Agenda of Council Meeting - 9 October 2018

Council Meeting

9 October 2018

Minutes of Ordinary Council Meeting held on 25 September 2018

Meeting commenced at 6.38 pm

Present:
Darcy Byrne Victor Macri Marghanita Da Cruz Mark Drury Lucille McKenna OAM Colin Hesse Sam Iskandar Tom Kiat Pauline Lockie Julie Passas Rochelle Porteous Vittoria Raciti John Stamolis Anna York Rik Hart Elizabeth Richardson	Mayor Deputy Mayor 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 Gwilym Griffiths Annette Morgan Jan Orton Jon Stiebel Simon Watts Wal Petschler Joe Strati Brooke Martin Adam Vine 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 Children and Family Services Group Manager Environment and Sustainability Urban Sustainability Manager Social and Cultural Planning Manager Group Manager Roads and Stormwater Group Manager Legal Services Group Manager Properties, Major Building Projects and Facilities Executive Manager, Enterprise Risk, Policy and Risk Services Manager Civic and Executive Support Business Paper Coordinator

APOLOGIES:

Motion: (Hesse/Porteous)

THAT leave of absence be granted for Clr Steer.

Motion Carried

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

Against Motion: Nil

DISCLOSURES OF INTERESTS: Nil

CONFIRMATION OF MINUTES

Motion: (York/McKenna OAM)

THAT the Minutes of the Council Meeting held on Tuesday, 11 September 2018 be confirmed as a correct record.

Motion Carried

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

Against Motion: Nil

C0918(2) Item 1 Condolence Motion Faye Carroll

Motion: (Byrne/Drury)

THAT Council write a letter of condolence to the family of Faye Carroll.

Motion Carried

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

Against Motion: Nil

Matter Arising Newtown Jets and Leichhardt Tigers

Motion: (Macri/Passas)

THAT Council send letters of congratulations to the Newtown Jets and Leichhardt Tigers for their successful seasons and the work they do in the local community.

Motion Carried

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

Against Motion: Nil

Suspension of Standing Orders

Motion : (Byrne/McKenna OAM)

THAT Council Suspend Standing Orders to hear from the registered speakers at this time.

Motion Carried

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

Against Motion: Crs Hesse, Lockie, Porteous and Stamolis

Suspension of Standing Orders

Motion: (Macri/York)

THAT Council further Suspend Standing Orders to deal with the items that had registered speakers.

Motion Carried

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

Against Motion: Nil

Councillor Drury left the Meeting at 7:38 pm.

Councillor Drury returned to the Meeting at 7:40 pm.

C0918(2) Item 2 Tree DCP Harmonisation - Discussion Paper

Motion: (Passas/Hesse)

THAT:

1. The Development Control Plan amendments on tree management be developed having regard to the principles of:

• Public safety

• Protection of property

• Equity/ financial burden

• Increased urban canopy

2. Council prepare the draft Tree DCP taking into consideration the options within the Discussion Paper, and the feedback received from the community consultation;

3. The draft Tree DCP be reported to Council prior to being placed on public exhibition;

4. Council liaise with the Architectural School and Institute for Sustainable Futures at the University of Technology about any advice or assistance or partnership they can offer to assist Council in expanding and measuring tree canopy and green infrastructure;

5. A report be prepared about ways the Tree Management Grant System could be funded;

6. The Establishment of a Significant Tree Register be considered in the 2019/20 Budget Development Process; and

7. The level of Tree Canopy for the LGA against the Greater Sydney Commission's target of 40% be reported on the Website.

Motion Carried

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

Against Motion: Nil

Amendment (Da Cruz/Hesse)

THAT:

1. The Establishment of a Significant Tree Register be considered in the 2019/20 Budget Development Process; and

Motion Carried

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

Against Motion: Crs Macri, Passas and Raciti

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

2. The level of Tree Canopy for the LGA against the Greater Sydney Commission's target of 40% be reported on the Website.

Motion Carried

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

Against Motion: Nil

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

Councillor Passas left the Meeting at 7:48 pm.

Councillor Passas returned to the Meeting at 8:01 pm.

C0918(2) Item 4 Children and Family Services

Motion: (Byrne/York)

THAT:

1. Leichhardt Children’s Centre begins enrolment process for 2019 and continues to operate as a Long Day Care service, with a review of enrolment patterns for both Leichhardt Park and Leichhardt Children’s Centers, six to eight months into 2019;

2. Council officers further investigate how After School Care for kindergarten children might be able to be catered for within the service approval for the premises of Leichhardt Children’s Centre; and

3. Council write again to the Minister for Education strongly opposing the closure of Globe Preschool and request alternative locations for the preschool.

Motion Carried

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

Against Motion: Cr Macri

Councillor Passas left the Meeting at 8:08 pm.

C0918(2) Item 9 Draft Complaints Handling Policy

Motion: (Kiat/Drury)

THAT:

The draft Complaints Handling Policy be placed on public exhibition for a period of 28 days; and

Council receive, with the draft policy’s post-exhibition report, a recommendation regarding the regular reporting of complaint statistics to Council.

Motion Carried

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

Against Motion: Nil

Absent: Cr Passas

Councillor Passas returned to the Meeting at 8:10 pm.

C0918(2) Item 14 Notice of Motion: Solar Schools

Motion: (Byrne/Passas)

THAT:

Officers produce a report on how Council can support the Sydney Student Leaders Coalition in their solar panel initiative, to support their aim of creating solar schools across the Inner West local government area; and

Write to the NSW Education Minister to notify him of this program.

Motion Carried

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

Against Motion: Nil

ADJOURNMENT

8.14pm - The Mayor, Clr Byrne adjourned the meeting for a short recess.

8.26pm– The Mayor, Clr Byrne resumed the meeting.

Resumption of Standing Orders

Motion: (Drury/York)

THAT Standing Orders be resumed.

Motion Carried

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

Against Motion: Nil

Absent: Crs McKenna OAM, Passas and Raciti

Suspension of Standing Orders

Motion: (Drury/Stamolis)

THAT Standing Orders be suspended to allow speakers that tried to register to speak to Item 13 - Notice of Motion: Waterfront Drive Cricket Nets.

Motion Carried

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

Against Motion: Nil

Absent: Crs McKenna OAM, Passas and Raciti.

Councillor McKenna OAM returned to the meeting at 8.28pm

Councillors Passas and Raciti returned to the Meeting at 8:38 pm.

C0918(2) Item 13 Notice of Motion: Waterfront Drive Cricket Nets

Motion: (Byrne/Macri)

THAT Council:

1. Note the concerns regarding safety and use of the cricket nets in their current and proposed location;

2. Note that discussions are currently ongoing between the Balmain District Football Club, Balmain South Sydney Cricket Club and the Office of Environment and Health (OEH) regarding an appropriate location for the cricket nets at Waterfront Oval;

3. Consult with the Friends of Callan Park on the location for the cricket nets; and

4. Receives a report back regarding:

the relocation of the cricket nets pending completion of discussions between the Balmain District Football Club, Balmain South Sydney Cricket Club and OEH;
the proposal to realign the fence on the north-western side of the sporting ground to improve functionality of the grounds; and
the process to submit a 4.55 (2) modification application.

Motion Carried

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

Against Motion: Nil

Resumption of Standing Orders

Motion: (York/McKenna OAM)

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 and York

Against Motion: Nil

C0918(2) Item 3 Climate & Renewables Strategy

Motion: (York/Byrne)

THAT Council:

1. Note the draft Pathway to a Carbon Neutral Council outlined in this report;

2. Note the proposal to include feasible energy efficiency and rooftop solar projects for Council assets in the annual budget development process, renewal and capital works programme with ‘shovel ready’ projects that have been scoped and costed to be brought to Council for earlier consideration;

3. Commission the University of New South Wales to undertake a peer review of the draft Pathway to a Carbon Neutral Council and supporting technical reports;

4. Endorse staff to proceed with the assessment of options for converting the “residual load” to renewable power. This assessment should include identification of potential renewable energy procurement such as a PPA in addition to the existing SSROC buyers group, with a view to accelerating the conversion to renewable power as soon as possible;

5. Receive a further report on the final Pathway to a Carbon Neutral Council in November 2018. That this report include information on potential target dates for inclusion in the draft Climate and Renewables Strategy to achieve:

a. 100% carbon neutrality (across all corporate emissions); and
b. 100% renewable energy (across energy consumption).

