Agenda of Council Meeting - 28 August 2018

Council Meeting

28 August 2018

Minutes of Ordinary Council Meeting held on 14 August 2018

Meeting commenced at 6.32pm

Present:

Darcy Byrne

Julie Passas

Marghanita Da Cruz Mark Drury

Lucille McKenna OAM

Colin Hesse

Sam Iskandar

Tom Kiat

Pauline Lockie

Victor Macri

Rochelle Porteous

Vittoria Raciti

John Stamolis

Louise Steer

Anna York

Elizabeth Richardson

Mayor

Deputy Mayor

Councillor

Councillor (6.40pm)

Councillor

Deputy General Manager Assets and Environment

Nellette Kettle

Group Manager Civic and Executive Support, Integration,

Customer Service and Business Excellence

Cathy Edwards-Davis

David Bird

Ian Naylor

Group Manager Trees, Parks and Sports Fields

Group Manager Strategic Planning

Manager Civic and Executive Support

Katherine Paixao

Business Paper Coordinator (Minute Taker)

APOLOGIES:

Motion: (Hesse/Macri)

THAT Apologies from Clr Steer for lateness be accepted.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and York

Against Motion: Nil

DISCLOSURES OF INTERESTS:

Clr Kiat declared a non-significant, non-pecuniary interest in Item 35 - Notice of Motion: Gambling Harm Prevention and Reduction Policy as the law firm he works for has run litigation against Aristocrat which produces electronic gambling machines and he was not involved.

Motion: (Byrne/Hesse)

THAT Council receive and note the declarations of interest.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and York

Against Motion: Nil

CONFIRMATION OF MINUTES

Motion: (Stamolis/Macri)

THAT the Minutes of the Council Meeting held on Tuesday, 24 July 2018 be confirmed as a correct record.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis and York

Against Motion: Nil

Councillor Steer entered the Meeting at 6:40 pm.

Acknowledgement of Retirement Long Servicing Staff Member Ross Musso

Motion: (Macri/Iskandar)

THAT Council acknowledge the many years of service to Marrickville and Inner West Councils of Ross Musso and thank him for his dedication.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

C0818(1) Item 1 Mayoral Minute: Marion Street Carpark

Motion: (Byrne)

THAT:

Council be provided with a report outlining potential improvements to the Marion Street car park to:

a. Increase space availability for use during school drop off and pick up at Leichhardt Public School;

b. Facilitate greater opportunities for utilisation by the public;

2. The Report include a review of staff parking permit arrangements;

3. The report on potential improvements to the Marion Street car park be brought back to Council within three months; and

4. Council undertake a review of how we can simplify parking signs throughout the municipality and be brought to the traffic committee.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

C0818(1) Item 2 Mayoral Minute: Public Library Funding

Motion: (Byrne)

THAT Council:

1. Endorse the NSW Public Libraries Association and Local Government NSW library funding advocacy initiative, Renew Our Libraries;

2. Take a leading role in activating the campaign locally;

3. Endorse the distribution of the NSW Public Libraries Association and Local Government NSW library funding advocacy initiative information in Council libraries, as well as involvement in any actions arising from the initiative; and

4. Formally advise the NSW Public Libraries Association and Local Government NSW that Council has endorsed the library funding advocacy initiative.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

Suspension of Standing Orders

Motion : (Drury/Macri)

THAT Council bring forward Items 36 and 37 to be dealt with at this time.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Stamolis, Steer and York

Against Motion: Crs Passas and Raciti

Councillor Passas left the Meeting at 7:25 pm.

C0818(1) Item 36 Notice of Motion: May Murray Early Learning Centre

Motion: (York/Iskandar)

THAT Council:

1. Confirm no further consideration will be given the relocation of the May Murray Early Learning Centre to the new Steel Park centre, and that the service will continue at its current location in Premier St; and

2. Confirm enrolments and wait listing for 2019 onwards will proceed on this basis.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

Absent: Cr Passas

Councillor Passas returned to the Meeting at 7:36 pm.

C0818(1) Item 37 Notice of Motion: Save Globe-Wilkins Preschool

Motion: (York/Iskandar)

THAT Council support the parents and community involved in the Save Globe-Wilkins Preschool campaign by:

1. Continuing to lobby the NSW Department of Education and Minister for Education to retain the award-winning Globe-Wilkins Preschool at its current location within Wilkins Public School – including seeking a meeting with the Minister and parents involved in the Save Globe-Wilkins Preschool Campaign;

2. Supporting the proposed Save Globe-Wilkins Family Fun Day at Marrickville Park on August 26, by facilitating bookings for the necessary space in the park and waiving associated fees; and

3. Helping to promote the Family Fun Day event through Council’s social media channels and leafleting the surrounding area in Marrickville and Petersham.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Cr Passas

Suspension of Standing Orders

Motion : (Drury/Steer)

THAT Council bring forward Items 11, 12, 19, 25, 27, 31, 34 and 35 to be dealt with at this time.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

Councillor Passas left the Meeting at 7:53 pm.

C0818(1) Item 11 GreenWay Master Plan

Motion: (York/McKenna OAM)

THAT:

1. The GreenWay Master Plan: Cooks to Cove GreenWay be adopted;

2. An implementation report be brought to Council identifying the following components of the Greenway project:

a) A schedule and key delivery dates for capital works program;

b) Cost minimisation, risk mitigation and project management strategies;

c) Community consultation and communications plans - which must detail the approach to resident input (along the IAP2 public participation spectrum) and provide a cost / benefit analysis that recognises the value IWC places on appropriately increasing the say local residents can have about the area in which we live. The plans should also give consideration to resident requests for additional general information sessions and stakeholder / residential working groups, and other proposed consultation mechanisms;

3. An independent project assurance advisor be appointed for the Greenway project to provide scrutiny, oversight and review of the project at key stage gates for the various links, including tender release, contract awarding, pre-commissioning and practical completion;

4. Resources required to operate and maintain the Greenway are identified as part of the Operational Management Plan - including resources required to support Greenway biodiversity as identified in the Masterplan documents released for public exhibition;

5. Any reference to the dead Sydenham to Bankstown Urban Renewal Strategy is deleted from the final Masterplan;

6. The final master plan be amended to exclude the informal path between Hathern and Marion St to light rail, in favour of protection of identified bird habitat in this area (Item 2.01 in the master plan);

7. The proposed raised threshold at Weston St be amended to exclude the proposed bird hide (Item 3.05 in the master plan);

8. The master plan note that Council supports a route adjacent to the light rail with an exit via a tunnel under Davis St as the preferred Greenway route through Waratah Mills (Item 4.02 & 4.06 in the master plan);

9. The final master plan be amended to exclude the informal path between Hill St and Pigott St (Item 4.03 in the master plan);

10. Final master plan be amended to include consideration of either full or partial acquisition of 43 Hercules St (Item 5.01 in the master plan) and staff amend the final master plan priorities to cover the increased costs of full acquisition if required;

11. Additional bike access along Ewart St and The Parade is explored with RMS (Item 6.01-6.05 in the master plan);

12. The recommendation for the option of an overpass at Marion Street be deleted; and

13. The inclusion of and protection of the Rail heritage at the Lewisham West Light rail station.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

Amendments (York/McKenna OAM)

1. An implementation report be brought to Council identifying the following components of the Greenway project:

a) A schedule and key delivery dates for capital works program;

b) Cost minimisation, risk mitigation and project management strategies;

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

As the Amendment was carried it was incorporated into the Primary Motion.

2. An independent project assurance advisor be appointed for the Greenway project to provide scrutiny, oversight and review of the project at key stage gates for the various links, including tender release, contract awarding, pre- commissioning and practical completion;

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

As the Amendment was carried it was incorporated into the Primary Motion.

3. Resources required to operate and maintain the Greenway are identified as part of the Operational Management Plan - including resources required to support Greenway biodiversity as identified in the Masterplan documents released for public exhibition;

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

As the Amendment was carried it was incorporated into the Primary Motion.

4. Any reference to the dead Sydenham to Bankstown Urban Renewal Strategy is deleted from the final Masterplan;

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

As the Amendment was carried it was incorporated into the Primary Motion.

5. The final master plan be amended to exclude the informal path between Hathern and Marion St to light rail, in favour of protection of identified bird habitat in this area (Item 2.01 in the master plan);

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

As the Amendment was carried it was incorporated into the Primary Motion.

6. The proposed raised threshold at Weston St be amended to exclude the proposed bird hide (Item 3.05 in the master plan);

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

As the Amendment was carried it was incorporated into the Primary Motion.

7. The master plan note that Council supports a route adjacent to the light rail with an exit via a tunnel under Davis St as the preferred Greenway route through Waratah Mills (Item 4.02 & 4.06 in the master plan);

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

As the Amendment was carried it was incorporated into the Primary Motion.

8. The final master plan be amended to exclude the informal path between Hill St and Pigott St (Item 4.03 in the master plan);

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

As the Amendment was carried it was incorporated into the Primary Motion.

9. Final master plan be amended to include consideration of either full or partial acquisition of 43 Hercules St (Item 5.01 in the master plan) and staff amend the final master plan priorities to cover the increased costs of full acquisition if required;

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Cr Passas

As the Amendment was carried it was incorporated into the Primary Motion.

10. Additional bike access along Ewart St and The Parade is explored with RMS (Item 6.01-6.05 in the master plan); and

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

As the Amendment was carried it was incorporated into the Primary Motion.

11. The recommendation for the option of an overpass at Marion Street be deleted.

Motion Carried

For Motion: Crs Byrne, Drury, Hesse, Iskandar, Lockie, Macri, McKenna OAM, Passas, Raciti, Steer and York

Against Motion: Crs Da Cruz, Kiat, Porteous and Stamolis

As the Amendment was carried it was incorporated into the Primary Motion.

Amendment (Stamolis)

THAT Council should in principle retain the overpass of Marion Street in the GreenWay masterplan.

The Mayor Ruled this Out of Order.

Amendment (Da Cruz/Hesse)

The inclusion of and protection of the Rail heritage at the Lewisham West Light rail station.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Stamolis, Steer and York

Against Motion: Crs Passas and Raciti

As the Amendment was carried it was incorporated into the Primary Motion.

ADJOURNMENT

8.41pm - The Mayor, Clr Byrne adjourned the meeting for a short recess.

8.56pm– The Mayor, Clr Byrne resumed the meeting.

Councillors Passas and Raciti returned to the Meeting at 8:59 pm.

Councillor Kiat returned to the Meeting at 9:01 pm.

The Mayor ruled that the subject of the light rail station at Gladstone Park could be raised as part of the debate on Item 12 - Parkfit-Fitness Stations in Parks.

Dissent in the Chairperson’s ruling

Motion: (Porteous/Hesse)

THAT dissent be raised in the Chairperson’s ruling.

Motion Lost

For Motion: Crs Da Cruz, Hesse, Kiat, Lockie, Porteous, Stamolis and Steer

Against Motion: Crs Byrne, Drury, Iskandar, Macri, McKenna OAM, Passas, Raciti and York

The Mayor’s ruling was upheld.

Councillors Hesse and Macri left the Meeting at 9.28 pm.

C0818(1) Item 12 Parkfit-Fitness Stations in Parks

Motion (Byrne/Passas)

THAT Council:

Not proceed with the proposed fitness stations at Gladstone Park and Smith, Hogan and Spindler’s Park and instead bring a further report following consultation with ward councillors and residents on possible locations within the former Leichhardt Local Government Area where the stations could be located including:

- Ewenton Park;

- Cohen Park;

- Adjacent to Leichhardt No. 3 ground (near La Montage); and

- 36^th Battalion Park.

Endorse the former Leichhardt Councils opposition to locating a light rail station in Gladstone Park; and

Details criteria for where fitness stations should be put prior to the selection of any park.

Motion Carried

For Motion: Crs Byrne, Drury, Iskandar, Lockie, McKenna OAM, Passas, Raciti, Stamolis and York

Against Motion: Crs Da Cruz, Kiat, Porteous and Steer

Absent: Crs Hesse and Macri

Foreshadowed Motion: (Stamolis)

THAT Council:

Not proceed with the proposed fitness stations at Gladstone Park and Smith, Hogan and Spindler’s Park and instead bring a further report following consultation with ward councillors and residents on possible locations within the former Leichhardt Local Government Area where the stations could be located including:

- Ewenton Park;

- Cohen Park;

- Adjacent to Leichhardt No. 3 ground (near La Montage); and

- 36^th Battalion Park.

Details criteria for where fitness stations should be put prior to the selection of any park.

This Foreshadowed Motion Lapsed.

Councillor Hesse returned to the meeting at 9.31pm

Suspension of Standing Orders

Motion: (Byrne/Passas)

That Council bring forward all registered speakers to speak at this time and then subsequent to hearing the speakers, debate the items that registered speakers spoke to.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Cr Hesse

ADJOURNMENT

10.06pm - The Mayor, Clr Byrne adjourned the meeting for a short recess.

10.09pm– The Mayor, Clr Byrne resumed the meeting.

C0818(1) Item 19 Notice of Motion: King George Park, Rozelle – Additional Facilities

Motion: (Byrne/Passas)

THAT a report be brought to Council which investigates the provision of change room and shower facilities at King George Park, including discussion of the priority of this park facility project in relation to other park facility projects which are scheduled in Council’s current capital expenditure program.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

C0818(1) Item 25 Notice of Motion: Remediation of Asbestos Contamination at 101 Australia Street Camperdown and Public Areas of Australia Street Camperdown

Motion: (Steer/Lockie)

THAT:

1. Council ensure that the owner of 101 Australia Street Camperdown remove the asbestos from its site in accordance with Council’s order of 22 June 2018 within 7 days of this motion;

2. If the owner of 101 Australia Street Camperdown fails to comply with Council’s order of 22 June 2018 within 7 days of this motion, Council will enforce its order of 22 June 2018 without further notice;

3. Council keep residents of Stanmore Ward advised of all measures taken to remediate asbestos contamination in Australia Street Camperdown, including when work will be completed;

4. Council liaise regularly with affected residents and third parties including third party insurance assessors in relation to progress and completion of remediation work by Council;

5. Council hold a public meeting with residents of Australia Street and Eton Street Camperdown and Stanmore Ward generally to inform them of Council’s measures to remediate asbestos contamination;

6. Council allocate resources for monitoring of the affected site until remediation is complete; and

7. A report on how Council can adopt the office of Local Government Model Asbestos Policy for NSW and Council’s enforcement and compliance policy by 30 October 2018.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Porteous, Stamolis, Steer and York

Against Motion: Crs Passas and Raciti

C0818(1) Item 27 Notice of Motion: Request for Investigation into Administrative Decisions

Motion: (Passas/Raciti)

THAT an independent investigative authority be engaged to seek answers to:

a) The 2013 LEP in connection with the number of properties that were identified as heritage items and some that were subsequently removed;

b) Original estimates for the Ashfield Pool upgrade which has subsequently increased by over 100%; and

c) The manner in which Code of Conduct complaints were managed during the last term of council.

Motion Lost

For Motion: Crs Macri, Passas, Raciti and Stamolis

Against Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, McKenna OAM, Porteous, Steer and York

Extension of Time

Motion: (Stamolis/Drury)

THAT the meeting be extended for 15 minutes.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

C0818(1) Item 31 Notice of Motion: Condolence Motion Sr Salamao

Motion: (Byrne/Lockie)

THAT Council writes a letter of condolence to the family of Sr Salamao, recognizing his contributions to the community of Maliana, in partnership with the Friends of Maliana group.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

C0818(1) Item 34 Notice of Motion: WestConnex Noise Mitigation

Motion: (Lockie/Byrne)

THAT Council support residents living near WestConnex construction and operational sites who have been denied proper noise mitigation (soundproofing) measures by:

Writing to the Premier, relevant Ministers, and the Sydney Motorway Corporation to:

a. Express our concern and frustration that residents near WestConnex construction sites are continuing to be denied full noise mitigation measures, even where there’s proof that they’re living with unacceptable levels of day and/or night noise;

b. Request that residents living near WestConnex construction sites are provided with full soundproofing measures (usually defined as Type 2 noise mitigation measures in project EISs) with the cost to be borne by the project proponent, and that these noise mitigation measures are installed without any further delay; and

c. Reiterate our request that residents are offered alternative accommodation during any periods of night works where intrusive noise will arise.

2. Advocating on behalf of individual residents who request Council’s support on this matter.

Writing to the Department of Planning & Environment asking when the Westconnex M4 East Project the Operational Noise and Vibration Review (ONVR) will be made public.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

Extension of Time

Motion: Porteous/Da Cruz

THAT the meeting be extended for 15 minutes.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

C0818(1) Item 35 Notice of Motion: Gambling Harm Prevention and Reduction Policy

Motion: (Kiat/Hesse)

THAT Council:

1. Commits to preventing and reducing harm to our community from gambling and considers possible actions through its strategic and community planning processes, through community capacity building, long term advocacy for gambling industry reform, increased accountability and through the support of services for those who experience gambling related harm;

2. Writes to local state MPs and the relevant minister and shadow minister, calling on the state government to develop mechanisms to accelerate the reduction in poker machine numbers in the state, and to place an immediate cap on poker machine licences in the Inner West LGA;

3. Requests staff prepare a draft Gambling Harm Prevention and Reduction Policy to be reported for consideration by Council and the community. The focus of community consultation for this draft policy and report should be those harmed by gambling and their advocates, rather than those profiting from gambling;

4. The report on the draft Policy should include consideration of practical steps Council can take to reduce gambling harm in the Inner West, including:

a. The development of a Community Gambling Harm Reduction Standard, as a standard to be followed by clubs, hotels and other gambling venues.

b. The employment of Gambling Harm Reduction Outreach Officer(s), to be funded by (voluntary) contributions from the pokies profits of hotels and clubs in the Inner West (noting that a contribution of just 1% of Inner West hotel and club pokies’ annual net profits is over $1,500,000).

5. In accordance with the recommendations of the Alliance for Gambling Reform, the draft policy report to include consideration of at least the following further actions:

a. Council to work towards ensuring there are no electronic gambling machines on premises located on public land;

b. Council to work towards banning sponsorship by gambling and gambling related organisations for any Council event or on Council land;

c. Council to work towards not hosting events at venues with poker machines;

d. Council to make submissions in relation to all Local Impact Assessment applications by venues within the LGA, detailing harm as well as benefits to the community;

e. Council to review its investments to consider divestment from any gambling or gambling related entities;

f. Council to provide community information on gambling harm and services available to those affected by gambling;

g. Council to review its involvement in the ClubGrants scheme, particularly in regard to the transparency of grant decisions, and evaluation of benefits of ClubGrants;

h. Council to join the Alliance for Gambling Reform; and

i. Council to ensure its internal policies recognise that staff may be impacted by gambling.

6. Resolves to put the following proposal to the next Local Government NSW Conference:

a. That LGNSW provide research and resources to support Councils in NSW developing and implementing gambling harm prevention strategies; and

b. That LGNSW lobbies the state government on behalf of NSW Councils to implement the recommendations of the 2010 NSW Productivity Commission Report on Gambling and the 2014 NSW Upper House Select Committee Inquiry on the Impact of Gambling.

Motion Lost

For Motion: Crs Da Cruz, Hesse, Kiat, Lockie, Porteous, Stamolis and Steer

Against Motion: Crs Byrne, Drury, Iskandar, Macri, McKenna OAM, Passas, Raciti and York

Foreshadowed Motion: (Drury/McKenna OAM)

THAT Council convene an Inner West Gambling harm minimisation round table with representatives from the Alliance for Gambling Reform, experts in gambling harm minimisation, local clubs and pubs, other interested organisations and councillors. The aim of the round table would be to discuss making a local gambling compact with local strategies we as a community could agree on to reduce the problem gambling and assist those who experience this problem.

Motion Carried

For Motion: Crs Byrne, Da Cruz, Drury, Hesse, Iskandar, Kiat, Lockie, Macri, McKenna OAM, Passas, Porteous, Raciti, Stamolis, Steer and York

Against Motion: Nil

Meeting closed at 11.31pm.

The following Items will be considered at the Extraordinary Council Meeting on 21 August 2018; Item 3, 4, 5, 6, 7, 8, 9, 10, 13, 14, 15, 16, 17, 18, 20, 21, 22, 23, 24, 26, 28, 29, 30, 32, 33, 38, 29, 40 and 41.

Public Speakers:

Item #	Speaker	Suburb
Item 11:	Bruce Ashley Jennifer Kent Carla Cranny Mary O’Sullivan Jo Blackman	Dulwich Hill Dulwich Hill Dulwich Hill Dulwich Hill Dulwich Hill
Item 12:	Bryan Riley Dione Fague Keith Kerr	Annandale Balmain Annandale
Item 19:	Liza Schaeper	Annandale
Item 25:	Nipu Jayatilleke Con O'Donnell Lachlan Donald	Camperdown Camperdown Malabar
Item 27:	Toula Chrisafis	Summer Hill
Item 31:	Carolyn Allen	Balmain
Item 34:	Kate Cotis Tamara Regan	St Peters St Peters
Item 35:	Robert Cassano Kate Da Costa	Ashfield Alliance for Gambling Reform
Item 36:	Annabel Prince Jemma McGirr Shae Phuong	Marrickville South Petersham Marrickville
Item 37:	Ramona Hewitt Elizabeth Rosewall Jennifer Allison	Dulwich Hill Marrickville Dulwich Hill

Council Meeting

28 August 2018

Sponsorship policy

Summary

This policy informs Council officials – including Councillors, staff, contractors and volunteers – of principles, guidelines, processes and issues relating to sponsorship.

Policy background

Inner West Council provides a wide range of services, activities and events to the community, some of which may be suitable for sponsorship in order to enhance or reduce the cost of these activities.

This policy sets out principles and guidelines for both seeking and providing sponsorship of Inner West Council activities by individuals, organisations and corporations external to Council, including clubs and community groups. It also covers the provision of sponsorship by Council to external parties.

This policy is linked to Council’s Risk Management Framework.

Sponsorship can be mutually beneficial to both Council and the sponsor. Council's sponsorship arrangements should benefit the community, and assist Council in providing services and programs to its community.

However, Council must ensure that all sponsorship arrangements are transparent, comply with Council’s Code of Conduct and other policies, and do not limit Council's ability to carry out its functions fully or impartially.

This policy recognises that sponsorship may be beneficial in some cases and not in others. The benefits of sponsorship should be balanced against potential risks, including:

· The perception that Council may expose itself to improper influence from private individuals, organisations or companies; and

· Potential sponsors assuming that they have an entitlement to exercise influence over Council’s operations for their own advantage.

Policy purpose

The purpose of this policy is to:

· Inform Council officials of probity issues relating to sponsorship;

· Ensure sponsorship is sought, received and carried out ethically;

· Reduce the risk of corrupt conduct, or the appearance of corrupt conduct, in relation to sponsorship;

· Ensure a consistent and transparent approach is taken to sponsorship across the organisation; and

· Protect and enhance the reputation of Council.

Who this policy applies to

This sponsorship policy applies to Inner West Council officials and provides the steps they must follow when seeking to obtain or provide sponsorship.

Related legislation, policies and procedures

Related documents and policies:

· Public Access to Information Policy;

· Public Interest Disclosures Policy;

· Independent Commission Against Corruption’s (ICAC) guide to Sponsorship in the public sector 2006;

· Risk Management Framework; and

· Council’s Code of Conduct.

Related legislation:

· Government Information (Public Access) Act 2009 (GIPA Act);

· Local Government Act 1993;

· Independent Commission Against Corruption Act;

· Anti-Discrimination Act 1977 NSW; and

· State Records Act 1998.

Policy

1 Definition of sponsorship

Sponsorship is a commercial arrangement in which a sponsor provides a contribution of money or in kind support for an activity in return for certain specified benefits to the sponsor.

Sponsorship can be provided by the corporate sector, the public sector or private individuals.

For the purpose of this policy, sponsorship comprises:

· Sponsorship of Inner West Council activities by individuals, organisations and companies external to Council, including clubs and community groups; and

· Council sponsorship of organisations, activities and events external to Council.

Sponsorship does not include grants received by Council or donations made to Council; the selling of advertising space; joint ventures; consultancies; or unconditional gifts, donations, bequests or endowments.

2 Sponsorship principles

Consideration and assessment by Council of sponsorship proposals should have regard to the following principles, which have been informed by ICAC's guiding principles for sponsorship arrangements.

These principles aim to ensure sponsorship is sought, received and carried out ethically, lawfully and transparently to reduce the risk of corrupt conduct, or the appearance of corrupt conduct.

Principles for seeking sponsorship

a) A sponsorship agreement will not impose or imply conditions that would limit, or appear to limit, Council’s ability to carry out its functions legally, fully and impartially.

b) Council (as a regulatory authority) will not seek or accept sponsorship from people or organisations whose involvement in a sponsorship arrangement could compromise or be

seen or perceived to compromise Council's ability to exercise its regulatory and planning functions.

c) Council will ensure that officials involved in the negotiation of the sponsorship have no

involvement in the regulation or inspection of the relevant party. All regulations and

inspections will be conducted in an open, fair, accountable and impartial manner.

d) Council will not seek or accept sponsorship from people or organisations who are, or are perceived to be, of a nature that is inconsistent with Council’s values or policies, may

adversely affect Council’s public image or reputation, or otherwise present a conflict of

interest.

e) In making a decision either to accept or not accept sponsorship, Council will weigh up the best interests of the public, public accountability, public perceptions and the potential risks against any potential benefits. Council’s Risk Management Framework provides a mechanism by which risks may be assessed and managed, through being captured and rated in a risk register, and identifying controls.

f) It is preferable that there be compatibility between the sponsored activity and the sponsor, such as a sporting event being sponsored by an organisation related to sport.

g) Council officials are not permitted to derive a personal benefit from a sponsorship arrangement.

h) Council will advertise and promote sponsorship opportunities in a way that does not confer or imply an unfair advantage to some potential sponsors.

i) Sponsorships are only to be pursued if the time and resources used to obtain it do not exceed the value of the sponsorship.

j) Sponsorship benefits for the sponsor must not outweigh the benefits to Council, and the level of recognition and benefits available to sponsors must be commensurate to the scale of the sponsorship.

k) Where sponsorship involves the provision of a sponsor's product, Council will evaluate the product for its fitness for the stated purpose against relevant and objective operational criteria through a risk assessment process. Council should not support exclusive use of the sponsors' product.

l) All sponsorship arrangements entered into by Council must be formalised in a written

agreement. A template is provided in Attachment One of this policy.

m) All sponsorship arrangements must be approved in writing by the relevant Coordinator, Manager, Group Manager, General Manager and/or Council, as set out in this policy. There is a two person approvals process to foster transparency. An outlined approvals process is provided as an attachment to this policy.

n) Each sponsorship proposal will be assessed on an individual basis and no ongoing sponsorship beyond the terms set out in the arrangement should be implied or assumed.

Principles for the provision of sponsorship by Council

a) There must be no real or apparent conflict between the objectives and mission of the sponsorship recipient and Council.

b) The opportunity for provision of sponsorship by Council should be made as widely known as possible, with any costs of advertising or promoting sponsorship to be balanced against the potential benefits.

c) Council officials are not permitted to derive a personal benefit from a sponsorship arrangement.

d) The level of recognition and benefits available to Council as a sponsor must be commensurate to the scale of the sponsorship.

e) Council officials must be made aware of all other sponsors involved in the project to ensure they align with Council’s involvement and objectives. The relevant Council official will seek a list of sponsors prior to formalising any sponsorship agreement.

f) All sponsorship arrangements entered into by Council must be formalised in a written

agreement. A template is provided in Attachment One of this policy.

g) Council officials must monitor sponsorship arrangements to ensure the promised sponsor benefits are delivered. Sufficient and timely information must be provided by the sponsored organisation to enable Council to evaluate the sponsorship.

h) Each sponsorship proposal will be assessed on an individual basis and no ongoing sponsorship beyond the terms set out in the arrangement should be implied or assumed.

3 Appropriate external sponsorship arrangements

Council will generally only accept sponsorship for short term activities or programs such as:

· Events and festivals;

· Community development and cultural activities and programs of a limited time period;

· Public conferences, seminars and workshops;

· Community or industry awards;

· Environmental projects;

· Community awareness campaigns; and

· Education or recreation programs.

The following types of activities are generally not suitable to receive sponsorship:

· Ongoing services and activities of Council, whether undertaken by Council officers, volunteers, committees or other groups;

· Buildings, facilities, parks or other assets; and

· Regular publications such as newsletters.

The following types of sponsorship are considered acceptable:

· Provision of funding;

· Provision of goods, services or vouchers (in kind support); and/or

· Provision of discounts.

