AGENDA R

 

 

 

 

 

 

 

Council Meeting

                            

TUESDAY 28 AUGUST 2018

 

6.30pm

 


Council Meeting

28 August 2018

 

Live Streaming of Council Meeting

 

In the spirit of open, accessible and transparent government, this meeting of the Inner West Council is being streamed live on Council’s website. By speaking at a Council meeting, members of the public agree to being recorded and must ensure their speech to the Council is respectful and use appropriate language. A person who uses defamatory, discriminatory or offensive language may be exposed to liability for which Council takes no responsibility. Any part of this meeting that is held in closed session will not be recorded

 

Pre-Registration to Speak at Council Meetings

 

Members of the public must register by 2pm of the day of the Meeting to speak at Council Meetings. If you wish to register to speak please fill in a Register to Speak Form, available from the Inner West Council website, including:

 

Are there any rules for speaking at a Council Meeting?

The following rules apply when addressing a Council meeting:

 

What happens after I submit the form?

Your request will then be added to a list that is shown to the Chairperson on the night of the meeting.

 

Where Items are deferred, Council reserves the right to defer speakers until that Item is heard on the next occasion.

 

Accessibility

 

Inner West Council is committed to ensuring people with a disability have equal opportunity to take part in Council and Committee Meetings. At the Ashfield Council Chambers there is a hearing loop service available to assist persons with a hearing impairment. If you have any other access or disability related participation needs and wish to know more, call 9392 5657.

 

Persons in the public gallery are advised that under the Local Government Act 1993, a person may NOT tape record a Council meeting without the permission of Council.

 

Any persons found recording without authority will be expelled from the meeting.

 

“Record” includes the use of any form of audio, video and still camera equipment or mobile phone capable of recording speech.

 

An audio recording of this meeting will be taken for the purpose of verifying the accuracy of the minutes.  

 

 

   


Council Meeting

28 August 2018

 

 

PRECIS

 

 

1          Acknowledgement of Country

 

2          Apologies

 

3          Notice of Webcasting

 

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

 

5          Moment of Quiet Contemplation

 

6          Confirmation of Minutes                                                                                         Page

Minutes of 14 August 2018 Council Meeting                                                                    5

7          Mayoral Minutes

 

Nil at the time of printing.

8          Staff Reports

 

Volume 1 of 2

 

ITEM                                                                                                                                     Page

 

C0818(3) Item 1       Supporting Anzac Day across the Inner West                                       32

C0818(3) Item 2       Sponsorship policy                                                                                 35

C0818(3) Item 3       Media and social media policies for Councillors                                    57

C0818(3) Item 4       Local Democracy - outcomes of proposed new advisory group structure public exhibition                                                                                                 71

C0818(3) Item 5       Funding Proposals for Balmain Public Square Heritage Project         102

C0818(3) Item 6       Dawn Fraser Baths Master Plan and Essential Works Update           112

C0818(3) Item 7       Draft Leichhardt Park Aquatic Centre (LPAC) Master Plan                203

C0818(3) Item 8       Draft Marrickville Road (East) Public Domain Master Plan: Feedback from Public Exhibition                                                                                              414

C0818(3) Item 9       Events in Parks Policy & Events in Parks Guidelines                         537

C0818(3) Item 10     Ferris Lane, Annandale - Potential Conversion to a Park                    592

C0818(3) Item 11     Change in parking meter operational hours in the side streets of Leichhardt, Rozelle and Balmain                                                                                          600

C0818(3) Item 12     Victoria Street, Ashfield - Proposed combined bus stop and pedestrian crossover facility opposite Cardinal Freeman Village                                           654

Volume 2 of 2

 

C0818(3) Item 13     Local Traffic Committee Meeting held on 7 August 2018                   665

C0818(3) Item 14     Victoria Road Precinct, Marrickville, Development Control Plan Amendment                                                                                                              699

C0818(3) Item 15     Interim heritage order and heritage assessment of dwellings at 73 and 73A The Boulevarde, Dulwich Hill                                                                      794

C0818(3) Item 16     Street Libraries in the Inner West                                                         839

C0818(3) Item 17     Referral of Draft 30 June 2018 Financial Statements for Audit          842

C0818(3) Item 18     Investment Report as at 30 June 2018                                                843

C0818(3) Item 19     Investment Report as at 31 July 2018                                                 877

C0818(3) Item 20     Status of Legal Proceedings                                                                904

9          Notices of Motion

 

ITEM                                                                                                                                          Page

 

C0818(3) Item 21     Notice of Motion: Glebe Island Proposals: Inner West Working With City Of Sydney                                                                                                              915

 


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

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

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:

 

  1. 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;


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;

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:

 

  1. 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

-       36th Battalion Park.

 

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

 

  1. 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:

 

  1. 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

-       36th Battalion Park.

 

  1. 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:

 

  1. 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.

 

  1. 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

 

Item No:         C0818(3) Item 1

Subject:         Supporting Anzac Day across the Inner West           

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

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

 

SUMMARY

The proposed approach outlined in this report provides an effective way for Council to support our community through both ANZAC Day and Remembrance Day events across the local government area.

 

 

RECOMMENDATION

 

THAT Council:

 

1.       Endorse the provision of support to Petersham and Ashfield RSLs for their ANZAC Day events, including fee waivers for venue hire, assistance with road closures and communications support; and

 

2.       Endorse the provision of support to Petersham and Ashfield RSLs for their Remembrance Day events, including fee waivers for venue hire and communications support.

 

 

 

 

BACKGROUND

At Council’s meeting on 22 May 2018, Council resolved to review other ANZAC Day events (in addition to the Balmain-Rozelle RSL Sub-Branch ANZAC Day ceremony in Loyalty Square, Balmain) held throughout the local government area, with staff to report back to Council about ways that Council could support these events.

 

Council also resolved to:

 

·    Allocate triennial funding of $15,000 per year for the ANZAC Day ceremony in Loyalty Square Balmain as part of the 2018-19 – 2020-21 budget, to be revised for the 2021-22 budget; and

·    Endorse a fee waiver for Petersham RSL for the hire of Petersham Town Hall for the Remembrance Day exhibition.

FINANCIAL IMPLICATIONS

Council’s Draft Grants and Fee Scale Policy outlines a scaled fee structure for hire of Council facilities, with a 100% fee subsidy available to not for profit organisations.

