AGENDA R

 

 

 

 

 

 

 

Council Meeting

                            

      TUESDAY 11 SEPTEMBER 2018

 

6.30pm

 

 


Council Meeting

11 September 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

11 September 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 21 August 2018 Extraordinary Council Meeting                                             5

Minutes of 28 August 2018 Council Meeting                                                                  22

7          Mayoral Minutes

 

Nil at the time of printing.

8          Staff Reports

 

ITEM                                                                                                                                      Page

 

C0918(1) Item 1       Election of Deputy Mayor                                                                      34

C0918(1) Item 2       Local Democracy - Outcomes of Proposed New Advisory Group Structure Public Exhibition                                                                                                36

C0918(1) Item 3       Draft Leichhardt Park Aquatic Centre (LPAC) Master Plan                  67

C0918(1) Item 4       Draft Marrickville Road (East) Public Domain Master Plan: Feedback from Public Exhibition                                                                                              278

C0918(1) Item 5       Events in Parks Policy & Events in Parks Guidelines                         401

C0918(1) Item 6       Change in parking meter operational hours in the side streets of Leichhardt, Rozelle and Balmain                                                                                          456

C0918(1) Item 7       Victoria Street, Ashfield - Proposed combined bus stop and pedestrian crossover facility opposite Cardinal Freeman Village                                           510

C0918(1) Item 8       Street Libraries in the Inner West                                                         521

C0918(1) Item 9       Investment Report as at 30 June 2018                                                524

C0918(1) Item 10     Status of Legal Proceedings                                                                558

C0918(1) Item 11     Sydenham Green Skate Park opportunities for competitive events and activation                                                                                                              569

C0918(1) Item 12     Post Exhibition Report - Draft Marrickville Local Environmental Plan 2011 Amendment - Sydenham Station Creative Hub                                                       572

C0918(1) Item 13     Planning Proposal,Cyprus Club, 58-76 Stanmore Road, 2-20 Tupper Street and 3-9 Alma Avenue, Stanmore.                                                                     610

C0918(1) Item 14     Councillor Expenses and Facilites Policy                                            922

C0918(1) Item 15     Extraordinary Local Traffic Committee Meeting (13 August 2018)     938

C0918(1) Item 16     Audit, Risk & Improvement Committee Minutes                                 945

 

9          Rescission Motions

 

ITEM                                                                                                                                          Page

 

C0918(1) Item 17     Notice of Motion to Rescind: C0818(1) Item 11 Greenway Master Plan - 14 August 2018 Council Meeting                                                                           958

C0918(1) Item 18     Notice of Motion to Rescind: C0818(2) Item 14 Victoria Road Precinct, Marrickville, Development Control Plan Amendment                                              960

 

10        Notices of Motion

 

ITEM                                                                                                                                          Page

 

C0918(1) Item 19     Notice of Motion: Tree DCP Mailout                                                    961

C0918(1) Item 20     Notice of Motion: Onsite meeting for Proposed Bunnings Warehouse at Tempe                                                                                                              962

C0918(1) Item 21     Notice of Motion: Single Use Plastics Reduction                                 963

C0918(1) Item 22     Notice of Motion: Smart Cities                                                             965

C0918(1) Item 23     Notice of Motion: Taking Leichhardt Bus Depot staff parking off the street     967

C0918(1) Item 24     Notice of Motion: Condolence Motion Faye Carroll                             968

C0918(1) Item 25     Notice of Motion: Implementing Council's Affordable Housing Policy in the Victoria Rd Precinct                                                                                                969

C0918(1) Item 26     Notice of Motion: Changes To Operational Noise At The White Bay Cruise Ship Terminal                                                                                                971

C0918(1) Item 27     Notice of Motion: Bill Posters on Council Property                              973

 

11        Reports with Confidential Information

 

Reports appearing in this section of the Business Paper are confidential in their entirety or contain confidential information in attachments.

 

The confidential information has been circulated separately.

 

ITEM                                                                                                                                                 

 

C0918(1) Item 28     Status of Westconnex Stage 3 proposed compulsory acquisitions

 


Council Meeting

11 September 2018

 

 

Minutes of Extraordinary Council Meeting held on 21 August 2018

 

Meeting commenced at 6.33 pm

 

 

 

 

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
Rik Hart

Elizabeth Richardson

Mayor

Deputy Mayor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

General Manager

Deputy General Manager Assets and Environment

Michael Tzimoulas

Deputy General Manager Chief Financial and Administration Officer

John Warburton

Deputy General Manager Community and Engagement

Nellette Kettle

 

Aaron Callaghan

Erla Ronan

Simon Watts

Rad Miladinovic

Melodie Whiting

David Birds

Joe Cavagnino

Brooke Martin

Ian Naylor

Katherine Paixao

Group Manager Civic and Executive Support, Integration,

Customer Service and Business Excellence

A/Group Manager Trees, Parks and Sports Fields

Group Manager Community Services and Culture

Manager Social and Cultural Planning

Manager Business Information Services

Group Manager Human Resources

Group Manager Strategic Planning

A/Group Manager Procurement & Fleet

Group Manager Properties, Major Building Projects and Facilities

Manager Civic and Executive Support

Business Paper Coordinator (Minute Taker)

 

APOLOGIES:       Nil

 

DISCLOSURES OF INTERESTS:               Nil

 

 

 

 

 

 

 

 

 

 

 

 

 

C0818(2) Item 1  Multicultural Policy

Motion: (Iskandar/Byrne)

 

THAT Council:

 

1.       Receive and note the stocktake of activities across Inner West Council which support cultural groups in our multicultural community;

 

2.       Receive and note a report back on potential additional multicultural initiatives;

 

3.       Endorse the draft Multicultural Policy for public exhibition;

4.       Endorse the community engagement plan and the action plan 2018-2020 contained in the report;

 

5.       Amend the draft action plan 2018 - 2020 to include the following:

 

a.    Council will re-establish the community to community relationships listed in point 6 with the inclusion of Maliana in East Timor. These relationship will be initiated after an assessment of the willingness of the other parties to recommence the previous agreements and the capacity for the community links to be reactivated;

 

b.    New criteria for the establishment of new community to community relationships, with a requirement for demonstrated, existing cultural, social links between overseas communities and communities within the Inner West; and

 

c.    Council seek advice from Chinese community organisations about a Chinese city that a relationship can be established with.

 

6.         Write to Multicultural NSW seeking advice about best practice for local government support for ageing culturally and linguistically diverse communities;

 

7.         Assist in establishing a quarterly ethnic community organisations interagency to encourage information sharing and cooperation; and

 

8.         Work with the economic development unit on this policy to harness the multiculturalism within our business communities.

 

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(2) Item 2  Draft Grants and Fee Scale Policy

Motion: (Stamolis/Hesse)

 

THAT Council:

 

1.         Notes the Grant and Fee Scale Policy public exhibition has concluded and adopts the policy with the following inclusion:

 

·    local disadvantaged groups be considered for greater access of Council venues and town halls.

 

2.         Implement the Grant and Fee Scale Policy from 1 July 2018, and applies to all bookings for Council venues scheduled for use from 1 January 2019.

 

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 7:19 pm.

 

C0818(2) Item 3  Revised Public Access to Information held by Council Policy

Motion: (Da Cruz/Steer)

 

THAT:

 

1.    Council receives and notes the revised Inner West Council Agency Information Guide (Attachment 1) and place the revised Public Access to Information held by Council Policy (Attachment 2) on public exhibition for 4 weeks; 

2.    Quarterly reports be provided on the requests for information and whether the information could have been made publically available and not required a request; and

 

3.    Council include a link to the Charter for Public Participation – a guide to assist agencies and promote citizen engagement, alongside the draft policy when it is publicly exhibited.

 

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

 

Amendment (Porteous/Stamolis)

THAT the first GIPA for each resident be provided for no charge within a 12 month period.

Motion Lost

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

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

Absent:                        Cr Passas

 

Councillor Passas returned to the Meeting at 7:30 pm.

 

C0818(2) Item 4  Delegations to Legal Services Staff regarding Appeals from Inner West Planning Panel

Motion: (Byrne/Hesse)

 

THAT:

 

1.    Pursuant to section 381(3) of the Local Government Act 1993, Council approves of the delegations made by the Inner West Planning Panel as outlined in this report;

 

2.    The Legal Services report be tabled monthly at an Ordinary Council Meeting; and

 

3.    Members of the IWLPP be invited to present to a councillor briefing before the end of the year.

 

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(2) Item 5  EEO Management Plan 2018 - 2022

Motion: (York/McKenna OAM)

 

THAT:

 

1.    Council notes the EEO Management Plan 2018 – 2022 document;

 

2.    The General Manager commence work immediately on developing targets     for EEO target groups - and a strategy to meet these targets - including for:

 

         • First Nations & ATSI;

         • LGBTIQ;

         • People living with disability;

         • Women;

         • Older workers; and

         • Trainees and apprentices.

 

3.Consultation on best practice for local government and appropriate targets for  the Inner West Council be undertaken with groups including:

 

 a.      Diversity Council of Australia;

 b.      Women’s Gender Equality Agency (WGEA);

 c.      Pride in Diversity; and

 d.      Reconciliation Australia.

 

4.    A report updating Council on the development of these targets and the outcomes of the consultation with these groups be provided to Council by the end of November 2018 including provision for staff consultation; and

 

5.    A revised EEO Management Plan be presented to Council in 12 months, that includes these targets, and the strategy to meet them.

 

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

 

Confidential Session

 

Motion: (Byrne/Passas)

 

THAT Council move into Confidential session to consider Items of business containing Confidential Information.

 

 

 

 

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

 

Members of the public were asked to leave the Chamber.

 

Motion:  (Byrne/McKenna OAM)

 

THAT Council return to open session to read out the recommendations from the

Closed Session.

 

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

 

The Mayor read out to the Meeting the recommendation from the Closed Session of

Council.

 

C0818(2) Item 6  Report on the Recruitment Process for a General Manager

Motion: (Byrne/Kiat)

 

THAT the following Councillors be nominated to form the General Manager’s Recruitment Panel:

 

Clr Byrne, Clr Passas, Clr Steer, Clr York, Clr Macri and Clr Stamolis

 

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

 

ADJOURNMENT

 

7.59pm - The Mayor, Clr Byrne adjourned the meeting for a short recess.

8.10pm– The Mayor, Clr Byrne resumed the meeting.

 

C0818(2) Item 7  Local Environmental Plan - Funding Offer from Department of Planning and Environment

Motion: (Drury/Lockie)

 

THAT Council:

 

1.    Accepts the offer of $2.5m funding towards the preparation of the Inner West Council Local Environmental Plan within two years; and

 

2.    Writes to the Minister for Planning requesting a further year within which to complete the project, whilst committing to work to meet the currently proposed two years project timeframe, for the reasons identified in the report, also noting in relation to planning for the Sydenham/Bankstown corridor that there remains a strong community reaction against intensive development proposals in this area.  Council now welcomes the opportunity to lead future planning for the area to ensure that new development is locally appropriate and founded on community engaged place based planning led by the Council. 

 

Motion Carried

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

Against Motion:          Cr Stamolis

 

Amendment (Kiat/Porteous)

 

THAT Council continue with the LEP project to include all components of the projects as initially planned (e.g. affordable housing, design quality, creative industries, consolidated LEP, etc). If no extension of time is granted and some    components of the LEP project will need to be abandoned to meet the two year     timeframe Council to receive a further report addressing options for completing the project with and without the two year timeframe.

 

Motion Lost

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

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

 

Foreshadowed Motion (Stamolis)

 

THAT Council accepts the offer of $2.5m funding towards the preparation of the Inner West Council Local Environmental Plan within three years.

 

This Foreshadow Motion lapsed.

 

Councillor Passas retired from the Meeting at 8:31 pm.

 

C0818(2) Item 8  Council Submission to WestConnex Parliamentary Inquiry

Motion: (McKenna OAM/Lockie)

 

THAT:

 

1.    Council notes the draft Council submission to the WestConnex Inquiry at Attachment 1, to be used as a basis for developing a final submission to be lodged by the due date of 31 August 2018;

 

2.    Council provides edits, additions and general comments on the draft submission to assist the development of the final version; and

 

3.    Council notes that further community issues will be integrated into the submission, including issues raised at the forthcoming community workshop on preparing submissions on this matter.

 

4.    Under Governance, the Costs to Inner West Council of the Westconnex Unit and Running Community Information Sessions, Providing a Dilapidation Service, Facilitating the Reference Group for stages 1 & 2, preparing Agency submissions, commissioning economic and traffic studies to inform council submissions, participating in multiple Air Quality and Reference Groups;

 

5.    The Community’s lack of confidence in the Dilapidation Reports - community needs to retain lawyers to get a fair hearing;

 

6.    Poor public domain outcomes such as the narrow shared path on Parramatta Road at Ashfield without a verge; Parramatta Road and Wattle Street are now much wider roads to cross. Electronic Sign on Dalhousie Street impacts Aesthetics of Conservation Area and obstructs the footpath;

 

7.    Building bigger roads to accommodate tunnel exits and additional traffic is poor use of expensive land;

 

8.    Building motorway at the expense of public transport

              https://www.smh.com.au/national/nsw/sydneysiders-the-nations-biggest-users-      of-public-transport-for-work-commute-20171023-gz632p.html; and

 

9.    Evidence in Sydney and elsewhere of Tolls not recoup cost of construction and operational of tunnels - cross city tunnel, lane cove tunnel.