4 Restrictions

Council will not accept sponsorship from organisations or related parties that are:

· Involved in any current planning, regulatory or legal matter involving Council, or if it is

reasonably known that such matters are likely to arise in the foreseeable future (e.g. developers with a Development Application before Council);

· Involved in political fields (e.g. political parties);

· Involved in or associated with products or services related to tobacco, pornography or firearms;

· Involved in commercial alcohol products or services, unless the business is based in Council’s Local Government Area and can demonstrate a considerable contribution to the community; and/or

· Otherwise perceived to be of a nature that is inconsistent with Council’s values and

policies or may adversely affect Council’s public image or reputation.

Every sponsorship proposal will be assessed against the possibility of a conflict of interest

and, in particular, may be refused or terminated in any case where, during the life of the

sponsorship, the sponsor or related party:

· Has a current development application or planning matter before Council, or Council is aware of the possibility of an application or matter coming before the Council in the near future;

· Is, or is likely to be, subject to regulation or inspection by the Council which may

impose conditions; or

· Where the sponsorship may limit Council’s ability to carry out its

functions fully and impartially or may be perceived to do so.

Related parties may include, but are not limited to, management, board or committee members of organisations.

5 Approvals for sponsorship

The below approval amounts relate to the financial delegations Council has in place.

Sponsorship requiring Group Manager approval

Sponsorships where the value of funding or in kind support to/from Council is up to $150,000, and is for a sponsorship period of one month or less, may be approved by the relevant Group Manager.

Sponsorship requiring Deputy General Manager approval

Sponsorships where the value of funding or in kind support to/from Council is between $150,000 and $250,000, and is for a sponsorship period of one month or less, may be approved by the relevant Deputy General Manager.

Sponsorship requiring General Manager approval

Sponsorships where the value of funding or in kind support to/from Council is more than $250,000, and is for a sponsorship period of one month or less, may be approved by the General Manager.

Sponsorship requiring Council approval

Sponsorships for a period of one month or more must be approved by Council. Council must also approve any sponsorship proposals involving naming rights.

Sign off process

A two person sign off process is required, whereby the relevant Council official will make a recommendation and the appropriate Group Manager, Deputy General Manager, General Manager or Council will approve. The responsible Council official/s should make the authoriser aware of any potential issues when seeking authorisation, referring to the principles outlined in Section 2 of this policy. A template is provided in Attachment One of this policy.

6 Process for seeking external sponsorship

Inner West Council may seek financial and/or in kind sponsorship from organisations, companies or individuals to support specific projects or events.

Sponsorship opportunities should be promoted widely and not limited to invited sponsors. However, it is recognised that it may not always be reasonable or practical to expect extensive processes to be undertaken for lower value sponsorships, or if the potential pool of sponsors is small or specialised. If wide promotion is not undertaken, the reasons for this should be clearly documented and approved by the relevant Group Manager prior to promotion.

Individual sponsorship opportunities shall be promoted in a way commensurate to the scope and value of the sponsorship.

For sponsorships where the value of funding or in kind support to Council is $10,000 or less, it should be noted that advertising is preferable but Council may seek or accept sponsorship by dealing directly with potential sponsors should the alternative not be cost effective. Council’s sponsorship register may be referred to in the process of identifying potential sponsors.

Sponsorships for amounts between $10,000 and $20,000 must be sought via advertising in the public domain.

Sponsorships for amounts greater than $20,000 must be sought via an advertised or tender process.

Any requests from organisations or individuals seeking sponsorship made directly to Councillors should be directed to the relevant Council official.

7 Process for assessing external sponsorship

Existing sponsorship relationships or ongoing sponsorship support that was already in place prior to the development of this policy should be reviewed annually by at least two people for transparency purposes: the relevant Group Manager and Deputy General Manager.

Sponsorship proposals must be assessed against the below predetermined and publicly available criteria:

· The sponsoring organisation must be compatible with Council's values and strategic objectives;

· The sponsoring organisation must agree to the sponsorship benefits offered;

· The sponsoring organisation must not be involved in conflict or conflict of interest with Council;

· The sponsoring organisation must be seen to have the capacity to fulfil its sponsorship obligations;

· The sponsorship arrangement must benefit both parties; and

· The sponsorship agreement must adhere to Council's sponsorship policy.

A sponsorship proposal template is included as an attachment to this policy.

Council must ensure that sufficient resources are available to enable the promised sponsor benefits to be delivered. Sufficient and timely information must also be provided to the sponsor to enable them to evaluate the sponsorship.

8 Process for providing sponsorship

Council also has the facility to sponsor other organisations and/or their associated activities either financially and/or in kind, including, but not limited to:

· Events;

· Environmental projects;

· Community development and cultural programs and activities;

· Publications; and

· Fundraisers (e.g. raffles and auctions).

Sponsorship proposals received by Council must be assessed against Council's strategic objectives and Council's policies. Council's sponsorship of the project must align with Council's objectives as set out in the Community Strategic Plan and Delivery Program.

Sponsorship proposals must be assessed against the below predetermined and publicly available criteria:

· The organisation seeking sponsorship must be a charity or community based;

· The organisation seeking sponsorship must be compatible with Council's values;

· The project or activity being sponsored must have local impact in the Inner West local government area;

· The organisation seeking sponsorship must offer tangible benefits to Council in return for sponsorship;

· The organisation seeking sponsorship must not be actively involved in conflict or conflict of interest with Council;

· The organisation seeking sponsorship must be seen to have the capacity to fulfil its sponsorship obligations;

· The sponsorship arrangement must benefit both parties; and

· The sponsorship agreement must adhere to Council's sponsorship policy.

A sponsorship proposal template is provided in Attachment One of this policy.

9 Acknowledgement and benefits

Acknowledgement and sponsorship benefits should be commensurate with the sponsorship contribution made and the scope of the event, activity or project. For example, a sponsorship arrangement valued at $500 may entitle the sponsorship organisation to recognition on a promotional flyer, whereas a sponsorship arrangement valued at $5,000 may entitle the sponsorship organisation to have their logo included on all promotional material, advertising and signage.

The following benefits are considered acceptable, subject to a written agreement:

· Use of event facilities which may include hospitality, preferential seats, opportunity to speak or participate at an event; and

· Display or merchandising of goods or other material.

The following forms of recognition/acknowledgment are considered acceptable, subject to a written agreement:

· Inclusion of sponsor’s branding/name/logo on collateral such as signage, banners, posters, brochures, advertisements and website;

· Defined, limited use of Council’s branding/name/logo by the sponsor, subject to approval by a Council official as part of the sponsorship agreement;

· Media or promotional opportunities, such as acknowledgement in Council media releases relating to the event or project;

· Verbal acknowledgement at an event or activity by master of ceremonies or other speakers;

· Formal letter from Council acknowledging the sponsor's valuable contribution; and

· Naming rights in exceptional circumstances and if approved by Council.

As with all signage and other communications and marketing material, approval must be sought from the Communications team where appropriate.

10 Reporting requirements: sponsorship proposals, agreements and register

All sponsorship arrangements need to be appropriately documented, through sponsorship proposals, sponsorship agreements and a sponsorship register.

Sponsorship proposal

The sponsorship proposal must outline:

· Type of event or project;

· Target audience;

· Promotion which will be undertaken;

· Potential benefits to sponsors and alignment to Council’s strategic objectives through the Community Strategic Plan and/or Delivery Plan;

· An outline of the general benefits of sponsorship, including promotion

· Expected sponsorship contribution and the form in which this will take (cash or in-kind), including explanation of GST and its implication for sponsorship;

· Conditions of sponsorship;

· Period/timeframe of sponsorship; and

· Payment strategy.

Sponsorship agreement

A sponsorship agreement must be documented in a signed written contract confirming the benefits for both parties. The form this takes will depend on the value of and complexity of the sponsorship arrangement. A template is provided is Attachment One of this policy.

For sponsorships with a value of more than $5,000, arrangements will be documented in a formal written agreement.

For sponsorships with a value of $5,000 or less, the agreement may be by an exchange of letters or written agreement.

All sponsorships must be monitored by the relevant Council official throughout the term of the sponsorship to ensure that the expectations of Council and the sponsor are met. If the conditions of the sponsorship agreement are not met, it may be terminated as per Section 4 of this policy. Sponsors should be given timely and appropriate information in writing on the results of the event or project in order to evaluate their association with Council.

Sponsorship register

Council will keep a register of all sponsorship agreements on the Reports and Registers page of its website, outlining sponsorship opportunities and agreements, the event or project which the sponsorship covers, the sponsor/organisation's details and contribution to or from Council. It is the responsibility of Council officials to keep this up to date as required.

Information about the full nature and extent of sponsorship agreements may be made available to the public upon request.

11 Breaches of this policy

Breaches of this policy may result in disciplinary action and/or revocation of the sponsorship. If a crime is alleged it will be referred to the police, and if corruption is alleged it will be referred to ICAC.

12 Policy review

This policy will be reviewed regularly as required and may change at any time, subject to a Council resolution.

ATTACHMENT ONE

Sponsorship templates:

a) Sponsorship proposal

b) Sponsorship agreement

c) Approvals process checklist including conflict of interest declaration and statement of business ethics

d) Sponsorship register

A. Sponsorship proposal

[recipient name and address]

[date]

Dear [name],

I write regarding any interest [business/organisation name] may have in supporting Inner West Council’s [event/program/activity] on [date].

[Provide details of Inner West Council event/program/activity including target audience.]

E.g.

Introduction to Inner West Council’s Major Events Program

The Inner West local government area is distinctive. It is known for its colour, character and community, all of which are showcased in a comprehensive calendar of community events each year. Every year, Inner West Council presents a variety of community focused festivals and events that feature a wide variety of cultures, performers, artists and businesses from the area and surrounds.

Council's event program is recognised as one of the most comprehensive and effective cultural animation programs in Sydney, serving to foster and promote the Inner West's unique cultural identity while providing important opportunities for belonging and celebration.

Inner West Council is proud to present a series of major events each financial year for local business sponsorship consideration.

Sponsorship proposal

This proposal for the [event/program/activity] contains:

· An outline of the benefits of sponsorship, including promotion

· Expected sponsorship contribution and the form in which this will take (cash or in-kind), including explanation of GST and its implication for sponsorship;

· Conditions of sponsorship;

· Period/timeframe of sponsorship; and

· Payment strategy.

Benefits of sponsorship

E.g.

Sponsoring a community event is not only a financial decision, but an opportunity to enhance your business reputation by:

· Raising your business profile at a lesser cost than own advertising

· Increasing awareness of your brand among a diverse range of event attendees

· Establishing goodwill within the community by being identified as a good corporate citizen

· Engage with existing customers and potential new customers through direct access to thousands of participants at every event

· Building trust in your brand beyond advertising and traditional marketing

· Differentiating your company from competitors

· Providing an opportunity to present or demonstrate your products and/ or services at the event

Sponsorship features and value comparisons

[Sponsorship values and associated benefits are listed here, with any required caveats]

E.g.

Event

Principal Sponsor

Major Sponsor

Sponsor

Supporter

Dulwich Hill Village Fair

$5,000

ex GST

$3,000 ex

GST

$2,000 ex GST

$1,000

ex GST

Benefit	Sponsor	Supporter
Company logo on all promotional material – 10,000 flyers, 300 posters	a	a
Business name acknowledgement on any other promotional material (excluding above)	a	a
Acknowledgement in radio advertising (where possible)	a
Acknowledgement in all media releases	a	a
Logo on Council website with link	a	a
Business name acknowledgement/link on Council website	a
Logo acknowledgement on social network pages	a	a
Business name acknowledgement on social network pages
Opportunity to work with the Events team on innovative ideas to maximise business exposure	a	a
Covered 6m x 3m marquee or equivalent space	a
Covered 2.4m x 2.4m fete stall or equivalent space		a
Banner placement on Main Stage or Kids’ Play Park*	a	a
Branded shade cover in the Kids’ Play Park	a
Acknowledgement at the Official Welcome	a	a
Scripted acknowledgements on stage by MC	a	a
Mentions of support by MC
Logo acknowledgement on program display boards	a	a
Name acknowledgement on program display boards
Official Certificate of Appreciation	a
Thanks and acknowledgement on social network pages	a	a
Acknowledgement in Council newsletter **	a	a

* Number of banners and positioning is dependent on number of stages and level of sponsorship

** May occur either pre or post event dependant on newsletter deadlines

Suggested support from your organisation

E.g.

Understanding the [organisation] already supports other valuable projects within the community, we would suggest the following support:

Principal Sponsor – $5000.00 excl. GST or Major Sponsor – $3000.00 excl. GST

This sponsorship will assist us in covering the costs associated with providing a main stage entertainment program reflective of the cultural diversity of the area or the program in the Kids Play Park which includes an entertainment program, jumping castle, outdoor games and face painting within the Dulwich Hill Village Fair precinct.

Conditions of sponsorship

[List relevant conditions here]

Timeframe

[List timeframe here]

Payment details

[List payment details here]

Please don’t hesitate to contact me should you require any further information.

Yours sincerely,

[Council official name, title and contact details]

B. Sponsorship agreement

[document reference number]

[recipient name and address]

[date]

Dear [name],

[event/program/activity name]

Thank you for agreeing to be a Sponsor for the [event/program/activity]. Inner West Council values the ongoing relationship with local businesses and community organisations and we are delighted to have the support of [business/organisation name] for this [event/program/activity].

As the Sponsor, Inner West Council offers [business/organisation name] the following sponsorship benefits:

E.g.

· Company logo on all promotional material including

o Flyers promoting [event/program/activity] (quantity of 10,000)

o Posters promoting [event/program/activity] (quantity of 300)

· Business name on Inner West Council website (link to program);

· Acknowledgement on media releases

· Company logo acknowledged as sponsor on [event/program/activity] promotional material;

· One, 2.4m x 2.4m fete stall or equivalent space for your promotional use with the opportunity to distribute promotional material;

· Scripted acknowledgements by MCs on all entertainment stages throughout the event;

· Logo acknowledgment on the Festival’s program display boards listing running orders on the day;

· Acknowledgment at the Official Welcome;

· Business name acknowledgement and thank you on Council’s digital and social media, including Facebook and e-newsletters; and

· Opportunity to work with Council to develop innovative ideas to maximise business exposure.

In return for these benefits, [business/organisation name] agrees to provide cash sponsorship of $[amount] + GST.

Please sign a copy of this letter signalling your agreement, and return at your convenience.

Once again, thank you for your support of the [event/program/activity].

Should you have any queries, please don’t hesitate to contact me on [phone/email].

Yours sincerely,

.......................................................

[Council official name and title]

Signed in agreement:

__________________________ ____________________

[recipient name] Date

on behalf of [business/organisation name]

C. Approvals process checklist including conflict of interest declaration and statement of business ethics

o Compatible with Council's values and strategic objectives

o Sponsor agrees to benefits offered

o Sponsor or related parties not involved in conflict or conflict of interest with Council

o Sponsor or related parties do not have current or proposed planning, regulatory or legal matter (including development applications) before Council

o Sponsor not involved in political fields

o Sponsor not involved in or associated with products or services related to tobacco, pornography or firearms

o Sponsor not involved in commercial alcohol products or services, unless the business is based in Council’s Local Government Area and makes a considerable contribution to the community

o Sponsor has capacity to fulfil its sponsorship obligations

o Sponsorship arrangement benefits both parties

o Sponsorship agreement adheres to Council’s sponsorship policy

o List of other sponsors provided

CONFLICT OF INTEREST DECLARATION

(Insert name) and the company I represent (Company name) and the company’s directors, shareholders, officers and employees:

1. Have not offered, or given and will not offer or give, any financial reward or other inducement of any kind to any Council officers and/or Councillors, with respect to any of my dealings in relation to this Sponsorship.

2. Are not in any way connected with and do not have any actual or potential conflict of interest with any Council staff member or Councillor (whether employed on a permanent, casual or contractual basis).

3. Have not fixed or adjusted the amount of the Sponsorship by or under or in accordance with any agreement or arrangement with any other person.

4. I have read and understand the concept of conflict of interest and collusive Sponsorship as set out on the following page of this form.

I understand and accept that the Council reserves the right to terminate any contract, transaction or agreement that Council may enter into with me or the above mentioned company as a result of this Sponsorship, should it subsequently be shown that I have failed to disclose herein any matter or contravene any statement relevant to this declaration. I also accept Inner West Council’s right to reject any future Sponsorships from the above mentioned company, or me if I am shown to have made any false declaration herein or otherwise.


(name of person making declaration)		(name of witness)

(signature)		(signature of witness)

(date)		(date)

STatement of Business Ethics

Council’s Statement of Business Ethics provides an outline of the ethical framework within which Council operates. It reinforces Council’s values for conducting business as well as stating what Council expects from its business partners.

As a prospective business partner, it is a requirement that you have reviewed Council’s statement of business ethics and understand the need to abide by it when conducting business with, or on behalf of, Council.

DECLARATION

I…………………………………………...of……………………………………………………………

(name and position of person making declaration) (name of firm, company, partnership, corporation, association, or other organisation or entity)

have reviewed Council’s Statement of Business Ethics and declare that

………………………………………………………………………………….………………………

(name of firm, company, partnership, corporation, association, or other organisation or entity)

and any parent, subsidiary or franchisee of

………………………………………………………………………………….………………………

(name of firm, company, partnership, corporation, association, or other organisation or entity)

agree to abide by the principles contained therein.

Sponsor organisation:

Name of signatory:

Position:

Signature:

Date:

D. Sponsorship register

Sponsorship opportunities

Event/program/activity	Type of sponsorship	Value	Closing date	Contact
E.g. Marrickville Festival	E.g. Funding, in kind support	E.g. $5,000	E.g. 30 June 2018	E.g. Relevant Council official email address/phone number

Sponsorship agreements – external sponsorship

Event/program/activity	Type of sponsorship	Value	Date of agreement
E.g. Marrickville Festival	E.g. Funding, in kind support	E.g. $5,000	E.g. 1-21 October 2018

Sponsorship agreements – provision of sponsorship

Organisation

Type of sponsorship

Value

Date of agreement

E.g. Newtown Neighbourhood Centre

E.g. In kind support – aquatic centre membership for raffle

E.g. $500

E.g. 30 June 2018

* The above will be listed on the Reports and Registers page of Council’s website

Council Meeting

28 August 2018

Item No: C0818(3) Item 4

Subject: Local Democracy - outcomes of proposed new advisory group structure public exhibition

Prepared By: Prue Foreman - Engagement Manager

Authorised By: Laura Stevens - Group Manager Communications, Engagement and Events

SUMMARY

Council at its meeting in May 2018 (C0518 Item 16) resolved to publicly exhibit a new advisory committees and groups’ structure; and requested a report back on exhibition outcomes and cost of the structure.

Council also requested a review of pre-amalgamation facilities committees; and information on regular Your Say Inner West/Council information and outreach street stalls. The report also contains further detail about the small grants program to support community-led, independent resident groups.

RECOMMENDATION

THAT Council:

1. Receive and note the public exhibition outcomes of the proposed local democracy advisory committees and groups’ structure;

2. Adopt the amended local democracy advisory committees and groups’ structure as outlined in the report and endorse recruitment to commence;

3. Receive and note information about pre-amalgamation facilities committees and plans to engage the Inner West community about facilities over the next two-three years;

4. Receive and note information about Your Say Inner West outreach stalls; and

5. Adopt the proposed Residents’ Association Small Grants Program, funded from the Community Wellbeing Grants program to a maximum allocation of $7,500, reviewed within one year.

BACKGROUND

Contents:

1. Public exhibition outcomes – proposed local democracy advisory committees and groups’ structure

2. Amended advisory group structure resulting from public exhibition

3. Pre-amalgamation facilities committees

4. Your Say Inner West outreach stalls

5. Resident Associations Small Grants Program

1. Public exhibition outcomes – proposed local democracy advisory committees and groups’ structure

Council at its meeting in May 2018 (C0518 Item 16) resolved to publicly exhibit the local democracy advisory committees and groups' structure and the estimated cost. The public exhibition took place from 29 June to 29 July 2018.

Along with the structure proposed by Council, a potential arts and culture advisory committee identified during internal engagement was exhibited. The proposed structure of 18 advisory committees, working groups and a business forum was estimated to cost approximately $120,000 per annum, consisting mainly of staff time.

The exhibition was promoted through:

· Your Say Inner West project page and e-news

· Council column Inner West Courier

· Social media

· Media release

· Emails to Strategic Reference Group members

· Rates newsletter to all ratepayers

· Council news – winter edition

Examples of the promotion are attached (Attachment 1: Promotion of public exhibition)

In total, 242 people visited the Your Say Inner West project page Local Democracy – new advisory groups. Of these, 45 people responded to the survey. The results were:

Overwhelmingly, respondents supported the new structure.

Q2 – Comments

There were 37 responses to this question. The key themes were:

· General support for the new structure (13)

· Suggestions for new groups. Topics: NSW Government projects (1), finance (1), parks and roads (1), women’s (2), education (1), community wellbeing (1), development impacts (1), sports clubs and recreation (1), precinct committees (2)

· Number of groups: too many (2), good that number has increased (1)

· Number of meetings: too many (1), not enough (1)

· Collaboration: supported (2)

Comments in full are attached with the officer response (Attachment 2: Public exhibition: community comments and Council officer response).

Two thirds of respondents have previously been members of at least one of the councils’ advisory groups.

Q4 – Of which group have you been a member?

There was a wide range of answers to this question. Many respondents have participated in advisory groups both before and after amalgamation. Comments in full are attached (Attachment 2: Public exhibition: community comments and Council officer response).

Two thirds of respondents were very or extremely likely to apply for membership of the new groups.

Q6-8 requested name and email addresses so Council can report back to participants on the decision. This information is kept confidential.

Survey participants came from across the LGA; the highest number was from Dulwich Hill (9).

Internal engagement

Staff including Group Managers and SRG facilitators recommended the formation of an additional Arts and Culture Advisory Committee. The Group Manager Community Services and Culture recommended amending Social Inclusion to Social Strategy Advisory Committee due to the formation of new advisory committees/working groups focused on areas previously covered by Social Inclusion (Access, Multicultural, Seniors – as well as the existing LGBTIQ+ working group).

The Group Manager Community Services and Culture recommended that the Safety Committee proposed in the Council resolution change to a Safety Working Group, to enable more focus on project work. The Safety Working Group will collaborate with the twice-yearly Community Safety Forum recently resolved by Council (C0718 Item 1).

Community and Culture also proposed categorising some groups for which their service unit is responsible as either advisory committees with a strategic focus, or working groups with a capacity building focus. Further detail is available in an attached concept paper (Attachment 3: Concept Paper – Community Services and Culture advisory committees and working groups).

It is recommended that Council receive and note the results of the public exhibition

2. Amended local democracy advisory committees and groups' structure resulting from public exhibition

Advisory committees, working groups and forums are part of Council’s Community Engagement Framework, helping to strengthen local participatory democracy. Inner West’s advisory committees, have no delegation ie they do not perform a function of Council but aim to provide advice and input to support Council’s decision-making and actions.

Taking into account the results of the public exhibition of the proposed local democracy advisory committees and groups' structure, including internal engagement, it is recommended Council adopt the following amended structure:

ADVISORY COMMITTEES (8)

· Access Advisory Committee

· Arts and Culture Advisory Committee

· Environment Advisory Committee

· Housing and Affordability Advisory Committee

· Multicultural Advisory Committee

· Planning and Heritage Advisory Committee

· Social Strategy Advisory Committee

· Transport Advisory Committee

WORKING GROUPS (9)

· Aboriginal and Torres Strait Islander Working Group

· Bicycle Working Group

· Cooks River Working Group

· LGBTIQ+ Working Group

· Parramatta River Working Group

· Safety Working Group

· Seniors Working Group

· Sydenham to Bankstown Working Group

· Young Leaders Working Group

BUSINESS FORUM (1)

· Quarterly business forum of local Chambers of Commerce and Business Associations

Table: Proposed local democracy advisory committees and groups' structure

The differences in procedures are highlighted below.

IWC local democracy advisory committees and groups’ structure

Advisory committees

Working groups

Business forum

· Access

· Arts and Culture

· Environment

· Housing and Affordability

· Multicultural

· Planning and Heritage

· Social Strategy

· Transport

· Aboriginal and Torres Strait Islander

· Bicycle

· Cooks River

· LGBTIQ+

· Parramatta River

· Safety

· Seniors

· Sydenham to Bankstown

· Young Leaders

· Quarterly business forum

-consists of representatives of the business chambers /associations across the LGA, the IWC Mayor and General Manager.

PROCEDURES

· Strategic focus

· Recommendations to Council for decision

· Council may refer items to group for advice by resolution

· Council receives advice / recommendations through bi-monthly Local Democracy report to Council meeting

· Meeting minutes posted on Council's website

PROCEDURES

· Project/capacity building focus

· Recommendations to Group Manager for decision. May make recommendation with budget implication to Council via Advisory Committee

· Council may refer items to group for advice by resolution

· Council receives advice / recommendations through fortnightly Councillor update email

· Updates posted on Council's website

PROCEDURES

· Strategic focus

· Advice by resolution

· Council may refer items to forum for advice by resolution

· Council receives advice / updates through bi-monthly Local Democracy report to Council meeting

· Meeting summary posted on Council's website

GOVERNANCE

Administration

A Council staff member will administer each advisory committee, working group and business forum including scheduling meetings, taking minutes and recording recommendations as relevant to each group’s Terms of Reference.

Chair

Council encourages community members to chair meetings. Council will provide training on good chairing practice to increase community capacity. In some cases, a Councillor or staff member may chair the advisory committee, working group or business forum.

Councillor membership

Councillors are welcomed members and are encouraged to attend meetings of advisory committees, working groups or forums. Because Councillors are final decision-makers on the elected Council, they are not eligible to propose motions or vote on recommendations at advisory committee meetings; however their knowledge, opinion and input are always welcome.

Media

The Mayor and the General Manager are the designated media spokespeople for Council in accordance with Council’s Media Policy. Advisory committee, working group and business forum members may speak to the media about their own views but must not purport to represent Council.

Meeting schedule

Working groups and advisory committees will meet three or four times per year respectively as required, in agreement with members and Group Managers. Meetings will not be held on Tuesday nights to avoid clashes with Councillor briefings or meetings. The business forum will meet quarterly. Working groups will determine their meeting schedule to align with relevant projects.

Membership

Members will be recruited through an inclusive EOI process. In the event that there are more applications than places, membership will be matched as closely as possible to Council’s community profile in terms of gender, age, language spoken at home, and suburb of residence. A panel of Group Managers or their delegates will determine the applications, so the process is apolitical, against the criteria for each group. Membership is limited to a maximum of 15 per advisory committee with a quorum of 50% + one. People can be members of more than one advisory committee or working group. Some advisory committees will require lived experience in the terms of reference, e.g. Aboriginal and Torres Strait Islander; and Access.

Reporting and transparency

• Council may refer items to advisory committees, working groups and the business forum for advice/recommendation by resolution.

• Advisory committees may make recommendations to the elected Council for decision/action through the bi-monthly Local Democracy report to Council meetings. The report is proposed for the fourth Tuesday Council meeting of March, May, July, September and November (with no report during the end-of-year recess). The report will also include an update on other forms of community engagement.

• Advisory committees, which will have a strategic/capacity building focus, report recommendations to Council.

• Working groups, which have a project focus, report recommendations to the relevant Group Manager for decision/action. Working group updates will be included in the fortnightly Councillor update email.

• Working groups have a channel to recommend budget decisions directly to Council through an advisory committee, e.g. Parramatta and Cooks River working groups could recommend funding proposals to Council through the Environment Committee; alternatively a Councillor could put up a Notice of Motion on behalf of the working group.

• A summary of all meetings will be posted on Council's website.

Review

An interim review of the advisory committees, working groups and business forum will take place after one year of operation and a full review at the end of the Council term. The review will be reported to Council.

Term of membership

The term of membership for advisory committees and working groups will align with the term of the elected Council plus one month. Recruitment for membership will take place after a report to the new elected Council.

Terms of Reference

Terms of Reference for each advisory committee/working group will be developed in collaboration with the members.

It is recommended that Council adopt the above local democracy advisory committees and groups' structure and endorse recruitment to commence.

3. Pre-amalgamation facilities committees

The former councils had four facilities committees. Leichhardt Council had Clontarf Cottage, Annandale Community Centre and Balmain Town Hall Management Committees, and Ashfield had the Pratten Park Advisory Committee, while Marrickville did not have facilities committees.

The Leichhardt facilities committees operated in three of Leichardt’s eight venues: Clontarf Cottage and Balmain Town Hall which are unstaffed venues for hire; and Annandale Neighbourhood Centre which is staffed, providing tenanted space and programs as well as rooms for hire. The committees were administered by a Council officer.

The three management committees comprised interested local residents, some with a long history, particularly Clontarf Cottage where the members had an integral role in fighting against the demolition of the building in the 1980s, mounting a passionate and successful advocacy campaign.