 

Under Council’s 2018/2019 Fees and Charges, not for profit organisations who do not charge their members for attending an event incur a reduced rate for use of Council facilities. RSLs are not for profit organisations, and Remembrance Day events and ANZAC Day are events which would not require participants to pay an entry fee.

 

A breakdown of the cost per event solely in terms of venue hire is outlined in the table below:

 

 

 

 

 

Event

Venue

Not for profit fee (excl. GST)

Financial impact

ANZAC Day service

Petersham Town Hall

Free before 5pm

 

ANZAC Day service

Ashfield Park

Not applicable – existing fee waiver

 

Remembrance Day service

Petersham Town Hall

$477.55

(6 hours Saturday, Sunday and public holidays)

$477.55 revenue foregone

 

The cost of providing communications and road closure support can be absorbed through Council’s ongoing staff and marketing costs.

 

OTHER STAFF COMMENTS

regarding their ANZAC Day services and potential support from Council in response to the ANZAC Day Notice of Motion.

 

Their requests for support from Council are outlined below and it is recommended that these requests are implemented by Council officials.

 

Petersham RSL – ANZAC Day Service

 

·    Fee waiver for venue hire of Petersham Town Hall

·    Mayor/Councillor invitations issued via the Mayor’s office, attendance welcomed

·    Communications support to promote the event through Council channels

 

Ashfield RSL – ANZAC Day Service

 

·    Fee waiver for hire of Ashfield Park in place from former Council

·    Council assistance with Police controlled road closures as required

·    Mayor/Councillor invitations issued via the Mayor’s office, attendance welcomed

·    Communications support to promote the event through Council channels

 

Both RSLs also raised their Remembrance Day services and requested the following support from Council.

 

Petersham RSL – Remembrance Day Service

 

·    Fee waiver for venue hire of Petersham Town Hall

·    Mayor/Councillor invitations issued via the Mayor’s office, attendance welcomed

·    Communications support to promote the event through Council channels

·    Fee waiver for venue hire of Petersham Town Hall for the Remembrance Day exhibition (already endorsed by Council at its 22 May meeting)

 

Ashfield RSL – Remembrance Day Service

 

·    Mayor/Councillor invitations issued via the Mayor’s office, attendance welcomed

·    Communications support to promote the event through Council channels

·    As the event is held on site at Ashfield RSL, no fee waiver for venue hire is required

 

PUBLIC CONSULTATION

Nil.

 

CONCLUSION

Nil.

 

 

 

ATTACHMENTS

Nil.


Council Meeting

28 August 2018

 

Item No:         C0818(3) Item 2

Subject:         Sponsorship policy           

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

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

 

SUMMARY

It is essential that Council has a policy in place informing Council officials of principles, guidelines, processes and issues relating to sponsorship, to 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.

 

 

RECOMMENDATION

 

THAT the draft Sponsorship Policy be placed on public exhibition, with outcomes reported back to Council.

 

 

BACKGROUND

Prior to amalgamation on 12 May 2016, the former Ashfield, Leichhardt and Marrickville councils had sponsorship policies to support the appropriate provision and receipt of sponsorship by these councils.

 

This new Inner West Council sponsorship policy seeks to align these former policies, while also adding in additional provisions and processes to manage risk and ensure the policy adheres to the Independent Commission Against Corruption’s (ICAC) guide to Sponsorship in the public sector 2006.

 

FINANCIAL IMPLICATIONS

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 reduce the cost of these activities. Sponsorship may therefore assist Council in enhancing and expanding its services to the community at minimal cost to ratepayers.

 

OTHER STAFF COMMENTS

The policy covers the following areas:

 

·    Definition of sponsorship;

·    Principles for seeking and providing sponsorship;

·    Appropriate external sponsorship arrangements;

·    Restrictions;

·    Approvals for sponsorship;

·    Process for seeking external sponsorship;

·    Process for assessing external sponsorship;

·    Process for providing sponsorship;

·    Acknowledgement and benefits;

·    Reporting requirements: sponsorship proposals, agreements and register; and

·    Templates: sponsorship proposal, sponsorship agreement, approvals process checklist including conflict of interest declaration and statement of business ethics, and sponsorship register.

 

The policy ensures that not only can Council seek sponsorship from external organisations where appropriate, but also that Council can sponsor charity or community based organisations, activities and events external to Council that align with the organisation’s strategic objectives for a mutually beneficial outcome.

 

Importantly, clear restrictions are placed on the types of organisations that can provide or receive sponsorship, and every sponsorship proposal will be assessed against the possibility of a conflict of interest.

 

Staff are supported in their decision making and management of risk through clear processes and templates – including a two-step sign off process and mandated reporting requirements – for a consistent approach to sponsorship across Council.

 

To ensure transparency, 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.

 

PUBLIC CONSULTATION

It is proposed that the policy be placed on public exhibition for a period of four weeks given its impact on the community.

 

Internal engagement has already been undertaken to develop the policy, with input from Events, Community Services, Risk, the Leadership Team, the Internal Ombudsman, and Council staff previously responsible for managing sponsorship at the former Marrickville, Leichhardt and Ashfield councils.

 

CONCLUSION

Nil.

 

 

 

ATTACHMENTS

1.

Inner West Council Draft Sponsorship Policy

  


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

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

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

 

Compatible with Council's values and strategic objectives

Sponsor agrees to benefits offered

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

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

Sponsor not involved in political fields

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

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

Sponsor has capacity to fulfil its sponsorship obligations

Sponsorship arrangement benefits both parties

Sponsorship agreement adheres to Council’s sponsorship policy

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 3

Subject:         Media and social media policies for Councillors           

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

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

 

SUMMARY

In addition to policies for staff, Council should have media and social media policies for Councillors relating to media liaison and social media use. These establish clear protocols and guidelines for Councillor communication to the media and with the community, while enabling Councillors to speak to the media, engage with the community online and express their opinions in an individual capacity.

 

 

RECOMMENDATION

 

THAT Council:

 

1.       Adopt the Media Policy for Councillors; and

2.       Adopt the Social Media policy for Councillors.

 

 

 

 

BACKGROUND

At its meeting on 13 March 2018, Council resolved to adopt media and social media policies for Council staff, deferring consideration of the Councillor related aspects of the policies to a workshop.