6. Receive a report on the full Climate & Renewables strategy and also include information on what capabilities and resourcing may be required within Council’s Office of Renewable Energy Innovation to oversee the urgent rollout of the strategy, including any strategic capability to manage the overall rollout, as well as operational capability to oversee particular elements of the strategy (such as, for example the roll out of a ‘solar schools’ component).

Motion Carried

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

Against Motion: Nil

C0918(2) Item 5 Inner West Council Stronger Communities Fund Grants Program 2018/19

Motion: (Byrne/Drury)

THAT Council approve the funding recommendations for the Stronger Communities Grant Program 2018/19 contained in Attachment 1.

Motion Carried

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

Against Motion: Crs Passas and Raciti

C0918(2) Item 6 Report on the Council Review of the Organisation Structure

Motion: (Porteous/Stamolis)

THAT:

Council approve the current four positions of the organisation structure;

The General Manager be requested to provide the Council with the current and any proposed organisation structures for the Inner West Council;

The General Manager be requested to consult with Council on the organisation structure of the Inner West Council; and

A report be brought to Councillors about current Councils Enterprise Bargaining Agreement and any recent action in this area.

Motion Carried

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

Against Motion: Crs Passas and Raciti

Amendment (Stamolis)

THAT as Council is launching the biggest pools program in the history of the Inner West ($60 Million), which will take place over several years, that councillors are provided with a report as to why the Group Manager Aquatics and Recreation role has been made redundant. The report should address why Councillors were not consulted about this decision.

The Mayor ruled this amendment Out of Order as it is inappropriate for Councillors to discuss operational staff matters.

Foreshadowed Motion (Passas/Raciti)

THAT Council approve the current organisation structure.

This Foreshadowed Motion lapsed.

Dissent in the Chairperson’s ruling

Motion: (Stamolis)

THAT dissent be raised in the Chairperson’s ruling.

This Motion lapsed for want of seconder.

Councillor Macri left the Meeting at 9:37 pm.

Councillor Macri returned to the Meeting at 9:40 pm.

C0918(2) Item 7 Local Traffic Committee Meeting held on 4 September 2018

Motion: (Lockie/Stamolis)

THAT the Minutes of the Local Traffic Committee Meeting held on 4 September 2018 be received and the recommendations be adopted, subject to the following change:

Delete point 1a in Item 21 - Eliza Street, Newtown – Temporary Road Closure For The Newtown Good Food Fair 2018 – Sunday 14 October 2018 (Stanmore Ward/Newtown Electorate/Inner West LAC) so as to waive the fee for the road closure.

Motion Carried

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

Against Motion: Crs Kiat, Passas and Raciti

Councillor York left the Meeting at 9:43 pm.

Councillor Passas left the Meeting at 9:45 pm.

C0918(2) Item 8 Flood Risk Management Plans - Cost of Flood Mitigation Measures

Motion: (Drury/Hesse)

THAT:

The report be received and noted; and

Council receive a report on how to develop a Strategy for a Water Sensitive Inner West that integrates flood mitigation and adaptation measures with water quality and supply issues.

Motion Carried

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

Against Motion: Nil

Absent: Crs Passas and York

Councillor York returned to the Meeting at 9:54 pm.

C0918(2) Item 10 Councillor Representation on Committees

Motion: (Byrne/McKenna OAM)

THAT:

Council adopt the existing representatives on Council and External Committees for a further 12 months subject to the following changes:

a) Councillor Porteous be replaced by Councillor McKenna OAM for the ClubGrants Committee;

b) Councillor Steer be replaced by Councillor Hesse for the NSW Public Libraries Association Committee; and

c) Councillor Macri be the nominated representative for the Local Traffic Committee.

Motion Carried

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

Against Motion: Nil

Absent: Cr Passas

Amendment (Kiat/Porteous)

THAT Councillor Da Cruz be the nominated representative on the Local Traffic Committee.

Motion Lost

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

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

Absent: Cr Passas

Amendment (Iskandar/ Raciti)

THAT Councillor Macri be the nominated representative for the Local Traffic Committee.

Motion Carried

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

Against Motion: Crs Da Cruz and Porteous

Absent: Crs Passas and York

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

C0918(2) Item 11 Rescheduling October Council Meeting

Motion: (Drury/McKenna OAM)

THAT:

1. The Ordinary Council Meeting scheduled for 23 October 2018 be rescheduled to 30 October 2018; and

2. Council publicise this change to the Meeting Schedule in the Inner West Courier, at Council’s Service Centres and on Council’s website and social media.

Motion Carried

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

Against Motion: Nil

Absent: Cr Passas

C0918(2) Item 12 Investment Report as at 31 August 2018

Motion: (Stamolis/McKenna OAM)

THAT the report be received and noted.

Motion Carried

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

Against Motion: Nil

Absent: Cr Passas

Confidential Session

Motion: (Byrne/McKenna OAM)

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, Raciti, Stamolis and York

Against Motion: Nil

Absent: Cr Passas

Members of the public were asked to leave the Chamber.

Councillor Passas returned to the Meeting at 10:00 pm

Motion: (Byrne/Lockie)

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 and York

Against Motion: Nil

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

Council.

Reports with Confidential Information

C0918(2) Item 15 Status of Westconnex Stage 3 Proposed Compulsory Acquisitions

Motion: (Byrne/Stamolis)

THAT:

1. Negotiations continue in regards to Buruwan Park Annandale in line with the previous determination on this matter of the 12 December 2017.

2. The General Manager (or delegate) negotiate the terms and executes documents with TfNSW in relation to TfNSW proposed acquisition for property identified as Pyrmont Bridge Road tunnel site (C9) Bignell Lane Annandale;

3. The Mayor writes to the Minister of WestConnex requesting WestConnex Stage 1, 2 and 3 provide a complete asset schedule of all land and infrastructure proposed for transfer to Council for its ownership and/ or management; and

4. Prior to entering into an agreement in relation to acquisition of King George Park, the offer be reported to Council.

Motion Carried

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

Against Motion: Nil

C0918(2) Item 16 RFT 20/18 Cleaning and Grounds Maintenance Tender

Motion: (Byrne/Stamolis)

THAT Council endorse the tender recommendation to award contracts for cleaning and/or ground maintenance to Jezzini Property Services Pty Ltd, Northern Contract Cleaning Pty Ltd and Servicelink Pty Ltd.

Motion Carried

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

Against Motion: Nil

Matter Arising - Legal Advice of Contracts

Motion: (Passas/Macri)

THAT legal advice be provided to councillors on whether Council is able to extend the length of contracts that are subject to a tender process.

Motion Lost

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

Against Motion: Crs Da Cruz, Hesse, Kiat, Lockie, McKenna OAM, Porteous, Stamolis and York

C0918(2) Item 17 Appointment of External Member to Audit Risk and Improvement Committee (ARIC)

Motion: (Byrne/Stamolis)

THAT this item be deferred pending a review and report on the perception of bias in relation to the candidate being suggested.

Motion Carried

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

Against Motion: Nil

Councillors Passas and Raciti retired from the Meeting at 10:36 pm.

C0918(2) Item 18 Status of Legal Proceedings

Motion: (Byrne/Stamolis)

THAT:

Communications be prepared by Council explaining in plain English language the role of Councillors and council officers in determining development applications and matters before the land and environment court; and

A confidential report be prepared on the legal matter concerning the pony.

Motion Carried

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

Against Motion: Nil

Absent: Crs Passas and Raciti

Meeting closed at 10.53pm.