Leichhardt Council reviewed its community facilities in 2011 resulting in improvements to bring governance in line with contemporary practice. Leichhardt Council introduced a centralised booking system for venue hire, managed by staff. Leichhardt Council also adopted a community resourcing policy standardising decisions regarding fee waivers and fee reductions. Prior to the establishment of the centralised booking system and the adoption of a consistent policy, the committees advised on fee scales. Committees also served an important social function for members.

Minutes for the past few years however show that attendance/membership was relatively low and the committees often did not have a quorum for decision making. The committees mainly:

· Received bookings reports

· Submitted maintenance requests to the elected Council

· Under general business, addressed other matters of broader interest to committee members outside the operation of the venue

Ashfield Council had one s355 facilities committee: the Pratten Park Advisory Committee. Comprised of users of Pratten Park, the members were mostly sporting clubs (cricket, soccer and tennis), the bowling club and Thirning Villa tenants. Residents were encouraged but rarely joined.

The committees continued to meet, until they were dissolved upon proclamation of Inner West Council in May 2016.

Statistics below show that there has been little change in the number of hirers since amalgamation, though Council recognises that more can be done to increase community use of venues.

Venue hirers – pre and post amalgamation

Regular groups -Clontarf Cottage 2015

Regular groups - Clontarf Cottage 2017

Regular groups - Balmain Town Hall & Meeting Room 2015

Regular groups -Balmain Town Hall & Meeting Room 2017

Balmain Toastmasters Public Speaking

Balmain Men's Group

Inner West Men’s Group

Sydney Scrabblers

Restorying Our Lives

Sydney Inner West Scrabble Club (BUGS)

Meditation with Bhante Sujato

Clontarf Cottage Management Committee –

Balmain Toastmasters Public Speaking

Balmain Men's Group

Inner West Men’s Group

Sydney Scrabblers

Writing Workshop

Balmain Town Hall

The Metropolitan Orchestra

Balmain Library - Film Group

Author Talks: Library

Sunnyfield - HATCH

Hannaford Community Centre Classes – transfer to BTH of 4 x weekly classes for 6 weeks

Balmain Town Hall Meeting Room

Balmain Combined Probus Club

Rhythm Factory

Balmain Mental Health Support Group

Balmain Library Knitting Group

Balmain Branch ALP Meetings

Imago

Balmain Town Hall Management

Balmain Town Hall

The Metropolitan Orchestra

Balmain Library – Film Group

Author Talks: Library

Balmain Town Hall Meeting Room

Balmain Combined Probus Club

Rhythm Factory

Balmain Mental Health Carers Meeting

Balmain Library Knitting Group

Balmain Branch ALP Meetings

Imago

Coderdojo Classes

The Metropolitan Orchestra

Approx. 28 private events parties booked

Approx. 26 private events or parties booked

Approx. 34 bookings for the Town Hall and 26 for the Meeting Room

Approx. 43 bookings for the Town Hall and 33 for the Meeting Room

Other events (Council, community organisation), approx. 12

Other events – 6

Inner West Council now owns, manages and maintains 37 properties in the Community Services and Culture portfolio, the scale of which requires effective management and good governance.

Council has addressed contemporary building operation and management in a number of ways:

· Land and Property Strategy to guide use of properties including leases/licences and bookable spaces soon to be considered by Council

· Building maintenance, renewal and upgrades in accordance with Buildings Asset Management Plan adopted June 2018. This includes the 10 year capital works program which is reviewed annually. The program is currently being reviewed based on a major audit of all council buildings undertaken early this year

· New Customer Request System due to launch this year by which community members can lodge maintenance requests online. Community members can currently call Council to lodge maintenance requests

· Annual report on the condition of Council’s key public buildings resolved by Council (C0518 Item 15) with a future report due to Council on investment required for Balmain Town Hall over the next decade

· Parks are planned through 10-year Plans of Management and Master Plans, developed with broad community engagement, and linked to the Long Term Financial Plan and Asset Management Plans

· Centralised booking system to ensure transparency and equity of access

· Draft Grants and Fee Scale Policy which outlines the allocation of grants and fee scales for Council venues and town halls recently publicly exhibited

· Marketing plans in development to promote all Council venues and increase use

Council is committed to involving the community in its decision-making through robust engagement. It has established an LGA-wide Sports Stakeholder Forum for ongoing engagement with sporting clubs and has employed Parks Officers who are a ‘one-stop shop’ to easily log and fix maintenance issues in parks.

Council will engage broadly across the whole community over the next two-three years to develop:

· Community and Cultural Assets Audit (2018/19) – including the 37 venues managed by Council

· Programming and operations review for Community Services and Culture (2018/20)

· Social Infrastructure Strategy 2019/20

Friends of Clontarf Cottage (FCC) formed by the members of the former Clontarf Cottage Management Committee recently contacted Council regarding a number of items including Council’s intentions regarding future facilities management committees. The FCC provided feedback on the public exhibition as follows:

Neither the Advisory or Work Committee structures make provisions for IWC Facilities committees: their mandate from council should include BOTH

a) Local resident direct on-the-ground participation in management and maintenance, monitoring and reporting of maintenance and security issues AND

b) Local resident committee advisory roles in terms of ongoing recommendations for desirable improvements, enhancements, new functions and roles, disability provisions and renovations of council neighbourhood centres and other local facilities.

Facilities committees fit squarely into neither the proposed advisory committee structure nor the Work Committee structure but straddle both.

Our Provisional Recommendations (provisional as we haven't had the opportunity to convene about this IWC draft proposal as yet):

1. we await the arranging of a meeting with the Mayor and our local councillors and former local facilities management committees of IWC, as foreshadowed by the Mayor, regarding these issues.

2. we previously recommended to council, when consulted by the former administrator, that local residents' facilities participatory management committees be formed as sub-committees possibly meeting at least quarterly, of an overall unified IWC Facilities Work and Consultative /Advisory Committee, usually meeting less frequently, at least once annually and/or on an ad hoc basis, and reporting to IWC.

3. That IWC reconsiders and takes corrective action asap to reverse the implied devaluing and wastage of voluntary effort, commitment and goodwill in terms of local facilities committees.

Council did not resolve to publicly exhibit information about facilities committees as Council had requested further information on the previous councils’ facilities committees. Council acknowledges the contribution of the FCC, over many years, both before and after amalgamation. Council values the knowledge and commitment of the members to helping ensure community assets are preserved and enhanced for current and future generations.

Council has committed to undertaking an audit, service review and developing strategies to manage venues and community assets, as listed above. The FCC, along with other passionate and involved community groups and individuals will be invited to deeply engage in this process over the next two-three years.

The FCC has also been introduced to Council’s Community Operations Manager, who will assist in ensuring maintenance requests are followed up, as well as working on the marketing strategy to increase use. Council is also undertaking a feasibility investigation of Clontarf Cottage to inform a decision about toilet improvements in a heritage building context. The results will be available shortly for Council to review.

Given Council’s commitment to contemporary building management methods, robust plans for engaging with the community, and improvements in customer service requests (through the new CRM due for launch this year), as well as the scale of facilities managed by the amalgamated Council, it is not recommended to re-establish any of the former facilities committees at this time. It is proposed that Council review this position after completion of the audit, review and strategy discussed above.

4. Your Say Inner West outreach stalls

Council requested a report on holding a Your Say Inner West/Council outreach stall at main street locations in addition to the stall held at events.

The Your Say Inner West (YSIW) brand is already very strong in the community. This is because it connects the community directly to Council’s decision-making. In accordance with the Community Engagement Framework, all engagements under the YSIW brand articulate clearly why we want the community’s input, how we will use the input, what the decision to be made is, when it will take place, and how we will report back to the community on how their input is used. These elements are all crucial to building and maintaining trust, each resident and each project at a time.

The Engagement team hosts a YSIW stall at Council’s key events, which is funded and resourced in the current budget. The program for 2018/19 is:

· Sunday, 26 August 2018 – 11am-3pm – Footprints EcoFestival

· Sunday, 16 September 2018 – 10am-4pm – Dulwich Hill Village Fair

· Sunday, 7 October 2018 – 10am – 4pm – Summer Hill Festival

· Sunday, 21 October 2018 – 10am-5pm – Marrickville Festival

· Sunday, 28 October 2018 –10am - 5pm – Norton Street Festa

· Sunday, 24 February 2019 – 10am-4pm – Carnival of Cultures

· Sunday, 19 May 2019 – 11am-4pm – Celebrate 2044!

Throughout the year, Council also hosts a number of pop-up YSIW stalls to engage the community in specific projects. Recent stalls have included:

· Dawn Fraser Baths

· Leichhardt Park Aquatic Centre

· Haberfield Community Facilities upgrade

· Community Strategic Plan

· GreenWay

· Marrickville Golf Course Plan of Management and Master Plan

In all of these stalls, there is a clear purpose and reason for engaging the community. Trust is built. This is because there is a clear line of sight from the community’s input to the elected Council’s decision. This type of engagement increases community satisfaction because the community can see that they are influencing the decisions of Council.

It is imperative that any pop-up YSIW stall continues to build this trust, and importantly, does not take away from trust already built.

It is therefore recommended that Council should continue to hold project-specific YSIW stalls at main street locations in the 2018/19 year at times when there is genuine opportunity for input into key projects – this may include for example, park plans of management, public domain master plans, or strategy development. This can be funded from current budgets.

Should Council decide to expand the YSIW stall, it is proposed to hold five YSIW / Customer Service / marketing outreach stalls (one in each ward) to promote Council’s services and enable service requests to be lodged as well as promoting any current community engagements. This would entail a budget of approximately $4,000 of one-off expenses to establish the stall, $2,000 per stall to cover staff and production of marketing collateral costs, and $2,500/stall letterbox drop to residents – total $26,500. There is no budget for this currently so it would need to be offset from a reduction of service elsewhere.

5. Small grants program for resident associations

Council resolved in May 2018 (C0518) to trial: ‘Support community-led independent resident groups through a small grants program to cover meeting costs such as venue hire.’

A draft small grants program has been prepared for associations who represent local residents on neighbourhood issues and provide opportunities for the local community to come together to discuss what's important to them. The program would fund up to ten small grants of $750 per annum for incorporated resident groups across the LGA. The funding is intended to support resident associations by subsidising their operational costs, for such items as: venue hire for meetings, printing, promotional costs, incorporation fees, etc.

The program would be funded from the existing Community Wellbeing Grants program to a maximum allocation of $7,500. This amount equates to one community wellbeing grant.

The Community Wellbeing Grants Program funding covers a calendar year with the first grants commencing from 1 January 2019. If adopted by Council, promotion of the program would commence immediately, administered by the Community Services and Culture team with input from the Engagement team. Draft guidelines for the proposed Resident Association Small Grants Program are appended to the report.

The draft guidelines are attached (Attachment 4: Draft Guidelines – proposed Residents’ Association Small Grants Program).

It is recommended Council adopt the proposed small grants program and review within one year.

Council will also support community groups by establishing a page to promote them on the corporate website.

FINANCIAL IMPLICATIONS

The proposed structure of 18 advisory committees, working groups and a business forum was estimated to cost approximately $120,000 per annum, consisting mainly of staff time.

Should Council decide to expand the YSIW stall, it is proposed to hold five YSIW/Customer Service/marketing outreach stalls (one in each ward) to promote Council’s services and enable service requests to be lodged as well as promoting any current community engagements. This would entail a budget of approximately $4,000 of one-off expenses to establish the stall, $2,000 per stall to cover staff and production of marketing collateral costs, and $2,500/stall letterbox drop to residents – total $26,500. There is no budget for this currently so it would need to be offset from a reduction of service elsewhere.

The proposed Residents’ Association Small Grants Program would be funded from the Community Wellbeing Grants program to a maximum allocation of $7,500, reviewed within one year.

OTHER STAFF COMMENTS

Staff and Group Managers from all relevant service units were engaged in the development of this report.

PUBLIC CONSULTATION

The public exhibition of the proposed local democracy advisory committees and groups' structure is outlined in detail in the report above.

CONCLUSION

The advisory committees, working groups and forums will demonstrate Council’s commitment to involving the community in its decision-making and enhance Council’s Community Engagement Framework. The Residents’ Association Small Grants Program will support community-led independent resident groups as resolved previously by Council.

ATTACHMENTS

1.⇩	Promotion of public exhibition
2.⇩	Public exhibition: community comments and Council officer response
3.⇩	Concept Paper – Community Services and Culture advisory committees and working groups
4.⇩	Draft Guidelines – proposed Residents’ Association Small Grants Program

Council Meeting

28 August 2018

Item No: C0818(3) Item 6

Subject: Dawn Fraser Baths Master Plan and Essential Works Update

Prepared By: Josephine Bennett - Group Manager Recreation and Aquatics and Brooke Martin - Group Manager Properties, Major Building Projects and Facilities

Authorised By: John Warburton - Deputy General Manager Community and Engagement

SUMMARY

The Dawn Fraser Baths is the oldest amateur swimming pool and water polo club in Australia and is listed as a nationally significant heritage item. The Dawn Fraser Masterplan identifies initiatives over the next 10 years and is recommended for public exhibition. The first stage of the masterplan is the essential works project. The estimated costs for the essential works has increased by $4.2M due to the Southern Pavilion structure not capable of being repaired and major flood inundation making the hydraulic and electrical services not compliant. Funding of the increased works is recommended through a Greater Sydney Sports Facility Grant and/or reprioritisation of projects in the funded Long Term Financial Plan. Regular monitoring of the structure and flood inundation is required to ensure public safety

RECOMMENDATION

THAT:

1. The draft Dawn Fraser Baths Master Plan (ATTACHMENT 1) be placed on public exhibition for a period of 28 days;

2. The results of the public exhibition and community engagement process are presented to Council recommending further action;

3. The new scope essential works are undertaken as soon as practical following IDA approval;

4. Council apply for a $4.2 million Greater Sydney Sports Facility Grant;

5. Council identify which projects are reprioritised to fund the gap, in the event that such a Grant application is not, or only partially successful;

6. Monitoring of the structural integrity and flood inundation continues and where the risk is too high the Baths are closed to public; and

7. Write to OEH requesting any potential special grant funding programs.

BACKGROUND

The Dawn Fraser Baths is the oldest amateur swimming pool and water polo club in Australia and is listed as a nationally significant heritage item. The Baths are located on a harbour side peninsula within the grounds of Elkington Park, and include an adjacent caretaker’s cottage. The Baths, the caretaker’s cottage and the grounds they are located within are interconnected and form a distinct precinct within the park.

Council resolved at its meeting of 26 June 2018 the following:

THAT:

1. A full report on the upgrade of the Dawn Fraser pool and the significant increase in funding required be brought to the next available council meeting. The report to include:

• An outline of the works planned;

• A breakdown of estimated costs;

• A full explanation as to why costs have more than doubled;

• An assessment of which works are urgent and which are not; and

• A proposed timeline for the works.

2. A report on the funding proposal options available for council to fund in full the Balmain Public Square heritage project Option A (C0518 Item 27 22/0518) and the full upgrade works at the Dawn Fraser Pool heritage project as required with revised costings. The report to include but not be limited by:

• A loan to meet additional costs for both projects.

• Identification of other available funding sources.

• A review of capital works and the updated timelines and delivery schedules.

3. That Council supports in principle completing the Dawn Fraser Pool heritage project refurbishment and the Balmain Public Square heritage project Option A.

Dawn Fraser Baths Master Plan

The Inner West Council’s Operational Plan and Budget 2017-18 includes an initiative to develop a master plan for the Dawn Fraser Baths in 2018. The public domain planning team has worked collaboratively across multiple disciplines within Council to develop a holistic 10 year plan of improvements for the Baths.

Master Plan Project Scope

The scope of the master plan includes:

· The Dawn Fraser Baths including the buildings and pool surrounds

· Access pathways to the Baths from nearby streets and through Elkington Park

· A review of Elkington Park’s public toilet location and design

· Park elements raised by the community during community engagement

· Review of available car parking

· Review of existing vegetation and slope stabilisation options

· Improvement of stormwater quality for water entering the harbour

· Public domain elements that impact the design and construction of these listed elements.

The aim of the master plan has been to develop a ten year plan of improvements at the Baths for users and staff, while maintaining the existing character and sense of place. The master plan provides an illustrative representation of the proposed improvements and includes text, images, plans and diagrams that are easily understood by a variety of audiences. The master plan is fully costed to understand budget requirements and integrated with Council’s forward financial and asset plans.

Master Plan Process

Public Domain Planning has used its internal design team to develop the public domain master plan. Staff worked collaboratively with Council stakeholders and the community to develop a master plan for the Baths. Detailed site analysis reviewed site history, zoning, stormwater and drainage design, active transport connections, pathway and access networks, Existing trees, existing parking, indigenous vegetation types, biodiversity and revegetation strategies, park furniture,. The combination of site analysis and stakeholder input produced opportunities and constraints that were used to establish the master plan design strategies. The strategies were costed to understand financial implications of proposed upgrades and the integrated into Council forward capital budget.

Report Structure

The report is divided into six sections for easy reading.

(1) Project context

The project context provides an introduction including background to the project, planning framework, integration with other Council strategies, integration with the Inner West Council Draft Community Strategic Plan (CSP), project objectives, aims and project methodology.

(2) Site Analysis

Each of the site elements considered in the development of the master plan, including site opportunities and constraints, have been mapped and described in the site analysis section with plans and text.

(3) Community Engagement

The community engagement process for the project is summarised in this section of the report. Common themes of feedback from the community and stakeholders are also summarised for easy reference.

(4) Design Principles

The design principles articulate the lens for which all design decisions should be made for the Baths. By considering the design principles during the implementation stage, it will ensure the project objectives are being met as elements are delivered.

(5) Master Plan

The master plan strategies have been depicted in plan with supporting text and images. The plans articulate the spatial layout of design elements, with text describing the design outcomes. Images have been used to support the plans and text, providing a general overview of the character of proposed elements.

(6) Implementation plan

The proposed upgrades are costed via an opinion of probable costs and prioritised based on community feedback and asset condition.

Master Plan Proposals

The draft master plan proposes strategies that aim to improve the user experience at the Baths and in Elkington Park, while maintaining the existing character and sense of place. Some of the master plan strategies include:

· Renovate the male and female showers, toilets and change rooms

· Provide unisex family change rooms

· Provide at an equal access toilet, shower and change room

· Provide additional seating options with moveable tables, chairs and sun lounges around the pool deck

· Install pool-side shade umbrellas

· Upgrade the existing lighting at the Baths to meet water polo match play requirements

· Install a curated memorabilia display area

· Improve the entry configuration and access from the harbour foreshore

· Renovate the foreshore car park to improve equal access car parking and drop off area and provide an accessible route from the car park to the Baths entry

· Improve the vehicle access driveway from Fitzroy Avenue

· Raise the Baths floor level to mitigate climate change and sea level rise

· Raise the beach area so entry is flush with the pool deck and install children’s seating terraces at the beach edges

· Undertake weed removal and bank stabilisation with new locally native tree, shrub and groundcover plantings on the escarpment immediately behind the Baths

· Improve the playground within Elkington Park and include nature play and planting

· Renovate the public toilet facility within Elkington Park

· Include Water Sensitive Urban Design (WSUD) options to improve quality of stormwater entering the harbour

Heritage Collection

The Friends of Dawn Fraser Pool have employed an archivist to sort, assess and index the collection of documents, ephemera, trophies and photographs that are currently stored at the facility. Council has offered to house the collection at Balmain Library archives while the upgrade takes place and will assist with the packing and transporting of the collection. It is proposed that while the collection is in Council’s care, the Balmain community history staff and potentially volunteers digitise the images.

DAWN FRASER BATHS ESSENTIAL WORKS

Original Scope of Works

In 2013, a condition assessment report was commissioned by Council that highlighted a scope of works. This scope was used in 2017 to brief an Architectural firm to undertake detailed design and lodge a DA. TKD Architects, a reputable firm with heritage experience was engaged on 04 October 2017.

The original scope of works included the following;

· Upgrade structure and replace inadequate members and connections.

· Replace shoes to main posts / Reinstate internal posts along colonnade

· Remove all external cladding and replace with stainless steel colorbond.

· Upgrade first floor decking/ Upgrade amenities blocks, offices and kiosk

· Upgrade electrical switchboard/ BCA compliance when possible

· Provide sprinkler system to entire baths / Rectify Storm water line/ improve accessibility

A DA for the works was lodged on 11 December 2017 to IWC, as well as Department of Heritage and the Fisheries Departments. This scope was estimated to cost $2.3M and a suitable budget was available in the 2017/18 and 2018/19 years. Concurrently the community was consulted for the new master plan for Elkington Park, including access to the baths-to be at a later stage.

Issues identified during the detail design phase

Detailed design continued through January and March where major issues were identified including the following;

1. The structure is not capable of being repaired.

The structural engineers report identified that 70% of the timbers of the Southern pavilion need to be replaced as they are undersized or too damaged by the marine environment. The Eastern end of the Southern pavilion is worse than previously reported and recommended to prop the structure.

2. The structure is under the flood planning zone

The hydraulic Engineer reported that the Southern pavilion is subject to king tide flooding (last occurrence on 03 January 2018) and all floor wastes in the kiosk and amenities areas, as well as shower wastes are subject to flooding from seawater entering the sewer system and, thus, cannot be certified. This issue means hobs in the bathroom will need to be built, which makes them inaccessible.

3. Complete fire compliance cannot be achieved

The sprinkler system installation is restricted by the minimum head heights that are existing in the Southern pavilion and cannot be implemented.

4. Users feedback wanting new facilities and stop flooding

The DA notification comments identified that the user groups would rather delay or stage the works for noticeable improvements to the facilities including new family change rooms and raised floors rather than proceed with the proposed works lodged with the DA.

Feasibility Investigations

A feasibility was undertaken on what works are essential to the retention of the Southern Pavilion. A structural engineering report identified that structural elements /systems are categorised as ‘moderately to severely deteriorated’ and/or inadequate for purpose’. (ACOR report June 2018)

In order to certify the new hydraulic work, compliance with the National Construction Code and AS3500.2 Plumbing and Drainage Code is essential. The existing building is inundated by water more than 100mm, including entering the sewer system through floor wastes making the amenities unusable and allowing untreated sewage into the building and the ocean. The Code and AS require that inlets are above flood levels and where there is flooding they must be atleast 150mm above the declared flood level.

The current water ingress into the building produces an unacceptable electrical risk of harm to staff and visitors. With the anticipated sea level rise this will increase the risk of harm even further.

A detailed oceanographic study has been undertaken using the International Panel on Climate Change (IPCC) data for sea level rise projections and a 2018 survey. Cardno engineers have determined the extent of current inundation of the South Pavilion and the anticipated impacts of sea level rise. Options were generated for assessment comparing potential sea level rise with asset life, capital cost, lifecycle cost, compliance, heritage aesthetics and physical heritage impact. See table below for comparisons.

Consideration by the Consultant team, Council staff and Office Environment Heritage (OEH) identified that OPTION 2, raising the boardwalk, South Pavilion and Central Pavilion by approximately 1 metre was the preferred option.

New Scope of works

· Design for sea level rise and raising the boardwalk, South Pavilion and Central Pavilion by approximately 1m;

· Demolition and reconstruction of the South Pavilion and Central Pavilion and re-using as much original fabric/ timber;

· New compliant bathroom and change rooms on ground floor;

· Upgrade electrical switchboard

· BCA compliance

· Provide sprinkler system to entire baths

· Storm water upgrade

· Improve accessibility

· Refurbishment of piers

· Waterpolo lighting

Urgency of the Works

Access to the first floor of the Southern pavilion is now restricted to 2 persons at one time due the structural integrity of the building. The structure is leaning towards the sea and to mitigate any public safety risk, a Structural Engineer is undertaking monthly monitoring to check that the structure is safe, especially during high wind periods. If there are excessive high winds or king tides the baths will need to close during that period. If at any time the structural engineer advises that the structure is no longer safe, there will be consideration of closing the pool until the essential works are undertaken.

Photo 1 Southern Pavillion

Photo 2 Amenities including structural supports Photo 3 Structural and roof connection

Integrated Development Assessment

An Integrated Development Assessment (IDA) is required this includes OEH approval and Council through the Independent Planning and Assessment Panel approval. Discussions including a presentation to the Heritage Council and staff at OEH and Council regulators have been ongoing during the preparation of the IDA. At the time of writing this report it is expected that the IDA submission will be made 24^th August 2018.

Proposed timeline of the Works

· IDA submission 24^th August 2018, 12 week assessment period assumed Sep – Nov 2018

· Detailed Design and Tender documentation, 9 weeks, Sep – Oct 2018

· Procurement of construction contractor, 12 weeks Nov –Feb 2019

· Construction works, 52 weeks April 2019 – April 2020.

A staging methodology to enable the Baths to remain open through summer is considered feasible. There is assumed no access to the public during the winter. Stage 1 April til Oct 2019 undertake the works to the West wing, Stage 2 Oct til April 2020 undertake the works to the Central and East wing. The construction phase will require installation of a floating dam to prevent the spread of debris, a scaffold/working platform into the bath area, rerouting the public access into the bath area, temporary amenities and staff/first aid areas and barge access for large materials.

High risks have been identified including Heritage approvals, unexpected conditions, marine environment, limited access and limited number of appropriately experienced contractors. These risks will be monitored through the project with mitigation plans implemented.

Estimate of Cost

The current estimate of the works is identified below.

Description	Cost
Consultants & Fees	$700,000
Building works	$4,000,000
Waterpolo lighting*	$180,000
Contingency & Escalation	$1,520,000
Refurbishment of piers	$300,000
Total	$6,700,000

* Waterpolo lighting is not essential maintenance works and can be removed and undertaken at a later time, it is included in the DA approval and provides increased alignment to the criteria of the Greater Sydney Sports Facility Fund Grant.

** Includes 10% design contingency, 15% construction contingency, escalation til April 2020.

*** Project Management is included in the salaries and wages of staff.

Funding proposal options

Current status of funding

· 2017/18 $237,000 actual costs on consultancy services.

· 2018/19 $2,177,856.78 available including rolling over $96,856.78 from 2017/18 budget Q3

· Funding gap 2019/20 $3,285,144 and 2020/21 $1,000,000

Option 1 - Grant Applications

An Expression of Interest for $4.2M to the Greater Sydney Sports Facility Grant program is underway and closes end of August. The criteria for this program align with the Dawn Fraser Baths being a Regional Facility for Waterpolo. If the project is deemed suitable a further application will be requested in October 2018 and must be submitted in December 2018. Successful applications will be advised in February 2019.

There are some small Heritage Grants available however they are less than $150,000. It is recommended that a letter to OEH be drafted to request potential special funding opportunities due to the heritage significance.

Option 2 Loan

A potential option of an increased loan including the Ashfield Aquatic Centre, Dawn Fraser and Telstra Building as below. There is no business case for Dawn Fraser increasing income based on these essential maintenance works.

	2019/20	2020/21	2021/22	2022/23	2023/24	2024/25	2025/26	2026/27	2027/28
Annual Repayments:
- Telstra Site	60,421	60,421	60,421	60,421	60,421	60,421	60,421	60,421	60,421
- Dawn Fraser	483,372	483,372	483,372	483,372	483,372	483,372	483,372	483,372	483,372
- LPAC	265,855	265,855	265,855	265,855	265,855	265,855	265,855	265,855	265,855
Adjusted Current Ratio	2.17	1.70	1.71	1.48	1.44	1.56	1.47	1.38	0.99
*** Council is required to maintain a 1.5x current ratio

Council’s LTFP is based on maintaining fit for the future current ratio of 1.5. Borrowing of funds to allow additional capital expenditure would financially impact the ratio such that the Inner West would not meet the 1.5 ratio requirements in a number of years in the LTFP. The only option, if Council chooses to comply with the ratio requirement, is to reallocate funds from other budgeted capital or operating projects.

Option 3 Reprioritise Existing Projects in the LTFP

The below projects are currently funded either by S94/Developer Contributions or Council funds in the 4 year delivery program.