 

New media and social media policies for Councillors were drafted, addressing the key issues outlined at the 13 March Council meeting:

a)         Councillors and Mayor are elected representatives and as such are required to represent their constituents and communicate with them;

b)         Any media/social media policy will need different policies for staff than for the                   Councillors/Mayor. Volunteers should have also have different media protocol;

c)         Any media/social media policy needs to adhere to freedom of political communications which are recognised under the Australian Constitution. These freedoms mean Councillors must be free to speak to the community through all communication channels including traditional and social media. They also mean Councillors have a right to express their own opinions on any decision of Council and to talk freely to the media and constituents;

d)         Debate both inside and outside the Council chambers is how democracy works. The media/social media policies need to encourage that debate and engagement       in local democracy in the media and social media not unintentionally shut it down;

e)         The Model Code of Conduct and newly adopted Code of Meeting Practice sit alongside the media/social media policies they should not sit within the media/social media policies. Councillors are aware or should make themselves aware of their obligations under the Code of Conduct and Code of Meeting Practice and adhere to them as required; and

f)          Council’s communication policies need to be focused on developing a rich, respectful democratic environment both inside and outside the Council chambers which presents different points of view and encourages dialogue, debate and engagement of the community with Council.

 

On 19 June 2018, Councillors were presented with the updated Councillor policies at a Councillor briefing session, in which they were given the opportunity to ask questions and provide further feedback. This input was then incorporated into the policies.

 

On 22 June 2018, the final proposed policies were emailed to Councillors for their reference prior to being considered at a Council meeting.

 

FINANCIAL IMPLICATIONS

Nil.

 

OTHER STAFF COMMENTS

Nil.

 

PUBLIC CONSULTATION

Nil.

 

The updated policies have been reviewed by the Internal Ombudsman.

 

CONCLUSION

Nil.

 

 

ATTACHMENTS

1.

Social media policy for Councillors

2.

Media policy for Councillors

  


Council Meeting

28 August 2018

 

 

 

 

 Social media policy for Councillors

 


 

 

Summary

 

­­­­­­­­­­­­­­­This policy informs Councillors of processes, guidelines and issues relating to the use of social media.

 

Policy background

 

 

Inner West Council recognises that social media is an essential communication, engagement and customer service channel.

 

This policy acknowledges that Councillors are elected representatives and as such are required to represent and communicate with their community as part of a robust local democracy, including through public debate and engaging with their constituents online.

 

Social media provides a platform to encourage dialogue between Councillors and the community, and enable Councillors to gain insight into the community and its needs via public feedback.

 

However, clear and consistent guidelines are required to ensure the appropriate use of social media by Councillors. This policy enables Councillors to speak on social media while protecting the interests of Council and complying with the Code of Conduct.

 

It is consistent with existing policies, such as the Code of Conduct, media policy and policies on the acceptable use of information technology. Council’s Code of Conduct states that Council officials, including Councillors, must not conduct themselves in a manner that is likely to bring Council or holders of civic office into disrepute and this applies to the use of social media. 

 

Policy purpose

 

The purpose of this policy is to: 

 

·    Guide Councillors on the use of social media sites;

·    Protect the reputation of Inner West Council; and

·    Provide an effective platform for community engagement and public debate.

 

Who this policy applies to

 

The policy applies to Inner West Councillors and informs them of their responsibilities in relation to the use of social media in an official or individual capacity which reflects on their position as a Council official.

 

Related legislation, policies and procedures

 

Related policies:

 

·    Media Policy for Staff;

·    Media Policy for Councillors;

·    Social Media Policy for Staff;

·    Inner West Council Crisis Communications Guidelines;

·    Public Interest Disclosures Policy;

·    Model Code of Conduct;

·    Procedures for the Administration of the Code of Conduct;

·    Code of Meeting Practice; and

·    Community Engagement Framework.

Related legislation:

 

·    Local Government Act 1993 NSW;

·    Independent Commission Against Corruption Act 1988 NSW;

·    The Government Information (Public Access) Act 2009 NSW;

·    Anti-Discrimination Act 1977 NSW;

·    Privacy and Personal Information Protection Act 1998 NSW;

·    Work Health and Safety Act 2011 NSW;

·    Model Code of Conduct for Local Councils in NSW 2015;

·    Australian Constitution;

·    Copyright Act 1968 Cth; and

·    Copyright Amendment (Digital Agenda) Act 2000 Cth.

 

Policy

 

1          Definition of social media 

 

Social media facilitates the creation and sharing of information and ideas via virtual communities and online networks. It invites communication, collaboration, discussion and debate. It also enables the development of social and professional networks, groups, followers and contacts.

 

This policy relates and applies to social media platforms, including but not limited to:  

 

·    Facebook;

·    Twitter; 

·    Instagram;

·    Your Say Inner West; 

·    YouTube; 

·    LinkedIn; 

·    Google+;

·    Snapchat;

·    Council’s Intranet;

·    Blogs; and

·    Video podcasts.

 

Council’s official social media platforms are administered by Council’s Communications team to ensure consistency of content, tone and style.

 

2          Roles and responsibilities of Councillors  

 

Councillors should be aware that any social media activity or interaction, either official or personal, is public, permanently available, traceable and able to be reproduced elsewhere. 

 

Councillors should also be aware that whether they intend it or not, what they post online in a private capacity may reflect on Inner West Council and their role as a Councillor, and they should therefore behave in a way that upholds the values and reputation of Council, consistent with the Code of Conduct and other policies.

 

Councillors are reminded that ‘shares’, ‘likes’ or ‘retweets’ may be viewed as an endorsement of the original post.

 

In the spirit of a respectful democratic environment, constructive criticism or negative comments/commenters should not be blocked or removed, unless they are overtly offensive and defamatory, incite hatred and violence or are criminal in nature.

 

Councillors must also be aware of posts by others to their social media pages and consider if the post and its comment/s are offensive or may incite hatred, violence and/or criminal acts. Any post/comments made to a Councillor’s social media page/site should be monitored by the Councillor to ensure that it meets the standard of socially acceptable behaviour/commentary. Councillors should remove any post/comment that does not meet the required standard of this policy.