Public Speakers:

Item #	Speaker	Suburb
Item 2:	Rene Holmes Michael Sullings Jacki Brown	Ashfield Marrickville Northmead
Item 4:	Paul Chamberlain Jemma McGirr Veronica Mayson	Dulwich Hill Petersham Marrickville
Item 9:	Jonathan Bolton	Annandale
Item 13:	Ann-Therese King Paul Power	Lilyfield Rozelle
Item 14:	Roisin Murphy George Aroney	Erskineville Marrickville

Council Meeting

9 October 2018

Item No: C1018(1) Item 2

Subject: Sporting Grounds Allocation Policy

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 Sporting Grounds Allocation 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 Sporting Grounds Allocation Policy be placed on public exhibition for a period of 28 days;

2. The 46 Clubs currently utilising sporting grounds in the Inner West be advised by email that the draft Sporting Grounds Allocation Policy is on public exhibition; and

3. The results of the public exhibition and community engagement process are presented to Council along with a final Sporting Grounds Allocation Policy for adoption.

BACKGROUND

At the Extraordinary Council meeting on the 21 August 2018 a Discussion Paper on the Sporting Grounds Allocation Policy was considered. Council resolved:

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.

A copy of the earlier Council report is attached.

Draft Policy

The draft Sporting Ground Allocation Policy is attached. The purpose of this Policy is to contribute to a Healthier Inner West by encouraging active sports participation. The Policy will also establish eligibility and the selection criteria for the seasonal allocation of sporting grounds. The Policy has been developed based on the principles to be transparent, equitable and consistent.

The objectives of this Policy are as follows:

· To provide a transparent, equitable and consistent methodology for the seasonal allocation of sporting grounds and facilities to sports clubs, sports associations, schools and tertiary education providers within the Inner West Council area.

· To provide a diverse range of opportunities for participation in sport, recreation and physical activity for Inner West residents.

· To provide access to sporting grounds and facilities which contribute to a Healthy Inner West and promote participation in active sport, physical activity and social connectedness.

· To ensure the opportunity for participation of a broad mix of groups, including participation of girls; women; people from lower socio economic backgrounds; people with disabilities and people from culturally and linguistically diverse backgrounds.

· To ensure that Council managed sporting grounds and facilities are occupied by inclusive, viable and sustainable sporting clubs and sporting associations.

· To ensure that access to sporting grounds by all users has regard to the sustainability and maintenance requirements associated with good sporting ground management.

The draft Policy proposes a hierarchy of use when allocating the sporting grounds.

Where only one applicant is requesting access to a sporting ground, in general this will be made available to them. Council staff will attempt to resolve conflicting requests through mutual agreement between users.

Where Council cannot resolve the conflicting request through mutual agreement, when required, competing requests will be assessed against weighted criteria with the allocation given to the applicant with the highest weighted score. The criteria includes:

· Historical use of facilities

· Community based

· Membership numbers

· Tenancy record

· Access and equity

· Support for access and equity

· Leadership diversity

· Diversity of sports

· Traditional seasonal allocations

· History of Financial responsibility

· Club development

Allocation Process and Determination

The winter season Clubs have requested that the allocations process occur earlier. Currently the winter season allocation application forms are distributed in January. It is proposed that this will be brought forward to November. Further, it may be possible to bring this forward in the future pending the introduction of an online booking system which is currently being investigated.

As per the Council resolution on the 21 August 2018, the allocation determination will be made by staff. A review committee will be established to resolve club objections to decisions.

Tenure and Capital Contributions

Council aims to recognise and encourage recreation organisations who contribute to the development and/ or upgrade of a Council facility. The draft Policy proposes that in recognition of a capital contribution Council may at its absolute discretion provide increased tenure (up to a maximum of five years). Criteria for assessing this, including a proposed capital contribution calculation is outlined in the attached draft Policy.

FINANCIAL IMPLICATIONS

Staff resources have been allocated to the administration of this Policy as part of their annual action plan.

OTHER STAFF COMMENTS

The draft Policy was considered by the Leadership Team. Their comments have been incorporated.

PUBLIC CONSULTATION

The Sporting Grounds Allocation Policy Discussion Paper was emailed to all sporting clubs currently utilising sporting grounds in the Inner West on the 14 May 2018. The clubs were requested to provide feedback on the Discussion Paper by the 25 June 2018.

A workshop was held with the clubs on the 18 June 2018. 19 sporting club representatives attended the workshop. In addition, six written submissions were received from the clubs. The results from this engagement were presented to Council on the 21 August 2018. This report is attached.

The following diagram illustrates the process to develop the Sporting Grounds Allocation Policy.

It is recommended that the draft Policy be placed on public exhibition. An email will be sent to the 46 Clubs who currently utilise sporting grounds in the Inner West to alert them to the draft Policy being on exhibition.

CONCLUSION

The purpose of this Policy is to contribute to a Healthier Inner West by encouraging active sports participation. The Policy will also establish eligibility and the selection criteria for the seasonal allocation of sporting grounds.

ATTACHMENTS

1.⇩	Council Report 21 August 2018
2.⇩	DRAFT Sporting Grounds Allocation Policy

Council Meeting

9 October 2018

Item No: C1018(1) Item 3

Subject: Yeo Park and Gough Reserve Plan of Management

Prepared By: Aaron Callaghan - Parks Planning and Engagement Manager

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

SUMMARY

Following the exhibition of a Draft Plan of Management, a revised Plan of Management for Yeo Park and Gough Reserve has been completed. It is recommended that the Plan of Management as it relates to Yeo Park (which is designated as Crown land) is referred to the Minister of Primary Industries, Land and Water for consideration for adoption while Council adopts the Plan of Management as it relates to Gough Reserve (this area of parkland is community land).

RECOMMENDATION

THAT:

1. Council adopt the Plan of Management as it relates to Gough Reserve;

2. Council, as land manager of Yeo Park (D 500212) Reserve Trust, refers the Plan of Management as it relates to Yeo Park (Crown Reserve) to the Minister of Primary Industries, Land and Water for consideration for adoption;

3. Council undertake independent cost analysis of the proposed park improvements, notably a future restoration of the historic Yeo Park Bandstand/Rotunda and report these costs back to Council for consideration in the ten year capital works plan; and

4. To ensure continued community access and enjoyment of the park as a whole, Council negotiate a formal license agreement with the NSW Department of Education for community access to the Department of Education land within the park.

BACKGROUND

At its Ordinary Council meeting on the 27^th March 2018 Council resolved the following:

1. The draft Yeo Park and Gough Reserve, Ashfield Plan of Management be placed on public exhibition for 28 days.

2. The draft Yeo Park and Gough Reserve, Ashfield Plan of Management and any community comments received be subject of a report back to Council.

Yeo Park and Gough Reserve make up a triangular shaped area of open space, bounded by Old Canterbury Road in the east and Victoria Street in the west. The park adjoins Trinity Grammar School on its northern boundary and Yeo Park Infants School on the Southern boundary. The heritage listed former Baby Health Centre is situated in Gough Reserve and has an approved DA to operate and function as a commercial café. An adopted Plan of Management will permit this facility to be leased to a commercial operator. The Plan of Management is supportive of this proposed activation of the building.

While the park appears as a unified area of land, legally it is split into three distinct parcels of land, which are owned by three different parties. This is highlighted below in Fig 1.0

Fig 1.0 Yeo Park and Gough Reserve

With respect to Fig 1.0 the Park comprises three individual allotments, which are legally identified in Table 1.0 below:

Lot	Deposited Plan (DP)
7020 10 11	93165 (Yeo Park) Crown Land. 1002099 (Department of Education Land) 1002099 (Gough Reserve) (Inner West Council)

Lot

Deposited Plan (DP)

7020

93165 (Yeo Park) Crown Land.

1002099 (Department of Education Land)

1002099 (Gough Reserve) (Inner West Council)

Table 1: Lot and Deposited Plan

REPORT

A Plan of Management (PoM) is the principal document that guides Council’s future planning, design and management of the park. It consolidates information about the park and its uses.