Project Description	2018/2019	2019/2020	2020/2021	2021/2022
Trees parks and sports fields
TRE - Skate Park in Callan Park - Construction	483,000	800,000
TRE - Ann Cashman Reserve Playground Upgrade			50,000	30,000
TRE - Shields Playground Upgrade		82,500
TRE - Darley Road Leichhardt Netball Courts	782,285
TRE - Datchett St Incinerator Removal & Interpretation Piece	100,000	100,000
Town Centres Upgrade- Capital
Bal/E - Darling Street Between Union Street & Little Nicholson Street			80,000
Bal/E - Darling Street Between Duke Street & Nicholson Street			460,000
Rzle - Darling Street - Red Lion St to Denison St	214,000
Bal - Elliot St - Intersection				420,000
Rzle - Darling Street - Waterloo St to Victoria Rd				450,000
Leich - Flood Street, Marketplace			50,000	150,000
Bal - Birchgrove Rd & King St - Intersection				100,000
Dul/H - Dulwich Hill Station Centre Upgrade		140,000		450,000
Leich - Marion Street - No. 153 to Flood St				100,000
Bal - Darling St and Montague St - New Plaza (old Telstra site)	340,000
Leich - Civic Precinct - Leichhardt - DESIGN				250,000
Buildings Program
PRO - Balmain Town Hall Site renewal works			286,000	200,000
PRO - Leichhardt Oval upgrade works		603,000	400,000
PRO - Elliot Street Kiosk renewal works			358,000
PRO - Gladstone Park upgrade works			50,000	543,500
PRO - Leichhardt Park Aquatic Centre redevelopment works	150,000	150,000	2,808,400	2,419,300
PRO - Leichhardt Park Indoor Recreation - Multi purpose indo		100,000	200,000	1,800,000
Renewal Recreation and Aquatics			1,000,000	1,100,000
PRO - Pioneers Memorial Park renewal works	50,000	512,000
PRO - Darley Road Amenities - Amenities Block Buildings				348,000
PRO - Leichhardt Park No 2 Amenities upgrade + canteen			24,290	270,000
Renewal Trees, parks & Sportsfields Services		1,000,000	1,100,000	1,400,000
King George Park Storage Facility Upgrade	70,000
Upgrade of Air Raid Shelter for Storage	300,000
Renewal Community Services		550,000	1,000,000	1,200,000
Telstra Site - 366C Darling St Balmain	810,000

Option 4 End of Financial Year Potential Surplus

Work is currently underway on establishing the amount of end of financial year surplus from 2017/18. This will not be fully understood for another 2 – 3 weeks from the time of writing this report.

FINANCIAL IMPLICATIONS

The master plan costs have been estimated to total $9,857,900.00. The master plan costs have been grouped under six headings relating to the area and type of improvements proposed. The cost breakdown associated with each grouping is listed below:

Stage	Amount
Essential works	$6,700,000
Poolside furniture and other master plan strategies	$1,117,058
Park and pathway access improvements	$2,040,842

Total	$9,857,900

There is a gap in funding for the essential works project of $4.2M over 2019/20 and 2020/21. It is recommended that Council make an application to the Greater Sydney Sports Facility Grant program and/or reprioritise the currently funded projects.

STAFF COMMENTS

The development of the master plan required collaboration with all disciplines across Council. Staff input occurred multiple times and included a variety of forums including one on one meetings, design workshops, email correspondence, telephone discussions and a final review of the draft master plan. The collaborative process has resulted in the development of multifunctional outcomes that benefit multiple users. The internal stakeholders across Council included representatives from:

· Development Assessment and Regulatory Services

· Trees, Parks and Sport fields

· Environment and Sustainability

· Roads, Traffic and Stormwater

· Properties, Major Building Projects and Facilities

· Finance

· Strategic Planning

· Library and History Services

· Recreation and Aquatics

· Community Services and Culture

· Communications, Engagement and Events

COMMUNITY ENGAGEMENT

During October and November 2017 Inner West Council undertook community engagement to understand the current use and future vision from the community for the Dawn Fraser Baths. The community engagement included interactive engagement sessions and an online survey at the Inner West Council ‘Your Say Inner West’ website. During the six week engagement period, the online website received 1965 visits with 215 surveys completed. The engagement sessions also received input from over 125 respondents who completed interactive activities, paper surveys, had lengthy discussions with Council staff and submitted letters to Council.

The scope of the engagement included feedback on:

· The Dawn Fraser Baths;

· The caretaker’s cottage;

· Access pathways to the Baths and the Caretaker’s Cottage through Elkington Park;

· The Elkington Park public toilets;

· Car parking areas, embankment, stabilisation and storm water design solutions to ameliorate the degradation of the southern pavilion; and

· Public domain elements that impact the design and construction of these listed elements.

· Information on how attendees use the space and from where attendees travel from.

The feedback highlighted the majority of those that visit the Dawn Fraser Baths live on the Balmain peninsula, although 16% of visitors do travel from a wide range of suburbs including Surry Hills, Caringbah and Vauclause.

From the feedback, a clear list of actions has been requested by the community which has been considered in the master plan. The Community Engagement Report is included as ATTACHMENT 2. Some of the feedback includes:

· Retain the existing unique heritage and character of the Baths and Elkington Park;

· Complete upgrades at the Baths once and do the works properly;

· Retain the existing native vegetation on the slope between the Baths and Elkington Park - although remove the weed trees and Lantana;

· Improve access pathways to the Baths and into the water at the Baths;

· Renovate or improve the toilets and change rooms. Provide family change rooms at the Baths;

· Provide more shade options including over the beach area;

· Provide more / different seating options;

· Display the heritage memorabilia relating to the Baths;

Additional engagement was completed with stakeholders including the Balmain Swimming Club and Water Polo Club. The feedback included a written submission that along with the other feedback from the community has been used as a layer of analysis (e.g. proposed flood levels or building structural condition) and design direction to progress the designs for both the essential works package and master plan.

Public Exhibition

Public exhibition is proposed as the next phase of the master planning process. Public exhibition will allow the community and stakeholders another round of input on the draft master plan to ensure proposed strategies meet community requests.

The public exhibition period will be for a period of 28 days, from Friday 31 August 2018 until Friday 28 September 2018. All submissions will be reviewed with feedback integrated in an updated master plan. The feedback will be presented back to Council in a schedule for transparency, along with the final draft master plan. The public exhibition will be advertised via the Inner West Courier, the Your Say Inner West website, Facebook posts and Twitter.

CONCLUSION

Master Plan has followed the required collaborative process to establish the values consistent with the views of the local community and stakeholders. To ensure the plans meet the needs of the users it is now appropriate for the wider community to again have the opportunity for input through a public exhibition process. The essential works to preserve the southern pavilion require additional funding due to the condition of the structure and major flood inundation. If the essential works are not undertaken the baths may need to close due to major risks of structural failure and flood water inundation impacting sewer and electrical safety. In the interim, a monitoring regime is in place to ensure public safety is maintained.

ATTACHMENTS

1.⇩	Draft Dawn Fraser Baths Master Plan
2.⇩	Dawn Fraser Baths Community Engagement Report

Council Meeting

28 August 2018

Item No: C0818(3) Item 7

Subject: Draft Leichhardt Park Aquatic Centre (LPAC) Master Plan

Prepared By: David Petrie - Coordinator Public Domain Planning

Authorised By: Josephine Bennett - Group Manager Recreation and Aquatics

SUMMARY

This report is seeking Council’s endorsement to place the draft Leichhardt Park Aquatic Centre (LPAC) Master Plan on public exhibition.

RECOMMENDATION

THAT:

1. The draft master plan for Leichhardt Park Aquatic Centre (ATTACHMENT 1) be placed on public exhibition for a period of 28 days and submissions be received for a further 14 days; and

2. The results of the public exhibition and community engagement process be presented to Council recommending further action.

BACKGROUND

The Leichhardt Park Aquatic Centre (LPAC) was originally developed in 1960 and while the main 50m pool has not been upgraded, the Centre has received partial upgrades in 2008 and 2016. The last master plan for the Centre was developed in 2005 and Leichhardt Council had determined that it no longer reflected the needs of Council and the community. Consequently, Leichhardt Council engaged Otium Planning Group in 2016 to undertake the development of a new master plan in 5 stages, the first being community engagement. Following the merger in 2016 and change in scope of aquatic facilities across the LGA, Inner West Council concluded arrangement with Otium in early 2017 at the end of Stage 1 and brought the master plan in-house to be undertaken by specialist staff.

Project Scope

The scope of the master plan has included a review of all LPAC facilities and the context in which they are located. Specific elements of the scope include:

· The existing LPAC building including gym, cycle studios and associated fitness areas

· Layout of the administration areas, entry and cafe

· Pool facilities including the program pool 1, program pool 2, diving pool (program pool 3) and 50m lap pool

· Existing turf and recreation areas

· Seating and shade opportunities

· Access pathways and circulation to the facility from nearby streets and Leichhardt Park and internally within LPAC

· A review of car parking, access to the Bay Run, and access for maintenance vehicles to and from the site

· Public domain elements that impact the design and construction of these listed elements

Aquatic Facilities across the Inner West

The Inner West is well serviced with aquatic facilities and Council operates the following centres:

· Annette Kellerman Aquatic Centre, Enmore

· Ashfield Swimming Pool, Ashfield

· Dawn Fraser Baths, Balmain

· Fanny Durack Pool, Petersham

· Leichhardt Park Aquatic Centre, Leichhardt

At least 37% of the people consulted during the development of the draft Recreation Needs Study - A Healthier Inner West, visit an aquatic facility weekly. Aquatics facilities form part of a diverse range of recreational opportunities that respond to the modern demands of Australian communities. These facilities provide services which promote health and fitness, water safety skills and confidence, and community. They are a place for competition and play; as well places to seek relief from the summer heat. Each of Inner West’s aquatic facilities has a different offering for the community and they work together to fulfill the Inner West community’s aquatic recreation needs.

The draft needs study highlights that while Council already has a high provision of aquatic centres and recommends increasing capacity at existing facilities to meet future population needs, including upgrades at Leichhardt Park Aquatic Centre. The recommendations of the draftr LPAC Master Plan align with and support the recommendations in the draft Recreation Needs Study - A Healthier Inner West.

Asset Condition

In 2011, Leichhardt Council completed the LPAC Lifecycle Cost Analysis report. The scope of this report reviewed structural elements at the Centre including the 50m lap pool, diving pool (program pool 3) and children’s ‘mushroom’ water play pool. The report outlined the following life expectancy of the assets and the current age left has been added for reference:

Asset	Condition and life expectancy (2011)	Condition and life expectancy (2018)
50m lap pool concrete control joints	5 years	2 years past life expectancy
50m lap pool walls, flood and metallic fittings	10 years	3 years
Diving pool (Program pool 3) control joints and metallic fittings	5 years	2 years past life expectancy
Diving pool (program pool 3) walls and floor	20 years	13 years
Children’s ‘mushroom’ water play pool control joints, metallic finishes gutter and grating	6 years	Upgrades complete in 2016

Both the 50m lap pool and the diving pool (program pool 3) are past their life expectancy and require construction work to ensure continued usability.

Previous LPAC Upgrades

In 2008 and 2016 the former Leichhardt Council completed works to program pool 1 and provided a new gym facility. The scope of these projects works included:

· Cardio and weights area

· Two new group fitness studios

· Change room facilities

· Gym area administration offices

· New pathway connections

· New enclosure to the existing program and spa pools

· Refurbished pool concourses

· Re-tiling of program pool, children’s ‘mushroom’ pool and spa pool, and upgrade of spa pool water feature

· New separate water efficient pool filtration to program pool, spa pool and leisure pool to enhance water quality

· New reconfigured female, male and unisex accessible change spaces – separated from existing change areas

· Refurbishment of existing male, female and accessible change rooms, including new finishes and fixtures.

Works in 2008 and 2016 did not address items relating to the asset condition of the 50m lap pool or the diving pool (program pool 3).

Master Plan Process

Staff worked collaboratively with Council stakeholders and the community to develop a new master plan for LPAC. Detailed site analysis reviewed site history, zoning, stormwater and drainage design, active transport connections, pathway and access networks, existing trees, existing parking, indigenous vegetation types, biodiversity and revegetation strategies, park furniture. The combination of site analysis and stakeholder input produced opportunities and constraints that were used to establish the master plan design strategies. The strategies were costed to understand financial implications of proposed upgrades and the integrated into Council forward capital budget.

Master Plan Report Structure

The draft master plan document comprises the following sections:

1. Project context: This section provides an introduction and background to the project including reference to existing Council policies, project objectives and project methodology.

2. Site Analysis: The physical characteristics of the site area and its context are described with analysis in plan, text and images. The focus is on the physical site, but also includes site and cultural history, sense of place and meaning to the community.

3. Community Engagement: This section provides an overview of the community engagement process and the feedback provided by the community.

4. Design Principles: Each of the overarching project design principles have been described.

5. Precinct Planning: Design outcomes for the Leichhardt Park recreation precinct are outlined to better connect existing facilities.

6. Master Plan: The master plan provides an overview of all proposed strategies to improve the experience of LPAC for staff and the community. The master plan section has each of the design layers included for extra detail, as well as zoned in plans for each of the precincts of work.

7. Project Costs and Implementation: This section outlines an opinion of probable costs for the project and articulates potential staging based on asset condition and community requests. The basis of the opinion of costs is included to understand scope and exclusions.

Proposed Improvements

The draft master plan proposes strategies that aim to improve the user experience at LPAC, while retaining items that staff the community enjoy. Some of the master plan strategies include:

· New nature based recreation zone with water play, toddler water play and water jet area. The proposed design is integrated into the foreshore setting of trees and vegetation

· Refurbished existing building (lower terrace) with community function room and hire space with outdoor seating and harbour views

· Picnic areas with BBQs, picnic settings and turf recreation spaces

· New unisex family change rooms

· New 50m, 10 lane lap pool with movable boom

· Refurbished diving pool and tower

· Enclosing of the ‘mushroom’ children’s water play pool area with new operable roof and sliding doors – so the facilities can be used in winter as a closed area and opened for fresh air and breezes in summer

· Refurbished Program Pool 2 with new hand rails and ventilation

· Provision of spectator seating overlooking the 50m lap pool, improved shade structures, outdoor showers and new planting

· Co-location the male and female pool change rooms, toilets and showers.

· Co-location of the fitness studios

· Relocated cafe with expanded outdoor covered seating area

· Relocated crèche, reception area and administration rooms

· Renovated entry design with new landscaping and arrival sequence

FINANCIAL IMPLICATIONS

The master plans costs have been estimated to total $15,715,270 including a 15% design budget and 20% contingency. The plans have been developed to be implemented in stages as funding becomes available. The cost breakdown of each stage and the associated costs includes:

Area of LPAC / Master Plan Strategy	Amount
Updated reception area	$ 408,375.00
New administration area and meeting room fit out	$ 221,751.00
Refurbish existing building, lower terrace	$ 436,846.50
Recreation area and water play	$ 4,143,947.85
Family change and spectator seating	$ 1,200,555.00
Swimming pool upgrades (including new 50m lap pool)	$ 7,314,443.37
Building and dry fitness upgrades	$ 1,989,270.90
TOTAL (Excluding GST)	$15,715,189.62

The master plan has been integrated into the forward capital works budget. The forward capital works budget has allowed for $5,527,700 over the following financial years:

Financial Year	Amount
2019/2020	$ 300,000.00
2020/2021	$2,808,400.00
2021/2022	$2,419,300.00
TOTAL	$5,527,700.00

OTHER STAFF COMMENTS

The development of the master plan has been a highly collaborative process with input from all disciplines across Council including LPAC staff. Regular meetings with LPAC and Council staff has meant the development of the proposal strategies have strong ownership across Council. The internal stakeholders from across Council included representatives from:

· Development Assessment and Regulatory Service

· Trees, Parks and Sportfields

· Environment and Sustainability

· Roads and Stormwater

· Major Building Projects and Facilities

· Finance

· Strategic Planning

· Library and History Services

· Recreation and Aquatics, including LPAC staff

· Community Services and Culture

· Communications, Engagement and Events

PUBLIC CONSULTATION

During January and February 2018, staff undertook community engagement on the current use and future vision for the Leichhardt Park Aquatic Centre. The community engagement built on the previous engagement conducted by the former Leichhardt Council through Otium Planning Group.

The engagement included interactive sessions and an online survey at Inner West Council ‘Your Say Inner West’ website. During the five week engagement period, the online website received 1,220 visits with 428 surveys completed. The engagement sessions also received input from respondents who completed 146 paper surveys, interactive activities and had lengthy discussions with Council staff.

The scope of the engagement included feedback on the facility including:

· Pools (50m lap pool, driving pool, program pools)

· Gym (including change rooms)

· Group fitness facilities

· Café

· Crèche

· Entry and administration areas

· Open space and recreation areas

· Pathways and circulation

· Shade

· Seating

The scope of the engagement included questions relating to the pedestrian and bicycle connections to nearby parks and residential areas including the Bay Run and Leichhardt Park.

The feedback highlighted:

· The majority of those that attend the centre like the character, however the existing facilities, including shade, seating, and recreational spaces within the centre could be improved;

· Generally respondents noted that the facility met their fitness and recreation needs, however the 50m Olympic swimming pool was at capacity and the program pool and hydrotherapy pool required upgrading to the ventilation systems;

· Respondents liked the diving pool for deep water aqua, but also for nostalgic purposes;

· The gym and group fitness facilities generally met the needs of the user. However there was some concern about the maintenance of change room facilities;

· Respondents noted that the car park was at capacity, and that the closing of the car park during events was an inconvenience;

· Many respondents requested upgrades to the car park to remove pot holes and provide for additional parking spots; and

· Many requested more shade options, additional informal recreation areas, additional water play areas and more recreation options for children.

The full summary of the community engagement including the process and the feedback received from the community is included as ATTACHMENT 1.

Public Exhibition

Public exhibition is proposed as the next phase of the master planning process. Public exhibition will allow the community and stakeholders a further chance to input on the draft master plan to ensure the proposed strategies meet community requests.

The public exhibition period will be for a period of 28 days from Friday 31 August 2018 until Friday 28 September 2018. All submissions will be reviewed with feedback integrated in an updated master plan. The feedback will be presented back to Council in a schedule for transparency, along with the final draft master plan. The public exhibition will be advertised via the Inner West Courier, the Your Say Inner West website, Facebook posts and Twitter.

CONCLUSION

The master plan development has followed a highly collaborative process and has established values consistent with the view of the local community, LPAC staff and stakeholders. To ensure the plans meet the needs of community it is now appropriate for the community to again have the opportunity for input through the public exhibition process.

ATTACHMENTS

1.⇩	Draft Leichhardt Park Aquatic Centre (LPAC) Master Plan
2.⇩	Leichhardt Park Aquatic Centre (LPAC) Community Engagement Report

Council Meeting

28 August 2018

Events in Parks

Policy

Events in Parks Policy

Title	Events in Parks Policy
Summary	The purpose of this policy is to assist community Event Organisers by guiding them through the approval process for events that take place in parks in the Inner West Council.
Background	Council encourages the use of parks for events as they help contribute to the health, wellbeing and liveability of the Inner West. It is Council’s objective to ensure that park events are suitable and managed in a manner which is safe and which is appropriate to the local environment and surrounding community.
Policy Type	Council Policy
Relevant Strategic Plan Objective	Strategic direction 4: Caring, happy, healthy communities Outcome 4.1 Everyone feels welcome and connected to the community 1. Foster inclusive communities where everyone can participate in community life Outcome 4.3 The community is healthy and people have a sense of wellbeing: 1. Provide the facilities, spaces and programs that support wellbeing and healthy communities
Relevant Council References	Events in Parks Guidelines Sporting Grounds Allocations Policy Park Access Application Park Plans of Management Event Invitation and Speaking Policy LAP Waste Management in Public Places Policy
Main Legislative Or Regulatory Reference	Local Government Act
Applicable Delegation Of Authority	As per Delegations Register
Attachments	See Annexures
Record Notes	External available document

Document:	Council Policy	Uncontrolled Copy When Printed
Custodian:	Parks Planning & Engagement Manager	Version #	1
Approved By:	Group Manager Trees, Parks & Sportsfields	TRIM Ref #
Adopted By:	Council	Publish Location	Internet
Adopted Date and Minute #:	Xx / xx / xx	Next Review Date	XX / XX / xX

Table of Contents

Table of Contents. 3

1. Purpose. 4

2. Objective. 4

3. Scope. 4

3.1. In scope. 4

3.2. Out of scope. 5

Sporting Grounds Allocation Policy. 5

Commercial Fitness Trainers Policy. 5

Park Access for Works. 5

Filming in Parks. 5

Busking. 5

4. Policy Statement 5

5. Policy. 6

5.1. Selecting a Park Venue. 6

5.2. Event Size. 6

Park Casual Event (less than 30 people) 6

Park Minor Events (up to 500 people) 6

Park Major Events (greater than 500 people) 6

6. Park Major Event Approval Process. 7

6.1. Park Event Booking and Approval by Council’s Parks Planning & Engagement team 7

6.2. Planning Approval by Council’s Development Assessment & Regulatory Services team (where needed) 7

7. Park Event Fees. 9

8. Fee Waiver 9

9. Damage Bonds. 10

10. Related Legislation, Policies and Procedures. 11

11. Appeal Process. 11

Council 12

12. Responsibilities. 12

Annexure 1 - Park Event Conditions. 14

Annexure 2 – Parks & Facilities Which May be Booked. 21

1. Purpose

The purpose of this policy is to assist community Event Organisers by guiding them through the approval process for events that take place in parks in the Inner West Council.

A separate document, Events in Parks Guidelines provides guidance on the management of major events in parks.

2. Objective

Council is responsible for the management of all activities within parks, reserves, sporting grounds and public open space. There is an ongoing high demand for open space resources within the Inner West, particularly with increasing densities. Council must actively manage access to the parks.

Events are fun and entertaining, and provide opportunities for large and small communities to connect and safely share enjoyable and inspiring experiences. Events can be informative, build community knowledge, and raise awareness to develop a shared understanding of social, economic or environmental issues. Events can build capability within a community, develop a sense of community spirit, identity and belonging.

Council encourages the use of parks for events as they help contribute to the health, wellbeing and liveability of the Inner West. It is Council’s objective to ensure that park events are suitable and managed in a manner which is safe and which is appropriate to the local environment and surrounding community.

Many events in the Inner West take place with little involvement from Council. Apart from granting permits to hold the activity in public spaces, Council contributes to events in the following ways:

· Provide strategic direction for events

· Deliver events

· Facilitate event planning through Council processes

· Manage the impact of events on local communities and the environment (e.g. noise, traffic, waste)

· Process consents, permits and licences required to hold events

· Promote the health and safety of all who attend an event and the community near an event

· Monitor compliance with regulatory and licensing requirements

· Provide venues for staging events

· Market and promote events in which we have invested

3. Scope

3.1. In scope

This policy applies to proposed events occurring in parks, reserves and sporting grounds, either owned by Council or under its control and management (e.g. Crown Land). These events are usually single one-off events, such as parties, celebrations, corporate events, charity events, fun runs and community festivals.

3.2. Out of scope

Sporting Grounds Allocation Policy

This Policy does not apply to seasonal bookings for sports training and games on sporting grounds, usually hired by sporting clubs, universities and schools.

Commercial Fitness Trainers Policy

This policy does not apply to commercial fitness trainers and commercial running groups who use Council sporting grounds and parks for training.

Park Access for Works

This Policy does not apply to applications for park access for non-recreation purposes such as works within the park or access through a park to adjacent properties for works or deliveries. Applications for park access are available on Council’s website (https://www.innerwest.nsw.gov.au/ArticleDocuments/20858/Parks%20access%20application%20form.pdf.aspx)

Filming in Parks

This Policy does not apply to applications for filming in parks. Applications for filming are available on Council’s website (https://www.innerwest.nsw.gov.au/places---spaces/filming-and-photography)

Busking

This Policy does not apply to applications for busking. Applications for busking are available on Council’s website (https://www.innerwest.nsw.gov.au/art---events/arts-and-culture/performing-arts-and-music/busking)

NSW Government Events

This Policy does not apply to State Government events such as the New Year’s Eve celebration. For large state events, Council is not the Event Organiser. Council’s responsibility is to collaborate with the NSW Police and other stakeholders to ensure public safety at key gathering points.

Parks Managed by the State Government

This Policy does not apply to parks owned and managed by the State Government, including Callan Park and Ballast Point Park.

4. Policy Statement

This policy is to assist community Event Organisers by guiding them through the approval process for events that take place in parks in the Inner West Council.

A separate document, Events in Parks Guidelines provides guidance on the management of major events in parks.

5. Policy

5.1. Selecting a Park Venue

Council’s Parks Planning & Engagement team manage all activities within the parks. It is their responsibility to ensure that different activity requests are managed for both active and passive recreation, to ensure that there is access for multiple park users and to ensure that a single space is not booked by multiple users at the same time.

For any proposed event, the first step is to contact Council’s Parks Planning & Engagement team (parks@innerwest.nsw.gov.au or 02 9392 5311) to ensure that the preferred park venue is suitable and that the proposed date for the event is available.

When selecting a park venue for an event, consideration should be given to the following:

· Suitability of the event in the preferred location. It is suggested to all hirers that a site inspection is conducted before booking the venue (without Council Staff);

· Expected number of attendees;

· How participants will travel to the venue (are there public transport options, is there enough parking);

· Surrounding facilities (e.g. toilets);

· Waste management;

· Impact on surrounding residents;

· Fees and charges for event hire (i.e. budget).

When booking the event venue, allow time for set up and pack down time.

5.2. Event Size

Park Casual Event (less than 30 people)

Casual use of parks is permitted, for up to 30 people, without approval from Council subject to the conditions outlined in Annexure 1 - Park Event Conditions.

If hirers want to use a space in a Council park exclusively (e.g. Elkington Park Rotunda), it is recommended that a booking is made. If a location is booked by another group, they will have priority of use.

Park Minor Events (up to 500 people)

Minor events in parks are permitted, for up to 500 people, subject to the submission of an Casual Park and Sporting Ground Hire Form (available on Council’s website) and conditions outlined in Annexure 1 - Park Event Conditions. For minor events in parks, the Casual Park and Sporting Ground Hire Form must be submitted to Council at least four weeks in advance.

Park Major Events (greater than 500 people)

Any event in a park with greater than 500 people is considered a major event. This document will guide Event Organisers on the approval process and provide advice on the management of major events in parks in the Inner West.

A separate document, Events in Parks Guidelines provides guidance on the management of major events in parks.

6. Park Major Event Approval Process

There is a two-step approval process for Park Major Events:

1. Park Event booking and approval by Council’s Parks Planning & Engagement team; and

2. Planning Approval by Council’s Development Assessment & Regulatory Services team (where needed, see below).

6.1. Park Event Booking and Approval by Council’s Parks Planning & Engagement team

For any proposed event, the first step is to contact Council’s Parks Planning & Engagement team (parks@innerwest.nsw.gov.au or 02 9392 5000) to ensure that the preferred park venue is suitable and that the proposed date for the event is available.

Correct site selection is a critical success factor for an event. The site you select should match your expectations of size, location and available facilities. Crowd and infrastructure capacities vary depending on the chosen site with only some being easily accessible and in close proximity to transport.

When selecting a park venue, consideration should be given to the expected number of attendees, and how participants will travel to the venue. When booking the event venue, allow time for set up and pack down time.

Various sports clubs, schools and other park users hire the parks and sporting grounds on a seasonal or casual basis. Where a proposed park event coincides with seasonal sporting club usage or another regular park booking, priority will be given to the prior or regular booking. Council may approve alternative dates or venues, subject to bookings, ground conditions and proposed use.

The Park Event booking and approval of all events within parks is at the sole discretion of Council as the land owner/ manager. Park Event booking and approval will not be provided if the park venue is not suitable and/ or the proposed date is not available. If Park Event booking and approval has been granted and if required, the Group Manager Trees, Parks & Sportsfields will sign Owner’s Consent for any Section 68 Application or Development Application.

Major events are subject to the submission of an Casual Park and Sporting Ground Hire Form (available on Council’s website) and conditions outlined in Annexure 1 - Park Event Conditions.

6.2. Planning Approval by Council’s Development Assessment & Regulatory Services team (where needed)

Depending on the type and size of the proposed event, it may require a planning approval, through a Section 68 Application or a Development Application (DA).

It is the responsibility of the Event Organiser to submit all relevant documentation to Council for a Section 68 Application or a Development Application. The DA process is a separate process to the Park Event Approval and approval and is received and assessed by the Development Assessment team in Council. Where a DA is required, development consent, if granted, will be issued by the Council’s Development Assessment & Regulatory Services Service team, in addition to the Park Event Approval.

If a Section 68 Application or Development Application is required, the application must be submitted to Council at least six months in advance. The Event Organiser must book the Park before either of these applications are submitted.

The following table provides a guide to which approval is needed for events. The table is indicative only as requirements will depend on the type and scale of event.

Park Minor and Major Event Types	Park Event Booking and Approval	Section 68	Development Application
Wedding with: · Maximum 120 people · No sound amplifiers	x
Event with: · Up to 500 people · Catering · No sound amplifiers · Minimal impact to park users or residents	x
Event with: · Over 500 people · Stalls · Sound amplifiers · Impact to park users or residents	x	x
Sporting activities (other than a fun run/ walk) with under 1,000 people	x
Sporting activities (other than a fun run/ walk) with over 1,000 people	x	x
Fun run/ walk with under 5,000 people on site at any one time. With exempt development under the SEPP. Sound amplification permitted with approval from Building Certification Building Certification Manager (or equivalent senior role).	x
Fun run/ walk with over 5,000 people on site at any one time	x	x
Events which are: · For trade or business, including the sale of goods · Subject to an admission fee · For commercial activities (where permissible) See also Council’s Mobile Food Vending Policy	x	x
Events at sites listed on the State Heritage Register	x	x
Stand alone stalls/ food trucks See also Council’s Mobile Food Vending Policy	x	x
Large scale community events and park festivals including repeat annual events	x	x
Council run community events and park festivals including repeat annual events	x	x
Corporate promotion with minimal impact	x
Outdoor movies for less than 1,000 people	x	x

Some activities associated with events may be exempt from a Planning Approval through the State Environmental Planning Policy (Exempt and Complying Development Codes) 2008. A Park Event Booking and Approval will still be required.