 

3          Councillor use of social media

 

Councillors are responsible for the preparation, posting and management of their own content on their social media channels. Councillors can make personal comments on their social media platforms, but must make clear that any views are their own opinions as an individual and not those of Council.

The following examples relate to, but are not limited to, what a Councillor must not do:

·    Speak on Council’s behalf;

·    Commit Council to any action, pre-empt official Council announcements or post any confidential Council information;

·    Direct staff to post content, in line with the Code of Conduct;

·    Breach the privacy of other Council officials or those that deal with Council;

·    Post content that is offensive, humiliating, threatening or intimidating to other Council officials or those that deal with Council; or

·    Post content about Council that may be misleading or deceptive.

Councillors must also ensure that their use of social media, and Council’s computer resources or other mobile devices, is consistent with the Code of Conduct.

The Mayor can issue material in line with official media releases issued on mayoral letterhead on his/her separate mayoral social media platforms. The Mayor should also approve any posts by Council officials on official Council social media channels using his/her image and/or quotes.

 

4          Guidelines for Councillors using social media

 

The following are examples of, but are not limited to, what Councillors should and should not do on social media.

 

 

Do …

 

·    Follow Council’s social media channels to stay in touch with what’s happening, and to like and share Council’s posts.

·    Remember everything you say and do is public, and you can be identified as a Councillor of Inner West Council.

·    Pause before you post – would you be comfortable with this information being shared with your family, friends, work colleagues, media and the broader community, and is the information likely to bring you or Council into disrepute?

·    Be mindful of your general conduct obligations under the Code of Conduct, including the requirement not to damage Council’s reputation.

·    Be careful to communicate accurate information.

·    Be courteous and respectful of fellow Councillors, other Council staff and members of the community, including respecting people’s privacy.

·    Report any violations of this policy to the General Manager and/or the Internal Ombudsman.

Don’t …

 

·    Imply that you are speaking on behalf of Inner West Council.

·    Disclose official, personal or confidential information that is not publicly available (such as staff, personal information, legal advice, commercial-in-confidence and Code of Conduct complaints).

·    Post material that is obscene, pornographic, defamatory, threatening, harassing or discriminatory to any individual, group or organisation or may lead to criminal penalty.

 

5          Emergencies 

 

In the event of an emergency, publishing Council information on social media sites will be the responsibility of the Communications team with approval from the General Manager or their delegate.  

 

6          Breaches of this policy

 

Breaches of this policy by Councillors may result in an investigation of the alleged breach in line with Council’s complaint handling policy, the Local Government Guidelines on Investigations and the Code of Conduct.

 

Any alleged criminal offence or allegation of corrupt conduct will be referred to the relevant external agency.

 

Inappropriate behaviours may include, but are not limited to: 

 

·    Using social media to ridicule, vilify, harass, cyberbully, discriminate against or bring into disrepute the Council, or other Council officials, including Councillors or community members;

·    Posting content that is deemed to be offensive, including obscene or sexually explicit language; and

·    Using social media channels to post/provide confidential, personal or sensitive information relating to Council.

 

 

 

7          Privacy 

 

There is no such thing as a ‘private’ social media site. Posting information online is a public activity and no different from publishing information in a newspaper. Councillors are advised to not post anything to social media sites that they would not be comfortable with if quoted in the media.

 

Everything posted or received on social media is public property. Once something is published online, control of it is lost forever and it cannot be withdrawn. Search engines can find posts years after publication, while archival systems save or cache information even if deleted.

 

Posts – even deleted posts – are considered ‘publication’, and are subject to the same defamation laws as any other media. 

 

Councillors are responsible for any information they release relating to Council, Councillors or other Council officials. Claiming that comments/images are published on private pages is not defensible.  

 

8          Policy review 

 

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

 

 

 

 


Council Meeting

28 August 2018

 

 

 

 

 Media policy for Councillors

 


 

Summary

 

­­­­­­­­­­­­­­­This policy informs Councillors of processes, guidelines and issues relating to media relations to ensure they are aware of their obligations regarding media liaison.

 

Policy background

 

Inner West Council strives to maintain a positive image in the community. Our public image is influenced by the way we communicate and media relations should support Council in achieving our strategic objectives.

 

A mutually beneficial and trusting relationship between Council and the media is essential in maintaining and protecting Council’s reputation. Inner West Council welcomes enquiries from the media, and works proactively with media outlets to inform the public about Council’s activities and advocacy.

 

This policy recognises that Councillors are elected representatives and as such are required to represent and communicate with their constituents as part of a robust local democracy, including through public debate and engaging with the media.

 

Councillors should ensure they are aware of and comply with their obligations under the Code of Conduct and Code of Meeting Practice.

 

Policy purpose

 

The purpose of this policy is to:

 

·    Establish consistent protocols and guidelines for Councillor communication to the media;

·    Clearly indicate Council’s authorised spokespeople;

·    Protect and enhance the reputation of Council;

·    Maintain and maximise positive relations with media; and

·    Minimise miscommunication and potential adverse consequences.

Who this policy applies to

 

This policy applies to Inner West Council Councillors in relation to communications with the media.

 

Related legislation, policies and procedures

 

Related policies:

 

·    Social Media Policy for Staff;

·    Social Media Policy for Councillors;

·    Media Policy for Staff;

·    Inner West Council Crisis Communications Guidelines;

·    Public Access to Information Policy;

·    Community Engagement Framework;

·    Code of Meeting Practice;

·    Public Interest Disclosures Policy;

·    Local Government Guidelines on Investigations;

·    Code of Conduct; and

·    Procedures for the Administration of 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;

·    Privacy and Personal Information Protection Act 2009 NSW;

·    State Records Act 1998;

·    Workplace Health and Safety Act 2011;

·    Model Code of Conduct for Local Councils in NSW 2015;

·    Australian Constitution;

·    Copyright Act 1968 Cth; and

·    Copyright Amendment (Digital Agenda) Act 2000 Cth.

 

Policy

 

1    Definition of media

 

For the purpose of this policy, media comprises all print, broadcast and online media.

 

2    Council's authorised spokespeople

 

Comments to the media on behalf of Council should only be made through authorised spokespeople. In the first instance, the Mayor and General Manager are Council’s official spokespeople on all matters.

