Ordinary Council 18 May 2020

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Agenda

Ordinary Council Meeting

18 May 2020

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 on Monday 18 May 2020 commencing at 7.00 PM. The business to be transacted at the meeting is included in this business paper.

To coincide with the messaging from the NSW Government and in the interests of public health, the May meeting will be conducted online.

Members of the public will not be permitted to attend the Council Chambers. Councillors will be attending and participating in the meeting via video conference.

Members of the public who wish to address Council about items on the Meeting Agenda should send their typed, written address via email to service@lanecove.nsw.gov.au. Written addresses are to be received by Council no later than midnight, on the day prior to the meeting – i.e. 17 May 2020. Please note that the time limit of three minutes per address still applies so please make sure your written submission meets this criteria (500 words maximum).

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.

DECLARATIONS OF INTEREST

 

APOLOGIES

 

OPENING OF MEETING WITH PRAYER

 

ACKNOWLEDGMENT TO COUNTRY

 

NOTICE OF WEBCASTING OF MEETING

 

CONFIRMATION OF MINUTES

 

1.      ORDINARY COUNCIL MEETING - 20 APRIL 2020 EXTRAORDINARY COUNCIL MEETING – 11 MAY 2020

 

Orders Of The Day

 

Notices of Motion

 

2.       Notice of Motion - Protecting Council’s Say in Local Planning Matters

 

3.       Notice of Motion - Supporting Local Business and Occupation Skills Development in the Lane Cove LGA

 

Officer Reports for Determination

 

4.       COVID-19 Update

 

5.       Kingsford Smith Oval - Dog Leash Free Use

 

6.       Design Review Panel

 

7.       Debt Financing for Infrastructure Projects

 

8.       3rd Quarter Review for 2019-2020 Budget

 

9.       Financial Assistance Grants to Community Groups 2020/2021

 

10.     Draft DCP Amendment - 1 Girraween Avenue

 

11.     Outcome of Rezoning Review for 166 Epping Road

 

12.     Draft Revised Code of Meeting Practice - Post Consultation

 

13.     The Third Quarter Review of the 2019 - 2020 Delivery Program and Operational Plan

 

14.     Council Snapshot April 2020  

 

 

 

 

                     


 

Ordinary Council Meeting 18 May 2020

Notice of Motion - Protecting Council’s Say in Local Planning Matters

 

 

Subject:          Notice of Motion - Protecting Council’s Say in Local Planning Matters    

Record No:    SU7286 - 26151/20

Division:         Lane Cove Council

Author(s):      Councillor Andrew Zbik 

 

 

Discussion

 

On the 3rd April 2020, the NSW State Government announced the introduction of the Planning System Acceleration Program. The program has the stated aim to ‘red tape and fast-track assessment processes to boost the construction pipeline and fast-track new projects.’

 

The below is a comprehensive summary of the NSW planning changes that has been prepared by the Environmental Defenders Office and examines the changes made in NSW:

 

The NSW government passed the COVID-19 Legislation Amendment (Emergency Measures) Act 2020 (NSW), which commenced on 25 March 2020.  This Act amends the Environmental Planning and Assessment Act 1979 (NSW) (EP&A Act).

The key change in the Act is that it gives the Planning Minister broad powers to make Ministerial orders during the ‘prescribed period’ to exempt development from planning requirements (s.10.17).

This Planning Minister’s power can only be exercised where:-

·      the Minister first consults with the Minister for Health and Medical Research; and

·      the Minister is reasonably satisfied that the making of the order is necessary to protect the health, safety and welfare of members of the public during the COVID-19 pandemic.

The ‘prescribed period’ in which this power can be exercised is 6 months from the date the Act came into effect and expires on 25 September 2020 (or other date prescribed by regulation, no greater than 12 months).

The Minister has made a number of orders under this power, relating to construction hours, food trucks, temporary workers accommodation. A full list of these orders can be found here.

Changes have also been made to:-

·      alter the requirements for public inspection of documents (s.10.18 of the Act); and

·      allow notices and other documents previously published in a local newspaper to instead be published online from 17 April 2020 (by Regulation). Environmental Planning and Assessment Amendment (Public Exhibition) Regulation 2020

The Planning Minister has announced a Planning System Acceleration Program which includes a range of measures to fast-track certain development. No legislative changes are expected to implement this Program and current development assessment processes, including requirements for environmental assessment and community participation remain unchanged.

Courts and public hearings: The NSW Land and Environment Court is closed to the public and all hearings are online or by telephone. Changes to the Court’s practice and procedure are set out on its website.

The NSW Independent Planning Commission (IPC) has made changes to processes for public meetings and hearings. The IPC will no longer hold public meetings and scheduled meetings have been cancelled. The IPC is instead accepting written submissions on existing assessments. Public hearings (which the IPC has been directed to conduct by the Minister) will proceed, but in a changed format. Currently, this affects three State Significant Developments: the Vickery Extension Project; the Narrabri Gas Project and McPhillamys Gold Mine. To facilitate this, on 30 April 2020 the NSW Government made the Environmental Planning and Assessment Amendment (COVID-19 Planning Bodies) Regulation 2020 which inserts clause 294 into the EP&A Regulation to provide for public hearings and public meetings of planning bodies to be held by means of an audio link or audio visual link for 6 months during the COVID-19 pandemic.

Lane Cove Local Government Area has the following Planning Proposals currently listed on the Fast Track Assessment list as of the 12th May 2020:

 

 

The above ‘Pathways’ planning proposal was:-

 

1.   UNANIMOUSLY rejected by Lane Cove Council in February 2017;

2.   An amended proposal was UNANIMOUSLY rejected by Lane Cove Council in June 2018; and

3.   The proponent – Pathways Property Groups has appealed the decision of Lane Cove Council.

 

The neighbouring North Sydney Local Government Area has the following Planning Proposals currently listed on the Fast Track Assessment list as of the 12th May 2020 which are located in very close proximity to the Lane Cove LGA:


 

 

 

SOURCES:

1)   Environmental Defenders Office https://www.edo.org.au/2020/04/30/decision-making-during-covid19/?utm_source=Insight&utm_medium=email&utm_campaign=Insight_1May2020_BylongjoinderEPA

 

2)   Fast Track Assessment List https://www.planning.nsw.gov.au/-/media/Files/DPE/Other/fast-tracked-assessments-tranche-one-2020-04.pdf?la=en

 

In my opinion, is it inappropriate for the NSW State Government to be investigating the ‘fast track approval’ of any planning proposal that has been previously rejected by a Local Government Area. Therefore, Council should proactively oppose any moves by the NSW State Government to overrule previous planning decisions already made by Council under the guise of ‘fast tracking’ development to stimulate the economy post the COVID-19 pandemic.

 

 

RECOMMENDATION

 

That Council:-

 

1.   Write to the Minister for Planning and Public Spaces the Hon Rob Stokes MP and the Premier Gladys Berejiklian to express its opposition to the recent changes to the Environmental Planning and Assessment Act which grant the Minister unprecedented powers to override planning decisions made by local councils;

 

2.   Recognises that planning decisions should be community led and that local councils are best placed to make decisions about planning that is appropriate for their local area and constituents;

 

3.   Seek assurance from the Minister for Planning, Rob Stokes MP, that Council’s ability to conduct due diligence in line with community expectations will not be impeded by the recently announced Planning System Acceleration Program to fast-track assessments of State Significant Developments, rezonings and development applications (DAs), with more decisions to be made by the Minister if required;

 

4.   Advise the Minister for Planning that in order to ensure community confidence in the Program, a plan to promote a high level of community engagement must be included in the additional support the Minister will need to provide to councils and planning panels to fast-track locally and regionally significant Das;

 

5.   Seek confirmation from the Planning Minister that Planning Proposals for amendments to Local Environment Plans (LEPs) currently in progress and/or already before the Department of Planning are finalised before the approvals of “any expanded list of works that may be carried out without the need for planning approval or under the fast-tracked complying development pathway.”;

 

6.   Alert the Minister for Planning that many of the proposals included in Urban Taskforce’s list of so-called ‘shovel-ready’ projects that “are caught up in any area of the planning system” have already been refused by local councils and/or Local or Regional Planning Panels for valid planning, social or environmental reasons or because of insufficiency of community infrastructure funding needed to maintain liveability standards for the resulting population growth, particularly in green field and brown field sites and targeted population growth areas. (For example, Planning proposal to permit seniors housing and amend height and FSR at 4-18 Northwood Rd, 274 & 274A Longueville Rd, Lane Cove);

7.   Advise the Minister for Planning of concerns that the COVID-19 related amendments to the EP&A Act, which allow the Minister “to authorise development to be carried out on land without the need for any approval under the Act or consent from any person” could potentially be applied to developments other than hospitals, ICUs, morgues, or other directly COVID-19 related works, because of the ambiguity of the wording of clause 10.17(5)(b) regarding works "necessary to protect the health, safety and welfare of members of the public";

 

8.   Advise the Minister for Planning that the Department of Planning’s directive to councils to no longer publish development applications in local newspapers will disadvantage the elderly and residents who do not have access to the internet. The subsequent advertising loss of revenue will likely also undermine the viability of local newspapers, many of which are already struggling to survive. Directive should only be for the duration of the pandemic or 6 months, whichever is shorter, at which time alternative notification strategies may be considered if necessary;

 

9.   Advise the Minister for Planning that the Department of Planning’s temporary directive to councils that certain documents related to development proposals/applications will no longer be required for physical inspection in their offices disadvantages residents who do not have access to computers and could lead to copyright issues with architects/developers regarding the publication of certain plans; and

 

10. Request that in light of the growing level of complaints from neighbouring residents (including those on compulsory work from home and home schooling arrangements) about ongoing disturbances, the Minister for Planning reconsiders the permission granted to the construction industry to operate every day including public holidays.