7. Park Event Fees

Park event fees will apply. Further information is available on Council’s website in the Inner West Fees & Charges document.

If the event requires Planning Approval by Council’s Development Assessment & Regulatory Services team there is a further fee to lodge the application.

The Event Organisers are responsible for all operational costs associated with conducting their event.

8. Fee Waiver

Council may issue a fee waiver for certain events to eligible applicants. An application will need to be submitted (https://www.innerwest.nsw.gov.au/ArticleDocuments/208/Reduced%20Fee%20Waiver%20Form%20%20-%20Leichhardt.pdf.aspx)

Council will accept proposals for projects, programs, events, and activities that provide a benefit to the local community. Proposals must meet the selection criteria below. Council will give priority to projects where it can be shown that the project:

· Meets community needs or aspirations

· Is a priority for the local community

· Is aligned with Council’s strategic plans.

In addition the applicant must:

· Be capable of carrying out the proposed project or activity

· Need Council’s support for the project to go ahead.

Who can apply?

To be eligible to apply applicants must be:

· A not-for-profit organisation that is based in and/or which services the local area OR

· A community group that is based in the local area OR

· A peer support group, for example Alcoholics Anonymous, that has a majority of local participants

In addition all applicants must:

· Be proposing a project or activity principally for the benefit of residents of the Inner West Council

· Have completed a Causal Park and Sporting Ground Hire form

· Have completed a Reduced Fees and Fee Waiver Application Form and provided support material as requested

· Have no outstanding debts to Inner West Council.

Who cannot apply?

The following groups and types of activities are not eligible to apply for reduced fees or fee waivers and must pay 100 per cent of the applicable fee.

· Commercial organisations/sole traders

· Fundraising events are generally not eligible. However, they may be supported if they are considered a high priority for the local community. This will be determined on a case-by-case basis and will take into account other eligibility requirements, the nature of the event, and the benefits to the local community of supporting the event

· Political parties, or activities that are overtly political in nature

· Regular, organised sporting activities/ events carried out by sporting clubs, sporting groups or associations.

· Religious services or activities that are overtly religious in nature

· Schools, tertiary institutions, school Parents and Friends Associations and school Parents and Citizens Associations

· State or federal government agencies /departments.

Notwithstanding that Council may grant a fee waivers, the following fees will apply to all events:

· Damage bonds

· Key deposits

· Supply of waste and recycling receptacles and removal of waste

· Electricity use

All applications are assessed against the eligibility and selection criteria, and Council’s Strategic Plans by staff with relevant expertise. Recommendations are then presented for approval to:

· Council (for fee waivers over $4,000 in value)

· The General Manager’s delegate (for fee waivers less than $4,000)

9. Damage Bonds

Payment of a damage bond will be required, prior to the event.

All damage to Council property, either deliberate or accidental should be reported to Council as soon as possible, outlining full details of the incident.

The Event Organiser must meet with Council’s Parks Engagement Officer on the closest working day before the event for a site handover and the next working day after the event for a formal site back.

After the event, the site is to be returned to the same condition as it was in prior to the event. Clean-up must be within two hours to prevent litter spread or within a practicable timeframe dependent on the size of the event (whichever is the lesser). In the event that the Event Organiser does not hand back the site in the same condition, Council will clean and repair the venue to the standard required by Council at the Event Organiser’s cost.

The damage bond may also be utilised to cover any costs incurred by Council during the event, including the cost of monitoring the event for compliance with conditions of consent and/or legislative requirements as a consequence of carrying out the event.

The following are related legislation, policies and procedures:

· Inner West Council Events in Parks Guidelines

· Inner West Council Sporting Grounds Allocation Policy

· Inner West Council Park Use & Access Guidelines

· Inner West Council Fees & Charges

· Inner West Mobile Food Vending Policy

· Inner West Council Inclusion Access Plan

· Local Government Filming Protocol

· Inner West Council Events Policy

· Local Government Act 1993 (NSW)

· Environmental Planning & Assessment Act 1979 (NSW)

· State Environmental Planning Policies

· Local Environment Plans

· Development Control Plans

· Food Act 2003 (NSW)

· Food Regulation 2015 (NSW)

· Food Standards Code

· Liquor Act 2007 (NSW)

· Building Code of Australia

· Smoke-Free Environment Act 2000 (NSW)

· Smoke-Free Environment Regulation 2016 (NSW)

· Callan Park (Special Provisions) Act 2002 (NSW)

· Roads Act 1993 (NSW)

11. Appeal Process

Should an Event Organiser be dissatisfied with the outcome of their application for a Park Event, the following appeal process will be followed:

The Event Organiser is to lodge a written appeal, outlining their reasons for appealing. The Parks Planning & Engagement staff will review the appeal and advise the Event Organiser of:

· The outcome of the appeal and any action taken;

· The reason/s for the decision;

· The proposed remedy or resolution/s that will be put in place (if needed); and

· Any options for review

Should the Event Organiser still be unhappy with the outcome of the application, they may lodge a second written appeal, further outlining their reasons for appealing. The second appeal, along with the results of the first appeal will go to the Group Manager Trees, Parks & Sportsfields to review. The Group Manager Trees, Parks & Sportsfields will make a recommendation to the Deputy General Manager Assets and Environment regarding the allocation.

The Deputy General Manager will respond to the Event Organiser with the following:

· The outcome of the appeal and any action taken;

· The reason/s for the decision; and

· The proposed remedy or resolution/s that will be put in place (if needed).

The elected Councillors will play no part in the event application appeal process.

Council

The elected Councillors may only overturn a staff event application determination through a resolution of Council via a Notice of Motion to Council.

12. Responsibilities

Trees, Parks & Sportsfields staff are responsible for the following:

· Reviewing and approving events in parks in accordance with Events in Parks Policy

· Providing advice and assistance to Event Organisers

· Reviewing and approving fee waiver requests, if appropriate

· Reviewing appeals, as needed

· Reviewing and revising this Events in Parks Policy when required. Substantive changes must go to Council for approval (this does not include minor administrative updates)

· Being the nominated Council point of contact for Event Organisers and liaising with other responsible sections of Council as required and as listed below.

Development Assessment and Regulatory Services staff are responsible for the following:

· Assessing Section 68 and Development Applications in accordance with the relevant legislation

· Undertaking regulatory inspections, including food inspections, if needed

Footpaths, Roads, Traffic and Stormwater staff are responsible for the following:

· Assessing Traffic & Pedestrian Management Plans

· Referring proposed traffic changes to the Traffic Committee, if needed

Environment and Sustainability staff are responsible for the following:

· Assessment of the waste management plan

· Providing waste and recycling services, when paid for by the Event Organiser.

Customer Service staff are responsible for processing park event fees and damage bonds.

Approval for any event in a park which is not in accordance with the Events in Parks Policy will require approval through a Council resolution.

Version	Amended By	Changes Made	Date	TRIM #
1	Group Manager Trees, Parks & Sportsfields	New IWC Policy	July 2018
2

Annexure 1 - Park Event Conditions

		Condition Applies to
Number	Condition Description	Park Casual Events (<30 people)	Park Minor Events (<500 people)	Park Major Events (>500 people)
1	Park events may not occur where another group has a park booking (seasonal or casual).	ü	ü	ü
2	Groups who have made a park booking through Council take priority over those who have not made a booking.	ü
3	The hirer shall only use the parks during their allocated park booking times. The following hours of use guidelines apply to park bookings: Parks can be booked for non-sporting activities from 8am to 6pm and 8am to 8pm during daylight savings hours (unless given special permission).		ü	ü
4	Casual sporting events may not occur on any of Council’s sporting grounds including: Algie Park, Arlington Recreation Reserve, Ashfield Park, Balmain Road (Callan Park), Birchgrove Oval, Blackmore Oval, Camdenville Oval , Camperdown Oval, Centenary Park, Cohen Park, Easton Park, Glover Street (Callan Park), Hammond Park, Henson Park, HJ Mahoney Memorial Reserve, King George Park, Leichhardt Oval # 2, Leichhardt Oval # 3, Mackey Park, Marrickville Park, Petersham Oval, Pratten Park, SSC Leichhardt Campus, Steel Park and Tempe Recreation Reserve, Waterfront Drive (Callan Park).	ü
5	The following activities require an approval from Council and may not be undertaken as a park casual event: · The use of sports grounds by sporting organisations; · Engaging in any trade or business, commercial and/ or profit based activities; · Collecting any monies; · Filming; · Wedding ceremonies; · Selling alcohol; · Consuming alcohol in prohibited areas; · Installing any structure, screen, awning, sign or enclosure; · Exhibiting or distributing advertisements or handbills; · Fly drones or model aircraft; · Driving vehicles off marked vehicle areas or parking areas; · Play any musical instrument, sing, direct or procure any musical performances for a fee or reward; · The use of any public address (PA) system or electronically operated sound equipment; · Any use that brings in a third party supplier, including amusement devices, formal catering, etc.	ü
6	Written approval must be obtained from Council. An application must be made to Council at least four weeks in advance.		ü
7	The hire of sporting grounds to be considered only after seasonal sporting club and school use has been determined. Council may approve alternative dates or venues, subject to bookings, ground conditions and proposed use.		ü	ü
8	Fees and charges apply (see Council’s website).		ü	ü
9	All bookings are to be paid in full in advance of the event/ use of facilities.		ü	ü
10	Bonds may be withheld if terms and conditions of park hire are not adhered to.		ü	ü
11	Bonds may be utilised to cover any costs incurred by Council during the event, including the cost of monitoring the event for compliance with conditions of consent and/or legislative requirements as a consequence of carrying out the event.		ü	ü
12	The amount listed in the fees and charges is a minimum bond only. The Group Manager Trees, Parks & Sportsfields may increase the bond amount if the use is deemed to be a higher risk activity.		ü	ü
13	Costs will apply where Council incurs additional costs to: · provide a requested service; or · is required to clean up rubbish or pick up litter from a park, sporting grounds or change/ amenity building; or · empty full public park bins as a result of the event; or · repair unreasonable damage after use.		ü	ü
14	The Event Manager shall ensure that all damage to Council property, either deliberate or accidental is reported to Council as soon as possible, outlining full details of the incident.		ü	ü
15	An after-hours callout fee applies where council is required to attend the park to assist the hirer with matters such as access. Fees will be on a cost recovery basis. A minimum of 4 hours of staff overtime will be payable.		ü	ü
16	After the event, the site is to be returned to the same condition as it was in prior to the event. In the event that the Event Organiser does not make good the venue, Council will clean and repair the venue to the standard required by Council at the Event Organiser’s cost.		ü	ü
17	Booking cancellations will incur an administration fee plus any additional costs incurred by the Council as result of the hire.		ü	ü
18	Council will not refund any fees and charges for booking cancellations less than 7 days prior to the event.		ü
19	The park is hired in the condition as is. There may be works occurring in the park at the time. The Event Organiser is responsible for inspecting the site. Council takes no responsibility for the condition of the park and will not refund any fees and charges.		ü	ü
20	The Event Organisers are responsible for all operational costs associated with conducting their event.		ü	ü
21	A Certificate of Currency for public liability insurance of a minimum of $20 million must be submitted to Inner West Council. The policy must indicate that Inner West Council is noted as an Interested Party (Principal Indemnity Endorsement), and that the Business Activity shown on the Certificate of Currency must be appropriate for the organiser’s function, such as organising and running a community festival.		ü	ü
22	No public address (PA) system or electronically operated sound equipment shall be used unless approved by Council. Sound levels must not exceed LAeq 15 minute ≤ 65 dB(A) when measured at the nearest affected receiver (resident or business).		ü	ü
23	No temporary structures, amusement devices (e.g. jumping castles, temporary rides), equipment or stalls shall be placed within a park, unless approved by Council in writing.		ü	ü
24	No alcohol is permitted for sale at events in parks without a valid liquor licence and written Council approval.		ü	ü
25	The collection of monies and/or selling of goods, including an entry/ admission fee shall not be allowed within the confines of the park unless approved by Council in writing.		ü	ü
26	The Event Organiser must ensure that the venue and the surrounding area is maintained in a clean and tidy condition throughout the event, including the bump-in and bump-out phases.		ü	ü
28	Waste and recycling receptacles must have clear bin signs consistent with the NSW Environment Protection Authorities (EPA) standard away from home signage.		ü	ü
29	Smoking is not permitted in the following areas: Within any structures; · Within 10 metres of children’s play equipment in outdoor public places; · Spectator areas at sports grounds or other recreational areas used for organised sporting events; · Within 10 metres of a food fair stall.	ü	ü	ü
30	Access to the venue must be maintained for emergency vehicles and/or owners/tenants of properties requiring access.	ü	ü	ü
31	A minimum of 2.5 metres width must be maintained for pedestrian access at all times.	ü	ü	ü
32	A Tree Protection Plan is to be submitted to and approved by Council prior to the event.			ü
33	All temporary structures (including stalls, toilets, refrigeration units, generators etc.) are to be placed outside the Tree Protection Zone (TPZ) of any tree.		ü	ü
34	Tree protection measures shall be implemented and complied with for the duration of the event including site preparation and pack up.		ü	ü
35	Tree pruning is not permitted in any park/open space.	ü	ü	ü
36	Trench digging is not permitted in any park/open space.	ü	ü	ü
37	No signs or other structures are to be attached to trees or Council signage.	ü	ü	ü
38	Vehicles are not permitted to enter parks without prior written approval from Council.		ü	ü
39	Authorised vehicles driving in the park must not exceed walking pace and must have hazard lights on.		ü	ü
40	Authorised Vehicles are not permitted to drive on grassed areas within the venue unless turf protection measures such as temporary protective boards or flooring or similar measures are used.		ü	ü
41	No vehicle shall be parked within the confines of the venue during the event unless approved by Council.		ü	ü
42	Vehicles are not permitted to drive or park beneath the dripline of any tree within the venue under any circumstances.	ü	ü	ü
43	The following activities are not permitted within parks at any time: archery; golf; go karting (or using other motorised equipment); paintball; laser tag; riding horses; driving of model cars; sale or use of glass receptacles; camping or lodging overnight; possession or utilisation of any firearms; coal BBQs; lighting candles; lighting fires (this excludes utilising the Council provided BBQs).	ü	ü	ü
44	Balloons, plastic straws, glitter, party poppers, confetti and Colour Runs are not permitted within parks at any time.	ü	ü	ü
45	Plans/incentives to minimise single use packaging including coffee cups, plates and cutlery.		ü	ü
46	Council does not take park bookings for New Year’s Eve.		ü	ü
47	Council only permits weddings ceremonies in Parks (not wedding receptions).		ü	ü
48	An Event Approval must be obtained from Council. As much notice as possible must be given as other planning approvals (Section 68 or Development Application) may apply.			ü
49	If a Section 68 or Development Application is required, an application must be made to Council six months in advance.		ü	ü
50	Generally, Council will only approve one major event per quarter per park (this does not include leases, licences and seasonal sports grounds bookings).			ü
51	Council will not refund any fees and charges for booking cancellations less than 14 days prior to the event.			ü
52	Grass must be protected through the use of temporary protective boards or flooring to protect all high traffic areas including stalls, food, beverage and merchandise sale areas.		ü	ü
53	All structures must be weighted and not pegged.		ü	ü
54	When using water-weighted structures, water weights must be pre-filled and cannot be emptied onto the grass.		ü	ü
55	The Event Organiser is responsible for compiling any event plans required by Council. The size and nature of the event will determine if the Event Organiser must undertake the following, for approval by Council: · Prepare and implement a Traffic Management Plan · Prepare and implement a Risk Assessment and Management Plan · Prepare and implement an Emergency Management Plan · Provide security staff · Undertake community notification of the event · Install temporary fencing around the perimeter of the event · Prepare and implement an Alcohol Plan · Provide a drinking fountain or drinking tap · Install Variable Message Signs in advance of the event · Prepare and implement a First Aid Plan and provide first aid staff · Provide toilet facilities (in addition to existing park public toilets) · Prepare and implement a Waste and Litter Management Plan · Install “No Smoking” signs throughout the venue		ü	ü
56	The Event Manager is responsible for the satisfactory conduct of all person attending their event. The Event Manager shall ensure that the amenity of property owners adjoining parks is not disturbed by excessive noise, offensive language, poor behaviour or any other activity likely to cause unreasonable disturbance.		ü	ü
57	In consideration of the event details, Council at its sole discretion may apply additional conditions of approval, as deemed necessary.		ü	ü

The Events in Parks Guidelines provides further guidance around some of these conditions.

Annexure 2 – Parks & Facilities Which May be Booked

The following is a list of parks and facilities which may be booked:

	36th Battalion Park	Leichhardt
*	Algie Park	Croydon
	Allman Park	Ashfield
*	Arlington Recreation Reserve	Dulwich Hill
*	Ashfield Park	Ashfield
	Badu Park	Annandale
*	Balmain Road Sporting Ground (Callan Park)	Lilyfield
	Bill Peters Reserve	Ashfield
*	Birchgrove Park	Birchgrove
	Birrung Park	Balmain
*	Blackmore Park	Leichhardt
	Bridgewater Park (including picnic area)	Rozelle
*	Camdenville Park	St Peters
	Camperdown Memorial Rest Park	Newtown
*	Camperdown Park	Camperdown
*	Centenary Sportsground	Croydon
*	Cohen Park	Annandale
	College Street Playground	Balmain
	Cooks River Foreshore	Marrickville
	Darrell Jackson Gardens	Summer Hill
*	Easton Park	Rozelle
	Elkington Park	Balmain
	Enmore Park	Marrickville
	Evan Jones Playground	Leichhardt
	Ewenton Park	Balmain
	Gladstone Park	Balmain
*	Glover Street Sporting Ground (Callan Park)	Lilyfield
	Goodsir Street Reserve	Rozelle
*	HJ Mahoney Memorial Reserve	Marrickville
*	Hammond Park	Ashfield
	Hawthorne Canal Reserve	Leichhardt
*	Henson Park	Marrickville
	Hinsby Park	Annandale
	Hoskins Park	Dulwich Hill
	Illoura Reserve	Balmain East
	J.F. Laxton Reserve	Dulwich Hill
	Jack Shanahan Reserve	Dulwich Hill
	Jarvie Park	Marrickville
	Johnson Park	Dulwich Hill
	Kendrick Park	Tempe
*	King George Park	Rozelle

*	Leichhardt #2	Lilyfield
*	Leichhardt #3	Lilyfield
	Leichhardt Park - (Giovinazzo Grove)	Lilyfield
	Leichhardt Park - (Peace Grove)	Lilyfield
	Lewis Herman Reserve	Ashfield
	Lookes Avenue Reserve	Balmain East
*	Mackey Park	Marrickville
	Marr Reserve	Leichhardt
*	Marrickville Park	Marrickville
	McNeilly Park	Marrickville
	Montague Gardens	Stanmore
	Mort Bay Park	Birchgrove
	Morton Park	Dulwich Hill
	O'Connor Reserve	Rozelle
	O'Dea Reserve	Camperdown
	Origlass Park	Balmain East
	Paringa Reserve	Balmain
	Peacock Point	Balmain East
*	Petersham Park	Petersham
	Pioneers Memorial Park	Leichhardt
*	Pratten Park	Ashfield
	Propeller Park	Balmain East
	Punch Park	Balmain
	Richard Murden Reserve	Haberfield
	Robson Park	Haberfield
	Shields Playground	Leichhardt
	Simmons Point Reserve	Balmain East
	Simpson Park	St Peters
	Smith Hogan Spindlers Park	Annandale
*	Steel Park	Marrickville
	Sydenham Green	Sydenham
	Tempe Lands – Village Green	Tempe
*	Tempe Reserve	Tempe
	Thornton Park	Balmain East
	Tillman Park	Sydenham
	Wangal Nura Park	Leichhardt
	War Memorial Park	Leichhardt
*	Waterfront Drive Sporting Ground (Callan Park)	Lilyfield
	Weekley Park	Stanmore
	Whites Creek Valley Park	Lilyfield
	Wicks Park	Marrickville
	Yeo Park	Ashfield
	Yurulbin Park	Birchgrove

* Note: for sporting grounds located within a Park – priority will be given to sporting club bookings

The following skate parks may be booked:

· Darrell Jackson Gardens

· Dulwich Hill Skate Park

· Sydenham Green

· Whites Creek Valley Park

The following rotundas may be booked:

· Elkington Park

· Camperdown Park

· Petersham Park

All other Council picnic areas (included shelters) cannot be booked and may be utilised on a first come first use basis

Council Meeting

28 August 2018

Events in Parks

Guidelines

Table of Contents

Table of Contents. 2

1. Introduction. 4

2. Traditional Welcome to Country. 4

2.1. Traditional Welcome to Country. 4

2.2. Acknowledging Traditional Custodians. 4

3. Event Organiser 5

4. Event Plan. 5

4.1. Overview Section. 5

4.2. Event Running Sheet 6

4.3. Contact List 6

4.4. Other Event Plan Items. 6

5. Event History. 7

6. Stakeholder Meeting. 7

7. Insurance. 7

8. Counter Terrorism Crowded Places Security Audit & Self-Assessment Tool 7

9. Traffic & Pedestrian Management Plan. 8

10. Accessibility. 9

11. Risk Assessment & Management Plan. 9

12. Emergency Management Plan. 11

13. Work Health and Safety. 11

14. Security & Crowd Control 11

15. Community Notification. 12

16. Wet Weather Contingency. 12

17. Entertainment and Noise Management 13

18. Site Plan, Temporary Structures, Equipment and Stalls. 13

19. Tree Management and Protection Plan. 14

19.1. General Tree Protection Measures. 15

20. Amusement Devices. 15

21. Energy Use. 17

22. Drones. 17

23. Fireworks. 17

24. Bay Run and other Running/ Walking Events. 18

25. Dangerous Activities. 18

26. Linemarking. 18

27. Sale of Goods, Admission Fees & Fencing. 18

28. Food Handling. 19

29. Alcohol 19

30. Drinking Water 20

31. Signage. 20

32. First Aid. 20

33. Toilets. 20

34. Waste Management 21

35. Smoking. 22

36. Other Approvals. 23

Annexure 1 - Sample Risk Assessment and Control Template. 24

Annexure 2 - Event Audit Checklist Sample Template. 25

Annexure 3 - Sample Community Notification Letter Template. 28

1. Introduction

The Guidelines provide advice on the management of major events in parks in the Inner West. Depending on the size and nature of the event, it is not intended or envisaged that all of the matters outlined in this document will apply to all events. Event Organisers are to utilise this document as a guideline, as relevant to the individual circumstances of the event they are planning.

Event Organisers must comply with the Events in Parks Policy, which is a separate document available on Council’s website.

2. Traditional Welcome to Country

2.1. Traditional Welcome to Country

At Inner West Council events and functions, a Traditional Welcome to Country speech is given. We invite you to also incorporate this into your event.

A Welcome to Country is a speech given by a traditional custodian of the land, usually a Community Elder or representative nominated by the Metropolitan Local Aboriginal Lands Council (MLALC). It is mostly done at major events and meetings. It welcomes people to visit and meet on the traditional area. The traditional custodians of the area are people who have originally come from that region, and also are acknowledged by the community.

The original residents of the Inner West LGA were the Gadigal and Wangal peoples, clans of the Eora nation. Despite dispossession of land, the traditional custodians have a continuing relationship with the land.

In general, a non-Aboriginal person, or an Aboriginal person from a different community, cannot present a Welcome to Country. They should present an Acknowledgement of traditional custodians.

A Welcome to Country should be considered for all major events. Where a Welcome to Country is considered, thought should also be given to whether the Aboriginal Flag should be displayed.

2.2. Acknowledging Traditional Custodians

For less formal events, or where a Welcome to Country is not possible, an acknowledgement of the traditional custodian should be considered as a sign of respect and recognition.

Examples of an acknowledgement include:

“Today we gather on the traditional lands of the Gadigal and Wangal people, lands on which Aboriginal peoples have performed age-old ceremonies of celebration, initiation and renewal. I acknowledge their custodianship over many centuries and their ongoing connection to these lands and contribution to our community”

“I would like to acknowledge the Gadigal and Wangal peoples of the Eora nation who are the traditional custodians of this land. I would also like to pay respect to Aboriginal Elders, past and present, and acknowledge their young people who will be our future leaders.”

It is also appropriate to acknowledge particular individuals such as Community Elders or representatives of the local Aboriginal community, Aunties or Uncles, if this is known:

“I would like to acknowledge the Gadigal Wangal people who are the Traditional custodians of the land we are meeting on and remind people that we are on Aboriginal land. I also acknowledge and pay my respect to the Elders and in particular those attending today’s event.”

3. Event Organiser

Depending on the type and size of the event, Council may require the event to have a suitably qualified Event Organiser to plan and manage the event, including on the day of the event. The Event Organiser shall provide to Council the contact number of a responsible person who may be contacted on the day of the event.

The nominated Event Organiser must be able to demonstrate that they have previously managed similar type and size events, preferably in a public location. Council may require the Event Organiser to provide details of referees, whom Council may contact.

An Event Organiser is defined as a legal entity responsible for the event, that is, the entity who has taken out public liability insurance for the event. Legal liability and responsibilities are not diminished if the event is a community or not-for-profit event.

An Event Organiser may be an individual or an organisation. The Event Organiser may or may not also be an employer. The employer has specific duties and responsibilities under Work Health and Safety legislation. All Event Organisers have a duty of care to provide for a safe event.

It is a legal requirement that Event Organisers obtain all relevant statutory and

regulatory permits required to stage events in the Inner West. The Event Organiser must comply with all legal requirements relevant to the operation of the event and use of the venue and to ensure that all employees, agents and other persons associated with the event also comply.

4. Event Plan

The Event Organiser is responsible for compiling an event plan and submitting a draft at the beginning of the Park Event application process. The size, scope and complexity of an event will determine what elements to include in the event plan. This section outlines the compulsory requirements, as well as other areas you may need to address. Please note that this is not an exhaustive list and you may need to undertake other preparation tasks.

The NSW Department of Premier & Cabinet have created an Event Starter Guide which may be of further assistance (https://www.dpc.nsw.gov.au/tools-and-resources/event-starter-guide/).

4.1. Overview Section

The event overview section of your event plan should provide a high level summary to provide relevant people with a broad understanding of your event. Information in this part of your plan should include:

· event name

· event locations

· a description of your event

· the main purpose of your event

· event times and dates

· dates and times of building and dismantling event infrastructure (known as bump in and bump out)

· an overview of your event’s key entertainment and activities

· target audience

· how the event is being promoted and publicised, and

· estimated attendance

4.2. Event Running Sheet

A running sheet sets the timing and sequence of your event so that you and other key stakeholders know what is happening and when. A good running sheet includes a timeline of the event production schedule including bump-in/bump-out, event timings, locations and program details. It also outlines key tasks and who is responsible for that task.

4.3. Contact List

A contact list is necessary and should outline all of the key contacts for the event, including but not limited to staff, volunteers, contractors, stakeholders and public authorities (if applicable). It is also essential to add in any emergency contact details, including but not limited to 000.

You might need specialist personnel on-site or on-call, including electricians, plumbers, sound, lighting technicians and waste management contractors.

4.4. Other Event Plan Items

Depending on the nature and size of the event, the Event Plan may also include the following:

· Stakeholder meeting schedule and outcomes/ actions

· Counter Terrorism Crowded Places Security Audit & Self-Assessment Tool

· Traffic and pedestrian management plan

· Risk assessment and management plan

· Emergency management plan

· Security and crowd control

· Community notification

· Tree management and protection plan

· Wet weather contingency

· Noise management

· Location and details on temporary structures, equipment and stalls

· Management of amusement devices

· Management of drones

· Management of outdoor movies

· Sale of goods, admission fees and fencing

· Food handling

· Alcohol

· Drinking water

· Signage

· First aid

· Toilets

· Waste and Litter Management

· Smoking

See below in the document for further advice on these items.

5. Event History

If the event is a reoccurring one, when determining whether to approve a park event, Council may take into consideration the management of previous events. If Council (and/ or the NSW Police and/ or RMS) have raised concerns about prior events, these concerns will be placed in writing to the event applicant. When reviewing applications for future events, Council (and/ or the NSW Police and/ or RMS) may refuse the application, or alternatively, may request further information to satisfy itself that the concerns have been addressed.

