AGENDA R

 

 

 

 

 

 

 

Joint Local Representation Advisory Committee Meeting

 

TUESDAY 12 JULY 2016

 

6:30pm

 

 


Joint Local Representation Advisory Committee Meeting

12 July 2016

 

 

 

INDEX

 

 

1          Welcome by Administrator

 

2          Acknowledgement of Country

 

3          Apologies  

 

4          Disclosures of Interest (Section 451 of the Local Government Act
and Council’s Code of Conduct)

 

5          Presentation by Urban Growth on Parramatta Road  

 

6          Election of Chairperson for Joint LRAC

 

7          Items for Discussion

ITEM                                                                                                                                    PAGE #

L0716 Item 1       WestConnex Status - July 2016                                                                   3

L0716 Item 2       WestConnex Council Resolutions 2016                                                    204

L0716 Item 3       Community Grants Guidelines - Inner West Council Grants and Stronger Communities Fund Grant Program                                                                                 225

L0716 Item 4       Inner West Council Integration and Innovation Plan (i-Plan)                    249

L0716 Item 5       IHAP Presentation                                                                                     271

L0716 Item 6       Public Streaming of Meetings                                                                   272

L0716 Item 7       Expenses and Facilities Policy for LRAC and IAG Committee Members 274

 

 

 

  


Joint Local Representation Advisory Committee Meeting

12 July 2016

 

Item No:         L0716 Item 1

Subject:         WestConnex Status - July 2016 

File Ref:         16/6032/77075.16        

Prepared By: Phil Sarin - Director, Planning and Environment 

Authorised By: Simone Schwarz - Director, Service Delivery

 

SUMMARY

Stages 1 and 2 of the WestConnex Motorway project have been approved and the Environmental Impact Statement for Stage 3 is likely to be exhibited during the first quarter of 2017.  This report provides an update on various project stages.

 

 

RECOMMENDATION

 

THAT:

1.   Council not grant approval for geotechnical investigations to occur at the Cove Street Depot, Cove Street, Haberfield;

2.   Council staff review and provide technical comments in response to the Technical Report –Flood Mitigation Strategy: Project Wide – Permanent Works Final Design (FD) (M4E-AEH-TR-00-120-100001_D_00);

3.   Council staff review and provide technical comments in response to the Technical Report – Flood Mitigation Strategy: WS – Temporary Works Final Design (FD) (M4E-AEH-TR-40-120-100001_D_00);  and

4.   Council Officers continue to liaise with Sydney Motorway Corporation in an effort to protect the interests of the Inner West Community and continue to demonstrate the resolute position of the Inner West Council on the WestConnex Motorway project.

 

 

 

 

BACKGROUND

1.0       STAGE 1 – M4 EAST

1.1       Utility Works, Ramsay Street, Haberfield

RMS has advised that they will be utilising their powers under the Roads Act 1993 to undertake utility works in Ramsay Street, Haberfield.

An existing 900mm Sydney Water water main needs to be relocated as part of the WestConnex project.  Part of the works will be occur at the intersections of Ramsay Street/ Dobroyd Parade and Ramsay Street/ Alt Street.

RMS advised that the works will commence 4 July 2016 and take two to three works to completed, however, at the time of preparation of the report

To facilitate the works at the intersection of Ramsay Street/ Alt Street, it is proposed that westbound traffic on Ramsay Street will remain on Ramsay Street. Eastbound traffic will be diverted onto Bland Street, Denman Avenue, Allum Street and Walker Avenue.

Eastbound and westbound buses will remain on Ramsay Street.  Pedestrian access will be largely maintained.  Some pedestrian access will be under the direction of traffic controllers.

RMS has advised that temporary Variable Message Signs (VMSs) will be in place and residents will be letterbox dropped. Attachments 1 and 2 contain further information.

 

1.2       Geotechnical Investigation Cove Street Depot, Haberfield

Ventia Boral Amey Joint Venture, Sydney SMC have requested permission to undertake geotechnical investigations in the Cove Street Depot, Cove Street, Haberfield. They have stated that the works are for the pinch point project which will occur at the intersection of Parramatta Road and Great North Road.

Further, they have asked that the investigations occur at night, from 5pm to 1am.

It is unclear why the geotechnical investigation has to occur on Council’s property.  It would appear that there is nearby RMS land which could readily be utilised for this purpose.

 

1.3       Flood and Stormwater WestConnex M4 East

The Joint Venture have provided Council with a number of flood and stormwater reports for the WestConnex M4 East, as follows:

·     Technical Report – Flood Mitigation Strategy: Project Wide – Permanent Works Final Design (FD);

·     Technical Report – Flood Mitigation Strategy: WS – Temporary Works Final Design (FD);

·     Technical Report – Stormwater Drainage Report: Northcote Temporary Works Tunnel Site Final Design (FD).

 

These reports are provided in Attachments 3, 4 and 5.

 

1.4       Technical Report – Flood Mitigation Strategy: Project Wide – Permanent Works Final Design (FD)

This addresses the Planning Minister’s Conditions of Approval (MCoA) B14 (Flood Mitigation Strategy).