 

 

 

 

 

Councillor Andrew Zbik

Councillor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 18 May 2020

Notice of Motion - Supporting Local Business and Occupation Skills Development in the Lane Cove LGA

 

 

Subject:          Notice of Motion - Supporting Local Business and Occupation Skills Development in the Lane Cove LGA    

Record No:    SU7866 - 26157/20

Division:         Lane Cove Council

Author(s):      Councillor Andrew Zbik 

 

 

Discussion

 

Local Procurement

 

During the COVID-19 pandemic a lot of local businesses in Lane Cove have experienced a reduction in trading hours and revenue.

 

Lane Cove Council would be one of the largest organisations in the area that procures services and goods from several businesses.

 

Although the Competition and Consumer Act 2010 (Cth) and the Local Government Act 1993 (NSW) prohibit exclusive dealings based on a geographic area, there is no prohibition on Council to proactively approach a local business or businesses situated in the Lane Cove LGA to invite them to make a proposal or quotation for the provision of goods or services.

 

Under this policy, it is envisaged that when Council is seeking to purchase goods or services over the value of $5,000 (Which is the threshold of Council’s current Procurement Policy where more than one quotation is required), it would be a requirement that at least one business situated in the Lane Cove LGA is invited to provide a proposal or quotation for goods or services. If no such business is situated in the Lane Cove LGA, the policy would not apply.

 

This is a positive and proactive way that Lane Cove Council can support local businesses and employment in the Lane Cove LGA.

 

Supporting Apprentices

 

Lane Cove Council under its Major Projects Plan and various other plans anticipates the construction of several new facilities and capital works projects within the LGA.

An example of this list includes:-

 

·    Proposed Lane Cove Sporting and Recreation Precinct;

·    Upgrade of Bob Campbell Oval;

·    Upgrade of the Council Civic Centre; and

·    St Leonards Over-Rail Plaza.

 

The Australian Government Department of Jobs and Small Business publishes a series of reports looking as skill shortages in NSW. This report has identified the below issues in the construction and engineering occupation and profession.


 

 

Construction Trades in NSW

Engineering Professions in NSW

Engineering Trades in NSW

Source: https://docs.employment.gov.au/collections/new-south-wales-occupational-cluster-reports

 

Between September 2013 and March 2019, the number of apprentices and trainees in Australia fell by more than 30 per cent, according to data from the Department for Education, Skills and Employment.

 

The Australian Government Department of Employment, Skills, Small and Family Business has identified a list of occupations that require more apprentices. This list includes:-

 

·    Carpenters and Joiners;

·    Plasterers;

·    Plumbers;

·    Air-conditioning and Refrigeration Mechanics;

·    Wall and Floor Tilers;

·    Bricklayers and Stonemasons; and

·    Arborists.

 

Lane Cove Council can play an active roll in supporting the training and skills development of occupations particularly in the construction industry by including a component in Council’s tender assessment policy for tenderers to hire and train apprentices on Council projects.

 

Lane Cove Council - Delivery and Operational Plan 2020/21

Page 59 of Delivery and Operational Plan 2020/21

 


 

SOURCES:

https://docs.employment.gov.au/collections/new-south-wales-occupational-cluster-reports

https://thenewdaily.com.au/news/national/2020/02/28/decline-apprenticeships/

https://www.news.com.au/finance/business/other-industries/stark-drop-in-apprenticeships-is-leading-to-a-national-skills-shortage/news-story/9e9085341b733972849c8015e0f8ad1f

https://docs.employment.gov.au/system/files/doc/other/review_of_national_skills_needs_list_-_issues_paper.pdf

 

 

RECOMMENDATION

 

That Council include in Ref 24.6 of the Draft Delivery Program and Operational Plan 2020/2021 currently open for public consultation that:-

 

1.   Councils procurement processes for expenditure items over $5,000 engage at least one local business situated in the Lane Cove LGA (if present) to have the opportunity to propose and quote for services to Council before a procurement decision is finalised; and

 

2.   Include a requirement with appropriate weighting for tenders over $1million in value to hire apprentices in the delivery of the tendered project where a relevant TAFE program or vocational education program exists.

 

 

 

 

 

Councillor Andrew Zbik

Councillor

 

 

ATTACHMENTS:

There are no supporting documents for this report.

   


 

Ordinary Council Meeting 18 May 2020

COVID-19 Update

 

 

Subject:          COVID-19 Update    

Record No:    SU7888 - 25208/20

Division:         General Managers Unit

Author(s):      Craig Wrightson 

 

 

Executive Summary

 

This report provides an update on Council’s response activities in relation to the outbreak of novel coronavirus virus (COVID-19). Council has undertaken numerous initiatives in order to support the community and businesses through these difficult times which are outlined in this report. Council has continued to operate on a business as usual basis, but has not been isolated from the impact of the virus which has resulted in a range of services and revenue being affected as a result of Public Heath orders. It is recommended the report be received and noted.

 

Discussion

 

Community Support

Hand Sanitiser

Council funded a bulk batch of 600 litres of hand sanitiser, which was made available to locals at pre-COVID19 prices. The supply was limited to 600ml per customer at a price of $10 to ensure all residents had equitable access to purchase the product. The hand sanitiser had been produced locally for Council by Lane Cove Advantage Pharmacy to the World Health Organisation formula, with 75% alcohol.

Councils overall aim was to help sustain community access to hand sanitiser at reasonable prices until the supply can catch up with demand. As part of the initiative, Council has also donated supply to Sydney Community Services to help staff, volunteers and clientsSo far over 400 litres has been sold or used by the relevant services.

Shop Lane Cove website

 

Council has launched www.shoplanecove.com.au, which highlights what's on offer from local businesses for home delivery, online shopping, video services and local pick-up. Almost 100 local businesses are listed with more expected to come on board to help connect customers with businesses still operating during the Covid-19 pandemic. The website aims to support local businesses through these challenging times. The website platform will continue to be promoted after the social distancing measures have been lifted as part of Council's Love Where You Shop campaign.

Customer Care Calls

 

Since April, Council staff have been calling Lane Cove residents to check-in and offer support and assistance. The COVID-19 pandemic has impacted all members of the community in different ways and the health and safety of Lane Cove residents is a priority for Council. Council also used this opportunity to confirm contact details. So far Council staff have made over 1200 calls to residents and have been able to provide assistance when requested.

 

 

Library Services

 

In 2019 Lane Cove Library launched Australia's first seamless online-shopping style public Library experience to Lane Cove residents. With the service being fully integrated into the library management system, residents were easily able to access the Library to your Door service upon closure of walk-in services. During the last six weeks we have made approximately 300 Library to Your Door deliveries and lent more than 720 items.

 

Council’s Home Library Service for residents who are unable to visit the Library due to age, illness, disability or lack of mobility. During COVID-19 Lane Cove has extended membership to anyone over 70 years of age. 38 residents over 70 years of age have joined the service over the last six weeks.

 

Borrowers are also accessing digital resources via the Shorelink Digital Library (Shorelink added additional content) and Lane Cove has added two streaming services: Art Films and Story Box Library.

 

 

Business Crisis Management Online training

 

Council offered Lane Cove businesses a free online training program that is tailored to the local business community. The aim of the training was to assist in:-

 

·         Minimising disruption to business during this crisis 

·         Identifying new opportunities and revenue streams 

·         Methods for a quick recovery once the crisis subsides

 

Delivered by Grant Hartley from Brand Local, this short program is designed to provide Lane Cove business owners with simple and effective solutions that can be executed quickly at low to no cost. The Webinar series commences next week.

 

Impact of Council Operations

 

Financial Implications

 

The NSW Government has announced a proposed amendment to extend the existing two-year "catch-up" window already available to councils under s511 of the Act.  Essentially, it would mean councils that have not passed on previous annual rate pegs in full could apply the foregone rate rise to future years, over and above the new rate peg. The Government has also announced that councils can extend the payment date for the first instalment to from 30 August to 30 September 2020. Both these options can be considered when Council considers the adoption of the Budget at its June meeting.

 

The State Government announced some five weeks ago that it would assist councils who operate Child Care Centres with the gap created when the Federal Government announced free child care but only subsidised councils approximately 50% of the cost, which equates to $16,000 weekly loss for Kindy Cove. The State Government is expected to announce details shortly of a further subsidy of approximately 50%, backdated, which will address the situation.

 

The Minister for Local Government announced a $395 million economic stimulus package for Local

Government on Sunday, 26 April which included the following measures:-

 

·         a $250 million increase in low-cost loans to eligible councils through the State’s borrowing facility provided by TCorp to kick-start community infrastructure project;

·         Up to $112.5 million from the NSW Government’s ‘Jobs for NSW’ Fund to support a Council Job Retention Allowance of $1,500 per fortnight per employee to limit job losses in the NSW local government sector. The allowance will be paid for up to three months to qualifying staff working in the NSW local government sector, and

·         $32.8 million to assist councils meet the cost of the FY2020/21 increase in the Emergency Services Levy.

 

At this stage, other than the provision of funding to meet additional costs arising from the

Emergency Services Levy, it is unlikely to be of assistance to Council as the requirements

for the Job Retention Allowance Local Government relief package include the necessity to incur a

30% reduction in own-source revenue in each quarter commencing with the 4th quarter of the 2019-20 financial year, which is unlikely to be the case for Council (and according to industry experts, unlikely to be the case for any council). As reported in the Budget Review Report, Council’s revenue loss is estimated at $1.4M.

 

Council continues to provide significant rent relief for a number of tenants and this will be reviewed

before the end of June.