6. Stakeholder Meeting

Depending on the size and location of the event, Council may require the Event Organiser to arrange a pre-event and/ or a post-event stakeholder meeting with Council and organisations such as the NSW Police, RMS and public transport providers. The purpose of these meetings is to ensure that events are managed well, stakeholders are informed and all organisations understand their roles and responsibilities.

Council will determine if meetings are also required to be held with local community members or groups.

7. Insurance

Every event must have appropriate public liability insurance to ensure the organising committees and their members are financially protected against loss should an incident occur.

A Certificate of Currency for public liability insurance of a minimum $20 million must be submitted to Inner West Council along with your application.

The Certificate of Currency must outline:

· The name of the Insurer;

· The limit of the indemnity;

· Currency of the policy at the time of the event.

The policy must indicate that Inner West Council is noted as an Interested Party (Principal Indemnity Endorsement), and that the Business Activity shown on the Certificate of Currency must be appropriate for the organiser’s function, such as organising and running a community festival.

8. Counter Terrorism Crowded Places Security Audit & Self-Assessment Tool

All Event Organisers must use the online tools found on the Secure NSW website to assess their event. On this website you will find the Crowded Places Security Audit and the Crowded Places Self-Assessment Tool. The result of the Crowded Places Self-Assessment Tool will determine if you need to speak with NSW Police about your event.

See this website for further details:

http://www.secure.nsw.gov.au/useful-resources/guidance-material/content.html

A copy may need to be provided to Council.

9. Traffic & Pedestrian Management Plan

The Event Organiser is responsible for the preparation of a traffic and pedestrian management plan. The traffic and pedestrian management plan should take into consideration:

· Private vehicle access, travel routes and parking impacts;

· Service vehicle access;

· Public transport access;

· Pedestrian access;

· Cyclist access.

The traffic and pedestrian management plan should encourage the use of public and active transport as far as possible. Depending on the size of the event, Council may require the Event Organiser to work with public transport providers (State Transit Authority, Sydney Trains, and NSW Taxi Association) to provide additional services to the area. Council may require the Event Organiser to demonstrate that they have undertaken measures to encourage event participants to travel via public and active transport. Council may require the Event Organiser to provide shuttle bus services to the event.

The traffic and pedestrian management plan will need to take into consideration the following impacts:

· Event participants (crowd size);

· The nature of the event including whether all event participants will arrive/ leave at the same time or whether this will be staggered;

· Event Organisers undertaking set up/ pack down (e.g. Stallholders);

· Safety issues associated with the event (particularly for pedestrians and pedestrian access);

· Impacts on the surrounding neighbours and business owners;

· Capacity of adjacent road network to handle expected traffic volumes;

· Any recommendations from the NSW Police and/ or RMS for traffic management.

The traffic and pedestrian management plan should include:

· Traffic diversion/redirection: Including details of road closures, detours, VMS signs and special event clearway signs;

· Access: Site map with access points for contractors, patrons, stallholders, entertainers, staff, VIPs, local businesses, residents and emergency vehicles;

· Access: Consideration of access for attendees with particular access requirements including:

o A person with hearing or vision impairment;

o A person who use a wheelchair;

o A person with an intellectual disability;

o An elderly or less mobile person;

· Loading and unloading: Details about loading and unloading arrangements for contractors, stallholders, waste management contractors, entertainers, staff, volunteers and patrons;

· Parking: Details about parking arrangements for contractors, stallholders, entertainers, staff volunteers, and patrons (including accessible parking);

· Notification: Advertising road closures and special event clearways, resident/business letterbox drop, public transport notification.

If there will be impacts on traffic flow and/ or pedestrian safety, it may be necessary to prepare a Traffic Control Plan and hire Traffic Controllers and/ or User Pays Police Services. All Traffic Controllers must have appropriate RMS Traffic Controller qualifications. Further information on User Pays Police Services is available on their website (http://www.police.nsw.gov.au/online_services/user_charges_user_pays_policing_services). The Event Organiser is responsible for all costs associated with traffic control.

If temporary road closures or alterations to regulatory signs and markings are required to facilitate the event, this will need to be referred to the Inner West Local Traffic Committee for review and recommendation to a Council Meeting for determination. Three months should be allowed for this process. If your event involves a road closure/s or impacts the public transport network, this must be advertised in the local newspaper for a minimum 28 days inviting public submissions for consideration by Council prior to Traffic Committee consideration and Council determination. Fees and charges apply.

10. Accessibility

Accessibility needs to be given consideration in planning for the event. This includes accessible pathways for pedestrians and accessible parking near the event space.

At major events, an events space should be considered as a time out space for people with disabilities.

Further information on inclusion and accessibility can be found in Council’s Inclusion Access Plan.

11. Risk Assessment & Management Plan

A risk assessment and management plan is an essential aspect of planning any event. A risk assessment management plan identifies all the potential risks that may arise from holding an event and then lists the steps Event Organisers will take to reduce or mitigate identified risks. The strategies for emergency and risk management must comply with ISO 31000 standards.

A risk can mean many things. For community events in the Inner West the main risks to consider are anything that could:

· Cause harm to a person;

· Cause damage to equipment, infrastructure, the event site or the environment.

A risk assessment should consider:

· Existing risks of the site;

· Risks the event creates;

· External risks that the Event Organiser has little control over but which may need to be managed at the event.

A template is available in Annexure 1 - Sample Risk Assessment and Control Template.

The following are some risks which should be considered. This is by no means intended to be an exhaustive list.

· Trip hazards

· Sun exposure or adverse/ extreme weather

· Medical emergencies, including drug and alcohol issues, injuries or heat stroke

· Emergencies requiring involvement of the police or fire brigades

· Inadequate security

· Property damage or loss

· Lost children

· Property damage or loss or theft

· Fire

· Marquee collapse

· Working at heights during bump in/ bump out

· Broken glass

· Litter getting into waterways or becoming airborne

· Contamination of land or waterways

· Pollution incident

· Food poisoning

· Electrocution

· Equipment, power or water failure

· Manual handling of equipment

· Disorderly conduct and/ or drug and alcohol affected participants

· Noise nuisance caused to neighbours

· Excessive litter left at the event

· Loss of key contractors

· Overcrowding or crowd control

· Inadequate toilet facilities

· Inadequate waste management

· Lack of parking

· Inadequate access for emergency vehicles

· Inadequate access for waste collection vehicles

· Inadequate pedestrian safety

· Moving vehicles near the event site

· Body of water near the event site

· Jumping castles or carnival rides

It is important to remember that every event is different, different risks exist and different mitigation measures will need to be deployed.

All risks need to be eliminated where possible. However, this is not always possible therefore other measures need to be taken to reduce the risk and create a safer environment. The Event Organiser is responsible for site inspections and removing and/or reducing hazards prior to the start of the event (including bump in/ bump out).

A template is available in Annexure 2 - Event Audit Checklist Sample Template.

The Event Organiser is responsible for ensuring that all staff, contractors, casual workers and volunteers who are to work at the site or event receive a site safety induction before commencing any work.

The Event Organiser occupies and uses the venue at the Event Organiser’s own risk. Council does not take any responsibility for staff or participant accident or injury. Council does not take responsibility for any loss or damage to any infrastructure and equipment associated with your event installed in a venue. All infrastructure and equipment that is at the venue is at the Event Organiser’s risk.

12. Emergency Management Plan

The Event Organiser is responsible for the preparation of an emergency management plan. The plan must clearly define the processes to be followed in the event of an emergency situation occurring at the event.

This plan should be considered a “living document” and it should outline:

· The potential emergencies that may arise;

· The written procedures developed in response to the potential emergencies;

· The staff members responsible for particular actions in an emergency situation;

· Maximum crowd capacity for event site, plan crowd safety including safe entry and exit for maximum capacity crowds;

· Make note of or plan large crowd egress/exit routes and emergency assembly points;

· Develop and document evacuation and emergency plans;

· Any recommendations from the NSW Police and other emergency service agencies.

The Event Organiser is responsible for notifying the local Emergency Services (Police, Ambulance, Fire Brigade, and SES) of the proposed event and provide any information that they request.

Adequate hand held fire extinguishers must be readily available at all times during the event.

13. Work Health and Safety

You have a duty of care to provide a safe environment in which staff, volunteers, performers and contractors can work.

Refer to the SafeWork NSW website (http://www.safework.nsw.gov.au/) to check what your legal responsibilities are.

14. Security & Crowd Control

The Event Organiser is responsible for security and crowd control. Depending on the type and size of the event, not all events will require security staff. The Event Organiser is at all times responsible for the good order, conduct and behaviour of those persons attending the event. Council may specify that security staff are a requirement of your event approval.

Security staff can be engaged to carry out a range of duties at an event. This may include:

· Controlling entry into venues or events;

· Monitoring and communicating on crowd and individual behaviour, including underage drinking or drug use;

· Dealing with potentially aggressive, abusive or violent behaviour;

· Verbally or physically managing aggressive, abusive or violent behaviour;

· Coordinating emergency evacuation of a venue or event;

· Induction, security and safety inspection of site;

· Liaising with emergency services.

You must consider external factors that may compromise the security of your event:

· Is the location of your event safe at all hours of the day and night? Consider what activity may take place at your event site during set up and pack down.

· Will your equipment be set up for an extended period of time without many people on site?

· Is there anything at your event that could be vandalised or damaged?

· Are you expecting large crowd numbers?

· Is there any possibility of crowd clashes?

· Have you monitored the extent of your event's marketing campaign to feel confident in your estimates of crowd numbers?

Any security staff operating within a Council park must be engaged through a professional security company and they must have appropriate accreditation in accordance with the current NSW legislative and regulatory requirements.

The number of security staff you will need will depend on the following:

· Whether alcohol is being served;

· Recommendations from the NSW Police and/ or conditions of your liquor licence;

· Recommendations from the security company based on the size of your event. They will provide this information in-line with relevant legislation;

· Whether the event is high-risk.

If temporary structures, equipment or waste containers are left overnight in a park, the Event Organiser must arrange overnight security at their expense.

15. Community Notification

The Event Organiser is responsible for community notification to the residents and business owners in the surrounding area that an event will be taking place. It is particularly important to do this if the event is likely to have an impact on the normal activities of local residents. The community notification must go to impacted properties at least seven days prior to the event bump-in. The community notification must include a mobile telephone contact number of the Event Organiser or their delegate. The Event Organiser must provide the Council with documented evidence of notification with the residents and businesses within the vicinity of the venue.

This letter is also an opportunity to invite these residents to attend or participate in your event. A sample letter is provided in Annexure 3 - Sample Community Notification Letter Template.

Depending on the size and nature of the event, the area of letter distribution will vary. Council will provide advice on the area to be notified.

The Event Organiser is responsible for addressing and/ or mitigating any impacts identified by the local community.

As part of any Section 68 Application, Council may also seek community feedback on the proposed event.

16. Wet Weather Contingency

The Event Organiser should prepare a wet weather plan. If cancellation or postponement of the event will be required, outline how the information will be communicated to the attendees in the case of wet weather.

Parks may be closed by Council, at its sole discretion, if damage may occur, there are safety concerns or essential works are required. This decision is not negotiable. No fee refunds are applicable.

17. Entertainment and Noise Management

The Event Organiser is responsible for noise management. It is important to minimise disruption to local and surrounding residents and businesses by monitoring the level of noise created by the event.

No public address (PA) system or electronically operated sound equipment shall be used unless approved by Council as part of the event. Sound levels must not exceed LAeq 15 minute ≤ 65 dB(A) when measured at the nearest affected receiver (resident or business). Sound levels should be regularly monitored.

Noisy activities should be located within the venue in an area that is least likely to affect nearby residents. Sound amplifiers should be pointed in a direction that minimises noise for nearby residents.

A licence is required to use live music and or recorded music at the event if that music is protected by copyright. The person who authorises the playing or performance of music at any event is responsible for obtaining the appropriate licences from the Australasian Performing Right Association (APRA) and the Phonographic Performance Company of Australia (PPCA).

Any entertainment must be suitable for a public space. No offensive entertainment material will be permitted.

18. Site Plan, Temporary Structures, Equipment and Stalls

Council must give approval in writing for all temporary structures, amusement devices (e.g. jumping castles, temporary rides), equipment and stalls proposed to be placed within a park.

Council will not grant approval for the use of canteens which are being utilised by sporting clubs for seasonal bookings.

The Event Organiser must prepare an event layout and a site plan which should outline the layout of the event:

· The location of permanent park structures, trees and vegetation;

· The location, height and fixing methods of temporary structures, generators, fencing, amusement devices, equipment, and stalls (including their footprint size in m²);

· Water and power supplies;

· Location of loudspeakers, amplifiers and PA systems;

· Approved alcohol consumption areas;

· Waste and recycling facilities (for both visitor use and back of house);

· Location of waste management access points;

· Vehicle access points for bump in and out (including bump-in and out schedules);

· Pedestrian access routes;

· Parking (cars and bicycles);

· The location of temporary signage, including directional signage outside the event venue;

· The location of emergency access points;

· First aid facilities.

Site plans should be clear, drawn to scale, with the scale and a legend noted on the plan.

Event Organisers must include adequate measures to ensure that the park and trees are protected from damage, including:

· Protection of grass through the use of temporary protective boards or flooring to protect all high traffic areas including stalls, food, beverage and merchandise sale areas;

· Where possible, structures should be located on hard surfaces (e.g. concrete pathways) to limit impact on the lawns;

· Protection of garden beds and plantings through use of barricading not less than 2 metres off the garden beds to prevent public access;

· Tree pruning and or trench digging is not permitted in any park/open space;

· No signs or other structures are to be attached to trees unless approved by Council as part of the event;

· All structures must be weighted and not pegged;

· When using water-weighted structures, water weights must be pre-filled and cannot be emptied onto the grass;

· Vehicles are not permitted to enter parks without prior written approval from Council.

The Event Organiser is responsible for ensuring temporary and custom built structures are erected and secured in accordance with the manufacturers/structural specifications to ensure they are structurally sound and can withstand likely wind in the locality and any likely live loadings. These manufacturers/structural specifications are to be provided to Council prior to the event. Separate certification shall also be provided to Council by the installers, for the structures, confirming installation on site in accordance with the relevant specifications. Stage structures are not to be loaded in excess of those loadings recommended by the suppliers and/or manufacturer.

Any lighting, rigging, scaffolding or the like associated with the subject stages shall be constructed and certified by a Work Cover licensed rigger.

Electrical services serving the stage and/or associated structures shall meet with the relevant legislation and standards and be certified by a licensed electrical contractor prior to the commencement of use.

All mechanical and electrical installations including generators, electrical cabling and any mobile structures are to be surrounded or covered by appropriate physical barriers so as to prevent unauthorised access by the public at all times, and to protect ground laid cabling from being trip hazards, during the event. Where a cable tray is used the Event Organiser will be solely responsible for ensuring it does not pose a trip hazard to pedestrians. The Event Organiser must take immediate action to remove or replace any cable tray which creates a public safety hazard.

The Event Organiser is responsible for ensuring all stall holders comply with the Event approval conditions and any other relevant legislation. All suppliers must have their own public liability insurance.

19. Tree Management and Protection Plan

Trees are significant elements of most parks in the Inner West and it is important that they are adequately protected during event to prevent damage. The Event Organiser is responsible for the preparation Tree Protection Plan which is to be prepared by an arborist with a minimum AQF Level 5 qualification in arboriculture and submitted to Council prior to the event for approval.

The Tree Protection Plan should address the following areas:

· Designated access routes by vehicles, equipment and proposed locations of track matts where vehicles will be driving on grassed areas near trees;

· A plan showing accurate locations of existing trees within the park (Council may be able to assist in providing this information) in the immediate vicinity of the event and the required Tree Protection Zones (TPZ);

· The location of stalls, stages and portable toilets, etc;

· Indication of the height and weight of the delivery vehicles that will be accessing the park.

Tree protection measures detailed in the plan shall be implemented and complied with for the duration of the event including site preparation and pack up.

Payment of a tree protection bond will be required, prior to approval of the event. All damage to Council trees, either deliberate or accidental should be reported to Council as soon as possible, outlining full details of the incident.

After the event the Event Organiser shall arrange an inspection of the trees within the park for any damage before any bond is released.

19.1. General Tree Protection Measures

· All trees shall be protected in accordance with the Australian Standard Protection of Trees on Development Sites AS 4970—2009);

· All temporary structures (including stalls, toilets, refrigeration units, generators etc.) are to be placed outside the TPZ of any tree;

· Tree branches and trunks are not to be used to support temporary decorations, electrical cables, or signage. No fixings are to be placed in/on trees;

· Track mats must be used to protect all surface tree roots from damage by stage or scaffold structures;

· Ground protection, trunk and branch protection, mulching and / or tree protection fencing shall be utilised where directed by Council (if not already identified on the approved Tree Protection Plan);

· The Event Organisers and their appointed staff are responsible for the supervision of all event contractors, vehicle and plant operators during the event to ensure tree protection measures are adhered to. This includes the induction of all staff on the importance of the tree protection. Vehicles/equipment shall travel along on the formally identified route during their arrival and departure.

20. Amusement Devices

Amusement devices such as jumping castles, (and other inflatable equipment) ponies, bubble soccer, petting / reptile zoos must be approved by Council and will only be permitted within the following parks:

	Park Name	Suburb
	36th Battalion Park	Leichhardt
	Albert Parade Reserve	Ashfield
*	Algie Park	Haberfield
*	Ashfield Park	Ashfield
	Bill Peters Reserve	Ashfield
*	Birchgrove Park	Birchgrove
	Birrung Park	Balmain
*	Blackmore Park	Leichhardt
	Bridgewater Park	Rozelle
*	Camdenville Park	St Peters
	Camperdown Memorial Rest Park	Newtown
*	Camperdown Park	Camperdown
*	Centenary Sportsground	Croydon
*	Cohen Park	Annandale
	Darrell Jackson Gardens	Summer Hill
	Dobroyd Parade North Reserve	Haberfield
*	Easton Park	Rozelle
	Elkington Park	Balmain
	Enmore Park	Marrickville
	Evan Jones Playground	Leichhardt
	Ewenton Park	Balmain
	Gladstone Park	Balmain
*	Glover Street Sporting Ground Callan Park	Lilyfield
*	HJ Mahoney Memorial Park	Marrickville
*	Hammond Park	Ashfield
	Hannan Reserve	Rozelle
	Henson Park (surrounds)	Marrickville
	Hoskins Park	Dulwich Hill
	Hyam Street Reserve (Vernardi Green)	Balmain
	J.F. Laxton Reserve	Dulwich Hill
	Jack Shanahan Reserve	Dulwich Hill
	Jarvie Park	Marrickville
	Kendrick Park	Tempe
*	King George Park	Rozelle
	Lambert Park	Leichhardt
*	Leichhardt #2 (Leichhardt Park)	Lilyfield
*	Leichhardt #3 (Leichhardt Park)	Lilyfield
	Leichhardt Park (Giovinazzo Grove)	Lilyfield
	Lookes Avenue Reserve	Balmain East
*	Mackey Park	Marrickville
	Marr Reserve	Leichhardt
*	Marrickville Park	Marrickville
	McNeilly Park	Marrickville
	Montague Gardens	Stanmore
	Mort Bay Park	Birchgrove
	Morton Park	Dulwich Hill
	O'Connor Reserve	Rozelle
	O'Dea Reserve	Camperdown
	Paringa Reserve	Balmain
*	Petersham Park	Petersham
	Pioneers Memorial Park	Leichhardt
	Punch Park	Balmain
	Richard Murden Reserve	Haberfield
	Robson Park	Haberfield
	Shields Playground	Leichhardt
	Simpson Park	St Peters
	Smith Hogan Spindlers Park	Annandale
*	Steel Park	Marrickville
	Sydenham Green	Sydenham
	Tempe Lands – Village Green	Tempe
*	Tempe Reserve	Tempe
	Tillman Park	Sydenham
	Underwood Reserve	Summer Hill
	Wangal Nura Park	Leichhardt
	War Memorial Park	Leichhardt
*	Waterfront Drive Sporting Ground (Callan Park)	Lilyfield
	Whites Creek Valley Park	Lilyfield
	Wicks Park	Marrickville
	Yeo Park	Ashfield

*Note: sporting events take priority on the sporting ground area over casual events

The Event Organiser is responsible for providing their own electricity for amusement devices (e.g. by generator).

If a hirer is bring an amusement device into a Park they must booking the Park no matter how many people they have at the event.

Ponies and petting/ reptile zoos will require a plan for animal waste management and avoiding windblown animal bedding.

21. Energy Use

In line with the residents’ ambition for an environmentally sustainable community, the Inner West Council is committed to reducing energy use and moving toward 100% renewable electricity. The Event Organiser should prioritise energy efficient electrical equipment and consider cleaner energy options where possible (e.g. biodiesel for generators)

22. Drones

Drones must be operated in accordance with the requirements of the Civil Aviation Safety Authority. Information is available on their website: https://www.casa.gov.au/aircraft/landing-page/flying-drones-australia

23. Fireworks

Where a registered contractor is not being engaged for the purchase, use, store, manufacture, supply and transport of fireworks, a licence must be obtained from SafeWork NSW, and a copy must be provided to Council. Information is available on their website: http://www.safework.nsw.gov.au/licences-and-registrations/licences/explosives-and-fireworks-licences/fireworks

If the fireworks are on water, approval must also be obtained from RMS.

Council may also impose additional conditions on the use of fireworks.

24. Bay Run and other Running/ Walking Events

All running / walking events are subject to approvals set out in the table mentioned in 6.2 Planning Approval by Council’s Development Assessment & Regulatory Services team (where needed).

All running / walking events must submit a potential course map with their booking application. Where running/ walking events are held regularly at the same location, staff may require the course to be rotated to prevent wear and tear on the turf. Staff can assist the Event Organiser in determining a range of routes.

To minimise impact on the surrounding residents and other Bay Run users, a maximum of one organised event per month will be approved for the Bay Run. No organisation is permitted to promote their event or company on the Bay Run (ie) handing out flyers, setting up pop up stalls or erecting banners

25. Dangerous Activities

Council must help ensure the safety of all park users. Council will not grant approval to dangerous and unsuitable activities. This includes but is not limited to archery; golf; go karting; paintball; laser tag; riding horses; driving of model cars; sale or use of glass receptacles; camping or lodging overnight; possession or utilisation of any firearms; coal BBQs; lighting candles; lighting fires (this excludes utilising the Council provided BBQs).

26. Linemarking

Where there is existing linemarking for use by the seasonal sporting clubs bookings, Council will not paint temporary linemarking for events. Cones may be utilised as an alternative.

27. Sale of Goods, Admission Fees & Fencing

The collection of monies and/or selling of goods, including an entry/ admission fee shall not be allowed within the confines of the park unless approved by Council in writing as part of the Section 68 Application.

If your event includes any form of selling in public place a vendor list will need to be completed, outlining vendor contact details, a description of items for sale and a detailed site plan. Forms of selling include but are not limited to goods, services, food, beverage, carnival rides, entry tickets and merchandise. Vendors should be made aware of Council’s objectives around waste as set out in the Waste Management section.

Depending on the size and location of the event, Council may require the Event Organiser to install temporary fencing around perimeter of the event and its approaches for safety purposes. Council may require the Event Organiser to operate managed entrance/ exits to the event to manage and restrict participant numbers.

Any proposed security fencing must be designed and installed to accommodate expected crowd loads in the venue.

The sale of goods is prohibited in some parks such as Pioneers Memorial Park.

28. Food Handling

Council must give approval in writing for all temporary food businesses proposed as part of the event.

Food Safety laws in New South Wales include the Food Act 2003, the Food Regulation 2015 and the Food Standards Code which incorporates the Food Safety Standards. The aim of these laws is to ensure that safe and suitable food is provided to consumers and to reduce the level of food-borne illness in Australia.

Guidelines for food businesses at temporary events have been developed by the NSW Food Authority and can be viewed at the NSW Food Authority website (http://www.foodauthority.nsw.gov.au/_Documents/retail/temp_events_guideline.pdf?utm_campaign=redirected).

Note that Council encourages recycling of food containers, please see the section on 7.32 Waste Management for details.

Council utilises a risk-based system to determine if food premises associated with the event will be inspected. Any food inspections will be undertaken by Council’s Environmental Health Officer.

29. Alcohol

No alcohol is permitted for sale at events in parks without a valid liquor licence and written Council approval. Evidence of a liquor licence for the event must be supplied to Council and displayed at the event. All stall holders and staff handling alcohol must be qualified with a Responsible Service of Alcohol competency card.

If alcohol is being served or sold, depending on the size and nature of the event, the Event Organiser may need to prepare an Alcohol Plan. Major concerns with providing alcohol at events are; preventing the sale or provision of liquor to minors, preventing unduly intoxicated/disorderly persons and preventing access by minors to licensed areas. Licensed areas should be clearly marked on the site plan, as well as any dry areas, and food should always be made available to guests.

The Alcohol Plan should detail:

· The type of alcohol that will be available

· The containers in which it will be served (glass containers are not permissible in parks)

· Provisions for container collection during and after the event

· Designated dry areas

· Food provision areas and types of food available

· The number and location of security personnel who will manage the area (this may also be included in your security plan)

· The location of toilets and the ratio of toilets per attendees

· The number of bar staff and their training levels

· The proposed trading hours of the alcohol serving areas.

30. Drinking Water

Events must cater for the health and comfort of patrons. Under the Building Code of Australia, Event Organisers must provide one drinking fountain or drinking tap for every 150 patrons or part thereof. For events with less than 150 patrons, drinking water should be made freely available or if not feasible, cost less than the lowest price of any other drink sold to patrons.

Access to Council’s water supply will vary depending on the water and irrigation system within each park.

Portable water vans can be hired by the Event Organiser. Sydney Water is also able to provide drinking water fountains to large events (for a fee).

Note that Council encourages reduction of plastic water bottles, and communications for events should encourage patrons to bring their own water re-usable bottles (see 7.32 Waste Management section for further details).

31. Signage

The Event Organiser must provide a detailed signage proposal that outlines all the proposed directional, amenity, emergency evacuation and assembly points, vehicle access for entry and exit on and off site, pedestrian access, accessibility options, multi-lingual, event/program schedule and event branding signage to be installed at the event. Please include details such as quantity, size, positioning and installation method. Signage includes variable message signs (VMS boards), billboards, banners, bunting, corflutes, maps and flags. Also include sponsorship/corporate logos attached/imprinted on marquees, temporary site sheds/buildings, inflatable gantries or fencing.

Signage may not be attached to trees. Council structures or cover the top of existing Council signage without written approval from Council.

Depending on the size and location of the event, Council may require the Event Organiser to install VMS boards in advance of the event, to advise the public of the proposed upcoming event.

32. First Aid

The Event Organiser should have a First Aid plan and procedures in place. The number of first aid personnel and posts/stations required will depend on the size of the event. First Aid personnel should be trained. First aid personnel and facilities must be easily identified by patrons and adequately equipped.

33. Toilets

The Event Organiser is responsible for ensuring that adequate toilet facilities are available for all participants, including accessible facilities.

Any park public toilets will generally be made available for use during an event. The Event Organiser is responsible for cleaning the public toilets during and at the conclusion of the event.

The number of temporary toilets to be provided will depend on things such as:

· Anticipated crowd numbers (maximum number of patrons at the event at any one time);

· The duration of the event;

· Availability and consumption of alcohol.

At an event where alcohol is permitted, the number of toilets to people ratio is 1:75. For all other events a ratio of 1:150 is required. Ten percent of toilets must be accessible.

Toilet facilities must be well lit for security and safety reasons, provided with soap and hand drying equipment and must be cleaned and re-stocked regularly. Toilets must also be located away from food storage and food services areas, provided with sharps disposal facilities and be suitable for wet weather conditions.

34. Waste Management

The Event Organiser is responsible for waste management. Managing waste at events helps ensure the safety and wellbeing of patrons and to protect the environment where the event takes place.

Council has a target of becoming a zero waste community and supports the waste hierarchy of avoid, reuse, recycle and dispose as a last resort. These practices aim to reduce waste to landfill.

Event Organisers are responsible for developing a Waste and Litter Management Plan, which must be submitted to Council for approval, and must include:

· All back of house is to be managed by vendors (eg packaging and used oil);

· Information on activities to promote waste avoidance, reuse and recycling, in line with the guidance in this section;

· A map of the event site showing waste/ recycling facility locations in relation to the waste generation points across the event;

· Details of the anticipated amount and types of waste materials and how they will be managed (proposed collection, transport and disposal pathways);

· The name of the company engaged to remove the waste and recycling and evidence of contracting the services and types and number of bins;

· Frequency of collection and servicing of the bins during and after the event and access points for collection vehicles;

· A list of actions required before, during and after the event to ensure waste and litter is managed and to ensure the safety of event staff and participants;

· Plans for removing litter (and full bins) in and around the site during and at the end of the event;

· Plans for ensuring safe handling and removal of waste during the event, and the process for proving instructions on safe handling methods and hazards associated with waste to staff and volunteers;

· Plans for ensuring that stalls/vendors/sponsors do not distribute items that are not sustainable, and ensuring that back-of-house issues are well managed by vendors (eg packaging and used oil).