The Plan of Management provides directions and key actions to achieve what is envisioned for the park. These actions are largely formed through research, site auditing and consultation with the community to identity future uses of the park and management of the varied and changing needs of the users. The Plan of Management also highlights opportunities for improvements to the park and sets priorities for Council management over the next ten years.

Crown Land Implications

Council is the appointed manager of Yeo Park (D500212) Reserve Trust. The Crown Land Management Act 2016 came into force on 1 July 2018 with the repeal of the Crown Lands Act 1989. Council is to manage crown reserves within the local government area under the Local Government Act 1993. Council is required to prepare plans of management for each of the crown reserves it manages. Each plan of management is to be referred to the Minister for adoption and then adoption by Council as the land manager for the reserve

Department of Education Land

As highlighted in Fig 1.0 the Minister for Education and Training owns a parcel of land, which makes up a significant part of the park. For many years Council has maintained this area of the park on the provision that community access is permitted and allowed to continue. With the proposed development of the new café in the former Baby Health facility and with the adoption of a Plan of Management for the park it is timely that a formal agreement is negotiated with the Department of Education to ensure continued community access and enjoyment of the park as a whole. In this respect it is recommended that Council negotiate a license agreement with the Department of Education to formalise this arrangement.

FINANCIAL IMPLICATIONS

Key themes from the Plan of Management need to be costed and reported back to Council for consideration in the ten-year capital works plan for park and property upgrades. This includes the restoration of the 129 Yeo Park Bandstand (rotunda) which was last restored in 1988 as part of a bicentennial project. Future Council reporting is required on full capital costs to support the Plan of Management and the implementation of key projects.

OTHER STAFF COMMENTS

· Report is supported by Council’s Legal and Property Section.

PUBLIC CONSULTATION

As pursuant to the Council resolution a draft Plan of Management was exhibited for a period of 28 days. In total Council received 68 submissions on the draft Plan of Management (refer to Attachment 2) .52% of respondents supported the draft plan of management subject to changes. The key themes, which were evident in the submission analysis, are highlighted in Table 1.1

Table 1.1 Draft Plan of Management Responses -Key Community Themes

Theme	Plan of Management Response
Community is significantly divided in relation to a proposal for an off leash area within the park.	On leash status of the park is recommended to be retained. It is noted that not all of the park is owned by Council hence the on leash status should be retained to ensure that the current arrangements with the Department of Education and community access to this land is not jeopardised.
Café concept in the former Baby Health Centre is supported by the community.	Plan of Management recognises the positive outcomes that this facility would provide the community as a meeting place and an activation point to promote use and enjoyment of the park.
Restoration of the Bandstand/Rotunda is strongly supported.	Out of all proposed improvements in the park this is listed as the top priority and should be considered by Council for restoration over the next five years, pending the availability of funding.
Additional furniture, play equipment for older children and Barbeques are needed in the Park.	Supported within the revised plan of management, pending the availability of funding.

CONCLUSION

Both Yeo Park and Gough Reserve are highly valued areas of open space. As a whole this area of open space provides multiple recreational benefits for the community including formal play, unstructured recreational opportunities, relaxation and socialisation. The development and adoption of a Plan of Management will provide the basis for the ongoing management of this integrated parkland over the next ten years. The adoption of a Plan of management will support ongoing uses within the park as well as provide the basis for stronger relationships with key stakeholders including the NSW Department of Education who have ownership of a key area of land within the park. Importantly the Plan of Management also highlights key improvements, which are needed within the park. Future Council reporting on these improvements in terms of the financial impacts is required along with an agreed delivery programme for future improvements.

ATTACHMENTS

1.⇩	Yeo Park & Gough Reserve Plan of Management
2.⇩	Community Engagement Report

Council Meeting

9 October 2018

Item No: C1018(1) Item 4

Subject: ParkSafe - Camperdown Memorial Rest Park and Fleming Street Reserve Newtown.

Prepared By: Aaron Callaghan - Parks Planning and Engagement Manager

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

SUMMARY

This reports highlights the antisocial behavioral issues, which have been prevalent in Camperdown Memorial Rest Park and Fleming Playground over the last two years. Staff from Council’s Parks Planning and Engagement section, Compliance and Community Services teams have been meeting regularly with the NSW Police, the Newtown neighborhood center and local residents to address these issues. This report highlights recommended initiatives to support ongoing responsible community use of the park and options for Council consideration, which may assist in reducing incidents of anti-social behavior.

RECOMMENDATION

THAT:

1. Council undertake a community safety survey to assess community views on park safety at Camperdown Memorial Rest Park and Fleming Street Playground. The public survey will assess the following:

· Community perceptions on safety within the two park areas;

· Community support for the introduction and location of public toilets within Camperdown Memorial Rest Park;

· Community ideas on reclaim the park initiatives with regards to the types of community events and means in which Council and external agencies can assist in activating the park;

· Community perceptions on the establishment of an alcohol free zone in the southern part of Camperdown Memorial Rest Park; and

· Community support for the establishment of a community garden (subject to future community ownership and management) at Fleming Street Playground and the removal of the picnic shelter.

2. The results of the public survey are reported back to Council;

3. Council implement the short term lighting improvements outlined in the report, for a trial period over the 2018/2019 summer in which only path lights within the park will be activated; and

4. Council identify options for funding future long term lighting improvements along key pathways within Camperdown Memorial Rest Park.

BACKGROUND

Camperdown Memorial Rest Park is a large centrally located and culturally unique open space located within several minutes walk of the creative, cultural hub of Newtown. Newtown is a night-time entertainment precinct for visitors from across Sydney. Lock out laws were introduced in Kings Cross and in the Sydney CBD in 2014. In recent years there has been an increase in anti-social behavioural problems centred around Camperdown Memorial Rest Park and Fleming Street Playground. This has included an increase in assaults, intoxicated behaviour and antisocial behaviour including damage to adjacent residential property. Significantly the park appears to have become an a venue for people leaving licensed premises, apparently knowing it as a destination for night time gathering.

The majority of these problems have been experienced in the warmer months on Friday and Saturday evenings. The problems encountered include congregations of people (aged 18 upwards) either preloading with alcohol in Camperdown Memorial Rest Park in the early evening hours or visiting the park after venue closing periods leading to instances of antisocial behaviour after dark within the park. The key responsibility for maintaining law and order within the park and the surrounding neighbourhood has rested with the NSW Police. Despite the deployment of significant resources to address ongoing problems with anti-social behaviour there has not been a significant improvement in the overall problems experienced within the park. Both the NSW Police, the Newtown Neighbourhood Centre and local residents have requested that Council consider options to assist in addressing these problems. A number of the solutions proposed have been consulted with the NSW Police and other stakeholders. Broader community engagement is required to support Council initiatives in this area. It is noted that local community members wish to reclaim the park, disrupting negative behaviours by introducing a variety of community-based initiatives during the day and into the evening.