 

Fast Track Planning Assessment Process

 

The Planning System Acceleration Program was announced by the Minister on 3 April 2020. The program puts in place initiatives that will have immediate impact on addressing the economic effects of the pandemic. Part of this response is fast-tracking the assessment of development applications and rezonings to keep the economy moving and keep people in jobs through the COVID-19 pandemic. The aim of Fast-Tracked Assessments is to get to the point of decision on a project more quickly. The process is being accelerated, not changed - and the usual planning rules and policies still apply, and all projects will be considered under the Environmental Planning and Assessment Act 1979. Council has thus far nominated the Planning Proposal for the St Leonards Over- Rail Plaza which was lodged on October 2019. Council has been advised the Gateway Determination to authorise exhibition is scheduled for 15 May, 2020. Council has also been advised that determination of the Development Application for 266 Longueville Rd is scheduled be completed by 30 June 2020. Staff will be reviewing other existing applications to determine eligible projects.

 

Changes to Restrictions

 

The State Government announced from Friday 15 May, the following will be allowed in NSW, in addition to measures already announced:-

 

·    Outdoor gatherings of up to 10 people;

·    Cafes and restaurants can seat 10 patrons at any one time;

·    Up to 5 visitors to a household at any one time;

·    Weddings up to 10 guests;

·    Indoor funerals up to 20 mourners, outdoor funerals up to 30;

·    Religious gatherings/places of worship up to 10 worshippers;

·    Use of outdoor equipment with caution; and

·    Outdoor pools open with restrictions.

 

The main issue affecting Council is use of Outdoor Equipment. Signage will be erected at all playground facilities reminding uses to practice good hygiene and it is proposed that at key playgrounds, a cleaning regime will also be implemented. At this stage the playgrounds at: Mindarie Park, Hughes Park, Newlands, Blackman Park, The Canopy and Marjorie York (when reopened) will be included.

 

As the Canopy is opening on 13 June, 2020 the park including play equipment will now be able to be utilised. Additional crowd control measure will be put in place over the 13 and 14 June to ensure social distancing for use of the playgrounds.

 

Construction remains on track for the new 50m Outdoor Pool, Grandstand and Youth Centre, which is planned to open on the October long weekend, which will now be possible due to the changed restrictions. Negotiations will commence with Bluefit to work out a Plan to commence pool operations as reopening with restrictions of 10 people in the pool is not commercially viable.

 

Community Safety

 

Council continues to take a pro-active approach to managing community safety and has installed

signage and active foot patrols by Council rangers have increased and assisted in maintaining social distancing, although this had been challenging on some occasions in the Plaza and at Blackman Park. With the changes to restrictions the temporary safety fencing in the plaza has been removed.

 

Changes to Service Provision

 

Council’s service provision continues to focus online and via the telephone, with the Customer Service Centre has closed for face-to-face interactions. Risks assessments and planning is underway for when face-to-face and continue. In addition, with regulatory changes to legislation, witnessing documents can occur electronically which allows the partial resumption of our JP service. It should also be noted that face-to-face meetings with our duty planners have also been suspended although there is provision for this to happen by telephone or electronically if required.

 

Staff Management

 

The majority of staff continue to work from home and significant effort has been put into place to

ensure that management practices and service levels can deal with the difficulties this presents.

Recent amendments to the Local Government Award have provided additional flexibilities and

Council was involved in the formulation of this Award amendment and was the second signatory to it, approximately 109 of the 128 councils in NSW ultimately signed up to the Award. Precedence continues to be given to staff safety and job security and it is hoped that staff will be able to resume normal duties in the near future when council facilities re-open.

 

 

RECOMMENDATION

 

That the report be received and noted.

 

 

 

 

 

 

Craig Wrightson

General Manager

General Managers Unit

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 18 May 2020

Kingsford Smith Oval - Dog Leash Free Use

 

 

Subject:          Kingsford Smith Oval - Dog Leash Free Use    

Record No:    SU1230 - 25056/20

Division:         Open Space and Urban Services Division

Author(s):      Martin Terescenko 

 

 

Executive Summary

 

At its meeting in March 2020 Council resolved to undertake a number of measures at Kingsford Smith Oval to reduce dog related incidents at the oval. These measures included that a trial be undertaken with the members of the Lane Cove Dog Lovers Association to be responsible for opening the gates at 7:30am each weekday and that the effectiveness of this arrangement be reported back to Council.

 

Unfortunately, due to the COVID-19 pandemic, the week following the March Council meeting the Federal Government introduced strict social distancing measures which prevented Council from conducting this trial.

 

Council further resolved that an investigation be undertaken to automate the opening and closing of the gates at Kingsford Smith Oval and report the costings to Council.

 

It has been determined that the cost to automate the gates will be in the vicinity of $40,580. This cost includes providing power from the grandstand to three automated sliding gates which can be set by an automatic timer. For a similar amount, $44,500, the nearby Shaw Park could be converted into a permanent leash-free park. It is recommended Council determine its preferred option for a leash-free park in Longueville. It is recommended that Council determine its preferred option in respect of the gates at Kingsford Smith Oval in relation to its use as a leash-free area.

 

Background

 

Over several years Council has had an ongoing issue with a number of regular dog incidents involving Council staff and sporting club users at Kingsford Smith Oval. It has been observed by staff that a large proportion of these incidents occur when dog walkers are not paying attention to their dogs.

 

Under Work Health and Safety legislation Council has a duty of care to ensure that staff have a safe work environment and management in consultation with staff decided that removing the gates from the field would require dog walkers to take more responsibility in controlling their dogs and therefore there would be less chance of incidents occurring.

 

When this new arrangement was notified to the public the Lane Cove Dog Lovers Association were not in favour of this proposed arrangement and subsequently, at its March 2020 meeting Council resolved to:-

 

1.   Undertake a trial to manage the Dog Leash Free Use of Kingsford Smith Oval as follows:-

 

a.        Chicanes be installed with gates;

 

b.        On Monday to Friday the gates are to be locked open between 7.30am and 3.30pm and be closed the remaining times;

 

c.        On Saturday and Sunday the gates be closed;

 

d.        Notwithstanding the above, when the oval is booked for a sporting match, dogs continue to be prohibited on the oval;

 

e.        The Lane Cove Dog Lovers Association (LCDLA) members shall be responsible for opening the chicane gates Monday to Friday at 7:30am during a 1 month trial, Council staff shall be responsible for closing them when they leave the oval at the end of their shift;

 

f.         When the cricket nets are booked (i.e. not the full field), dogs shall be restricted to the northern third of the field. Signs will be prominently placed to create an imaginary line to designate the area which shall be available for leash free use by dogs. Dogs will not be permitted on the remaining two thirds of the field when the cricket nets are in use;

 

g.        Large signs shall be placed in prominent positions outlining the above rules including fines for dogs chasing and other offences pursuant to the Companion Animals Regulations 2008; and

 

h.        Should the General Manager determine that in the interest of staff and/or public safety that the current arrangements are not working, then the General Manager prepare a report to Council for further consideration but immediately implement an alternative arrangement as discussed with community representatives that the gates be opened from Monday to Friday.

 

2.      A report be submitted to Council after the initial trial with the following information (including comparison data where available) to determine the success/non-success of the above strategies:-

 

a.    the reliability of the opening and closing of the gates;

 

b.    the number of reported instances where as a result of the unlocked gates on the chicanes there is injury to residents and/or their dogs;

 

c.     the number of confrontations between Council staff and dog owners,

 

d.    disruptions to hirers of the oval relating to dog use; and

 

e.    other information that the General Manager deems necessary to allows Council consideration of risk to staff and residents.

 

3.      Prior to commencement of the trial, video equipment be installed with appropriate signage to allow review of reported incidents (no real time monitoring). For example, a 4 system Camera System is available for circa $2000 (See attachment 1), which could be funded by an adjustment to Council’s Budget at the next Budget Review.

 

4.      During the initial 1-month trial period, Council investigate options for automation of the opening and closing of the gates and the information including costings be submitted with the report to Council. A possible solution could include two gates at each entrance one being automated (to be opened) and the other remain a manual self-closing gate.

 

5.      The General Manager work with the Lane Cove Dog Lover Association to develop a Code of Practice for use of the Oval as a Dog Leash Free Area and identify options for promotion of it and means of ensuring compliance.

 

6.      During the initial 1 month trial period, Council further investigate temporary fencing options to provide the groundsman with a fully enclosed safe space to work on the oval.

 

7.      Council notes that LCDLA reserves the right to review its position taking into consideration Council’s findings and proposed solution after the one month trial.

 

Discussion

 

Council Resolution Points 1,2 and 3

 

Unfortunately, due to the COVID-19 pandemic, the week following the March Council meeting the Federal Government introduced strict social distancing measures which prevented Council from conducting the trial described in points 1, 2 and 3 of the resolution. The difficulty with this being a long-term solution is that staff at the oval start at 6.30am. Therefore, in summer when the staff member is at the oval essentially full-time, there would be 1 hour per day in lost productivity if the gates were not opened until 7.30am.

 

Council Resolution Point 4

 

An investigation has been undertaken to determine how to automate the gates and the quote to undertake these works totals $40,580. This proposal would leave three existing gates in their current location and provide three new automatic sliding gates further away from the surrounding roads with chicanes that point away from the roads. Separate gates are required sue to the nature of automatic gates not being able to be opened manually.

 

By having the chicanes pointing away from the road when dogs or children leave the oval they would need to slow down and do a U-turn before they could run towards the road, improving safety.

 

To construct the automatic gate system 250m of electrical conduits and cabling will need to be installed to connect the gates to the nearest available power, located at the grandstand. The three automatic gates would operate on a timer.

 

While reviewing the cost of installing electric gates at Kingsford Smith Oval, the option of providing a new dedicated dog park at Shaw Park was developed. It is accepted that this reserve does not have the aesthetic appeal or the same physical area of Kingsford Smith Oval but it would be available continuously, ie not affected by sports ground bookings or when heavy machinery is used at the oval. In this option was pursued, the gates could be removed at Kingsford Smith Oval as originally planned, and retain leash-free access to Kingsford Smith Oval.

 

As a comparison Council could construct a dog park at Shaw Park for $44,500 as compared to $40,580 for installation of electric gates at Kingsford Smith Oval. This would include a perimeter fence, bubbler and bins.