 

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:                        Crs Passas

 

Councillor Raciti retired from the Meeting at 8:43 pm.

 

C0818(2) Item 9  Sporting Grounds Allocation Policy - Discussion Paper

Motion: (Byrne/Drury)

 

THAT:

 

1.       The principles, transparent, equitable and consistent, for the Sporting Grounds Allocation Policy, as outlined in the Discussion Paper be adopted by Council;

 

2.       Council draft a Sporting Grounds Allocation Policy taking into consideration the feedback received from the clubs on the Discussion Paper;

 

3.       The draft Sporting Grounds Allocation Policy specify that staff will continue to make the allocation determinations;

 

4.       The draft Sporting Grounds Allocation Policy be reported to Council prior to being placed on public exhibition;

 

5.         The Sporting Grounds Allocation policy be amended to include the following:

 

a)    A requirement for all sporting clubs being allocated Council grounds to have a documented plan to increase participation of girls and women, culturally and linguistically diverse and socially disadvantaged people;

 

b)    Promotion of support for women’s sporting clubs;

 

c)    The establishment of summer and winter season allocations review committees, made up of council officers and members of all relevant sporting associations, which can review and help to resolve allocation decisions which clubs object to; and

 

d)    Establish a process to be reported to Council for local sporting clubs to be supported by council staff to be the lead applicants in funding submissions to state and federal governments and peak sporting associations for infrastructure upgrades to council grounds.

 

 

6.    There is a short fall in recreation and open space in the Inner West and limited available land. This means that recreation and sporting facilities are part of our local neighbourhoods. Therefore consideration needs to also be given to the impact of sporting fixtures and other uses on neighbouring residents; and

 

7.    Local Clubs and Commercial Operators need to incorporate the use of public and active transport in their organisation of activities to minimise traffic and parking impacts.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

Amendment (Stamolis)

 

THAT Council establish both an Allocations Committee as well as an Allocations Review committee both involving Council staff and representatives from the sporting bodies.

 

This amendment lapsed for want of a seconder.

 

Motion: (McKenna OAM/Lockie)

 

THAT the Items 10 and 13 be brought forward and moved en bloc and the recommendations contained in the reports be adopted.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 10       Amendment No. 16 to Leichhardt Local Environmental Plan 2013        - 17 Marion Street, Leichhardt

Motion: (McKenna OAM/Lockie)

 

THAT:

 

1.   Council delegate the plan making function for Amendment 16 to the Leichhardt Local Environmental Plan 2013 to the Group Manager Strategic Planning.

 

2.   The Plan, once made, be forwarded to the NSW Department of Planning and Environment for publication.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

 

 

 

 

 

C0818(2) Item 13       Fire and Rescue NSW

Motion: (McKenna OAM/Lockie)

 

THAT Council:

 

1.       Note the correspondence provided by Fire and Rescue NSW for development on land at “Balmain Backpackers” – 673 Darling St Rozelle (Attachment 1); 

 

2.       Endorse the Councils Officers use of statutory powers (and discretion as appropriate) under the Environmental Planning and Assessment Act 1979 to require upgrades to buildings to the satisfaction of Council's Fire Safety Team in order to:

 

a.       improve the provisions for fire safety at the premises;

b.      improve the provision of fire safety awareness;

c.       improve the adequacy of the premises to prevent fire;

d.      improve the adequate of the premises to suppress fire or prevent the spread of fire, and

e.       Improve the safety of persons in the event of fire.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 11       Statement of Business Ethics

Motion: (Kiat/Hesse)

 

THAT:

 

1.         The draft Statement of Business Ethics be placed on public exhibition, with a          further report to Council at the completion of the public exhibition process; and

 

2.         The exhibition page contain commentary on significant differences between the     proposed IWC Statement of Business Ethics and any of the pre-amalgamation          council Statements of Business Ethics.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 12       Sustainable Procurement Policy

Motion: (McKenna OAM/Kiat)

 

THAT:

 

1.         The draft Sustainable Procurement Policy be placed on public exhibition, with a further report to Council at the completion of the public exhibition process; and

 

2.         The exhibition page contain commentary on significant differences between the proposed IWC Sustainable Procurement Policy and any of the pre-amalgamation council Sustainable Procurement Policies.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 14       Easy to do Business Program

Motion: (Lockie/McKenna OAM)

 

THAT:

 

1.    Council delegates authority to the General Manager to enter into an agreement with Service NSW to join the Easy to do Business program; and

 

2.    Any necessary documents be authorised for execution by the General Manager.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 15       Notice of Motion: Principles of Co-operation Agreement with 'Metro'

Motion: (Da Cruz/Hesse)

 

THAT the General Manager write to the CEO of the Metropolitan Local  Aboriginal Land Council with a view to commencing negotiations towards  the signing a Principles of Co-operation Agreement between Inner West  Council and The Metropolitan Local Aboriginal Land Council ('Metro').

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 16       Notice of Motion: Register of Voluntary Planning Agreements

Motion: (Stamolis/Lockie)

 

THAT Council create a register of VPAs to be accessible on its website.

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

 

 

 

 

 

C0818(2) Item 17       Notice of Motion: Review of Food Organics Waste Management

Motion: (McKenna OAM/Byrne)

 

THAT:

 

1.   Council expedite a review of food organics services and programs, through use of an external contractor engaged by the Environment and Sustainability Unit, and make recommendations on appropriate services to reduce food organics in landfill and move towards our goal of zero waste;

2.   Work with leaders in the organics and waste management field on best practice organics management and divert most organic material from landfill;

3.   Council officers contact the producers of the War on Waste TV program to identify whether there are any opportunities for collaboration;

4.   Council officers report back following the review with the options for food organics services and funding;

5.   Council adopt an objective of leading local governments across the nation in the separation of organic waste from domestic waste taken to landfill; and

6.   The review look at ways local schools, business premises community gardens        and other interested organisations could establish food organics programs             with council support such as the ‘food scrap Friday’ program set up by      Camdenville public school.

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 18       Notice of Motion: Recycling at Inner West Council

Motion: (McKenna OAM/Steer)

 

THAT:

 

1.   Council note that the three former Councils of the Inner West Council have current contracts for the receipt and processing of recycling with Visy Recycling;

2.   Council note that Inner West Council is committed to the continuation of kerbside recycling;

3.   Council acknowledge and encourage Inner West residents for their commitment to kerbside recycling which resulted in over 16,000 tons of recycling being diverted from landfill in 2016-17;

4.   Officer produce a report into steps that can be taken to increase the quality of material recycled, and further options to help Council maintain a high quality recycling service without burdening Inner West ratepayers; and

5. The report include discussion of Council's capacity to provide recycling   
services to commercial premises in Marrickville and Leichhardt

 

 

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 19       Notice of Motion: Condolence Motion Vale Liz Butterworth

Motion: (Da Cruz/Porteous)

 

THAT Council write a letter of condolence to the family of Liz Butterworth.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 20       Notice of Motion: Marrickville Park

Motion: (Macri/Iskandar)

 

THAT Council include in the Capital Works Program a hedge in Marrickville Park along the frontages of Livingstone Road and Fraser Street to provide a buffer from surrounding streets.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 21       Notice of Motion: Supporting Use of Keep Cups

Motion: (Byrne/York)

 

THAT:

1.    Council immediately supports the successful Responsible Cafes initiative by becoming a program partner for two years at a cost of $3500, to be funded through domestic waste levy;

 

2.    A report be prepared on the potential for piloting a reusable cup initiative to reduce consumption of single use, disposable coffee cups. The report should include assessment of:

a.   The potential for a pilot to be limited to a single suburb to allow universal café participation to be achievable in the short term.

b.   Local café owners who might be willing to become advocates and assist council in recruiting other businesses to participate

c.   Links to any available business cases or reviews of municipal or city wide or government initiated reusable cups schemes

d.   Given the large proportion of disposable cups that are deposited in domestic waste bins, the potential for such a pilot to be funded through the waste levy or reserve.

3.    The vital component of the Frieburg cup is the deposit scheme and this should be part of the Inner West implementation; and

 

4.    Council work with Inner West based coffee roasters on branding the cups.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 22       Notice of Motion: Darley Road Signalised Pedestrian Crossing

Motion: (McKenna OAM/ Byrne)

 

THAT Council:

 

1.         Writes to the Minister for Transport and Infrastructure, and Minister for Roads,       Maritime and Freight highlighting the dangers facing pedestrians crossing Darley Road, including:

 

a.   A request for installation of a signalised pedestrian crossing in Darley Road at the Hawthorne Light Rail Stop, as a matter of urgency; and

b.   Highlighting the benefits of a crossing at that location – namely access to Hawthorne Light Rail Stop and Shields Playground; Hawthorne Canal Reserve; Darley Road Reserve; netball courts in Richard Murden Reserve and future connection to the Greenway.

2.         Request direct pedestrian access to the Leichhardt North Light Rail Platform,          via the Dan Murphy Site closer to the Traffic Lights adjacent to the Dan Murphy site, instead of           making pedestrians walk up the hill to City West Link to             access the station; and

 

3.         Request improved pedestrian crossing facilities on Darley Road on the         eastern (Dan Murphy) side   of the roundabout at the intersection with Charles           Street, to address  safety and amenity shortcomings of access to the Light         Rail     Station and  allay concerns about pedestrians jumping the crash barrier       and      crossing Darley Road at this location for a more direct access to the             Leichhardt     North Light Rail stop via Charles Street.

 

Motion Carried

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

Against Motion:          Nil

Absent:                                  Crs Passas and Raciti

 

C0818(2) Item 23       Notice of Motion: Abandoned Shopping Trolleys

Motion: (Byrne/McKenna OAM)

 

THAT:

 

1.    Council undertake a review of existing major shopping retailers (e.g. Woolworths, Coles, Aldi, IGA) within the LGA to identify what (if any) “containment” systems (i.e. coin exchange, auto locking etc.) are in place to reduce the ongoing abandonment of trolleys in public places;

 

2.    Council undertake a review of existing major shopping retailers (e.g. Woolworths, Coles, Aldi, IGA) within the LGA to identify what collection systems  are in place to track (e.g. GPS or community reporting) and collect trolleys abandoned in public places;

 

3.    Using the information obtained in points 1 & 2 above, initiate a review of the former Ashfield Council - Abandoned Shopping Trolleys Policy (2012) and SSROC recommendations against relevant legislative provisions with the aim of application for the Inner West Council Local Government Area; and

 

4.    A report outlining, findings, options and a draft policy is to be reported to Council.

 

Motion Carried

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

Against Motion:          Nil

Absent:                                  Crs Passas and Raciti

 

C0818(2) Item 24       Notice of Motion: Portuguese Community Collaboration

Motion: (Iskandar/Byrne)

 

THAT:

 

1.    Council develops an Institutional Co-operation Plan as required to implement the Co-operation Protocol between Inner West Council, the Ministry of Foreign Affairs of the Portuguese Republic, the Sydney Portugal Community Club and the Portugal Madeira Club;

 

2.    The following initiatives be undertaken and reflected in the Plan

 

a)    In recognition of Portuguese cultural capital in Petersham;

 

b)    That the Mayor write to relevant organisations/authorities making representation on the inclusion of Portuguese art and design motifs, including:

 

                                                  i.        in the development of the RSL sites in Petersham; and

                                                ii.        in the redevelopment of the Petersham Railway Station including public domain embellishments.

 

c)    That Council Officers consider and appropriately reference Portuguese cultural and community and business when undertaking land-use planning and other strategic planning in Petersham, including place naming of streets and Council-owned properties;

 

3.    Council officers meet with Portuguese event organizers of the forthcoming international Portuguese Festival to explore if possible sites could include Inner West Council locations;

 

4.    Council's current investigation of  exploring ways to support our broader multicultural community including:

 

a)    Investigating re-establishing the international  community to community relationships under prior Councils, for instance with the city of  Funchal on the southern coast of Madeira Island; and

 

b)    Making sure Council material is available in community languages; and

 

5.    Exploring street activation by Portuguese internationally acclaimed street artists, international artist residencies, and cultural celebrations.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 25       Notice of Motion: Lewis Herman Reserve

Motion: (Drury/McKenna OAM)

 

THAT Council write to the Roads Minister requesting that RMS recommit to granting control of the Lewis Herman Reserve to Council so that it can be utilised for much needed open space.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

Confidential Session

 

Motion: (Byrne/Porteous)

 

THAT Council move into Confidential session to consider Items of business containing Confidential Information.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

Members of the public were asked to leave the Chamber.

 

Motion: (Byrne/Hesse)

 

THAT Council return to open session to read out the recommendations from the

Closed Session.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

The Mayor read out to the Meeting the recommendation from the Closed Session of

Council.

 

 

 

 

Reports with Confidential Information

C0818(2) Item 26       Compulsory Acquisition Ashfield, Part 321 Parramatta Road   Ashfield Depot

Motion: (Byrne/Steer)

 

THAT:

 

1.   The General Manager (or delegate) negotiate the terms of an agreement to compensation or respond to the Proposed Acquisition Notice (PAN) for Part Lot 5 321 Parramatta Road Haberfield with a claim for compensation in accordance with the Land Acquisition (Just Terms Compensation) Act 1991 (the Act) and the Chaloner Valuation;

 

2.   Allocate the funds compensated to the beautification of 321 Parramatta Road Haberfield as Open Space.

 

3.   A Plan Of Management be developed for 321 Parramatta Road Haberfield in accordance with the Plan Of Management Strategy.