This Flood Mitigation Strategy Report provides a summary of the flood assessments undertaken for the permanent works in all zones as well as a discussion on proposed mitigation measures to meet Condition B14.  The report states:

The eastern end of the Wattle Street Interchange in Zone 40 is affected by both creek flooding and major overland flows. Flood impacts have been minimised by upgrading the Sydney Water box culvert and providing overlapping noise walls with gaps to prevent ponding behind. Minor flood level impacts of up to 0.02 m are estimated outside the project boundary. Floor levels for properties affected by these impacts were checked for inundation and none were found to be inundated as a result of increases in flood levels of up to 0.02 m.

An on-site detention basin is proposed at the western end of the Wattle Street Interchange to mitigate impacts and prevent surcharging into the future M4 South tunnels.

The Parramatta Road Interchange in Zone 50 is only affected by overland flows near Chandos Street. An on-site detention basin has been proposed to mitigate flood impacts. Minor flood level impacts of up to 0.03 m are estimated outside the project boundary. Floor levels for properties affected by these impacts were checked for inundation and none were found to be inundated as a result of increases in flood levels of up to 0.03 m.

 

1.5       Technical Report – Flood Mitigation Strategy: WS – Temporary Works Final Design (FD)

This addresses the Planning Minister’s Conditions of Approval (MCoA) B14 (Flood Mitigation Strategy).

The content of this report relates specifically to the Zone 40 construction sites: Northcote Tunnel Site (C7), Parramatta Road Ventilation Facility (C8) and Wattle Street Civil Site (C9).

This Flood Mitigation Strategy Report provides a summary of the flood assessments undertaken for the temporary works in Zone 40 as well as a discussion on proposed mitigation measures to meet Condition B14.

The report states:

The Northcote Tunnel Site (C7) is not flood affected in events up to and including the PMF and no flood mitigation measures are required.

The Parramatta Road Ventilation Facility (C8) is not flood affected in events up to and including the PMF and no flood mitigation measures are required.

The eastern end of the Wattle Street site (C9) is flood affected through both flooding from Iron Cove Creek, as well as overland flows from the catchment to the south of Wattle Street/Dobroyd Parade. The western end of the site is not flood affected except for a small overland flow path that runs to the west of Allum Street, and crosses Wattle Street at Ash Lane. A local drainage system runs north along Ash Lane. Wattle Street/Dobroyd Parade was assessed as having low flood immunity, with the low point near Waratah Street overtopping in as little as a 1-2 year ARI storm event.

The proposed G-Loop through Reg Coady Reserve would need to be built up no higher than the existing road level on Wattle Street, preferably as close to existing ground level as possible.

 

1.6       Technical Report – Stormwater Drainage Report: Northcote Temporary Works Tunnel Site Final Design (FD)

This report outlines the stormwater drainage assessment undertaken to address the requirements of Ministerial Conditions of Approval (MCoA) B20 (Stormwater Drainage Reports).

To facilitate the proposed construction and design program, separate Stormwater Drainage Reports (SDRs) are being prepared for each temporary works site and also for each permanent works zone. The content of this report relates to the Northcote Street Tunnel Site temporary works.

The report states:

The assessments undertaken generally found that there will be minor to negligible changes to the drainage patterns. These changes are small enough to be accommodated by the existing drainage systems.

 

Council staff have previously provided comments on this report.

 

1.7       DPE Compliance Unit Meetings

Three meetings have been held with officers from the Department of Planning & Environment’s Compliance Unit over June/July. The unit has completed random inspections of the various construction sites, discussed issues with local residents (mainly in the Haberfield area) and met with the JV on a number of occasions to discuss complaints and compliance matters.

The Unit has inspected a facility where heritage salvage items are currently being stored and spoken with the heritage consultant advising the JV on which items and materials from identified heritage items should be salvaged.

The Unit has confirmed that the JV is only undertaking salvage work to ‘individually listed heritage items’ – i.e. those buildings specifically and individually listed in council LEPs. This effectively means that most residential properties the Haberfield conservation area will not be salvaged. The Unit has recommended to the JV that a broader salvage strategy would be desirable and this has been accepted to some extent – note a complete list of ‘salvaged’ properties has not been made available at this time. While the development determination conditions are potentially open to interpretation, the JV is firmly of the view that the consent only requires the salvage of properties with an individual heritage listing.

 

2.0       STAGE 2 – NEW M5

2.1       Early Works

The Joint Venture Company (JVC) that has been appointed by SMC to construct Stage 2 has met with Council representatives twice (as of 06/07/16) to discuss matters including site establishment & fencing, road geometry, community consultation, investigation works, drainage & flooding, Camdenville Park and road condition surveys.

Meetings are scheduled to take place monthly and include a range of representatives from JVC, from across Council and also from SMC.

The proponent is in the process of responding to all construction and operational matters that require further design work and documentation as per the conditions of the Stage 2 approval.  Various pieces of documentation have been received by Council to date in this regard; these are placing huge pressure on existing internal resource.

Initial road geometry designs of Campbell Street/Road and St Peters Interchange, including flooding & drainage, have been presented to Council by JVC; these designs did not incorporate any of the conditions of consent. Initial commentary has nonetheless been provided on these designs

 

2.2       Works on Public Roads WestConnex M5 East

RMS has advised that they will be utilising their powers under the Roads Act 1993 to undertake works on Albert Street, St Peters. The works include permanent projects works.

Further information is detailed in Attachment 6.

 

2.3       Camdenville Park

Council allocated funds in the 2015/2016 budget for the upgrade of Camdenville Park. The upgrade involves extensive improvements across the park to implement priority actions of the Camdenville Park Plan of Management and Master Plan. 