 

There is no funding in the current budget or the 2020/21 Budget specifically for either option, so Council will need consider how to fund its preferred option if it proceeds.

 

Council Resolution Point 5

 

Again, due to COVID-19, Council has not commenced discussion for developing the Code of Conduct.

 


 

Council Resolution Point 6

 

Council has investigated options for providing a movable fence that can be used to temporarily divide the oval into two zones for sports training and dog walking or separate the turf cricket wicket from the remainder of the oval. For this proposal to work it has been determined that the movable fence would need to be a minimum of 150m long. Council has researched multiple fencing options and unfortunately, due to the length of fence required there is no practical way of providing and storing a movable fence that can be used for this application.

 

Conclusion

 

The ultimate aim of the March 2020 resolution was to provide a safe working environment for staff and other users of the oval. Should gates remain on the oval then they need to open at 6:30am as staff commence work at 6:30am. The Lane Cove Dog Lovers Association is unable to resource opening the gates at 6:30am and can only open them at 7:30am. This arrangement is not feasible long-term for Council on an efficiency basis. Should Council wish to pursue the option of leaving gates on the oval then the only way to ensure they are opened on time is to install an automated system which has been priced at $40,580. Alternatively, the option of providing a new dedicated dog park at Shaw Park at a cost of $44,500. If Council wished to pursue the Shaw Park option further consultation on a design for the park is recommended.

 

 

RECOMMENDATION

 

That Council determine its preferred option in respect of the gates at Kingsford Smith Oval in relation to its use as a leash-free area.

 

 

 

 

 

 

Martin Terescenko

Executive Manager - Open Space and Urban Services

Open Space and Urban Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 18 May 2020

Design Review Panel

 

 

Subject:          Design Review Panel    

Record No:    SU5943 - 25592/20

Division:         General Managers Unit

Author(s):      Craig Wrightson 

 

 

Executive Summary

 

The purpose of this report is to discuss the formation of a Design Review Panel to review development applications for large buildings such as Residential Flat Buildings. Council in 2015 resolved to establish a panel to review proposed developments at the pre-DA stage. NSROC has developed a common Terms of Reference, with participating councils conducting their own meetings. Suitable professionals will be recruited and selected by Council prior to appointment. A fee of $3000 will be charged (subject to public notification), however, this will not fully cover the associated costs for the panel meetings. It is recommended Council adopt the Terms of Refence for the Panel and receive a further report to select the members of the Design Review Panel.

 

Background

 

At its meeting on 13 July 2015, when adopting the St Leonards South Master Plan resolved, in part, that:-

 

5. Establish an Expert Design Review Panel to provide assessment and comments for Development Applications, to ensure a high standard of development is upheld.

 

The concept of design review panels was first outlined under SEPP 65 with the intent that Design Review Panels be appointed to meet and provide advice on whether an apartment development meets the design principles of the SEPP and the Apartment Design Guide. Some councils have now constituted design panels for design excellence appraisal on a wider range of development as contemplated in Council’s resolution.

 

Discussion

 

Council has been working with NSROC on a regional based Design Review Panel model. Subject to the agreement of their councils, Hunters Hill, Mosman, Willoughby and Lane Cove councils have expressed interest in participating and have therefore met on several occasions to develop a common Terms of Reference, included as AT-1. The other member councils of NSROC have already established their own panels.

 

During review sessions, the Panel will provide independent and impartial advice on the design quality of Development Applications and Planning Proposals to the Chair, who will summarise recommendations in a report informed by the Panel members’ advice.

 

The Panel will evaluate all projects in accordance with 15 – Principles of Good Design Review. In addition, the Panel shall give consideration to Objectives for Good Design as defined by ‘Better Placed – an integrated design policy for the built environment of NSW (GANSW July 2017).’

 

In the case of any proposal that is subject to SEPP65, the design quality principles identified in SEPP 65 (State Environmental Planning Policy No 65 - Design Quality of Residential Apartment Development) will form the basis of design quality evaluation in concert with the objectives outlined in ‘Better Placed.’

 

The Panel will also have due regard to any relevant local, state level plans, policies and guidelines including, but not limited to Local Environment Plans, Development Controls Plans, Community Strategic Plans urban design strategies and the like.

 

It is recommended that in addition to the Chairperson, three panel members each being independent specialists from the disciplines of architecture, urban design, sustainability or landscape architecture. It is preferable that the same panel members sit on the panel to develop a consistent design excellence message that addresses the key desires and concerns of Council. However, alternate panel members would also be appointed to cover absences or conflicts of interest.

 

Panel meetings would be convened on a needs basis, dependent upon the number of referred applications. The scope of the panel would be open to any multi-unit residential developments and referral would be required at Pre-DA stage as well as during the DA assessment. The panels meetings will be will generally be separate for each council as the panel meetings will involved detailed analysis of the design and opportunities for improvement, hence meetings will be typically one – two proposal at most.

 

Willoughby Council will on behalf of the participating councils call for Expressions of Interest from suitable professionals and then Lane Cove will select and engage its preferred members. The will be the subject of a separate report to Council.

Panel members would be remunerated based on a flat rate. A review of similar panels at other councils indicates the following remuneration rates. There would also be additional upfront costs to appoint and constitute the panel and ongoing costs relating to administration (agendas, minutes, and notification letters).

 

 

Panel Member

Chair

Half day:

$1,000

$1,200

Full day:

$1,800

$2,100

 

It is recommended that Council endorse the establishment of a formal Design Review Panel, and consider a separate report in due course for the selection of panel members. The Panel will make a significant contribution at the early stage in the design of large-scale buildings, in particular Residential Flat Buildings across the Local Government Area. Council’s St Leonards South Precinct development controls has specific requirements for developments to demonstrate design excellence and best practice sustainability performance, and the panel will provide an important assurance process to ensure this occurs.

 

Conclusion

 

It is recommended that Council endorse the establishment of a formal Design Review Panel, and consider a separate report in due course for the selection of panel members. The Panel will make a significant contribution at the early stage in the design of large-scale buildings, in particular Residential Flat Buildings across the Local Government Area. Council’s St Leonards South Precinct development controls have specific requirements for developments to demonstrate design excellence, integration and best practice sustainability performance, and the panel will provide an important assurance process to ensure this occurs.

 

 

RECOMMENDATION

 

That Council:-

 

1.   Receive and note the Report;

 

2.   Council establish a Design Review Panel in line with the Terms of Reference included as AT-1; and

 

3.   Receive a further report to select the members of the Design Review Panel.

 

 

 

 

 

 

 

Craig Wrightson

General Manager

General Managers Unit

 

 

ATTACHMENTS:

AT‑1View

NSROC Design Review Panel  Terms of Reference

12 Pages

 

 

 


 

Ordinary Council Meeting 18 May 2020

Debt Financing for Infrastructure Projects

 

 

Subject:          Debt Financing for Infrastructure Projects     

Record No:    SU785 - 25035/20

Division:         Corporate Services Division

Author(s):      Sarah Seaman 

 

 

Executive Summary

 

Council has since the 1990’s maintained a ‘debt free policy’, however, with the interest rate environment, it is appropriate council assess the option of using debt to fund infrastructure. TCorp is the central financing agency for the NSW public sector offering loan facilities to local councils with competitive interest rates subject to Council’s meeting certain credit criteria and financial sustainable benchmarks. TCorp also provides councils with loans under the NSW Governments Low Cost Loans Initiative (LCLI), which provides a 50% interest rate subsidy for up to 10 years, where the funds support new housing. The most suitable project that meets this criteria is the proposed new Sports and Recreation Precinct at the Lane Cove Golf Course. Initial project analysis and preliminary financial modelling has been undertaken to ascertain whether Council would meet TCorp’s credit criteria and the level of debt that would impact on Council’s fit for the future ratio’s.  It is recommended that the report be received and noted and Council pursue the use of debt as part of the funding strategy for the proposed new Sports and Recreation Precinct at the Lane Cove Golf Course.

 

Background

 

At the November 2019 Ordinary Council Meeting Council resolved that Council receive a report with following information:-

1.    Details of funding being offered by TCorp including, interest rates, fixed/variable,            terms and other information considered by the General Manager necessary for        Councillors to make an informed decision;

2.    Details of future infrastructure projects that the General Manager considers         appropriate for consideration of TCorp funding; and

3.    In relation to point 1, the report include the amount of debt that would not impact                         on Council’s Fit for the Future ratios.

 

Discussion

 

Current Offerings by TCorp

 

Council staff have been in contact with TCorp to discuss Council’s options of acquiring funds for relevant infrastructure projects. Council has also been in communication with the NSW Department of Planning, Industry and Environment in relation to the Low Cost Loans Initiative (LCLI). The LCLI assists councils by funding 50% of interest paid on borrowings related to new infrastructure to support new housing supply for up to 10 years.  It is designed so councils can bring forward planned local infrastructure and deliver on housing for the benefit of their community and region

 

TCorp provides low interest rate loans to Council for infrastructure related projects that are not of commercial nature. As at 8th May 2020 the indicative interest rates TCorp were offering were as follows:-

 

·    10 years fixed rate loan with semi annual repayments is 1.8% (0.9% after LCLI); and

·    20 years fixed rate loan with semi annual repayments is 2.4% (1.2% after LCLI, first 10 years).

Future Infrastructure Projects for Consideration

 

The difficulty of using debt as a financing mechanism is identifying a source of funds to repay the debt. Without a new revenue stream to fund the repayments, the repayment of the debt must be sourced from Rates. As Council each year strives for a balanced operating budget, finding funds to service the debt would ultimately put pressure on Rates. To avoid this, it is preferable that Council look to use debt of projects that will generate at least some additional revenue.