 

4.   The negotiated terms be no less than $460,000 net and that the clean-up costs be borne 100% by the RMS.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 27       Sydney Metro City & Southwest acquisition of freehold interest          in Part Murray Street, Marrickville.

Motion: (Byrne/Steer)

 

THAT the General Manager (or delegate) negotiate the terms and sign Deed of Compensation & Acquisition once finalised for property identified as Lot 101 formerly known as Murray Street, Marrickville. 

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

C0818(2) Item 28       Status of Westconnex Stage 3 proposed compulsory    acquisitions

Motion: (Byrne/Steer)

 

THAT the matter be deferred until the next Ordinary Council Meeting to receive advise from the Group Manager Legal Services.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

C0818(2) Item 29       Ashfield Aquatic Centre Project Management

Motion: (Byrne/Steer)

 

THAT:

 

 1.        The current Project Management arrangements for the Ashfield Aquatic Centre      redevelopment project continue until the execution of the Construction Head             Contract;

 

 2.        The Project Management services for the remainder of the project (post-      contract execution) be procured by way of tender.

 

 3.        The ongoing Quantity Surveying services for the project be procured in       accordance with Council's Procurement Policy.

 

 4.        Council notes the governance and probity measures implemented for the     project, including:

 

            •           External project management audit;

            •           Independent probity advisor, design reviewer, quantity surveyor,                               specialist programmer, legal advisors; and

            •           An ongoing independence project assurance program for the life of the                    project.

 

Motion Carried

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

Against Motion:          Nil

Absent:                      Crs Passas and Raciti

 

Matter Arising - Major Projects Steering Committee

 

Motion: (Byrne/Steer)

 

THAT a report be prepared on the establishment of a Major Project Steering Committee with membership including councillors, staff and industry experts.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas and Raciti

 

Meeting closed at 10.15pm.

 

 

 

 

 

 


 

Minutes of Ordinary Council Meeting held on 28 August 2018

 

Meeting commenced at 6.35pm

 

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
Rik Hart

Elizabeth Richardson

Mayor

Deputy Mayor (6.47pm)

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor

Councillor (6.49pm)

Councillor (6.47pm)

Councillor

Councillor

Councillor

General Manager

Deputy General Manager Assets and Environment

Michael Tzimoulas

Deputy General Manager Chief Financial and Administration Officer

John Warburton

Deputy General Manager Community and Engagement

Nellette Kettle

 

Ian Naylor

Darcie Huisman

Wal Petschler

Brooke Martin

David Birds

Laura Stevens

Josephine Bennett

Joe Strati

Aaron Callaghan

Group Manager Civic and Executive Support, Integration,

Customer Service and Business Excellence

Manager Civic and Executive Support

Business Paper Support Officer (Minute Taker)

Group Manager Footpaths, Roads, Traffic and Stormwater

Group Manager Properties, Major Building Projects and Facilities

Group Manager Strategic Planning

Group Manager Communications, Engagement and Events

Group Manager Recreation and Aquatics

Group Manager Legal

Manager Parks Planning and Engagement

 

APOLOGIES:   

 

Motion: (Byrne/Da Cruz)

 

THAT apologies from Clrs Passas, Porteous and Raciti for lateness be accepted.

 

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas, Porteous and Raciti

 

 

DISCLOSURES OF INTERESTS:

 

Nil       

 

 

 

 

 

CONFIRMATION OF MINUTES

 

Motion:     (Stamolis/Macri)

 

THAT the Minutes of the Council Meeting held on Tuesday, 14 August 2018 be confirmed as a correct record.

 

Motion Carried

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

Against Motion:          Nil

Absent:                        Crs Passas, Porteous and Raciti

 

Councillors Raciti and Passas entered the meeting at 6.47pm.

 

Councillor Porteous entered the meeting at 6.49pm.

 

C0818(3) Item 23       Mayoral Minute: Henson Park Redevelopment

Motion: (Byrne)

 

THAT:

1.   Council note the receipt of correspondence from NSW AFL and Newtown Jets confirming their incorporated Not for Profit status;

2.   Council note that given this confirmation there is no obstacle to entering into negotiations directly with Newtown Jets and NSW AFL to determine long term tenure for both entities, as is required for them to secure capital and grant contributions to the Henson Park upgrade project;

3.   Council commit to the necessary improvements required to make the Henson Park playing surface of an elite standard, noting that this may require the installation of a new irrigation system as well as resurfacing of the ground;

4.   Allocate funds from the Marrickville Hospital site VPA to cover costs of improvements to the playing surface that are not met by the grant;

5.   Details of the leasing arrangements, including ground maintenance costs, and content of elite sport be determined through future negotiations, pending the approval of the grant application;

6.  That Council commit to expending funds from the Marrickville Hospital VPA exclusively in the former Marrickville local government area and that a further report be brought to Council identifying potential projects which the funds could be allocated to;

7.   That Council report back within 30 days on items 3, 4, 5 & 6, in particular to the costs in these items and to identify which funds the costs will come from; and

8.   That Council receive a report on synthetic surfaces at Steel and Mackey Parks in Marrickville.

 

 

Motion Carried

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

Against Motion:          Crs Da Cruz, Kiat and Porteous

 

 Suspension Of Standing Orders

 

Motion: (Byrne/Passas)

 

That the registered speakers be brought forward and they all speak before debate on agenda items.

 

Motion Carried

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

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

 

Foreshadowed Motion (Porteous/

 

 THAT Council suspend standing orders and bring forward all items for which people are registered to speak and deal with these items before the rest of the agenda. 

 

This Foreshadowed Motion lapsed.

 

Resumption Of Standing Orders

 

Motion: (Byrne/Passas)

 

THAT Standing orders be resumed.

 

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: (Porteous/Hesse)

 

That standing orders be suspended to bring forward 5, 6, 10, 13 14, 15 and 21.

 

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

Motion: (Byrne/Raciti)

 

THAT Council:

 

  1. Note that the cost of the Telstra building project has continually blown out and is now estimated at $1.6 million and that the Council officer’s advice that the $500 000 shortfall in the project would need to be funded through deferral of much needed town centre upgrades to footpaths:

 

a)    Further note that the heritage renovation of Dawn Fraser Pool is the highest priority heritage project in the Balmain Ward and that the cost of urgent and essential works to keep the Pool safe and operational are approximately $6.7 million;

 

  1. Transfer the $1.1 million allocated to the Telstra building project to the implementation for the Dawn Fraser Pool heritage upgrade;

 

  1. Inform Telstra of Council's interest in ongoing negotiations to constructing the more substantial public square which will be made possible at the completion of the NBN roll out;

 

  1. Seek to enter into the lease offered by Telstra, to make use of the space in the former telephone exchange, for a shared work space, to be made available for local businesses and start-ups; and

 

  1. Prepare a report on the implementation of the shared work space following development of this plan by the Economic Development Unit, in consultation with the Balmain / Rozelle Chamber of Commerce and local businesses. 

 

 

Motion Lost

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

Against Motion:          Crs Da Cruz, Hesse, Kiat, Lockie, Macri, Passas, Porteous, Stamolis and Steer

 

Foreshadowed Motion (Porteous/Stamolis)

 

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

 

  1. The project is funded through consideration at the next quarterly budget review. If the quarterly budget review funds are not forthcoming then the $500,000 shortfall be funded by deferral and reprioritisation of the other Town Centre improvement works identified in the Long Term Financial Plan.

 

 

 

Motion Carried

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

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

 

 

Councillor Passas left the meeting at 8.35pm.

 

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

Motion: (Byrne/Drury)

 

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 commit to urgently undertaking, as one project, the $6.7 million in  urgent and necessary works identified in the Masterplan as necessary for Dawn Fraser Pool to remain safe and operational and to continue as the home of UTS Balmain Water Polo Club:

 

a)    Note that Council has resolved to allocate $1.6million to the Telstra telephone exchange project in Balmain;

b)    Transfer $2.1 million from the Section 94 funds allocated by the former Leichhardt Council  to development of an Indoor Sports Centre to the implementation of the Dawn Fraser Pool Masterplan; and

c)    Consider options for funding the remaining $2.2 million shortfall once the outcome of current grant applications for the project is known, noting that there must be no delay to implementation of the aforementioned essential works;

 

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

 

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

 

  1. That Council officers bring forward a report advising the cost of the impact of expected sea level rise over the next 30 years on all Council facilities; and

 

  1. That the Mayor writes to the Minister for Environment and Heritage seeking an urgent meeting to request special funding opportunities due to the heritage significance of the Dawn Fraser Pool.

 

 

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 9.03pm.

 

 

 

 

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

Motion: (Da Cruz/McKenna OAM)

 

THAT Council:

 

  1. Note the attached landscape plan (Attachment 1) which has been developed by Council officers in relation to the Ferris Lane Annandale Green Space;

 

  1. Note the capital costs associated with the project and consider funding this project as part of a future capital budget initiative in future years;

 

  1. Note that any future capital budget initiative for improvements in Ferris lane should be aligned with future stormwater improvement upgrade works;

 

  1. Initiate the process of Permanent Road Closure of Ferris Lane and its rezoning as open space;

 

  1. Enter into a license agreement with a community group for the management of Ferris Lane Open Space;

 

  1. Install a metered tap with removable handle at an estimated cost of $5,000 and these funds be identified by deferral and reprioritisation of other works; and

 

  1. That Council seeks to proceed with the project in the next financial year and include this in the 2019/2020 budget.

 

 

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

 

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

Motion: (Drury/Passas)

 

THAT the Minutes of the Local Traffic Committee Meeting held on 7 August 2018 be received and the recommendations be adopted with the exception of LTC 0818 item 4 and in this case Council request that the alternative plan devised for a resident be referred to the next Local Traffic Committee meeting for its consideration.

 

 

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

Motion: (Byrne/Passas)

 

THAT Council adopts the Victoria Road Precinct Development Control Plan.

 

 

 

 

Motion Carried

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

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

 

 

Amendment (Kiat/Porteous)

THAT:

 

  1. Council notes the upzoning has resulted in a potential additional 1,100 dwellings in the precinct, Council engages a consultant for a maximum of $15,000 to prepare an affordable housing contribution scheme for the precinct in accordance with Council's Affordable Housing Policy and Council's inclusion in SEPP 70 in February 2018, with progress to be reported back to Council by October;

 

  1. Council notes the affordable housing contribution scheme can inform either a submission to DPE for the precinct’s inclusion in a SEPP 70 mandatory affordable housing zone, OR a VPA negotiation with the proponent; 

 

  1. Council immediately write to the DPE to indicate Council’s intention to prepare an affordable housing contribution scheme as a feasibility study to support the Victoria Rd precinct's inclusion under the SEPP 70 scheme; and

 

  1. The funds required for the consultant be identified by officers by reprioritisation of other works. 

 

 

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 (Hesse/Lockie)

 

THAT Council:

 

1.    Updates the draft Victoria Road Development Control Plan in accordance with the  recommendations listed in Tables 1 - 3 (Attachment 1) of this report;

 

2.    Continues to prepare a Section 7.11 Contributions Plan to support infrastructure upgrades in the precinct; and

 

3.    Requests a report be made to a future meeting of Council on progress on items 1 and 2 above at such time as the likely scope and cost of infrastructure needs for the precinct have been identified.

 

This Foreshadowed <otion lapsed.

 

ADJOURNMENT

 

10.03pm - The Mayor, Clr Byrne adjourned the meeting for a short recess.

10.16pm– The Mayor, Clr Byrne resumed the meeting.

 

 

 

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

Motion: (Drury/Hesse)

 

THAT Council:

 

Consider the advice from the Inner West Local Panning Panel in relation to 73 and 73A The Boulevarde, Dulwich Hill. Subject to Council’s consideration of this advice:

a)      resolve to include 73 The Boulevarde, Dulwich Hill (Lot 1 DP 301656)  in Schedule 5 of the Marrickville Local Environmental Plan 2011 as a local item of environmental heritage. The listing is to include the interiors of the intact rooms, including the inglenook;

b)      resolve to include 73A The Boulevarde, Dulwich Hill (Lot X DP 411590) in Schedule 5 of the Marrickville Local Environmental Plan 2011 as a local item of environmental heritage. The listing is to include the front garden, path & fence, the exterior of the front section of the house (in front of the first floor addition); and the interior of the front section of the house (including the interiors of the intact rooms, including the ceilings and fireplaces);

c)      submit the planning proposal and the advice of the Inner West Local Planning Panel to the Minister for Planning for a Gateway determination to include Nos. 73 and 73A The Boulevarde, Dulwich Hill as items of environmental heritage in Schedule 5 of the Marrickville Local Environmental Plan 2011, in accordance with Section 3.34 of the Environmental Planning & Assessment Act 1979;

d)      requests that delegated plan making functions be granted in relation to the planning proposal; and

e)      publicly exhibit the planning proposal following a Gateway determination being issued.