Note that the Event Organiser is responsible for ensuring that stalls/vendors/sponsors comply with the Waste and Litter Management Plan.

The Event Organiser must ensure that the venue and the surrounding area is maintained in a clean and tidy condition throughout the event, including the bump-in and bump-out phases. All waste and general rubbish are to be cleared on a regular basis. All waste is to be contained inside bins and serviced through the event to ensure bins do not overflow. Instructions on safe handling methods and the hazards associated with waste must be given to staff and volunteers.

Waste and recycling receptacles must have clear bin signs consistent with the NSW Environment Protection Authorities (EPA) standard away from home signage. Further information is available on their website: https://www.epa.nsw.gov.au/your-environment/recycling-and-reuse/business-government-recycling/standard-recycling-signs

Waste services can be provided by Council or a private contractor. If you would like Council to supply waste and recycling bins and remove waste at your event, this would be at the expense of the Event Organiser. Please contact Council’s Parks Planning and Engagement team for further information

Event Organisers must have the following waste reduction practices described in the Waste and Litter Management Plan and implemented at the event:

· Identify opportunities to reduce generation of waste. For example, encourage reusable alternatives such as reusable coffee cups and reusable water bottles.

· Consider using compostable cutlery, containers and bags. Note that if these materials are used, they must be collected separately to other wastes, and a suitable commercial composting facility must be used to compost the material. Disposing of compostable materials to landfill does not result in an environmental benefit. If compostable cutlery etc is used, then food scraps can also be collected in this waste stream.

· If compostable materials are not feasible, then all materials used by the Event Organisers and associated stalls/vendors must be recyclable. The Event Organiser must ensure that suitable recycling facilities are provided and that a contractor capable of suitably recycling the material that have been collected is employed. Note that glass drinking containers are not permitted in parks due to the safety hazard, as set out earlier.

· Reduce the use of single-use plastics such as straws, plastic bags, plastic water bottles. This may include strategies such as encouraging patrons to bring their own re-usable water bottles, providing water bubblers, encouraging the use of paper (not plastic) bags, banning plastic straws and so on.

· Ban balloons, glitter, confetti, party poppers that could be released into the air, land or water (as these generate litter and spread very small pieces of plastic that enter the environment).

35. Smoking

Smoking is banned in all enclosed public places and certain outdoor public areas, under the Smoke-free Environment Act 2000 and the Smoke-Free Environment Regulation 2016. These bans protect people from harmful second-hand tobacco smoke. There is no safe level of exposure to second-hand smoke.

Smoking is not permitted in the following specific areas:

· Within any structures (e.g. stage, stall);

· Within 10 metres of children’s play equipment in outdoor public places;

· Spectator areas at sports grounds or other recreational areas used for organised sporting events;

· Within 10 metres of a food fair stall.

The Event Organiser must ensure that adequate ‘no-smoking’ signage is displayed throughout the event area. This signage needs to meet specific wording requirements as outlined in the Smoke-free Environment Regulation 2007. Free signage can be ordered from NSW Health. See the website for the order form (http://www.health.nsw.gov.au/tobacco/Pages/smoke-free-resources.aspx).

36. Other Approvals

In addition to obtaining approval from the Inner West Council, you may require several other approvals depending on the activities at your event. Applications for the following services should be made direct to each respective service provider:

· Temporary event liquor licenses (Independent Liquor and Gaming Authority);

· User pays police (NSW Police);

· Sydney Buses (State Transit Authority);

· Road occupancy license, special event clearways (Roads and Maritime Services);

· Sydney Trains (Transport for NSW);

· Taxi Council;

· St John Ambulance or other first aid provider;

· NSW Ambulance Service;

· Music licenses (APRA AMCOS and PPCA);

· Fireworks approvals (WorkCover and RMS)

· Callan Park events (Office of Environment & Heritage).

Fees and charges may be applicable. Each service provider will advise.

Annexure 1 - Sample Risk Assessment and Control Template

Date:		Compiled By:
Event/Festival:		Reviewed By:
Risk/ Hazard	Effect of risk/hazard	Likeli-hood	Conse-quence	Risk Rating	Risk Mitigation/ Control Actions	Person Responsible	Risk Monitoring
E.g. Marquee Collapse	· Injury to staff or patron · Event evacuation · Local media coverage – poor publicity · Legal action instigated	D – Unlikely	4 - Major	High	· Ensure marquee is installed by appropriately qualified contractors · Etc.	· Jill Blogs	· Obtain a copy of contractor qualifications · Etc.

Annexure 2 - Event Audit Checklist Sample Template

DETAILS
Event Name
Event Description
Event Manager
Event Location
Persons Completing Inspection
Date

· EVENT CHECK LIST	· Acceptable	· Not Acceptable	· Not Applicable
1. HEALTH AND SAFETY SYSTEMS
1.1 Emergency Management Plan Available on Site
1.2 Risk Management Plan Available on Site
1.3 Induction Records for all staff, volunteers and Contractors
1.4 Emergency Procedures Chart Available on Site
1.5 Incident / Accident Report Forms
1.7 Safe Work Method Statements on site
1.8 MSDS available for all chemicals held on site
2. EVENT SITE
2.1 Work areas free from rubbish and obstructions
2.2 Surfaces safe and suitable
2.3 Free from slip/trip hazards
2.4 Stock/material stored safely
2.6 Adequate lighting
2.7 Adequate space for pedestrian and emergency services access/egress
2.8 Waste and recycling bins in place and servicing scheduled
2.9 Noise sources located away from surrounding residents
2.10 Loudspeakers pointed in a direction that minimises noise for nearby residents
3. ELECTRICAL
3.1 No broken plugs, sockets, switches
3.2 No frayed or defective leads
3.3 Power tools in good condition
3.4 No work near exposed live electrical equipment
3.5 Tools and leads inspected and tagged
3.6 No strained leads
3.7 No cable-trip hazards
3.8 Switches / circuits identified
3.9 Lock-out procedures / danger tags in place
3.10 Earth leakage systems used
3.11 Start / stop switches clearly identified
3.12 Switchboards secured
3.13 Appropriate fire fighting equipment
4. MOBILE PLANT AND EQUIPMENT (incl RIDES)
4.1 Plant and equipment in good condition
4.2 Daily safety inspection procedures / checklists
4.3 Fault reporting / rectification system used
4.4 Operators trained and licensed
4.5 Warning and instructions displayed
4.6 Certification of maintenance and operation
4.7 Satisfactory operating practices
4.8 Fire extinguisher appropriate and available
4.9 Infrastructure installed appropriately, with no trip hazards
4.10 Infrastructure and Rides installed on flat, secure surface
5. STALLS
5.1 Adequate work space
5.2 Clean and tidy
5.3 Free from excess oil and grease
5.4 Adequately guarded
5.5 Warnings or instructions displayed
5.6 Operated safety and correctly
6. FOOD STALLS
6.1 Gas bottles securely fixed to trolley
6.2 Fire extinguisher near work area
6.3 LPG bottles within 10 year stamp
6.4 Protective equipment provided and worn
6.5 Food safety plan and health permit provided
6.6 Safe Food Handling Requirements displayed
6.7 Refrigeration available where required and in good working order
6.8 Good hygiene practices demonstrated
7. PERSONNEL
7.1 Wearing appropriate PPE
7.2 Undertaking required rest breaks
7.3 Staffing levels appropriate ie First Aid, cleaning, waste management
7.4 Event being conducted in a safe and professional manner
8. BUMP OUT
8.1 All litter removed from the area
8.2 No waste bins overflowing
8.3 No water bubblers or taps left running
8.4 No damage to lawn or vegetation
8.5 Public toilets have been cleaned

Annexure 3 - Sample Community Notification Letter Template

Council Meeting

28 August 2018

Item No: C0818(3) Item 11

Subject: Change in parking meter operational hours in the side streets of Leichhardt, Rozelle and Balmain

Prepared By: Manod Wickramasinghe - Coordinator – Traffic and Parking Services

Authorised By: Wal Petschler - Group Manager Footpaths, Roads, Traffic and Stormwater

SUMMARY

At its meeting held 12 October 2017, Council committed to a policy of turning off parking meters in the former Leichhardt Municipality at 7pm and requested a detailed report on the policy’s cost, funding and implementation. A further report was presented to the Council meeting held 13 March 2018 where Council resolved that the parking meters on the mainstreets would be turned off at 7pm and also resolved to engage with the community on switching the side street parking meters off at 7pm in addition to extending the 30 minute free parking to the side streets.

The loss of revenue arising from switching the side street parking meters off at 7pm and extending the 30 minute free parking to the side streets is estimated at approximately $709,000 per annum ($488,000 and $221,000 respectively).

Community engagement has been completed and has shown that 61% of respondents supported turning off side street meters at 7:00pm and 69% of respondents supported extending 30 minute free parking to the meters in the side streets. It is clear from the comments received that the objections are primarily from residents who are concerned that switching the meters off at 7pm and introducing 30 minute free parking tickets to the side streets would increase demand for parking in the residential areas and displace resident parking.

It is recommended to switch off the parking meters in the side streets of Leichhardt, Rozelle and Balmain at 7pm to match the current operating hours of the main street parking meters.

In order to address residents’ concerns, it is proposed that 2P parking (non-ticket) is introduced between 7pm and 10pm in front of residential properties to induce parking turnover after 7pm (as per the recommendation of the August 2018 Traffic Committee – Item 15).

It is also recommended to not extend the 30 minute free parking into the side streets to limit shopper parking in residential side streets throughout operating hours of the parking meters. However, in order to provide consistency in the free parking tickets issued, it is recommended that the existing 15 minute parking ticket zones (11 parking meters in side streets) be converted to 30 minute free parking zones.

RECOMMENDATION

THAT:

1. The operational hours for parking meters in the side streets of Leichhardt, Rozelle and Balmain be amended to switch off at 7pm to match the current operating hours of the main street parking meters;

2. The 30 minute free parking tickets not be extended to the side street parking meters; and

3. Existing 15 minute free parking zones (11 parking meters) be converted to 30 minute free parking zones.

BACKGROUND

At its meeting of 13 March 2018, Council considered a report regarding parking meter operations in Leichhardt, Rozelle and Balmain outlining:

· the cost of switching parking meters off at 7pm and related funding implications and implementation

· benefits, costs and impacts of extending 30 minute free parking.

Council resolved to :

1. Proceed to turn off parking meters at 7pm in the following Mainstreets from Thursday 5 April:

a. Norton Street, Leichhardt

b. Darling Street, Rozelle and

c. Darling Street, Balmain;

2. Initiate consultation with the community including chamber of commerce, businesses and surrounding residents on the proposal to turn off parking meters at 7 pm in the adjoining side streets and extend 30 minute parking to those streets and receive a report back on the outcome of that consultation;

3. Fund the program through a miscellaneous 2017/2018 budget savings rather than increasing parking permit fees or parking fees;

4. That Council review and report back on whether to continue to implement in the previous Leichhardt area and to report on how meters in the previous Leichhardt Council area only would be consistent with a broader Inner West policy, where meters will not be placed in the previous Ashfield and Marrickville Council areas (except for a tiny number in Newtown); and

5. A report come back after six months on the implementation of time limits on main street parking.

Part 1 of the resolution has been implemented. This report addresses part 2 of the above resolution.

FINANCIAL IMPLICATIONS

In the 2017/18 financial year, Council budgeted to receive $4,150,000 revenue from its parking meter management strategies. This has since reduced to $3,895,000 for the 2018/19 financial year following the reduction in operating hours of main street parking meters in Leichhardt, Balmain and Rozelle.

The potential revenue losses associated with proposed meter changes have been estimated by analysing individual parking meter transactions and parking related infringement notices over a 3-month period (Sept – Nov 2017) and extrapolating potential losses over a year.

a) Turning off parking meters at 7pm

The modelling previously presented to the March 2018 Council Meeting estimated that turning the parking meters off at 7PM in both main street and side streets may result in a total estimated $1.1 million revenue loss consisting of both meter and fine revenue. Of this amount approximately $488,000 relates to switching off side street meters at 7pm.

	Side Streets
Meter Revenue	$400,000
Lost Fine Revenue	$88,000
Total	$488,000

A one-time additional cost of approximately $31,000 will be required to re-program all parking meters, change tariff labels, supply and install new signage.

b) Extension of 30 minute free parking into the side streets

The potential parking meter revenue losses of extending 30 minute free tickets into the side streets has been estimated by analysing short term parking transactions in side-streets over a 3-month period and extrapolating potential losses over a year.

Based on current usage this modelling indicates that introducing 30 minute free parking into the side streets is expected to result in a revenue loss of $221,000. This potential loss will increase if motorist behaviour changes to make further use of the free parking.

Previous study into the introduction of 30 minute free parking into the main-streets indicated there was no overall decrease in the number of meter related fines in 2012/13. This may have resulted as a consequence of increased enforcement consistent with the findings of the previous parking study which identified that enforcement needed to be increased in all areas to ensure parking compliance. Approximately 75% of fines issued are for ‘not displaying a ticket’. The potential impacts of 30 minute free parking on fine related revenue will need to be reviewed over an extended period of time.

A one-time additional cost of approximately $26,000 will be required to re-program all parking meters, change tariff labels and alter signage.

Subsequently, the total per annum cost of implementing the proposed amendments of switching off the side street meters at 7pm and extending the 30 minute free tickets into the side street meters is estimated at $709,000.

It should be noted that these figures were calculated as per the 2017/18 parking meter tariff rates, the parking meter tariff rates have since increased by 2.5% in the 2018/19 financial year which in turn increases the potential revenue loss by the same percentage.

OTHER STAFF COMMENTS

Parking Meter Strategy

Parking meters in the former Leichhardt Municipality are located in the Leichhardt, Rozelle and Balmain town centres and were originally installed in 2001 to better manage the high demand for, and utilisation of, parking in each business area. The parking meters formed part of Council’s parking management strategy with objectives to:

· Ensure on-street parking turnover

· Provide improved access to on-street carparking for business customers

· Discourage illegal / overstay parking

· Discourage commuter parking

· Encourage the use of public transport .

A number of nearby Councils in Sydney operate parking meter schemes including; City of Sydney, Waverley, North Sydney and Woollahra.

Current Parking Meter Operation

Existing hours of operation of the parking meters in the mainstreets of Leichhardt, Rozelle and Balmain now span from 8.00AM to 7.00PM, 7 days per week. Parking on the main-streets requires a motorist to display a paid or a 30-minute free ticket. There are 70 mainstreet parking meters in Leichhardt, Rozelle and Balmain.

Existing hours of operation of the parking meters in the side streets of Leichhardt, Rozelle and Balmain span from 8.00AM to 10.00PM, 7 days per week. Parking on the side streets requires a motorist to display a paid ticket, 15-minute free ticket (only operating for 11 parking meters in locations adjacent to the mainstreets) or valid parking permit. There are 214 side street parking meters in Leichhardt, Rozelle and Balmain.

Council introduced 30 minute free, ticketed parking along the main-streets of these suburbs to allow for short term parking to access businesses. This initiative has been popular and usage of the 30 minute free ticketed parking continues to increase. Between 2013 and 2017, the issue of paid parking tickets on main-streets has decreased from approximately 25,000 tickets per month to 19,000 whilst free parking tickets has increased from 80,000 to 112,500 tickets per month. The 30 minute parking represents 86% of parking tickets currently issued on main-streets.

Parking Management Impacts

(a) Turning Side Street Parking Meters off from 7PM-10PM

In order to assess whether the existing parking meter fee is deterring motorists from parking in the shopping precincts, a parking study was undertaken in November 2017 to assess the usage of metered parking spaces in the shopping precincts of Leichhardt, Rozelle and Balmain.

The following graphs outlines the parking occupancy rates in side streets of Leichhardt, Rozelle and Balmain on a Friday and Saturday night in ticket parking areas.

The graphs from the current parking survey shows that parking occupancy in the side streets of Leichhardt and Balmain are very high. It should be noted that Rozelle has only a small number of businesses which operate at night which is reflected in lower occupancy rates compared to Balmain and Leichhardt.

There is still a strong evening demand for parking within each of the shopping centres and this needs to continue to be managed through effective parking management strategies.

Altering the operational hours of the existing parking meters in the side streets to shut off from 7PM to 10PM will likely reduce parking turnover near the mainstreets as motorists would be able to park for free from 7PM to 8AM the following day. Noting the side streets are predominantly residential, this may then displace resident parking. Council can introduce 2P parking (no ticket) in the time between 7pm and 10pm in residential side streets to provide some parking turnover after 7pm.

(b) Extension of 30 minute free tickets to all parking meters

Parking meters which issue 30 minute free parking tickets are limited to the mainstreets of Leichhardt, Rozelle and Balmain. There are also 11 parking meters in commercially zoned side streets adjacent to the mainstreet which issue 15 minute parking tickets. Extending the 30 minute free parking tickets to encompass all parking meters would have a number of advantages and disadvantages.

Advantages include:

· Allows short term parking for resident visitors without requiring use of visitor parking permits

· Allows short term parking for shoppers on the side-streets

· 30 minute free parking on the mainstreets has previously been shown to reduce the average length of stay for each vehicle from 51 mins (for 2P areas) to 41 mins.

· Creates consistency amongst all parking meters in the former Leichhardt LGA

Disadvantages include:

· Meter revenue loss is estimated at $221,000 based on current user behaviour and is likely to also affect fine related revenue

· Proposal will encourage shopper parking in side streets and this will potentially displace resident parking.

Implementation

Should Council proceed to switch the parking meters in the side streets off at 7pm, it is estimated that it would take approximately 3-4 months to implement owing to the significant number of signage replacements required. The introduction of 30 minute free parking is estimated to take 2 months if done in isolation. Changes would be implemented on a street-by-street basis. The following changes are required:

· Change parking signage in side streets

· Change parking meter tariff labels of meters in side streets

· Change parking meter programming of meters in side streets

A separate report outlining the required changes to the regulatory signage was reported to the Local Traffic Committee meeting held 7 August 2018 (Item 15) and has been supported by the Committee, subject to the outcome of this report.

In order to allow a balance between residential and commercial needs in these side streets, the following has been considered when preparing the proposed amended parking restrictions.

· Metered parking restrictions adjacent to non-residential properties in the side streets could typically terminate at 7pm and allow unrestricted parking between 7pm and 8am the following day. This would match the restrictions on the mainstreets.

· Metered parking restrictions adjacent to residential properties in the side streets could typically terminate at 7pm and 2P residential parking restrictions could operate between 7pm and 10pm to provide residents with an improved opportunity to park.

Parking restrictions currently operate in a number of streets in Leichhardt, Rozelle and Balmain as listed below. All streets would require replacement of regulatory signage in addition to changes to the parking meter programming.

Jacques Street, Balmain

North Street, Balmain

Rowntree Street, Balmain

College Street, Balmain

Mort Street, Balmain

Ford Street, Balmain

McDonald Street, Balmain

Palmer Street, Balmain

Montague Street, Balmain

Curtis Road, Balmain

Church Street, Balmain

King Street, Balmain

Birchgrove Road, Balmain

Llewellyn Street, Balmain

Little Darling Street, Balmain

Montague Street, Balmain

Beattie Street, Balmain

Booth Street, Balmain

Darvall Street, Balmain

Eaton Street, Balmain

Marion Street, Leichhardt

Wetherill Street, Leichhardt

Short Street, Leichhardt

Macauley Street, Leichhardt

Carlisle Street, Leichhardt

Marlborough Street, Leichhardt

Renwick Street, Leichhardt

Arthur Street, Leichhardt

Nelson Street, Rozelle

Merton Street, Rozelle

National Street, Rozelle

Beattie Street, Rozelle

Red Lion Street, Rozelle

Oxford Street, Rozelle

Cambridge Street, Rozelle

Waterloo Street, Rozelle

Belmore Street, Rozelle

Wise Street, Rozelle

Hancock Street, Rozelle

PUBLIC CONSULTATION

As per the resolution, Council has engaged the local community on parking meter changes in Leichhardt, Balmain and Rozelle side streets.

The engagement was promoted through:

· Letter distributed to residences in Balmain, Leichhardt, Rozelle, Balmain East, Birchgrove, Lilyfield, Annandale and Haberfield (total 27,300).

· Letter distributed to businesses in Norton Street, Leichhardt and Darling Street, Balmain and Rozelle (total 1,200).

· Letter to Leichhardt/Annandale Business Chamber and Balmain/Rozelle Chamber

· Media release, social media

· Council’s column in the Inner West Courier

· Council’s enews and Your Say Inner West enews

The engagement was open from 3 April to 20 May 2018 and a total of 338 surveys responses were received.

A detailed Engagement Outcomes Report is included in Attachment 1.

A majority of respondents supported turning off meters at 7:00pm (61% of respondents) and a majority also supported extending 30 minute free parking (69% of respondents) to the meters in the side streets. The following two graphs show the support rates.

However, it is clear from the comments received that the majority of objections are from residents who have strong concern about possible impacts on already limited resident parking.

Residents in the side streets are eligible for parking permits which provide preferential parking by exempting them from parking meter payments and time limits on the parking control signs.

These residents have commented that parking levels in the side streets are already at capacity and by removing the ticket parking restrictions at 7pm, residents would have to compete with visitors for the remaining parking spaces.

Those who support the proposal mainly believe it will support local business, bring in visitors and help revitalise the main streets.

The two local business chambers made submissions of support which are also shown in Attachment 1.

CONCLUSION

It is clear from the comments received that the objections are primarily from residents who are concerned that switching the meters off at 7pm and introducing 30 minute free parking tickets to the side streets would increase demand for parking in the residential areas and displace resident parking.

From a parking management standpoint it is difficult to justify paid parking in side streets whilst it remains free in the adjoining main streets. It is therefore recommended to switch off the parking meters in the side streets of Leichhardt, Rozelle and Balmain at 7pm to match the current operating hours of the main street parking meters.

In order to address resident concerns, it is proposed that 2P parking (non-ticket) is introduced between 7pm and 10pm to induce parking turnover after 7pm (as per the recommendation of the August 2018 Traffic Committee – Item 15).

ATTACHMENTS

1.⇩

Engagement Outcomes Report-Parking Meters Changes-June 2018

Council Meeting

28 August 2018

Minutes of Local Traffic Committee Meeting

Held at Council Chambers, Petersham Service Centre on 7 August 2018

Meeting commenced at 10.03am

ACKNOWLEDGEMENT OF COUNTRY BY CHAIRPERSON

I acknowledge the Gadigal and Wangal people of the Eora nation on whose country we are meeting today, and their elders past and present.

COMMITTEE REPRESENTATIVES PRESENT


Clr Marghanita Da Cruz	Leichhardt Ward (Chair)
Mr Kieren Ash	Representative for Ron Hoenig MP, Member for Heffron
Sgt John Micallef	NSW Police – Burwood Police Area Command
A/Sgt Charles Buttrose	NSW Police – Leichhardt Police Area Command
Sgt Paul Vlachos	NSW Police – Inner West Police Area Command
Mr Daryl Ninham	Roads and Maritime Services

COUNCILLORS AND OFFICERS IN ATTENDANCE

SC Sam Tohme	NSW Police – Burwood Police Area Command
Mr Asith Nagodavithane	Transit Systems – Inner West Bus Services
Mr Colin Jones	Inner West Bicycle Coalition
Mr Wal Petschler	IWC’s Group Manager Roads, Traffic and Stormwater
Mr John Stephens	IWC’s Traffic and Transport Services Manager
Mr Manod Wickramasinghe	IWC’s Coordinator Traffic and Parking Services (North)
Ms Jenny Adams	IWC’s A/Coordinator Traffic and Parking Services (South)
Mr Joe Di Cesare	IWC’s Coordinator Design Services
Mr Davide Torresan	IWC’s Civil Engineer
Ms Christina Ip	IWC’s Business Administration Officer

VISITORS

Ms Carolyn Ridley	Item 4 – Resident
Mr Sava Savcic	Item 4 – Resident
Mr Peter Cassilles	Item 8 – Resident
Mr Cameron Crew	Item 13 – Resident
Resident	Item 13 – Resident
Mr Ken Moxham	Item 21 – Resident
Ms Jenny Griffith	Item 21 – Resident
Mr Graham Griffith	Item 21 – Resident
Mr Philip Drew	Item 21 – Bunnings
Mr Ross Nettle	Item 21 – TTPA Traffic Consultant Bunnings

APOLOGIES:

Ms Jo Haylen MP	Member for Summer Hill
Ms Sarina Foulstone	Representative for Jo Haylen MP, Member for Summer Hill
Ms Cathy Peters	Representative for Jenny Leong MP, Member for Newtown
Clr Julie Passas	Deputy Mayor – Ashfield Ward
Mr George Tsaprounis	IWC’s Coordinator Traffic and Parking Services (South)

DISCLOSURES OF INTERESTS: Nil

CONFIRMATION OF MINUTES

The minutes of the Local Traffic Committee Meeting held on Tuesday, 3 July 2018 were confirmed.

MATTERS ARISING FROM COUNCIL’S RESOLUTION OF MINUTES

The Local Traffic Committee recommendations of its meeting held on 3 July 2018 were adopted at Council’s meeting held on 24 July 2018, subject to staff reviewing the proposal to remove parking spaces in Item 19 Nowranie Lane Summer Hill – Proposed ‘No parking’ restrictions.

LTC0818 Item 1 Seven Bridges Walk - Special Event - (Leichhardt & Balmain Ward/ Balmain Electorate/ Leichhardt LAC)

SUMMARY

The Cancer Council NSW Seven Bridges Walk event will be held on Sunday, 28 October 2018 at various locations in Sydney including areas within the Inner West Council. The Event is in its thirteenth year of operation and the applicant seeks approval again in 2018.

Officer’s Recommendation

THAT The Cancer Council NSW Seven Bridges Walk to held on Sunday, 28 October 2018 be approved, subject to a current Public Liability Insurance Policy which includes the Inner West Council being an interested party being submitted by the event organiser prior to the event.

DISCUSSION

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

For motion: Unanimous

LTC0818 Item 2 Tempe Reserve – Installation of 'No Stopping' restrictions on both sides of the maintenance access for the Alexandra Canal Bridge and desalination pipeline easement (Marrickville Ward / Heffron Electorate / Inner West- Marrickville LAC)

SUMMARY

A request has been received from Council’s Parks Section to install ‘No Stopping’ restrictions in Tempe Recreation Reserve at the entrances to the maintenance access road for the Alexandra Canal Bridge and desalination pipeline easement. It has been reported that on numerous occasions vehicles have been parked across the entrances to the access road and pipeline easement.

It is recommended that the installation of ‘No Stopping’ restrictions be approved, in order to deter illegal parking blocking the access to these roadways.

Officer’s Recommendation

THAT the installation of full-time ‘No Stopping’ restrictions in Tempe Recreation Reserve along the northern and southern sides of the access road between the existing Shared Path and the access gates to the roadways be APPROVED, in order to deter illegal parking blocking access and improve vehicular access to the roadways.

DISCUSSION

The representative for the Member for Heffron advised that vehicles are driving across the footpath onto Tempe Reserve. This matter will be referred to the Trees, Parks and Sportsfields section for their attention and action.

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

For motion: Unanimous

LTC0818 Item 3 Big Bike Day 2018 Special Event (Leichhardt and Balmain Ward/ Balmain Electorate/ Leichhardt LAC)

SUMMARY

As part of NSW Bike Week 2018, Council is running ‘Big Bike Day’, a celebration of cycling. Big Bike Day is to be held on Sunday, 23 September 2018.

Officer’s Recommendation

THAT:

1. The Big Bike Day 2018 event proposed to be held on Sunday, 23 September 2018 be supported; and

2. Council’s Environmental Officer seeks consent from the Office of Environment and Heritage (OEH) for the portion of the route through Callan Park.

DISCUSSION

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

THAT:

1. The Big Bike Day 2018 event proposed to be held on Sunday, 23 September 2018 be supported; and

2. Council’s Environmental Officer seeks consent from the Office of Environment and Heritage (OEH) for the portion of the route through Callan Park.

For motion: Unanimous

LTC0818 Item 4 Dixson Avenue, Dulwich Hill – Proposed Traffic Calming Design Plan 10005 - Improving pedestrian safety at its intersection with Old Canterbury Road (Ashfield Ward/ Summer Hill Electorate/ Ashfield & Inner West LAC)

SUMMARY

A detailed design plan has been finalised for the proposed traffic calming improvements in Dixson Avenue, Dulwich Hill at its intersection with Old Canterbury Road, as part of the Dulwich Hill North LATM study implementation. The proposal to install kerb extensions and construct an entry threshold treatment (at-grade) to improve motorists’ visibility of pedestrians will improve pedestrian safety and traffic conditions at this location.