REPORT

Council officers have met on a number occasions over the last 12 months with key representatives from the NSW Police, the Newtown neighbourhood Centre (Newtown Vibe) and local residents. The key discussion points have focussed on options of reducing the advent of antisocial behaviour in and around the problem park areas. A number of issues have been highlighted and from the issues a range of options have been explored. Key issues and opportunities are highlighted in Table 1.0

Highlighted Issue	Explanation /Opportunity	Impacts to Council and the Community
Status of Park Lighting within Camperdown Memorial Rest Park	There is an oversupply of lighting in the central green space of the park which is acting as a key attractor to the anti-social behaviour after dark. The majority of paths are well lit other than the path which runs adjacent to the playground area where the presence of an avenue of mature trees displaces light spread.	Removing the globes from the central open space lights is recommended for a trial period of six months over summer. It is recommended that Council should prioritise the upgrade of path lighting adjacent to the playground. This will require the installation of new lighting poles and LED lights. The costs of which are highlighted in the financial section of this report.
Lack of public toilets within Camperdown Memorial Rest Park.	Noted as a significant issue. Urination and defecation by intoxicated individuals during the day time and in the evening is impacting negatively on the amenity of local residents. It is noted that there are no other public toilet amenities within a 500m radius of the park	The installation of public toilets in this park is supported by Council officers. Future toilets need to be designed and located taking into account safety by design standards. The future location of these facilities should be consulted with key stakeholders notably the NSW Police and local residents. Council is currently in the process of designing public toilets for the park and has a construction budget of $577,250 for this project.
Reactivation of the park for Community Events.	The type of community events which provide opportunities for activation and reclaiming Camperdown Memorial Rest Park in the summer period including outreach programmes have been cited as opportunities for further investigation by Council as a means of reducing antisocial behaviour through park activation. It is noted that Council has a limited budget and resource limitations for events of its own within the park.	An option for Council could be to explore community views around the type and profile of community and youth outreach events within the park especially during the summer months. Recent and future events include: · The Good Neighbourhood Event · The Newton Festival (11^th November 2018)
Alcohol Free Zones	The entire park is currently an alcohol free zone. The opportunity to rationalise this and to zone certain areas of the park as alcohol free is an option which some residents support.	Refer to Fig 1.0. Extensive Community Engagement would be required on this proposal.
Fleming Street Playground Picnic Shelter	The Fleming Street Playground Shelter is a key attractor for antisocial behaviour after dark. A number of residents have requested that the shelter be removed.	Costs are in the region of $5,000 to remove the picnic shelter as an interim measure. Longer term a park master plan is required to support a future park upgrade.

Potential Alcohol Free Zone

The potential for an Alcohol Free Zone in the area of the park which boarders Australia Street, has been discussed in recent months with local residents and the NSW Police. This area is significant in that residential properties back on to the park in this area. The area where this could possibly occur subject to community engagement is highlighted below in Fig 1.0

FIG 1.0 Camperdown Memorial Rest Park-Potential Alcohol Free Zone.

FINANCIAL IMPLICATIONS

The most significant unbudgeted costs are those associated with lighting improvements.

There are two options for lighting improvements which have been shortlisted by Council officers. These are outlined as follows:

A. Short term improvements:

· Install lower height (4m) light poles on the Australia Street side of the playground, replacing existing 5m poles to reduce shadowing by trees and minimise ongoing pruning - $22,000.

· Rewire circuits to lights in the existing dog off leash adjoining Federation Street and modify the switch board to enable switching off of lights in the early evening - $16,000

· Replace existing “cool” light fittings with “warm” fittings to improve lighting quality throughout the park - $12,000.

Total Cost: $50,000

B. Long term improvements:

· New lighting system including new warm spectrum LED luminaires with improved lighting cut off to reduce glare, reduce spill away from paths and improve energy efficiency - $220,000.

· Motion senor installation to enable lights to power down to low lighting levels when there are no pedestrians in the park - $80,000.

Total Cost $300,000

Short term improvements could be funded from Park Assets Program capital budget. This may result in deferral of renewal of park assets such as Jarvie Park basketball courts. There are no existing budgets for the long term improvement option. This can be considered in the future 10 year capital works program.

The costs associated with removing the Fleming Street Picnic Table as an interim measure to deter antisocial behaviour has been costed at $5,000.

In terms of budgeted costs Council is moving forward with design options for the development of suitable public toilets within the park. Council has set aside a construction budget of $577,250 for this project

OTHER STAFF COMMENTS

Comment and input into this report has been forthcoming from Council’s Community Wellbeing Manager, Council’s Community Projects Coordinator and the Parks Capital Works Manager.

PUBLIC CONSULTATION

There has been limited Community Engagement to date, although key stakeholders have been consulted including the Newtown Neighborhood Centre, The NSW Police and a limited number of local residents. Boarder community engagement is recommended moving forward.

CONCLUSION

Camperdown Memorial Rest Park is an important area of open space which is highly valued by the local community. The Park is a culturally unique area of open space given its proximity to the creative and cultural hub of Newtown.

The location, size and popularity of the park have brought about increased problems with anti-social behaviour over the last few years. Similar problems have also been experienced in Fleming Reserve. Council officers in consultation with key stakeholders have developed a number of options for Council to consider in assisting in the mitigation of antisocial behaviour. A number of the solutions proposed have been consulted with the NSW Police and other stakeholders. Extensive community engagement is required to support Council initiatives in this area.

ATTACHMENTS

Nil.

Council Meeting

9 October 2018

Item No: C1018(1) Item 6

Subject: Mandatory Reporting of Fire Safety Reports Referred to Council from Fire and Rescue NSW

Prepared By: Stephen Blaydon - Fire Safety Officer

Authorised By: Harjeet Atwal - Group Manager Development Assessment and Regulatory Services

SUMMARY

This report provides mandatory notification to Council under the Environmental Planning and Assessment Act 1979 (EPAA) of correspondence regarding fire safety concerns received from Fire & Rescue NSW. Following a review of the correspondence and a site inspection by Council’s Fire Safety Team, this report seeks Council to note the exercise of Authorised Officer powers under EPAA to require upgrades of the buildings to the satisfaction of Council’s Fire Safety Team in order to:

§ Improve the provisions for fire safety at the premises;

§ Improve the provision of fire safety awareness;

§ Improve the adequacy of the premises to prevent fire;

§ Improve the adequacy of the premises to suppress fire or prevent the spread of fire;

and

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

RECOMMENDATION

THAT Council:

1. Note the correspondence provided by Fire and Rescue NSW for development (Attachment 1) and White Cockatoo Hotel - 30 Terminus Street Petersham (Attachment 2);

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 adequacy of the premises to suppress fire or prevent the spread of fire, and

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

BACKGROUND

In accordance with the provisions of the Environmental Planning and Assessment Act 1979 (EPAA), Fire and Rescue NSW (FRNSW) has referred the attached letters to Council detailing a number of concerns with the fire safety measures and fire safety procedures for these properties in the Inner West Council area.

Owners of buildings such as backpackers accommodation, assembly buildings, commercial premises, residential flat buildings etc., have a legal obligation to ensure that all fire safety measures installed on the premises are, at all times, maintained and working to their relevant standard of performance for the safety of the buildings occupiers or users – whether the building is occupied or not. This is done through the installation of fire safety measures compliant with the National Construction Code (Building Code of Australia - BCA) or an alternative solution endorsed by a qualified Fire Engineer.

A fire safety measure is any aspect of construction, piece of equipment or strategy, that are required to enhance the safety of people within the building in the event of a fire. These fire safety measures can vary significantly depending on the age of the building, its design and its use. The determination of the appropriate fire safety measure is guided through the deemed to satisfy provisions / functional statements of the Building Code of Australia or through Alternative Solutions designed and developed by Fire Engineers and Accredited Certifiers (registered with the NSW Building Professionals Board).

FRNSW and Council’s Fire Safety Team have undertaken inspections of all premises referred and have determined appropriate actions required by property owners in order to:

· improve the provisions for fire safety at the premises;

· improve the provision of fire safety awareness;

· improve the adequacy of the premises to prevent fire;

· improve the adequacy of the premises to suppress fire or prevent the spread of fire; and

· improve the safety of persons in the event of fire.

As the premises are on private land, any required upgrades are able to be undertaken through the issuing of orders under EPAA, thereby allowing the works to be undertaken without the necessity for the lodgment of a Development Application. After all solutions are implemented and a Fire Safety Certificate is issued the building is listed on Council’s Fire Safety Register and Annual Fire Safety Inspections are required to be undertake in accordance with the Environmental Planning and Assessment Regulation 2000.

This annual inspection is to ensure that:

i. All fire safety measures are inspected by a competent fire safety practitioner to ensure they are maintained to the appropriate Standard of Performance

ii. Fire Safety Statements are maintained in the approved form and are displayed in a clearly visible position and available for viewing by Fire and Rescue NSW or Council Authorised Officer.