 

The most suitable project which meets this criteria, is the proposed the new Sports and Recreation Precinct at the Lane Cove Golf Course. The Precinct is proposed to include 9 multi-use sports courts, which meet the criteria TCorp of being community infrastructure and supporting population growth from increased housing. TCorp will not provide funding for elements such as Food and Beverage areas and the like, which are only a small part of the precinct. The multi-use sports courts would deliver a revenue stream, over and above operational costs which would contribute to the repayment of debt. There would also be additional revenues from other components of the facility (depending on the final mix) and together with proceeds from future lease revenue from The Canopy, it is anticipated Council could utilise debt without putting significant upward pressure on Rates.

 

Council has provided the breakdown of the preliminary information to TCorp in order for them to determine if Council would be eligible for a loan to fund this project. In assessing the eligibility, TCorp also considers the community need for these facilities and if there are competing business nearby which would be impacted by this development. Council has provided TCorp with recreational studies which confirms the lack of facilities with the increasing population and confirmed that there are no facilities with this unique offering within a 10km radius. Council is currently waiting to hear from TCorp on the outcome of preliminary discussions around the eligibility for this project.

 

Council has also contacted NSW Department of Planning, Industry and Environment in relation to the Sport and Recreational centre being eligible for the LCLI. The NSW Department advised that based on preliminary discussion Council would be eligible for LCLI based that it directly relates to future residential development in the area, it is included in our Works Schedule for Developer Contributions, is infrastructure which will benefit the community and it is in an advanced stage of development. Council was advised that priority will be given to developments that will be completed by 2023. Applications for LCLI are open and close on 14 August 2020.

 

Fit for the Future Ratios

 

From initial modelling Council can borrow up to $20m over 10 years taking advantage of the 0.9% interest rates. Currently only one ratio would drop below target, being Working Capital for the 1st and 2nd year of the loan. With the additional income from The Canopy which is currently not in the modelling, Council would meet all of the Fit for the Future Ratios.

 

Please note that Council’s Long Term Financial Plan (LTFP) was not updated during the budget process due to the Office of Local Government advising that due to the current financial climate they do not want Council’s making decisions just to meet the Fit for the Future Ratios.

 

Although Council does not have to produce a LTFP for the budget process, Council still plans on creating a LTFP in order for Council to make informed financial decisions.

 

Conclusion

 

Council is at a unique moment in history, with the lowest interest rate environment in history. It’s ‘debt free’ policy has served it well, as it encouraged Council to diversify revenue streams and undertaking asset recycling through the Major Projects Plan to deliver significant infrastructure, including the Library, Lane Cove Community Hub (Little St) and The Canopy. The opportunity to access debt at 0.9% interest via a loan from TCorp for the Sports and Recreation Precinct is appropriate, particularly as this infrastructure will provide a revenue stream to assist in repayment of the debt. Initial financial modelling indicates that Council can borrow up to $20m over 10 years while continuing to meet all of the Fit for the Future Ratios. It is therefore recommended Council change its ‘debt free policy and utilise debt as part of the funding strategy for the Sports and Recreation Precinct.

 

 

RECOMMENDATION

 

That Council:-

 

1.   Receive and note the report; and

 

2.   Council pursue the use of debt as part of the funding strategy for the proposed new Sports and Recreation Precinct at the Lane Cove Golf Course.

 

 

 

 

 

 

Jessica Quilty

Acting Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

There are no supporting documents for this report.

 


 

Ordinary Council Meeting 18 May 2020

3rd Quarter Review for 2019-2020 Budget

 

 

Subject:          3rd Quarter Review for 2019-2020 Budget    

Record No:    SU757 - 24467/20

Division:         Corporate Services Division

Author(s):      Jessica Quilty 

 

 

Executive Summary

                                                              

The Third Quarter 2019 - 2020 Budget Review involves a variety of variations in both income and expenditure. Taking into consideration the variations from the February Budget Review the projected 2019/20 overall result has been revised to a surplus of $15M, with the operating result before grants and capital contributions forecast to be a deficit of $894,000. It is recommended that the Budget be varied in terms of the report.

 

Background

 

Council is required to prepare a Budget Review Statement each quarter, in accordance with Clause 203 of the Local Government (General) Regulation 2005. The purpose of these reviews is to ensure that the impacts of financial variations are reflected in the forecast of Council’s global budgetary position to 30 June 2020, and the adopted Budget adjusted accordingly.

 

Discussion

Following this quarter’s budget review, Council’s Operating Surplus has decreased by $1,289,000.

The result is related to a $1,400,000 decrease in operating income due to COVID-19 impacts. The following areas have been impacted, resulting in reduced revenue:-

·    Outdoor dining fees;

·    Commercial and community property leases;

·    Bus shelter advertising revenue;

·    Parking fines;

·    Parking meter and car park revenue; and

·    Sporting field hire fees.

Another key change to the budget, which does not alter the overall result, is a proposal to alter the funding strategy for The Canopy, which is close to completion and is due for opening next month. The project is on track to be delivered on time and on budget. Due to a delay in funds being received from the long-term lease of 266 Longueville Road, the resulting impact on cashflow is to be addressed by utilising $10 million of s7.11 developer contributions on top of the $15 million already committed to fund the project. This is possible as the Works Schedule for the Section 7.11 Contributions Plan authorises Council to use up to $35 million for The Canopy. When Council ultimately receives the funds from the 266 Longueville Road transaction they will be available for other Council projects.

A summary of Council’s revised Budget for 2019 - 2020 and a summary of budget movements have been included in this report:-

 

 

 

 

 

Original Budget

(000’s)

1st Quarter Adjustments

(000’s)

2nd Quarter Adjustments

(000’s)

3rd Quarter Adjustments

(000’s)

Revised Budget

(000’s)

Expenditure - Operating

$46,241

$214

$185

$205

$46,845

Income - Operating

$46,711

$116

$208

($1,084)

$45,951

Surplus/(Deficit) before

Capital Grants/Contributions

$470

($98)

$23

($1,289)

($894)

Income - Capital

$14,756

$983

$100

$100

$15,939

Surplus/ (Deficit)

$15,226

$885

$123

($1,189)

$15,045

 

Summary of Budget Movements

 

Operational Expenses

·         $205K Increase in Materials and Contracts which is made up of:-

o    $50K Increase cleaning and maintenance cost for all Council car parks.

o    $80K Increased restoration costs.

o    $75K Increase additional waste contractor costs to reduce wait times for our residents bulky goods collections.

 

Operational Income

·         $826K Decrease in Fees and Charges from outdoor dining, bus shelter advertising, parking meters and sporting ground hire due to COVID-19.

·         $574K Decrease in Other Revenue from commercial and community leases and parking fines due to COVID-19.

·         $180K Increase in Rates and Annual Charges which relates to supplementary rates from the completion of new dwellings.

·         $136K Increase in Operating Grants & Contributions made up of:-

o    $80K Increased infrastructure restoration contributions; and

o    $56k Increased grant funds from the Transport NSW for Blackspot funding.

 

Capital Income

·         $100K Increase in Capital Grants and Contributions which relates to proceeds from an insurance claim for vandalism to pay stations at the Market Square carpark.

·         $10M Decrease in the transfer from The Canopy Reserve.

·         $10M Increase in the transfer from the Developer Contributions Reserve to fund The Canopy.

 

Capital Expenditure

·         $286K Increase Capital Expenditure which is made up of:

o   $100K Increase to replace pay stations at the Market Square Carpark due to vandalism.

o   $30K Increase for connection of utilities to Cameraygal Park.

o   $56K Increase for Heavy Patching from Blackspot funding.

o   $100K Increase for GPT at Stringybark Creek.

 

Conclusion

The following statement is made in accordance with Clause 203(2) of the Local Government (General) Regulation 2005.

It is my opinion that the quarterly Budget Review Statement for Lane Cove Council for the quarter ended 31 March 2020 indicates that Council's projected financial position will be satisfactory at year end 30 June 2020, having regard to the projected estimates of income and expenditure and the original budgeted income and expenditure.

 

RECOMMENDATION

 

That the 2019 -2020 Budget be varied as follows:-

 

 

Original Budget

(000’s)

1st Quarter Adjustments

(000’s)

2nd Quarter Adjustments

(000’s)

3rd Quarter Adjustments

(000’s)

Revised Budget

(000’s)

Expenditure - Operating

$46,241

$214

$185

$205

$46,845

Income - Operating

$46,711

$116

$208

($1,084)

$45,951

Surplus/(Deficit) before

Capital Grants/Contributions

$470

($98)

$23

($1,289)

($894)

Income - Capital

$14,756

$983

$100

$100

$15,939

Surplus/ (Deficit)

$15,226

$885

$123

($1,189)

$15,045

 

 

 

 

 

 

 

 

Jessica Quilty

Acting Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1View

Budget Review for Quarter Ended 31 March 2020

11 Pages

 

 

 


 

Ordinary Council Meeting 18 May 2020

Financial Assistance Grants to Community Groups 2020/2021

 

 

Subject:          Financial Assistance Grants to Community Groups 2020/2021    

Record No:    SU7695 - 25703/20

Division:         Human Services Division

Author(s):      Susan Heyne 

 

 

Executive Summary

This report discusses the 2020/2021 Financial Assistance Grant application process and recommends various grants. Under Section 356 of the Local Government Act 1993, Council may grant Financial Assistance to Community Organisations. Each year Council calls for applications for financial assistance from community groups either based in the Lane Cove Local Government Area (LGA) or those whose assistance addresses the identified needs of people within the LGA.

 

The 2020/2021 Financial Assistance Grants program was promoted through The Village Observer, Council’s Website and through an extensive mailout during January 2020. Applications closed on 16 March 2020. The 2020/2021 budget includes a provision of $533,374 for Financial Assistance to Community Groups. Council has received a total of 19 applications requesting funds to the value of $532,119.50.

 

Background

 

Community organisations play a critical role in providing vital community and recreational activities, keeping the community healthy and connected. Council’s approach to working with local community organisations is to work in partnership so that the local community can receive high quality services and participate in volunteering and community orientated activities improving their connectedness and ability to participate.