After Council invited tenders for its park works, RMS submitted an acquisition notice for the lease of an area of over 1/3 of the park at its south western end to use as a construction compound for WestConnex.  Consequently, works for the western portion of the site, including the wetland area and the proposed BMX pump track, have been deferred pending determination of the impacts of the WestConnex works by their contractors, CDS.

WestConnex works involve increasing the capacity of the Camdenville Park storm water detention basin and realigning Bedwin Road.  Upgrading of the stormwater detention basin is required to accommodate higher discharges as a result of road widening for WestConnex enabling works.  SMC has offered to build Council’s BMX track at its cost following completion of their works. WestConnex expects to occupy the site from January 2017 at the latest.

Council’s proposal for the upgrade of Camdenville Park includes a number of essential principles from the Park Master Plan.  These are to provide both access and visual surveillance of the western end of the park, particularly the BMX track from the adjoining public roads.  Further, the detention basin upgrade works should naturalise the basin, incorporating the proposed wetland in the south west corner to deliver bioremediation, biodiversity, amenity and recreation outcomes.

Officers are concerned that the terms of the Acquisition Notice provide for the basin to be handed back to Council, once WestConnex vacates the area, in the same condition as preconstruction.  This is contrary to agreements reached with WestConnex in discussions about the design of the basin.  WestConnex has advised that it prefers to allow the RMS acquisition notice to stand, but for WestConnex and Council to negotiate a more practical arrangement for shared access to the site and for the form in which the basin will be handed back to Council.

Officers continue to meet with personnel from SMC and RMS to negotiate these matters.

 

 

At the present time, the Camdenville Park upgrade works have been deferred pending the completion of the design of the detention basin by WestConnex.

 

2.4       Sydney Gateway

This project is likely to connect the St Peters Interchange to Sydney Airport (and a new expanded, relocated Qantas Drive) via an at-grade motorway that will carve through Tempe Container Lands and adjacent industrial land along the Alexandra Canal. Council’s IGM is to be briefed by SMC on this project in July 2016.

 

2.5       King Street Gateway

Emanating from Council discussions with SMC during Stage 2 of WestConnex, the King Street Gateway project is being progressed in parallel to Stage 2 works and is being led by RMS in conjunction with Inner West Council and the City of Sydney. The proposal focuses on the potential to reduce traffic along Sydney Park Road and Princes Highway as a result of the increases in vehicular movement on the upgraded Campbell Street and Euston Road.  This would reduce pressure on King Street, Newtown and increase connectivity between Sydney Park & the adjacent growing residential/commercial precincts of St Peters and Ashmore.

An RFQ has been prepared and distributed and the appointment of urban design consultants to undertake initial design work and traffic modelling is planned for July/August 2016.

 

3.0       STAGE 3 – M4-M5 LINK

3.1       Project Timeline

SMC has initiated a series of meetings with Council officers aimed at informing the preparation of the Environmental Impact Statement (EIS). At this time it is anticipated that the timeline for Stage 3 will be:

·    initial survey and Geotechnical investigations                        April–July 2016

·    community consultation                                                          to commence mid 2016

·    preliminary draft alignment and portal locations                     last quarter of 2016

·    Environmental Impact Statement exhibition                          first quarter of 2017

·    Environmental Impact Statement determination                    late 2017

·    construction to commence if approved                                  late 2018 or early 2019

 

3.2       Geotechnical Investigations

 

Current activities in relation to Stage 3 also include Geotechnical investigations (core sample drilling), at numerous locations across the LGA, to assist in determining the alignment of the proposed tunnels.  As indicate above, this activity was anticipated to continue until the end of July 2016; however, recent discussions with SMC have indicated that these works may continue into August.

Since commencement of the investigations, local residents have expressed concern over a number of issues including:

·  disturbance of acid sulphate soils

·  potential impact on trees

·  general environmental impacts

·  potential impact on property values

·  general disruption to open space

 

Council officers continue to liaise with SMC on behalf of the residents, particularly seeking reassurance regarding environmental aspects of the operations.

 

 

 

3.3       Noise Monitoring

Council was recently informed that SMC will establish a noise monitoring station in Hutcheson Street, Rozelle. This station will be used to establish baseline noise levels for the Stage 3 EIS. Council has responded to this notification, both verbally and in writing, informing SMC that it considers the location inappropriate as it is within 500m of the construction site for the CBD & SE Light Rail Maintenance Facility. Council considers that proximity to this site during its construction phase will result in artificially high noise baselines for the EIS and has requested SMC meet to discuss alternative locations for the noise monitoring station.

 

4.0       ADDITIONAL LIAISON WITH COUNCIL

Project Directors for Stage 1 and 2, as well as the company CEO, briefed Council’s Administrator in June 2016.  Additionally, the Project Director for Stage 3 is scheduled to brief Council’s Administrator in July 2016.

SMC has also enhanced its communication with Council for Stage 3 and is currently in contact with Council officers in an effort to take account of Council priorities and to alert Council of any critical issues as soon as they arise.

 

5.0       WESTCONNEX RESPONSE UNIT

Work has commenced on preparation of a structure and position objectives for a specific team of officers to manage WestConnex related matters for the IWC. It is envisaged that three officers (plus DPE Compliance Officer, once seconded) will make up this unit which will be responsible for liaison with the JVs, DPE Compliance Unit, key stakeholders and the community on WestConnex enquiries, project works, and other related matters. Recruitment of this team will be progressed through secondment and/or expressions of interest from existing staff over the next few weeks.