 

 

 

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

Motion: (Stamolis/Byrne)

 

THAT Council:

 

1.   Engage with City of Sydney Council to respond to major community concerns in regard to the proposals for Glebe Island.  Discussions between the two Councils should address:

 

·    Proximity of industrial working harbour activities to high density residential;

·    Potential for significant noise impacts;

·    Impact on air quality;

·    Proposing 24/7 operations next to high density residential;

·    Major increases in traffic and trucks movements;

·    Significant environmental effects: sediment disturbance and contamination;

·    The departure from the Bays Precinct Plan; and

 

2.   Report back on an appropriate response to State Government in regard to the above concerns and any others issues identified by the two Councils.

 

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

 

Resumption Of Standing Orders

 

Motion: (Byrne/Da Cruz)

 

THAT standing orders be resumed.

 

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

 

 

Motion: (Byrne/Stamolis)

 

THAT the Items 17 and 19 be brought forward and moved en bloc and the recommendations contained in the reports be adopted.

 

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

Motion: (Byrne/Stamolis)

 

THAT Council refer Council’s draft 2017/18 financial reports for audit pursuant to S413 of the Local Government Act 1993.

 

 

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

Motion:  (Byrne/Stamolis)

 

THAT the report be received and noted.

 

 

 

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(3) Item 1         Supporting Anzac Day Across the Inner West

Motion: (McKenna OAM/Byrne)

 

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.

 

 

Motion Carried

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

Against Motion:          Crs Hesse and Steer

 

C0818(3) Item 2         Sponsorship policy

Motion: (McKenna OAM/Passas)

 

THAT:

 

  1. The draft Sponsorship Policy be placed on public exhibition, with outcomes reported back to Council;

 

  1. The policy be amended to include: “where there are other sponsoring organisations alongside Council. These other organisations should not be inconsistent with Council’s values and policies, adversely affect Council’s public image or reputation or otherwise present a conflict of interest”; and

 

  1. Under restrictions, add the following:  “Involved in gambling products or services, unless the business is based in Council’s Local Government Area and can demonstrate a considerable contribution to the community”.

 

 

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

 

Amendment (Hesse/Steer)

 

THAT Council will not accept sponsorship from developers, real estate agents or the building and construction sector.

 

 

 

Motion Lost

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

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

 

C0818(3) Item 3         Media and Social Media Policies For Councillors

Motion: (Byrne/Porteous)

 

THAT Council:

 

  1. Adopt the Media Policy for Councillors;

 

  1. Adopt the Social Media Policy for Councillors;

 

  1. Remove the word “enhance” in point 3 of the purpose of the policy; and

 

  1. Include in the policy a means by which councillors can appeal when social media is being inappropriately used by other councillors.

 

 

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 11.00pm

 

 

 

The following items will be considered  at the next Ordinary Council Meeting on 11 September 2018; 4, 7, 8, 9, 11, 12, 16, 18, 20 and 22.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Public Speakers:

 

 

Item #

 

Speaker                     

Suburb

Item 5:

Fergus Fricke

Michele Hacking

Birchgrove

Rozelle

Item 6:

3.            Warwick Mayer

4.            Bronwyn Smith                      

Birchgrove

Balmain

Item 10:

Kathy O'Donnell

Cathie Edlington

John Lozano

Annandale

Annandale

Haberfield

Item 13:

Carolyn Ridley

Dulwich Hill

Item 14:

David Tierney

Veronica Mayson

Sean Macken

Marrickville

Marrickville

Newtown

Item 15:

Alexander Catania

Dulwich Hill

Item 21:

Michele Hacking

Rozelle

Item 23:

Stuart McCarthy

Marrickville

 

 

 

 


Council Meeting

11 September 2018

 

Item No:         C0918(1) Item 1

Subject:         Election of Deputy Mayor           

Prepared By:     Ian Naylor - Manager Civic and Executive Support  

Authorised By:  Nellette Kettle - Group Manager Integration Customer Service & Business Excellence

 

SUMMARY

The purpose of this report is to outline the procedures for the election of the Deputy Mayor.

 

 

RECOMMENDATION

 

THAT Council determine the method for voting and conduct the election of the Deputy Mayor.

 

 

 

BACKGROUND

In August 2016, the State Government passed and gazetted a number of changes to the Local Government Act. One of these changes was the term of the Mayor (Section 230 of the Act). The term of the Mayor is now to be for two years. However, with a council election due in September 2020, the second Mayoral term of this Council will only be for 12 months.

 

Council resolved on 21 September 2017 that the term of the Deputy Mayor is to be 12 months. Council is required to conduct an election for the position of Deputy Mayor for the next 12 months.

 

PROCEDURES FOR DEPUTY MAYORAL ELECTION

 

1.     The election will be conducted under the provisions of the Local Government Act and Regulations. It is necessary for the Council to determine the method of voting to be used for the election of Deputy Mayor.

 

Under paragraph three of the Regulations it states:

 

2.     If only one Councillor is nominated that Councillor is elected.

 

3.     If more than one Councillor is nominated, Council is to resolve whether the

        election is to proceed by;

 

       a) preferential ballot

       b) ordinary ballot

       c) open voting

 

Traditionally, councils conduct elections for the Deputy Mayor by open voting. If Council decided to conduct the election by preferential or ordinary ballot, then the General Manager will conduct the election as outlined in the Regulations below.

 

4.     Council determines the method of voting.

 

5.     General Manager calls for nominations for Deputy Mayor.

 

        a)    A Councillor may be nominated without notice for election as Deputy Mayor.

 

        b)    The nomination is to be made in writing by 2 or more Councillors (one of

               whom may be the nominee). The nomination is not valid unless the

               nominee has indicated consent to the nomination in writing.   

 

        c)     The nomination to be delivered or sent to the Returning Officer (General

                Manager) prior to the commencement of the Meeting.

 

        d)     The Returning Officer (General Manager) is to announce the names of the

                nominees at the meeting.

 

 e)     If only two nominations are received, then voting is conducted as resolved and the Returning Officer declares the winner. If voting is tied, the one elected is to be chosen by lot.

 

f)     If more than two nominations, voting is conducted as resolved and the Returning Officer eliminates the person with the smallest number of votes until there is a winner. If voting is tied, the one elected is to be chosen by lot.

 

    

FINANCIAL IMPLICATIONS

The Deputy Mayor’s allowance of $10,000 is paid from the Mayoral allowance, which is provided for in the annual budget.

 

OTHER STAFF COMMENTS

Nil.

 

PUBLIC CONSULTATION

Not applicable.

 

CONCLUSION

The term of the current Deputy Mayor expires in September 2018.  Council is required to elect a new Deputy Mayor for the ensuing twelve month period.

 

 

ATTACHMENTS

Nil.


Council Meeting

11 September 2018

 

Item No:         C0918(1) Item 2

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

11 September 2018

 


 


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Council Meeting

11 September 2018

 

Item No:         C0918(1) Item 3

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

  


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Council Meeting

11 September 2018

 

Item No:         C0918(1) Item 4

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

11 September 2018

 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


 


Council Meeting

11 September 2018

 


 


 


 


 


 


 


 


Council Meeting

11 September 2018

 

Item No:         C0918(1) Item 5

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

Various

Leichhardt Park (Giovinazzo Grove)

Fun Run

Sri Marathon Team

December (TBC)

Ashfield Park

Spirtual Gathering
 (Prayer Evening)

Australian Catholic
Chinese Community

December (TBC)

Easton Park

Carols on Denison

Echo Christian Community

December (TBC)

Pioneers Memorial Park

Carols on Norton

Leichhardt Expresso Chorus

 

 

These events generally have some localised impacts on the day of the event, such as traffic delays and increased demand for parking in the area immediately surrounding the event location.  Council staff work with the Event Organisers to minimise these impacts.  There are no significant safety concerns raised by Council, the Police and RMS regarding these events.

 

There are a number of Inner West Council organised events which also occur regularly in the parks.

 

Improve Engagement

 

The Council resolution calls for information on how Council can improve engagement with organisers of local community events.  This was discussed internally, including with the Communications, Engagement & Events team.  It was determined that the best means to meet this objective was to provide practical support to Event Organisers.  This is the intention of the attached draft Events in Parks Policy and the Events in Parks Guidelines. 

 

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

 

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

 

The Parks Planning & Engagement team will act as the contact point for Event Organisers who are proposing to hold an event in a park.  The Parks Planning & Engagement team will liaise with the relevant internal Council teams such as the planners and traffic engineers, on behalf of the Event Organiser.  The Event Organiser will not need to negotiate multiple approval processes through Council.  This is an improved service to the community, by offering them with a “one-stop-shop” solution for the approval of an event in a park.

 

 

FINANCIAL IMPLICATIONS

The existing Council structure has been developed to ensure there are staff resources to assist Event Organisers with the approval process for an event in a park.

 

 

OTHER STAFF COMMENTS

The following teams have had input into the development of the draft Policy & Guidelines:  Communications, Engagement & Events; Community Services & Culture; Customer Service; Footpaths, Roads, Traffic & Stormwater; Development Assessment & Regulatory Services; and Environment & Sustainability.

 

PUBLIC CONSULTATION

It is recommended that the draft Policy be placed on public exhibition.  An email will be sent to Event Organisers who have previously had events in parks in the Inner West, to alert them to the draft Policy being on exhibition.

 

CONCLUSION

The objective of the draft policy is to assist community Event Organisers by guiding them through the approval process for events that take place in parks in the Inner West Council.  The Event in Parks Guidelines provides guidance on the management of major events in parks.

 

 

 

 

ATTACHMENTS

1.

Draft Events in Parks Policy

2.

Draft Events in Parks Guidelines

  


Council Meeting

11 September 2018

 

 

 

 

 

 

Events in Parks

Policy

 

 

 

 

 

https://cdn.eventfinda.com.au/uploads/events/transformed/410572-164654-14.jpg 



Events in Parks Policy

 

 

Title

Events in Parks Policy

Summary

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

 

Background

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

 

Policy Type

Council Policy

Relevant Strategic Plan Objective

Strategic direction 4: Caring, happy, healthy communities

Outcome 4.1 Everyone feels welcome and connected to the community

1.   Foster inclusive communities where everyone can participate in community life

Outcome 4.3 The community is healthy and people have a sense of wellbeing:

1.   Provide the facilities, spaces and programs that support wellbeing and healthy communities

 

Relevant Council References

Events in Parks Guidelines

Sporting Grounds Allocations Policy

Park Access Application

Park Plans of Management

Event Invitation and Speaking Policy

LAP Waste Management in Public Places Policy

 

Main Legislative Or Regulatory Reference

Local Government Act

Applicable Delegation Of Authority

As per Delegations Register

Attachments

See Annexures

Record Notes

External available document

 

Document:

Council Policy

Uncontrolled Copy When Printed

Custodian:

Parks Planning & Engagement Manager

Version #

1

Approved By:

Group Manager Trees, Parks & Sportsfields

TRIM Ref #

 

Adopted By: 

Council

Publish Location

Internet

Adopted Date and Minute #:

Xx / xx / xx

Next Review Date

XX / XX / xX


 

Table of Contents

 

Table of Contents. 3

1.      Purpose. 4

2.      Objective. 4

3.      Scope. 4

3.1.           In scope. 4

3.2.           Out of scope. 5

Sporting Grounds Allocation Policy. 5

Commercial Fitness Trainers Policy. 5

Park Access for Works. 5

Filming in Parks. 5

Busking. 5

4.      Policy Statement 5

5.      Policy. 6

5.1.           Selecting a Park Venue. 6

5.2.           Event Size. 6

Park Casual Event (less than 30 people) 6

Park Minor Events (up to 500 people) 6

Park Major Events (greater than 500 people) 6

6.      Park Major Event Approval Process. 7

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

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

7.      Park Event Fees. 9

8.      Fee Waiver 9

9.      Damage Bonds. 10

10.        Related Legislation, Policies and Procedures. 11

11.        Appeal Process. 11

Council 12

12.        Responsibilities. 12

Annexure 1 - Park Event Conditions. 14

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

 

 


 

1.  Purpose

 

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

 

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

 

 

2.  Objective

 

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

 

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

 

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

 

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

 

·    Provide strategic direction for events

·    Deliver events

·    Facilitate event planning through Council processes

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

·    Process consents, permits and licences required to hold events

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

·    Monitor compliance with regulatory and licensing requirements

·    Provide venues for staging events

·    Market and promote events in which we have invested

 

 

3.  Scope

 

3.1.      In scope

 

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

 

3.2.      Out of scope

 

Sporting Grounds Allocation Policy

 

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

 

Commercial Fitness Trainers Policy

 

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

 

Park Access for Works

 

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

 

Filming in Parks

 

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

 

Busking

 

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

 

NSW Government Events

 

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

 

Parks Managed by the State Government

 

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

 

 

4.  Policy Statement

 

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.

 

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

 

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

 

 

5.  Policy

 

5.1.      Selecting a Park Venue

 

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

 

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

 

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

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

·    Expected number of attendees;

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

·    Surrounding facilities (e.g. toilets);

·    Waste management;

·    Impact on surrounding residents;

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

 

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

 

 

5.2.      Event Size

 

Park Casual Event (less than 30 people)

 

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

 

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

 

Park Minor Events (up to 500 people)

 

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

 

Park Major Events (greater than 500 people)

 

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

 

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

 

 

6.  Park Major Event Approval Process

 

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

 

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

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

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

 

Park Minor and Major Event Types

Park Event Booking and Approval

Section 68

Development Application

Wedding with:

·    Maximum 120 people

·    No sound amplifiers

x

 

 

Event with:

·    Up to 500 people

·    Catering

·    No sound amplifiers

·    Minimal impact to park users or residents

x

 

 

Event with:

·    Over 500 people

·    Stalls

·    Sound amplifiers

·    Impact to park users or residents

x

x

 

Sporting activities (other than a fun run/ walk) with under 1,000 people

x

 

 

Sporting activities (other than a fun run/ walk) with over 1,000 people

x

x

 

Fun run/ walk with under 5,000 people on site at any one time. With exempt development under the SEPP. 