 

At their discretion, the Mayor and General Manager can nominate other Council officials to act as a Council spokesperson.

 

3    Media comment and responding to media enquiries on behalf of Council

 

All operational media enquiries relating to Council are to be referred to the Media and Communications Coordinator in the Communications team. The Media and Communications Coordinator is responsible for the coordination of responses to all operational enquiries, and will inform and liaise with the General Manager, the Mayor’s unit and relevant Council staff as required.

All mayoral media enquiries are to be referred to the mayoral media unit (Mayoral Media and Communications Coordinator or Mayoral Policy and Media Relations Manager) in the first instance, or the Media and Communications Coordinator if the mayoral media unit is unavailable. The Mayoral Media and Communications Coordinator is responsible for the coordination of responses to all mayoral enquiries, and will inform and liaise with the General Manager, the Communications team and relevant Council staff as required.

 

All media inquiries regarding the Internal Ombudsman Shared Service are to be directed to and addressed by the Internal Ombudsman.

4    Media comment by Councillors

 

Individual Councillors may speak to the media and express their opinions, but may not speak on behalf of Council or comment on any confidential matters.

 

All media representatives are to be treated in the same manner as any other customer of Council, with promptness, transparency and respect.

 

Any media comment made by Councillors must abide by the Code of Conduct and Code of Meeting Practice.

Councillors who have a genuine concern about something at Inner West Council are encouraged to raise this with the General Manager or relevant Group Manager in the first instance in accordance with policy.  

 

5    Guidelines for Councillors

 

The following are examples of, but are not limited to, what Councillors should and should not do regarding media liaison.

Do …

·    Be mindful of your obligations under the Code of Conduct, Part 3, General Conduct, including the requirement not to damage Council’s reputation,  treat others with respect at all times and not discriminate, disadvantage or treat anyone adversely.

·    Be careful to communicate accurate information when dealing with the media.

Don’t …

·    Imply that you are speaking on behalf of Inner West Council.

·    Comment on any confidential matters (such as staff, personal information, legal advice, commercial-in-confidence and Code of Conduct complaints).

 

6    Process and approvals for Council media releases

 

The Media and Communications Coordinator is responsible for preparing and issuing media releases about Council's activities, decisions and plans.

 

Communications material pertaining directly to the Mayor, using his/her quotes or image – including but not limited to media releases, ‘Mayoral Messages’ for the Council page in the Inner West Courier, Council newsletters and forewords for reports – will be provided to the mayoral media unit for the Mayor’s approval prior to publication. The Mayor may also issue media releases on mayoral letterhead.

 

If other Councillors wish to have a Council media release issued as part of a Council decision this instruction must be included as part of a Council resolution.

Councillors may be quoted in Council media releases relating to motions for which they are responsible.

All Councillors will be provided with copies of general Council media releases for their information.

 

7    Media access to Council information and property

Media and the public are welcome to attend Council meetings to ensure transparency and access to information.

 

Allocated seating will be provided for media outlets at all Committee and Council meetings. Media representatives must adhere to Council's Code of Meeting Practice for Council meetings.

Requests from media outlets to film or photograph Council staff, including Councillors, facilities, meetings and events must be referred to the Media and Communications Coordinator for determination by the General Manager in consultation with relevant Council staff.

 

8    Media liaison in crisis or emergency situations

Only the Mayor and General Manager or their delegate/s are authorised to speak to the media on behalf of Council during a crisis or emergency situation.

Publishing information will be the responsibility of the Communications team with approval from the General Manager or their delegate.  

 

All crisis communications must abide by the Inner West Council Crisis Communications Guidelines.

9   Breaches of this policy

Breaches of this policy by Councillors may result in an investigation of the alleged breach in line with Council’s complaint handling policy, the Local Government Guidelines on Investigations and the Code of Conduct.

 

Any alleged criminal offence or allegation of corrupt conduct will be referred to the relevant external agency.

 

10   Policy review

 

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

 

 

 


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

 


 


Council Meeting

28 August 2018

 


 


 


 


 


 


 


 


 


 


Council Meeting

28 August 2018

 


 


Council Meeting

28 August 2018

 


 


 


Council Meeting

28 August 2018

 

Item No:         C0818(3) Item 5

Subject:         Funding Proposals for Balmain Public Square Heritage Project           

Prepared By:     Brooke Martin - Group Manager Properties, Major Building Projects and Facilities  

Authorised By:  Elizabeth Richardson - Deputy General Manager Assets and Environment

 

SUMMARY

The 2004 Darling Street Balmain Masterplan vision is to demolish the front of the Telstra exchange building and open up the public space to improve the presence of the heritage Post Office. At the 26th June 2018 meeting Council resolved to support the project in principle and requested a report on funding options. It is recommended that Council fund the project by deferring the public square improvement works in 2018/19 to fund the demolition project and reprioritise project funding in the 2019/20 year for the public square improvement works.

 

 

RECOMMENDATION

 

THAT:

 

1.       The Balmain public square heritage project Option A be funded in the 2018/19 financial year with $1.1M and 2019/20 financial year with $500,000; and

 

2.       That the project is funded by deferral and reprioritisation of the other Town Centre improvement works identified in the Long Term Financial Plan.

 

 

 

 

BACKGROUND

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.

 

In 2016, Council and Telstra agreed to a partial demolition of the building and public space improvements. The DA for the demolition is approved and Council has engaged with the community on the public space design. Council and Telstra have investigated ways to decrease the cost to demolish and alternative options including utilisation of the current building and increasing the public square.

 

Three options were presented to Council meeting 22nd May 2018- See Attachment 1 of this report.

 

At the 26th June 2018 meeting, Council resolved to support Option A, the demolition of the front of the Telstra building and provide a public square as per the original agreed project and Deed agreement with Telstra.

 

This project is estimated to cost $1.1million for the demolition and $500,000 for the public domain improvement works. Total project cost is estimated at $1.6M.

 

Current funding for the project includes

·    $810,000 for the demolition rolled over from 2017/18 Q3 budget review into 2018/19.

·    $340,000 for the public square improvement works in 2018/19.

 

The demolition works will be undertaken by Telstra in accordance with the Deed Agreement signed in 2016. The demolition works can be undertaken in the current financial year.