 

 

ATTACHMENTS

1.

Letter from RMS, 28 June 2016

2.

Piling Works - Short Term

3.

Flood Mitigation Strategy - Project Wide Permanent Works

4.

Stormwater Drainage Report

5.

Flood Mitigation Strategy - Temporary Works

6.

Letter from RMS, 10 June 2016

  


Joint Local Representation Advisory Committee Meeting

12 July 2016

 

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12 July 2016

 

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Item No:         L0716 Item 2

Subject:         WestConnex Council Resolutions 2016  

File Ref:         16/6032/77574.16         

Prepared By: Phil Sarin - Director, Planning and Environment  

Authorised By: Simone Schwarz - Director, Service Delivery

SUMMARY

Summary reports have been prepared for WestConnex related council resolutions passed in 2016.

 

 

RECOMMENDATION

 

THAT the reports be received and noted.

 

 

 

 

BACKGROUND

Summary reports have been prepared which collate the WestConnex related resolutions passed by the former Ashfield, Leichhardt and Marrickville Councils during 2016.

The reports include details of the resolutions and action that has occurred to date.

There are a number of items that are yet to be completed and finalised and some that are under further review. Further progress updates will be provided in relation to these items.

 

 

FINANCIAL IMPLICATIONS

Traffic Modelling – St Peters and Enmore

Council officers are reviewing this project with a view towards obtaining a more competitive price for the work. The originally allocated amount of $40,000 may not be sufficient given that more recent estimates for the work have come in at $150,000.

 

 

OTHER STAFF COMMENTS

Legal Advice

Council has engaged Tim Robertson SC to provide advice in relation to prospects for a legal challenge to the approval of the WestConnex project and heritage demolitions. The Department of Planning & Environment’s Compliance Unit has had meetings with the Joint Venture and inspected salvaged items that have been removed from demolished buildings to date.

 

 

PUBLIC CONSULTATION

Information Sheet/Flyer to St Peters/Camdenville Residents

A new flyer is being prepared in lieu of the one originally intended for the above residents which will be distributed across the whole LGA. The new information sheet will provide information on all three project stages, details of recent Council resolutions, the formation of a new WestConnex Response Unit and other general information about the project.

 

 

ATTACHMENTS

1.

WestConnex Ashfield Council Resolutions 2016

2.

WestConnex Leichhardt Council Resolutions 2016

3.

WestConnex Marrickville Council Resolutions 2016

 


Joint Local Representation Advisory Committee Meeting

12 July 2016

 

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Item No:         L0716 Item 3

Subject:         Community Grants Guidelines - Inner West Council Grants and Stronger Communities Fund Grant Program 

File Ref:         16/6032/77344.16        

Prepared By: Tara Day-Williams - A/Group Manager Community and Cultural Services, Leichhardt and Gabrielle Rennard - Group Manager, Community Programs and Services, Leichhardt 

Authorised By: Simone Schwarz - Director, Service Delivery

 

SUMMARY

The guidelines for the 2016/17 integrated Inner West Council (Leichhardt/Ashfield) Grant Program have been developed for the opening of applications in mid July. The guidelines for the NSW Government’s Stronger Communities Fund (SCF) Grant Program have also been developed, and are scheduled to be released concurrently with those for the Inner West Council Grant Program. The timeframe, application processes and information sessions for both grant programs will be aligned to maximise community benefits, streamline grants administrations and facilitate a combined and substantial Council funding announcement and presentation event in November 2016.

 

 

RECOMMENDATION

 

THAT:

1.       the LRACs note the guidelines, draft criteria and timeframe for both the 2016 Inner West Council (Ashfield and Leichhardt) Grants Programs and the NSW Government’s Stronger Communities Fund Grant Program; and

2.       the LRACs note that following the assessment of grant applications, recommendations for the Inner West Council Grants Program will be reported to the LRACs.

 

 

 

 

BACKGROUND

 

Inner West Council Grants Program 2016/17

 

At the June Local Representation Advisory Committees (LRAC) meetings it was recommended that draft criteria for Inner West Council (Ashfield and Leichhardt) Grants be reported back to the LRACs. The guidelines for the Inner West Council Grants Program, which integrate the guidelines from the former Councils of Leichhardt and Ashfield, are provided in Attachment 1. In most cases the criteria and guidelines of the former Councils were closely aligned in terms of objectives, eligibility and the assessment processes.  To integrate the guidelines of the former Ashfield and Leichhardt Councils minor changes have been incorporated into the criteria. A summary of these changes is outlined in the attached table 1 (Attachment 2). Where minor changes were required to obtain consistency, the principles of improving community outcomes, not disadvantaging applicants, and streamlining the application process were applied.

The draft criteria for these grants are incorporated into the Inner West Council Grants program Guidelines (Attachment 1) and include the following:

Applicants must:

·     Be an Australian resident and be 18 years of age or over.

·     Be a resident of, or a non- resident offering a project of demonstrable and significant benefit to the areas of Annandale, Ashfield, Balmain, Balmain East, Birchgrove, Dobroyd Point, Haberfield, Hurlstone Park, Leichhardt, Lilyfield, Petersham, Rozelle and Summer Hill and parts of the suburbs of Ashbury, Croydon, Croydon Park and Camperdown.