Sound amplification permitted with approval from Building Certification Building Certification Manager (or equivalent senior role).

x

 

 

Fun run/ walk with over 5,000 people on site at any one time

x

x

 

Events which are:

·    For trade or business, including the sale of goods

·    Subject to an admission fee

·    For commercial activities (where permissible)

 

See also Council’s Mobile Food Vending Policy

x

x

 

Events at sites listed on the State Heritage Register

x

x

 

Stand alone stalls/ food trucks

 

See also Council’s Mobile Food Vending Policy

x

x

 

Large scale community events and park festivals including repeat annual events

x

x

 

Council run community events and park festivals including repeat annual events

x

x

 

Corporate promotion with minimal impact

x

 

 

Outdoor movies for less than 1,000 people

x

x

 

 

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

 

 

7.  Park Event Fees

 

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

 

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

 

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

 

 

8.  Fee Waiver

 

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

 

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

·    Meets community needs or aspirations

·    Is a priority for the local community

·    Is aligned with Council’s strategic plans.

 

In addition the applicant must:

·    Be capable of carrying out the proposed project or activity

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

 

Who can apply?

 

To be eligible to apply applicants must be:

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

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

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

 

In addition all applicants must:

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

·    Have completed a Causal Park and Sporting Ground Hire form

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

·    Have no outstanding debts to Inner West Council.

 

Who cannot apply?

 

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

·    Commercial organisations/sole traders

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

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

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

·    Religious services or activities that are overtly religious in nature

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

·    State or federal government agencies /departments.

 

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

·    Damage bonds

·    Key deposits

·    Supply of waste and recycling receptacles and removal of waste

·    Electricity use

 

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

 

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

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

 

 

9.  Damage Bonds

 

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

 

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

 

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

 

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

 

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

 

 

10.    Related Legislation, Policies and Procedures

 

The following are related legislation, policies and procedures:

 

·    Inner West Council Events in Parks Guidelines

·    Inner West Council Sporting Grounds Allocation Policy

·    Inner West Council Park Use & Access Guidelines

·    Inner West Council Fees & Charges

·    Inner West Mobile Food Vending Policy

·    Inner West Council Inclusion Access Plan

·    Local Government Filming Protocol

·    Inner West Council Events Policy

·    Local Government Act 1993 (NSW)

·    Environmental Planning & Assessment Act 1979 (NSW)

·    State Environmental Planning Policies

·    Local Environment Plans

·    Development Control Plans

·    Food Act 2003 (NSW)

·    Food Regulation 2015 (NSW)

·    Food Standards Code

·    Liquor Act 2007 (NSW)

·    Building Code of Australia

·    Smoke-Free Environment Act 2000 (NSW)

·    Smoke-Free Environment Regulation 2016 (NSW)

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

·    Roads Act 1993 (NSW)

 

 

11.    Appeal Process

 

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

 

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

·    The outcome of the appeal and any action taken;

·    The reason/s for the decision;

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

·    Any options for review

 

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

 

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

 

·    The outcome of the appeal and any action taken;

·    The reason/s for the decision; and

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

 

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

 

Council

 

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

 

 

12.    Responsibilities

 

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

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

·    Providing advice and assistance to Event Organisers

·    Reviewing and approving fee waiver requests, if appropriate

·    Reviewing appeals, as needed

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

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

 

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

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

·    Undertaking regulatory inspections, including food inspections, if needed

 

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

·    Assessing Traffic & Pedestrian Management Plans

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

 

Environment and Sustainability staff are responsible for the following:

·    Assessment of the waste management plan

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

 

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

 

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

 

 

Version

Amended By

Changes Made

Date

TRIM #

1

Group Manager Trees, Parks & Sportsfields

New IWC Policy

July 2018

 

2

 

 

 

 

 


 

Annexure 1 - Park Event Conditions

 

 

 

Condition Applies to

Number

Condition Description

Park Casual Events (<30 people)

Park Minor Events (<500 people)

Park Major Events (>500 people)

1

Park events may not occur where another group has a park booking (seasonal or casual).

 

ü

ü

ü

2

Groups who have made a park booking through Council take priority over those who have not made a booking.

 

ü

 

 

3

The hirer shall only use the parks during their allocated park booking times. The following hours of use guidelines apply to park bookings:

Parks can be booked for non-sporting activities from 8am to 6pm and 8am to 8pm during daylight savings hours (unless given special permission).

 

 

ü

ü

4

Casual sporting events may not occur on any of Council’s sporting grounds including: Algie Park, Arlington Recreation Reserve, Ashfield Park, Balmain Road (Callan Park), Birchgrove Oval, Blackmore Oval, Camdenville Oval , Camperdown Oval, Centenary Park, Cohen Park, Easton Park, Glover Street (Callan Park), Hammond Park, Henson Park, HJ Mahoney Memorial Reserve, King George Park, Leichhardt Oval # 2, Leichhardt Oval # 3, Mackey Park, Marrickville Park, Petersham Oval, Pratten Park, SSC Leichhardt Campus, Steel Park and Tempe Recreation Reserve, Waterfront Drive (Callan Park).

 

ü

 

 

5

The following activities require an approval from Council and may not be undertaken as a park casual event:

·    The use of sports grounds by sporting organisations;

·    Engaging in any trade or business, commercial and/ or profit based activities;

·    Collecting any monies;

·    Filming;

·    Wedding ceremonies;

·    Selling alcohol;

·    Consuming alcohol in prohibited areas;

·    Installing any structure, screen, awning, sign or enclosure;

·    Exhibiting or distributing advertisements or handbills;

·    Fly drones or model aircraft;

·    Driving vehicles off marked vehicle areas or parking areas;

·    Play any musical instrument, sing, direct or procure any musical performances for a fee or reward;

·    The use of any public address (PA) system or electronically operated sound equipment;

·    Any use that brings in a third party supplier, including amusement devices, formal catering, etc.

 

ü

 

 

6

Written approval must be obtained from Council.  An application must be made to Council at least four weeks in advance.

 

 

ü

 

7

The hire of sporting grounds to be considered only after seasonal sporting club and school use has been determined. Council may approve alternative dates or venues, subject to bookings, ground conditions and proposed use.

 

 

ü

ü

8

Fees and charges apply (see Council’s website).

 

 

ü

ü

9

All bookings are to be paid in full in advance of the event/ use of facilities.

 

 

ü

ü

10

Bonds may be withheld if terms and conditions of park hire are not adhered to.

 

 

ü

ü

11

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

 

 

ü

ü

12

The amount listed in the fees and charges is a minimum bond only. The Group Manager Trees, Parks & Sportsfields may increase the bond amount if the use is deemed to be a higher risk activity.

 

 

ü

ü

13

Costs will apply where Council incurs additional costs to:

·    provide a requested service; or

·    is required to clean up rubbish or pick up litter from a park, sporting grounds or change/ amenity building; or

·    empty full public park bins as a result of the event; or

·    repair unreasonable damage after use.

 

 

ü

ü

14

The Event Manager shall ensure that all damage to Council property, either deliberate or accidental is reported to Council as soon as possible, outlining full details of the incident.

 

 

ü

ü

15

An after-hours callout fee applies where council is required to attend the park to assist the hirer with matters such as access. Fees will be on a cost recovery basis. A minimum of 4 hours of staff overtime will be payable.

 

 

ü

ü

16

After the event, the site is to be returned to the same condition as it was in prior to the event.  In the event that the Event Organiser does not make good the venue, Council will clean and repair the venue to the standard required by Council at the Event Organiser’s cost.

 

 

ü

ü

17

Booking cancellations will incur an administration fee plus any additional costs incurred by the Council as result of the hire.

 

 

ü

ü

18

Council will not refund any fees and charges for booking cancellations less than 7 days prior to the event.

 

 

ü

 

19

The park is hired in the condition as is.  There may be works occurring in the park at the time.  The Event Organiser is responsible for inspecting the site.  Council takes no responsibility for the condition of the park and will not refund any fees and charges.

 

 

ü

ü

20

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

 

 

ü

ü

21

A Certificate of Currency for public liability insurance of a minimum of $20 million must be submitted to Inner West Council.  The policy must indicate that Inner West Council is noted as an Interested Party (Principal Indemnity Endorsement), and that the Business Activity shown on the Certificate of Currency must be appropriate for the organiser’s function, such as organising and running a community festival.

 

 

ü

ü

22

No public address (PA) system or electronically operated sound equipment shall be used unless approved by Council.  Sound levels must not exceed LAeq 15 minute ≤ 65 dB(A) when measured at the nearest affected receiver (resident or business). 

 

 

ü

ü

23

No temporary structures, amusement devices (e.g. jumping castles, temporary rides), equipment or stalls shall be placed within a park, unless approved by Council in writing. 

 

 

ü

ü

24

No alcohol is permitted for sale at events in parks without a valid liquor licence and written Council approval. 

 

 

ü

ü

25

The collection of monies and/or selling of goods, including an entry/ admission fee shall not be allowed within the confines of the park unless approved by Council in writing.

 

 

ü

ü

26

The Event Organiser must ensure that the venue and the surrounding area is maintained in a clean and tidy condition throughout the event, including the bump-in and bump-out phases.

 

 

ü

ü

28

Waste and recycling receptacles must have clear bin signs consistent with the NSW Environment Protection Authorities (EPA) standard away from home signage.

 

 

ü

ü

29

Smoking is not permitted in the following areas:

Within any structures;

·    Within 10 metres of children’s play equipment in outdoor public places;

·    Spectator areas at sports grounds or other recreational areas used for organised sporting events;

·    Within 10 metres of a food fair stall.

 

ü

ü

ü

30

Access to the venue must be maintained for emergency vehicles and/or owners/tenants of properties requiring access.

 

ü

ü

ü

31

A minimum of 2.5 metres width must be maintained for pedestrian access at all times.

 

ü

ü

ü

32

A Tree Protection Plan is to be submitted to and approved by Council prior to the event.

 

 

 

ü

33

All temporary structures (including stalls, toilets, refrigeration units, generators etc.) are to be placed outside the Tree Protection Zone (TPZ) of any tree.

 

 

ü

ü

34

Tree protection measures shall be implemented and complied with for the duration of the event including site preparation and pack up.

 

 

ü

ü

35

Tree pruning is not permitted in any park/open space.

 

ü

ü

ü

36

Trench digging is not permitted in any park/open space.

 

ü

ü

ü

37

No signs or other structures are to be attached to trees or Council signage.

 

ü

ü

ü

38

Vehicles are not permitted to enter parks without prior written approval from Council.

 

 

ü

ü

39

Authorised vehicles driving in the park must not exceed walking pace and must have hazard lights on.

 

 

ü

ü

40

Authorised Vehicles are not permitted to drive on grassed areas within the venue unless turf protection measures such as temporary protective boards or flooring or similar measures are used.

 

 

ü

ü

41

No vehicle shall be parked within the confines of the venue during the event unless approved by Council.

 

 

ü

ü

42

Vehicles are not permitted to drive or park beneath the dripline of any tree within the venue under any circumstances.

 

ü

ü

ü

43

The following activities are not permitted within parks at any time: archery; golf; go karting (or using other motorised equipment); paintball; laser tag; riding horses; driving of model cars; sale or use of glass receptacles; camping or lodging overnight; possession or utilisation of any firearms; coal BBQs; lighting candles; lighting fires (this excludes utilising the Council provided BBQs).

 

ü

ü

ü

44

Balloons, plastic straws, glitter, party poppers, confetti and Colour Runs are not permitted within parks at any time.

 

ü

ü

ü

45

Plans/incentives to minimise single use packaging including coffee cups, plates and cutlery.

 

ü

ü

46

Council does not take park bookings for New Year’s Eve.

 

 

ü

ü

47

Council only permits weddings ceremonies in Parks (not wedding receptions).

 

 

ü

ü

48

An Event Approval must be obtained from Council.  As much notice as possible must be given as other planning approvals (Section 68 or Development Application) may apply. 

 

 

 

ü

49

If a Section 68 or Development Application is required, an application must be made to Council six months in advance.

 

 

ü

ü

50

Generally, Council will only approve one major event per quarter per park (this does not include leases, licences and seasonal sports grounds bookings).

 

 

 

ü

51

Council will not refund any fees and charges for booking cancellations less than 14 days prior to the event.

 

 

 

ü

52

Grass must be protected through the use of temporary protective boards or flooring to protect all high traffic areas including stalls, food, beverage and merchandise sale areas.

 

 

ü

ü

53

All structures must be weighted and not pegged.

 

 

ü

ü

54

When using water-weighted structures, water weights must be pre-filled and cannot be emptied onto the grass.