In accordance with the provisions of the EPAA, FRNSW has referred correspondence to Council detailing a number of concerns with fire safety measures and fire safety procedures associated with development on land at:

Property

Reason for referral:

Dulwich Hill

1. Essential Fire Safety Measures not being maintained.

2. Access & Egress non – compliances.

3. Compartmentation not complying with the requirements of the National Construction Code (NCC).

4. Annual Fire Safety Statement is not current and up to date.

White Cockatoo Hotel – 30 Terminus Street Petersham

Modification of the fire safety system where smoke detection replace with thermal detection without the written consent from a principal certifying authority.

In response, Council’s Fire Safety Team undertook an inspection of the premises as per the table below:

Property

Reason for referral:

Dulwich Hill

Inspection of the premises has been carried out by Council and a Notice of Intention to Serve an Order under Schedule 5 of the EPAA has been issued on the owner of the premises.

White Cockatoo Hotel – 30 Terminus Street Petersham

Inspection of the premises has been carried out and additional smoke detectors have been installed. The premises are currently the subject of a development application and is currently being assessed by Council which will include the current and proposed smoke detection and alarm system.

Following a review of the correspondence and site inspections, Council’s Fire Safety Officers, under delegated authority will or have issued Notices of Proposed Order and or Orders on the property owners in accordance with the EPAA.

After all fire safety solutions are implemented a Fire Safety Certificate is to be submitted to Council. This is to ensure that the new/enhanced fire safety measures for each building are included on Council’s Fire Safety Register and that annual inspections and Annual Fire Safety Statements are undertaken and submitted to Council to ensure:

i. All fire safety measures are inspected by a competent fire safety practitioner to ensure they are maintained to the appropriate Standard of Performance.

ii. Fire Safety Statements are maintained in the approved form and displayed in a prominent location within the building and available for viewing by Fire and Rescue NSW personnel or Council Officers.

FINANCIAL IMPLICATIONS

Nil

OTHER STAFF COMMENTS

Nil

PUBLIC CONSULTATION

Nil

CONCLUSION

The letters from Fire and Rescue NSW have identified a number of fire safety matters that are required to be addressed. Following an inspection, Council’s Fire Safety Officer may determine that Notices of Proposed Orders and Orders requiring various audits and upgrade to the buildings is required to be undertaken. These requirements will promote adequate fire safety or fire safety awareness in the buildings. These works are able to be undertaken in accordance with State Planning provisions through the issuing of Orders under EPAA without the need to obtain a Development Application.

ATTACHMENTS

1.⇩	Letter from Fire and Rescue NSW regarding property at Dulwich Hill
2.⇩	Letter from Fire and Rescue NSW regarding White Cockatoo Hotel 30 Terminus Street Petersham

Council Meeting

9 October 2018

Item No: C1018(1) Item 10

Subject: Notice of Motion: Future of White Bay Cruise Ship Terminal Bus

From: Councillor John Stamolis

Motion:

THAT Council prepares a report by November 2018 which:

· Provides an update on the status and effectiveness of the minibus service to the White Bay Cruise Ship Terminal;

· Details the costs to Council of the minibus service since it commenced; and

· Widely consult with the Chamber and businesses in Balmain and Rozelle about any future use of the funds used for the bus.

Background

· For two years, Council ran a minibus service into the White Bay cruise ship terminal as part of its Economic Development program. The aim was to relay passengers from the cruise ships into the Balmain and Rozelle shopping villages as a measure to assist local business.

Ships generally arrived at White Bay between 5.30am and 6.30am and the minibus would be waiting for them.

This program was always fraught and failed because:

· The arrival time of the ships was not at a time when shops, restaurants and pubs were open.

· Ships carried 2,000 passengers, the minibus carried 15.

· The ship terminal was well supplied with taxis, coaches and ferry services which quickly moved the large volumes of passengers to the CBD and back to their homes.

· The likelihood of a passenger coming home from a 3 to 7 day cruise ship trip spending a half or a whole day touring or shopping in Balmain or Rozelle was very remote.

· The vast majority of shops in Balmain and Rozelle were given no say as to whether they felt that this was a viable use of Council resources or funds.

· Of the very small number of passengers who used the bus, a solid proportion used it to take them to other transport modes or even near to their home.

Officer’s Comments:

Comment from Group Manager Strategic Planning:

A two year funding agreement for a bus shuttle service from the White Bay Cruise Terminal to the Balmain Peninsula shopping strips and the Discover Balmain Rozelle self-guided tour between the former Leichhardt Council and the Ports Authority NSW was entered into in 2015 and aimed to capture the economic potential of the White Bay Cruise Terminal as a tourism asset for Balmain Peninsula. The agreement has now ended. There are no funds allocated in the current budget for 2018/19 to the project.

The Port Authority NSW has written to Council requesting that Council continue with the funding agreement for a further two years at a potential cost to Council of $75,000 ($37,500 per year) that would be matched by the Port Authority NSW.

Based on an evaluation of the 2016/17 and 2017/18 seasons, it is considered the initiative does not justify Council’s continued financial investment and therefore it is not proposed to continue funding the partnership agreement. There are no funds allocated for this project in the 2018/19 budget.

The Cruise Ship Tours Program that was developed comprised a bus shuttle service from the White Bay Cruise Terminal to the Balmain Peninsula shopping strips and the Discover Balmain Rozelle self-guided tour. The program has been operating for two years (the season being October to March) and based on an evaluation carried out of the program’s operation to date it is highly unlikely to achieve the targeted $1.4 million per annum return into the local economy that had been envisaged. In its second year of operation in 2017/18 it is estimated that the program generated less than $120,000. Further background information on the program and the review is set out below.

Council’s Economic Development Unit will continue to promote and market the local economy to drive awareness, visitation and local spend to Inner West businesses, including Balmain and Rozelle.

BACKGROUND

In 2015, the former Leichhardt Council and the Port Authority NSW commissioned a Proposal to Develop Cruise Ship Tours into Balmain. The report estimated that over a five year period approximately $1.4 million per annum would be generated through the development of a self-guided tour into Balmain and Rozelle villages. Following consideration of the report the former Leichhardt Council agreed to examine ways to support the growth of tourism visitation from White Bay Cruise Terminal. This included the following actions:

1. Enter into a two year agreement between Council and the Port Authority NSW. The agreement was to develop, promote and capture the economic potential of the White Bay Cruise Terminal as a tourism asset for Balmain and Rozelle villages.

2. Participate in the Destination Ambassador Program Working Group. Members include Port Authority NSW, Destination NSW, City of Sydney Council, TAFE NSW, Study NSW and Inner West Council. The role of the Group being to identify and implement projects to improve the visitor experience at Sydney cruise terminals.

3. Establish the Destination Ambassador Program. The program uses volunteers to meet and greet cruise ship passengers to Sydney at the Overseas Passenger Terminal Circular Quay and the White Bay Cruise Terminal which is located in the Inner West Council LGA. Over 60 volunteers received accredited tour guide training to become part of the program. The Ambassadors direct passengers to key tourism destinations and also promote Balmain and Rozelle retail precincts. This program is managed by City of Sydney Council.

Over the last two years Council staff have worked on implementing initiatives to enhance the economic return from tourism generated by the White Bay Cruise Terminal. The initiatives were developed in consultation with tourism development specialists and cruise industry representatives. They have included:-

· Development of a self-guided Discover Balmain Rozelle brochure

· Free bus shuttle service between the terminal and the Balmain peninsula shopping strips

· Development of stickers for shops to display and a footpath decal so passengers can easily follow the Discover Balmain Rozelle self-guided tour

· Informing cruise companies about the self-guided tour

· Promoting free Wi-Fi in the area that passengers can access as a draw card

· Promotion of the Balmain Heritage Pub Tour.

It should be noted that the program only targets transit cruise ships docked at White Bay which have passengers who have already visited iconic sites in Sydney and are required to disembark for around a two to four hours period while their ship is being prepared for the next phase of the journey. The program also captures ship crew who like to stock up on essentials while in port.