·     Be legally incorporated, not for profit community group or organisation OR community group, enterprise or individual auspiced by an incorporated organisation.

·     Apply for a specific project and not consider a grant as a permanent source of future funding. Grants are not awarded to cover a short fall in administrative or operational costs.

·     In the case of Arts and Culture Grants, applicants may be either individual artists or a group of artists however must have appropriate public liability insurance cover.

 

The applicant must also:

·     Demonstrate that the grant will be used for a purpose in the public interest and in accordance with Council policies and plans.

·     Be proposing a project within the dates specified that is from 1 December 2016 - 30 December 2017.

·     Have completed an application form and provided support material as requested.

·     Have completed documentation (including acquittal) for any previous Inner West Council grants.

·     Have no outstanding debts to Inner West Council.

·     Be financially viable.

 

Council does not provide grants for:

·     Projects that duplicate existing services or programs;

·     Projects that do not meet the identified priority needs of the Inner West Council areas outlined  above;

·     Projects that contravene existing Inner West Council’s policies;

·     General donations to charities (however Inner West Council may provide grants to specific projects run by charities where they meet the criteria);

·     Overt activities that could be perceived as divisive within the community;

·     Political parties or activities that are overtly political in nature; and

·     State or federal government agencies/departments.

 

Assessment Criteria:

·     Impact and quality of social, cultural, economic or environmental benefits to local communities;

·     The merit of the application in addressing community priorities identified in the Inner West Council’s Interim Operational Plan.

·     The extent to which the project addresses the Grant Program Objectives

·     The capacity to deliver a well-planned project including concept, plan and experience

·     Realistic budget, including all sources of income

·     Ability to improve access, diversity and participation in community, cultural, environmental and historical activities;

·     The in-kind and financial support provided by the applicant towards the project

·     Merit of the application in comparison to the other applications; and

·     In the case of individual artists the applicant must be a professional arts practitioner with a demonstrated history of working in the arts.

 

It should be noted that the guidelines and draft criteria for these grants only apply to the Leichhardt and Ashfield areas as the former Marrickville Council’s 2016 grant program opened prior to the amalgamation, and their assessment process is already underway. Integration of all grants from the former Councils of Ashfield, Leichhardt and Marrickville will be commenced later this year in order to allow for a more comprehensive Inner West Council Grant Program to be rolled out for the 2017/18 financial year.

 

It is proposed that grant applications be reviewed and funding recommendations be made by an assessment panel comprising Council staff, local community members (from both Ashfield and Leichhardt communities), and experts with demonstrated specialist skills and knowledge relevant to submitted applications.  The Director of Community Services will approve the composition of the assessment panel.

 

The report and recommendations from the assessment panel will be forwarded to the LRACs before being referred to Council for consideration and approval. The Inner West Council Grants Presentation event will be held in November 2016, and will showcase successful local community initiatives as well as presenting cheques to successful applicants. 

 

Stronger Communities Fund (SCF) Grant Program

 

The Grant Program under the SCF provides for the allocation $1 million in grants to the communities of the Inner West Council (IWC). At the Implementation Advisory Group meeting on 21 June 2016 it was resolved that the SCF criteria be considered by the LRACs.

 

The Stronger Communities Fund Guidelines (provided by the NSW Government) and grant policies and frameworks of the former Ashfield, Leichhardt and Marrickville Council, have been used to prepare the Stronger Communities Fund guidelines and criteria for the Inner West Council area. These guidelines and criteria are outlined in the report which was considered by the Implementation Advisory group on 21 June 2016 (Attachment 3). The criteria includes the following:

 

Applicants must:

·     Be an Australian resident or permanent resident over 18 years of age;

·     Be a resident of or work or study in the Inner West LGA or non-resident offering a project or program of significant benefit to the local community;

·     Be a registered, incorporated not-for-profit or community group or organisation; or a community group, enterprise or individual auspiced by a not-for-profit or appropriately incorporated organisation;

·     Be a combination of the above organisation/s or group/s.

·     If an individual, be a professional practitioner with a demonstrated history/track of working in their field and / or practice;

·     Apply for a specific project or program and not consider the grant as a permanent source of future funding;

·     Have written agreement from project partners before submission of an application;

·     Not be a political party; and

·     Submit only one application per grant round. Applicants should discuss biennial or triennial funding with IWC officers prior to submission.

 

Projects or Programs must:

·     Demonstrate community benefit;

·     Demonstrate innovation;

·     Be in, for, or about the Inner West LGA and its community;

·     Not be used to cover administrative costs beyond the administrative requirements of the application; and

·     Be acquitted by December 2019.

 

Assessment Criteria:

·     Impact and quality of social, cultural, economic or environmental benefits to local communities;

·     Ability to improve access to and participation in community and cultural activities;

·     The merit of the application in addressing community priorities identified in  the Community Strategic Plans and other plans of the former Ashfield, Leichhardt and Marrickville Councils;

·     Capacity to deliver a well-planned project or program;

·     Realistic budget, including all sources of income;

·     Engagement with the Inner West community and collaborative partnerships.

 

The SCF applications will be assessed by an assessment panel comprising a minimum of six members as outlined in the Stronger Communities Fund Guidelines (contained in Attachment 3), with the addition of local community members and / or experts with demonstrated specialist skills and knowledge relevant to submitted applications, as approved by the Administrator. The Panel will make recommendations to Council for funding determination.