 

The public square concept design is complete, detailed design can commence in the current financial year. The Public square works can be completed in 2019/20 providing another project is deferred to accommodate funding and council project management capacity.

 

FUNDING OPTIONS

 

In line with the Council resolution of the 26 June 2018, the following funding options are provided for Council’s consideration.

 

Option No.1  - Reprioritise works in the long term financial plan

 

Project Description

2018/2019

2019/2020

2020/2021

2021/2022

Town Centres Upgrade- Capital

 

 

 

 

Balmain East - Darling Street Between Union Street & Little Nicholson Street

 

 

80,000

 

Balmain East - Darling Street Between Duke Street & Nicholson Street

 

 

460,000

 

Rozelle - Darling Street - Red Lion St to Denison St

214,000

 

 

 

Balmain - Elliot St - Intersection

 

 

 

420,000

Rozelle  - Darling Street - Waterloo St to Victoria Rd

 

 

 

450,000

Leichhardt  - Flood Street, Marketplace

 

 

50,000

150,000

Balmain - Birchgrove Rd & King St - Intersection

 

 

 

100,000

Dulwich Hill - Dulwich Hill Station Centre Upgrade

 

140,000

 

450,000

Leichhardt - Marion Street - No. 153 to Flood St

 

 

 

100,000

Balmain - Darling St and Montague St - New Plaza (old Telstra site)

340,000

 

 

 

Leichhardt  - Civic Precinct - Leichhardt - DESIGN

 

 

 

250,000

 

 

Option No. 2 End of financial year surplus

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

Option No.3 Loan

As assessment has been made of Council’s capacity to borrow funds for the three key infrastructure projects due for consideration at Council’s Meeting of the 26 August 2018

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.

 

Having considered the above, it is recommended that if Council wishes to pursue the project, that it be funded by a reprioritisation of Town Centre upgrade projects within the Long Term Financial Plan.

FINANCIAL IMPLICATIONS

There is currently a $300,000 shortfall in funding for the demolition of the Telstra building project.

 

If Council wishes to pursue the project, it is recommended:

 

·    The $340,000 budgeted for the public square improvement works in the 2018/19 budget be reprioritised in order to allocate:

$300,000 to undertake the demolition in the current year; and

$40,000 to complete the detailed design for the improvement works.

 

·    Reprioritise other Town Centre upgrade works to undertake the public square improvement works estimated at $500,000, in 2019/20.

 

OTHER STAFF COMMENTS

Group Managers’ Roads, Traffic and Stormwater, Trees, Parks and Sportsfields, Recreation and Aquatics, and Finance were consulted in writing this paper.

 

PUBLIC CONSULTATION

Nil required for this paper.

 

CONCLUSION

In 2016 Council and Telstra agreed to a partial demolition of the building and public space improvements.

 

At the 26th June meeting Council resolved to support the project in principle and requested a report on funding options. It is recommended that if Council wishes to pursue the project, that it fund the project by deferring the public square improvement works in 2018/19 to fund the demolition project by $300,000, $40,000 for detailed design and reprioritise project funding in the 2019/20 year for the public square improvement works.

 

 

 

ATTACHMENTS

1.

C0518 Item 27 - Balmain Telstra Building and Public Square Project

  


Council Meeting

28 August 2018

 


 


 


 


 


 


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 24th August 2018.

Proposed timeline of the Works

·    IDA submission 24th 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

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Council Meeting

28 August 2018

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


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

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Council Meeting

28 August 2018

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 

 


 


 


 


 

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Council Meeting

28 August 2018

 

Item No:         C0818(3) Item 8

Subject:         Draft Marrickville Road (East) Public Domain Master Plan: Feedback from Public Exhibition           

Prepared By:     David Petrie - Coordinator Public Domain Planning  

Authorised By:  Josephine Bennett - Group Manager Recreation and Aquatics

 

SUMMARY

The Draft Marrickville Road (East) Public Domain Master Plan was on public exhibition from 15 May 2018 to 26 June 2018.  The plans received more than 94% approval from the community.  Minor changes were requested during the exhibition period and these have been included in the revised plan to better meet community needs. This report provides an overview of the revised plan, the design process and the feedback received from the community.  This report is seeking Council’s endorsement of the master plan so the plans can inform future streetscape improvements along Marrickville Road (East).

 

 

RECOMMENDATION

 

THAT:

 

1.       The report be received and noted;

 

2.       Council adopts the draft Marrickville Road (East) Public Domain Master Plan (ATTACHMENT 1);

 

3.       All residents and stakeholders who made submissions during the public exhibition period be notified of Council’s determination; and

 

4.       The master plan be used to inform future capital streetscape upgrades along Marrickville Road (East).

 

 

 

 

BACKGROUND

The Public Domain Planning team has engaged across Council, with the community, businesses and State Government Agencies to develop an integrated public domain master  plan for Marrickville Road (East). 

 

The draft plan was endorsed for public exhibition at the 8 May 2018 Council meeting.  The minutes from the meeting note that:

 

1.   The draft public domain master plan for Marrickville Road East (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 are presented to Council recommending further action.

 

The plan was on exhibition for six weeks; comprised of 28 days and a further 14 days for submissions to be received.  During the exhibition period much support was received (94%)  from the community, and comments received have informed a revision of the plan to ensure the it better reflects the community’s vision for the street.

 

 

 

 

Project Scope

 

The scope of the project includes the public domain elements along Marrickville Road from Meeks Road to the intersection with Railway Parade.  The project extends along Railway Parade from Marrickville Road to Gleeson Avenue at the Sydenham Railway Station.  The project scope reviews the road intersections with Lower Railway Parade, Buckley Street, Barclay Street, Sydney Street, Gerald Street, and access into Fraser Park.  The public domain elements contained in the master plan include:

·    Pedestrian pavements

·    Pedestrian furniture including seating, rubbish bins, and bollards

·    Bicycle infrastructure including cycle lanes

·    Street cross sections including travel lanes, kerb alignment and parking

·    Kerb blisters

·    Rain-gardens and other planting locations

·    Street tree locations

·    Pedestrian and feature lighting

·    Public art strategies

 

Adjacent Public Domain Projects

 

The scope from Marrickville Road heading west from Meeks Road is included within the Marrickville Town Centre Public Domain Master Plan.  This project is still in the development phases and requires further staff collaboration and input from stakeholders before it is reported to Council by the end of the 2018.