Economic Return

The direct expenditure from cruise industry domestic and international passengers, crew and support staff in Australia is estimated at $1.8 billion. Cruise passengers from each arriving ship in Sydney spend approximately $2 million during their stay. The sector is growing, with booked vessels to the White Bay Terminal and the adjoining White Bay 4 Terminal in the next five years projected to increase as shown in Table 1.

Table 1 Vessels booked for White Bay – Financial Years 2019 - 2023

	FY19	FY20	FY21	FY22	FY23
Vessel Calls – White Bay Cruise Terminal	110	112	115	118	121
Vessel Calls – White Bay 4 Cruise Terminal	20	22	24	25	26
Vessel Calls Total	130	134	139	143	147

The Port Authority NSW has advised that as from 1 July 2018 they are looking to incentivise high end luxury as well as expedition cruise ships to White Bay by lowering the current minimum passenger quota, which currently sits at 1,200. This initiative is likely to increase the projected number of cruise visits in the coming years. The Port Authority NSW believes there is an opportunity for Balmain and Rozelle businesses to benefit from growth in the sector.

The former Leichhardt Council commissioned report considered $1.4m a reasonable rate of return based on the number of businesses that would appeal to passengers. The average passenger spend is estimated at $120 for a self-guided tour and $45 for crew arriving at the White Bay Terminal.

To achieve a reasonable rate of return for Council, passenger numbers participating need to be around 90 passengers a day. Table 2 shows the number of passengers using the shuttle bus for 2017/18.

Table 2 Number of passengers using the service 2017/18

Date	30 Nov	5 Dec	20 Dec	21 Dec	23 Dec	3 Jan	17 Jan	20 Jan	23 Jan
No.	0	10	31	146	49	6	35	75	7

Date	25 Jan	5 Feb	6 Feb	8 Feb	10 Feb	11 Feb	12 Feb	13 Feb	14 Feb
No.	41	32	23	0	16	27	14	20	3

Date	15 Feb	16 Feb	17 Feb	18 Feb	19 Feb	20 Feb	21 Feb	22 Feb	23 Feb
No.	3	5	16	4	2	10	130	26	74

Date	24 Feb	27 Feb	4 March	6 March	11 March	17 March	28 March
No.	8	0	11	17	13	16	5

Based on the figures for 2016/17 and Table 2 above, it is estimated that the Balmain and Rozelle economy received the following passenger spend:

• $70,560 in 2016/17 (21 ships); and

• $117,600 in 2017/18 (35 ships).

The amount of income received by the local businesses that can be attributed to cruise ship visitors (figures obtained from talking to the businesses in Balmain/Rozelle) represents in 2016/17 only 5.04% of the anticipated final $1.4m return and in 2017/18 around 8.4% of the targeted final $1.4m return. These figures are also much lower than the projected staged growth targets for those years of $650,940 for 2016/17 and $928,500 for 2017/18. Furthermore the increase from 2016/17 to 2017/18 does not relate to a greater take up by the passengers on each ship but rather an increase in the number of ships from 21 to 35. The evidence appears to indicate that iconic attractions such as the Opera House, Harbour Bridge, Darling Harbour, Kings Wharf and the retail shopping opportunities in Sydney City appear to be more attractive to passengers.

Business Feedback

Feedback from businesses has been mixed. In 2016/17 businesses reported good sales from cruise ship customers and noticed an increase in foot traffic. In 2017/18 businesses reported that they were very busy but not sure why, and had not noticed an increase in sales from cruise passengers. Some businesses were not aware of the service, despite Council staff hand delivering information about the program. Shops where business owners are present were aware of the service while shops managed by staff were less likely to be aware of the service.

Representatives from the Balmain and Rozelle Chamber have advised that they believe numbers were down on the previous year. They attribute this to passengers bypassing the villages to go to Balmain East Wharf to get to Circular Quay. The Port Authority NSW disputes this, as the Captain Cook Ferry service is located next to the terminal and is a quicker option for passengers to get into Sydney city. The Chamber has also requested that if Council continues to support the program that some additional signage on the shuttle buses would help better promote the Balmain Peninsula as it would enhance visibility of the service. They have also suggested a different design style for the Discover Balmain Rozelle map.

Council staff have reviewed the shuttle service and can confirm that approximately 50% of the morning passengers are using the service to go the wharf to make their way into Sydney. However, in the afternoon passengers and crew were using the service to go shopping in Balmain - Rozelle. This is a concern as the aim of the shuttle is to transfer passengers from the terminal to the Darling Street precincts of Rozelle and Balmain and not as an alternative means of transport into Sydney City.

As a means to address the “leakage” of transit passengers into Sydney the Port Authority NSW and Council staff have considered changing the bus route so that it does not take passengers to or near Balmain East Wharf. To address the Chamber’s concern around signage on the buses, additional branding can be developed at a cost of $3,500.

A total redesign of the current Discover Balmain Rozelle tour map is not supported as a redesign of the map will impact on project resources and current branding. Other options that were examined to enhance outcomes included Discover Balmain Rozelle branding at White Bay Terminal and an information stall inviting cruise ship passengers to explore what the area has to offer specifically targeting the galleries, eat streets, fashion and specialty shops in Balmain and Rozelle villages. Unfortunately, both these options are not supported by the Port Authority NSW as the area is used for commercial activities other than the docking of cruise ships.

FINANCIAL IMPLICATIONS

There are no funds allocated for this project in the 2018/19 budget. The cost to deliver the program is $75,000 a year which is shared equally between the Port Authority NSW and Council at $37,500 each per year. Funds are used to run two shuttle buses from 8.30am to 5.30pm from White Bay to Balmain/Rozelle when transit ships dock. There is also the cost to Council of one staff member attending quarterly meetings, and around 4 hours a week during cruise season (approximately $3,100).

CONCLUSION

Based on an evaluation of the 2016/17 and 2017/18 seasons, it is considered the initiative does not justify Council’s continued financial investment.

Council’s Economic Development Unit, as part of its strategic planning, is developing an Economic Development Strategy which will help to optimise the economic potential of the key sectors and locations across the Inner West LGA, including tourism.

ATTACHMENTS

Nil.

Council Meeting

9 October 2018

Item No: C1018(1) Item 12

Subject: Contract for ICT Hardware

Prepared By: John Hanlon - ICT Project Manager

Authorised By: Harin Perera - Group Manager Information Communications Technology

SUMMARY

The purpose of this report is to outline the process and findings from the Evaluation committee created to evaluate the tender RFQ50-18 Desktop Replacement. The recommended vendor and cost of contract has been submitted as confidential item to Council.

RECOMMENDATION

THAT:

1. The tender submitted by the vendor recommended in the confidential section be accepted for RFQ50-18 Desktop Replacement for Inner West Council; and

2. The General Manager be delegated the authority to sign and execute the contract.

BACKGROUND

The fleet of corporate desktop computers used by Inner West Council has reached an age that warrants replacement. Most of these computers are over six years old and have seen a significant increase in failures over the last year. Normally, these machines would be replaced every three to four years. In this instance, Inner West Council has deferred replacing these computers so that the elected council would have the opportunity to make this decision and commitment moving forward. As these computers continue to age, the cost of support and maintenance will increase exponentially. These computers are no longer under a maintenance agreement and failures will result in extended interruption to council operations. Additionally, the existing computers do not support a number of security features scheduled for implementation in order to strengthen council’s risk profile.

This tender is being undertaken in order to minimise the total cost of ownership for council as well as improving overall system security. The operating system (Windows 7) and associated software (Microsoft Office 2010) running on the existing machines will reach end of support in 2020. At this time, they will cease receiving critical security updates. Replacing this software requires a significant investment. Combining this software upgrade with the replacement of these desktops will negate the need to undertake this additional project and prevent the need for additional expenditure.

The Australian Cyber Security Centre (ACSC), a division of the Australian Signals Directorate publishes the Essential Eight, a list of eight critical mitigation strategies recommended to assist organisations in protecting their systems from a range of cybersecurity threats. A recent security review was undertaken and identified several vulnerabilities that Inner West Council faces due to the age and disparity of the existing computers. A number of these vulnerabilities will be addressed by this replacement in order to reduce future audit recommendations.