 

To facilitate assessment by the panel, IWC Officers will provide the following administrative functions:

·    Collation of applications;

·    Pre-assessment of eligibility;

·    Provide written summary of relevant background, capacity, community priority to assist the panel with assessment;

·    Facilitating applicant enquiries and information sessions;

·    Convening the assessment panel, including recommending community members;

·    Council reporting, including recommendations for funding; and

·    Applicant reporting and acquittals.

 

 

2016 Grants Program 2016 Timeframe

 

The following timeframe is recommended for Grant Round 1 for the SCF Community Grants Program and Inner West Council (Ashfield and Leichhardt) Grants Programs in 2016:

 

Date

Activity

Mid July 2016

Applications open using Smartygrants

Publicity, information sessions

Monday 29 August 2016

Applications close

30 August – September 2016

Assessment of applications:

·    Stronger Communities Fund Assessment Panel convened

·    Inner West Council (Ashfield and Leichhardt) Assessment Panel convened

First Week October 2016

Recommendations and report to LRACs

Third Week October 2016

Recommendations and report to Council / announcement

First Week of November

Administration of Agreements with grant recipients

Mid November 2016

Cheque presentation ceremony

 

 

FINANCIAL IMPLICATIONS

The $1million Community Grants Program under the Stronger Communities Fund is provided by the NSW Government and there are no changes to the Inner West Council Grants (Ashfield and Leichhardt) Programs as reflected in the Draft Operational Plan and Budget 2016 – 2017.

 

However, as both the SCF grants as well as the Inner West Council Grants Program will be added to an expanded Smartygrants online application system, the cost of the Smartygrants license will increase from the current $12,500 to $20,000. This $7,500 increase is because the Smartygrants license fee is determined by the total value of grants allocated through the system.

 

PUBLIC CONSULTATION

Grant applications will be open to the public and will be well promoted including the use of Council’s website, local media and social media.

 

 

CONCLUSION

The combined Inner West Council Grant Program and SCF Community Grants will offer many benefits to the local community, namely:

 

·     Expanded eligibility - Everyone who was previously eligible is still eligible however eligibility has expanded to include religious groups and individual artists.

 

·     New systems - The implementation of Smarty grants on- line application system will provide ease of use for applicants and better administration for Inner West Council.  Integrations combined with use of smarty grants will provide better analytical data for future reference and determination of community needs and simplify the tracking of final reports and acquittals.

 

·     Promotions – Promotional activities will be aligned with a clear and definite Inner West annual funding round, and a more substantial combined announcement.

 

·     Increased profile of IWC Presentation Event- A larger scale grant presentation event will provide community building opportunity for applicants and community, and provide media opportunity.

 

·     Assistance to applicants- Guided information sessions across Leichhardt and Ashfield will be jointly undertaken to assist the community to understand the new grant program. Follow up assistance (including one to one assistance from trained volunteers) will be available to assist any groups requiring help with the online application system.

 

·     Better projects- A grant writing workshop will be offered in August to assist community groups to design projects which respond to local needs and Councils grant objectives.

 

·     Streamlined contact point- All applicants from the former LGAs will be channelled through 2 contact points and where necessary referred on to relevant specialists. Any applications which flow across former boundaries (and implications in terms of which budget funds particular projects) will be worked out by staff during discussions at the assessment process.

 

 

ATTACHMENTS

1.

Inner West Council Grants Program 2016/17 - Guidelines

2.

2016/17 Grant Guidelines - Summary of Changes

3.

Item 2 Implementation Advisory Group Meeting held on 21 June 2016

  


Joint Local Representation Advisory Committee Meeting

12 July 2016

 

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Joint Local Representation Advisory Committee Meeting

12 July 2016

 

Item No:         L0716 Item 4

Subject:         Inner West Council Integration and Innovation Plan (i-Plan) 

File Ref:         16/6032/76872.16        

Prepared By: Nellette Kettle - Director, Innovation and Strategy 

Authorised By: Vanessa Chan - Interim General Manager

 

SUMMARY

This report introduces LRAC members to Council’s Integration and Innovation Plan (i-Plan).  The i-Plan outlines Council’s roadmap for establishing an organisation that is modern, efficient and service focussed to meet the needs of inner west residents, now and into the future.

The i-Plan primarily focuses on the period from now until the Council election in September 2017, and outlines a range of actions both short and longer term which are broadly aligned to the Australian Business Excellence Framework.

Formal progress reports against the i-Plan will be reported monthly to the Implementation Advisory Group (IAG) and quarterly to the LRACs.  The i-Plan will be reviewed and updated as required as needs and priorities unfold over the next twelve months.

 

 

RECOMMENDATION

 

THAT the LRAC members note the Integration and Innovation Plan (i-Plan) and provide any feedback.

 

 

 

 

BACKGROUND

The i-Plan, provided at Attachment 1, has been prepared to guide the integration and transformation activities of the Inner West Council between now and the election of the new Council in September 2017. The objective of the Plan is to deliver a modern, efficient and service-focused organisation, which has the needs of the Inner West community, both now and in the future, first and foremost in decision-making.

The i-Plan is guided by the principles of the Transition and Change Management Plan, adopted by the former councils of Ashfield, Leichhardt and Marrickville, to prepare the former organisations for a merger. Over 70 actions have been identified to underpin the integration, organisational development and early innovation work of the new Inner West Council, over the next 14 months. The actions respond to the short-term needs and medium to long-term strategic priorities to transform the organisation. Actions are categorised using the Australian Business Excellence Framework, an organisational development framework utilised across the private and public sectors to drive and embed continuous improvement and innovation.