 

Master Plan Process

 

Public Domain Planning team developed the public domain master plan by working collaboratively with Council stakeholders, businesses, the community and State Government agencies to produce an integrated public domain plan.  Detailed site analysis reviewed site history, existing and proposed zoning, stormwater and drainage design, active transport options, pavement design and quality, street trees, overhead electrical infrastructure, road ownership, (large) vehicle turning requirements, urban heat island, bicycle infrastructure options, pedestrian connections and road crossings, pedestrian furniture and public art opportunities. 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 Proposals

 

The draft master plan aims to deliver a pedestrian and cyclist environment that is safe, pleasant and enjoyable to use.  The plans promote active transport and a better link between the Marrickville Town Centre and the Sydenham Railway Station.  Specific strategies to deliver this aim includes: 

·    Install new furniture elements including pedestrian seats, drink fountains, rubbish bins and bicycle racks;

·    Provide pedestrian priority threshold treatments to pedestrian crossings at road intersections;

·    Provide an additional north-south pedestrian crossing point along Marrickville Road (East);

·    Provide kerb blister enlargements at street intersections with rain-gardens in the planting areas.  The kerb alignment has been designed to facilitate turning circles for 19m rigid vehicles and any new planting to be low to maintain required sightlines at intersections;

·    New pedestrian pavements of concrete with two different textures (broom finished and shot-blast, sandblast or saw cut finishes);

·    Provide a separated bicycle lane along Marrickville Road, connecting with the regional routes to the west (Meeks Road), north (along Sydney Street and Railway Avenue);

·    Retain key existing tree specimens;

·    Replace low quality trees with new advanced trees appropriate for their location (i.e. lower spreading tree canopies below overhead electrical infrastructure; and tall and large canopies where space allows);

·    All tree plantings to have expanded tree pits or structural soil zones to maximise growing medium for trees;

·    New pedestrian lighting along the street;

·    Retain existing bus stop locations;

·    Retain existing car parking configuration and business driveway accesses;

·    Retain the existing heritage walls along Marrickville Road and Railway Parade; and

·    Use the existing wall along Marrickville Road for future public art.

 

 

FINANCIAL IMPLICATIONS

The master plan costs have been estimated to total $4,091,118, excluding GST.  The master plan has been developed to be implemented in six stages.  The cost breakdown associated with the stages includes:

 

Stage

Amount

Stage 1A

$1,162,017

Stage 1B

$1,931,188

Stage 2

$   269,096

Stage 3

$   346,134

Stage 4

$   324,505

Stage 5

$     58,178

 

 

Total (Excluding GST)                                                                                     

$4,091,118

 

The master plan has been integrated into the forward capital works budget. The forward capital works program currently forecasts a budget allocation for the project of $1,795,000 over the following financial years:

 

Year

Amount

2018 / 2019

$    195,000

2019 / 2020

$               0

2020 / 2021

$    500,000

2021 / 2022

$ 1,100,000

TOTAL

$ 1,795,000

 

Current budget allocation allows for the implementation of stage 1A and an additional stage to the cost of approximately $450,000.  Additional budget would be sought from external funding sources such as grant applications for the additional stages of the master plan.

 

STAFF COMMENTS

The development of the master plan was a collaborative process with input from all disciplines across Council.  The feedback occurred at several times through the development of the plans, and staff comments have been integrated into the plans.  The collaborative and iterative process has been helpful in developing multifunctional infrastructure that benefits many users. The internal stakeholders across Council have included representatives from:

 

·    Development Assessment and Regulatory Service

·    Trees, Parks and Sport fields

·    Environment and Sustainability

·    Roads and Stormwater

·    Major Building Projects and Facilities

·    Finance

·    Strategic Planning

·    Library and History Services

·    Recreation and Aquatics

·    Community Services and Culture

·    Communications, Engagement and Events

 

There is support for the master plan from across Council.  The plan is spatially locating many disciplines strategies including active transport initiatives, urban tree canopy, water sensitive cities as well as giving design guidance for Roads and Stormwater for the design of the streetscape outcomes.  Roads and stormwater are ready to proceed with the next design phase for stage 1A with budget allocations for the 2018/2019 for detail design.

 

PREVIOUS COMMUNITY AND STAKEHOLDER ENGAGEMENT

During February and March 2017 Council undertook community engagement with residents and businesses in Marrickville and Sydenham.  Information was disseminated to the community via a number of means including Inner West Courier, email, Council website and a letter box mail out. A total of 1440 residents and businesses received the letter box mail out, centred on the nearby streets extending north to Sydenham Road and west to Illawarra Road.  All advertising material provided details for the Inner West Council ‘Your Say Inner West’ website. The site contained information outlining key dates, an overview of the project and a link to an online survey.  The Your Say Inner West website received 100 visits to the Marrickville Road (East) survey page; and from the 100 visits, 26 surveys were completed.

 

The most commonly raised items to improve the streetscape environment from the community were:

·    Provide traffic calming measures along the street

·    Planting of shade trees and low plantings

·    Provide bicycle infrastructure including bike racks and cycle lanes

·    Additional pedestrian crossings across Marrickville Road (East)

·    Footpath surfaces need to be improved, widened to provide a safe pedestrian environment

·    Provision of pedestrian lighting along the streets

  

Additional engagement occurred with all businesses along Marrickville Road (East) during November 2017.  Each business was provided with a verbal presentation of the planning process, questioned about what they need from the streetscape to help their business succeed and was provided with Council contacts for more information. 

 

The community and business engagement information has directly influenced that strategies and plan developed for the public domain master plan.  A full summary of the feedback is included in the master plan on page 69 of ATTACHMENT 1.

 

Engagement has also occurred with external stakeholders and agencies including Sydney Buses, Department of Planning and Roads and Maritime Service.

PUBLIC EXHIBITION

During the six week period public exhibition period from 15 May 2018 to 26 June 2018, advertising material was installed at each of Council’s Service Centres and 1,500 postcards were distributed to residents and businesses to the area adjacent the master plan scope.  Advertising material highlighted the ‘Your Say Inner West’ website, which contained information about the project, copies of the report and an online survey that requested respondents to outline whether they supported the proposed plan and if they had any specific feedback. 