The computers being purchased carry an EPEAT Gold certification eco-label and are US Energy Star qualified. They utilise 32% less energy than existing models.

The existing equipment will be re-sold where possible, following data cleansing operations. Any equipment deemed to have no commercial value will be recycled in compliance with the International Environmental Standard ISO 14001:2015.

Invitations for Tender were invited by selective tender through Tenders Online. Suppliers on the NSW Procurement State Contract Number: 999 (ICT End User Devices and Services for NSW Government) were provided with Tender Documents and Specifications that set out the Council’s requirements, including information to be provided in submissions.

The level of spend per annum was over the $150,000 mark, the level at which the Local Government Act requires Local Councils to call tenders.

The tendering process was initiated and the Tender Evaluation Plan and methodology were developed by John Hanlon, Project Manager/Business Analyst. An Evaluation Committee was formed, comprising representatives from the most relevant departments within Council. Members of the Evaluation Committee used the Evaluation Plan and methodology to determine which firms offered the best value for money in the provision of RFQ50-18 Desktop Replacement to Council. The Tender Evaluation Plan is attached as Appendix A.

Tender Assessment

Tenders were evaluated strictly in accordance with Council’s Purchasing Policy, Procedures and Evaluation Plan, and in compliance with the provisions of the Local Government Act 1993 and Tendering Regulation 2005.

A Tender Evaluation Plan was developed and endorsed by all committee members prior to the tender closing. The roles and responsibilities of the Evaluation Committee members and Council are outlined in the Tender Evaluation Plan.

Conforming Tenders

All tenderers met the mandatory requirements and proceeded to a detailed evaluation

Evaluation Methodology

The objective of the evaluation was to select the tenderer(s) offering the best value for money in a rational and defensible way that is fair to all tenderers. The evaluation criteria and criteria weighting’s applied to this evaluation process are detailed within this report.

Tender Evaluation Process

The evaluation was conducted in four stages:

1. Invitations for Tender were invited by selective tender through Tenders online. Suppliers on the NSW Procurement State Contract Number: 999 (ICT End User Devices and Services for NSW Government) were provided with Tender Documents and Specifications that set out the Council’s requirements, including information to be provided in submissions.

2. The evaluation committee undertook an objective analysis of tenderers’ ability to meet both mandatory and desirable criteria.

3. The tendered information and specific questions were listed under the evaluation criteria and weighted in order of importance to the overall evaluation. Team members scored the tenders against the criteria in accordance with the evaluation plan.

4. This Tender Report outlining the process and associated confidential item detailing final recommendations of the preferred tenderers for RFQ50-18 for the consideration of Council.

Evaluation committee

A Tender Panel was formed to evaluate the tenders in accordance with selection criteria. The Tender Panel comprised

· Mary Bessant, Strategic Procurement Specialist (Non-scoring)

· Mary Boustani, ICT Systems Engineer

· John Gouskos, Team Leader ICT Infrastructure

· John Hanlon, Project Manager / Business Analyst

· Robert Ricci, Procurement Business Analyst (Non-scoring)

· Sasha Sutarov, ICT Infrastructure Manager

Evaluation Criteria and Methodology

It was proposed that one tenderer be selected. A weighting methodology was employed to evaluate the tenderers, with each criteria given a weighting out of 100% in the Evaluation Plan. Each member of the Evaluation committee scored each tenderer’s submission against the criteria using a 1-10 rating. The scores are agreed by the tender panel and the weighting applied to arrive at the final weighted score are below.

The following tender evaluation criterion was used to assess the value for money offered by the tenderers.

Evaluation Criteria

Evaluation Criteria	Weighting
Proven Capacity to meet Contract based on past performance including capacity to meet current service requirements.	10%
Suitability for purpose	40%
Work Health and Safety	5%
Adherence to environmental management, sustainability and procurement guidelines	15%
Quality Assurance Systems	5%
Price	25%
Total	100%

Evaluations of Findings

All tenderers were assessed and scored against the advertised evaluation criteria listed in the tender document and weightings agreed to by the tender panel.

Evaluation committee’s endorsement

Tenders were evaluated strictly in accordance with Council’s Purchasing Policy and Procedures and the Local Government Act 1993 and General Regulations 2005.

Following a rigorous evaluation process of all submitted tenders, the Evaluation Committee is confident in its recommendation that the services offered by the recommended tenderer/s conform to Council’s requirements.

All tenders were submitted by the due date and time and all were acceptable for evaluation.

Timeframe

To implement this resolution as soon as approved by Council.

FINANCIAL IMPLICATIONS

The cost of replacing Councils desktop fleet is already included in ICT Operational budgets.

PUBLIC CONSULTATION

Not applicable.

CONCLUSION

Evaluation of Tenderers against the specified evaluation criteria indicates the vendor recommended in the confidential section has submitted the most superior tender representing the best value to Council for RFQ50-18 Desktop Replacement.

This vendor provided a superior response, addressing all selection criteria and excelling in terms of the proposed products. The more robust and portable solution offered will be of great use in council’s operations. They are an environmentally responsible company with a proven history of delivering

Tender Evaluation Panel

Mary Bessant

Mary Boustani

John Gouskos

Strategic Procurement Specialist

ICT Systems Engineer

Team Leader, ICT Infrastructure

John Hanlon

Robert Ricci

Sasha Sutarov

Project Manager / Business Analyst

Procurement Business Analyst

ICT Infrastructure Manager

ATTACHMENTS

1.⇩	Evaluation Plan for RFQ 50-18 Desktop Replacement
2.	Detailed Evaluation - Confidential

#	Policy Name	Date Adopted	Legacy-Council Owner	Recommendation	Reason	Recommended By
1	Audio Recording of Council Meetings Policy	1/10/2013	Former Ashfield	To be rescinded	Obsolete	Group Manager Integration, Customer Service, Business Excellence and Civic Governance
2	Council Committee Structure and Terms of Reference	30/11/1998	Former Ashfield	To be rescinded	Obsolete	Group Manager Integration, Customer Service, Business Excellence and Civic Governance
3	Councillor Expenses and Facilities Policy	27/10/2015	Former Ashfield	To be rescinded	Obsolete	Group Manager Integration, Customer Service, Business Excellence and Civic Governance
4	Provision of Information to Councillors Policy	1/11/2011	Former Ashfield	To be rescinded	Obsolete	Group Manager Integration, Customer Service, Business Excellence and Civic Governance
5	Councillor Policy For Payment Of Expenses & Provision Of Facilities	25/11/2008	Former Leichhardt	To be rescinded	Obsolete	Group Manager Integration, Customer Service, Business Excellence and Civic Governance
6	Meetings Between Councillors & Members Of Parliament and/or Government Departments	28/09/2010	Former Leichhardt	To be rescinded	Obsolete	Group Manager Integration, Customer Service, Business Excellence and Civic Governance
7	Precinct Committee System Policy	22/02/2011	Former Leichhardt	To be rescinded	Obsolete	Group Manager Integration, Customer Service, Business Excellence and Civic Governance
8	Precinct Committee System Policy	1/12/2015	Former Marrickville	To be rescinded	Obsolete	Group Manager Integration, Customer Service, Business Excellence and Civic Governance
9	Social Media Policy	1/02/2016	Former Ashfield	To be rescinded	New IWC Policy adopted 13/3/18	Group Manager Communications, Engagement and Events
10	Media Relations Policy	30/10/2015	Former Ashfield	To be rescinded	New IWC Policy adopted 13/3/18	Group Manager Communications, Engagement and Events
11	Community Engagement Policy	6/11/2013	Former Leichhardt	To be rescinded	New IWC Framework adopted	Group Manager Communications, Engagement and Events
12	Social Media Strategy	22/05/2012	Former Leichhardt	To be rescinded	New IWC Policy adopted 13/3/18	Group Manager Communications, Engagement and Events