 

 

ü

ü

55

The Event Organiser is responsible for compiling any event plans required by Council.  The size and nature of the event will determine if the Event Organiser must undertake the following, for approval by Council:

·    Prepare and implement a Traffic Management Plan

·    Prepare and implement a Risk Assessment and Management Plan

·    Prepare and implement an Emergency Management Plan

·    Provide security staff

·    Undertake community notification of the event

·    Install temporary fencing around the perimeter of the event

·    Prepare and implement an Alcohol Plan

·    Provide a drinking fountain or drinking tap

·    Install Variable Message Signs in advance of the event

·    Prepare and implement a First Aid Plan and provide first aid staff

·    Provide toilet facilities (in addition to existing park public toilets)

·    Prepare and implement a Waste and Litter Management Plan

·    Install “No Smoking” signs throughout the venue

 

 

ü

ü

56

The Event Manager is responsible for the satisfactory conduct of all person attending their event.  The Event Manager shall ensure that the amenity of property owners adjoining parks is not disturbed by excessive noise, offensive language, poor behaviour or any other activity likely to cause unreasonable disturbance. 

 

 

ü

ü

57

In consideration of the event details, Council at its sole discretion may apply additional conditions of approval, as deemed necessary.

 

ü

ü

 

 

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

 

 


 

Annexure 2 – Parks & Facilities Which May be Booked

 

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

 

 

36th Battalion Park

Leichhardt

*

Algie Park

Croydon

 

Allman Park

Ashfield

*

Arlington Recreation Reserve

Dulwich Hill

*

Ashfield Park

Ashfield

 

Badu Park

Annandale

*

Balmain Road Sporting Ground (Callan Park)

Lilyfield

 

Bill Peters Reserve

Ashfield

*

Birchgrove Park

Birchgrove

 

Birrung Park

Balmain

*

Blackmore Park

Leichhardt

 

Bridgewater Park (including picnic area)

Rozelle

*

Camdenville Park

St Peters

 

Camperdown Memorial Rest Park

Newtown

*

Camperdown Park

Camperdown

*

Centenary Sportsground

Croydon

*

Cohen Park

Annandale

 

College Street Playground

Balmain

 

Cooks River Foreshore

Marrickville

 

Darrell Jackson Gardens

Summer Hill

*

Easton Park

Rozelle

 

Elkington Park

Balmain

 

Enmore Park

Marrickville

 

Evan Jones Playground

Leichhardt

 

Ewenton Park

Balmain

 

Gladstone Park

Balmain

*

Glover Street Sporting Ground (Callan Park)

Lilyfield

 

Goodsir Street Reserve

Rozelle

*

HJ Mahoney Memorial Reserve

Marrickville

*

Hammond Park

Ashfield

 

Hawthorne Canal Reserve

Leichhardt

*

Henson Park

Marrickville

 

Hinsby Park

Annandale

 

Hoskins Park

Dulwich Hill

 

Illoura Reserve

Balmain East

 

J.F. Laxton Reserve

Dulwich Hill

 

Jack Shanahan Reserve

Dulwich Hill

 

Jarvie Park

Marrickville

 

Johnson Park

Dulwich Hill

 

Kendrick Park

Tempe

*

King George Park

Rozelle

 

 

 

*

Leichhardt #2

Lilyfield

*

Leichhardt #3

Lilyfield

 

Leichhardt Park - (Giovinazzo Grove)

Lilyfield

 

Leichhardt Park - (Peace Grove)

Lilyfield

 

Lewis Herman Reserve

Ashfield

 

Lookes Avenue Reserve

Balmain East

*

Mackey Park

Marrickville

 

Marr Reserve

Leichhardt

*

Marrickville Park

Marrickville

 

McNeilly Park

Marrickville

 

Montague Gardens

Stanmore

 

Mort Bay Park

Birchgrove

 

Morton Park

Dulwich Hill

 

O'Connor Reserve

Rozelle

 

O'Dea Reserve

Camperdown

 

Origlass Park

Balmain East

 

Paringa Reserve

Balmain

 

Peacock Point

Balmain East

*

Petersham Park

Petersham

 

Pioneers Memorial Park

Leichhardt

*

Pratten Park

Ashfield

 

Propeller Park

Balmain East

 

Punch Park

Balmain

 

Richard Murden Reserve

Haberfield

 

Robson Park

Haberfield

 

Shields Playground

Leichhardt

 

Simmons Point Reserve

Balmain East

 

Simpson Park

St Peters

 

Smith Hogan Spindlers Park

Annandale

*

Steel Park

Marrickville

 

Sydenham Green

Sydenham

 

Tempe Lands – Village Green

Tempe

*

Tempe Reserve

Tempe

 

Thornton Park

Balmain East

 

Tillman Park

Sydenham

 

Wangal Nura Park

Leichhardt

 

War Memorial Park

Leichhardt

*

Waterfront Drive Sporting Ground (Callan Park)

Lilyfield

 

Weekley Park

Stanmore

 

Whites Creek Valley Park

Lilyfield

 

Wicks Park

Marrickville

 

Yeo Park

Ashfield

 

Yurulbin Park

Birchgrove

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

 

 

The following skate parks may be booked:

·    Darrell Jackson Gardens

·    Dulwich Hill Skate Park

·    Sydenham Green

·    Whites Creek Valley Park

 

The following rotundas may be booked:

·    Elkington Park

·    Camperdown Park

·    Petersham Park

 

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

 


Council Meeting

11 September 2018

 

 

 

 

 

 

Events in Parks

Guidelines

 

 

 

 

 

 

https://cdn.eventfinda.com.au/uploads/events/transformed/410572-164654-14.jpg 


 


Table of Contents

 

Table of Contents. 2

1.      Introduction. 4

2.      Traditional Welcome to Country. 4

2.1.           Traditional Welcome to Country. 4

2.2.           Acknowledging Traditional Custodians. 4

3.      Event Organiser 5

4.      Event Plan. 5

4.1.           Overview Section. 5

4.2.           Event Running Sheet 6

4.3.           Contact List 6

4.4.           Other Event Plan Items. 6

5.      Event History. 7

6.      Stakeholder Meeting. 7

7.      Insurance. 7

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

9.      Traffic & Pedestrian Management Plan. 8

10.        Accessibility. 9

11.        Risk Assessment & Management Plan. 9

12.        Emergency Management Plan. 11

13.        Work Health and Safety. 11

14.        Security & Crowd Control 11

15.        Community Notification. 12

16.        Wet Weather Contingency. 12

17.        Entertainment and Noise Management 13

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

19.        Tree Management and Protection Plan. 14

19.1.         General Tree Protection Measures. 15

20.        Amusement Devices. 15

21.        Energy Use. 17

22.        Drones. 17

23.        Fireworks. 17

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

25.        Dangerous Activities. 18

26.        Linemarking. 18

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

28.        Food Handling. 19

29.        Alcohol 19

30.        Drinking Water 20

31.        Signage. 20

32.        First Aid. 20

33.        Toilets. 20

34.        Waste Management 21

35.        Smoking. 22

36.        Other Approvals. 23

Annexure 1 - Sample Risk Assessment and Control Template. 24

Annexure 2 - Event Audit Checklist Sample Template. 25

Annexure 3 - Sample Community Notification Letter Template. 28

 

 


 

1.  Introduction

 

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

 

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

 

2.  Traditional Welcome to Country

 

2.1.      Traditional Welcome to Country

 

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

 

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

 

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

 

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

 

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

 

2.2.      Acknowledging Traditional Custodians

 

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

 

Examples of an acknowledgement include:

 

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

           

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

 

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

 

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

 

3.  Event Organiser

 

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

 

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

 

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

 

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

 

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

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

 

4.  Event Plan

 

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

 

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

 

4.1.      Overview Section

 

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

·    event name

·    event locations

·    a description of your event

·    the main purpose of your event

·    event times and dates

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

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

·    target audience

·    how the event is being promoted and publicised, and

·    estimated attendance

 

4.2.      Event Running Sheet

 

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

 

4.3.      Contact List

 

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

 

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

 

4.4.      Other Event Plan Items

 

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

 

·    Stakeholder meeting schedule and outcomes/ actions

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

·    Traffic and pedestrian management plan

·    Risk assessment and management plan

·    Emergency management plan

·    Security and crowd control

·    Community notification

·    Tree management and protection plan

·    Wet weather contingency

·    Noise management

·    Location and details on temporary structures, equipment and stalls

·    Management of amusement devices

·    Management of drones

·    Management of outdoor movies

·    Sale of goods, admission fees and fencing

·    Food handling

·    Alcohol

·    Drinking water

·    Signage

·    First aid

·    Toilets

·    Waste and Litter Management

·    Smoking

 

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

 

5.  Event History

 

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

 

6.  Stakeholder Meeting

 

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

 

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

 

7.  Insurance

 

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

 

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

 

The Certificate of Currency must outline:

·    The name of the Insurer;

·    The limit of the indemnity;

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

 

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

 

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

 

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

 

See this website for further details:

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

 

A copy may need to be provided to Council.

 

9.  Traffic & Pedestrian Management Plan

 

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

·    Private vehicle access, travel routes and parking impacts;

·    Service vehicle access;

·    Public transport access;

·    Pedestrian access;

·    Cyclist access.

 

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

 

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

·    Event participants (crowd size);

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

·    Event Organisers undertaking set up/ pack down (e.g. Stallholders);

·    Safety issues associated with the event (particularly for pedestrians and pedestrian access);

·    Impacts on the surrounding neighbours and business owners;

·    Capacity of adjacent road network to handle expected traffic volumes;

·    Any recommendations from the NSW Police and/ or RMS for traffic management.

 

The traffic and pedestrian management plan should include:

 

·    Traffic diversion/redirection: Including details of road closures, detours, VMS signs and special event clearway signs;

·    Access: Site map with access points for contractors, patrons, stallholders, entertainers, staff, VIPs, local businesses, residents and emergency vehicles;

·    Access: Consideration of access for attendees with particular access requirements including:

A person with hearing or vision impairment;

A person who use a wheelchair;

A person with an intellectual disability;

An elderly or less mobile person;

·    Loading and unloading: Details about loading and unloading arrangements for contractors, stallholders, waste management contractors, entertainers, staff, volunteers and patrons;

·    Parking: Details about parking arrangements for contractors, stallholders, entertainers, staff volunteers, and patrons (including accessible parking);

·    Notification: Advertising road closures and special event clearways, resident/business letterbox drop, public transport notification.

 

If there will be impacts on traffic flow and/ or pedestrian safety, it may be necessary to prepare a Traffic Control Plan and hire Traffic Controllers and/ or User Pays Police Services.  All Traffic Controllers must have appropriate RMS Traffic Controller qualifications.  Further information on User Pays Police Services is available on their website (http://www.police.nsw.gov.au/online_services/user_charges_user_pays_policing_services).  The Event Organiser is responsible for all costs associated with traffic control. 

 

If temporary road closures or alterations to regulatory signs and markings are required to facilitate the event, this will need to be referred to the Inner West Local Traffic Committee for review and recommendation to a Council Meeting for determination.  Three months should be allowed for this process.  If your event involves a road closure/s or impacts the public transport network, this must be advertised in the local newspaper for a minimum 28 days inviting public submissions for consideration by Council prior to Traffic Committee consideration and Council determination. Fees and charges apply.

 

10.    Accessibility

 

Accessibility needs to be given consideration in planning for the event.  This includes accessible pathways for pedestrians and accessible parking near the event space.

 

At major events, an events space should be considered as a time out space for people with disabilities.

 

Further information on inclusion and accessibility can be found in Council’s Inclusion Access Plan.

 

11.    Risk Assessment & Management Plan

 

A risk assessment and management plan is an essential aspect of planning any event.  A risk assessment management plan identifies all the potential risks that may arise from holding an event and then lists the steps Event Organisers will take to reduce or mitigate identified risks.  The strategies for emergency and risk management must comply with ISO 31000 standards.

 

A risk can mean many things. For community events in the Inner West the main risks to consider are anything that could:

·    Cause harm to a person;

·    Cause damage to equipment, infrastructure, the event site or the environment.

 

A risk assessment should consider:

·    Existing risks of the site;

·    Risks the event creates;

·    External risks that the Event Organiser has little control over but which may need to be managed at the event.

 

A template is available in Annexure 1 - Sample Risk Assessment and Control Template.

 

The following are some risks which should be considered.  This is by no means intended to be an exhaustive list.

 

·    Trip hazards

·    Sun exposure or adverse/ extreme weather

·    Medical emergencies, including drug and alcohol issues, injuries or heat stroke

·    Emergencies requiring involvement of the police or fire brigades

·    Inadequate security

·    Property damage or loss

·    Lost children

·    Property damage or loss or theft

·    Fire

·    Marquee collapse

·    Working at heights during bump in/ bump out

·    Broken glass

·    Litter getting into waterways or becoming airborne

·    Contamination of land or waterways

·    Pollution incident

·    Food poisoning

·    Electrocution

·    Equipment, power or water failure

·    Manual handling of equipment

·    Disorderly conduct and/ or drug and alcohol affected participants

·    Noise nuisance caused to neighbours

·    Excessive litter left at the event

·    Loss of key contractors

·    Overcrowding or crowd control

·    Inadequate toilet facilities

·    Inadequate waste management

·    Lack of parking

·    Inadequate access for emergency vehicles

·    Inadequate access for waste collection vehicles

·    Inadequate pedestrian safety

·    Moving vehicles near the event site

·    Body of water near the event site

·    Jumping castles or carnival rides

 

 

It is important to remember that every event is different, different risks exist and different mitigation measures will need to be deployed.