 

During the exhibition period the online documents received 596 visits and 57 submissions. From the 57 submission Council received 94% support for the plans. Some respondents provided comments and feedback about the streetscape improvements.   The feedback has been used to amend the plans so they better align with community sentiments.   

 

A summary of key themes from the community include:

·    Strong support for the bicycle lane along Marrickville Road (East)

·    Support for the ‘greening’ of the street with trees, WSUD elements and planting and street improvements

·    Some requests for the expansion of the plan and inclusion of additional cycle lanes and streetscape improvements elsewhere in Marrickville

·    Some respondents wanted to ensure the proposals tie into regional bicycle routes

·    Statements requested Council ensure the bicycle lane is safe and provides for other users

·    Statements requested Council ensure it has considered tree species selection and mitigated the risk of damage to infrastructure

·    Statements requested Council ensure it has considered tree species selection allows for adequate traffic and transport sightlines

·    Review of drink fountain locations

 

Most comments were positive and others reiterated processes that had already been completed in the development of the plans.  The feedback was used to review and amend the draft master plan design strategies.  The full list of submissions with Council’s comments and listed requested amendments are included as ATTACHMENT 2.

 

CONCLUSION

The draft Marrickville Road (East) Public Domain Master Plan has been developed through a collaborative process to establish the values consistent with the views of the local community and stakeholders. This has been demonstrated through the high levels of support during the public exhibition process.  The high level of community support and the amendments to the plans post exhibition to address community feedback has established a detailed 10 year plan that is consistent with the community vision and values.

 

 

ATTACHMENTS

1.

Draft Marrickville Road (East) Public Domain Master Plan

2.

Draft Marrickville Road (East) Public Domain Master Plan_ Feedback Schedule

  


Council Meeting

28 August 2018

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Council Meeting

28 August 2018

 


 


 


 


 


 


 


 


Council Meeting

28 August 2018

 

Item No:         C0818(3) Item 9

Subject:         Events in Parks Policy & Events in Parks Guidelines           

Prepared By:     Cathy Edwards-Davis - Group Manager Trees, Parks and Sports Fields 

Authorised By:  Elizabeth Richardson - Deputy General Manager Assets and Environment

 

SUMMARY

This report is seeking Council’s endorsement of the draft Events in Parks Policy to be placed on public exhibition for 28 days, with the results presented to Council along with a final Policy for adoption.

 

 

 

RECOMMENDATION

 

THAT:

 

1.       The draft Events in Parks Policy 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 along with a final Events in Parks Policy for adoption; and

 

3.       The Events in Parks Guidelines be noted.

 

 

 

 

BACKGROUND

 

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.

 

At the Council meeting on the 27 March 2018, a report on the proposed Bangla New Year’s Day Festival at Tempe Reserve was considered.  Council resolved:

 

THAT:

 

1.         The report be received and noted;

 

2.         Council immediately engage with the organisers of the festival to seek to address the objections of the police, RMS and Council officers so that the event can return to the Inner West in 2019;

 

3.         Council review and report on other festivals and events which have been hosted in the LGA previously which may be affected by similar logistical problems; and

 

4.         Council receive a briefing or report which details how council can improve engagement with community leaders and organisers of local community events

 

This report addresses the Council resolutions.

 

Bangla Festival

 

Since the Council meeting on the 27 March 2018, Council staff have attempted to contact the Event Organisers for the Bangla Festival on two occasions.  To date, they have not responded to Council.

 

Other Events

 

Council hosts a number of events in parks, including the following:

 

Date(s)

Venue

Event

Event Organiser

February (TBC)

Ashfield Park

International Mother Language Day

Ekushe Academy

23 & 24 February 2018

Leichhardt #3 - Bay Run

65k 4 65 Roses Walkathon

Cystic Fibrosis NSW

17-18 March

King George Park

Relay for Life

Cancer Council

April (TBC)

Ashfield Park

Bengali New Year

Protity House of Begali Culture in Australia

April (TBC)

Ashfield Park

Stations of Cross Services

St Vincents Parish Ashfield

Sunday, 6 May 2018

Leichhardt #3 - Bay Run

Fun Run / Walk

Alzheimer's Australia NSW 

4th & 5th August 2018

Leichhardt #3 - Bay Run

The "Bay Run"

Dobroyd Public School

Tuesday, 10 July 2018

Steel Park/ Steel Oval

AbSec NAIDOC Event

AbSec

Saturday, 28 July 2018

Henson Park

The Beer Footy And Food Festival

The Newtown Jets

Sunday, 19 August 2018

Ashfield Park

Nepalese Women's Festival Teej Mela 2

7 Ways Event (Nepalese Squad Entertainment)

Sunday, 19 August 2018

Henson Park

Reclink Community Cup

Reclink Australia

Sunday, 26 August 2018

Tempe Reserve

Gai Jatra Festival

Gorkha Samaj Australia

25 Feb/10 June/16 Dec 18

Leichhardt Park (Giovinazzo Grove)

Fun Run

Sri Marathon Team

September (TBC)

Pioneers Memorial Park

Music in the Park

SSC - Leichhardt Campus

October (TBC)

Richard Murden Reserve

Spring Cycle 2017

Bicycle NSW

Sunday, 28 October 2018

King George Park (Event Village)
Easton Park (drink station)

Seven Bridges Walk

Cancer Council

Sunday, 28 October 2018

Elkington Park

Back to Balmain Day

Committee / Council

October (TBC)

Pioneers Memorial Park

Norton Street Festa

Leichhardt/Annandale Business Chamber

October (TBC)

Water Street Reserve

Balmain Regatta

Balmain Sailing Club

Friday 2 to Sunday 4 November 2018

Tempe Reserve

MS Sydney Gong Ride

GTR Events

November (TBC)

Leichhardt #3 - Bay Run

Day at the Bay

St Merkorious Charity

Sunday, 11 November 2018

Camperdown Memorial Rest Park

Newtown Festival

Cattleyard

Various

Leichhardt Park (Giovinazzo Grove)

Fun Run

Sri Marathon Team

Sunday, 18 November 2018

King George Park - Callan Park

Balmain Fun Run

Balmain Public School