 

Financial Assistance Grant Applications Received for 2020/2021

 

Currently, Council’s Financial Assistance Grants to community organisations fall into the following categories:-

·        Arts and Cultural Services;

·        Services for Youth;

·        Community Services including age and disability; and

·        Community Development and Support.

 

Applications are assessed against the criteria provided in the Guidelines attached as AT-1.  Applicants are required to show how their application meets the needs of Lane Cove by referring to Council’s Plans. It is noted that following the development of the Disability Inclusion Action Plan (DIAP) additional criteria and questions regarding inclusion have been added to the Financial Assistance Grants processes to ensure people living with disability are considered and included in the projects.

 

The commitment for Council based on the recommendations from the Council Selection Committee of 12 May 2020 is $419,330A copy of these recommendations has been circulated separately to Councillors in a Confidential Memo.

 

Recurring commitments to community organisations total $44,290 and are listed in AT-2. The majority of these are longstanding commitments relating to Council’s contributions to rate payments, or the waiving of payments and other costs. This has been allocated within the Financial Assistance budget.

Two community groups have taken up the opportunity of the Cultural Venue Performance

Hire Subsidy Funds for the 2020/2021 financial year of $2,495.

 

An amount of $12,000 has been set aside for Council to manage funds for the Lane Cove Art Award.

 

The total amount of the Financial Assistance Grants Program recommended in this Report is

$480,115.

 

Discussion

 

The funding recommendations were made with focus on several areas including:-

·    Support to (3) longstanding and established organisations within the community, namely Sydney Community Services, Centrehouse and Meeting House, and;

·    Support to projects that can be successfully completed within the 2020/2021 financial year.

 

Sydney Community Services and Gallery Lane Cove + Creative Studios

 

In the 2016/17 Financial Assistance program a 5-year Service Agreement was made with Sydney Community Services and a 3-year Service Agreement was made with Gallery Lane Cove + Creative Studios to support the organisations in times of change and development.

 

Sydney Community Services are now in their 5th and final year of this 5-year Agreement. It is recommended that a three-year agreement now be agreed and signed with Sydney Community Services.

 

In the 2018/2019 Financial Assistance Program the 3-year Service Agreement with Gallery Lane Cove + Creative Studios was extended for another year to further support the organisation and provide time to consolidate new models of service delivery and programs. The 2019/2020 funding was to mark the final year of this agreement.  However, due to COVID-19, and the effect of the addition of the Creative Gallery it is recommended that this agreement be extended for an additional year.

 

Receipts of greater than $20,000

 

Three groups are recommended to receive $20,000 or more in funds for 2020/2021. They are Centrehouse (Gallery Lane Cove + Creative Studios), Meeting House and Sydney Community Services.

 

As outlined in the funding guidelines, organisations which receive over $20,000 will be asked to enter into Service Agreements. The Service Agreements outline the mutual obligations between Council and the organisation and stipulates how the organisation will use the funds against performance measures. The Service Agreements are to be revised to ensure that Council funds provide best value for the community.

 

Working with Children Checks

 

Applicants who work with children must submit a Statutory Declaration stating compliance to the requirements outlined by the Office of the Children’s Guardian.

 


 

Online Application Forms

 

The online application process started in 2019/2020 continues to be developed. With updated software for future years, including the facility to limit word/character numbers and to attach supporting documentation, the process will be become more streamlined. 

 

Managing Applicant Expectations

 

Through the language used in some applications in previous years it has become apparent that quite a number of community groups and organisations consider the Financial Grants program to be an ‘annual grant’ and have the expectation that they will receive funding each year.

 

In order to dispel this misconception, the Application Form now asks three questions at the beginning of the form to which all applicants must acknowledge as having read or understood before proceeding with their application.  The first question requires acknowledgement they have read the Guidelines and Information for Applicants, the second requires understanding of the following statement, ‘Receiving a Financial Assistance Grant in a previous year does not mean that you will necessarily receive funds for the 2020/2021 program, or that you will receive an equivalent amount’, and the third requires understanding of the final statement ‘Council will not normally provide funds for refreshments, salaries, administration costs of the project / organisation or insurance costs’

 

Financial Assistance Grants Comparisons with Other Areas

 

It is difficult to compare what occurs in other Council areas because:-

 

·         Each Council is different as there is a mix of community based and local government services;

·         In some areas organisations can apply for funds under the ClubGRANTS program;

·         There is no consistent accounting procedure across councils which captures the value of contributions that councils provide to local organisations, and

·         Some councils may support local groups out of separate line items as identified in their Delivery and Operational Plans and budgets.

 

Historically Lane Cove Council has provided the most funding per capita to their residents and this year is no different with a funding rate of $13.00.

 

Community Grants Presentation

 

Council, over the past eleven (11) years,  has invited all funded groups to a Presentation Ceremony in August. However, due to COVID-19 and the requirement for social distancing even when large indoor gatherings are permitted, the Presentation Ceremony has been cancelled.

 

Community Consultation

 

Council will give six (6) weeks Public Notice of the Financial Assistance to Community Groups following the adoption of this report, using the method of consultation outlined.

 

Level of Participation

Inform

Consult

Form of Participation

Open

Open

Target Audience

Lane Cove Community

Lane Cove Community

Proposed Medium

eNewsletter

Website Exhibition

Indicative Timing

May - June

May - June

 

 

Conclusion

 

Council’s Financial Assistance Grants Program assists in the development of a range of

community based services which meet and are responsive to changes in the needs of people living and working in Lane Cove. It promotes equitable outcomes in terms of access to services and quality of life for all residents. Council uses its planning documents to assist in organisations’ understanding the needs of the community and in assessing the grant submissions.

 

 

 

RECOMMENDATION

 

That Council: -

1.   Give consideration to Financial Assistance Grants and the Cultural Venue Performance Hire Subsidy Funds to Community Groups for 2020-2021;

 

2.   Negotiate a three-year agreement with Sydney Community Services;

 

3.   Agree to extend the Centrehouse (Gallery Lane Cove + Creative Studios) for another year; and

 

4.   Give Public Notice of the proposed Financial Assistance Grants to Community Groups in accordance with the consultation strategy outlined in this report, and receive a further report on the results of the consultation.

 

 

 

 

 

 

Jane Gornall

Executive Manager - Human Services

Human Services Division

 

 

ATTACHMENTS:

AT‑1View

Community Grants - 2020-2021 - guidelines and information for applicants

4 Pages

 

AT‑2View

Financial Assistance Grants - Standard Rates and Contributions - 2020-2021

1 Page

 

 

 


 

Ordinary Council Meeting 18 May 2020

Draft DCP Amendment - 1 Girraween Avenue

 

 

Subject:          Draft DCP Amendment - 1 Girraween Avenue    

Record No:    SU6268 - 67542/19

Division:         Environmental Services Division

Author(s):      Terry Tredrea; Christopher Pelcz 

 

 

Executive Summary

 

On 12 December 2018, Council requested the Department of Planning, Infrastructure & Environment (the Dept) to finalise Planning Proposal No 27 to rezone the public park on Girraween Avenue, Lane Cove North, from RE1 Public Recreation to R4 High Density Residential, and to reclassify the land from Community Land to Operational Land. On 8 November 2019, this Amendment was gazetted.

 

Council also resolved (AT-1) to create a section of its Development Control Plan defining the building envelope for the Girraween Avenue site based on the Department of Housing (L&HC) proposal (shown in in AT-2). The purpose of this is to address community concerns that the L&HC concept design accompanying the Planning Proposal 27 may not be reflected in the final Development Application drawings to be submitted.

 

To this end, the attached drawing (AT-3) is recommended for inclusion in Council’s DCP. It is consistent with the L&HC drawings. It will be inserted under Part C Residential Localities, at the end of Locality 6 – Mowbray Precinct. The drawing will be labelled “1 Girraween Avenue”.

 

The Draft Development Control Plan is recommended to be publicly exhibited and reported back to Council to finally determine.

 

Background

 

Council’s at its Ordinary Meeting of 3 December 2018 Council resolved (AT-1) in response to public exhibition of Planning Proposal No 27 to:-

 

1.   “Receive and note the public submissions and the Public Hearing report;

2.   Resolve to proceed with the Planning Proposal as exhibited to:-

a)   Rezone the public park on Girraween Avenue, Lane Cove North, from RE1 Public Recreation to R4 High Density Residential with a height limit of 17.5m and FSR of 1.6:1;

b)   Reclassify the land at 1 Girraween Avenue, Lane Cove North from Community Land to Operational Land;

c)   Rezone 552 Mowbray Road from R4 High Density Residential to RE1 Public Recreation; and

d)   Remove the identification of 10 - 20 Pinaroo Place on Council’s Land Reservation Acquisition Map as “Reserved for Acquisition”;

3.   Request the Department of Planning and Environment to finalise the draft LEP 2009 amendments as detailed in Recommendation 2 including obtaining any appropriate approval of the Governor under section 30(2) of the Local Government Act 1993; and

4.   Develop a Development Control Plan for the Girraween Avenue site based on the Department of Housing proposal.”

 

On 12 December 2018, Council requested the Department of Planning, Infrastructure & Environment (the Dept) to finalise Planning Proposal No 27. On 8 November 2019, this Amendment was gazetted as resolved by Council.


 

Discussion

 

Clause 21A of the NSW Environmental Planning and Assessment Regulation 2000, a Draft Development Control Plan for residential apartment development cannot be approved unless Council –

 

a)   Has referred it to a Design Review Panel (if any), and

b)   Has taken into consideration:

i.    Any comments made by the design review panel, and

ii.    The matters specified in Parts 1 (identifying the context) and 2 (Developing the controls) of the Apartment Design Guide.