Consultation was undertaken with owners and occupiers of properties adjacent the intersection regarding the proposal. A summary of the consultation results are presented in this report for consideration. It is recommended that the proposed detailed design plan be approved.

Officer’s Recommendation

THAT the detailed design plan of the kerb extension with a new at-grade threshold and associated signs and line markings at the intersection of Dixson Avenue and Old Canterbury Road, Dulwich Hill (as per the attached design plan No. 10005) be APPROVED.

DISCUSSION

Public speaker: Ms Carolyn Ridley attended at 10:08am.

Ms Ridley stated that she does not support the proposed design and made the following comments:

· Only one option was proposed in the consultation letter she received

· Closing the road would address pedestrian and vehicle safety issues in the street and would be more cost effective than the proposed design.

· Not everyone in Dixson Street speaks English and some residents would have had difficulty understanding the consultation letter and the proposal.

· The current proposal would result in loss of two parking spaces. There is potential to retain one of the parking spaces if the kerb extension was reduced.

(Ms Ridley left at 10:13am)

Public speaker: Mr Sava Savcic attended at 10:14am.

Mr Savcic stated that he supports the recommendation and stated that:

· The proposed design will make it safer for pedestrians including young children and elderly pedestrians

· His father nearly lost his life due to a motorist speeding towards Dixson Street and colliding with his father’s vehicle

· In response to the consultation letter, he sent a petition to Council with signatures from residents who supported the proposal.

· Visibility is poor when exiting his property on Old Canterbury Road due to parking permitted close to his driveway. He requested Council relocate the ‘No Stopping’ sign further from his driveway to improve sight lines.

Clr Da Cruz asked the speaker whether there are residents with language difficulties in the street. Mr Savcic stated that language is not an issue and residents he spoke to understood the proposal and supported it.

(Mr Savcic left at 10:17am)

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

For motion: Unanimous

LTC0818 Item 5 Sydney Steel Road, Marrickville – Sydney Metro City and Southwest Project - Proposed Angled Parking and pedestrian thoroughfare (Marrickville Ward/Summer Hill Electorate/Inner West LAC)

SUMMARY

Sydney Steel Road, Marrickville contains one of the Sydney Metro City and Southwest construction sites, specifically servicing the Precast Facility for the Tunnel and Station Excavation contractor for TfNSW. Concerns have been raised regarding pedestrian safety when exiting from the shared path connecting Sydney Steel Road to Shirlow Street and a request has been received to provide a safe access path for users of the shared path facility which connects these two roads.

In addition, the area on the western side of Sydney Steel Road has been used as informal 90° angled parking area for many years and with the Sydney Metro site in operation, this angle parking area is proposed to be formalised with ‘90° angle parking rear to kerb vehicles under 6m only’ restrictions. The existing ‘No Parking’ restrictions will now be extended to encompass the newly created turning head at the southern end of Sydney Steel Road, Marrickville.

It is also proposed to install wheel stops along the rear of the angle parking spaces to provide a pathway to allow pedestrians to gain access to the existing footpath at the eastern end of Sydney Steel Road. This pathway would provide a facility that is physically separated from vehicle traffic and improve safety at this location.

Officer’s Recommendation

THAT:

1. The installation of full-time ‘No Parking’ restrictions be installed along the turning head of Sydney Steel Road be approved to allow for large vehicles to perform a U-turn with safety;

2. ‘90⁰ angle parking rear to kerb Vehicles under 6m only’ restrictions (approximately 100 metres in length) be installed on the western side of Sydney Steel Road between the ‘No Parking’ restrictions and the existing footpath to improve the safety of motorists exiting these spaces;

3. Wheel stops be installed along the length of the angle parking area to provide a separated pathway for pedestrians;

4. Cost of the works be borne by Sydney Metro City and Southwest: and

5. Sydney Metro City and Southwest be notified in terms of this report.

DISCUSSION

The representative for the Inner West Bicycle Coalition requested that Council consider installing bicycle logos on Sydney Steel Road to alert motorists that cyclists use the road.

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

THAT:

3. Wheel stops be installed along the length of the angle parking area to provide a separated pathway for pedestrians;

4. Cost of the works be borne by Sydney Metro City and Southwest: and

5. Sydney Metro City and Southwest be notified in terms of this report.

For motion: Unanimous

LTC0818 Item 6 Moore Street at Ainsworth Street, Leichhardt - Proposed 'No Stopping' zones (Leichhardt Ward/ Balmain Electorate/ Leichhardt LAC)

SUMMARY

Council has received a request to signpost the statutory ‘No Stopping’ restrictions on Moore Street at the intersection of Ainsworth street, Leichhardt in order to prevent illegal parking and improve sight lines.

Officer’s Recommendation

THAT:

1. A 12m ‘No Stopping’ zone be installed on the northern side of Moore Street, east of Ainsworth Street; and

2. A 10m ‘No Stopping’ zone on the northern side of Moore Street, west of Ainsworth Street.

DISCUSSION

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

THAT:

1. A 12m ‘No Stopping’ zone be installed on the northern side of Moore Street, east of Ainsworth Street; and

2. A 10m ‘No Stopping’ zone on the northern side of Moore Street, west of Ainsworth Street.

For motion: Unanimous

LTC0818 Item 7 Bedwin Road/ Edinburgh Road/ Edgeware Road, Marrickville – Sydney Metro City and Southwest Project – Temporary traffic Signal installation and associated changes to line markings and parking restrictions (Marrickville Ward/Summer Hill Electorate/Inner West LAC)

SUMMARY

A detailed design plan has been approved by RMS for the temporary traffic signal installation at the intersection of Bedwin Road / Edinburgh Road, Marrickville as part of the Sydney Metro City and Southwest infrastructure project. These traffic signals were identified as a safety improvement to the intersection in the Environmental Impact Statement (EIS) for the operation of the Marrickville Tunnel Boring Machines (TBM) launch site and the operation of the precast segment factory for the tunnel lining. It is recommended that the proposed detailed design plans consisting of line marking and signposting be approved and that the temporary traffic signals be endorsed.

Officer’s Recommendation

THAT:

1. The design plans for the temporary traffic signals at the intersection of Bedwin Road / Edinburgh Road/ Edgeware Road, Marrickville (as per the attached design plan No. 6201) be ENDORSED;

2. The applicant is to design the intersection pavement to be a slip resistant due to curve linear nature of the intersection;

3. Council request RMS to make the signals permanent at this location;

4. The cost of the installation of the traffic signals and reconstruction of slip resistant pavement through the intersection be borne by Sydney Metro City and Southwest; and

5. Sydney Metro City and Southwest be notified in terms of this report.

DISCUSSION

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

THAT:

1. The design plans for the temporary traffic signals at the intersection of Bedwin Road / Edinburgh Road/ Edgeware Road, Marrickville (as per the attached design plan No. 6201) be ENDORSED;

2. The applicant is to design the intersection pavement to be a slip resistant due to curve linear nature of the intersection;

3. Council request RMS to make the signals permanent at this location;

4. The cost of the installation of the traffic signals and reconstruction of slip resistant pavement through the intersection be borne by Sydney Metro City and Southwest; and

5. Sydney Metro City and Southwest be notified in terms of this report.

For motion: Unanimous

LTC0818 Item 8 Constitution Road, Dulwich Hill – Proposed Splitter Islands and Central Median Design Plans (Ashfield Ward/Summer Hill Electorate/Ashfield & Inner West LAC)

SUMMARY

A detailed design plan has been finalised for the proposed traffic calming improvements in Constitution Road, Dulwich Hill, between Williams Parade and Denison Road, as part of the Dulwich Hill North LATM study implementation. The proposal for a central median island on Constitution Road with raised mountable splitter islands at the intersection of Constitution Road and Denison Road will improve safety and calm traffic.

Consultation was undertaken with owners and occupiers of properties adjacent to Constitution Road, regarding the proposal. A summary of the consultation results are presented in this report for consideration. It is recommended that the proposed detailed design plans be approved.

Officer’s Recommendation

THAT the design plans for the proposed central median island and raised mountable splitter islands with associated signs and line markings in Constitution Road, Dulwich Hill, between Williams Parade and Denison Road (as per the attached design plan No. 10008) be APPROVED.

DISCUSSION

Public speaker: Mr Peter Cassilles attended at 10:34am.

Mr Cassilles stated that he generally supported the proposed changes; however, he had concerns with some technical aspects of the plan and stated that:

· the north-western approach of the roundabout does not have a ‘No Stopping’ zone. This approach should be consistent with the other three approaches of the roundabout.

· Sightlines are poor for drivers exiting the driveway of the unit complex on the corner of Constitution Road and Denison Road. There is no distance between the end of the driveway and the parking lane which allows vehicles to be parked up to the intersection. There is a bend in Constitution Road where the unit complex is situated so there is no sight distance for vehicles travelling north on the road.

· Parking at the bend of Denison Road (close to Old Canterbury Road) also needs to be addressed. Vehicles are often parked back to back where the road bends at a 90 degree angle. The location needs to be investigated to check that this parking is safe and consistent with other locations.

(Mr Cassilles left at 10:39am)

The RMS representative stated that RMS generally supports the recommendation; however, agreed with the speaker’s comments regarding missing ‘No Stopping’ signs and requested that ‘No Stopping’ zones be installed on all approaches to the roundabout. The representative also requested for confirmation that there is adequate distance for vehicles to pass between the proposed splitter islands and the existing parking lane on all approaches.

Council Officers stated that seven additional responses were received after the consultation period ended. Two respondents supported the proposal and five objected. The respondents who objected seemed to support the proposal; however wanted a pedestrian crossing to address pedestrian safety in addition to the proposed changes.

Clr Da Cruz noted that there are no refuge islands proposed at the roundabout. Council Officers advised that the splitter islands cannnot be widened to accommodate the full width of a pedestrian refuge island as required by technical directions of the RMS due to the narrow road.

The Committee members were advised that requests for a pedestrian crossing on Constitution Road can be investigated as a separate issue.

The Committee members agreed to incorporate the RMS request into the recommendation.

COMMITTEE RECOMMENDATION

THAT:

1. the design plans for the proposed central median island and raised mountable splitter islands with associated signs and line markings in Constitution Road, Dulwich Hill, between Williams Parade and Denison Road (as per the attached design plan No. 10008) be APPROVED.

2. ‘No Stopping’ zones be included at all approaches to the roundabout.

3. Council Officers confirm with RMS that there is sufficient space between the proposed splitter islands and the existing parking lane for vehicles to pass through.

For motion: Unanimous

LTC0818 Item 9 Eltham Street, Dulwich Hill – Proposed Splitter Islands - Design Plans (Ashfield Ward/Summer Hill Electorate/Inner West LAC)

SUMMARY

A detailed design plan has been finalised for the proposed traffic calming improvements in Eltham Street, Dulwich Hill at its intersection with Denison Road, as part of the Dulwich Hill North LATM study implementation. The proposal for raised mountable splitter islands with associated signs and line markings on Eltham Street at Denison Road will improve safety and calm traffic.

Consultation was undertaken with owners and occupiers of properties adjacent to Eltham Street and Denison Road, regarding the proposal. A summary of the consultation results are presented in this report for consideration. It is recommended that the proposed detailed design plans be approved.

Officer’s Recommendation

THAT the design plans for the proposed raised mountable splitter islands with associated signs and line markings in Eltham Street, Dulwich Hill at its intersection with Denison Road (as per the attached design plan No. 10001) be APPROVED.

DISCUSSION

The RMS representative requested that ‘No Stopping’ zones be installed on all approaches to the roundabout and that Council confirm that there is adequate lane width for travelling between the splitter islands and the parking lane.

The Transit Systems representative stated that school buses use the roundabout and asked for confirmation that the buses will be able to pass through the intersection under the proposed design. Council Officers advised that the proposed splitter islands will be mountable to accommodate large vehicles.

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

For motion: Unanimous

LTC0818 Item 10 Wood Street, Ashfield - Proposed kerb extensions and rain garden design plans (Ashfield Ward/ Summer Hill Electorate/ Ashfield LAC)

SUMMARY

Detailed design plans have been finalised for the proposed traffic calming improvements in Wood Street, Ashfield, as part of Council’s Capital Works Program for Kerb and Gutter. The proposal for kerb extensions, kerb and footpath renewal and a rain garden with associated signs and line marking will improve pedestrian safety and the streetscape amenity in the area.

A notification was undertaken with owners and occupiers of properties in Wood Street, regarding the proposals. It is recommended that the proposed detailed design plans be approved.

Officer’s Recommendation

THAT the detailed design plans of the kerb extensions, kerb and footpath renewal and rain garden with associated signs and line markings in Wood Street, Ashfield (as per the attached design plan Nos. RC532A) be APPROVED.

DISCUSSION

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

For motion: Unanimous

LTC0818 Item 11 Temporary Road Closure to carryout sewer works on North Street, Balmain (Balmain Ward/ Balmain Electorates/Leichhardt LAC)

SUMMARY

An application has been received from Ozzy States Pty Ltd for the temporary full road closure of North Street (between Cardwell Street and Darling Street) Balmain between 9am and 5pm, Monday, 3 September to Saturday, 8 September 2018 (one week); with a further two weeks of contingency from Monday, 10 September to Saturday, 22 September 2018 in order to carryout sewer works on North Street, Balmain. It is recommended that the proposed temporary road closure be approved, subject to the conditions outlined in this report.

Officer’s Recommendation

THAT the proposed temporary full road closure of North Street (between Cardwell Street and Darling Street), Balmain between 9am and 5pm, Monday, 3 September to Saturday, 8 September 2018 (one week) with a further two weeks of contingency from Monday, 10 September to Saturday, 22 September 2018 be approved, in order to carryout sewer works on North Street, Balmain, subject to the following conditions:

1. A Traffic Management Plan (TMP) be submitted by the applicant to the Roads and Maritime Services for consideration and approval;

2. A Traffic Control Plan (TCP) which has been prepared by a certified Traffic Controller, is to be submitted to Council for review with a copy of the Traffic Controllers certification number attached to the plan, not less than 5 days prior to implementation of closure;

3. A Road Occupancy License be obtained by the applicant from the Roads and Maritime Services’ Transport Management Centre;

4. Notice of the proposed closure be forwarded by the applicant to the NSW Police, Fire and Rescue NSW and the NSW Ambulance Services;

5. Notification signs advising of the proposed road closures and new traffic arrangements to be strategically installed and maintained by the applicant at each end of the street at least 7 days prior to the closure;

6. All affected residents and businesses shall be notified in writing, by the applicant, of the proposed temporary road closure at least 28 days in advance of the closure with the applicant making reasonable provision for residents;

7. Vehicular and pedestrian access for residents and businesses to their off-street car parking spaces be maintained where possible whilst site works are in progress;

8. Adequate vehicular traffic control shall be provided for the protection and convenience of pedestrians and motorists including appropriate signage and flagging. Workers shall be specially designated for this role, as necessary to comply with this condition. This is to be carried out in accordance with the Australian Standard AS 1742.3 - Traffic Control Devices for works on roads;

9. The holder of this approval shall indemnify the Council against all claims, damages and costs incurred by, or charges made against, the Council in respect to death or injury to any person or damage in any way arising out of this approval. In this regard, a public liability insurance policy for an amount not less than $20,000,000 for any one occurrence is to be obtained and is to note the Council as an interested party. The holder of this approval shall inform its insurer of the terms of this condition and submit a copy of the insurance policy to the Council prior to commencement of the work the subject of this approval;

10. The operator of any unit exercising this approval shall have this approval with them and produce it if required along with any other relevant authority approvals granted in the connection with the work;

11. Mobile cranes, cherry pickers or concrete boom pumps shall not stand within the public way for extended periods when not in operation under this approval;

12. The operation of the mobile crane shall not give rise to an "offensive noise" as defined in the Protection of Environment Operations Act, 1997. Furthermore, vibrations and/or emission of gases that are created during its operations and which are a nuisance, or dangerous to public health are not permitted;

13. All work is to be carried out in accordance with Work Cover requirements; and

14. The costs to repair damages, as a result of these works, to Council's footway and roadway areas will be borne by the applicant.

DISCUSSION

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

1. A Traffic Management Plan (TMP) be submitted by the applicant to the Roads and Maritime Services for consideration and approval;

3. A Road Occupancy License be obtained by the applicant from the Roads and Maritime Services’ Transport Management Centre;

4. Notice of the proposed closure be forwarded by the applicant to the NSW Police, Fire and Rescue NSW and the NSW Ambulance Services;

7. Vehicular and pedestrian access for residents and businesses to their off-street car parking spaces be maintained where possible whilst site works are in progress;

11. Mobile cranes, cherry pickers or concrete boom pumps shall not stand within the public way for extended periods when not in operation under this approval;

13. All work is to be carried out in accordance with Work Cover requirements; and

14. The costs to repair damages, as a result of these works, to Council's footway and roadway areas will be borne by the applicant.

For motion: Unanimous

LTC0818 Item 12 Temporary Road Closure of Applebee Street, St Peters to carry out sewer works (Marrickville Ward/ Heffron Electorate/ Newtown LAC)

SUMMARY

At its meeting on 24 July 2018, Council endorsed the recommendation of the Traffic Committee to approve a temporary road closure by GJ Building and Contracting at Applebee Street (between Lackey Street and Hutchinson Street), St Peters periodically between 6:00pm to 11:00pm from Hutchinson Street to Short Street and between 7:00am to 5:30pm from Short Street to Lackey Street for a period of four weeks from 30/7/2018 till 31/8/2018 including two weeks of contingency to carry out sewer works associated with a development.

The applicant has subsequently requested an additional two week period for the road closure as the approved hours are less than that originally applied for.

Officer’s Recommendation

THAT the proposed temporary full road closure of Applebee Street, St Peters (between Lackey Street and Hutchinson Street) periodically between 6:00pm to 11:00pm from Hutchinson Street to Short Street and/or 7:00am to 5:30pm from Short Street to Lackey Street for a period of four weeks from 30/7/2018 till 31/8/2018 with a further two weeks of contingency from 1/9/2018 till 14/9/2018 in order to carry out sewer works on Applebee Street, St Peters, be approved subject to the following conditions:

1. A Traffic Management Plan (TMP) be submitted by the applicant to the Roads and Maritime Services for consideration and approval;

3. A Road Occupancy License be obtained by the applicant from the Roads and Maritime Services’ Transport Management Centre;

4. Notice of the proposed closure be forwarded by the applicant to the NSW Police, the Fire and Rescue NSW and the NSW Ambulance Services;

6. All affected residents and businesses shall be notified in writing, by the applicant, of the proposed temporary road closure at least 7 days in advance of the closure with the applicant making reasonable provision for residents;

7. Vehicular and pedestrian access for residents and businesses to their off-street car parking spaces be maintained where possible whilst site works are in progress;

11. Mobile cranes, cherry packers or concrete boom pumps shall not stand within the public way for extended periods when not in operation under this approval;

13. All work is to be carried out in accordance with Work Cover requirements; and

14. The costs to repair damages, as a result of these works, to Council's footway and roadway areas will be borne by the applicant.

DISCUSSION

Council Officers advised that there are plans for a community street party in Applebee Street on 21 September, after the conclusion of the proposed sewer works. Council Officers stated that details of the proposed event will be submitted to the Committee for consideration via email.

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

1. A Traffic Management Plan (TMP) be submitted by the applicant to the Roads and Maritime Services for consideration and approval;

3. A Road Occupancy License be obtained by the applicant from the Roads and Maritime Services’ Transport Management Centre;

4. Notice of the proposed closure be forwarded by the applicant to the NSW Police, the Fire and Rescue NSW and the NSW Ambulance Services;

7. Vehicular and pedestrian access for residents and businesses to their off-street car parking spaces be maintained where possible whilst site works are in progress;

11. Mobile cranes, cherry packers or concrete boom pumps shall not stand within the public way for extended periods when not in operation under this approval;

13. All work is to be carried out in accordance with Work Cover requirements; and

14. The costs to repair damages, as a result of these works, to Council's footway and roadway areas will be borne by the applicant.

For motion: Unanimous

LTC0818 Item 13 Henry Lane, Lewisham - Proposed 'No Parking' restrictions (Stanmore Ward/ Summer Hill Electorate/ Inner West LAC)

SUMMARY

Representations have been received from local residents for the installation of full time ‘No Parking’ restrictions in Henry Lane, Lewisham along the rear boundaries of Nos.15-19 Jubilee Street, as vehicular access to off-street parking is often blocked by parked vehicles in the laneway. Residents adjoining the subject section of laneway have been consulted and a revised proposal has been presented for the installation ‘No Parking’ restrictions in Henry Lane, across the rear boundaries of Nos.13-19 Jubilee Street, Lewisham. Residents have been notified of the revised proposal.

Officer’s Recommendation

THAT a 24m ‘No Parking’ restriction on the northern side of Henry Lane along the rear boundaries of Nos.13 to 19 Jubilee Street, Lewisham be approved.

DISCUSSION

Public speakers: Mr Cameron Crew and another resident attended at 10:39am.

Mr Crew stated that he does not support the recommendation and stated that:

· There are a number of apartment blocks close to Henry Lane and residents of those apartment blocks often utilise parking in Jubilee Street which has made it difficult for Jubliee Street residents to find parking even though there is a Resident Parking Scheme in place.

· Commuters often park in local streets as Lewisham train station does not have commuter parking.

· He understands that service vehicles need to use the lane; however, parking is an issue in many areas of the Inner West and if restrictions were to be implemented for all these areas, half of Newtown lanes would have parking restrictions.

· He believe that the request for parking restrictions in Henry Lane is due to the parking of a boat in the lane which has upset a neighbour. He believes that this is a matter of neighbours communicating and is not a Council issue.

· He encourages Council to maintain parking in the area including in Henry Lane.

The second resident in attendance stated that he supported the proposal and stated that:

· Rear access from Henry Lane is regularly blocked by parked cars

· Residents of Jubilee Street and Henry Street are part of the Resident Parking Scheme and there should not be a need for those residents to park in Henry Lane.

· Commuters and residents of nearby apartments often park in the laneway.

· Parking of cars and trailers in the lane impedes the flow of traffic and causes poor visibility for vehicles moving through the lane, especially when children play in the laneway.

· The sandstone gutters in the lane have been damaged over time due to vehicles hitting the kerbs whilst parking which would cost Council significant amounts to repair.

(The residents left at 10:47am)

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

THAT the installation of a 24m ‘No Parking’ restriction on the northern side of Henry Lane along the rear boundaries of Nos.13 to 19 Jubilee Street, Lewisham be approved.

For motion: Unanimous

LTC0818 Item 14 Edith Street, St Peters - Proposed 'No Parking' and 'No Stopping' Restrictions (Marrickville Ward/ Heffron Electorate/ Inner West LAC)

SUMMARY

Following receipt of a petition, site investigations and consultation, Council is proposing to implement ‘No Parking’ and ‘No Stopping’ restrictions in Edith Street, St Peters to allow for improved vehicular access for properties in the narrow section of the street and at associated intersections. Residents have been notified of the proposal to install ‘No Parking’ in sections of Edith Street on the northern and southern sides and ‘No Stopping’ restrictions at several intersections. It is recommended that the proposal be approved.

Officer’s Recommendation

THAT the following changes to parking conditions be approved:

1. Conversion of unrestricted parking to ‘No Parking’ on the northern side of Edith Street across the frontages of property No.5 to property No.33 Edith Street, St Peters;

2. Conversion of unrestricted parking to ‘No Parking’ on the southern side of Edith Street between Roberts Street and Princes Highway, St Peters;

3. Implementation of 10m ‘No Stopping’ restrictions on the southern side of Edith Street east of Roberts Street, St Peters; and

4. Implementation of 10m ‘No Stopping’ restrictions on the southern side of Edith Street west of Princes Highway, St Peters.

DISCUSSION

Council Officers tabled an additional comment that was received after the conclusion of the consultation period. A resident commented that the existing narrow footpath should be removed to widen the street. The Committee noted the resident’s comment.

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

THAT the following changes to parking conditions be approved:

1. Conversion of unrestricted parking to ‘No Parking’ on the northern side of Edith Street across the frontages of property No.5 to property No.33 Edith Street, St Peters;

2. Conversion of unrestricted parking to ‘No Parking’ on the southern side of Edith Street between Roberts Street and Princes Highway, St Peters;

3. Implementation of 10m ‘No Stopping’ restrictions on the southern side of Edith Street east of Roberts Street, St Peters; and

4. Implementation of 10m ‘No Stopping’ restrictions on the southern side of Edith Street west of Princes Highway, St Peters.

For motion: Unanimous

LTC0818 Item 15 Change in Parking Meter Operational Hours in side streets of Leichhardt, Rozelle and Balmain (Leichhardt and Balmain Ward / Balmain Electorate / Leichhardt LAC)

SUMMARY

Council at its meeting held on 13 March 2018 considered a report regarding parking meter operations in Leichhardt, Rozelle and Balmain and subsequently resolved to turn off parking meters at 7pm on Norton Street, Leichhardt; Darling Street, Rozelle and Darling Street, Balmain.

The Council also resolved to initiate consultation with the community, including Chamber of Commerce, businesses and surrounding residents on the proposal to turn off parking meters at 7pm in the adjoining side streets and extend 30 minute parking to those streets and receive a report back on the outcome of that consultation.

A separate report will be prepared to Council for its meeting to be held on 28 August 2018 outlining the outcome of this consultation.

This report identifies the regulatory signage that would need to be changed, should Council proceed with the proposal to turn off the parking meters in the side streets in Balmain, Rozelle and Leichhardt at 7pm.

Officer’s Recommendation

THAT in the event that Council resolves to switch off the parking meters in the side streets of Balmain, Rozelle and Leichhardt at 7pm, the changes to regulatory signage indicated in Table 1 of this report be supported.

DISCUSSION

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

For motion: Unanimous

LTC0818 Item 16 Smith Lane, Summer Hill - Proposed 'No Parking' restrictions.
(Ashfield Ward/ Summer Hill Electrorate/ Ashfield LAC)

SUMMARY

Council has received concerns from a resident regarding vehicles parking on the northern side of Smith Lane along the rear boundaries of Nos.58 to 62 Smith Street and subsequently impeding driveway access to these properties.

Officer’s Recommendation

THAT the installation of full-time ‘No Parking’ restrictions (approx. 15 metres in length) on the northern side of Smith Lane, along the rear boundaries of Nos. 58 to 62 Smith Street, Summer Hill, be approved.

DISCUSSION

The Committee members agreed with the Officer’s recommendation.

COMMITTEE RECOMMENDATION

For motion: Unanimous

LTC0818 Item 17 Minor Traffic Facilities (All Wards/All Electorates/All LACs)

SUMMARY

This report considers minor traffic facility applications received by Inner West Council, and includes ‘Disabled Parking’ and ‘Works Zone’ requests.

Officer’s Recommendation

THAT:

1. The 6m ‘Disabled Parking’ space in front of No.118 Cecily Street, Lilyfield be removed as the zone is no longer required;

2. A 5.5m ‘Disabled Parking’ zone be installed in front of No.79 Flood Street, Leichhardt (adjacent to the neighbouring driveway);

3. A 3.6m (45-degree angle parking) ‘Disabled Parking’ zone be installed in front of No.173 Trafalgar Street, Annandale;

4. A 6m ‘Disabled Parking’ zone be installed in front of No.35 Darling Street, Balmain East;

5. A 5.5m ‘Disabled Parking’ zone be installed on Norman Street on the side boundary of No.72A Terry Street, Rozelle;

6. A 6m ‘Disability Parking’ zone be installed on the southern side of Robert Street, Petersham adjacent to property no .36 Charles Street, Petersham;

7. A 6m ‘Disability Parking’ zone be installed on the eastern side of Australia Street infront of property no. 94 Australia Street, Camperdown;

8. A 12 ‘Works Zone 7.00am – 5.30pm Mon-Sat’ be installed on the southern side of Applebee street adjacent to property no.63 - 81 Princes Highway, St Peters;

9. A 9m ‘Works Zone 7.00am – 5.00pm Mon-Fri, 7.00am – 1.00pm Sat’ be installed in front of No.14 and No.14A Susan Lane, Annandale;

10. A 9m ‘Works Zone 7.00am – 5.00pm Mon-Fri, 7.00am – 1.00pm Sat’ be installed in front of No.63 and No.65 Rowntree Street, Balmain;

11. A 9m ‘Works Zone 7.00am – 5.00pm Mon-Fri, 7.00am – 1.00pm Sat’ be installed on Clay street on the side of No.52 Reynolds Street, Balmain;

12. A 8m ‘Works Zone 7.00am – 6.00pm Mon-Fri and 7.00am – 1.00pm Sat’ be installed in front No.16 Spencer Street, Summer Hill; and

13. A 9m ‘Works Zone ‘7.00am – 6.00pm Mon-Fri and 7.00am – 1.00pm Sat’ be installed in front of No.9 Leopold Street, Croydon Park.