was required to resolve by 11 March 2019 whether to engage the NSW Electoral Commission (NSWEC) to conduct its 2020 local government election.  However, recent amendments to the Local Government Act 1993 (the Act) have extended this deadline to 1 October 2019

Therefore, at the Ordinary Meeting of 22 July 2019,Council considered a report in respect of the IPART Report and conduct of the 2020 election and resolved that:-

1.       The report be received and noted;

2.       Council obtain a cost estimate from commercial electoral service providers for the conduct of the 2020 Local Government Election;

3.       Council discuss the conduct of the elections with our NSROC partners with a view to bulk procurement; and

4.       A further report be received at the September 2019 Ordinary Council Meeting.

Discussion

2020 Election Options

The provision of local government election services at present is a near-monopoly. The NSWEC is the dominant provider of election services in a highly concentrated market, with just one other private provider being the Australian Election Company.  Its dominance is reinforced by government ownership and its position as sole provider of electoral services to the NSW Government.  The market for private commercial providers is limited in that their customer base is restricted to local government, companies, clubs and associations with no access to State / Federal markets.  Furthermore, the potential for business is further limited by the periodic four (4) year Local Government Election cycle.

New preference counting rules that come into effect from the 2020 election. no longer allow for the manual counting of votes and therefore specialist software is required. This effectively precludes Council from conducting is own election as it did in 2012.

Therefore, there are two (2) options available to Council in regard to the administration of the 2020 Local Government Elections:-

·       NSW Electoral Commission (NSWEC); or

·      Engaging the services of a private contractor such as the Australian Election Company. 

 

The engagement of the NSW Electoral Commission presents the lowest risk to Council in terms of transparency, independence and impact of staffing resources.Estimated Costs and Funding

As noted above, if implemented, IPART’s recommendations will result in a 55% increase in the expected cost of the 2020 Lane Cove Election, comparing the 2017 election cost from $192,000 in 2017 to $297,000 in 2020.  Ironically, the NSWEC’s fee proposal would result in an increase of only 33% to $256,000 in 2020.

In accordance with the Council resolution of 22 July 2019, a cost estimate was obtained from a commercial electoral service provider the Australian Election Company, the only known alternate elections services provider.  Their quotation for a fully outsourced elections service exceeded both NSWEC fee proposal of $256,000 as outlined in the IPART Report and the recommended IPART fee proposal of $297,000 or the NSWEC to apply to Council. Even on a regional joint procurement basis with other NSROC councils, the fee proposal from the Australian Election Company was not cost effective.

Despite the NSW Government imposed deadline of 1 October 2019, the IPART councils to determine election service providers, the NSWEC has confirmed they are unable to finalise their service and costs estimates until such time as the Minister for Local Government responds to the final IPART Report.  Timing is unknown at this stage however it is anticipating the costing will not exceed the $297,000 recommended by IPART, which is less than the fee proposal from the Australian Election Company.

The following table shows a comparison of costs over the last four (4) elections, demonstrating substantial ongoing cost increases over time in the delivery of election services by the NSWEC.

Council contributes funds to its reserve to cover Election costs on an annual basis.  As at 30 June 2019 Council had $111,000 allocated in reserve.  An additional $100,000 has been provisioned in the 2019-20 Budget, resulting in a reserve balance of $211,000. The balance of the funds required will need to to be contributed in the 2020/2021 Budget.

Conclusion

 

Council must resolve by 1 October 2019 whether to engage the NSW Electoral Commission (NSWEC) to conduct its 2020 local government election.  Alternatively, it must engage a private electoral service provider to administer its election. 

The Independent Pricing and Regulatory Tribunal recently undertook a review of the costs of conducting local government elections in NSW as requested by the State Government.  The recommendations of their draft report, if implemented, would see Council’s costs increase by 55% in comparison to the costs of the 2017 election (from $192,000 in 2017 to $297,000 in 2020) if Council were to engage the NSWEC.  This amount is more favourable than the amount quoted by the Australian Election Company.

Therefore, in view of costings which are still subject to confirmation by the NSWEC once the NSW Government’s response to the IPART Report is released, and the NSWEC presenting the least risk in terms of transparency, independence and impact on staffing resources, it is recommended that Council engage the NSWEC to conduct the 2020 Lane Cove Council Ordinary Election

 

 

RECOMMENDATION

 

That:-

1.      The report be received and noted;

2.      Pursuant to s. 296(2), (3) and (5A) of the Local Government Act 1993 (NSW) (“the Act”) that an election arrangement be entered into by contract for the Electoral Commissioner to administer all elections of the Council;

3.      Pursuant to s. 296(2), (3) and (5A) of the Act, as applied and modified by s. 18, that a council poll arrangement be entered into by contract for the Electoral Commissioner to administer all council polls of the Council; and

4.      Pursuant to s. 296(2), (3) and (5A) of the Act, as applied and modified by s. 18, that a constitutional referendum arrangement be entered into by contract for the Electoral Commissioner to administer all constitutional referenda of the Council.

 

 

 

 

 

Craig Dalli

Executive Manager - Corporate Services

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 16 September 2019

Council Snapshot August 2019

 

 

Subject:          Council Snapshot August 2019    

Record No:    SU220 - 54793/19

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 August 2019.

 

 

RECOMMENDATION

 

That the report be received and noted.

 

 

 

 

 

 

Craig Wrightson

General Manager

General Managers Unit

 

 

ATTACHMENTS:

AT‑1View

Council Snapshot August 2019

41 Pages