Whilst there are many actions to be completed, the key strategic actions that will shape the establishment, success and sustainability of the Inner West Council are:

·     Service integration and review – including determining the Inner West Council’s service offering

·     Contemporary local democracy – establishing a modern participatory local democracy framework and ongoing communication and engagement with the community 

·     Integrated planning – engaging with the community to determine the shared vision and priorities for the Inner West, followed by a new Community Strategic Plan

·     Equipping and supporting Council staff to be resilient through change

·     Organisational re-design – incorporating organisational structure, co-location strategy, salary structure, incentive schemes and other contemporary work practices

·     Systems integration and transformation - to support service integration, innovation, service improvements and e-business

·     Organisational development – creating a high performing, service and innovation focussed organisational culture underpinned by a common set of organisational values and continuous improvement using the Australian Business Excellence Framework

 

Furthermore, the NSW Government has identified ten key results it expects all new councils to deliver for their communities by September 2017. The i-Plan has aligned the actions to these ten key results, which are:

1.    Service continuity with smart service improvements.

2.    Robust governance that delivers confidence to communities.

3.    Easy to business with in person and online.

4.    Engaged staff who understand their roles and how they contribute to the new Council.

5.    Involved communities who have their say.

6.    Communities can readily identify with their new Council.

7.    A shared vision and direction for the whole community.

8.    Rates maintained within existing pathways and resources used wisely to service the entire Council area.

9.    Expected benefits which are clear, measurable and on target.

10.  A newly elected Council for the whole community.

 

A draft of the i-Plan was considered by the Implementation Advisory Group, comprising the former Mayors and Deputy Mayors on 21 June 2016.

 

Early integration work

Integration of services and determining the Inner West Council’s service offering is a priority over the next 12 months.  A new Service Integration Unit is being established in the Innovation and Strategy Directorate to guide and oversee this work.  At this stage it is expected that approximately 20 temporary positions will be available in the coming weeks to Inner West Council staff to undertake the service integration work.  This will ensure the standard and pace of integration across all services is comparable and will provide centralised project management and support for this work, whilst enabling operational areas to remain focussed on service delivery to the community.  The goal is to have the Inner West Council service integration and offering substantially complete prior to the election of the new Council in September 2017, following which we will be in a position to move forward with deeper strategic service reviews in a prioritised program in consultation with the elected Council.

 

 

FINANCIAL IMPLICATIONS

Over time, tracking and reporting the costs and benefits of the merger will be an important accountability mechanism.  As LRAC members are aware, the State Government has provided $10 million to Council to assist with the merger implementation costs.  A budget for these funds is being developed and will form part of the Quarter 1 budget review process.

 

 

OTHER STAFF COMMENTS

The Administrator, General Manager, Executive Team and other relevant staff have contributed to the development of the i-Plan. 

 

 

PUBLIC CONSULTATION

The i-Plan is available to the public on the Council website.  Progress updates will also be provided via the Council column, newsletter and website.

Community communication and engagement will also be undertaken on a project specific basis, such as the development of the shared vision and priorities and in determining the Stronger Communities Fund projects.

 

 

CONCLUSION

There is much to be done over the next 14 months to position Council for success in the short, medium and long term.  The i-Plan will guide much of this work, as will the input and support of the IAG and LRAC members.

 

 

 

ATTACHMENTS

1.

Integration and Innovation Plan (i-Plan)

  


Joint Local Representation Advisory Committee Meeting

12 July 2016

 

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Joint Local Representation Advisory Committee Meeting

12 July 2016

 

Item No:         L0716 Item 5

Subject:         IHAP Presentation  

File Ref:         16/6032/77602.16         

Prepared By: Phil Sarin - Director, Planning and Environment  

Authorised By: Simone Schwarz - Director, Service Delivery

 

SUMMARY

The Administrator has requested a report from Council officers on the potential for an Independent Hearing and Assessment Panel (IHAP) to be brought in across the new LGA to consider and determine development applications.

 

 

RECOMMENDATION

 

THAT the presentation be received and noted.

 

 

 

 

BACKGROUND

A report is currently being prepared and is likely to be presented to the August Council meeting for consideration.

 

In the interim, a short presentation will be made to the combined LRAC on general information about IHAPs and how they operate for feedback and comment.

 

 

ATTACHMENTS

Nil.


Joint Local Representation Advisory Committee Meeting

12 July 2016

 

Item No:         L0716 Item 6

Subject:         Public Streaming of Meetings  

File Ref:         16/6032/77501.16         

Prepared By: Tanya Whitmarsh - Manager Governance and Risk, Marrickville  

Authorised By: Matthew Phillips - Director, Corporate Services

 

 

SUMMARY

The merit of introducing live webcasting of public meetings was raised during discussion of housekeeping matters at the June meeting of the Marrickville Local Representation Advisory Committee (MLRAC).  Council officers would like to seek a collective view from the JLRAC colloquium on interest in adopting the use of this or other technology suited to public streaming of meetings. 