 

While Council does not have a Design Review Panel, Council has undertaken a Concept Design Review of the design for 1 Girraween Ave (AT-4), and concluded that:

 

Overall, it is considered that the proposed development has taken into consideration the site constraints and topography. The proposed development is consistent with the streetscape and the emerging character of the area. The proposed development minimises overshadowing impacts to the existing dwelling houses to the south and is supported in its concept form.

 

The attached Land & Housing Corporation Architectural Concept set (AT-2) shows the building footprint and envelope approved by the Council resolution. This has now been translated into a simplified drawing (AT-3) for insertion in the Lane Cove Development Control Plan 2010, Part C Residential Localities, at the end of Locality 6 – Mowbray Precinct. The drawing will be labelled “1 Girraween Avenue”.

 

Consultation Strategy

 

The consultation is designed to obtain community feedback on the Draft Development Control Plan. Any comments received will be reviewed and considered to help refine the plan’s content.

 

Methods

 

The following table outlines the consultation strategy and methods that will be used for this Draft Development Control 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, adjoining Local Government Areas and affected property owners

Lane Cove Community and community groups

Proposed Medium

eNewsletter, and social media

Notification Letters

Public Exhibition,

Website Exhibition

Indicative Timing

May – June 2020

May – June 2020

May – June 2020

 


 

Conclusion

 

Council resolved to prepare a site-specific Draft Development Control Plan for 1 Girraween Avenue based on previous consultations.

 

The proposed Draft Development Control Plan is consistent with the previous Planning Proposal, and Land and Housing Corporation indicative building footprint for the site. Therefore, it is recommended that Council approve the attached Development Control Plan amendment for 1 Girraween Avenue for public exhibition.

 

 

 

RECOMMENDATION

 

That Council:-

 

1.         Receive and note the report;

 

2.         Adopt for the purposes of public exhibition the attached Development Control Plan amendment for the 1 Girraween Avenue and undertake consultation in accordance with the Consultation Strategy in this report; and

 

3.         Receive a fiuther report on the results of the community consultation.

 

 

 

 

 

 

Michael Mason

Executive Manager

Environmental Services Division

 

 

ATTACHMENTS:

AT‑1View

Council RESOLUTION - Girraween Avenue Development Control Plan

1 Page

 

AT‑2View

Land and Housing Corporation Architecutural Concept

13 Pages

Available Electronically

AT‑3View

Draft Development Control Plan - 1 Girraween Avenue

1 Page

 

AT‑4View

1 Girraween Ave - Design Review

6 Pages

 

 

 


 

Ordinary Council Meeting 18 May 2020

Outcome of Rezoning Review for 166 Epping Road

 

 

Subject:          Outcome of Rezoning Review for 166 Epping Road    

Record No:    SU7607 - 24872/20

Division:         Environmental Services Division

Author(s):      Lara Fusco; Christopher Pelcz 

 

 

Executive Summary

 

The purpose of this report is to inform Council of the outcome of the Rezoning Review, held on 23 April 2020 to determine Planning Proposal 36 at 166 Epping Road, Lane Cove West. On 27 April 2020, the Sydney North Planning Panel determined that the Proposal did not demonstrate sufficient strategic merit to proceed to Gateway determination. The decision to refuse the Proposal is final. It is recommended that Council receive and note the report.

 

Background

 

Council received a Planning Proposal (Planning Proposal 36 or ‘the Proposal’) for the site at 166 Epping Road, Lane Cove West on the 30 August 2019 from Ingham Planning Pty Ltd (‘the applicant’). The Proposal sought to amend the Lane Cove Local Environmental Plan 2009 (LEP) to permit a mixed used redevelopment, including Residential Accommodation, Commercial Premises and Tourist and Visitor Accommodation by way of an amendment to Schedule 1 of the LEP (additional permitted uses). The Proposal also sought to increase the maximum building height from 24m to 87m, and to increase the permissible Floor Space Ratio (FSR) from 1:1 to 4:1.

 

Assessment

 

Following Council’s assessment and determination, the Proposal failed the strategic and site-specific merit tests. The summarised reasons for refusal are provided below (see AT-1 for full description):

 

The Proposal failed the strategic merit test, specifically “to preserve and manage industrial and urban services land”, and is inconsistent with the following strategic plans:-

 

·    Objective 23 of the Greater Sydney Commission’s, ‘A Metropolis of Three Cities’ (Greater Sydney Region Plan);

·    The North District Plan including Planning Priority N11, the Principles for managing industrial and urban services land, and Action 46 (which literally states ‘preventing conversion of the land to residential development, including mixed use zonings’);

·    Objectives 8 and 21 of the Lane Cove Community Strategic Plan; and

·    Planning Priorities 3, 5 and 7 of the Draft Lane Cove Local Strategic Planning Statement (now endorsed Local Strategic Planning Statement).

 

The Proposal was inconsistent with Section 3.8 of the Environmental Planning and Assessment (EP&A) Act, as a direct inconsistency with Planning Priority N11 and Action 46 of the North District Plan (dated March 2018), the Planning Proposal does not ‘give effect’ to the North District Plan. This is therefore inconsistent with Section 3.8 of the EP&A Act which requires all Planning Proposals to ‘give effect’ to any applicable District strategic plan.

 

The Proposal also failed to address site-specific merit test regarding insufficient information, land conflicts, and restraints to future employment growth, as well as Other Related Matters including the identification and mapping of the site as an ‘employment lands precinct’ by the Department, poor vehicular and pedestrian access, social isolation, detrimental visual impacts to neighbouring LGAs.

Council’s report (and reasons for refusal as shown above) on the Proposal were provided to the Local Planning Panel (LPP) at its meeting on 7 November 2019 for advice.

 

Local Planning Panel Advice

 

The Local Planning Panel (LPP) considered PP 36 on 7 November 2019 and advised Council to reject the proposal in full (see resolution attached as AT-2), supporting all 12 of Council’s reasons for refusal as well as providing additional comments regarding the Proposal’s lack of strategic and site-specific merit. The decision of the LPP was unanimous and was forwarded to Council for their determination.

 

Council determination

 

Subsequently, Council considered PP36 at its 18 November 2019 meeting (see AT-3 for Council report and AT-4 Council resolution attached) and unanimously agreed with the Panel advice to refuse the Planning Proposal and not proceed to Gateway for determination. The applicant then sought a Rezoning Review.

 

Discussion

 

By the time of the Rezoning Review, Council’s final Local Strategic Planning Statement (see AT-5) was endorsed and then assured by the Greater Sydney Commission (see AT-6). However, in response to some of the applicant’s new comments, additional reasons for refusal were provided, these are summarised below (see AT-7 for full description):-

 

·    Site as an anomaly is unfounded, as the existing planning controls are relevant and appropriate, and implementing the strategic plans is a legal requirement;

 

·    The ‘actual’ use of the site is industrial, as 166 Epping Road was originally part of 170 Epping Road which permitted commercial uses associated with the Industrial zoning of the site. Council has never separately approved 166 as commercial land only, and it remains zoned industrial;

 

·    The applicant incorrectly quoted a strategy from the Greater Sydney Region Plan to justify their strategic inconsistency;

 

·    The adjoining ‘Arise’ development at 150 Epping Road by Meriton should not be used as a precedent as the development was not supported by Council but approved in 2012 under the now repealed Part 3A process;

 

·    The site cannot maintain and enhance the employment generating potential of the land, as the Proposal will include the loss of all existing industrial land on site, reducing the existing permitted FSR below 1:1; and

 

·    The economic viability of the site is NOT a reason for the development to be directly inconsistent with the strategic planning documents. (For example, the State Significant AirTrunk development at 1 Sirius Road is approximately valued at close to $750m).

 

Determination

 

The Rezoning Review was undertaken by the Sydney North Planning Panel (the Panel) on 23 April 2020. Council and the applicant were afforded the opportunity to present to the Panel and respond to questions from its members.

 

On the 27 April 2020, the Panel determined that the Proposal should not be submitted for a Gateway determination.

 

The Panel stated that the Proposal did not demonstrate strategic or site-specific merit, and supported Council’s reasons for refusal. In its reasons, the Panel stated that:

 

the site is not identified in a strategic precinct, nor is it considered an appropriate area for housing. Further Lane Cove West employment lands are specifically identified under the LSPS to be protected and managed for industrial and urban services”.

 

The North District Plan, which is supported by the LSPS, and the Greater Sydney Commission’s assurance of the LSPS, clearly identifies the priority of retaining and managing industrial and urban services land”.

 

The Panel also provided additional commentary regarding the Proposal’s failure to provide sufficient vehicular access arrangements, and the fundamental problem of the loss of industrial zoned land and the potential for conflict between residential and surrounding industrial uses. It was considered that the retention of this site for future employment growth is a higher priority than provided more residential land (see AT-8 for full determination). The decision of the Panel was unanimous.

 

Conclusion

 

Planning Proposal 36 for the land at 166 Epping Road, Lane Cove West was determined not to have sufficient strategic or site-specific merit to proceed to Gateway determination by the Sydney North Planning Panel. The decision to refuse the Proposal is final.

 

 

 

RECOMMENDATION

 

That Council receive and note this report.

 

 

 

 

 

 

Michael Mason

Executive Manager

Environmental Services Division

 

 

ATTACHMENTS:

AT‑1View

Report - Local Planning Panel

18 Pages

Available Electronically

AT‑2View

Minutes - Local Planning Panel

3 Pages

Available Electronically

AT‑3View

Report - Council

4 Pages

Available Electronically

AT‑4View

Minutes - Council

2 Pages

Available Electronically

AT‑5View

Local Strategic Planning Statement - March 2020

83 Pages

Available Electronically

AT‑6View

Letter of Support from Greater Sydney Commission for LSPS

9 Pages

Available Electronically

AT‑7View

Council response to Rezoning Review

6 Pages

 

AT‑8View

Record of Decision - Rezoning Review for 166 Epping Road

3 Pages

 

 

 


 

Ordinary Council Meeting 18 May 2020

Draft Revised Code of Meeting Practice - Post Consultation

 

 

Subject:          Draft Revised Code of Meeting Practice - Post Consultation    

Record No:    SU837 - 25118/20

Division:         Corporate Services Division

Author(s):      Jessica Quilty 

 

 

Executive Summary

 

The Code of Meeting Practice was adopted by Council at the Ordinary Council Meeting of 20 May 2019. This document was based on the Model Code of Meeting Practice issued by the Office of Local Government and prescribed by the Local Government (General) Regulation on 14 December 2018.  Some minor amendments were recommended which consist of historical policies adopted by Lane Cove Council that should be included in the Code of Meeting Practice.