 

All risks need to be eliminated where possible. However, this is not always possible therefore other measures need to be taken to reduce the risk and create a safer environment. The Event Organiser is responsible for site inspections and removing and/or reducing hazards prior to the start of the event (including bump in/ bump out).

 

A template is available in Annexure 2 - Event Audit Checklist Sample Template.

 

The Event Organiser is responsible for ensuring that all staff, contractors, casual workers and volunteers who are to work at the site or event receive a site safety induction before commencing any work.

 

The Event Organiser occupies and uses the venue at the Event Organiser’s own risk.  Council does not take any responsibility for staff or participant accident or injury.  Council does not take responsibility for any loss or damage to any infrastructure and equipment associated with your event installed in a venue. All infrastructure and equipment that is at the venue is at the Event Organiser’s risk.

 

12.    Emergency Management Plan

 

The Event Organiser is responsible for the preparation of an emergency management plan.  The plan must clearly define the processes to be followed in the event of an emergency situation occurring at the event.

 

This plan should be considered a “living document” and it should outline:

·    The potential emergencies that may arise;

·    The written procedures developed in response to the potential emergencies;

·    The staff members responsible for particular actions in an emergency situation;

·    Maximum crowd capacity for event site, plan crowd safety including safe entry and exit for maximum capacity crowds;

·    Make note of or plan large crowd egress/exit routes and emergency assembly points;

·    Develop and document evacuation and emergency plans;

·    Any recommendations from the NSW Police and other emergency service agencies.

 

The Event Organiser is responsible for notifying the local Emergency Services (Police, Ambulance, Fire Brigade, and SES) of the proposed event and provide any information that they request. 

 

Adequate hand held fire extinguishers must be readily available at all times during the event.

 

13.    Work Health and Safety

 

You have a duty of care to provide a safe environment in which staff, volunteers, performers and contractors can work.

 

Refer to the SafeWork NSW website (http://www.safework.nsw.gov.au/) to check what your legal responsibilities are.

 

14.    Security & Crowd Control

 

The Event Organiser is responsible for security and crowd control.  Depending on the type and size of the event, not all events will require security staff.   The Event Organiser is at all times responsible for the good order, conduct and behaviour of those persons attending the event. Council may specify that security staff are a requirement of your event approval.

 

Security staff can be engaged to carry out a range of duties at an event.  This may include:

·    Controlling entry into venues or events;

·    Monitoring and communicating on crowd and individual behaviour, including underage drinking or drug use;

·    Dealing with potentially aggressive, abusive or violent behaviour;

·    Verbally or physically managing aggressive, abusive or violent behaviour;

·    Coordinating emergency evacuation of a venue or event;

·    Induction, security and safety inspection of site;

·    Liaising with emergency services.

 

You must consider external factors that may compromise the security of your event:

·    Is the location of your event safe at all hours of the day and night? Consider what activity may take place at your event site during set up and pack down.

·    Will your equipment be set up for an extended period of time without many people on site?

·    Is there anything at your event that could be vandalised or damaged?

·    Are you expecting large crowd numbers?

·    Is there any possibility of crowd clashes?

·    Have you monitored the extent of your event's marketing campaign to feel confident in your estimates of crowd numbers?

 

Any security staff operating within a Council park must be engaged through a professional security company and they must have appropriate accreditation in accordance with the current NSW legislative and regulatory requirements.

 

The number of security staff you will need will depend on the following:

·    Whether alcohol is being served;

·    Recommendations from the NSW Police and/ or conditions of your liquor licence;

·    Recommendations from the security company based on the size of your event. They will provide this information in-line with relevant legislation;

·    Whether the event is high-risk.

 

If temporary structures, equipment or waste containers are left overnight in a park, the Event Organiser must arrange overnight security at their expense.

 

15.    Community Notification

 

The Event Organiser is responsible for community notification to the residents and business owners in the surrounding area that an event will be taking place.  It is particularly important to do this if the event is likely to have an impact on the normal activities of local residents.  The community notification must go to impacted properties at least seven days prior to the event bump-in.  The community notification must include a mobile telephone contact number of the Event Organiser or their delegate.  The Event Organiser must provide the Council with documented evidence of notification with the residents and businesses within the vicinity of the venue.

 

This letter is also an opportunity to invite these residents to attend or participate in your event.  A sample letter is provided in Annexure 3 - Sample Community Notification Letter Template.

 

Depending on the size and nature of the event, the area of letter distribution will vary.  Council will provide advice on the area to be notified.

 

The Event Organiser is responsible for addressing and/ or mitigating any impacts identified by the local community.

 

As part of any Section 68 Application, Council may also seek community feedback on the proposed event.

 

16.    Wet Weather Contingency

 

The Event Organiser should prepare a wet weather plan.  If cancellation or postponement of the event will be required, outline how the information will be communicated to the attendees in the case of wet weather.

 

Parks may be closed by Council, at its sole discretion, if damage may occur, there are safety concerns or essential works are required.  This decision is not negotiable.  No fee refunds are applicable.

 

17.    Entertainment and Noise Management

 

The Event Organiser is responsible for noise management.  It is important to minimise disruption to local and surrounding residents and businesses by monitoring the level of noise created by the event.

 

No public address (PA) system or electronically operated sound equipment shall be used unless approved by Council as part of the event.  Sound levels must not exceed LAeq 15 minute ≤ 65 dB(A) when measured at the nearest affected receiver (resident or business).  Sound levels should be regularly monitored.

 

Noisy activities should be located within the venue in an area that is least likely to affect nearby residents.  Sound amplifiers should be pointed in a direction that minimises noise for nearby residents.

 

A licence is required to use live music and or recorded music at the event if that music is protected by copyright.  The person who authorises the playing or performance of music at any event is responsible for obtaining the appropriate licences from the Australasian Performing Right Association (APRA) and the Phonographic Performance Company of Australia (PPCA).

 

Any entertainment must be suitable for a public space.  No offensive entertainment material will be permitted.

 

18.    Site Plan, Temporary Structures, Equipment and Stalls

 

Council must give approval in writing for all temporary structures, amusement devices (e.g. jumping castles, temporary rides), equipment and stalls proposed to be placed within a park. 

 

Council will not grant approval for the use of canteens which are being utilised by sporting clubs for seasonal bookings.

 

The Event Organiser must prepare an event layout and a site plan which should outline the layout of the event:

·    The location of permanent park structures, trees and vegetation;

·    The location, height and fixing methods of temporary structures, generators, fencing, amusement devices, equipment, and stalls (including their footprint size in m2);

·    Water and power supplies;

·    Location of loudspeakers, amplifiers and PA systems;

·    Approved alcohol consumption areas;

·    Waste and recycling facilities (for both visitor use and back of house);

·    Location of waste management access points;

·    Vehicle access points for bump in and out (including bump-in and out schedules);

·    Pedestrian access routes;

·    Parking (cars and bicycles);

·    The location of temporary signage, including directional signage outside the event venue;

·    The location of emergency access points;

·    First aid facilities.

 

Site plans should be clear, drawn to scale, with the scale and a legend noted on the plan.

 

Event Organisers must include adequate measures to ensure that the park and trees are protected from damage, including:

·    Protection of grass through the use of temporary protective boards or flooring to protect all high traffic areas including stalls, food, beverage and merchandise sale areas;

·    Where possible, structures should be located on hard surfaces (e.g. concrete pathways) to limit impact on the lawns;

·    Protection of garden beds and plantings through use of barricading not less than 2 metres off the garden beds to prevent public access;

·    Tree pruning and or trench digging is not permitted in any park/open space;

·    No signs or other structures are to be attached to trees unless approved by Council as part of the event;

·    All structures must be weighted and not pegged;

·    When using water-weighted structures, water weights must be pre-filled and cannot be emptied onto the grass;

·    Vehicles are not permitted to enter parks without prior written approval from Council.

 

The Event Organiser is responsible for ensuring temporary and custom built structures are erected and secured in accordance with the manufacturers/structural specifications to ensure they are structurally sound and can withstand likely wind in the locality and any likely live loadings. These manufacturers/structural specifications are to be provided to Council prior to the event. Separate certification shall also be provided to Council by the installers, for the structures, confirming installation on site in accordance with the relevant specifications.   Stage structures are not to be loaded in excess of those loadings recommended by the suppliers and/or manufacturer.

 

Any lighting, rigging, scaffolding or the like associated with the subject stages shall be constructed and certified by a Work Cover licensed rigger.

 

Electrical services serving the stage and/or associated structures shall meet with the relevant legislation and standards and be certified by a licensed electrical contractor prior to the commencement of use. 

 

All mechanical and electrical installations including generators, electrical cabling and any mobile structures are to be surrounded or covered by appropriate physical barriers so as to prevent unauthorised access by the public at all times, and to protect ground laid cabling from being trip hazards, during the event.  Where a cable tray is used the Event Organiser will be solely responsible for ensuring it does not pose a trip hazard to pedestrians.  The Event Organiser must take immediate action to remove or replace any cable tray which creates a public safety hazard.

 

The Event Organiser is responsible for ensuring all stall holders comply with the Event approval conditions and any other relevant legislation.  All suppliers must have their own public liability insurance.

 

19.    Tree Management and Protection Plan

 

Trees are significant elements of most parks in the Inner West and it is important that they are adequately protected during event to prevent damage. The Event Organiser is responsible for the preparation Tree Protection Plan which is to be prepared by an arborist with a minimum AQF Level 5 qualification in arboriculture and submitted to Council prior to the event for approval.

 

The Tree Protection Plan should address the following areas:

 

·    Designated access routes by vehicles, equipment and proposed locations of track matts where vehicles will be driving on grassed areas near trees;

·    A plan showing accurate locations of existing trees within the park (Council may be able to assist in providing this information) in the immediate vicinity of the event and the required Tree Protection Zones (TPZ);

·    The location of stalls, stages and portable toilets, etc;

·    Indication of the height and weight of the delivery vehicles that will be accessing the park.

 

Tree protection measures detailed in the plan shall be implemented and complied with for the duration of the event including site preparation and pack up.

 

Payment of a tree protection bond will be required, prior to approval of the event. All damage to Council trees, either deliberate or accidental should be reported to Council as soon as possible, outlining full details of the incident.

 

After the event the Event Organiser shall arrange an inspection of the trees within the park for any damage before any bond is released. 

 

19.1.   General Tree Protection Measures

 

·    All trees shall be protected in accordance with the Australian Standard Protection of Trees on Development Sites AS 4970—2009);

·    All temporary structures (including stalls, toilets, refrigeration units, generators etc.) are to be placed outside the TPZ of any tree;

·    Tree branches and trunks are not to be used to support temporary decorations, electrical cables, or signage. No fixings are to be placed in/on trees;

·    Track mats must be used to protect all surface tree roots from damage by stage or scaffold structures;

·    Ground protection, trunk and branch protection, mulching and / or tree protection fencing shall be utilised where directed by Council (if not already identified on the approved Tree Protection Plan);

·    The Event Organisers and their appointed staff are responsible for the supervision of all event contractors, vehicle and plant operators during the event to ensure tree protection measures are adhered to. This includes the induction of all staff on the importance of the tree protection. Vehicles/equipment shall travel along on the formally identified route during their arrival and departure.

 

20.    Amusement Devices

 

Amusement devices such as jumping castles, (and other inflatable equipment) ponies, bubble soccer, petting / reptile zoos must be approved by Council and will only be permitted within the following parks:

 

 

Park Name

Suburb

36th Battalion Park

Leichhardt

Albert Parade Reserve

Ashfield

*

Algie Park

Haberfield

*

Ashfield Park

Ashfield

Bill Peters Reserve

Ashfield

*

Birchgrove Park

Birchgrove

Birrung Park

Balmain

*

Blackmore Park

Leichhardt

Bridgewater Park

Rozelle

*

Camdenville Park

St Peters

Camperdown Memorial Rest Park

Newtown

*

Camperdown Park

Camperdown

*

Centenary Sportsground

Croydon

*

Cohen Park

Annandale

 

Darrell Jackson Gardens

Summer Hill

Dobroyd Parade North Reserve

Haberfield

*

Easton Park

Rozelle

Elkington Park

Balmain

Enmore Park

Marrickville

Evan Jones Playground

Leichhardt

Ewenton Park

Balmain

Gladstone Park

Balmain

*

Glover Street Sporting Ground Callan Park

Lilyfield

*

HJ Mahoney Memorial Park

Marrickville

*

Hammond Park

Ashfield

Hannan Reserve

Rozelle

Henson Park (surrounds)

Marrickville

Hoskins Park

Dulwich Hill

Hyam Street Reserve (Vernardi Green)

Balmain

J.F. Laxton Reserve

Dulwich Hill

Jack Shanahan Reserve

Dulwich Hill

Jarvie Park

Marrickville

Kendrick Park

Tempe

*

King George Park

Rozelle

Lambert Park

Leichhardt

*

Leichhardt #2 (Leichhardt Park)

Lilyfield

*

Leichhardt #3 (Leichhardt Park)

Lilyfield

Leichhardt Park (Giovinazzo Grove)

Lilyfield

Lookes Avenue Reserve

Balmain East

*

Mackey Park

Marrickville

Marr Reserve

Leichhardt

*

Marrickville Park

Marrickville

McNeilly Park

Marrickville

Montague Gardens

Stanmore

Mort Bay Park

Birchgrove

Morton Park

Dulwich Hill

O'Connor Reserve

Rozelle

O'Dea Reserve

Camperdown

Paringa Reserve

Balmain

*

Petersham Park

Petersham

Pioneers Memorial Park

Leichhardt

Punch Park

Balmain

Richard Murden Reserve

Haberfield

Robson Park

Haberfield

Shields Playground

Leichhardt

Simpson Park

St Peters

Smith Hogan Spindlers Park

Annandale

*

Steel Park

Marrickville

Sydenham Green

Sydenham

Tempe Lands – Village Green

Tempe

*

Tempe Reserve

Tempe

Tillman Park

Sydenham

Underwood Reserve

Summer Hill

Wangal Nura Park

Leichhardt

War Memorial Park

Leichhardt

*

Waterfront Drive Sporting Ground (Callan Park)

Lilyfield

Whites Creek Valley Park

Lilyfield

Wicks Park

Marrickville

Yeo Park

Ashfield

 

*Note: sporting events take priority on the sporting ground area over casual events

 

The Event Organiser is responsible for providing their own electricity for amusement devices (e.g. by generator). 