 

 

 

RECOMMENDATION

 

THAT:

1.       the Administrator resolves to seek an investigation of issues and options for the introduction of public streaming of meetings of Inner West Council;

2.       that the analysis focuses principally on needs for streaming  meetings of the body politic of Council, meetings of the Local Representation Advisory Committees and meetings of the Independent Advisory Group;

3.       the analysis considers the potential for eventually extending the use of such technology to  facilitate initiatives like community consultations and the staging of innovation or economic development events similar to those sponsored by Boston City Council;

4.       that the analysis provides a range of short term and longer term options for consideration which may include recommendations for low cost interim capabilities, capabilities that are scalable and capabilities that offer high standards of fidelity and / or functionality; and

5.       the analysis reflects a strong interest in mobile solutions or other capabilities that that are not dependent upon staging the meeting or event at the site in which the solution is based.

 

 

 

 

BACKGROUND

The merit of introducing live webcasting of public meetings was raised during discussion of housekeeping matters at the June meeting of the Marrickville Local Representation Advisory Committee (MLRAC).  Council officers would like to seek a collective view from the JLRAC colloquium on interest in adopting the use of this or other technology suited to public streaming of meetings.

Streaming technology can significantly enhance the ability of Inner West Council to meet its open government obligations of transparency and accountability.  The Joint Local Representation Advisory Committee (JLRAC) is well placed to help articulate high level requirements in meeting these obligations.

 

 

There appears to be potential to quickly install a relatively cheap interim solution for recording events – this could be as simple as an iPad/Tablet or the use of existing online meeting solutions.  It is not yet clear how quickly or easily this can be fed into streaming that is live, or on a short delay, through an application such as YouTube.  Such an approach is very likely to be characterised by relatively low quality sound and image and there may be data and internet access restrictions.  However, it may have the advantage of being portable.  Of course sound and image quality can also be significantly affected by the characteristics of the venue for any given broadcast.

Live streaming using proprietary software systems such as those in use at Warringah, Wollongong and Newcastle City Councils appear to offer the best results.  More sophisticated systems such as these also offer the potential for wider application in the ways progressive authorities such as the City of Boston in Massachusetts (USA) does with its innovation focused engagement programs. These systems are far more expensive and cost upwards of $20K (plus maintenance and servicing). Further, such systems are likely to use less mobile technology, offer only a limited view of proceedings, and would require installation at the 3 former council buildings.

There is clearly potential for Inner West Council to apply such technology for community consultations, innovation forums and economic development forums.  Accordingly, Council communications and engagement specialists as well as economic development and urban planning specialists should be included among stakeholders involved in any detailed review that is conducted.

Any review that may go ahead should include consideration of the scalability of a solution.  Mobility or other means of streaming that is not dependent upon staging the meeting or event at the site in which the solution a based is also an important consideration.

 

 

FINANCIAL IMPLICATIONS

There are no significant financial implications involved in conducting an investigation of technology offerings and their potential use.  However, some ‘higher end’ options that may emerge from the analysis could well have price tags upwards of $20K for implementation.

 

 

OTHER STAFF COMMENTS

Nil. 

 

 

PUBLIC CONSULTATION

Nil. 

 

 

ATTACHMENTS

Nil.


Joint Local Representation Advisory Committee Meeting

12 July 2016

 

Item No:         L0716 Item 7

Subject:         Expenses and Facilities Policy for LRAC and IAG Committee Members 

File Ref:         16/6032/76546.16        

Prepared By: Katerina Maros - A/Manager Governance and Administration, Leichhardt 

Authorised By: Matthew Phillips - Director, Corporate Services

 

 

SUMMARY

The members on the Local Representation Advisory Committees (LRAC) and the Implementation Advisory Group (IAG) will require facilities and reimbursement of expenses to assist them in carrying out their functions. A policy has been developed to detail these facilities and the process for reimbursement of any expenses. 

This policy is attached for review and feedback by the Joint Local Representation Advisory Committee members in accordance with the resolution of Extraordinary Meeting held on the 5 July 2016.

 

 

RECOMMENDATION

 

THAT:

1.       the Expenses and Facilities Policy for LRAC/IAG committee members as shown attached to the report, be received and noted;

2.       that following consideration by the Joint Local Representation Advisory Group, any feedback received be considered by the Council, prior to public exhibition of the Policy in accordance with Section 252 of the Local Government Act; and

3.       following the conclusion of the public exhibition period, Council receive a further report on submissions received during the public exhibition period.

 

 

 

 

BACKGROUND

An Expenses and Facilities Policy for committee members on LRAC and IAG has been developed and is shown attached to this report. The Policy makes provision for facilities such as a mobile phone, computer and transport and reimbursement of expenses for internet and mobile phone usage as members of these committees.

The Expenses and Facilities Policy for committee members on LRAC and IAG is attached for consideration and feedback by Committee Members.

 

 

FINANCIAL IMPLICATIONS

Nil.

 

 

OTHER STAFF COMMENTS

Nil.

 

 

 

 

PUBLIC CONSULTATION

Section 252 of the Local Government Act requires that an Expenses and Facilities Policy be publicly exhibited for 28 days. Following the conclusion of the exhibition period a further report will be provided to Council advising of the submissions received during the public exhibition period.

 

 

CONCLUSION

It is recommended that the Expenses and Facilities Policy as attached be considered by the Committee Members and feedback received be considered by Council, prior to the public exhibition of the Policy.

 

 

 

ATTACHMENTS

1.

Draft IAG and LRAC Provision of Facilities Policy

  


Joint Local Representation Advisory Committee Meeting

12 July 2016

 

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