 

Community Consultation was undertaken as per the consultation strategy endorsed by Council. Two (2) submissions were received in relation to the Revised Draft Code of Meeting Practice and responses to these submissions are discussed within this report.  It is recommended that the Revised Draft Code of Meeting Practice be adopted.

 

Background

 

Council’s current Code of Meeting Practice was last reviewed in April 2012.  A new Model Code of Meeting Practice was prescribed by the Local Government (General) Regulation on 14 December 2018. 

 

The new Model Code sets out a number of mandatory provisions that Council must incorporate into its Code of Meeting Practice along with a range of other non-mandatory best practice provisions. 

 

Council at its meeting 20 May 2019 where it resolved that:-

 

The amended Draft Code of Meeting Practice be adopted subject to the following further amendments:-

1.   Amend clause 4.2 to read:

4.2       Public forums are to be chaired by the Chairperson of the meeting.

2.   Insert new clause 4.3:

4.3       Public Forums shall be limited to two (2) hours’ duration;

3.   Amend clause 4.4 (previously draft clause 4.3) to:

4.4      To speak at a public forum, a person wishing to address the council during a public forum must register their details with Council by 5:00pm on the day of the Council meeting at which the individual is speaking. This information includes:-

a.       Identification of the matter on which the person wishes to speak; and

b.       The speakers name and address; and

c.       Relevant contact information (email and phone number) to allow Council to follow up with speaker should this be required;

4.   Reorder and amend clauses 4.5  to 4.9 (previously draft clauses 4.4 to 4.8) as follows:-

4.5       Speakers at the Public Forum will be invited by the Chairperson, in order of registration, to address the Council.

4.6       Speakers who have not registered to speak at the public forum may be invited to address Council by the Chairperson after the registered speakers have addressed Council.

4.7       A person may speak on any number of items of business on the agenda of the council meeting or on any other topic.

4.8       A representative acting on behalf of others, including legal representatives and consultants, are not to be permitted to speak at a public forum unless they identify their status as a representative when applying to speak at the public forum.

4.9       Each speaker will be allowed a maximum of three (3) minutes to address the Council. This time is to be strictly enforced by the Chairperson.

5.   Amend clause 4.10 (previously draft clause 4.9) as follows:-

4.10     Speakers at the public forum are to register with the Council any visual or audio material to be presented to the Council at the public forum in support of their address within their timeframe allocated in 4.9, and to identify any equipment needs by 12 noon on the day of the council meeting at which the individual is speaking. The General Manager or their delegate may refuse to allow such material to be presented.

6.   Amend clause 4.13 and 4.14 (previously draft clauses 4.12 and 4.13) as follows to clarify that speakers’ questions cannot be answered during the forum:-

4.13     If a speaker at a public forum poses a question to the Council, Councillors or Council staff, the question is not required to be answered during the public forum.

4.14     The General Manager may, with the concurrence of the Chairperson, address the Council during a public forum to clarify an issue.

7.   Delete previous draft clause 4.14;

8.   Delete draft clauses 4.18; and

9.   Renumber all clauses accordingly and amend any references to clauses in Section 4 of the Code as required.

 

Discussion

 

A review of the code was undertaken against Council’s previous adopted Code of Meeting Practice (2012) and from this it has been identified that Council should include specific Council policies that have been previously adopted in the following areas in addition to some minor changes included as AT-1:-

 

·    3.3 Page 7- Extraordinary Meetings

·    3.11 Page 8 - Giving Notice of Business to be Considered at Council Meetings

·    4.1 and note Page 13 - Public Forum

·    5.19 Page 17 – Webcasting of Meetings

·    5.22 Page 17 - Webcasting of Meetings

·    8.4 Page 22 - Order of Business for Ordinary Council Meetings

·    10.1 Page 24 - Rules of Debate

·    10.24 & 10.25 Page 26 - Rules of Rebate

·    11.7 Page 28 - Voting

·    18.1 Page 44 - Time Limits on Council Meetings

 


 

It is also proposed to include a new note under clause 10.15 to further clarify the order of debate:-

 

10.15 While an amendment is being considered, debate must only occur in relation to the amendment and not the original motion. Debate on the original motion is to be suspended while the amendment to the original motion is being debated.

 

          Note: The mover of the Motion has the right to speak to the Motion before any consideration of the Amendment.

 

Community consultation on Draft Code of Meeting Practice ran from 12 March 2020 to 23 April 2020. The aim of the consultation was consult with the community regarding a number of minor amendments designed to ensure best meeting practice and improve the way Council meetings are conducted.

 

Consultation methods utilised included:-

·    An online exhibition;

·    An eNewsletter sent to almost 6,000 recipients; and

·    Notifications to Council Advisory Committees.

 

Public Submissions

 

Two (2) public submissions were received in relation to the revised Draft Code of Meeting Practice. One (1) from a resident (in support of changes) and one (1) from local community/neighbourhood association. The association raised concerns around clauses 8.4, 14.10, 16 and 21.1 d) and e), however only clause 8.4 was subject to change in the revised Draft Code of Meeting Practice. Clause 8.4 centred around the deletion of Closed Committee of the Whole concluding by 7pm and no extensions being permitted beyond this time. The association objected to this clause being removed as it ‘would enable closed committee to drag on indefinitely’. However general practice is to conclude closed Committee of the whole around 7pm and there may be extenuating circumstances to extend beyond 7pm. Therefore, it is still recommended that this clause be deleted.

 

Conclusion

 

The additional minor amendments to the Code of Meeting Practice are considered necessary in order to align the current code with previous adopted Council policies. Community consultation has been undertaken and its therefore recommended that the Draft Revised Code of Meeting Practice be adopted.

 

 

RECOMMENDATION

 

That Council adopt the Amended Draft Code of Meeting Practice dated May 2020 shown attached at AT-1 and the inclusion of a note in respect Clause 10.15  “The mover of the Motion has the right to speak to the Motion before any debate or consideration of the Amendment.”

 

 

Jessica Quilty

Acting Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1View

Draft Code of Meeting Practice May 2020

55 Pages

 

 

 


 

Ordinary Council Meeting 18 May 2020

The Third Quarter Review of the 2019 - 2020 Delivery Program and Operational Plan

 

 

Subject:          The Third Quarter Review of the 2019 - 2020 Delivery Program and Operational Plan    

Record No:    SU238 - 25873/20

Division:         Corporate Services Division

Author(s):      Simon Cole 

 

 

Executive Summary

In March 2020 Council’s response to the Covid-19 pandemic has meant the deferral of some third quarter actions in the 2019 - 20 Delivery Program and Operational Plan (DPOP).  This followed the closure of Council’s main community facilities and includes postponement and cancellation of community activities such as International Women’s Day (12 March) and Harmony Day (20 March).

Notwithstanding the events of March 2020, Council has continued the provision of essential services.  Supported by the innovative use technology, Council meetings and workshops have continued on schedule and staff have been able carry on their work from home. Council can report steady progress towards the DPOP between January and March 2020.

This Report recommends that the attached Third Quarter Review of the 2019 – 2020 DPOP be received and noted.

 

Background

The 2019 - 20 Delivery Program and Operational Plan was endorsed on 17 June 2019 and provides performance measures against progress in each quarter of the current financial year towards the goals and objectives of Council’s Community Strategic Plan, “Liveable Lane Cove: 2035”.

 

Discussion

The Third Quarter Review of the 2018-19 Delivery Program and Operational Plan is at AT-1

 

Noteworthy achievements for the quarter include:-

 

·    Implementing Australian and NSW Government COVID-19 emergency measures for Local Government;

 

·    Implementation of Council’s Pandemic Plan in accordance with the Australian Health Management Plan for Pandemic Influenza (August 2019) and the NSW Human Influenza Pandemic Plan 2018;

 

·    Regular updating of the Council’s website to include the latest COVID-19 news and legislation changes (including Government funding / stimulus packages), keeping the community and local business owners informed;

 

·    Support for commercial and community tenants unable to operate due to COVID-19;

 

·    Mindarie Park Coffee Cart commenced trading and arrangements for a café operator finalised for Blackman Park;

 

·    The development of Brand Local and the online delivery of a Business crisis Management Course to local businesses;

 

·    Pedestrian crossing in Central Avenue to improve safety completed; and  

 

·    Neighbour Day launched encouraging volunteering and giving recognition to those assisting others in the community.

 

 

 

RECOMMENDATION

 

That the Third Quarter Review of the 2019 – 20 Delivery Program and Operational Plan be received and noted.

 

 

 

 

 

 

Jessica Quilty

Acting Executive Manager

Corporate Services Division

 

 

ATTACHMENTS:

AT‑1View

Third Quarter Review of the 2019 - 2020 Delivery Program and Operational Plan - 18 May 2020

126 Pages

Available Electronically

 

 


 

Ordinary Council Meeting 18 May 2020

Council Snapshot April 2020

 

 

Subject:          Council Snapshot April 2020

Record No:    SU220 - 25069/20

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 April 2020.

 

 

 

RECOMMENDATION

 

That the report be received and noted

 

 

 

 

 

 

Craig Wrightson

General Manager

General Managers Unit

 

 

ATTACHMENTS:

AT‑1View

Council Snapshot April 2020

34 Pages