 

If a hirer is bring an amusement device into a Park they must booking the Park no matter how many people they have at the event.

 

Ponies and petting/ reptile zoos will require a plan for animal waste management and avoiding windblown animal bedding.

 

21.    Energy Use

 

In line with the residents’ ambition for an environmentally sustainable community, the Inner West Council is committed to reducing energy use and moving toward 100% renewable electricity. The Event Organiser should prioritise energy efficient electrical equipment and consider cleaner energy options where possible (e.g. biodiesel for generators)

 

22.    Drones

 

Drones must be operated in accordance with the requirements of the Civil Aviation Safety Authority.  Information is available on their website: https://www.casa.gov.au/aircraft/landing-page/flying-drones-australia

 

23.    Fireworks

 

Where a registered contractor is not being engaged for the purchase, use, store, manufacture, supply and transport of fireworks, a licence must be obtained from SafeWork NSW, and a copy must be provided to Council. Information is available on their website: http://www.safework.nsw.gov.au/licences-and-registrations/licences/explosives-and-fireworks-licences/fireworks

 

If the fireworks are on water, approval must also be obtained from RMS.

 

Council may also impose additional conditions on the use of fireworks.

 

24.    Bay Run and other Running/ Walking Events

 

All running / walking events are subject to approvals set out in the table mentioned in 6.2 Planning Approval by Council’s Development Assessment & Regulatory Services team (where needed).

 

All running / walking events must submit a potential course map with their booking application.  Where running/ walking events are held regularly at the same location, staff may require the course to be rotated to prevent wear and tear on the turf.  Staff can assist the Event Organiser in determining a range of routes.

 

To minimise impact on the surrounding residents and other Bay Run users, a maximum of one organised event per month will be approved for the Bay Run. No organisation is permitted to promote their event or company on the Bay Run (ie) handing out flyers, setting up pop up stalls or erecting banners

 

25.    Dangerous Activities         

 

Council must help ensure the safety of all park users.  Council will not grant approval to dangerous and unsuitable activities.  This includes but is not limited to archery; golf; go karting; paintball; laser tag; riding horses; driving of model cars; sale or use of glass receptacles; camping or lodging overnight; possession or utilisation of any firearms; coal BBQs; lighting candles; lighting fires (this excludes utilising the Council provided BBQs).

 

26.    Linemarking     

 

Where there is existing linemarking for use by the seasonal sporting clubs bookings, Council will not paint temporary linemarking for events.  Cones may be utilised as an alternative.

 

27.    Sale of Goods, Admission Fees & Fencing

 

The collection of monies and/or selling of goods, including an entry/ admission fee shall not be allowed within the confines of the park unless approved by Council in writing as part of the Section 68 Application.

 

If your event includes any form of selling in public place a vendor list will need to be completed, outlining vendor contact details, a description of items for sale and a detailed site plan. Forms of selling include but are not limited to goods, services, food, beverage, carnival rides, entry tickets and merchandise.  Vendors should be made aware of Council’s objectives around waste as set out in the Waste Management section.

 

Depending on the size and location of the event, Council may require the Event Organiser to install temporary fencing around perimeter of the event and its approaches for safety purposes.  Council may require the Event Organiser to operate managed entrance/ exits to the event to manage and restrict participant numbers.

 

Any proposed security fencing must be designed and installed to accommodate expected crowd loads in the venue.

 

The sale of goods is prohibited in some parks such as Pioneers Memorial Park.

 

 

28.    Food Handling

 

Council must give approval in writing for all temporary food businesses proposed as part of the event.

 

Food Safety laws in New South Wales include the Food Act 2003, the Food Regulation 2015 and the Food Standards Code which incorporates the Food Safety Standards.  The aim of these laws is to ensure that safe and suitable food is provided to consumers and to reduce the level of food-borne illness in Australia.

 

Guidelines for food businesses at temporary events have been developed by the NSW Food Authority and can be viewed at the NSW Food Authority website (http://www.foodauthority.nsw.gov.au/_Documents/retail/temp_events_guideline.pdf?utm_campaign=redirected).

 

Note that Council encourages recycling of food containers, please see the section on 7.32 Waste Management for details.

 

Council utilises a risk-based system to determine if food premises associated with the event will be inspected.  Any food inspections will be undertaken by Council’s Environmental Health Officer.

 

29.    Alcohol

 

No alcohol is permitted for sale at events in parks without a valid liquor licence and written Council approval.  Evidence of a liquor licence for the event must be supplied to Council and displayed at the event.  All stall holders and staff handling alcohol must be qualified with a Responsible Service of Alcohol competency card.

 

If alcohol is being served or sold, depending on the size and nature of the event, the Event Organiser may need to prepare an Alcohol Plan.  Major concerns with providing alcohol at events are; preventing the sale or provision of liquor to minors, preventing unduly intoxicated/disorderly persons and preventing access by minors to licensed areas.  Licensed areas should be clearly marked on the site plan, as well as any dry areas, and food should always be made available to guests.

 

The Alcohol Plan should detail:

·    The type of alcohol that will be available

·    The containers in which it will be served (glass containers are not permissible in parks)

·    Provisions for container collection during and after the event

·    Designated dry areas

·    Food provision areas and types of food available

·    The number and location of security personnel who will manage the area (this may also be included in your security plan)

·    The location of toilets and the ratio of toilets per attendees

·    The number of bar staff and their training levels

·    The proposed trading hours of the alcohol serving areas.

 

30.    Drinking Water

 

Events must cater for the health and comfort of patrons. Under the Building Code of Australia, Event Organisers must provide one drinking fountain or drinking tap for every 150 patrons or part thereof.  For events with less than 150 patrons, drinking water should be made freely available or if not feasible, cost less than the lowest price of any other drink sold to patrons.

 

Access to Council’s water supply will vary depending on the water and irrigation system within each park. 

 

Portable water vans can be hired by the Event Organiser.  Sydney Water is also able to provide drinking water fountains to large events (for a fee).

 

Note that Council encourages reduction of plastic water bottles, and communications for events should encourage patrons to bring their own water re-usable bottles (see 7.32 Waste Management section for further details).

 

31.    Signage

 

The Event Organiser must provide a detailed signage proposal that outlines all the proposed directional, amenity, emergency evacuation and assembly points, vehicle access for entry and exit on and off site, pedestrian access, accessibility options, multi-lingual, event/program schedule and event branding signage to be installed at the event. Please include details such as quantity, size, positioning and installation method. Signage includes variable message signs (VMS boards), billboards, banners, bunting, corflutes, maps and flags. Also include sponsorship/corporate logos attached/imprinted on marquees, temporary site sheds/buildings, inflatable gantries or fencing.

 

Signage may not be attached to trees.  Council structures or cover the top of existing Council signage without written approval from Council.

 

Depending on the size and location of the event, Council may require the Event Organiser to install VMS boards in advance of the event, to advise the public of the proposed upcoming event.

 

32.    First Aid

 

The Event Organiser should have a First Aid plan and procedures in place.  The number of first aid personnel and posts/stations required will depend on the size of the event.  First Aid personnel should be trained.  First aid personnel and facilities must be easily identified by patrons and adequately equipped.

 

33.    Toilets

 

The Event Organiser is responsible for ensuring that adequate toilet facilities are available for all participants, including accessible facilities. 

 

Any park public toilets will generally be made available for use during an event.  The Event Organiser is responsible for cleaning the public toilets during and at the conclusion of the event. 

 

The number of temporary toilets to be provided will depend on things such as:

·    Anticipated crowd numbers (maximum number of patrons at the event at any one time);

·    The duration of the event;

·    Availability and consumption of alcohol.

 

At an event where alcohol is permitted, the number of toilets to people ratio is 1:75.  For all other events a ratio of 1:150 is required.  Ten percent of toilets must be accessible.

 

Toilet facilities must be well lit for security and safety reasons, provided with soap and hand drying equipment and must be cleaned and re-stocked regularly. Toilets must also be located away from food storage and food services areas, provided with sharps disposal facilities and be suitable for wet weather conditions.

 

34.    Waste Management

 

The Event Organiser is responsible for waste management.  Managing waste at events helps ensure the safety and wellbeing of patrons and to protect the environment where the event takes place. 

 

Council has a target of becoming a zero waste community and supports the waste hierarchy of avoid, reuse, recycle and dispose as a last resort.  These practices aim to reduce waste to landfill. 

 

Event Organisers are responsible for developing a Waste and Litter Management Plan, which must be submitted to Council for approval, and must include:

 

·    All back of house is to be managed by vendors (eg packaging and used oil);

·    Information on activities to promote waste avoidance, reuse and recycling, in line with the guidance in this section;

·    A map of the event site showing waste/ recycling facility locations in relation to the waste generation points across the event;

·    Details of the anticipated amount and types of waste materials and how they will be managed (proposed collection, transport and disposal pathways);

·    The name of the company engaged to remove the waste and recycling and evidence of contracting the services and types and number of bins;

·    Frequency of collection and servicing of the bins during and after the event and access points for collection vehicles;

·    A list of actions required before, during and after the event to ensure waste and litter is managed and to ensure the safety of event staff and participants;

·    Plans for removing litter (and full bins) in and around the site during and at the end of the event;

·    Plans for ensuring safe handling and removal of waste during the event, and the process for proving instructions on safe handling methods and hazards associated with waste to staff and volunteers;

·    Plans for ensuring that stalls/vendors/sponsors do not distribute items that are not sustainable, and ensuring that back-of-house issues are well managed by vendors (eg packaging and used oil). 

 

Note that the Event Organiser is responsible for ensuring that stalls/vendors/sponsors comply with the Waste and Litter Management Plan.

 

The Event Organiser must ensure that the venue and the surrounding area is maintained in a clean and tidy condition throughout the event, including the bump-in and bump-out phases.  All waste and general rubbish are to be cleared on a regular basis.  All waste is to be contained inside bins and serviced through the event to ensure bins do not overflow.  Instructions on safe handling methods and the hazards associated with waste must be given to staff and volunteers.

 

Waste and recycling receptacles must have clear bin signs consistent with the NSW Environment Protection Authorities (EPA) standard away from home signage.  Further information is available on their website: https://www.epa.nsw.gov.au/your-environment/recycling-and-reuse/business-government-recycling/standard-recycling-signs

 

Waste services can be provided by Council or a private contractor.  If you would like Council to supply waste and recycling bins and remove waste at your event, this would be at the expense of the Event Organiser.  Please contact Council’s Parks Planning and Engagement team for further information

 

Event Organisers must have the following waste reduction practices described in the Waste and Litter Management Plan and implemented at the event:

 

·    Identify opportunities to reduce generation of waste.  For example, encourage reusable alternatives such as reusable coffee cups and reusable water bottles.

·    Consider using compostable cutlery, containers and bags. Note that if these materials are used, they must be collected separately to other wastes, and a suitable commercial composting facility must be used to compost the material.  Disposing of compostable materials to landfill does not result in an environmental benefit.  If compostable cutlery etc is used, then food scraps can also be collected in this waste stream. 

·    If compostable materials are not feasible, then all materials used by the Event Organisers and associated stalls/vendors must be recyclable.  The Event Organiser must ensure that suitable recycling facilities are provided and that a contractor capable of suitably recycling the material that have been collected is employed.  Note that glass drinking containers are not permitted in parks due to the safety hazard, as set out earlier.

·    Reduce the use of single-use plastics such as straws, plastic bags, plastic water bottles.  This may include strategies such as encouraging patrons to bring their own re-usable water bottles, providing water bubblers, encouraging the use of paper (not plastic) bags, banning plastic straws and so on.

·    Ban balloons, glitter, confetti, party poppers that could be released into the air, land or water (as these generate litter and spread very small pieces of plastic that enter the environment).

 

35.    Smoking

 

Smoking is banned in all enclosed public places and certain outdoor public areas, under the Smoke-free Environment Act 2000 and the Smoke-Free Environment Regulation 2016. These bans protect people from harmful second-hand tobacco smoke. There is no safe level of exposure to second-hand smoke.

 

Smoking is not permitted in the following specific areas:

 

·    Within any structures (e.g. stage, stall);